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2025 SERGEANT STUDY > HPM 5.1 - Publications Manual > Flashcards

HPM 5.1 - Publications Manual Flashcards

1
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

All communications prepared on a CHP 51 (Memorandum) or CHP Letterhead are – “__________.”

A

Correspondence

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2
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Communication to all employees which contain directives or information shall be __________ or __________.

A

Management Memorandums (MM)

Information Bulletins (IB).

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3
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Government Code Section __________ specifies all written communications shall be written in plain, straightforward language, avoiding technical terms as much as possible, and using a coherent and easily readable style.

A

6215

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4
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

The original of all correspondence shall be signed in __________ ink.

A

Blue

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5
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Correspondence shall be acted upon as soon as __________.

A

Practicable

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6
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

If it is required and the desired information cannot be furnished within __________ days from the date of receipt, the correspondence shall be acknowledged with an __________ response.

A

15 Working Days

Interim Response

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7
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

All correspondence shall be due back to the office of the signatory in __________ days, thus allowing for review, edits if necessary, and signature. This will ensure the recipient is acknowledged within the 15 working day time frame.

A

Seven (7) Days

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8
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

The __________ (Confidential Memorandum) shall be used only for correspondence between __________ agencies.

A

CHP 51WP

State Agencies

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9
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

California Highway Patrol __________ shall be used for all other correspondence __________ of state agencies.

A

Letterhead

Outside

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10
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Inappropriate reference to _________ shall be eliminated from all departmental correspondence unless used in a direct quote.

A

Gender

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11
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

__________ or __________ terms shall not be used when referring to groups or situations which include or may include members of __________ sexes.

A

Masculine or Feminine

Both

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12
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

Pursuant to the Americans with Disabilities Act, all state agencies must now include __________ for the Deaf and/or the California Relay Service telephone numbers on correspondence and memoranda.

A

Telephone Device

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13
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 1 -DEFINITIONS AND POLICIES

The __________ (Gregg) is the recommended reference source to be used when preparing departmental written work.

A

Gregg Reference Manual

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14
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Category 1 – CHP 51WP, Memorandum template, shall be used for:

Four (4) things

A

Intradepartmental Correspondence

Interdepartmental Correspondence

Appointed Officials

State Agencies

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15
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Category 2 - Letterhead – Directed to ______ or ______ outside of California state government.

A

Agencies or Individuals

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16
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The CHP letterhead can be used within state government for the following:

A

Commendations of departmental and other state employees.

Elected officials such as Governor, Lieutenant Governor, state Legislators, judges of the appellate and superior courts, and justices of the supreme court.

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17
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The signature block – #______ line spaces and flush with the ______ margin.

A

Four (4) - (3 blank)

Left

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18
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

File numbers shall consist of a minimum of four elements: ______, ______, ______, and ______.

EXAMPLE to OER: 580.018580.018580.007

A

o Signatory’s Location Code - (580)
o Signatory Identification – Badge or Adam “A”
number - (018580)
o Composer – Badge or Adam “A” number - (0XXXXX)
o Office of Primary Interest – May be an acronym or
the location code (OER or (007)

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19
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Supplemental file numbers (T/Cs) may be used, but only when necessary, to assure proper identification for reference purposes. These numbers shall follow the last line of the subject.

A

INFO ONLY

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20
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Abbreviations are not to be used in the inside address of CHP correspondence, with the exception of ______ (i.e., CA for California) and ______, ______, ______, and ______ at the end of a street name.

A

States’ Names

NE, NW, SE, and SW

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21
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Always spell out the ______, ______, ______, and complete name of an ______ (as the organization spells its name).

A

Street

Avenue

Boulevard

Organization

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22
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

In the body of the letter or memorandum, a date may be divided onto two separate lines between the ______ and ______, but not between the ______ and ______.

A

Day and Year (Ok)

Month and Day (Not Ok)

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23
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The International System of ______, ______ time designation shall be used in intradepartmental correspondence when a reference to time is necessary.

A

24-hour

Four-Digit

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24
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The American System of time expression shall be used in ______ and ______ correspondence (i.e., 5:15 p.m.).

A

Interdepartmental

Letterhead

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25
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Acronyms and abbreviations shall not be used at the beginning of a sentence or in a title. The only exception is if you are using “______” or “______” with a corresponding form number.

A

CHP

STD

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26
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Single paragraph letters and memorandums shall be ______. The first line shall not be ______.

A

Double-spaced (Yes)

Indented (No)

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27
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Multiple paragraph letters and memorandums shall be ______.

A

Single-spaced

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28
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

______-spacing shall be used between multiple paragraphs.

A

Double

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29
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

The second and each succeeding page of a letter or memorandum shall be headed with the name of the ______ as it appears in the inside address, the ______, and the ______.

A

Addressee(s)

Page Number

Date

30
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Correspondence is resumed ____ line spaces (______ blank spaces, type on the fourth space) below the space for the date.

A

Four (4)

Three (3)

31
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

No word shall be ______ between pages.

32
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

A paragraph of less than ______ lines shall not be divided between pages.

33
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

When a paragraph is divided between pages, there shall be at least ______ lines of the paragraph on each page.

34
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 2 -GENERAL RULES

Departmental correspondence should be prepared with either ______ or ______ type face. (Font)

A

Times New Roman

Arial

35
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE

The CHP 51WP, Memorandum template, is to be used when preparing intradepartmental (Commands rather than individuals) and interdepartmental (Other state agencies and appointed officials) correspondence.

36
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE

INTRA-departmental correspondence is usually directed to departmental organizational ______ rather than to ______. (CHP 51 WP)

A

Commands

Individuals

37
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 3 - CATEGORY 1 CORRESPONDENCE

INTER-departmental correspondence is directed to other ______ and ______ officials. (CHP 51 WP)

A

State Agencies

Appointed Officials

38
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

The California Highway Patrol (CHP) ______ is used when preparing correspondence in letter format.

A

Letterhead

39
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Correspondence directed to agencies or individuals ______ of California state government shall be prepared on the CHP ______.

A

Outside

Letterhead

40
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Correspondence directed to ______ ______ ______ shall be prepared on the CHP ______.

A

Elected State Officials

Letterhead

41
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Commendations for departmental and other state employees may be prepared on the CHP ______.

A

Letterhead

Commendations = Letterhead

42
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Members of the Legislature, judges, and most state and federal elected officials are addressed as “______ ______.”

A

“The Honorable”

43
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Persons entitled to a distinctive title of “Judge,” “Governor,” “General,” etc., may retain the title for life. It is a courtesy to use the title in the inside address in this instance (e.g., General Colin Powell).

44
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

Spell out the numbers ______ through ______ in street names.

A

One (1)

Ten (10)

45
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

The salutation “______” shall not be used. When addressing a company and no name is available, do not use a ______.

A

Gentlemen

Salutation

46
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

“Dear Madam:” should be avoided as a salutation. It is especially avoided when addressing an ______ woman.

47
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

The complimentary close shall be blocked ______ line spaces below the body of the correspondence, flush with the left margin. “______” shall be used to close all departmental letters. A ______ shall follow at the end of the complimentary close.

A

Two (2)

Sincerely

Comma

48
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 4 - CATEGORY 2 CORRESPONDENCE

The signatory’s name shall be in ______. All other words will be in lowercase with the first letters of main words ______.

EXAMPLE: S. A. DURYEE
Commissioner

A

Uppercase

Capitalized

49
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

The ______ ______ ______ ______ shall be used for regular and certified mail.

A

United States Postal Service (USPS)

50
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

______ ______ ______ or ______ ______ may be used for packages that require tracking and time-critical mail.

A

United Parcel Service (UPS)

Federal Express (FedEx)

51
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

The ______ ______ ______ is responsible for processing outgoing mail and distributing interoffice mail to headquarters sites.

A

Mail Services Unit (MSU)

52
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

______ ______ service shall not be used for daily mail to headquarters.

A

Special Delivery

53
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

The ______ ______ ______ is the preferred carrier for all overnight mail and packages.

A

United Parcel Service (UPS)

54
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

The STD ______, shall be used when the correspondence or material being transmitted will not permit handling without an envelope. All previous addresses on the Messenger Service Envelope shall be ______ ______.

A

STD. 117, Messenger Service Envelope

Crossed out

55
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

All letterhead correspondence requires envelopes.

56
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

All CONFIDENTIAL mail requires envelopes.

57
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

First-class mail receives priority handling; it is sealed against postal inspection. This class includes memorandums, letters, completed forms, accident and other reports, personnel documents, computer printouts, any written or typewritten material, or copies of such material.

58
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

Items of value (badges, cap pieces, etc.) should be shipped insured, ______ or ______, as each of these methods provides tracking numbers.

A

UPS or FedEx

59
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

For shipping that is not time-sensitive, the MSU uses ______ ______ for merchandise up to 150 pounds (e.g., mass mailings, radar units, computers).

A

UPS Ground

60
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

The UPS is the preferred carrier for all overnight mail anywhere. The UPS “next day air” or “second day air” should not be used unless directed by the ______ ______ or when no other mailing method is available to the command.

A

Division Office

61
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 5 - MAILING INFORMATION

When using two-letter state abbreviations, type them in ______ ______, with no periods after or space between the letters (e.g., CA).

A

Capital Letters

62
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

______ ______ messages are a method by which the California Highway Patrol (CHP) disseminates information throughout the Department.

A

Communications Network (Comm-Net)

63
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

These messages may also be used to establish policy for up to ______ ______ days. Communications Network messages must be uploaded to the Communications Network Message System site for CHP employees to view.

A

90 Calendar

64
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

______ or ______ materials shall not be posted on the Communications Network Message System site.

A

Sensitive or Classified

65
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

Employees may ______, ______, and ______ all Comm-Net messages on the Communications Network Message System site.

A

Create, Publish, and Read

66
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

There are two main designations an employee may have when using the site: ______ or ______.

A

Viewer or Publisher

67
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

Viewers may use all parts of the site, with the exception of ______ and ______/______ Comm-Net messages.

A

Creating and Publishing/Posting

68
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

______ may use all parts of the site, including creating and publishing/posting Comm-Net messages.

A

Publishers

69
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

An employee must get approval from their ______ to become a publisher.

70
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

In order to post Comm-Net messages to the Communications Network Message System site, an employee shall read all ______ ______ on the site and pass the ______ to become a publisher.

A

Training Material

Test

71
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

Final access to the (Comm-Net) site is granted through the ______ ______ ______. Command employees who will become publishers should do the necessary reading and testing prior to posting Comm-Net messages.

A

CHP Help Desk

72
Q

HPM 5.1 - PUBLICATIONS MANUAL - CHAPTER 6 - COMMUNICATIONS NETWORK MESSAGES

If a correction is needed on a Comm-Net message, the term “______” or “______ ______” written in all capital letters with several asterisks on either side shall be inserted both in the title (when copied into the site) and in the Subject line.

A

Corrected or Corrected Copy

2025 SERGEANT STUDY (10 decks)

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