1. TABLES, ILLUSTRATIONS, AND OTHER SPECIAL MATERIALS

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Use of Graphics

This chapter treats material that is difficult or impossible to enter in the revisor's computer database: illustrations, photographs, maps, charts, designs, forms, some tables, and some mathematical equations. There are problems associated with graphics when they are incorporated into rules. Unlike text, images cannot be amended by striking or underscoring and must be replaced, meaning that it is not always clear when a change is made. If the images must be scanned in, visual clarity is sacrificed. Moreover, the graphic may not provide as much information as a verbal description. Some graphics, such as maps, can also become outdated or obsolete over time. Therefore, it is better to use words rather than pictures whenever possible.

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Making Materials Easy to Cite

All special materials must fall within a part and must be identifiable by part and subpart numbers. It is not necessary to use an exhibit number or an expression such as "figure 1" or "table 2" to identify the material. An illustration or table should be given its own part or subpart number - that is, it should constitute a part or subpart by itself, with little or no accompanying text. See the example below. Setting up a table or illustration as a part or subpart can make the material much easier to refer to. Make sure the part or subpart headnote identifies the material properly.


Example: Illustration Shown as a Subpart

1520.5400 PARTICIPATION.

Any person producing or dealing in poultry products may participate in the plan on demonstrating, to the satisfaction of the department and the board that the facilities, personnel, and practices are adequate for carrying out the applicable provisions of the plan; and signing an agreement with the department and the board to comply with the general and the applicable specific provisions of the plan and any rules of the department adopted in accordance with part 1520.5320. Affiliated flock owners may participate without signing an agreement with the department. Each participant shall comply with the plan throughout the operating year of the department, or until released by the commissioner and the executive officer of the board. A participant shall participate with all of the participant's poultry hatching egg supply flocks and hatchery operations within the state. No person shall be compelled by the department to qualify products for the classifications described in part 1520.7200, item A, as a condition of qualification for participation in the plan. Participation in the plan shall entitle the participant to use the plan emblem reproduced below.

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Designing Tables

Much material that could be shown in table format, with columns and rows, can also be shown in ordinary paragraph form. Here is an example:


Example: Fee Schedule in Paragraph Form (Preferred Form)

2100.9300 FEES.

The Board of Barber Examiners charges the following fees:

  1. $48 for a registered barber's examination and certificate;

  2. $46 for an apprentice's examination and certificate;

  3. $150 for an instructor's examination;

  4. $35 for an instructor's certificate;

  5. $20 for a registered barber's license renewal;

  6. $35 for an instructor's license renewal;

  7. $10 for a student permit;

  8. $50 for an initial shop registration; and

  9. $1,000 for an initial school registration.

Sometimes, though, table format is clearer. When you create a table, keep in mind the advice of the Document Design Center at the American Institutes for Research:

If a table cannot be typed in the usual direction and type size on an 8-1/2 by 11 inch sheet, it probably cannot be input in the revisor's database. Other features that make it impossible to input a table are horizontal and vertical lines and stacked headings. The revisor's office prefers tables that can be input so that the rules database can be complete. A complete database benefits both the revisor and the agencies by making rules text easier to amend and printouts of rules more complete.

Try to design your table so that it can be broken up into several subparts. Using several short tables instead of one large one will make amendments to the tables easier and less expensive to print in the State Register.

Requested format for a Table: If a table cannot be input, the revisor's office requests a camera-ready copy be provided (see Summary on Acceptable Requested Formats at the end of this chapter). The copy will be scanned in and saved as a graphic in the revisor's rules database. This format allows the table to be reproduced in the State Register and in the Minnesota Rules publication.

Refer to example: Whether a table is input or not, its format should follow the examples below regarding alignment and capitalization of column headings, and capitalization of items in the left-hand column.


Example: Table Shown as a Part

1515.2800 WEIGHT CLASSES FOR SHELL EGG GRADES.

Weight classes for shell egg grades are established in part 1515.9900.

1515.9900 TABLE, WEIGHT CLASSES FOR SHELL EGG GRADES.

Size or
Weight




Jumbo

Extra Large

Large

Medium

Small

Minimum Net
Weight per
dozen, in
ounces


30

27

24

21

18

Minimum Net
Weight per
30 dozen,
in pounds


56

50-1/2

45

39-1/2

34

Minimum Weight
for Individual
Eggs at Rate
per dozen,
in ounces

29

26

23

20

17

A lot average tolerance of 3.3 percent for individual eggs in the next lower weight class is permitted as long as no individual case within the lot exceeds five percent.

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Equations

An equation that must be displayed (set out apart from the surrounding lines of type) is often an equation that cannot be input in the revisor's database. Equations with symbols that are twice the height of the normal typeface, such as radical signs over complex fractions, cannot be input. The chapter "Mathematics in Type," in The Chicago Manual of Style, offers some suggestions on setting up equations so that they need not be displayed.

Requested format for an Equation: If an agency has the capability of creating or reproducing an equation in electronic format, the revisor's office requires graphics in BOTH of the following formats (see Summary on Acceptable Requested Formats at the end of this chapter):

If an equation cannot be input, the revisor's office requests a camera-ready copy be provided (see Summary on Acceptable Requested Formats at the end of this chapter). The copy will be scanned in and saved as a graphic in the revisor's rules database. This format allows the equation to be reproduced in the State Register and in the Minnesota Rules publication.

Refer to example: Rules often contain interpretations of equations in the format shown below. If your draft contains these constructions, be sure that they use the indentation, capitalization, punctuation, and spacing around operational signs shown in the example.


Example: Equation Format

1345.0560 AMOUNT OF AIR CIRCULATED.

The amount of air to be provided for each room or space to be heated or conditioned shall be not less than that determined in the following manner:

  1. Calculate the heat loss, in Btu per hour, for each room or space to be heated, as set forth in parts 1345.0200 to 1345.0360.

  2. Calculate the volume of air to be circulated in each room or space to be heated, using the formula:

    Q = H/68.7

where:

Q = volume of air in cuic feet per minute
H = calcualted heat loss in Btu per hour

68.7 = a constant based on supply air temperature of 135 degrees Farenheit and return air temperature of 65 degrees Farenheit.

The above formula is based on actual Btu per hour heat loss plus ten percent safety factor.

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Forms

Forms often have complex layouts that are difficult to input in the revisor's database. Rather than having the form input, an agency can describe the contents of the form in the rules. A description is easier to amend than a reproduced form, and it does not need to be amended if the agency changes only the layout of the form.

Requested format for a Form: If a form must be used and cannot be input, the revisor's office requests a camera-ready copy be provided (see Summary on Acceptable Requested Formats at the end of this chapter). The copy will be scanned in and saved as a graphic in the revisor's rules database. This format allows the form to be reproduced in the State Register and in the Minnesota Rules publication. An example appears below.


Example: Rule to Include Camera-Ready Copy of Form

7416.9940 MINNESOTA STATE PERMIT TO ACQUIRE HANDGUNS FROM FEDERAL FIREARMS DEALERS.


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Photographs, Illustrations, Charts, Maps, and Designs

If graphics are really vital to a rule draft, an agency should provide them in a format that meets the revisor's office requirements.

Requested format for Photographs, Illustrations, Charts, Maps, and Designs: If an agency has the capability of creating or reproducing photographs, illustrations, charts, maps, and designs in electronic format, the revisor's office requires graphics in BOTH of the following formats (see Summary on Acceptable Requested Formats at the end of this chapter):

If photographs, illustrations, charts, maps, and designs cannot be created or reproduced in electronic format, the revisor's office requests a camera-ready copy be provided (see Summary on Acceptable Requested Formats at the end of this chapter). The copy will be scanned in and saved as a graphic in the revisor's rules database. This format allows the photographs, illustrations, charts, maps, and designs to be reproduced in the State Register and in the Minnesota Rules publication.

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Summary on Acceptable Requested Formats

Camera-Ready Copy

Minnesota Rules and the State Register can reproduce only black and white copy. Line drawings should be done in black ink on white paper. All lines should be dark. The drawing should be large enough to allow for some reduction since reduction will minimize imperfections. Photographs should be glossy prints, preferably with a wide range of tones from light to deep shadow. Reproduction tends to lighten the dark areas and darken the light ones, so the original photo should be high contrast to maintain some contrast in printed form.

Electronic Formats

The Revisor's Office requests graphics be sent in BOTH of the following formats:

  1. Tagged Image Format (.tif extension; also known as TIFF) will be used for displaying graphics on the screen. During the drafting process, revisor staff can ensure that graphics are placed, sized, and rotated correctly without repeatedly printing. TIFF is available in most paint, imaging, and desktop publishing programs, and is a native format in Microsoft Windows.

  2. Encapsulated Postscript (.eps extension; also known as EPS) will be used for printing graphics. The Revisor's Office has adopted the PostScript standard for printing. An EPS document by definition is a PostScript-format document that consists of a single page. Its contents are conceptually enclosed by a bounding box. The dimensions of the bounding box should exactly enclose the graphics contained on the page. Many paint applications, especially those produced by Adobe Systems Incorporated, will allow graphics to be saved EPS format.

If you need assistance in saving graphics in the requested formats, contact your agency’'s technical staff or call the Revisor’'s Office Help Desk at 297-7500.


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