Last Update: 6/21/05 (Transmittal I-1-51)
An electronic process for producing HALLEX transmittals was introduced and became effective in June 2002. The electronic process uses:
the Intranet (Policy Net) and the Policy Repository to develop HALLEX, and
a customized Microsoft Word template to format HALLEX transmittals.
The basic principles of clear writing and effective communication apply to drafting HALLEX issuances. The following list summarizes good drafting practices.
Make short statements.
Use the active voice.
Do not use contractions.
When you use acronyms, explain the term and show the acronym in parentheses the first time you use it in a chapter.
Use the same words consistently to convey the same meaning — avoid synonyms.
Identify who performs a function.
Avoid lengthy paragraphs by using As and Bs and 1s and 2s and bullets to present information in an outline format.
Review the issuance from the user's perspective after you complete it. Does it tell the users everything they need to know in terms they can understand?
Proofread the final copy for errors and omissions.
Every HALLEX issuance should include a numbered transmittal sheet (TS). The TS briefly summarizes the background, including the pertinent actions or events that preceded the issuance. In addition, if the issuance adds a subject to HALLEX, briefly explain the subject. If the issuance revises a procedure, briefly explain the changes and specify where they are in text.
EXCEPTION:
Generally, issuances in Volume I, Division 5 (Temporary Instructions) do not require a TS because the background and explanation of the need for the instruction are included in the body of the TI.
SOCIAL SECURITY ADMINISTRATION
Office of Hearings and Appeals
HALLEX
Volume I
Transmittal No. I-X-XX
_________________________________________________________________________
Chapter: I-X-X
Subject:
_________________________________________________________________________
Background
Briefly summarize the pertinent actions or events which preceded the issuance.
Explanation of Content and Changes
If the issuance adds a subject to HALLEX, briefly summarize the subject. If the issuance revises a procedure(s), explain the changes and specify where they are in the text.
Date:
The HALLEX Word Template is a series of Word customizations intended to make editing and authoring HALLEX documents simpler for the end user, while maintaining formatting integrity throughout the HALLEX system.
The following custom styles have been defined, and are available through a custom toolbar:
Chapter Title: This style should only be used for the actual Chapter title line of the HALLEX documents.
Section 1: Most documents are split into sections. Section 1 is the topmost section, and contains all subsections within it.
Section 2: The first subsection level. Must be contained within a Section 1.
Section 3: Section 3 is a sub-subsection. Must be contained within a Section 2. Most HALLEX documents only go three levels deep.
Section 4: A sub-sub-subsection.
Section 5: A sub-sub-sub-subsection. Included for completeness but is rarely used.
Example:
I-1-0 Chapter Title
Section Example:
I. Section 1, a main section of text.
Section 2.
Section 3
Section 4
Section 5
Paragraph: Default text style. A button is included because you will need to switch back to "Paragraph" after creating or modifying another element type.
NOTE: Mimics the HALLEX "NOTE" and "EXCEPTION" formatting.
Blockquote: Increases text indent from both margins. Used when quoting.
Revision: Used when marking the last revision of a particular chapter or section.
Authors must employ the following guidelines in preparing a HALLEX transmittal.
Use a title to identify the subject of a section or subsection.
Type titles with the first letter of words in upper case letters.
If there is only one paragraph in a section or subsection, do not letter or number the paragraph; that is, if there is a section A., there must be a section B. If there is a subsection 1, there must be a subsection 2.
If subsection 1 has a title, then 2, 3, etc. must also have titles. This rule also applies for lower-case letters, bullets.
To emphasize an instruction, use bolding.
Select the "Note" button from the task bar. Type the word "NOTE" in bold, upper case letters, followed by a colon.
NOTE: Use the same format for similar titles, such as "caution", "exception," etc.
There is no set format for "examples" because the material may mandate a specific format. However, when possible, type "Example", followed by a colon. After the colon, there are two returns.
Example:
xxxxxxxx xxxx xxxxxxx
There is no set format for exhibits because exhibits display information to meet a specific user's need. Use the section, subsection and paragraph structure of HALLEX if the information in the exhibit lends itself to that format.