Pacific Institute Style & References Guide
Table of Contents Introduction ...... 3 Updated ...... 3 Style ...... 3 References ...... 3 Spelling...... 4 Publications ...... 4 Timeline ...... 4 Copy Editing ...... 4 Publication Layout ...... 4 Copy Editing and Layout Cost ...... 4 Copy Editing and Layout Cost ...... 4 Printing In-House ...... 4 Publication Checklist ...... 4 Authors ...... 4 Organizations to Be Listed on Cover ...... 4 Organization Logos ...... 4 Author Biographies ...... 5 About Pacific Institute and Any Other Organizations or Advisory Committees ...... 5 Acknowledgements ...... 5 List of Acronyms and Abbreviations ...... 5 Table of Contents ...... 5 List of Figures ...... 5 List of Tables ...... 5 Executive Summary ...... 5 Text Body ...... 5 References...... 5 Appendices ...... 5 Glossary ...... 5 Terms for Index ...... 5 Copy Editor Finalization Checklist ...... 5 Layout Finalization Checklist ...... 6 Style ...... 6 Numbers ...... 6 Monetary Units ...... 6 Capitalization ...... 7 Titles and Offices ...... 7 Rivers ...... 7 “Scare Quotes” ...... 7 Regions ...... 7 Quotation Marks ...... 8 Acronyms and Abbreviations ...... 8 General...... 8 Pacific Institute ...... 8 Executive Summary ...... 9 Tables and Figures ...... 9 Section Headings, Table and Figure Titles...... 9 1 Titles...... 9 States ...... 9 I.e. and E.g...... 9 Acronyms and Abbreviations Guide in Publications ...... 9 Seasons ...... 10 Newspapers ...... 10 Magazines ...... 11 Radio ...... 11 Titled versus Entitled...... 12 Hyphens ...... 12 Age ...... 12 Percent ...... 12 Multiple Spellings ...... 13 Dependent Clauses...... 13 Compound-Modifiers ...... 13 Serial Comma ...... 14 Semi-Colon ...... 15 Footnotes ...... 15 Photo Captions ...... 15 In-Text Citations ...... 15 Comprehensive Guide to In-Text Citations ...... 15 Style ...... 15 Repeated Citations ...... 15 Examples ...... 16 Latin Abbreviations ...... 16 Bibliography Software ...... 17 Placement ...... 17 Examples ...... 17 Public Documents ...... 17 Long Author ...... 18 Three or More Authors ...... 18 Multiple References...... 18 Personal Communications ...... 18 Page Numbers ...... 18 Executive Summaries and Other Brief Documents ...... 18 References ...... 19 Comprehensive Guide to Reference Style ...... 19 Examples ...... 19 Book ...... 19 Chapter or Other Part of a Book...... 19 Online Journal ...... 19 Print Journal ...... 19 Pacific Institute Report ...... 19 Newspaper/Radio/TV Source ...... 19 Website or Online ...... 20 GIS Map ...... 20 Laws (Statute, Regulation, Case Law) ...... 20 Charts, Graphs, Figures, and Boxes ...... 20 Table of Contents ...... 20 Font ...... 20 Structure of Figures and Related Text ...... 20 2 Referencing ...... 21 Units of Measurement ...... 21 Source Files ...... 21 Graphs ...... 21 Updating All Numbers in Dynamic Fields ...... 22 Keeping the Link Between Excel and Word “Live” ...... 22 Figure Examples ...... 22 Figure 1 (good): ...... 22 Figure 2 (good): ...... 23 Figure 3 (not good): ...... 24 Figure 4 (good): ...... 24 Figure 5 (not good): ...... 24 Figure 6 (good): ...... 24 Tables ...... 25 Table of Contents ...... 25 Example Table of Contents ...... 25 Font ...... 26 Annotation ...... 26 Structure of Tables and Related Text ...... 26 Units of Measurement ...... 26 Table Examples ...... 26 Table 1 (good): ...... 26 Table 2 (good): ...... 26
Introduction
Updated
This guide was updated in August 2018.
Style
Our basic style guide is the Associated Press (AP) Stylebook (with exceptions, such as the use of the serial comma). It is available here.
An AP style quick reference guide is available here. An AP style guide is available here.
References
Our references follow the Chicago Manual of Style. A reference guide and an in-text citation guide are available on the shared Pacific Institute drive here: Pacific Institute/Communications/Style Guide/Chicago Manual of Style Citation Guide.
3 Spelling
The Merriam-Webster Dictionary is available here.
Publications
Timeline
Copy Editing We usually allow at least one week for copy editing.
Publication Layout We usually allow three weeks for publication layout, including time for us to review the layout drafts.
Copy Editing and Layout Cost
Copy Editing and Layout Cost
Copy editing: Approximately $20 per page, although it varies with each publication.
Graphic design: Approximately $55 per page, although it varies with each publication.
Photos: An additional approximately $0 to $150 per publication (average cost of stock photos is approximately $30).
Printing In-House Cost of color printing in-house:
The first 1,500 color pages per quarter (i.e. every three months) are free. Beyond 1,500 pages, we pay $0.09 per color page.
Publication Checklist
Include the following standard components when sending the publication to the copy editor for review.
Authors Degrees are not included on the cover pages.
Organizations to Be Listed on Cover
Organization Logos Use high resolution updated logos.
4
Author Biographies See a recent Pacific Institute publication for the proper format.
About Pacific Institute and Any Other Organizations or Advisory Committees Brief description of the Pacific Institute and any partner organizations or advisory committees. Usually 1-2 paragraphs per organization/committee.
Acknowledgements
List of Acronyms and Abbreviations This is optional. See “Acronyms and Abbreviations” section in this document for guidelines.
Table of Contents This is optional. If it is not included, the graphic designer will create it.
List of Figures The graphic designer will finalize the page numbers.
List of Tables The graphic designer will finalize the page numbers.
Executive Summary Include if applicable.
Text Body
References
Appendices Include if applicable. Often advisory committee personnel or organizational profiles are listed here.
Glossary This is optional.
Terms for Index This is optional. Page numbers will be finalized by the graphic designer.
Copy Editor Finalization Checklist
It may be helpful to send the following list to the copy editor, to assist with the copy editing process:
Is every table referenced? Are the tables numbered sequentially? Do the table references appear sequentially? 5 Are in-text citations in the proper format? Are percentages in the proper format? Are there any incidents of double spaces? Layout Finalization Checklist
Following is a list of items to pay special attention to when reviewing the report during the layout process:
Does the text and data in any boxes, tables, and figures match those in the original Excel sheets? Have any figures been uploaded online and linked to the report? Have any appendixes been uploaded to pacinst.org and links added to the report landing page?
Style
Numbers
Use figures for exact numbers that are greater than nine and words for whole numbers nine and below. The same applies when using whole numbers with hundred, thousand, million, etc. An exception would be for monetary amounts, which would always use figures.
Numbers in a pair or series should be treated consistently. Use the larger number to determine the appropriate form, e.g. 3 to 15 million acre-feet.
Never begin a sentence with a figure, except for sentences that begin with a year.
Some ordinal numbers, such as those indicating political or geographic order, should use figures in all cases. Examples: 3rd District Court, 9th ward.
When referring to money, use numerals. For cents or amounts of $1 million or more, spell the words cents, million, billion, trillion etc. Examples: $26.52, $100, 200, $8 million, 6 cents.
Leading zeros for numbers less than 1: If a value has the potential to exceed 1.0, use the leading zero. If a value can never exceed 1.0, do not use the leading zero.
For information on percents, see the “Hyphens” section.
Monetary Units
Spell out the word "cents" in lowercase and use numerals for amounts less than a dollar: 12 cents
Use the $ sign and decimal system for larger amounts: $1.01. 6
For dollars, use numerical amounts and the $ sign except in casual references. In these cases, the word should be spelled in lowercase: The book cost $4. "Dad, give me a dollar."
For amounts exceeding $1 million, use the $ sign and numerals up to two decimal places: It is worth $4.45 million.
Capitalization
Titles and Offices
Generally, civil, military, religious, and professional titles are capitalized when they immediately precede a personal name (when used as part of the name). IF they precede a personal name but are a descriptive tag, they are lowercased. Governor Schwarzenegger The study’s director Tim Barnett
They are capitalized when following a name if they are referring to a person’s official job title. Rachael Broadmaster, Director of the Mermaid Institute…
They are lowercased when following the name if they are merely a descriptor, or when used in place of a name. Rachael Broadmaster, the director of the Mermaid Institute… Dr. Pachauri, head of the IPCC… The director of the IPCC told reporters…
Rivers
“River” is not capitalized when it follows a list of rivers. It is, of course, capitalized when it refers to a single river. The Mississippi and Missouri rivers are popular destinations. We went kayaking on the Mississippi River.
“Scare Quotes”
Quotation marks are often used to alert the readers that a term is used in a nonstandard, ironic, or other special sense. They imply, “This is not my term” or “This is not how the term is usually applied.”
Regions
Question: northern California or Northern California?
7 Regional terms (often based on points of the compass) that are accepted as proper names but do not normally appear on maps are usually capitalized. Northern and Southern California.
Quotation Marks
Commas and periods go within quotation marks. “I did nothing wrong,” he said. She said, “Let’s go to the Warriors game.” This increase has been driven by hydraulic fracturing, or “fracking.” Thirteen percent of water used for well stimulation was “produced water,” or recycled wastewater from oil and gas production. In addition, another form of low-volume fracturing, referred to as “frack-packing,” is often performed. The reporting categories may be composed partly or entirely of freshwater, including “water combined with chemicals such as polymers,” “another kind of water,” and “not reported.”
Except in the case of acronyms, such as in this example: One of the largest uses of water in petroleum production is for “enhanced oil recovery” (EOR).
Acronyms and Abbreviations
General
In the case of organizations, agencies, etc., define the acronym after the first instance of usage. Thereafter, even if the next usage appears many pages later, refer to the organization using the acronym only. The U.S. Environmental Protection Agency (EPA) first issued guidelines on the use of this chemical in 1996. This contradicts the EPA's guidelines.
Pacific Institute
Do not use an acronym for Pacific Institute. Instead, in all external communications refer to it as the “Pacific Institute,” or after first usage as the “Institute.” Only refer to it as the “Institute” with a few sentences of use of the full title, to avoid confusion.
8 Executive Summary
Do not use acronyms in the Executive Summary.
Tables and Figures
APA advises that when using abbreviations in tables and figures, they should be defined, even if they have already been defined elsewhere in the document.
Source: APA Style: An Abbreviations FAQ
Section Headings, Table and Figure Titles
APA advises against using abbreviations in headings (such section headings and table and figure titles). Instead, they suggest spelling the words out in the headings, even if the abbreviation has already been defined previously in the document.
Titles
It is correct to either include or omit periods for the following: BA, BS, MA, MS, PhD
States
Abbreviate names of states when used after the names of cities and towns, but spell out when referring to the state generally: Ala. Fla. Md. Neb. N.D. Tenn. Ariz. Ga. Mass. Nev. Okla. Vt. Ark. Ill. Mich. N.H. Ore. Va. Calif. Ind. Minn. N.J. Pa. Wash. Colo. Kan. Miss. N.M. R.I. W.Va. Conn. Ky. Mo. N.Y. S.C. Wis. Del. La. Mont. N.C. S.D. Wyo.
DO NOT abbreviate Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Utah, Texas.
I.e. and E.g. I.e. and e.g. both get commas after them i.e., e.g.,
Acronyms and Abbreviations Guide in Publications
When a report is long enough, or contains acronyms and abbreviations judged to be potentially confusing, provide a guide.
Table 1:
9
Seasons
In most cases, seasons and their derivatives should be lowercased. This means that spring, summer, fall, and winter should all be lowercase along with any words that are formed from them, such as springtime, summertime, etc. My favorite season is either summer or fall. It finally is starting to feel like springtime out here.
There are exceptions, such as when the season appears in a proper name. I go to the Winter Olympics every four years. The Muskegon Winter Sports Complex is a great place to go skiing.
Or when the season is combined with a year. The region experienced groundwater decline between Fall 2011 and Fall 2015.
Newspapers
Most newspaper names don’t include "the." References to these papers should lower-case the article. Other newspapers do consider "the" a part of their formal names, causing it to be capitalized. The only way to determine this for newspapers not specifically mentioned in the AP Stylebook is to check a media directory or look at the nameplate of the paper itself. (If "the" is included in the nameplate, it's considered part of the formal name.)
Note: Capitalization of "the" often follows dropping the city name from the newspaper's title, but this is not invariably true. The story appeared in the Grand Forks Herald. BUT: William Marcil is publisher of The Forum. ... The Times-Picayune (New Orleans) BUT: Star Tribune (merged Minneapolis Tribune and Minneapolis Star)
10 Some newspapers that have resulted from past mergers hyphenate their names; others do not. Once again, look at their nameplates. Steele Ozone-Press, Duluth News-Tribune, Chicago Sun-Times BUT: Star Tribune Watch out for the "saints." Some are abbreviated, some not: St. Paul Pioneer Press BUT: Saint Cloud Times In AP style, the names of newspapers and magazines are not italicized or set off in quotation marks.
Source: Minnesota State University
Magazines
In AP style, magazine names are capitalized but not italicized or set off in quotes. The word "magazine" is capitalized only if it’s part of the official name. Sally Platkin Koslow was appointed editor-in-chief of McCall’s. George W. Bush and Al Gore both appeared on the cover of Time magazine.
The titles of magazine stories are set off with quotes. NOTE: Titles of songs, movies and artworks are set off the same way. The February issue of Glamour featured a story titled "My Life with AIDS."
Source: Minnesota State University
Radio
Radio stations' call letters appear in all caps. Use hyphens to separate from AM or FM: WDAY-FM, KFYR-AM.
"AM" or "FM" are necessary only when two stations share the same call letters: KFNW-AM and KFNW-FM
The words "radio" or "television" are not considered necessary in referring to a station unless it’s critical to understanding multi-media operations (those with both TV and radio stations): The Moorhead public radio station's name is simply KCCM-FM, since only one station uses those call letters, but use radio station KFYR or KFYR Radio or KFYR-AM to differentiate from KFYR-TV and KFYR-FM.
Stations’ call letters are frequently used alone with neither a band designation or the word "radio:" Sandy Buttweiler has the midday shift at KFGO.
If the station has created its own marketing designation that isn’t part of its call letters or an abbreviation, capitalize only the first letter — not the entire word: NOT FROGGY 102 or the FOX Network — instead: Froggy 102 or the Fox Network
11 Marketing nicknames like Y-94, Q-98, The Fox 107.9, or Moose Country 102 are usually acceptable in references. But in stories in which the station’s corporate identity is important, the true call letters should follow in parentheses. In stories about the sale of a station, for example, use this style: Q-98 (KQWB-FM), Froggy 99.9 (KVOX-FM)
Source: Minnesota State University
Titled versus Entitled
The correct word is "titled," not "entitled." The latter is a completely different word meaning "deserving."
Source: Minnesota State University
Hyphens
Age
Hyphenate when it is a modifier: A three-year-old infrastructure project…
Hyphenate when it is a noun (referring to a person): A three-year-old…
BUT: The plan is three years old.
Percent
Both the noun and adjective forms are always open compounds (no hyphens).
Use the number figure as opposed to the word for scientific works, but spell out numbers under ten for website and media copy. Use figures and percent symbol for social media.
Scientific works (including reports, fact sheets, issue briefs, and articles): 50 percent of the people were there 5 percent A 9 percent increase 0.2 percent 1.5 percent
Website and media: 50 percent of the people were there Five percent A nine percent increase 0.2 percent 1.5 percent
Social media: 12 50% of the people were there 5% A 9% increase 0.2% 1.5%
Repeat percent with each individual figure: He said 10 percent to 30 percent would attend.
Multiple Spellings
Words with more than one accepted spelling should use the primary spelling listed in the dictionary.
Dependent Clauses
If the subject does not appear in front of the second verb, a comma is generally unnecessary: He thought quickly but still did not answer correctly. She went to the park and then went swimming. But sometimes a comma in this situation is necessary to avoid confusion. Confusing: I saw that she was busy and prepared to leave. Clearer with comma: I saw that she was busy, and prepared to leave.
Without a comma, the reader is liable to think that "she" was the one who was prepared to leave.
Compound-Modifiers
In general, compound modifiers should be hyphenated. Exceptions are when we’ve decided that it is a solid compound (one word), or if the open compound (two words) is largely accepted and will not be confusing.
Two words are not hyphenated when they are used as an adjective after a noun. It is important to ensure that drinking fountains are clean and well maintained.
Object/noun Modifier Comments acre-feet Second use: af OR afy if appropriate Full name: Sacramento-San Joaquin River Bay-Delta Bay-Delta Delta as a topic/modifier, we will use the plural brownfields brownfields form, i.e. brownfields redevelopment CALFED citywide Cleanup cleanup if verb, use clean up Cold War Cold War community-based
13 consensus-based community- community-
building building decision-maker decision making decision-making fact sheet farm worker freshwater freshwater fund-raising fundraising fund-raiser grassroots greywater greywater groundwater groundwater Internet instream land use land-use nonprofit nonprofit offstream ongoing Online online per capita per capita policy-maker policy making policy-making reoperation reoperate roundtable roundtable salt water saltwater sea water seawater socioeconomic socioecological storm water stormwater surface water surface-water wastewater wastewater water use water-use website well-being Worldwide
Serial Comma
Use a comma between all elements, including before the “and” or “or” before the last element: CORRECT: We are growing apples, peaches, and oranges. NOT: We are growing apples, peaches and oranges.
14 Semi-Colon
USE A SEMI-COLON as a separator when some of the items in the string have other punctuation in them: We are growing vegetables; apples, peaches, and oranges; and flowers. We are growing apples; vegetables (like carrots and celery); and flowers.
Footnotes
The footnote font is futura book in 8.5.
Photo Captions
Captions are optional, but be consistent throughout the publication. Cite the source when possible:
Low water-use landscape in Oakland, California.
High-efficiency clothes washer. Source: iStockphoto.com/polasen.
Recycled water pipeline in San Rafael, California. Source: Data Instincts.
In-Text Citations Comprehensive Guide to In-Text Citations
Below are examples of commonly used in-text citation types. For a comprehensive guide, see the copy of Chicago Manual of Style Chapter 15, Author-Date Bibliography Style, available on the shared Pacific Institute drive: Pacific Institute/Communications/Style Guide/Chicago Manual of Style Citation Guide.
To view additional examples of in-text citations, double click on the file “_Author-Date Style.”
Style
Use the author-date system: (Alonzo 1999) (Hetherington and Rudolph 2015) (Cooley et al. 2014)
Repeated Citations
Once you have spelled out a source's information in full in its first note, all subsequent notes take a shorter form. 15
Examples
Shortened Form
When citing a source you have already noted in full, use a shorter form so your reader knows what earlier source you are referring to.
Same Work and Author, Only Source by That Author
If the work and the author remain the same and if you are using only one book or article by that author, simply give the author's last name and page reference.
First note: 8. Raúl Sánchez, "Outside the Text: Retheorizing Empiricism and Identity," College English 74 (2012): 243.
Subsequent note: 22. Sánchez, 265.
Two or More Works by Same Author
If you are using two or more works by that author, indicate which of the works you are citing. Use the last name, a shortened title, and page reference.
First note: 1. Steven Nadler, A Book Forged in Hell: Spinoza's Scandalous Treatise and the Birth of the Secular Age (Princeton: Princeton University Press, 2011), 8.
Subsequent note: 23. Nadler, A Book Forged in Hell, 121.
Two Authors with the Same Last Name
If you use two authors with the same last name, for the in-text citation, list an initial (or two initials or a given name if necessary). (C. Doershuk 2017) (J. Doershuk 2016)
If you use two authors with the same last name, give the full name in the shortened reference. Doershuk, Carl. 2017… Doreshuk, John. 2016…
Latin Abbreviations
When a note refers to the same work as the previous note, you can use "Ibid." to refer back to the previous source. This is acceptable even if several pages of text separate the two notes.
"Ibid." is an abbreviation of the Latin word ibidem, which means "in the same place."
16 The abbreviation "Ibid." is followed by a page number if the page from which the second reference is taken is different from the first. If the pages are the same, no number is necessary.
Examples
Note that the first source is given a shortened form in note 3, then referred to with "ibid." in notes 4 and 5.
1. Colleen Dunlavy, "Why Did American Businesses Get So Big?" in Major Problems in American Business History, ed. Regina Blaszczyk and Philip Scranton (New York: Houghton-Mifflin, 2006), 260.
2. Steven Nadler, A Book Forged in Hell: Spinoza's Scandalous Treatise and the Birth of the Secular Age (Princeton: Princeton University Press, 2011), 8.
3. Dunlavy, 261.
4. Ibid.
5. Ibid., 262.
Source: The Writing Center at University of Wisconsin-Madison.
Bibliography Software
The Pacific Institute uses Zotero bibliography software for annotations. To use Zotero, in Zotero, in your Word document Zotero Preferences, choose Chicago Manual of Style Author-Date citations. Placement
Put the citation at the end of the sentence, unless including it mid-sentence is necessary for clarity: Income is a known driver of water demand (Headley 1963; Gregory and Di Leo 2003; Stoker and Rothfeder 2014), and low-income households typically have some of the lowest levels of water use.
Examples
Public Documents
Public documents (reports issued by government agencies) are generally cited to the name of the agency, rather than the individual authors: Name of Government and Issuing Agency. Title of Publication. Author(s) First- name Last-name. Publication/Report Number. Place of Publication: Publisher, Year. Medium, URL (Accessed Date).
17 U.S. National Commission on Terrorist Attacks upon the United States. 9/11 Commission Report: The Official Report of the 9/11 Commission and Related Publications. by Thomas H. Kean and Lee Hamilton. Y 3.2:T 27/2/FINAL. Washington, D.C.: GPO, 2004, http://www.gpoaccess.gov/911/index.html (accessed May 6, 2006).
Further information on citing public documents can be found here.
Long Author
If the author’s name is really long, you can use abbreviations if they are included in the reference (SNWA 2005). In the citation, this should look like: Southern Nevada Water Authority (SNWA), (2005)
Three or More Authors
For a source more than three authors, list only the first author’s last name, and replace the additional names with et al.
According to Franck et al., “Current agricultural policies in the U.S. are contributing to the poor health of Americans” (327). The authors claim that one cause of obesity in the United States is government-funded farm subsidies (Franck et al. 327).
Corresponding works cited entry:
Franck, Caroline, et al. “Agricultural Subsidies and the American Obesity Epidemic.” American Journal of Preventative Medicine, vol. 45, no. 3, Sept. 2013, pp. 327-333.
Multiple References
When citing two references at the end of the same sentence: (Alonzo 1999; Gleick et al. 2003)
Personal Communications
Personal communications such as email, letters, phone conversations, and undocumented interviews can be cited in text: (J. Doley, professor emeritus, University of Arizona, personal communication, Oct. 5, 2004). They can also be included in a footnote where you can list the type of communication, person’s name, position, organization, and communication date.
Page Numbers
If it makes sense to include page numbers in the citation, separate with a comma: (Gleick 2006, 37-46; SNWA 2005)
Executive Summaries and Other Brief Documents
In executive summaries and other brief documents, the Pacific Institute typically opts to use the Chicago Manual of Style “Full Note” style, which relies on footnotes rather than parenthetical 18 citations. The Chicago Manual of Style Full Note style is an option in the Zotero preferences of your Word document.
In this case, parenthetical information should be included in footnotes, rather than endnotes.
References
Comprehensive Guide to Reference Style
Below are examples of commonly used reference types. For a comprehensive guide, see the copy of Chicago Manual of Style Chapter 15, Author-Date Bibliography Style, available on the shared Pacific Institute drive: Pacific Institute/Communications/Style Guide/Chicago Manual of Style Citation Guide. Double click on the file “_Chapter 15 Contents.”
Examples
Book
Lovelace, B.B., C.D. Jones, and E.F. Smith. 2007. Title of Book. City, State of Publisher: Publisher.
Chapter or Other Part of a Book
Kelly, John D. 2010. “Title of Chapter in Uppercase.” In Title of Book also Capitalized, edited by John D. Kelly, Beatrice Jauregui, Sean T. Mitchell, and Jeremy Walton, 67–83. Chicago: University of Chicago Press.
Online Journal
Use the author’s full name when available:
Kossinets, Gueorgi, and Duncan J. Watts. “Origins of Homophily in an Evolving Social Network.” American Journal of Sociology 115 (2009): 405–50. Accessed February 28, 2010. doi:10.1086/599247.
Print Journal
Weinstein, Joshua I. “The Market in Plato’s Republic.” Classical Philology 104 (2009): 439–58.
Pacific Institute Report
Cooley, H., P. Gleick, and R. Wilkinson. 2014. Water Reuse Potential in California. Oakland, Calif.: Pacific Institute.
Newspaper/Radio/TV Source
19 Krinkmerp, B. 2007. “Brain-eating Amoeba Found in Tucson Water Supply.” Arizona Daily Star, Month Day.
Website or Online
Because such content is subject to change, include an access date or, if available, a date that the site was last modified. In the absence of a date of publication, use the access date or last- modified date as the basis of the citation.
Google. 2009. “Google Privacy Policy.” Last modified March 11. http://www.google.com/intl/en/privacypolicy.html.
McDonald’s Corporation. 2008. “McDonald’s Happy Meal Toy Safety Facts.” Accessed July 19. http://www.mcdonalds.com/corp/about/factsheets.html.
GIS Map
Author. 2007. "Map title" [format]. Scale. Computer database title [format]. Edition. Place of production: Producer, Date of copyright or production. Using: Author. Computer software title [format]. Edition. Place of production: Producer, Date of copyright or production.
Laws (Statute, Regulation, Case Law)
Laws are cited parenthetically or as footnotes; they do not appear in the bibliography. Examples: Cal. Const. art. XIV, § 3 (1928) Cal. Wat. Code, § 106.3 See Herminghaus v. Southern California Edison Co., 200 Cal. 81 (1926). Guidance is given here: http://libguides.wvu.edu/c.php?g=418946&p=2855160
Charts, Graphs, Figures, and Boxes
Table of Contents
Charts, graphs, figures, and boxes should all be listed in the Table of Contents.
Font
Font information for charts, graphs, figures, and boxes: The font is futura book in 9pt The axis labels are futura bold in 9pt The titles are futura heavy in 10.5 pt.
Structure of Figures and Related Text
The structure of figures and related text should be: 20 Figure #. Figure Title (in the case of abbreviations, spell the words out in the title, even if it has already been defined previously in the document) [Figure] [Key (optional) – to designate colors and other visual cues for information]
Note: This provides information not apparent from the table title or the column headers. Note any rounding that took place. Define any acronyms and abbreviations not defined in the text; usually re-defining abbreviations and acronyms defined in text is also a good idea, since tables are often reproduced elsewhere without the surrounding text. Note any color coding or visual indicators such as shading if there is no key. Source(s): Data source(s) given in Author (Date) style.
Referencing
Mark the figure/table title with a caption using the “insert caption” option under “references” in word. Then be sure to reference the figure/table within the text using the “cross-reference” option. Then, whenever you insert or delete figures/tables, the numbers will all be automatically updated, regardless to where they appear. I don’t think there’s a formal way to force the system to update the numbers, so the way I do it is to do a print preview, which updates all of the marked text in a document.
Units of Measurement
Whenever possible, use the same units of measurement in all the figures/tables in a set.
Source Files
If you are going to be sending your work to a graphic designer, it’s probably best to check with them about what format is most useful. Typically we send them a single excel file with each figure/table on its own tab, named according to the corresponding figure/table number from the report. But if the file has too much data to do that, multiple files are fine (just be sure each is clearly labeled with the corresponding figure/table # from the report).
Graphs
Be mindful of the type of graph you choose (this website is informative and there are certainly others).
If your data is in a graph, try to include the actual figures in a table (within the report or as an appendix), so that others can access them. If it’s just a few numbers, you could put them in the graph itself (above the line or bar); however, this is more likely to crowd the graph and makes it difficult for anyone who wants to use the data.
The y-axis should start at 0, unless you have a good reason not to (specifically, if the trend you are trying to show is not clear with a graph that starts at 0).
Include the units in parentheses on the y-axis label.
21 If you have more than one y-axis on the same chart, be sure the tic marks on the y-axis line up appropriately. (e.g. Fig 1, not fig. 2)
For line graphs, position the x-axis on the tic marks. That is, the line should start and end at the first and last number on the x-axis. (e.g. Fig 3, not fig 4)
If you can, put the legend in the graph, rather than next to it, to save space (e.g Fig. 5). Make sure the colors are sufficiently different so that readers are not confused, and use a color-blind sensitive pallet if you can.
If you do a lot of your graph/table design in excel, you can retain all of that formatting when pasting the graph into your document by pasting with the “keep source formatting” option.
Remove the border around the graph that Word adds automatically whenever you paste something in (right click on the graph area and then select “format plot area” and “border color”, “no line”)
Updating All Numbers in Dynamic Fields
To update all numbers in dynamic fields for a document, choose select all (Ctr+A), right-click, and choose “update field.” To update just one number in a dynamic field, click on a specific dynamic field, right-click , and choose “update field.”
Keeping the Link Between Excel and Word “Live”
To keep the link between Excel and Word “live,” choose “paste special>paste as link>Excel Workbook.” Also, in Excel, you can hide any rows or columns you don’t want to appear in Word before copy-pasting. However, if you later unhide them, they will un-hide in Word as well if the link is still live!
Figure Examples
Figure 1 (good):
22
Figure 2 (good): $24 $36
$20 $30
$16 $24
$12 $18
$8 $12
$4 $6
$0 $0 Revenuebillions) ($ Total Fruit and Nut Revenue($ billions) Nut and Fruit 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014
23 Figure 3 (not good): $24 $35
$20 $30 $25 $16 $20 $12 $15 $8 $10
$4 $5
$0 $0 Revenuebillions) ($ Total Fruit and Nut Revenuebillions) ($ Nut and Fruit 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014
Figure 4 (good): Kern County Almond Acres 25,000 20,000 15,000 10,000 5,000 0
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
Figure 5 (not good): Kern County Almond Acres 25,000 20,000 15,000 10,000 5,000 0
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
Figure 6 (good):
24 120,000 Citrus Raisin Grapes Table Grapes 110,000 100,000 90,000 80,000 70,000 60,000 50,000 40,000 New Plantings (acres) New Plantings 30,000 20,000 10,000 0 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014
Tables
Table of Contents
Tables are listed in the Table of Contents, in a separate section following the listing of figures.
Example Table of Contents
25 Font
Font information for tables: The font is futura book in 9pt. The titles are futura heavy in 10.5 pt.
Annotation
Annotate tables when necessary using superscript letters: Watera
Structure of Tables and Related Text
Structure of tables and related text should be: Table #. Table title (in the case of abbreviations, spell the words out in the title, even if it has already been defined previously in the document) [Table] Lettered footnotes. These give additional details on items such as column headers or unusual values that need further explanation. Note: Provides information not apparent from the table title or the column headers. Note any rounding that took place. Define any acronyms and abbreviations not defined in text; usually re-defining abbreviations and acronyms defined in text is also a good idea, since tables are often reproduced elsewhere without the surrounding text. Source(s): Data source(s) given in Author (Date) style.
Units of Measurement
Whenever possible, use the same units of measurement in all the figures/tables in a set.
Table Examples
Table 1 (good):
Table 1. Water Use for California Public Water Systems in Acre-Feet EBMUD LADWP EVMD 120a 230 60 a. Preliminary estimate; final number expected December 2017 Note: numbers in 1,000s. EBMUD – East Bay Municipal Utility District. LADWP – Los Angeles Department of Water and Power. EVMD - East Valley Municipal District. Source: SWRCB (2017).
Table 2 (good):
26
27