Introduction - Pacific Institute | Advancing Water Resilience



Pacific Institute Style & Publication GuideTable of Contents TOC \o "1-3" \h \z Introduction PAGEREF _Toc531714837 \h 3When this Style Guide was Last Updated PAGEREF _Toc531714838 \h 3Style PAGEREF _Toc531714839 \h 3References PAGEREF _Toc531714840 \h 4Spelling PAGEREF _Toc531714841 \h 4Publications PAGEREF _Toc531714842 \h 4Timeline PAGEREF _Toc531714843 \h 4Copy Editing PAGEREF _Toc531714844 \h 4Publication Layout PAGEREF _Toc531714845 \h 4Copy Editing and Layout Cost PAGEREF _Toc531714846 \h 4Copy Editing and Layout Cost PAGEREF _Toc531714847 \h 4Printing In-House PAGEREF _Toc531714848 \h 4Pacific Institute Logo PAGEREF _Toc531714849 \h 4Pacific Institute Font Colors PAGEREF _Toc531714850 \h 5Pacific Institute Blue Font Color PAGEREF _Toc531714851 \h 5Pacific Institute Orange Font Color PAGEREF _Toc531714852 \h 5Checklist: Sending the Publication for Copy Editing PAGEREF _Toc531714853 \h 5Author Names and Biographies PAGEREF _Toc531714854 \h 5About Pacific Institute and Any Other Organizations or Advisory Committees PAGEREF _Toc531714855 \h 5Acknowledgements PAGEREF _Toc531714856 \h 5List of Acronyms and Abbreviations PAGEREF _Toc531714857 \h 5Executive Summary PAGEREF _Toc531714858 \h 5Text Body PAGEREF _Toc531714859 \h 5References PAGEREF _Toc531714860 \h 5Appendices PAGEREF _Toc531714861 \h 5Glossary PAGEREF _Toc531714862 \h 6Terms for Index PAGEREF _Toc531714863 \h 6Checklist: For the Copy Editor PAGEREF _Toc531714864 \h 6Checklist: Before Sending the Publication for Layout PAGEREF _Toc531714865 \h 6Organizations to Be Listed on Cover PAGEREF _Toc531714866 \h 6Table of Contents PAGEREF _Toc531714867 \h 6List of Figures PAGEREF _Toc531714868 \h 6List of Tables PAGEREF _Toc531714869 \h 6Photos PAGEREF _Toc531714870 \h 6Excel Files for Figures and Tables PAGEREF _Toc531714871 \h 6ISBN Number PAGEREF _Toc531714872 \h 7URLs for Figures PAGEREF _Toc531714873 \h 7URL for Publication Landing Page PAGEREF _Toc531714874 \h 7Checklist: During Layout Process PAGEREF _Toc531714875 \h 7Fact Sheets PAGEREF _Toc531714876 \h 7Style PAGEREF _Toc531714877 \h 7Numbers PAGEREF _Toc531714878 \h 7Capitalization PAGEREF _Toc531714879 \h 8Titles and Offices PAGEREF _Toc531714880 \h 8Rivers PAGEREF _Toc531714881 \h 8“Scare Quotes” PAGEREF _Toc531714882 \h 8Regions PAGEREF _Toc531714883 \h 8Quotation Marks PAGEREF _Toc531714884 \h 9Acronyms and Abbreviations PAGEREF _Toc531714885 \h 9General PAGEREF _Toc531714886 \h 9Pacific Institute PAGEREF _Toc531714887 \h 9Executive Summary PAGEREF _Toc531714888 \h 9Tables and Figures PAGEREF _Toc531714889 \h 10Section Headings, Table and Figure Titles PAGEREF _Toc531714890 \h 10Titles PAGEREF _Toc531714891 \h 10States PAGEREF _Toc531714892 \h 10I.e. and E.g. PAGEREF _Toc531714893 \h 10Acronyms and Abbreviations Guide in Publications PAGEREF _Toc531714894 \h 10Seasons PAGEREF _Toc531714895 \h 11Newspapers PAGEREF _Toc531714896 \h 11Magazines PAGEREF _Toc531714897 \h 12Radio PAGEREF _Toc531714898 \h 12Titled versus Entitled PAGEREF _Toc531714899 \h 13Hyphens PAGEREF _Toc531714900 \h 13Age PAGEREF _Toc531714901 \h 13Percent PAGEREF _Toc531714902 \h 13Multiple Spellings PAGEREF _Toc531714903 \h 14Dependent Clauses PAGEREF _Toc531714904 \h 14Compound-Modifiers PAGEREF _Toc531714905 \h 14Serial Comma PAGEREF _Toc531714906 \h 15Semi-Colon PAGEREF _Toc531714907 \h 15Footnotes PAGEREF _Toc531714908 \h 16Photo Captions PAGEREF _Toc531714909 \h 16In-Text Citations PAGEREF _Toc531714910 \h 16Comprehensive Guide to In-Text Citations PAGEREF _Toc531714911 \h 16Repeated Citations PAGEREF _Toc531714912 \h 16Examples PAGEREF _Toc531714913 \h 16Latin Abbreviations PAGEREF _Toc531714914 \h 17Bibliography Software PAGEREF _Toc531714915 \h 18Placement PAGEREF _Toc531714916 \h 18Style PAGEREF _Toc531714917 \h 18Examples PAGEREF _Toc531714918 \h 18Public Documents PAGEREF _Toc531714919 \h 18Long Author PAGEREF _Toc531714920 \h 18Three or More Authors PAGEREF _Toc531714921 \h 18Multiple References PAGEREF _Toc531714922 \h 19Personal Communications PAGEREF _Toc531714923 \h 19Page Numbers PAGEREF _Toc531714924 \h 19Executive Summaries and Other Brief Documents PAGEREF _Toc531714925 \h 19References PAGEREF _Toc531714926 \h 19Comprehensive Guide to Reference Style PAGEREF _Toc531714927 \h 19Examples PAGEREF _Toc531714928 \h 19Book PAGEREF _Toc531714929 \h 19Chapter or Other Part of a Book PAGEREF _Toc531714930 \h 20Online Journal PAGEREF _Toc531714931 \h 20Print Journal PAGEREF _Toc531714932 \h 20Pacific Institute Report PAGEREF _Toc531714933 \h 20Newspaper/Radio/TV Source PAGEREF _Toc531714934 \h 20Website or Online PAGEREF _Toc531714935 \h 20GIS Map PAGEREF _Toc531714936 \h 20Laws (Statute, Regulation, Case Law) PAGEREF _Toc531714937 \h 20Charts, Graphs, Figures, and Boxes PAGEREF _Toc531714938 \h 21Table of Contents PAGEREF _Toc531714939 \h 21Font PAGEREF _Toc531714940 \h 21Structure of Figures and Related Text PAGEREF _Toc531714941 \h 21Referencing PAGEREF _Toc531714942 \h 21Units of Measurement PAGEREF _Toc531714943 \h 21Source Files PAGEREF _Toc531714944 \h 22Graphs PAGEREF _Toc531714945 \h 22Updating All Numbers in Dynamic Fields PAGEREF _Toc531714946 \h 22Keeping the Link Between Excel and Word “Live” PAGEREF _Toc531714947 \h 23Figure Examples PAGEREF _Toc531714948 \h 23Figure 1 (good): PAGEREF _Toc531714949 \h 23Figure 2 (good): PAGEREF _Toc531714950 \h 23Figure 3 (not good): PAGEREF _Toc531714951 \h 24Figure 4 (good): PAGEREF _Toc531714952 \h 24Figure 5 (not good): PAGEREF _Toc531714953 \h 24Figure 6 (good): PAGEREF _Toc531714954 \h 24Tables PAGEREF _Toc531714955 \h 25Table of Contents PAGEREF _Toc531714956 \h 25Example Table of Contents PAGEREF _Toc531714957 \h 25Font PAGEREF _Toc531714958 \h 26Annotation PAGEREF _Toc531714959 \h 26Structure of Tables and Related Text PAGEREF _Toc531714960 \h 26Units of Measurement PAGEREF _Toc531714961 \h 26Table Examples PAGEREF _Toc531714962 \h 26Table 1 (good): PAGEREF _Toc531714963 \h 26Table 2 (good): PAGEREF _Toc531714964 \h 26IntroductionWhen this Style Guide was Last UpdatedThis guide was updated in December 2018. StyleOur 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. ReferencesOur 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.SpellingThe Merriam-Webster Dictionary is available here.Publications TimelineCopy EditingWe usually allow at least one week for copy editing.Publication LayoutWe usually allow three weeks for publication layout, including time for us to review the layout drafts. This will vary based on the length of the publication, the number of figures, etc. Copy Editing and Layout CostCopy Editing and Layout CostCopy editing: Approximately $17 per page, although it varies with each publication (from $12 to $25 during 2017-18). Graphic design: Approximately $31 per page, although it varies with each publication (from $27 to $62 per page during 2017-18). Generally, shorter publications cost more per page, although there is a lot of variation. Photos: An additional approximately $0 to $30 per publication (average cost of stock photos is approximately $30). (Free-to-use and previously-purchased photos can be found in the Institute’s online image database here. If attribution is not listed for an image, you will need to ascertain this information before proceeding.)Printing In-HouseCost 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.?Pacific Institute LogoThe most up-to-date version of the Pacific Institute logo can be found here: I:\Pacific Institute\Communications\Logos\PacificInstitute-Logo_FinalBlue(The logo color was updated in December 2016)The logo color is:CMYK: 100, 40, 0, 0 (CMYK is optimal for print view)RGB: 0, 125, 197 (RGB is optimal for screen view)Pacific Institute Font ColorsPacific Institute Blue Font ColorOur blue font color for use in publications is:CMYK: 100, 40, 0, 0 (CMYK is optimal for print view)RGB: 0, 125, 197 (RGB is optimal for screen view)Pacific Institute Orange Font ColorOur orange font color for use in newsletters, etc. is:RGB: 238, 86, 36 (RGB is optimal for screen view)Checklist: Sending the Publication for Copy Editing Include the following standard components when sending the publication to the copy editor for review:Author Names and BiographiesAbout Pacific Institute and Any Other Organizations or Advisory CommitteesBrief description of the Pacific Institute and any partner organizations or advisory committees. Usually one to two paragraphs per organization/committee. AcknowledgementsList of Acronyms and AbbreviationsThis is optional. Send if it will be included in the final publication. See “Acronyms and Abbreviations” section in this document for guidelines. Executive SummaryThis is optional. Do send if it will be included with the final publication; it is our standard practice to complete the Executive Summary before the publication goes to the copy editor. Text BodyReferencesAppendicesInclude if applicable. Often advisory committee personnel or organizational profiles are listed here. Glossary This is optional. Send if it will be included with the final publication.Terms for IndexThis is optional. Send if it will be included with the final publication. Page numbers will be finalized by the graphic designer.Unit Conversion TableThis is optional. Send if it will be included with the final publication. Page numbers will be finalized by the graphic designer.Checklist: During the Editing Process The copy editor may want to refer to this checklist to assist with the copy editing process. Also refer to this list when reviewing in-house, especially looking out for double spaces that may have been introduced during the copy editing and internal review process. Is every table referenced? Are the tables numbered sequentially?Do the table references appear sequentially?Are in-text citations in the proper format? Are percentages in the proper format? Are there any incidents of double spaces?Checklist: Before Sending the Publication for Layout Include the following standard components when sending the publication to the graphic designer for layout:Everything in the above “Publication Checklist: Copy Editing” list, as well as:Organizations to Be Listed on CoverInclude official logo of each organization.Table of ContentsThis is optional. If it is not included, the graphic designer will create it.List of FiguresList of TablesThe graphic designer will finalize the page numbers. PhotosCover photo and interior photos, along with captions and credit information. The Pacific Institute image database is located here. Attribution information is listed in parenthesis at the end of each image name, for images added after 2016. For images without attribution information, you may want to do a reverse image search on Google to obtain the images copyright information before using. Excel Files for Figures and Tables You can check with our graphic designer about what format is most useful. Typically we send 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 number from the report).ISBN NumberThe Communications Team will provide this. It can be provided towards the middle/end of the publication layout process. URLs for FiguresWhen the figures have been finalized, the Communications Team will up upload them to the Institute’s website’s media page in WordPress, then send the URLs for the figures to the graphic designer. The graphic designer will add these links to each of the publication’s figures, so readers may view an enlarged version of each figure when viewing the publication online.Suggested CitationMake a suggested citation for the report, using the Chicago Manual of Style Format for a book. Christian-Smith, J., C. Balazs, Matthew Heberger, and K. Longley. 2013. Assessing Water Affordability: A Pilot Study in Two Regions of California. Oakland: Pacific Institute. for Publication Landing Page If the publication has an Executive Summary, send the graphic designer the URL for the publication’s landing page, so it can be added to the back cover of the Executive Summary. The final text on the back cover page will read something like this: For the full report, [Title of Report,] please visit: [URL of publication’s landing page]Checklist: During the Layout Process Following is a list of items to pay special attention to when reviewing the report during the layout process, and creating the report’s landing page on the Pacific Institute website. 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 and links added to the report landing page? (The Communications Team will upload appendices to the media page in WordPress, then add links to the appendixes to the report’s landing page on the Pacific Institute website.)Does the report’s landing page feature a cover image of the report, with embedded link to a PDF of the report?Deliverables from Layout to Pacific InstituteFull report for uploadStandalone Executive Summary for upload, if relevantHigh-resolution versions of all PDFs optimized for printing in booklet formatFact SheetsCreate fact sheets in-house using our Fact Sheet Template. It is located here: Idrive\Pacific Institute\Communications\Templates and Electronic Letterhead\Pacific Institute Fact Sheet Template.Style NumbersUse 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.For information on percents, see the “Hyphens” section.CapitalizationTitles and OfficesGenerally, 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 BarnettThey 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.”RegionsQuestion: northern California or Northern California?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 MarksCommas 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 AbbreviationsGeneralIn 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 InstituteDo 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. Executive SummaryDo not use acronyms in the Executive Summary. Tables and FiguresAPA 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 FAQSection Headings, Table and Figure TitlesAPA 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.TitlesIt is correct to either include or omit periods for the following: BA, BS, MA, MS, PhDStatesAbbreviate 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 themi.e.,e.g.,Acronyms and Abbreviations Guide in PublicationsWhen a report is long enough, or contains acronyms and abbreviations judged to be potentially confusing, provide a guide. Table 1:SeasonsIn 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.NewspapersMost 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)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-TimesBUT: Star Tribune Watch out for the "saints." Some are abbreviated, some not:St. Paul Pioneer Press BUT: Saint Cloud TimesIn AP style, the names of newspapers and magazines are not italicized or set off in quotation marks. Source: Minnesota State UniversityMagazinesIn 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 UniversityRadioRadio 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-FMThe 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 NetworkMarketing 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 UniversityTitled versus EntitledThe correct word is "titled," not "entitled." The latter is a completely different word meaning "deserving."Source: Minnesota State UniversityHyphensAgeHyphenate 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. PercentBoth 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 and articles):50 percent of the people were there 5 percentA 9 percent increase0.2 percent1.5 percent Website and media:50 percent of the people were there Five percentA nine percent increase0.2 percent1.5 percent Social media: 50% of the people were there 5%A 9% increase0.2%1.5%Repeat percent with each individual figure: He said 10 percent to 30 percent would attend.Multiple SpellingsWords with more than one accepted spelling should use the primary spelling listed in the dictionary.Dependent ClausesIf 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 pound-ModifiersIn 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/nounModifierCommentsacre-feet?Second use: af OR afy if appropriateBay-DeltaBay-DeltaFull name: Sacramento-San Joaquin River Deltabrownfieldsbrownfieldsas a topic/modifier, we will use the plural form, i.e. brownfields redevelopmentCALFED???citywide?Cleanupcleanupif verb, use clean upCold WarCold War??community-based??consensus-based?community-buildingcommunity-building?decision-maker??decision makingdecision-making?fact sheet??farm worker??freshwaterfreshwater?fund-raisingfundraising?fund-raiser???grassroots?greywatergreywater?groundwater groundwater ?Internet???instream?land useland-use?nonprofitnonprofit??offstream??ongoing?Onlineonline?per capitaper capita?policy-maker??policy makingpolicy-making?reoperationreoperate?roundtableroundtable?salt watersaltwater?sea waterseawater??socioeconomic??socioecological?storm waterstormwater?surface watersurface-water?wastewaterwastewater?water usewater-use?website??well-being???Worldwide?Serial CommaUse 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.Semi-ColonUSE 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.FootnotesThe footnote font is futura book in 8.5.Photo CaptionsCaptions 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: polasen.Recycled water pipeline in San Rafael, California.Source: Data Instincts.In-Text Citations Comprehensive Guide to In-Text CitationsBelow 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.”Repeated CitationsOnce you have spelled out a source's information in full in its first note, all subsequent notes take a shorter form.ExamplesShortened FormWhen 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 AuthorIf 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 AuthorIf 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 NameIf you use two authors with the same last name, give the full name in the shortened reference.Latin AbbreviationsWhen 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."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.ExamplesNote 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 SoftwareThe 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. PlacementPut 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.StyleUse the author-date system: (Alonzo 1999)ExamplesPublic DocumentsPublic 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).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, ?(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 AuthorsFor 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 ReferencesWhen citing two references at the end of the same sentence: (Alonzo 1999; Gleick et al. 2003)Personal CommunicationsPersonal 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 NumbersIf 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 DocumentsIn 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 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.”ExamplesBookLovelace, B.B., C.D. Jones, and E.F. Smith. 2007. Title of Book. City, State of Publisher: Publisher.Chapter or Other Part of a BookKelly, 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 JournalUse 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 JournalWeinstein, Joshua I. “The Market in Plato’s?Republic.”?Classical Philology?104 (2009): 439–58.Pacific Institute ReportCooley, H., P. Gleick, and R. Wilkinson. 2014. Water Reuse Potential in California. Oakland, Calif.: Pacific Institute.Newspaper/Radio/TV SourceKrinkmerp, B. 2007. “Brain-eating Amoeba Found in Tucson Water Supply.” Arizona Daily Star, Month Day.Website or OnlineBecause 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. ’s Corporation. 2008. “McDonald’s Happy Meal Toy Safety Facts.” Accessed July 19. MapAuthor. 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, § 106.3See Herminghaus v. Southern California Edison Co.,?200 Cal. 81 (1926).Guidance is given here: , Graphs, Figures, and BoxesTable of ContentsCharts, graphs, figures, and boxes should all be listed in the Table of Contents.FontFont information for charts, graphs, figures, and boxes:The font is futura book in 9ptThe axis labels are futura bold in 9ptThe titles are futura heavy in 10.5 pt.Structure of Figures and Related Text The structure of figures and related text should be: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. ReferencingMark 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. A Pacific Institute researcher says: “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 MeasurementWhenever possible, use the same units of measurement in all the figures/tables in a set. Source FilesIf 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 number from the report).GraphsBe 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. 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 ExamplesFigure 1 (good): Figure 2 (good):Figure 3 (not good):Figure 4 (good):Figure 5 (not good): Figure 6 (good):TablesTable of ContentsTables are listed in the Table of Contents, in a separate section following the listing of figures.Example Table of ContentsFontFont information for tables: The font is futura book in 9pt.The titles are futura heavy in 10.5 pt.AnnotationAnnotate tables when necessary using superscript letters:WateraStructure of Tables and Related TextStructure 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 MeasurementWhenever possible, use the same units of measurement in all the figures/tables in a set. Table ExamplesTable 1 (good):Table 1. Water Use for California Public Water Systems in Acre-FeetEBMUDLADWPEVMD120a23060Preliminary estimate; final number expected December 2017Note: 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): ................
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