Pacific Institute Style & Publication Guide

Table of ContentsIntroduction............................................................................................................................3

When this Style Guide was Last Updated.........................................................................................3Style................................................................................................................................................3References.......................................................................................................................................4Spelling............................................................................................................................................4

Publications.............................................................................................................................4Timeline...........................................................................................................................................4

Copy Editing........................................................................................................................................4Publication Layout..............................................................................................................................4

Copy Editing and Layout Cost...........................................................................................................4Copy Editing and Layout Cost..............................................................................................................4Printing In-House................................................................................................................................4

Pacific Institute Logo........................................................................................................................4Pacific Institute Font Colors..............................................................................................................5

Pacific Institute Blue Font Color..........................................................................................................5Pacific Institute Orange Font Color.....................................................................................................5

Checklist: Sending the Publication for Copy Editing..........................................................................5Author Names and Biographies..........................................................................................................5About Pacific Institute and Any Other Organizations or Advisory Committees...................................5Acknowledgements............................................................................................................................5List of Acronyms and Abbreviations....................................................................................................5Executive Summary.............................................................................................................................5Text Body............................................................................................................................................5References..........................................................................................................................................5Appendices.........................................................................................................................................5Glossary..............................................................................................................................................6Terms for Index...................................................................................................................................6

Checklist: For the Copy Editor..........................................................................................................6Checklist: Before Sending the Publication for Layout........................................................................6

Organizations to Be Listed on Cover...................................................................................................6Table of Contents................................................................................................................................6List of Figures......................................................................................................................................6List of Tables.......................................................................................................................................6Photos.................................................................................................................................................6Excel Files for Figures and Tables........................................................................................................6ISBN Number......................................................................................................................................7URLs for Figures..................................................................................................................................7URL for Publication Landing Page.......................................................................................................7

Checklist: During Layout Process......................................................................................................7Fact Sheets......................................................................................................................................7

Style........................................................................................................................................7Numbers..........................................................................................................................................7Capitalization...................................................................................................................................8

Titles and Offices.................................................................................................................................8Rivers..................................................................................................................................................8

“Scare Quotes”................................................................................................................................8

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Regions...............................................................................................................................................8Quotation Marks..............................................................................................................................9Acronyms and Abbreviations...........................................................................................................9

General...............................................................................................................................................9Pacific Institute...................................................................................................................................9Executive Summary.............................................................................................................................9Tables and Figures............................................................................................................................10Section Headings, Table and Figure Titles.........................................................................................10Titles.................................................................................................................................................10States................................................................................................................................................10I.e. and E.g........................................................................................................................................10Acronyms and Abbreviations Guide in Publications..........................................................................10

Seasons..........................................................................................................................................11Newspapers...................................................................................................................................11Magazines......................................................................................................................................12Radio.............................................................................................................................................12Titled versus Entitled......................................................................................................................13Hyphens.........................................................................................................................................13

Age....................................................................................................................................................13Percent..........................................................................................................................................13Multiple Spellings..........................................................................................................................14Dependent Clauses........................................................................................................................14Compound-Modifiers.....................................................................................................................14Serial Comma.................................................................................................................................15Semi-Colon.....................................................................................................................................15Footnotes......................................................................................................................................16Photo Captions...............................................................................................................................16

In-Text Citations....................................................................................................................16Comprehensive Guide to In-Text Citations......................................................................................16Repeated Citations.........................................................................................................................16

Examples...........................................................................................................................................16Latin Abbreviations...........................................................................................................................17

Bibliography Software....................................................................................................................18Placement......................................................................................................................................18Style...............................................................................................................................................18Examples.......................................................................................................................................18

Public Documents.............................................................................................................................18Long Author......................................................................................................................................18Three or More Authors.....................................................................................................................18Multiple References..........................................................................................................................19Personal Communications................................................................................................................19Page Numbers...................................................................................................................................19

Executive Summaries and Other Brief Documents..........................................................................19

References.............................................................................................................................19Comprehensive Guide to Reference Style.......................................................................................19Examples.......................................................................................................................................19

Book..................................................................................................................................................19Chapter or Other Part of a Book.......................................................................................................20Online Journal...................................................................................................................................20Print Journal......................................................................................................................................20Pacific Institute Report......................................................................................................................20

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Newspaper/Radio/TV Source............................................................................................................20Website or Online.............................................................................................................................20GIS Map............................................................................................................................................20Laws (Statute, Regulation, Case Law)................................................................................................20

Charts, Graphs, Figures, and Boxes......................................................................................21Table of Contents...........................................................................................................................21Font...............................................................................................................................................21Structure of Figures and Related Text.............................................................................................21Referencing....................................................................................................................................21Units of Measurement...................................................................................................................21Source Files....................................................................................................................................22Graphs...........................................................................................................................................22Updating All Numbers in Dynamic Fields........................................................................................22Keeping the Link Between Excel and Word “Live”...........................................................................23Figure Examples.............................................................................................................................23

Figure 1 (good):.................................................................................................................................23Figure 2 (good):.................................................................................................................................23Figure 3 (not good):..........................................................................................................................24Figure 4 (good):.................................................................................................................................24Figure 5 (not good):..........................................................................................................................24Figure 6 (good):.................................................................................................................................24

Tables....................................................................................................................................25Table of Contents...........................................................................................................................25

Example Table of Contents...............................................................................................................25Font...............................................................................................................................................26Annotation.....................................................................................................................................26Structure of Tables and Related Text..............................................................................................26Units of Measurement...................................................................................................................26Table Examples..............................................................................................................................26

Table 1 (good):..................................................................................................................................26Table 2 (good):..................................................................................................................................26

Introduction

When this Style Guide was Last Updated

This guide was updated in December 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.

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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.

Spelling

The Merriam-Webster Dictionary is available here.

Publications

Timeline

Copy 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 Cost

Copy 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 Logo

The 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)

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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 Colors

Pacific 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 Biographies

About 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.

Acknowledgements

List 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 Body

References

AppendicesInclude 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.

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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 Figures

List 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.

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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. http://www.pacinst.org/wp-content/uploads/2013/08/assessing-water-affordability.pdf.

URL 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 pacinst.org and links added to the report landing

page? (The Communications Team will upload appendices to the pacinst.org 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 Institute Full report for upload

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Standalone Executive Summary for upload, if relevant High-resolution versions of all PDFs optimized for printing in booklet format

Fact Sheets

Create 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

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.

For information on percents, see the “Hyphens” section.

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…

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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?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).

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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.

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.

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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:

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.

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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)

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

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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

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 and articles):13

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 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.

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Object/noun Modifier Commentsacre-feet Second use: af OR afy if appropriate

Bay-Delta Bay-Delta Full name: Sacramento-San Joaquin River Delta

brownfields brownfields as a topic/modifier, we will use the plural form, i.e. brownfields redevelopment

CALFEDcitywide

Cleanup cleanup if verb, use clean upCold War Cold War

community-basedconsensus-based

community-building

community-building

decision-makerdecision making decision-makingfact sheetfarm workerfreshwater freshwaterfund-raising fundraisingfund-raiser

grassrootsgreywater greywatergroundwater groundwaterInternet

instreamland use land-usenonprofit nonprofit

offstreamongoing

Online onlineper capita per capitapolicy-makerpolicy making policy-makingreoperation reoperateroundtable roundtablesalt water saltwatersea water seawater

socioeconomicsocioecological

storm water stormwatersurface water surface-waterwastewater wastewaterwater use water-usewebsitewell-being

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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.

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.”

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Repeated Citations

Once you have spelled out a source's information in full in its first note, all subsequent notes take a shorter form.

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, give the full name in the shortened reference.

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."

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.

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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.

Style

Use the author-date system: (Alonzo 1999)

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).

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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

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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

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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, § 106.3See 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 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:

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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.

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 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 number 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).

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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 Examples

Figure 1 (good):

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Figure 2 (good):

20002001

20022003

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2014$0

$4

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Figure 3 (not good):

$0

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Figure 4 (good):

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20102011

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0

5,000

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Kern County Almond Acres

Figure 5 (not good):

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Kern County Almond Acres

Figure 6 (good):

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2000200120022003200420052006200720082009201020112012201320140

10,000

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120,000Citrus Raisin Grapes Table Grapes Wine Grapes Pistachios Almonds

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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

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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-FeetEBMUD LADWP EVMD120a 230 60a. 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):

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