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................ ------l--A-41--................ ltrtrod11ctiot1 Wehome to the Publishing Slyle and Procedures Manual. This is designed to be both a guide to OTA house style and on overview of publishing procedures and conventions. The purpose of the house style guide is to achieve unifonnity in the treatment of words across OTA progroms and reports, ond the purpose of the procedures overview is to guide you through the publishing process. The style guide presents copyediting style principles tailored to fit the needs of the wide-ronging topics of OT~s assessments. It covers spelling (especially compounding), copitolizotion, numbers, abbreviations, references, and monuscriptfonnotting. Most of the style principles documented here ore standards you olreody follow. However, some ore replacements for those that hod become outdated and owkword. The style guide contoins plenty of examples token directly from OTA reports. Does having this style guide mean you con toss out the GPO Style Manual? No. While this guide becomes your primary source for publication guidance, the GPO Style Manual is o valuable secondary source, notably for geographic names, species names, obbreviotion of units of measure, and congressional porticulors. You will notice that OT~s house style is quite different from GPO's in several oreos: numbers, hyphenation, and capitalization {porticuloriyti~es). In coses where OTA style and GPO style do not agree, follow OTA style. Will you stiR need to refer to on English grommor handbook? Sometimes. The grommor ond usage topics addressed in this monuol focus on those few that ore often incorrect in publication drafts. The publishing procedures guide covers who should do what, when, where, and why. It provides tips on how to get your assessment through the process as quickly os possible while maintaining quality. With on overview of the OTA publishing processfrom report preparation within the program, to procedures within the Publishing Office, to printed books-the guide helps you pion and schedule your publication for release. Included in the guide ore handy checklists for project directors, samples of routing fonns for each stage of the publishing process, and answers to frequently asked production questions. We'd like to acknowledge the helpful comments ond suggestions from Publishing Advisory Committee members and other reviewers throughout the ogerq especially ~s Managing Editor Kerry Kemp. We'd also like to acknowledge the meticulous work of Carolyn Swann on the reference chaptet We will update this monuol as new questions arise ond styles and procedures evolve. Our goal is to make the publishing process o friendly, easy, and successful experience for everyone. TIie P11/Jlislti11g $tt,ff
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................. ------I-,.__..---................ Marr loK,Higs Manager De11ise felix. Production Editor Cltip Moore Production Editor Dorinda E.tl11to11dso11 Senior Electronic Publishing Specialist Clterrl Davis .Electronic Publishing Specia'list 80Jt11ie Sp:1rks Electronic Publishing Specialist . Cltristine 011r11/11'a Senior Graphic Designer S11sa11 Hof/merer Graphic Designer ......................................................
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;,,, .... p ART I: STYLE 1 Stifle q11ideltites for tlte Co111po11elfts of 11 P11/Jlie11tio11 1-1 Titles and Subheads 1-1 What to upper-and lowercase 1-2 Titles of tables, figures, boxes 1-2 Numeration and Cross-Reference 1-2 Appendices 1-2 Tables, figures, boxes 1-2 Boxes 1-2 Tables 1-8 Text style 1-8 Abbreviations 1-8 Numbers 1-8 Endnotes 1-8 Uniformity and order 1-8 Figures 1-4 Photographs 1-4 Lists 1-4 Block Quotations 1-4 Front and Bock Matter 1-5 Sequence for front matter 1-5 Sequence for bock matter 1-5 Foreword 1-5 Advisory panel, project staff, rev.tewers~ond workshops 1-5 Tobie of contents 1-5 Abbreviations and glossary 1-6 Index 1-6 2 $/Jefl!itg 2-1 British vs. American Spelling 2-1 Racial and Ethnic Groups 2-1 Preferred Spellings 2-1 Preferred Plurals 2-1 Possessives 2-2 Hyphenation and Compound Words 2-2 In general 2-2 Number and measure 2-2 Present and past participles 2-2 Adverbial compounds 2-8 Phrases as adjectives 2-8 High and low 2-8 Well 2-8 Prefixes 2-8 Suffixes 2-4 Frequently Used Compounds, Prefixes, and Suffixes 2-5 g C11p1'k!l!Zt1tio11 a-1 ......................................................
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'!iJPle of Colftelfts ................. ---------................ 4 N11111/:Jers tJl!ti DtJtes 4-1 WotdsVersus Numbers 4-1 Large Numbers 4-1 Decimals, Percentages, and Fractions 4-2 Money 4-2 Ranges 4-2 Ratios and Comparisons 4-2 Dotes 4-8 Ordinals 4-8 5 AJ,/;revhtio11s 5-1 Initializations and Acronyms 5-1 Periods 5-1 Appendix 5-1 Using the (definite articles) 5-1 Plurals 5-2 Possessives 5-2 Shortened Word Abbreviations 5-2 Special rules for U.S. and U.K. 5-2 Preceding federal agency names with U.S. 5-2 Ports of a report 5-8 Fiscal Year 5-8 Units of measure 5-8 State names 5-8 6 P1111et11tJtio11. tlstJge. tJl!ti Speehl lerms 6-1 Frequen~y Asked Punctuation Questions 6-1 Comma 6-1 Colon 6-1 Em dash 6-1 Quotation marks 6-1 Common Usage Problems 6-1 a, on 6-1 compare to, compore with 6-2 compose, comprise 6-2 ..,. ... data 6-2 a number of, the number of 6-2 parentheses, brackets 6-2 percent, percentage 6-2 that, which 6-2 Special Terms 6-8 Italics and quotation marks 6-8 So-called 6-8 Familiar foreign words-6-8 Trade names 6-8 1 Mere11ee Ci'tdtiOl!s 7-1 General Rules 7-1 Order of elements for a book 7-1 Order of elements for a joumol article 7-1 Government or organization report 7-1 Boxes, tables, figures 7-1 Author and editor names 7-2 Institutional authors and editors 7-2 Abbreviations 7-2 Personal communication 7-2 Dote of publication 7-a Edition 7-8 Page numbers 7-8 In press 7-a Footnotes 7-a References vs. reference-style footnotes 7-a Numbering 7-8 Abbreviations 7-8 ibid! and op. cit! 7~ Boxes, tables, figures 7-4 ....... ................
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----------................ Public Lows and Regulations 7-4 Examples of Citation Style 7-4 Nongovernment publications 7-4 1. Book/Report-Personal or Institutional Author 7-4 2. Book/Report-Editor os Author 7-5 3. Article/Chapter in o Book/Report 7-5 4. Published Conference Proceedings 7-5 5. Article in o Magazine 7-5 6. Poper in o Magazine of Published Conference Proceedings 7-6 7. Magazine 7-6 8. Article in o Newspaper 7-6 9. Editorial or Letter to the Editor in o Newspaper 7-6 10. Article in o Newsletter 7-6 11. Speech-Published 7-6 Government Publications 7-6 12. Congressional/Executive AgencyBook/Report 7-6 13. Congressional/Executive Agency-Published Contractor Report 7-7 14. OTA Publication 7-8 15. Executive Agency-Article/Chapter in on Executive Book/Report 7-8 16. Executive Agency-Article in on Executive Agency Magazine (institutional author) 7-0 17. Executive Agency-Federal Register 7-0 18. Executive Agency-Code of Federal Regulations 7-0 19. Presidential Document 7-0 20. U.S. House and Senate PublicationsPublished 7-10 21. Congressional Record-Excerpt 7-10 22. Testimony/Article in o Congressional Pub!icotionPublished 7-11 Miscellaneous Citations 7-11 23. Personal Communication/Letter/Fox/Memo 7-11 24. Unpublished Poper/Poster Presentation at o Conference 7-11 25. Unpublished Testimony ot o Congressional Hearing 7-12 26. Unpublished Contractor Report 7-12 27. OTA-Unpublished Contractor Report at NTIS 7-ig 28. Unpublished Doto 7-Jg 29. Unpublished Dissertation/Thesis, Remark, Speech or Meeting Transcript 7-l4 30. Film or Broadcast 7-14 31. Court Cose 7-14 32. U.S. Code 7-14 33. Treaty 7-15 34. Pamphlet 7-15 p ART 11: PROCEDURES 8 P11Plislti11g at 0'74.-A c,11/tle for Prqject Directors 8-1 Stage l : laying the Groundwork 8-1 Alert us 8-1 Brief us 8-1 Create program galleys 8-1 Stage 2: Copyediting 8-1 Copyediting begins 8-1 Copyediting guidelines 8-2 Graphics get edited too 8-2 Meet with artists 8-2 Choose photos 8-2 Time required for copyediting 8-2 Front matter 8-2
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................. --------................ Stage 3: Pagination 8-2 Update files 8-2 Paging begins 8-2 Cover, graphics finalized 8-2 Stage 4: The Home Stretch 8-8 Routing 8-8 Camero copy created 8-8 Camero copy reviewed 8-8 We ship it off 8-8 Stage 5: Release 8-8 Presentation graphics 8-8 Dissemination 8-8 g Cop1fedlti11g dt 07?4 0-1 What lo Expect 0-1 How i> Trim Volumes of Fat 0-2 Hidden verbs 0-2 Hidden subjects 0-2 Verbs ending in -ing 0-2 Prepositions that follow verbs 0-2 Unnecessary intensifiers 0-8 Circumlocutions 0-8 Trite expressions 0-8 Redundancies 0-8 lautologies 0-8 Standard Proofreading Marks 0-4 10 Cltecklist for Prepdrillg d M1J1111-script for Cop1fedt"ti11g 10-1 Create a Project Stylesheet 10-1 TOC 10-1 Text files 10-1 Program Galleys 10-1 Provide All Pieces 10-1 Label Clearly 10-1 Check Callouts 10-1 Make Us See Red 10-1 11 Esti1111Jtl'llg ft'lltJI !hge Co11llt 11-1 Epstein's Law 11-1 Cole's Law 11-1 12 How lo PreptJre ProgrtJIII qdlle!fB 12-1 Template Components 12-1 For Foster Turnaround... 12-8 18 WlttJt lo Look for ,.,, ProgrtJIII qdlleJfS 18-1 Copy Drops JS-1 Heads 18-1 Check Abbreviation Usoge 18-1 Proof Corrections 18-1 Check Art Callouts JS-1 Read 18-1 Photos 18-1 Check files 18-1 14 How lo PreptJre li,J,/es for P11llislt1'11g 14-1 If You Are Using MS-Word 14-1 If You Are Using XyWrite 14-1 .......................................................
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................. --------................ 15 Pltoto q11ideli11es 15-1 Guidelines 15-1 l6 qrdflltlcs q11ideli11es 16-1 lypes of Charts UH Software Compatibility 16-2 Illustrations 16-2 Charts and graphs 16-2 Graphics Style 16-8 If We Create Your Graphics 16-8 Cover Considerations l64 17 q11ideli11es for fo11r-lhge l
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CH APT ER Sttjle {ptldelifles for tire Compo11elfts of 1.1 PJJ/?lict.1tio11 7itis sectio11 specifies tlte stifles to be 11sed for tlte v11rio11s co111po11el!ts of 11 p11blic11tiol!. i11dJllle ltere ilf/or11111tio11 prqject sttJff 1111tl s11pport sttJff slto11/tl lttJVe w/fel! tlteJf 11re /iHetJl111Hg tlteir reports-e.g., c11p1H1!1Zt:1tio11 of s11Pltetttls 1111d ttJble pref)l1r11tiol!. Tltis sectio11 tioe.s l!Ot 1HdJllie ltow to pref)tJre progr11111 g11/le1fS: tlt11t's covered,.,, clt11pter U. TITLES AND SUBHEADS Subheads should be as short and succinct as possible (no more than two lines). They ore to serve only as guides to the reader and do not require detail. There ore five basic subhead levels in OTA's standard book design as outlined below. HEADS DESCRIPTION EXAMPLES Level 1 (chapter title) Upper-and lowercase, Summary of Options bold, flush left Level 2 All cops, bold, flush left MEASURING SEISMIC SIGNAlS Level 3 Upper-and lowercase, Reduction of Signals bold, flush left Level4 Upperand lowercase, Progress in Seismic Monitoring bold, italic, flush left Level 5 Uppercase only first word, Signal standards bold, flush left .4tsk.
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Stifle qKitleli11ea ................. --................ Typically most repor1s contain four or five head levels. If your report requires more than five, consider that it may be too complicated and, thus, require reorganizing to eliminate the need for on additional head level. If a sixth head level is absolute~ necessary, the Publishing Office will style one for your report. Generally don't place a subhead immediately below a higher level heading. You should have at least a few introductory sentences to separate them. WHAT 10 UPPER-AND LOWEROOE Unless the style calls for all caps (level 2) or initial cap only (level 5), follow these guidelines for titles and subheads. Uppercase the first word, all nouns, pronouns (including it), adjedives, verbs (including is), adverbs, and subordinate conjundions (becouse, if, since, when, where, that, etc.). Uppercase the to in infinitives. Knot the first word, lowercase articles (the, a, an), coordinate conjunctions (and, but, or, nor, for, so, yet), and prepositions four characters or less in length (from, with, up, in, etc.). K a usually lowercase word is used in parallel with or of like significance to an uppercase word, it should also be uppercased. for hyphenated compounds, in most cases uppercase both the first and second element. However, if both elements make a single word (e.g., re-establish), don't uppercase the second element. TITLES OF TABLES, FIGURES, BOXES Set titles of tables, figures, and boxes as follows. FIGURE 3-10: Phase Response Curve BOC 5-2: The Grounding of the Exxon \tJldez TABLE 1-2: Demographic Profile of Shift Workers NOTE: The element is all caps, the element number is followed by a colon, and the text is upper-and lowercase. NUMERATION AND CROSS-REFERENCE APPENDICES Designate by uppercase letter (e.g., appendix A). TABLES, FIGURES, BOXES Numerate by chapter (or appendix) and sequential number within the chapter. table 1-3, figure 1-3, box 1-3 (for the third one in chapter 1) table A-3, figure A-3, box A-3 (for the third one in appendix A) Don't abbreviate when referring to specific tables, figures, or boxes (see Parts of a Report, p. 5-3). However, abbreviate chapter and appendix in references or reference-style footnotes. (see appendix A), (see chapter 3), (see figure 3-2) leorch, R.S., Study of Federal Funding (Philadelphia, PA: Cosmos, 1990), opp. A Johnston, l, Electronic Leaming (Hillsdale, NJ: lawrence Erlboum, 1987), ch. 3. Don't uppercase when referring within text to any element of a report~hopter, box, table, figure, appendix. Also, don't uppercase when referring to the report (or background paper) itself. NOTE: Tables, figures, and boxes should end with a source line. (Spell out Office of Technology Assessment here.) BOKES In general, boxes should be no longer than two printed pages (about 1,200 words). Avoid numbering figures and tables in a box. Instead, within the text of the box, refer to a figure or table by description. Sources, references, and footnotes should be complete and autonomous within a box. They should not refer the reader to elements outside of the box. -k
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Stifle qK1i:le/i11es ................. ------'--................ TABLES The objective of a table is to present data in as clear and unambiguous manner as possible. Although there ore many variations in the format of tables, depending on the type and amount of data to be shown, the following basic style guidelines apply to all tables. TEXT smE Don't use the space bar to set up columns. Use hard returns only where they should be in the final printed table, usually at the end of a row. Keep table title as brief as possible (no more than two lines). Set it in upper-and lowercase. Set column heads, subheads, and body text entries with only the first word uppercased. Set main column heads in bold. Set column subheads in italic. Set body text in roman (normal). For a totals row, insert one line space above. ABBREVIATIONS Avoid using abbreviations in table titles except for common ones used frequently in the report. Spell out percent when it is not used with a number. Otherwise use the% symbol. In columns, use standard abbreviations and symbols for units of measure (lb, mm, mpg, $). (For a list of unit measure abbreviations, see the GPO Slyle Manual, pages 150-153.) If the some unit of measure applies throughout a column, insert the measure only for the top, subtotal, and total rows. If the units of measure ore unfamiliar or rarely used, spell them out in a key at the bottom of the table. (Place items in the key in alphabetical order, use on equal sign to separate the abbreviation and its spelled-out form, and use a semicolon to separate entries.) Also use the key to spell out any other abbreviations of agencies, bills, and so forth. However, only use abbreviations of this type if necessary for space reasons. Too much abbreviation in the body of the table will erode its readability and appearance. If states must be abbreviated for space reasons, use the Postal Service abbreviations and then spell them out in the key. Handle this consistently in all tables throughout the report. NUMBERS Numbers over 999 should include commas. ENDNOTES Use lowercase superscript letters (not numbers) to cite footnotes. Letterfootnotes consecutively, from left to right. Separate two or more footnotes together by a comma and no space ("-b.c). Place notes at the end of the table in the following order: l) footnotes, 2) key, 3) note, 4) source. Set the words k~ note, and source in all cops with a colon. Use the following standard sentence to explain rounding discrepancies: NOTE: figures may not odd to l 00 percent because of rounding. Multiple sources should be separated with periods and run in within one paragraph. If the source list is excessively long, it may be numbered and set in block list form. UNIFORMITY AND ORDER Group data as appropriate, by dote, alphabet, quantity, and so forth. Avoid random order. Format related tables in a like manner. NOTE: For guidelines regarding keying and setting up tables, see chapter 14. If you need help setting up on unusual or cumbersome table, contact the Publishing Office. .k
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SRjk q111talt111B ................. --................ FIGURES Figures should be consistent in form and style from chapter to chapter. For example, if a pie chart is used for data in one chapter, don't use a bar chart for parallel data elsewhere. Set text in 8-point Helvetica regular (standard in graphics soflwore packages}. Uppercase only the lirst word in each entry. Ux bold and italic sparingly. For spacing between lines, select the auto-leading feature of your software. Avoid redundancy and keep figures as uncluttered as possible. For example, a the figure says percentage along the axis, don't use a% symbol after the numbers. If you are reprinting a figure from another source, provide Publishing with the data points necessary to recreate the figure. Don't include title, footnote, and source with the graphics file. That text must be supplied in Xywrite or Word, by chapter, on the same diskette as the regular chapter text. NOTE: For guidelines regarding creating graphics, see chapter 16. PHOTOGRAPHS Identify by chapter and sequential number (e.g., photo 1-3). Don't write on the margins or backs of photos. Make a photocopy and write on that. For slides and negatives, write on a lbst-it or tape and affix this to the slide covet (The Publishing Office will loter need to write on the photos.) Set the photo credit in all caps above the caption and mm! write out the words photo credit. Set the caption in normal type with only the first word capped. Captions should be between one and three lines long. (See the sample.) NATIONAL INSTITUTES OF HEALTH Conjugated estrogen, the most widely prescribed drug for estrogen therapy, is derived from the urine of pregnant mares. NOTE: For guidelines regarding photo selection, see chapter 15. LISTS For numbered lists run in with regular text, use a right parenthesis. The quality of wheat has deteriorated in five cotegories: 1) moisture, 2) heat damage, 3) foreign material, 4) wheat of other classes, and 5) dockage. For numbered lists set in block style, use a period with the numbers. 1. wastes left behind in the grain, 2. insect fragments in finished products, and 3. grain heating. NOTE: Don't uppercase the first word in list entries unless they are complete sentences. Either bullets or numbers can be used for block-style lists. However, if you want to indicate a ranking order or to emphasize the lengthiness of a list, use numbers. BLOC~ QuoTATIONS If quoted text is longer than one sentence, set it off from the regular text as a block quotation. Indent the block at the left and right margins. Don't enclose the block within quotation marks. For your words within the quotation, use straight brackets. For quoted text within the block quotation, use double quotation marks . . . ........... -II ......................
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$fl/le q111'deli11es ................. --................ Whether to indent at the beginning of the quotation depends on the original. If the quotation does not begin a paragraph in the original, the block quotation normally should begin flush. Use ellipsis points to indicate omission of a word, phrase, line, or paragraph from within the quotation. Use three dots for any omission, regardless of whether it comes in the middle of a sentence or between sentences. f RONT AND BACI( MATTER SEQUENCE FOR FRONT MATTER 1. foreword 2. advisory panel 3. project staff 4. table of contents SEQUENCE FOR BACK MAmR 1. method of the study appendix (if applicable) 2. acknowledgments appendix (reviewers, workshop participants, etc.) 3. text-style appendices 4. abbreviations and glossary appendix 5. references (unless they ore at the end of each chapter) 6. index FOREWORD Keep the foreword no longer than one page (about 345 words). Lowercase the words report and background popec Spell out Office of khnology Assessment at the first mention and omit following this with the abbreviation in parentheses. Thereafter in the foreword, use the abbreviation. Since the foreword includes the details of who requested the assessment, don't repeat this (at least not at the some level of detail) in the summary chapter. ADVISORY PANEL, PROJECT swe REVIEWERS, AND WORKSHOPS Omit social titles (Mr., Ms., Dr., etc.) and scholarly degrees. However, includeM.D. and other medical degrees if the report is in the field of medicine. Set names in bold. If the person is a choir of a workshop or panel, set this title in normal type on a separate line. Set the job title and affiliation in normal type. For firm names, use the following abbreviations: Co., Corp., Inc., Ltd., &. Omit street addresses and ZIP Code numbers. If city and state ore included, use the two-letter postal abbreviations for states. See the sample below. Henrietta Tennley Workshop Choir Director, New Product Development Genzine Corp. Cambridge, SC TABLE OF CONTENTS The table of contents includes subheads one through three. If you need to include a list of boxes, tables, and figures, place them in on appendix in the bock matter. ....................... -~SK .......................
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$fl/le q111'deli11es ................. --................ ABBREVIATIONS AND GLOSSARY Most reports ond background popers should include an abbreviations and glossary appendix. Set the abbreviation entry in normal type, tab (no em dash or colon), and set the spelled-out form in normal type. For the glossary, set the term entry in bold and the definition in normal type. See the samples below PCBS polychlorinated biphenyls POE point of entry Mbps See bit. Uplink A satellite dish that transmits signals up to a satellite INDEX An index should be included in every report and in most background popers. The following example shows the format, regarding upper-and lowercase, punctuation, italics, and indentions. kcess to technologies, 17, 190-200. See also Personal electronic devices; Pocket tronslotors computer hardware, 190-192 video, 192-194 AEA. See Aduh Education kt . . . . . k .....................
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CH APT ER w Spelli11g hr /flltrt1! lfft1tkrs lf(}f cover&/ ltere. co1ts11/t ~Pster:S Tltird New llfter11t1tio11t1! DictiolftlrJ/ or its t1Pritigemelfts (e.g., WePster:S New Collt#f'tlte Dictio11t1rJf). If two or more spel!tHgs of t1 word t1re giveH. Jtse tlte first listed. Altlto11glt everlf)lfe t1t 07?4 J1lftioJ1Ptetlllf is 110t work/Hg witlt tlte st1111e dictio11t1rlf or spell cltecker, JfOJtr editor t111d tlte PJ1Plislt1Hg Office ml! work to elfsJtre co11siste11cl/ tltroJtgltoJtt lfOKr report of words witlt vt1rt'tllft spell1Hgs. BRITISH VS. AMERICAN SPELLING Use British spelling only for full titles if that is how the subject itself handles the spelling. Canadian Centre for Health Information (but, the center) Jou mo I of Attitudes and Behaviour of the Public (but, the behavior) Organisation for Economic Co-operation and Development (but, the organization) RACIAL AND ETHNIC GROUPS Don't use hyphens, whetherfor noun or adjective. In 1992, Asian Americans constituted ... Among African American households ... Lowercase blacks and whites. Although a comparison of incidence rotes for blocks and whites .... PREFERRED 5PELUN<;5 Generally, when alternate spellings result from the doubling of a consonant (e.g., cancelled), the shorter form (e.g., canceled) is used. acknowledgment all right (not alright) bloc (Eastern bloc) block (grant) bused, buses, busing canceled, canceling cannot compoddisc dialogue downward ensure (guarantee) equaled, equaling focused, focusing forego insure (protect) liquefy monies monologue movable nonplused paralleled, paralleling penciled, penciling prologue propel, propelled, propelling rote, ratable sole, salable signaled, signaling size, sizable totaled, totaling toward traveled, traveling traveler upward PREFERRED PLURALS appendices attorneys general curricula forums indexes (section of o book) indices (mothemoticol and statistical measures) memorandums millennia symposia . . . . . "1SH .......................
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Spelli11g .......... ---................ POSSESSIVES The possessive case of most singular nouns is formed by adding on apostrophe and on s and of most plural nouns by adding on apostrophe only. Congress's regulatory role the employer's reduced corporate income taxes households' shore of notional health expenditures for words of more than one syllable with an unaccented ending pronounced eez, on s is normally not added. Xerxes' army C\ose\y \inked lu\\ tit\es ond nouns ore otten hond\ed as o single unit in forming the possessive. Si low-Carroll and Meyer's analysis of a Canadian-style system pro;ected .... Similar to possessives are expressions of duration based on the old genitive case. on hour's delay in a week's time HYPHENATION AND COMPOUND WORDS Most spelling questions ore concerned with compound words. Thought needs to be given to whether a compound should be open (e.g., health core), hyphenated (e.g., fomily-oriented), or solid (e.g., taxpayer). For a compound used as a noun, the dictionary is the best source. For a compound used as an adjective, there may be no definitive answer on whether to open, hyphenate, or make solid, and general principles must apply. Although not strictly compounds, prefix-and suffix-forming words--e.g., nonstandard, warlike-are also discussed in this section since they are similarly treated. There are scores of rules for spelling compounds, but also a great number of exceptions. Guidelines for the most common types follow. IN GENERAL Spell compounds open when their association is abundantly clear. Note that most compounds ore open. (Overhyphenation con be annoying to the reader and slows the flow of text.) wastewater treatment plant disaster relief fund hydrogen storage system Generally compounds used as nouns are not hyphenated, while compounds used as adjectives may be hyphenated. efforts toward cost containment (noun) cost-containment measures (adjective) Don't hyphenate word combinations that ore used as verbs. to draw down defense spending {verb) projections for the defensedrowdown (noun) When a compound is used as an adjective before a noun, it may need to be hyphenated for clarity. near poor population (located near a poor population?) BETTER: near-poor population single firm contract (An ironclad contract?) BEITTR: single-firm contract NUMBER AND MEASURE Hyphenate number-and-measure compounds when used as an adjective before a noun. 8th-grade level 30-by 10-foot room $4-billion training program 15-minute segment 300-pCi/l radon level 18-percent decline PRESENT AND PAST PARTICIPLES Compounds formed from present participles that precede a noun should be hyphenated. cell-culturing capability top-selling estrogen income-maximizing potential .......... ............. -" ......................
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8pelli11g ............. -----................ Compounds in which the first element is a noun and the second element is a post participle should be hyphenated preceding a noun. land-based management age-related changes disease-oriented institutes ADVRBIAL COMPOUNDS Do not hyphenate adverbs ending in -/y combined with adjectives or participles. publicly funded program generally accepted principles federal~ subsidized transit system Adverbs other than the-/y type may be hyphenated if necessary for clarity in longer phrases (that can't be avoided). ever-increasing federal budget deficit more-active physically handicapped adults PHRA.5ES ADJECTMS Do hyphenate phrases used as adjectives. limited-English-proficient oduh slosh-and-bum practices up-to-dote records Use hyphens to express word ratios. The odive-to-nonodive mine ratio .. The polymer-to-plastic composition HIGH AND IDW Most adjective-forming compounds beginning with high and low and preceding a noun should be hyphenated. high-risk zone (BUT: zone at high risk) low-cost loon (BUT: loon that is low cost) WELL Most compounds beginning with we// and preceding a noun should be hyphenated, while those not preceding a noun should not be hyphenated. well-known reinvention program the reinvention program is well known PREFIXES Most prefix-forming words should be solid. rmorket ~statement gnmdote .!!lQ.!lQr0 ii Q!!ficoogulont muhiraciol .bisexual ru!Q.Coloniol QiQdiversity !]Q!lviolent hxProdud Qffhond mumrotote QU!shoot mlunor ~ractive mpoy JmnOptic mrgindicote Q!mlnormol ~roductive ~meter .d.emphosize l!Qlxcyclic demijohn ~nt ~ommunicote gondition emgsensory Rr29ovemment msight gaudQscience ,hme_rsonic reunite hxgQmonio mfit i!!fmstrudure semiconductor intercity ~ranch intramuscular ~rcorgo Qmetric ~notional ~utrient thermophile memderm ~ranic mmprotein 1Lnfounded .migQminioture Yl!mconservotive midlife ,unde_rallocoted minivan ......... .............. -Ir ......................
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Spellilfg ................. ----................ A few prefixes routinely coll for hyphenation. ~-dividend (when ex-means former) ~-public ~-selected Some prefixes should be hyphenated if the lost letter of the prefix is the some as the lost letter of the word following. QM-infective !!Q!l-notive ~-treatment Others must be hyphenated to distinguish them from their homonyms. m-creote ,lfil-ionized Hyphenate prefixes when the second element is one of the following: a proper noun or a numeral (post-1973, ontiNAFTA, un-Americon); more than one word (post-baby boom, nonEnglish-proficient adult); quite long (non-commercialization, promicroelectronics); oro drug name (anti-dopamine, non-olglucerose). SUFFIXES Generally compounds ending in the following words and suffixes should be spelled solid. book holder keeper keeping land less like maker making man over person plane room shop site word way wise woman worthy .ihBK.
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.Spellil!g ................. --................ FREQUENTLY USED COMPOUNDS, PREFIXES, AND SUFFIXES For the treatment of special compound words that are integral to your report, consult with your production editor before the production process begins. For a quick check, here's a list of frequently used compounds at OTA. COMPOUNDS SIMILAR EXAMPLES aftertax agencywide air condition/-ed/-er/-ing (n./adj.) antitrust at-risk (adj.) at risk (prep. phrase) baseline birthweight breakdown (n.) break down (v.) built-in (adj.) buih in (v.) carbon dioxide caregiver aftercare areawide, industrywide, nationwide, statewide, worldwide but: department-wide, government-wide antiballistic, anticoagulant, antimissile but: anti-infective, anti-inflammatory lightweight drawdown (n.) but: build-down (n.) carbon monoxide, nitrogen oxide (when to open, close, hyphenate depends on how used) air conditioning in apartments air condition units can be used at-risk youth those at risk for lung cancer the firm's cashflow breakdown to break down the budget per agency buih-in safety precautions specifications built in the system .thsk. .................
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$pe!li111 ................. -----................ COMPOUNDS SIMILAR EXAMPLES cochair codirector, coexist, coinsurance, cosponsor, coworker cost containment (n.) cost-effective crosscutting crossagency, crossdisciplinary, crosswise but: cross-section countermeasure counteraction cutoff (n.) ~date cut off (v.) to .M.Qff funding database databank daytime nighttime decision making policymaking, recordkeeping ecosystem ecolabel energy-efficient/-cy (adj.) energy-efficient technology energy efficient/-cy (n.) products designed to be energy efficient fiber optics f n.) the growth in fiber Qptics fiberoptic {adj.} fiberqpfic cable followup (n./adj.) backup, buildup, cleanup as a followup to rollowup project follow up (v.) but: follow-on (n.) to rollQw up the results -free (ad;. before n.) drug-free, pest-free, tax-free, toll-free fresh water(n.J surface water changes in fresh water freshwater(adj.J freshwater quality ........... .......... k ......................
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Spellilfg ................. -------................ COMPOUNDS SIMILAR EXAMPLES full time (n.) port time, half time away full time full-time (adj.) full-time employee grassroots groundwater wastewater half-life health core child core, day core health core reform but: aftercare high blood pressure ho~ine in-house (adj. before n.) in-kind, in-service in-house training interagency interindustry kilowatt-hour life-cycle (ad;.) lrre-cycle perspective life cycle (n.) one stage of the~ labor force but: workforce low-income (adj.) low-income worker low income (n.) only those with low income multiprogram multiogency, multifamily, multilevel, multinational, multistote nongovemment nonphysicion, nonprofit, nonphormoceuticol, nonproliferation but: non-native, non-nuclear offsite offshore, offstreom, instreom .ihsk. ..............
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$pelll.,,g ................. --------................ (OMPOUN'6~ SIMILAR EXAMPLES onsite policymaking pos1secondary powerplant preexisting private sector problem solving (n.) problem-solving (adj.) pseudogovemment quasi-government rainforest recordkeeping reevaluate seK-examination semiskilled substate superhigh trodeoff (n.) trade off (v.) online, onshore decisionmaking, recordkeeping postdoctoral, postpartum, postwar but: post-Cold Wor, post-treatment preeminence, preplan, pretax but: pre-acquisition, pre-admit consensus building, job seeking pseudopublic quasi-legislative decisionmaking, policymaking reallocate, reelect, reengineer, reexamine, reinvention self-government, self-help, self-propel subpopulation, subskill, substrata writeoff methods of gr2blem S<>lving groblem-SQlving methods package to !mde...Qff the initiative .-#
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$pelling ................. -------................ COMPOUNDS SIMILAR EXAMPLES twofold (for numbers one through nine) underfunded underway (adj.) under way (prep. phrase), whether it concerns a ship, a racer, or a campaign up-to-date (adj.) up to date (prep. phrase) value-added (adj.) value added (n.) vice president wastewater well-designed (adj. before n.) well designed (stand-alone adj.) workforce x-ray (n. and adj.) but: 10-fold (for numbers 10 and over) underestimate, underutilize off-the-shelf groundwater well-financed, well-known, well-heeled workday, workload, workplace, workstation but: labor force alpha-ray, gamma-ray underway activities plans are under way up-to-date records since none are up to date value-added tax for value added to be effective well-designed transit system no longer well designed "1sh'.
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CH APT ER Ct1t itt1!/zdtiofl Tit1s eltt1pter s11l'Hl'Ht1rizes tlte pt1#ertt of et1p1'klliZdth11111 tlte 11se of lft1l'Hes t111tf terl'Hs witlt t1 ltst of fretpletftllf 11setf terl'Hs t1t 0'74. /11 ge11ert1/, t1vo1'tf et1p1'kll letters 1111/ess tlte terl'H 1s t1 proper 1101111. If t1 report ltt1s vt1!t'tf ret1so11s for 11pperet1s1Hg eerkt1H terms 11orl'Ht1lllf lor,eret1sed. t1 ltst of s11elt terl'Hs slto11/tf '7e eol'Hptletf t111tf give11 to everlfOl!e work/Hg 011 tlte report. Tlte follow1Hg !1st pt1rtlc11/t1rl1f foc11ses 011 tltose terl'Hs wltose proper-lf011lf stdt11s 1s 11ot det1r. TERMS EXAMPLE UPPER-OR LOWERCASE? administration act agency Air Force alliance/allies Armed Forces Army Clinton Administration, the Administration Bus Regulatory Reform /v:.t, the act Bus /v:.t (full name previously used) Defense Intelligence Agency, the Agency Food and Drug Administration, the agency Uppercase when referring to the executive branch of the U.S. government. When not port of o full or shortened ti~e, lowercase. Uppercase when port of o full title or when used as o shortened title for o government organization that includes agency in its name. Lowercase when referring to o government organization that does not include the word agency. Uppercase this and all other U.S. services. lowercase. Uppercase. Uppercase. .................. olMSK ...................
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Ctipt'tdlt)dtiolf ................. ---................ TERMS EXAMPLE UPPER-OR LOWERCASE2 article article 5 background paper baby boom bill bureau Cabinet Cold War commission committee Congress congressional consumer price index cooperative research and development agreement Brody Handgun Violence Prevention Bill Brody Bill Bureau of Health Core Delivery and Assistance, the Bureau Federal Communications Commission, the Commission House Committee on Ways and Means Congress could shorten the process .... not The Congress could shorten the process ... Lowercase, whether general or specific. Lowercase regardless of whether it's on OTA publication. Lowercase. Lowercase unless port of a full or shortened titte. Uppercase when port of full titte or used as a shortened titte. Uppercase when referring to the body of deportment heads of the U.S., state, ci1y, or foreign governments. Uppercase when referring to the U.S.-U.S.S.R. rivalry. Uppercase when port of full titte or used as the shortened titte of a government organization. Lowercase unless used as port of a full titte. Uppercase. (Don't precede bythe.) Lowercase. Lowercase. Lowercase. "'8.k
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Cdpiktlt'zdtiolf . . . . ----------TERMS EXAMPLE UPPER-OR LOWERCASE Cornbelt, Sunbelt, etc. corporate overage fuel economy deportment Earth (planet) earth (soil) Eastern bloc European Community European Union executive branch foll federal federal government fiscal year food stomps government gross domestic product Deportment of Health and Human Services, the Deportment State Deportment, Deportment of State, the Deportment Federal Highway Administration federal programs Food Stomp Program food stomp distribution Uppercase. Lowercase. Lowercase unless port of a full or shortened ti~e. Uppercase. Lowercase. Uppercase only first word. Uppercase. Uppercase. Lowercase. Lowercase the season. Uppercase only when port of a full title. Lowercase. Lowercase. Lowercase unless using the full program title. Lowercase, whether the United States or another country. Lowercase. .Atsh.
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Ulflt'tdltZ1Jtiot1 ................. -----................ TERMS EXAMPLE UPPER-OR LOWERCASE? gross notional product health maintenance organization House the interstate Job/position titles laboratory less developed countries Medicaid Medicare Member of Congress Member member state lnterstote-95 the commissioner Commissioner Reed Hundt Lawrence Berkeley Laboratory Lowercase. Lowercase. Uppercase when referring to the U.S. House of Representatives. Lowercase unless used with a number. Lowercase unless immediately followed by a personal name. Uppercase only when port of a full title. Lowercase. (Preferred over Third World.) Uppercase. Uppercase. Uppercase when referring to a Member of Congress. Lowercase. --------------------------------------notion new world order Nuclear Weapons Complex, the complex office General Accounting Office, the Office Lowercase. Lowercase. Uppercase the full title of the DOE network of nuclear materials. Uppercase when port of a full tirle and when used as a shortened title of a government organization whose name includes office . . . . .hsk.
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Ct1ft'tdl1:ztltt01t ................. --................ TERMS EXAMPLE UPPER-OR LOWERCASE? Ports of o report appendix, box, chapter, figure, Lowercase within text (e.g., in figure 2-table, index 12 ... ). Uppercase when port of o title. plant Oak Ridge Y-12 Plant, the plant Uppercase when port of a full or Y-12 Plant shortened title. President Uppercase when referring to the head of the U.S. government. presidential Lowercase. program Job Opportunities and Basic Skills Uppercase when port of a full title. Training Program, the program Women, Infants, and Children Program, the program Public Low 90210, Uppercase when the number is included. the public low report Lowercase regardless of whether it's on OTA report. Representative Uppercase when referring to a Member of U.S. Congress by name. request for proposal Lowercase. resolution House Resolution 93-1 Lowercase, unless the number is included. section section 353 Lowercase, whether general or specific. Senate Senator Uppercase. spring Lowercase the season. Social Security Uppercase when referring to the federal program. -~sh'.
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Ulfl!'kllttiolt ................. -----................ TERMS EXAMPLE UPPER-OR LOWERCASE state State of Alabama Lowercase when referring to any of the 50 bodies that together constitute the United States, or to a foreign country. Uppercase a formal (or legal) reference to one of the 50 states. summer Lowercase the season. supreme court U.S. Supreme Court, Uppercase. the Court (federal) supreme court, the court Lowercase (state or lower) The as port of a The Wildlife Federation The should be lowercased within full name Although the Wildlife Federation regular text (unless it's port of the full title in a legal case). TrtleV Uppercase specific tides of on ad the tide or statute. treaty Strategic Arms Redudion Treaty, Uppercase when port of a full tide. the treaty Unemployment Uppercase only when referring to the Insurance entidement program. winter Lowercase the season. x-roy Lowercase (and hyphenate whether a noun or odjedive) . . . . . . k ......................
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CH APT ER V Numbers 1.111d D1.1tes It is tlif/ie11/t to be elftirellf (()lfS1'skltt ii! tlfe I/Se of 1111111/:lers ill tex.t. Tlf,'s sectiOII s11111111t1raes BO/lie of tlfe hsie eo11Yelltio11s. espeeit1!1Jt ,.,, flldlds to dtorJSIH/ ktr,te11 spe/llH/ 1111111/:lers ollt or 11s1H1 1111111ert1ls. WORDS VERSUS NUMBERS. Spell out numbers from one through nine (including time units such as years, months, hours, etc.). From 10 on, use numerals. Whittled down to nine projects .... Receiving 18 proposals .... In five to 1 0 years .... Preliminary data found five out of 25 homeowners ... With the five-year pion, researchers expect .... Exceptions: 1. Use numerals for percentages, money, and age. DOE laboratories comprise 5 percent offunds .... (Use % symbol only for body of tables.) Copoyments hove risen to over $6 million .... Studies found students between 5 and 12 years old were ... 2. Use numerals for technical, scientific, mathematical, statistical, and physical measurements. between 2 o.m. and 6 o.m. 150kt 12Hz 33 mpg 20km 70f 3. Spell out o number that begins o sentence, but ovoid beginning o sentence with o large number. Three hundred and seventy-two people serve on the delegation .... BITTER: A total of 372 people serve on the delegation .... 'twelve poirs of chromosomes .... LARGE NUMBERS Numbers from 1,000 to 999,999 toke com mos. Numbers in millions should be expressed os o numeral-and-word com bi notion. 180,000 homeless individuals 4,000times more likely 215 million tons of plutonium Avoid expressing billions os thousands of millions. Exceptions ore permissible in o table or long series mode up primarily of numbers below one billion. Of the $9.03 billion total, $5.40 billion .... With o budget of $185 million expected to grow between $257 million and 1,023 million .... (NOTE: Million and billion ore repeated for clarity.) .J~-......................... ltllil#SIT
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DECIMALS. PERCENTAGES. AND FRACTIONS Rarely should numbers be carried to more than two decimal places. Three or more places ore justified only if on important subtlety would be lost in rounding. Related numbers should be carried to the some number of decimal places; for example, change 3.16 to 3.2 if other numbers ore only carried to one decimal point. This point is particularly applicable to number columns in tables. Normally numbers added in a table column should hove the some number of decimal places or the some number of trailing zeros. However, to maintain precision when computing a percentage from two numbers or when numbers differ by roughly on order of magnitude (e.g., a factor of 10), it may be necessary to toke the smaller number to more decimal places. When numerical data in a table hove been rounded, include this fad at the end of the table. NOTE: Figures may not odd to 100 percent because of rounding. If a number is less than 1.0, put a zero before the decimal point. 0.004 0.01 When percentages ore expressed in a range or in a series, percent is not repeated. 4 to 56 percent 18, 23, and 27 percent To express frodions of percents, use decimals. 23.5, 49.8, and 52.3 percent Spell out (and hyphenate) stand-alone fractions. one-ho~ three-fourths Use numerals for fractions used with whole numbers 5 times MONEY A lump sum of money is treated as singular. Another $1.7 billion~ appropriated .... However, $75 million ii expected to .... Use a dollar sign when specific money value is expressed. Otherwise spell out the designation. Rising to $240 million in the third yeot ... Billions of dollars in R&D and working capitol.... RANGES Express numerical ranges according to these examples. The 1992-93 period ... The period from 1987 through 1990 .. About $20 million to $25 million was appropriated ... (repeat million for c/orily) From 30 to 50 percent of all row materials .. (don't repeat percent) Recipients ranging from 49 to 55 years .. (NOT: 49-55 years) RATIOS AND COMPARISONS Express numerical ratios according to these examples. The 5-to-1 yield ratio A copper, plastic, and steel ratio of 1-2-1 ... Funding for private institutions outpaced government by almost 2 to 1 .. Families stand a 50-50 chance of developing ... k
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DATES Write out years in full. 1993 (NOT: '93) the 1990s (BUT: the nineties) Use a comma after the day and after the year. The initiative dated September 30, 1992, was intended .... Don't use a comma between a month and year written together but with no day. The March 1993 report found .... Use a comma when a date is part of an introductory clause. In 1990, the tax rate .... In February 1990, delegates voted .... Don't use an apostrophe with plural years. Some nuclear treaties of the 1970s remain unratined .... Since the 1960s, funding for mental disorders research .... Do use an apostrophe with possessive dates. Although l 963's greatest loss ... The 1980s' violations led to ... The 1990s' Decade of the Brain resolution .... Do use hyphens for date ranges in ti~es of tables, figures, and boxes. FIGURE 7-1 : Technologies in the Home, 1990-94 TABLE 5-2: State Comparisons, 1988-92 BOX 2-1: Major Program Funding, FY 1985-90 ORDINALS For Congress, used alone, not nd and rd, for second and third ordinals. l 02d and l 03d Congress For all other ordinals, do use nd and rd. l 02nd convocational 33rd anniversary In general, spell out ordinals below l 0. second chance 10th vote Exception: Use numerals for all school grade levels. 3rd through 12th graders ......... .............. thslt .......................
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CH APT ER Abbrev1't1tiot1B .A.b.brev1tttio11s f11II into tltree prim11rl/ c11tegories. tlepe11tli11g 011 ltow pro1101111ce tltem.-1) 1HitlttliMtio11s sKClt 11s 0'74 (pro1101111ced 11s 11 series of letters). ,,2) 11cro111f mB sKClt 11s S:,4/v.t. (pro11011Hced 11s m.,rt/8). 11f!tl 3) sltorte11ed m.,rtl 11.b.brevhtt'o11s s11clt 11s Mr. (pro1101111ced 11s 11 tlte elftire m.,rtl ~re preselft ). for 1111 fl/fleB of 11.b.brev1tttto11s. tlte ge11ert1I r11le 1s to 11se tltem 0111 I/ wlte11 tltel/ 111il retJth.btlitlf. If tltere IS lllllf tpmBtlOII tlt11t lfOJlr retJtler Wtll 110t 11f!tierst1111tl 11ft 11.b.brev1tt'tto11 (1HdlltitHg 0'74). tie8ig1111te tlte 11.b.brev1tt'tto11 ,.,, fllJrel!tlteses 11/ter tlte spelled-ollt form tlte first tt'me tlte 11.b.brev1tttto11 1s 11sed ,.,, etJClt clt11pter. for terms tlt11t 11re .better k11ow11 .bl/ tlteir 11.b.brev1tttio11s-e.g.. AIDS. CD-ROM DNA-write tlte 11.b.brev1ttttofl first 11f!tl tlte11 pllt tlte spelled-011t form ,.,, fllJrel!tlteses. INITIALIZATIONS AND ACRONYMS PERIODS Do not use periods with initializations or acronyms or with two-letter Postal Service abbreviations. OTA, IBM, FDA SANE, SALT, NATO IN,MA,DC APPENDIX An appendix of initializations and acronyms (as well as a glossary) should be included in all OTA reports and most background papers. USING THE (DEFINITE ARTICLES) Most abbreviations should not be preceded by the. NIMH has suggested that some of these problems .... OTA has identified several issues .... A separate fund that could be used by AID to support .... Should EPA and DOD be directed to establish .... GATT and other recent trade agreements .... Whether NAFTA works will depend on .... Exceptions: 1. However, there are exceptions, based largely on familiarity and the human ear (when in doubt, contact your production editor). Challenges by the NAACP ... One frequency issue that remains is how the FCC would be able to .... .ihslt.
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Abbrev1'tttio11s ................. ----................ 2. Also, abbreviations for bills and acts ore sometimes preceded by a definite article, particularly in order to distinguish them from agency abbreviations. In the debate over the ADA, industry sources .... (Americans with Disabilities Act) The CAA requires .... (the Cleon Air Act) Programs supported under the AfA. ... (Adult Education Act) PWRALS Don't use apostrophes for plural abbreviations. Clinical conditions that con result in abnormal DSTs .. .. Alternative fuel ICEVs could provide a considerable ... POSSESSIVES Use apostrophes for possessive abbreviations. Singular: In light of DOD' s 1993 estimates ... Arising under NAS>:s performance ... Plural: MostCFCs' environmental damage .... In their handling of CRADAs' intellectual property provisions .... SHORTENED WORD ABBREVIATIONS Use periods for social ti~es, scholarly degrees,_ond most shortened word abbreviations. Mc, Mrs., Messrs., Dr., Ms. (Ms. hos no spelled-out form.) Don't use these titles in advisory panel, project staff, reviewers, and workshop lists. Adm., Capt., Cmdc, Lt., Maj., Sgt. (when used with personal name) BA, B.S., Ph.D., LLD. Don't use these designations in advisory panel, project staff, reviewers, and workshop lists. Co., Corp., Inc., Ltd., & (when port of a firm's name) U.S.S.R., H.R., Jr., Sr., o.m., p.m., vs., v. Use v. only in court case names. etc., e.g., i.e. Within text, use these only for parenthetical phrases. 1. Renewable energy technologies ( e.g., hydropower and solar collectors) ore .... 2. Hydropower and solar collectors, for example, ore .... Omit spaces between the initials of personal names. E.E Hutton (NOT: E. E Hutton) Don't use periods with units of measure. in, ft, gal, kg, m, ml, yr SPEOAI. RULES FOR US. AND UK. The abbreviations U.S. and U.K. ore acceptable only as modifiers. Over the total U.S. population .... (BUT: The United States lacks vision .... ) U.K. environmental policies .... (BUT: Similar policies within the United Kingdom .... ) PRECEDING FEDERAL AGENCY NAMES WITH U.S. In most coses, it is not necessary to use U.S. with a federal agency name. The chief exception is when a U.S. federal agency name needs to be distinguished from a similar state or foreign agency. Not needed: The Advanced Research Projects Agency received $11.8 million, with the authorizing legislation urging the Deportment of Defense to encourage cooperation with the Deportment of Energy. ,+
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:A/?brev1iJtio11a ................. --................ Needed: The U.S. Environmental Protection Agency is moving toward voluntary programs, while the German Environmental Protection Agency has enacted drastic policy measures. The center is supported with a combination of U.S. DOE, Massachusetts DOE, and private funds. NOTE: If the relationship of subagencies, sub-subagencies, et cetera, cannot clearly be delineated within the text, use a table or organizational chart to supplement the discussion. PARTS OF A REPORT For regular text and text-style footnotes, don't abbreviate parts of a report. Options presented in table 1-3 .... Anecdotal evidence suggests (see chapters 5 and 7) .... Exception: K referring to parts of a report is cumbersome, then abbreviate; in this case, abbreviate throughout the report. Through the hydrologic cycle (see fig. 2 -12 and vol. 1, ch. 5), the ensuing .... NOTE: iJble and box should never be abbreviated. See Reference Citations, chapter 7, for the standard abbreviations of parts of a report. FISCAL YEAR Spell out fiscal year when it is used without a specific year. By the next fiscal year. ... Abbreviate with a specific year. In FY 1992-93 .... UNITS OF MEASURE Use abbreviations for units of measure with numerical designations. (Fora comprehensive list, seetheGPOSlyle Manual, pages 150-153.) Otherwise, spell out the unit. 150kg No amount of kilograms could have .... When temperature is expressed in numbers, use abbreviations. 30c 72F K the abbreviation is widely known-mpg, mm, kg, oz-it is not necessary to spell it out first. STATE NAMES Spell out state names within both regular text and text-style footnotes. Although New Jersey administers 63 different literacy programs ... Under the auspices of the center in Columbia, South Carolina .... States such as New York, Connecticut, Calaomia, and Massachusetts are leaders .... In references and reference-style footnotes, use the twoletter Postal Service abbreviations. Kolb, !O., Utilily Conservation Programs (Oak Ridge, TN: Oak Ridge National Laboratory, 1988). In tables, a space allows spell out states in columns. Knot, use the two-letter Postal Service abbreviations within the columns and then spell out the states in a key at the bottom of the table. Handle this consistently throughout all the tables in your publication. ....................... ,t .......................
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CH APT ER PJ1fltfHt1tio1t ti st1ge, t1f!tl 81ecit1! Terms Tltis cltdpter covers tlte most commo11 tpmries co11eemi11g p1111ct11t1tl'o11. 11sdge, t111ti tret1tment of specidl terms. fREQUENTLY AS~ED PUNCTUATION QUESTIONS COMMA Should all items in o series, including the lost one, be separated by o comma? YES Sludges, oily wastes, point wastes, and off-specification products ... COLON Should the first word following o colon be capitalized? NO The private sector owns and operates most roil infrastructure: bridges, control systems, and vehicles. (lis1s of items) The present system hos o peaking" problem: it is not available on the busiest routes. (complete sentence) Concepts for PRT systems include: 1. small, fully automated vehicles, (bloclc list) 2. vehicles captive too dedicated guidewoy, and 3. above-ground guidewoys and stations. Exception: When o list of complete sentences follows o colon, uppercase the first word in each sentence EM DASH Should space be inserted before and ofter on em dash (-or--)? NO QUOTATION MARKS Should quotation marks be placed inside or outside of other punctuation marks? OUTSIDE Exceptions: Place quotation marks inside o colon and o semicolon. shall undertake futures research and forecasting"; requirements .... "pollution-reducing practices": they limit.... COMMON USAGE PROBLEMS A, AN In addition to using o before sounded consonants, use it before words beginning with on aspirate h (historic) and words beginning with o "yew" sound (university, European). In addition to using on before o word beginning with o vowel, use it before on unsounded consonant (hour, honor). For abbreviations, the choice of o or on depends on how such designations ore pronounced. on M.A. (pronounced em-oy") . . . .i:hsh'.
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P1111etlldtio11. tlstJge. SptcitJI lirms -. COMPARE TO, COMPARE WITH When the purpose is to place one thing side by side with another, to examine their differences or similarities, use compare with. Most comparisons call for compare with. Compared with other multibillion dollar programs, the remains modest .... Megadoses of calcium cannot compare with the effectiveness of estrogen therapy .... Under the optimistic scenario, as compared with business as usual, consumers would save ..... When the purpose is to liken two things or to put them in the same category, use compare to. Compare to is most often used in figurative constructions. The disman~ement plan can be compared to a train that has left the station probably headed in the wrong direction but running on previous policies .... COMPOSE, COMPRISE When the meaning is constitute or make up, use compose. (-rhe parts compose the whole:) The federal role in adult literacy is composed of many programs .... A small core group that composes the bulk of the federal effort .... Enrollment now composes 35 percent of the total.... When the meaning is contain, embrace, include, or comprehend, use comprise. (-rhe whole comprises the parts, not the reverse:) Clinics that comprise both hospital-based and independent facilities .... The committee comprises a task force that evaluates .... Projects funded by Defense Programs comprise S75 million over five years for semiconductor lithography and $10 million in FY 1993 for flat-panel displays .... DATA Data should always take a plural verb. A NUMBER OF, THE NUMBER OF A number of takes a plural verb, while the number of takes a singular verb. A number of factors caused shifts in the U.S. economy. The number of issues presented were too unwieldy for the forum. PARENTHESES, BRACKETS Use parentheses for parenthetical text within parenthetical text. (mental health problems (see discussion above)) Use straight brackets for your remarks within a direct quotation. -rhe [randomized clinical trial] model does not attempt to ... : PERCENl; PERCENTAGE Use percent with numbers (13 percent). Use percentage without numbers (a large percentage, the percentage oij. Exception: In table and figure heads, you can also use percent without numbers. THAT, WHICH Although the use of which for that and vice versa is common, the careful writer avoids simply using the two interchangeab~. i> use these pronouns with precision, generally that should begin restrictive (limiting or defining) clauses, while which should begin nonrestrictive (nondefining or parenthetical) clauses. i> counter criticism tbm it failed to provide enough guidance, Congress .... Federal aid comes with many stringstbm add years to project timelines .... Committee rules determine a bill's subcommittee assignments, which also can overlap. The plan includes replacing current systems, which have been in place since the 1970s, with .... ....................... ,t .......................
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P1111etJldtio11, tlst1ge, SpeeitJI ler111s -. SPECIAL TERMS ITALICS AND QUOTATION MARKS Key terms such as those having special meaning or requiring special attention by the reader may be italicized when first referred to in a report. Thereafter set them in roman (normal). (Use this sparingly.) To spend at least part of a peace dividend .... Here the concept will be referred to as molecular machines .... Transistor designers have followed what are known as scaling lows to achieve .... An emerging field called industrial ecology or industrial metabolism ... Italicize key terms or words that are singled out as terms or words .. But this required some wobble in the exact meaning of the word biopolymer. ... EPA published proposed guidelines for use of the terms recyclable and recycled ..... Italicize technical terms defined within regular text. The priority chemicals in use clusters-groups of chemicals that can substitute for one another-
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CH APT ER -Refere11ce Clt11tJ'o11s Tiris seetio11 begilfs blf s1111111111rizi111 tire ,e,,er11I r11les for dkltio11s 1111ti e11tis witlr 1111 exte11sive list of dttJtiolf 8Xlllllp/es f,0111 books to 1111p11bl!'slreti Ille/I/OS to lt14I c11ses. GENERAL RULES OTJXs preferred method is to arrange all references in a numbered list at the end of the entire report and insert the reference number within the text, for example, (18). This eliminates duplication of references and creates a single bibliography for the topic, which is useful to readers. However, some projects may require chapter-specific reference lists. References are listed alphabetically by authoc If more than one work by an author is cited, the works are listed by publication date (earliest first). H the same dates are given for the same author, the works are listed alphabetically by title. Reference numbers should be placed in text on~ when final editing is complete and the report is ready for Publishing. Omit space between a series of reference numbers and place the numbers in order, for example, (24,43,69). Items that should be included in a citation (listed as follows in their proper order) provide the interested reader with enough information to find the document or contact its author. ORDER OF ELEMENTS FOR A BOOK 1. author name (last name first, then initials) 2. book title (italics) 3. edition (a not the original) 4. series or volume number (if any) 5. editor (if any) 6. city, state where published (use two-letter Postal Service abbreviation), publisher, publication date 7. page numbers ORDER OF ELEMENTS FOR A JOURNAL ARTICLE 1. author name 2. article title (in quotation marks) 3. journal title (italics, spelled out) 4. volume and number 5. date of the issue (if item 4 not included) 6. page numbers GOVERNMENT OR ORGANIZATION REPORT After the report title, cite the document number a one is given. Don't repeat the publisher's name with the document numbec PNL-5391 (NOT: Pacaic Northwest laboratory No. 5391) OTA-ETl-481 BOXES, TABLES, FIGURES References in these items must be complete and independent of the rest of the chapter. Also, first and middle initials of author names should be placed before lost names . MSk. ...................
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R.efere11ee Citdtiolfs AUTHOR AND EDITOR NAMES Place last names first. Omit space between author initials. Bonner, e I., (NOT: Bonner, e 1.,) Use and-not &-between author names. Solley, W., Pierce, R., and Perlman, H., Swanson, GA., and Duebbert, H.E, If there are more than three authors, use only the name of the first one followed by et al. Ray, G.C., et al., Cite editors of a document as follows. Smith, l, and Tirpak, D. (eds.), Place at the start of the reference when there is no author. l Smith and D. Tirpak (eds.), Place after the title of the work and with initials first when there is an author. INSTITUTIONAL AUTHORS AND EDITORS Kan instiMion is the author and publisher, omit the publisher name entry. Eli Lilly & Co., Lilly Hospital Pharmacy Survey(lndia napolis, IN: 1991). When a publication has been prepared for a congressional committee or an executive agency by an outside oganization, the publication should be listed under the name of the congressional committee or the executive agency rather than under the name of the outside organization. Experience shows that failure to use this rule is likely to result in duplicate citations (one under the name of the committee or agency and one under the name of the outside organization). ABBREVIATIONS Use the two-letter Postal Service abbreviations for states. Kolb, 10., Utility Conservation Programs (Oak Ridge, TN: Oak Ridge National Laboratory, 1988). Use the abbreviations e.g. and i.e. See, e.g., J.E Carter, *Wheat Breeding Issues .... Here's a list of common abbreviations in references. Except for the abbreviations for edition, number, publication, and supplement, they should usually be lowercase. app. apps. (appendix/-ices) art., arts. (article, -s) box, boxes (no abbrev.} ch., chs. (chapter/-s} col., cols. (column/-s} ed., eds. (editor/-s) Ed., Eds. (edition/-s) fig., figs. (figure/-s) No., Nos. (number/-s) p., pp. {page/-s) pt., pts. (part/-s) Pub., Pubs. (publication/-s} sec., secs. (section/-s) Suppl., Suppls. (supplement/-s) table (no abbrev.) vol., vols. (volume/-s) In most journal citations, the abbreviations vol. and no. are not needed. Melbin, M., Night as Frontier, American Sociology Review43 (1 ):2-22, 1978. PERSONAL COMMUNICATION For personal communication citations, be sure to include the affiliation, title (uppercase}, and date . . . ............ tlttslr. . . ...........
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R..eference Cikrtio11s DATE OF PUBLICATION For doily or weekly publications, include the month, day of the week, and year; abbreviate the month. For monthly, bimonthly, quarterly, or yearly publications, include month(s) (or season) and year; don't insert a comma between the month and year. Oct. 31, 1992 October 1993 Morch-April 1993 foll 1994 Here ore the standard abbreviations for months. (May, June, and July ore not abbreviated.) Jon. Feb. Mor. Apr. Aug. Sept. Oct. Nov. Dec. EDITION Include the title's edition if it is given by the source. (Don't set in italics.) Financial Theory and Corporate Policy. 3rd Ed. PAGE NUMBERS For page numbers, use the traditional form. pp.121-125 (NOT: pp.121-25) IN PRESS a publication is in press, substitute the words "in press" for dote of publication. For magazine citations, substitute the words "in press" for volume, issues page numbers, and the dote. FOOTNOTES Footnotes significantly odd to the time it tokes to page a report, and excessive use disrupts the flow of text. However, you con minimize the problems that footnotes cause in page makeup by limiting their number and length. Most publications use footnotes only to cite sources of quoted material and to provide explanatory comments. Consider that a page of type containing as much footnotes as text not only is hard on the eye but may tum on enthusiastic reader into a disheartened one. Those footnotes that ore explanatory comments ore referred to here as text footnotes. Those that ore actually reference citations used as footnotes ore referred to as reference footnotes. References vs. reference-style footnotes One difference between the two is that first and middle initials ore placed first in footnotes. F. G. Wilhite, (footnote) Wilhite, E G., (reference) Numbering Footnotes should be numbered consecutively within chapters. Place numbers after punctuation, except for o closing parenthesis (e.g., OTA18 ). Insert commas (but omit space) between a footnote series (e.g.,1.2.3). Abbreviations In text-style (as with reference-style) footnotes, use the abbreviations ch. and app. when referring too specific chapter or appendix. (But don't use abbreviations for table, figure, and box for text-style footnotes.) 1lbid.1 and 1op. cit.1 Use ibid." when the some footnote immediately precedes. Page numbers ore used only if they differ from the original citation. Ibid. Ibid., pp. 23-26. .4'tsk.
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Use "op. cit: when the some footnote has appeared earlier, but not immediate~, in the same chaptet The original footnote number must also be induded. Dede et al., op. cit., footnote 40. K needed for clari1y (e.g., more than one work by the some author is given in the original footnote or different page numbers cited), indude a shortened title of the work or the page numbers. Dede et al., Climate Change, op. cit., footnote 40. Dede et al., op. cit., footnote 40, pp. 7-14. NOTE: Don't use "loc. cit., "infra., or "supra." Boxes, tables, figures Don't use "op. cit." forfootnates to boxes, tables, and figures. As with references, footnotes should be complete within these elemen1s, independent of the rest of the chapter. (Boxes, tables, and figures are often reproduced separate~ for presentations.) For tables and figures, use superscript letters (lowercase) to cite footnotes. PUBLIC LAWS AND REGULATIONS In the first mention of a federal public law within a chapter, cite both the ti~e and number. Americans with Disabilities Ad (Public low 101-336) In regular text, lowercase section and do not abbreviate. However, if your report has a lot of legal citations, abbreviate. Although section 8 of the ad permi1s the agency to .... Adof February 5, 1882, Supp. Rev. Stat. sec. 284. (Here the month is NOT abbreviated.) Don't italicize the "v. in court case names. Roev. Wade EXAMPLES OF CITATION STYLE Here are examples for nearly all the citation types (books, journals, unpublished memos, personal communications, etc.) you'll encounter in documenting OTA repor1s. K these were footnotes rather than references, last names would be placed after initials. Pay close attention to the use of punctuation and italics. For example, a comma should not precede a parenthesis, and a title ending with a question mark should not be followed by a comma. NONGOVERNMENT PUBLICATIONS 1 Book/Report-Personal or Institutional Author No author The Oxford Dictionary of Ouol1ltions (London, England: Oxford University Press, 1966). Personal authorls) Adams, l, American Tongue and Cheek(New York, NY: Pantheon Books, 1980). Montgomery, M., and Stratton, J., The Writer~ HoUine Handbook(New York, NY: New American Library, 1981 ). Feldman, S.S., Elliott, G., and Mortiner, K., Grant Challenges in U.S. Foreign Policy(Cambridge, MA: Harvard University Press, 1990). Miller, J., et al., The Human Body (New 'bric, NY: Viking Press, 1983). Institutional author American Medical Association,AMA Drug Evaluations (Littleton, CT: Publishing Sciences Group, 1977). American Medical Association, Physician Characteristics in the United States (Chicago, IL: 1985). .-k
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R..e/erutee Citdtio11s Institutional author and editors Notional Research Council, Commission on Behavioral and Social Sciences and Education, Committee on Notional Statistics, Improving Information for Social Policy Decisions: The Uses of Microsimulation Modeling-Volume I: Review and Recommendations, C.E Citro and E.A. Honushek (eds.} (\\bshington, DC: Notional Academy Press, 1991 ). 2. Book/Report-Editor os Author Rhodes, AJ., and \bn Rooyen, C.E. (eds.}, Textbook of Virology: for Students and Practitioners of Medicine and the Other Health Sciences (Baltimore, MD: Williams & Wilkins, 1968). When o book hos on instiMionol author and editor, list it under the name of the institutional author. (See Book/ report-institutional outhorond editors in section 1 above.} 3. Article/Chapter in o Book/Report Without editors Berke, J., -What Are the Causes of X? Twenty Questions for the Writer (New York, NY: Harcourt, Brace, Jovonovitch, 1972). With editors McConn, JA, involvement of the American Fisheries Society with Exotic Species, 1969-1982, Distribution, Biology and Management of Exotic Fishes, W.R. Courtenay and J.R. Stouffer; Jr. (eds.} (Baltimore, MD: John Hopkins University Press, 1984). 4. Published Conference Proceedings Pgperwithin published proceedings Rustin, C.D., ease Management and long-Term Core, Improving Access for Elders: The Role of case Management-Conference Proceedings (Seattle, WA: University of Washington Institute on Aging, 1986) -................ Pgper within proceedings with editors Fogerstone, KA, Bullard, R.W., and Romey, CA, Politics and Economics of Maintaining Pesticide Registrations, Proceedings of the 14th Vertebrate Pest Conference, LR. Davis and R.E. Marsch (eds.} (Davis, CA: University of California of Davis, 1990). 5.Article in o Magazine No author Pop Debate: NIH Panel Stands firm on Both Sides, Medical Wor/dNews21(17): 10-11, 1980. Personal authorlsl Gray, P, Atkins, R., and Wilson, Q., Defense Conversation, Time 143(1):52-57,Jon. 3, 1994. McColl, N., Utilization of Medicare Services by Beneficiaries Hoving Partial Medicare Coverage, Health Care Financing Review 5(2):35-40, 1983. (NOTE: The magazine in the previous example is on executive agency magazine. For more information on citing on article in on executive agency magazine with on institutional author, see section 16.) Sumida, S., Plant Biotechnology Comes of Age, DECO Observer(No. 185):9-11, 1993. Petro, R., et ol., Design and Analysis of Randomized Clinical Trials Requiring Prolonged Observation of Each Patient, Port I, British Journal of Cancer34(2):585-607, 1976. Institutional aufhor American Federation of leochers, Educational Policies for the Year 2000, Journal of Higher Education 22(15):26-28, 1990. !n.mss Dougherty, D., small Group Behavior, Journal of Behavioral Studies, in press. . '. .lhsh'. ...............
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Editorial (personal author name) White, lE., From the Editor" (editorial), Health Affairs 12(4):5-6, 1994. Letter to the editor Mclaren, MJ., Pneumatic Heort Disease in Developing Countries" (letter), Annuals of Internal Medicine 120(3):243-244, 1994. Mantel, N., Correspondence re: E.T.H. Fonthom etol., Lung Cancer in Nonsmoking Women: A Multicenter Cose-Control Study, Cancer Epidemiol., Biomorlcers and Prev., 1 :35-43, 1991" (lette~, Cancer Epidemiology, Biomarkers & Prevention 1 :331-334, 1992. 6. Paper in a Magazine of Published Conference Proceedings Article within published proceedings Greenfield, S., and Nelson, E.C., Recent Developments and Future Issues in the Use of Heolth Status Measures," Medical Care30(5 Suppl.):MS23-MS4 l, 1992. 7.Magazine Entire magazine or supplement to a ~agozine Joumal of Higher Education 22115): 1-220, 1990. Medical Care (Advances in Heolth Status Assessment: Proceedings of a Conference) 30(5 Suppl.):MS 1-MS293, 1992. 8. Artide in a Newspaper No author President of Bolivia Offers Early Elections," Wall Street Journal, p. A35, Nov. 20, 1989. Personal author Shafer, RA, 'Advances in Chemistry Are Starting lo Unlock Mysteries of the Brain: Discoveries Could Help Cure Alcoholism and Insomnia, Explain Mental Illness," Washington Post p. A3, Jon. 4. 1994. 9. Editorial or Letter to the Editor in a Newspaper No author schools Should Remain Open All Year Long" (editorial), Washington Post p. Cl, Moy 31, 1993. Letter to the editor (personal author) Wilson, P.T., 'The Lorena Bobbitt Decision" (letter), Washington Post p. Cl,Jon. 21, 1994. 1 O. Article in a Newsletter No author infrastructure Issues in the Big Apple," Primary Care News(lntergovemmentol Heolth Policy Project, newsletter), p. 1, Morch 1994. Personal author Myer, JA, ':6. President's Note," ESRI Health Bulletin (Economic and Social Research, newsletter), p. 1, December 1993. 11. Speech-Published Perez, S., Foreign Minister, Israel, "I.et Us All Tum from Bullets to Ballots (speech), Vital Speeches of the Day 49(24):739, Oct. 1, 1993. Roberts, B.C., Jr., Director, Los Angeles, CA, "Information Highways Delivery and the Mukimedio World of bmorrow" (speech), DECO Observer(No. 185):21, 1994. GOVERNMENT PUBLICATIONS 12. Congressional/Executive Agency-Book/Report The four congressional agencies ore the Congressional Budget Office (CBO), the Congressional Research Service (CRS), the General Accounting Office (GAO), and OTA (For information on citing OTA publications, see section 14. For information on citing GAO pamphlets and CRS issue briefs, see section 34.) j __ ......................... . . . . . . _,,
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CBO as author U.S. Congress, Congressional Budget Office, The Impact of PSROs on Health Care Costs: Update of CBO's 1919 Evaluation{Washington, DC: 1981). CRS as author U.S. Congress, Congressional Research Service, Guide to CRS Products: A Selected Listing Cumulative Through June t~(Woshington, DC: July 1993). GAO as author U.S. Congress, General Accounting Office, English Language: An Overview of Reauthorization Issues, RCED-85-69 (Gaithersburg, MD: Mor. 29, 1985). U.S. Congress, General Accounting Office, Board and Care: Insufficient Assurances That Residents' Needs Are Identified and Met, GAO/HRD-89-50 (Washington, DC: February 1989). Executive agency as author U.S. Deportment of Heohh, Education, and Welfare, Health Core Financing Administration, Office of Research, Demonstrations, and Statistics, Health Care Financing Program Statistics: Medicare-Use of Home Services, 1986, HCFA Pub. No. 03040 (Baltimore, MD: Moy 1990). Executive agency as author with editods) U.S. Deportment of Heahh, Education, and Welfare, Public Heohh Service, Notional Center for Heohh Services, Research and Bureau of Health Planning, Medical Technology: The Culprit Behind Health Care Costs?S.H. Altman and R. Blendon (eds.), DHEW Pub. No. (PHS) 79-3216 (Washington, DC: 1979) Executive agency and personal authors U.S. Deportment of Health and Human Services, Public Health Service, Agency for Health Care Policy and Research, Benign Prostatic Hyperplasia: Diagnosis and Treatment. Clinical Practice Guideline No. B, prepared by J.D. McConnell, M.l Barry, and R.C. Bruskewitz, AHCPR Pub. No. 94-0582 (Rockville, MD: February 1994). 13. Congressional/Executive Agency-Published Contractor Report Congressional committee contractor report==Published U.S. Congress, House of Representatives, Committee on Energy and Commerce, Subcommittee on Health and the Environment, Medicaid Source Book: Background Data and Analysis, prepared by the Congressional Research Service, Comm. Print No. l 00-M (Washington, DC: U.S. Government Printing Office, November 1988). U.S. Congress, House of Representatives, Select Committee on Aging, The Black Box of Home Care Quality, prepared by the American Bar Association, Comm. Pub. No. 99-573 (Washington, DC: U.S. Government Printing Office, August 1986). Executive agency contractor repoct=published (publication prepared by a contractor) U.S. Deportment of Health and Human Services, Office of Human Development Services, Rehabilitation Services Administration, The Changing Health Care Market. prepared by the Notional Clearinghouse for Primary Core Information, DHHS Pub. No. 89-1847 (Washington, DC: U.S. Government Printing Office, 1989). . . . ... .. .. -k .....................
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~fer111ee Cikltiolts 14. OTA Publication U.S. Congress, Office ofTechnology Assessment, Harmful Nonindigenous Species in the United States, OTA-F-565 (Washington, DC: U.S. Government Printing Office, September 1985). Background paper U.S. Congress, Office ofTechnology Assessment, Sustaining Tropical Forest Resources-Background Paper, background paper for OTl
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R..e/eref!ce Cikltiof!B 16. Executive Agency-Article in an Executive Agency Magazine (institutional author) Institutional author U.S. Deportment of Labor, Bureau of Labor Statistics, Employment and Unemployment, October 1993," Employment and Earnings40(11 ):4-5, 1993. U.S. Deportment of Health and Human Services, Public Health Service, Centers for Disease Control, Center for Infectious Diseases, '!A.IDS and Human Immunodeficiency Virus Infection," Morbidity and Mortality Week~ Report 38(5-4): 1-38, Moy 12, 1989. NOTE: See section 5 for information on citing on article in on executive agency magazine with o personal author. 17. Executive Agency-federal Register NOTE: As on alternative to including Federal Register citations in the bibliography, your project may decide to use the short form of citation in the text (e.g., 58 FR 42349 (1993)). Notice U.S. Deportment of Justice, Federal Bureau of Investigations, "Uniform Crime Reporting Doto Provider Advisory Policy Boord: Meeting, 11 notice, Federal Register 58(151):42349,Aug. 9, 1993. Proposed rule U.S. Environmental Protection Agency, "Cleon Fuel Fleet Emission Standards, Conversions, and General Provisions," proposed rules, Federal Register 58(151):42349,Aug. 9, 1993. Final rules or regulations U.S. Internal Revenue Service, "Income laxes: Capitalization and Inclusion in Inventory of Certain Costs," final regulations 26 CFR Ports 1 and 602, Federal Register 52(151): 42198-42234,Aug. 9, 1993 -18. Executive Agency-Code of Federal Regulations U.S. Deportment of Labor, Office of Workers' Compensation Programs, "General Reimbursement Provisions," Code of Federal Regulations, Ti~e 20, Sec. 61 .1 00, 1993. NOTE: As on alternative to including Code of Federal Regulations in the bibliography, your project may decide to use the short form of citation in the text (e.g., 20 CFR .00 (1993)). 19. Presidential Document Published address or remarks by the President Clinton, W.l, President, United States, Message to the Congress on the Determination Not To Prohibit Fish Imports from Pcmomo," Week~ Compilation of Presidential Documents29(42):2089, Oct. 25, 1993. Clinton, B., President, United States, "The Season of Peace," Vital SpeechesoftheDay59(24):739, Oct. 1, 1993. Executive order Clinton, W.l, President, United States, Executive Order 12872-Blocking Property of Persons Obstructing Democratization in Haiti," Weekly Compilation of PresidentialDocurnents29(42):2103, Oct. 25, 1993. Presidential communications to Congress. statement on bill signing. and so forth Clinton, W.J., President, United States, Message to Congress Transmitting the bx Convention with the Slovak Republic, 11 Weekly Compilation of Presidential Documents29(42):2143, Oct. 25, 1993. Clinton, W.J., President, United States, *Statement on Signing the Continuing Appropriations Resolution," Weekly Compilation of Presidential Documents 29(42):2143, Oct. 25, 1993. ,j ... 1,. Ufil~,
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R..e/erel!Ce Citdth11s -20. U.S. House and Senate Publications-Published U.S. House or Senate bill U.S. Congress, House of Representatives, H.R. 2, A Bill To Require Authorization for Budget Authority(Wosh.ing ton, DC: U.S. Government Printing Office, 1979). U.S. Congress, Senate, S. Res. 148, Resolution. .tor a Moratorium ... on the Commercial Killing of Whales (Washington, DC: U.S. Government Printing Office, 1992). U.S. House or Senate report U.S. Congress, Senate, Year End Report of the 2d Session of the 97th Congress, S. Doc. 97-38 (Washington, DC: U.S. Government Printing Office, 1982). U.S. Congress, House of Representatives, Committee on the Judiciary, Shipping Act of 1983, H. Rpt. 98-53, Pt. 2 (Washington, DC: U.S. Government Printing Office, 1983). U.S. Congress, House of Representatives,Authorizing Appropriations for Fiscal Year 1982 and 1983 for the Department of State, the U.S. Information Agency, and the Board for International Broadcasting, Conference Report, H. Rpt. 97-693 (Washington, DC: U.S. Government Printing Office, 1982). Congressional committee print/publication prepared by a House or Senate committee or subcommittee U.S. Congress, House of Representatives, Committee on Ways and Means, Compilation of the Social Security Laws Through January 1, 1987, vol. 1, Comm. Print No. 100-14 (Washington, DC: U.S. Government Printing Office, 1982). U.S. Congress, House of Representatives, Select Committee on Aging, Subcommittee on Health and Long-Term Core, Building a Long-Term Care Policy: Home Care Data and Implications, Comm. Pub. No. 98-484 (Washington, DC: U.S. Government Printing Office, 1985). U.S. Congress, Senate, Committee on Banking, Housing, and Urban Affairs, Subcommittee on Economic Stabilization and Rural Development, Building a LongTerm Care Policy: Home Care Data and Implications, C.omm. 'Pu'b. No. 98-4'M {Washington, DC.: U.~. Government Printing Office, 1988). Congressional committee hearings U.S. Congress, House of Representatives, Committee Veterans Affairs, Subcommittee on Oversight and Investigations, Health Care Services for Aging Veterans, hearing, Apr. 13, 1989, Serial No. 101-8 !Washington, DC: U.S. Government Printing Office, 1989). U.S. Congress, Senate, Committee on finance, Subcommittee on Health, Hearings on the Costs of Medical Technology, hearing, Feb. 10, 1984, Serial No. 99-300 (Washington, DC: U.S. Government Printing Office, Morch 1985). Congressional committee conference report U.S. Congress, House of Representatives, Authorizing Appropriations for Fiscal Year 1982 and 1983 for the Department of State, the U.S. Information Agency, and the Board for International Broadcasting, Conference Report, H. Rpt. 97-693 (Washington, DC: U.S. Government Printing Office, 1982). NOTE: See section 13 for information on citing a congressional committee publication prepored by on organization other than the committtee. 21. Congressional Record Excerpt '"Unemployment Compensation Amendments of 1993," Congressional Record 139(147):S 14495, Oct. 27, 1993. ,J~ .. 1, ...................... utile;,,
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22. Testimony/Article in a Congressional PublicationPublished l,stimony in a congressional hearing Adelman, R.C., Choirmon, Geriatrics ond Gerontology Advisory Committee, U.S. Deportment of Veterans Affairs, Washington, DC, statement, HealthCare Services for Aging Veterans, hearing before the Subcommittee on Oversight ond Investigations, Committee on Veterans' Affairs, House of Representatives, U.S. Congress, Apr. 13, 1989, Serial No. 101-8 (Washington, DC: U.S. Government Printing Office, 1989). Authored paper in a congressional committee print/ publicotio[H)ublished Williams, H.D., Pursell, G., ond Jacoby, A.K., using Medicare Coverage Policy lo Contain Costs, Proceedings of the Conference on the Future of Medicare, Committee on Ways ond Means, House of Representatives, U.S. Congress, Comm. Pub. 99-340 (Washington, DC: U.S. Government Printing Office, 1984). MISCELlANEOUS CITATIONS 23. Personal Communication/letter/Fox/Memo Personal communication (e.g., phone coll) Shannon, M., Assistant Director for Planning ond Design, Animal ond Plant Health Inspection Service, U.S. Deportment of Agriculture, Hyattsville, MD, personal communication, Mor. 2, 1992. Winston, R.H., Professor of Aging, Health, ond Society, School of Medicine, Cose Western Reserve University, Cleveland, OH, personal communications, July 24, 1989,ondSept. 11, 1989. l&tter Abeline, J.S., Professor, School of Public Health ond School of Socio I Work, University of Minnesota, Minneapolis, MN, letter to the Office of khnology Assessment, U.S. Congress, Washington, DC, Oct. 20, 1988. fa! Griswold, B., Program Director, Morine Advisory Services, Notional Seo Grant College Program, Notional Oceanic ond Atmospheric Administration, U.S. Deportment of Commerce, Silver Spring, MD, fox to E.A. Chomesky, Office of khnology Assessment, U.S. Congress, Washington, DC, Mor. 31, 1992. Memorandum Scribner, 10., Attorney, Sacramento, CA, memorandum to S. Fondriest, Office ofTechnology Assessment, U.S. Congress, Washington, DC, July 30, 1992. Wilson, P. K., Director, Animal ond Plant Health Inspection Service, U.S. Deportment of Agriculture, Hyattsville, MD, memorandum to field officers, Nov. 10, 1992. 24. Unpublished Paper/Poster Presentation at a Conference Poper presented at a conference Allen, E.S., on the limitations of Quantitative Analysis, unpublished paper presented at The National Conference on Home Care Quality, conference sponsored by the Office of the Assistant Secretory for Planning ond Evoluotion, U.S. Deportment of Health ond Human Services, Washington, DC, June 1, 1988. Poster presentation at a conference Auston, M.E., Haymon, C.R., ond Miller, C., HIV Infection in Oisodvontoged Adolescents in the U.S.: Findings from the Job Corps Screening Program," poster presentation ot the Fifth International Conference on AIDS, The Scientific and Social Challenge, Montreal, Quebec, Conodo, June 4-9, 1989. ,,~-"' ~n
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25. Unpublished Testimony at a Congressional Hearing American Hospital Association, statement on FY90 Budget Issues Relating to Payment for Outpatient Core, testimony presented at hearings before the Subcommittee on Health, Committee on Ways and Means, House of Representative, U.S. Congress, Washington, DC, Moy 31, 1988. Mangano, M., Assistant Inspector General for Analysis and Inspections, U.S. Deportment of Health and Human Services, optometry-Ophthalmology Arrangements, testimony presented at hearings before the Subcommittee on Hea~h, Ways, and Means Committee, House of Representative, U.S. Congress, Washington, DC, Apr. 10, 1989. 26. Unpublished Contractor Report Congressional ogency contractor report by a personal Flemming, 8.1, Deportment of Biology, University of Michigan, Ann Arbor, Ml, 'Animal Testing for Safety and Effectiveness, unpublished contractor report prepared for the Office ofTechnology Assessment, U.S. Congress, Washington, DC, June 1990. Congressional agency contractor report by on institutional Computer Designs, Inc., los Angeles, CA, Overview of Computer Use in California Schools, unpublished contractor report prepared for the Office ofTechnology, U.S. Congress, Washington, DC, September 1992. NOTE: See section 27 for information on citing on unpublished OTA contractor report only available at the National khnicol Information Service Workshop discussion paper North American Plant Protection Organization, Minneapolis, MN, Pest Risk Analysis Panel, '1 Process for Analyzing Plants and Plant Products Posed by the Introduction and/or Spread of Biotic Agents, unpublished paper prepared for the workshop on Plants Behavior, Office of khnology Assessment, U.S. Congress, Washington, DC, Nov. 22, 1991. NOTE: The format for on unpublished workshop discussion paper is basically the some as that for on unpublished contractor report, whether prepared for o congressional agency, on executive agency, or o nongovemment organization. Executive agency contractor report by a personal author Williams, LS., and Jockowitz, S.W., Benjamin Rose Institute, Cleveland, OH, Home Services for Cognitively Impaired Elderly ~pie, unpublished contractor report prepared for the Administration on Aging, Office of Human Development Services, U.S. Deportment of Hea~ and Human Services, 1-0A Contract No. 90-AR-2112, Washington, DC, January 1989. Executive agency contractor report by on institutional author Notional Clearinghouse for Primary Core Information, Mcleon, VA, Community Health Centers: A Quality System for the Changing Heo~ Core Market, unpublished contractor report prepared for the Bureau of Health Core Delivery and Assistance, Health Resources and Services Administration, U.S. Deportment of Heo~h and Human Services, Contract No. BHCDA 40-85-0045, Rockville, MD, October 1986. . . . . . -k ......................
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R..efemtee Ciklthlfs Nongovemment organization contractor report by a personal author Roberts, eG., Lubben, J.E., and Chi, I., Center for Aging and Health, Deportment of Community Health, University of California, Davis, CA, Evaluation of the Preventive Health Core for the Aging Program (PHCAP)," unpublished contractor report prepared for the Villers Foundation, Washington, DC, October 1988. Nongovemment organization contractor report by on institutional author Notional Association of Social Workers, Washington, DC, understanding the Role of Social Workers in State Units on Aging," unpublished contractor report prepared for the Villers Foundation, Washington, DC, Jon. 19, 1989. 27. OTA-Unpublished Contractor Report at NTIS OTA contractor's report by o personal author Overby, R., Birbo, L., and Yelder, J., University of California, Los Angeles, CA, Linking of Ethnic Minority Elderly with Dementia to Long-Term Core Services," unpublished contractor report prepared for the Office of Technology Assessment, U.S. Congress, Washington, DC, January 1988; available from the Notional Technical Information Service (NTIS No. PB 91-154 328/AS), Springfield, VA. OTA contractor's report by on institutional author Family Survival Project, Son Francisco, CA, caring for the Frail Elderly," unpublished contractor report prepared by J. Williams and 1 Smith for the Office of Technology Assessment, U.S. Congress, Washington, DC, August 1988; available from the Notional Technical Information Service (NTIS No. PB 87 184637), Springfield, VA. 28. Unpublished Data CBO U.S. Congress, Congressional Budget Office, unpublished data on expenditures by the U.S. Department of Energy provided by K. Gelbord, Washington, DC, 1992. U.S. Congress, Library of Congress, Congressional Research Service, unpublished data on form workers provided by eWilson, Washington, DC, 1992. QAQ U.S. Congress, General Accounting Office, unpublished data on insurance premiums provided by D. Sounders, Washington, DC, 1992. Executive agency U.S. Department of Health and Human Services, Public Health Service, Food and Drug Administration, unpublished 1983-85 data from the New Drug Evaluation File provided by J.M. Zephyr, Analyst, Washington, DC, September 1988. Nongovemment-Personol author John, eA., Deportment of Engineering, University of California at Los Angeles, unpublished data on the construction of bridges in Los Angeles, Los Angeles, CA, 1994. Nongovemment=9rgonizotion author Center for Population Options, unpublished data on the use of family planning clinics by adolescents provided by K. Wilson, Washington, DC, 1991. .................... ... thslt.
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R..efere11ee Cikitiolts 29. Unpublished Dissertation/Thesis, Remark, Speech or Meeting Transcript Dissertation/thesis Wilkinson, AD., Positron Emission Tronsaxial 'bmogrophy: Prospects for the Future, unpublished Ph.D. dissertation, Columbia University, New York, NY, 1980. Wechsle~ H., Assistant Vice President, remarks at the meeting of the Bar of the Supreme Court of the United States in memory of Chief Justice Stone, New York, NY, Nov. 1-2, 1947. SReedl Crone, E.H., President, Cato Institute, Defending Civil Society, speech to Dallas Rotary, Dallas, lX, July 14, 1993. Meeting transcri::-executive agency U.S. Department of Health and Human Services, Public Health Service, Food and Drug Administration, transcript of a meeting on Prozac held June 20-21, 1991, Rockville, MD, transcribed by Miller Reporting Company, Inc., September 1992. Meeting transcrjpkongressional agency U.S. Congress, Congressional Budget Office, transcript of a meeting on Agricultural Structure and Natural Environment and Resources held November 15-16, 1984, Washington, DC, transcribed by Miller Reporting Company, Inc., May 31, 1992. 30. Film or Broadcast Film Landscapes of Zambia, Central Africa (film), Visual Education, Santa Barbaro, CA, 1975. Casablanca (film), Metro-Goldwyn-Mayer, Hollywood, CA, 1942. ilevision L.A Law.JusticeServed(television broadcast), NBC, New York, NY, Mar: 29, 1990. &!dio The Quiet Storm(rodio broadcast), WHUR, Washington, DC,May31, 1993. 31. Court Case The examples here show a general form of citation for a court case. If your report has more extensive legal citations than those shown here, refer to The Uniform System of Citation, 14th Ed., or see your production editor: Richardson-Merrel, Inc. v. Koller. 472 U.S. 424 (1985). Rule v. Metropolitan Edison Co., 348 E Supp. 954, 956-58 (M.D. Pa. 1972), aff 'd, 483 E2d 754 (3d Cir: 1973), affd, 419 U.S. 345 (1974). 32. U.S. Code Definitions; Federal Percentages; Promulgation of Percentages ( to 9675), Tide 42 (Public Health and Welfare: to 3100), U.S. Code, 1 ~73 ed. NOTE: Within text, instead of including the words U.S. Code in the citation, you may use the short form (e.g., 42 u.s.c. -9675). Use two section symbols when there is more than one section. Supplementary pamphlet small bwn Environmental Planning (), Title42 (The Public Health and Welfare: to 7960), U.S. Code, 1983 ed., Supplementary Pamphlet 1993. NOTE: The U.S. Code has been issued in several editions. If you are using any but the most recent version, be sure to indicate which one. "'6k.
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R..tferelfee Citt1'tto11s 33. Treaty Convention for the Avoidance for Double Taxation, Nov. 24, 1978, United States and Fronce, 32 U.S.t 1935. 3-4. Pamphlet CBO pamphlet U.S. Congress, Congressional Budget Office, National Defense Expenditures," Washington, DC, 1994. CRS pamphlet U.S. Congress, Library of Congress, Congressional Research Service, Health Care Reform," Washington, DC, 1994. CRS issue brief U.S. Congress, Library of Congress, Congressional Research Service, insurance Solvency Emerging Federal Regulation?" issue brief prepared by R.O. King, Economics Division, Washington, DC, July 1992. GAO pamphlet U.S. Congress, General Accounting Office, contract Pricing: Issues Related to DCM Levels," GAO/NSIAD-225, Washington, DC,July 1, 1993. OTA pamphlet U.S. Congress, Office ofTechnology Assessment, women's Health," Washington, DC, February 1994. Executive agency pamphlet U.S. Deportment of Human and Health Services, Public Health Service, National Institutes of Health, osteoporosis, NIH Pub. No. 89-2893, Bethesda MD I I April 1989. Nongovemment pamphlet National Women's Health Resource Center, Forging a Women's Health Research Agenda, Washington, DC, 1990. "~olf. /ltilc;,.
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CH APT ER P11Plislt1Hg t1t 0'74.-A {jHide for Prr;ject Directorg lite p11Plislti11g proeess for 11 well-org1111i~ p"lJect ttJkelJ. OIi llVUIJdt. fO to l2 m't,{S. Tlt11t c1111 /:le brokelf t.bwlf tJB follows.-six. or 111ore m'tks ilf P11Plislti111, two m'tks for i11t/ex/.,,1, 1111d two m'tks to prilft. If 11 p"lJ'ect is pllt OIi 11 f tJBt trk. c1111 prod11Ce lt 111ore 'IJlickllf, bllt tlt11t delt11fS otlter IJdtl!Clf work 1111d costs llfOre IIIOl!elf It's best to p/1111 OIi tlte process ttJh.,,g tltree 111olftlts ffOIII sttJrt to ft.,,islt. TIie btJs1c steps of tlte 07;4 p11blt'slt1.,,g process 11re 11s follows.-STAGE 1: LAYING THE GROUNDWORK ALERT US A few weeks before your project goes to TAB (or is routed for final opprovol), coll Publishing ond osk to set up on appointment to discuss the project. At thot meeting, you con provide o brief overview of the project's size, requirements, budget, ond so forth. A rough schedule con be discussed. You'll be given o Publication Profile to complete (see poge 20-1 ). Its o good ideo to include support staff in this meeting. BRIEF US If you ore doing o full assessment, pion on having o Publishing briefing soon ofter your project goes to TAB. We osk eoch project director to get his or her staff together with oll of us for on overview of the project. It's o fine opportunity for the two staffs to meet eoch other, for Publishing to get o brood picture of whot the assessment is oll about, ond for oll of us to discuss the specific requirements of the job. It's in your best interest to moke these briefings os engaging ond relevant os possible. Remember, while Publishing staff is working on your assessment, we might be working on holf o dozen other ones os well. Moke us core about your project -give us context, give us some ownership in your book, moke us understand why this porticulor topic matters. It moy sound com~ but if you ore successful in this, you will hove for smoother soiling in Publishing. CREATE PROGRAM GALLEYS Program galleys (or pseudogolleys) ore created in the programs to simulate the dense look of real galleys. They should be routed ond corrected before your publication comes into Publishing for copyediting. Copies of the program galleys opprovol form ore kept in the Service Center: (For more on program galleys, see chapters 12 ond 13.) STAGE .2: COPYEDITING COPYEDITING BEGINS When your project goes to TAB (or gets routed}, coll Publishing to discuss o schedule for delivering the manuscript for copyediting. Please tum in o filled-out Publication Profile when you deliver your manuscript. .............. llsk.
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P11/?lialti11g q11ide . . . . ---------. . . . . Once we hove the manuscript in hand, we consider the project In Publishing." At this point, you will be assigned a production editor, the person who will be responsible for guiding you and your project through production. (For a better understanding of copyediting at OTA, see chapter 9 .) COPYEDITING GUIDELINES If you can't deliver all of your project at once, at least deliver it in sizable chunks-and consecutively if at all possible. This is for your benefit. It's impossible for the production editors to copyedit a document for consistency if they ore given only a chapter or two at a time (especially when they ore juggling several projects). Copyediting shouldn't start until you ore truly ready for Publishing -that means when your program galleys hove been routed and corrected and you ore ready to adopt a hands-off approach to your manuscript. When you deliver chapters, please deliver disks and hordcopy. Clearly label the disk jacket with the study name, the contact person in the program and their phone number, and the list of files on the disk. GRAPHICS GET EDITED TOO All figures and tables also must go through the production editor; they also ore edited for style and consistency. Be sure to put figures on a separate disk from the text. Figure heads {titles) and sources and photo captions and credits ore submitted as text files. (For more about graphics, see chapter 16.) MEET WITH ARTISTS Contact your production editor to set up a brief meeting with one of the artists to discuss your cover requirements. We'll need to know: your budget {does it allow for glossy paper, or only vellum; does it allow for two-color, or only paper plus one color?), your ideas and preferences, the way you prefer to work with artists (there ore those who like thumbnail sketches, those who can't abide them; those who wont to be highly involved, those who wont just the opposite, etc.). CHOOSE PHOTOS Aboutthis time you should be gathering your photos. (NOTE: Project staff often make the mistake of putting this step off. Don't! If you don't hove photos selected and ordered, it will delay pagination.) Bring them to your production editor for review. Then choose the best ones. We will order the necessary copies. {For more about photo selection, see chapter 15.) TIME REQUIRED FOR COPYEDITING This is a favorite question, but of course it varies enormously-according to how clean your manuscript is, how long your chapters ore, and what other projects ore being juggled by your production editor. Typically, allow a few days per chapter for copyediting. Chapters will be returned to you as they ore completed so corrections con be mode in the program. FRONT MAITTR Programs ore responsible for supplying files for the foreword, staff page, panel pages, etc. STAGE 3: PAGINATION UPDATE FILES When you receive edited copy from your production editor, make the necessary changes, then deliver updated copy to Publishing. Deliver both hordcopy and disks (one disk per chapter, please). As noted before, make sure each disk is marked clearly. PAGING BEGINS Once the program galleys hove been copyedited and corrected, it's time for pages. You will get pages bock from Publishing one chapter or appendix at a time. Depending on the variety and quantity of elements -photos, figures, tables, boxes, footnotes, etc. -it con toke a skilled typographer a day or more to page a single chapter. This is why it is so important that all editorial changes be mode before paging begins. When you get pages bock, review them carefully. (See page proof checklist, page 20-5.) lldtak.
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P11/?lislti11g q111'de ............ -------................ COVER, GRAPHICS FINALIZED While the typographer is paging your book, the ortist(s) will be finalizing your graphics and preparing a cover mockup. Review your graphics carefully when you get them bock; we try to get all corrections mode in a single poss. If you hove several staff members working on your project, make sure all staff members review the graphics before we make our corrections. loo often we go through unnecessary rounds of corrections because opinions of project staff differ. STAGE 4: THE HOME STRETCH ROUTING When all the paging hos been completed and reviewed by project staff, the book is ready to be routed for internal review (see form on page 20-11 ). Unless there ore major pagination errors, Publishing will not run new pages prior to the routing. All page revisions will be mode as the camera copy is run off. CAMERA COPY CREATED After the book is returned from being routed, camera copy is run. At this point the book is ready to be sent to on indexer. (If the book is on a fast track, we con hand-folio the pages and send them off a few days earlier.) An indexer will need at least a week and a half to prepare the index. During that time, we will prep the camera copy, finalize the cover, and get everything ready for the printer. CAMERA COPY REVIEWED When camera copy is completely prepped, the project director is asked to review all camera copy. Rules for this include: Camero copy doesn't leave Publishing. No food, no coffee. If a typo is found, make sure the production editor is told. Any change must be confined to a single page WE SHIP IT OFF After the final review, the book is shipped to GPO. Printing tokes at least 12 working days (don't start counting until the day ofter pickup). While the book is being printed, the project director should work with Publishing to complete the Report Brief and any presentation graphics needed for release. (See chapters 17 and 18.) STAGE 5: RELEASE PRESENTATION GRAPHICS Don't wait until the lost minute to think about presentation graphics you might need for your release. Publishing works with the Senate Service Deportment, located in the Dirksen Building, to get posters for briefings and press conferences. Give us as much notice as possible. (See chapter 18.) DISSEMINATION The day the publication is released by CPA, Publishing will release the book to the Superintendent of Documents (i.e., the GPO book soles program) and the Depository Library Program. After a book hos been printed, Publishing's typographers will prepare stripped files for program use as well as for electronic posting. .dtsk.
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CH APT ER VV'/telf 'I" 11re rt'tldlf for P11blislt1Hg, 11 prod11Ctio11 editor will k 11ssig11ed to J;otlt t:O/Jfedit lfO/lr IHtJlf/lSeript tJlfd g111'de lfOII tltro11glt tlte p11blislti11g process. Al!II 11ltlto11glt 1111 expl111111-tto11 of tlte p11blislt1Hg process is f11ir1Jt specific, 11 defi111'tto11 of cop1fedt't1Hg is lfOt bect111Se tlte t:01tcept itself is lfOt t1IWt11fS detJrc11t. 0/tt'lf tlte ex..telft of 11 t:O/Jfedt'tor's 1HVOlve1Helft w1'tlt 11 /Jdl'ttc11!11r prqject is lfOt detJr 111fttl tlte prr!Ject is ,-,, lt1111d WHAT TO EXPECT At its best, copyediting at OTA consists of a copy inspection that reveals adherence to the house style; proper punduo tion and grammar usage; a minimum of spelling, punctuation, and grammar errors; and text that is interesting and lucid. Conversely, copyediting con reveal when a manuscript is not ready for publication and must be returned to the program for further work. Most OTA reports foll somewhere near the middle of these extremes. Besides ensuring that your copy is edited correctly, your production editor will provide the following assistance to help you package on attractive and cohesive product: Schedule and coordinate production from hordcopy to final camera copy. Identify the need for any global corrections (e.g., footnotes incomplete-please update"). Account for all nontext elements and process them to expedite production. These elements-figures, boxes, tables, photos, captions, credits, and icons-ore then checked for consistency from page to page and chapter to chapter (and, occasionally, from volume to volume). Review art and photos for reproducibility. Proofread changes keyed by the typographers and review all repoging. Advise project director of any special problems or needs. Ideally, your copyeditor will read the material from the point of view of the reader. And it is your copyeditor who will soy, If it doesn't make sense to me, how con you expect Congress to understand it? But, unfortunately, spikes in the publishing workload, which typically begin a month or two before congressional recesses and at the end of the fiscal year, con force your production editor to switch from on editorial to a production mode. This means that during these bottleneck periods your production editor will not hove the time to toke extraordinary steps to finetune your manuscript. When it seems everyone is vying for Publishing's re sources, the well-prepared report hos a definite advantage-both in production and in product quality. If you wont your report to receive extra attention, pion to hove it in Publishing during a nonspike period. II,,~_,._ ...................... . . . . . ... ~n
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COfJfeditiltg . . . . --------. . . . . HOW TO TRIM VOLUMES OF FAT "Vigorous writing is concise," wrote William Strunk, Jr., and E.B. White in The Elements of Style. This doesn't mean all sentences should be short and devoid of all detail, but it does mean that every word must work. Mary Beth Protomastro, editor of the bimonthly (Qpy Editor: The National Newsletter for Professional CQ12y Editors, has published the following tips for spotting "wordy" copy. HIDDEN VERBS Verbs give sentences their vigor. When flabby phrases smother verbs, trim the fat: Change have a need for to need; make a confession to confess; and take into consideration to consider. Have, make, and take ore red-flag verbswhenever one of them crosses your desk, ask yourself whether the predicate can be reduced to a single word. The hidden verbs in the following phrases appear in parentheses: have a tendency (tend); make a statement {state); take action (ad). Also watch for verbs disguised as nouns ending in -tion, -sion, and -ment. When such nouns appear as subjects, especially in sentences in the passive voice, tum the noun into a verb. For instance, you can change The announcement of cutbacks for city services was made by Mayor Dinkins to Mayor Dinkins announced cutbacks in city services. HIDDEN SUBJECTS You con sharpen many sentences that begin with there is, there are, or it is by giving more emphasis to the doer of the action. Trim There are four council members who voted for the bill to Four council members voted for the bill; change It is possible that the company will ~le for bankruptcy to The company may ~le for bankruptcy. The phrase one of the also indicates o gas trap; one of the companies that sells this product can be sharpened to one company that sells this product. VERBS ENDING IN -ING Many writers unthinkingly use the progressive form where the simple form would produce a more concise sentence. In The congressman is planning to visit Saudi Arabia, change the verb to plans; in iJylor will be heading the committee next year, make the verb will head. PREPOSmONS THAT FOLLOW VERBS Suspect any preposition that follows a verb. Distinguish between phrasal verbs such as hold on and give in, and verbs whose meaning is clear without a preposition, such as hurry up, lift up, penetrate into, and skirt around. In the lost four examples, the prepositions ore pleonastic and should be deleted . . . . . . #SK .......................
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CO/lfedt'tiffg . . . . --------. . . . . HOW TO TRIM VOLUMES OF FAT UNNECESSARY INTENSIFIERS Many thoughts can be expressed more forcefully without an intensifier. Delete very from the following sentence, and the statement becomes stronger: \bn Gogh was a very brilliant and very noble artist. Other suspects: too, so, real~, absolute~, and total~. CIRCUMLOCUTIONS Whenever you use three or four words where one or two will do, economy of expression suffers. Ask yourself whether each prepositional phrase con be restated in o single word. Instead of in advance of, use before; change at this point in time or at the present time to now, and in dose proximity to neac TRITE EXPRESSIONS Also called cliches, these phrases con be useful, since at times they' re the most direct way to express o thought. Usually, however, they convey little information while toking up plenty of space. Avoid automatic phrases such as the following: ofter all has been said and done, as a matter of fad, and few and for between. REDUNDANCIES A frequently overlooked type of overkill, redundancies usually toke the form of adjectives that repeat the meaning of the nouns they modify. True facts, past history, and mutual cooperation, for instance, defy logic. Question every adjective; con the writer's thought be expressed without it? TAUTOLOGIES In phrases such as any and all and each and every, o word is needlessly followed by o synonym. One word will do. Other tautologies to ovoid: one and the some, separate and distind, and when and if. As always, be careful not to change the meaning of the copy. In editing for conciseness, the goal is not to change o writer's thoughts or style, but to eliminate excess verbiage.~ verbiage? Make that verbiage . . . . . 11'48h' .......................
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eopret11t1111 ................. -------................ STANDARD PROOFREADING MARKS G) Insert period N1'\ftN Boldface -used in text Insert comma ror11 Roman type Insert colon ea,, Caps-used in margin Insert semicolon e Caps -used in text 1 Insert question mark le.. Lowercase -used in margin -Insert hyphen ..flDelete J.-,.. Insert apostrophe .L Delete and close up ..__ !ti Insert quotation marks wt Wrong font I Insert 1-en dash ,. Closeup .J,. Insert 1-em dash :J Move right "" # Insert space C: Move left / Insert slash r, Move up V Superior LJ Move down /\ Inferior 11 Align vertically t /} Parentheses -Align horizontally c/J Brackets J [ Center horizontally C Indent 1 em w Center vertically n Ctl Indent 2 ems ei~ Equalize space-used in margin 9t Paragraph /,1./ Equalize space -used in text ho 4\, No paragraph .... Let it stand -used in text iv Transpose-used in margin .sf et Let it stand -used in margin N Transpose-used in text r""Of~Y Carry over to next line .$f Spell out rllh hck Carry back in preceding line i-h,I Italic -used in margin _L~ Question to author to delete Italic -used in text /\ Caret -General indicator used to bf Boldface -used in margin mark position of error ...................... -11-h ......................
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CH APT ER iiI Clteck//gf for Prept1ri11g tJ Mt11111sert,Pt for Cotlfedl'tlitg D CREATE A PROJECT SlYLESHEET Provide Publishing with on alphabetical listing of all words and phrases that require special treatment. Items you'll wont to include ore alternate spellings, unusual hyphenation, unit modifiers, capitalization, and abbreviations. An easy-to-use form is provided on poge20-3. DTOC Provide o table of contents for each chapter. This aids in checking the organization of o chapter and in verifying head levels. We do not need page numbers. Please note that the actual table of contents used in your report will be set by Publishing. 0 TEXT FILES All text files, including figure captions and sources, should be provided either in Word or XyWrite. Please do not mix word-processing programs. Do not mix figure and text files_ on the some floppy-they hove different destinations in Publishing. D PROGRAM GALLEYS When you submit text files to Publishing for copyediting they should be accompanied by hordcopy that hos been converted to resemble galleys (typeset column). These program-generated galleys provide on excellent preview of how your copy will appear when typeset. You should review program galleys as if they ore going straight to press once they leave your hands. If you cannot adopt o hands-off attitude toword the text, you ore not ready for pagination. 0 PROVIDE All PIECES figures, photos, and tables must be submitted at the some time you provide program galleys to Publishing for copyediting. Tables con then be edited and returned with edited text. This allows Publishing to review your figures and photos for quality and best imped and process them efficien~y (i.e., there is much less likelihood that something will be misplaced or forgotten). D LABEL CLEARLY Make sure nontext items ore identified first by chapter and then sequence. Thus, photo 3-4 is in chapter 3 and is the fourth photo. Use the some labeling pattern for boxes, figures, photos, and tables. 0 CHECK CAI.LOUTS Boxes, figures, and tables should be referred to in the text so we know where you wont them placed. Occasional~ o table or figure is mentioned in the text prior to where you actually wont that element placed. In this case-TELL US! Placement of photos must be marked in the margins of your program galleys, as they ore generolly not referred to in the text. 0 MAKE US SEE RED All notations to either program galleys or pages should be marked in red or on equally obnoxious color. Pencils ore fine as long as you don't use them. k
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CH APT ER .. f.stim11ttitg f/1111/ P 11ge Co11fft Here 11re two for111J//tJB tlt11t c1111 /:,e 11sed to esti11111te tlte /elf/tit of 11 p11blic11tio11. EPSTEIN" S LAW This low is named for the scientist who discovered that if he totaled the number of bytes for text, boxes, tables, figure captions, and photo captions used in a report and then divided that sum by 3,700, he could accurately predict the number of poges in his printed report. (Photos and figures were ignored.) In random tests of Epstein's Low, Publishing was able to calculate the length of a porticulor chapter to within one or two poges of the printed version. Of course, this ratio of bytes to pages will depend somewhat on the density of footnotes, photos, figures, and so forth. CoLE"s LAW This is on alternate formula that con be used to roughly calculate report length from a TAB draft: Calculate Art Pages Compore your graphics with those in previous OTA reports to gouge sizes. Judge whether the graphic (title, caption, and notes included) will toke a full, half, third, or quarter poge. a. Figures l/4p._ l/2p._ l/3p._ lp._ b. Photos l/4p._ l/2p._ l/3p._ lp._ c. "bbles l/4p._ l/2p._ l/3p._ lp._ d. total of A, B, and C Calculate Text Pages e. Total pages of double-spaced text_ x .40 = Calculate Box and Footnote Pages f. Total poges of single-spoced text_ x .80 = Calculate Total Page Count g. Add d, e, and f to obtain a rough page count __ NOTE: This formula assumes on overage of 25 lines per page and 80 characters per line. Substantial footnoting should be calculated os single-spaced text . . . . . . -,J~,.,. tfllilon
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CH APT ER . . . . ----el!----. . . . . How To Prep11re Progr11m f/11/lers Pl'O!rt1111 /tJlleJtB t1re erutetl ill tlle fl'O!rt1111s to si111J1lt1te tlle de11se look of Rf peset CO/If TlleJf t1lso t1re tlle ltJBt step ill prefl(Jri111 tJ 111t11111Beript for '1,b/islli111-WIim lfON preptJre gt1lleJfB, I/Be tJ tellfplt1te tllt1t lltJB beel! set Nf w,'tll t1II tlle BRfleB lfettleti for fJ1bliet1tiol!. t=or A,1$-m,rd IIBHB, tlle tellfplt1te is et1lletl qAL.1..'I .DOT, tJl!d t't is tJVtJt1tJble OIi WUif STYLE NAME DESCRIPTION fl'O!rt1111's ft1e server. (If lfON t1re NBilf/ XlfWrth et1II NB t111d will tltse11Bs tlle best Htllf to prefl(Jre lfONr 111t11tJ1seript for /J(J/illt1'ttd1-) TEMPLATE COMPONENTS The following siyle names ore included in the Word template for galleys: boxfootnote Footnote within o box boxheod Trtleof o box boxquote Quote within o box (indented on both sides) boxsource Source for moteriol in o box boxsubheod Subhead within o box boxtext 'btinobox bullet Bullet finding OTA finding footer Running foot -#
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Progrt111t qt1ll11fB ................. --~--................ STYLE NAME DESCRIPTION footnote reference Footnote number footnote text Footnote text header Running head heading 1 Main chapter heading (upper-and lowercase, bold, flush left) heading2 Level 2 head (all caps, bold, flush left) heading3 Level 3 head (upper-and lowercase, bold, flush left) heading4 Level 4 head (upper-and lowercase, bold italic, flush left) heading5 Level 5 head (uppercase only first word, bold, flush left) Normal Regular text Normal indent Normal paragraph indent Normalnoindent No indent, flush left-used for the first paragraph after each heading numberedlist Numbered list option Options for Congress quote Extracted quote with paragraph indent quotenoindent Extracted quote without paragraph indent NOTE: K you don't like the specs used in the template (font, size, etc.), feel free to change them. But don't change the style names! When a document is ready to be paged, the typographers pull it into lnteneaf, our paginating software. The lnteneaf template has identical style names, and they merge the program galley specs with the specs used for paginating. Thus, style names are critical. -k
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Progrt1llf qt1lletfB ................. ---~ -~--................ fOR FASTER TURNAROUND ... We don't expect perfectly formatted manuscripts, of course, and we know there will always be some tinkering we'll have to do with files before they are ready to be paged. That's our job and we'll do it willingly. In crunch times, however, project staff could speed production by following these guidelines: Develop program procedures to assure that editorial changes are made ONLY to one set of files. We could tell you lots of disaster stories about what happens when programs keep multiple copies of files. Even though Word makes it easy to integrate text and other elements, when you are getting files ready for us, separate text from the other elements. Make sure you number your galleys (use header and/ or footer styles). We need page numbers on every galley Remember that the first paragraph after each head is flush left. (Use the normalnoindent" style.) Don't use tabs for indents, and don't use hard spaces. Use a paragraph indent instead. Don't use underlining when you want something italicized. Use italics instead. In cases where you WANT underlining, please indicate this in the margins of your galleys. Add a space after the footnote number before you start keying the text. If you have any questions about how to prepare files for Publishing, please call us. . . . . . MSH .......................
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CH APT ER Wftttt To Look for if! Progrt1m f/t1!lers CoPYDRoPs Check for copy drops by comparing, paragraph by paragraph, galleys and hordcopy. HEADS Doublecheck levels of heads. In each chapter, you will use a level l head for the chapter title and from level 2 down to level 5 headings in the body copy. Heading levels should not be skipped; for example, don't jump from a level 2 head to a level 4. There should be at least two level 2 heads in each chapter. (An exception might be a short chapter not requiring subheadings). And whenever low-level heads (i.e., levels 3, 4, or 5) ore used, at least one complimentary head for each additional level should appear before returning to a higher level. Occasionally logic dictates that a single lower level head is needed, but in many coses this indicates a configuration problem that should be fixed. CHEC~ ABBREVIATION USAGE In each chapter, whenever on obbreviotion, acronym, or initialization is introduced, it should be spelled out first, then followed by the initials within parentheses. Thereafter, the obbreviotion con be used in place of the full spelling within that chapter. However, if the abbreviation is unfamiliar to the reader, the spelling should be reintroduced from time to time throughout the text. This is especially important if many abbreviations ore used in a chapter. Sometimes the abbreviation is more widely known than the actual name. NASA and AIDS ore prime examples-the reader may not recognize acquired immunodeficiency syndrome as quickly as the acronym. In coses like this, the obbreviotion is primary and the spelling secondary. Core must be token not to overwhelm the reader with too many abbreviations. The following sentence from on OTA report (no, we won't tell you which one) may make perfect sense to those familiar with the nomenclature, but it poses a real problem for those who aren't: When NSA announced its planned replacement of DES with secret (CCEP) algorithms, bonkers and the American Bonkers Association (ABA) become concerned that the CCEP algorithms and modules could not be used by the financial industry as a substitute for DES. NOTE: An abbreviation and glossary appendix should be a port of all reports and most bockground papers. PROOF CORRECTIONS Check that all alterations marked on the latest hordcopy ore correct in the program galleys. CHEC~ ART CALLOUTS Check that all boxes, figures, and tables ore called out in the text-e.g., (see table 4-3)-ond that the element called out is the one you wont. READ Read and reread the program galleys as if they ore going to the printer the second they leave your hands-copy must be finetuned before being submitted for pages. PHOTOS Mork photo placement in galley margins and supply either a photocopy or a description of each photo used. CHEC~ FILES In addition to text files, figure head and source files and photo caption and credit files also must be supplied (as text files). This is necessary because your typographer will position this type above or below the premeasured windows where your art will be placed. Mak
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CH APT ER . . . . --~ ~-. . . . . How To Prept1re Tt1bles for PJ1blislt1'Hg ,e11 lfOII prepire tdJ:,/es ilf ,.-t,1$-Word for PKJ:,/isltilfd, KSe st'lles tlttJt 4re ilfdllded ilf tlte qAi.ll.'I.DOT temp/dte dVdtld/,/e Olf Wert/ /IITJdrdlHB /tle server. Tltese s'tljles eover 4// mt!Jor tXJIHfl()lfellts of tdHes. '1011r tdJ:,/es will tlte11 be p11!/ed tlfto llfterlet:tf, 011r fld/tH4tlHg softWtJre. Wt"tlt tlte lfectasdrlf s'tljles for P11blislt1Hg. If lfO" dre JIStHg X'fWrt"te. see below for some ltilfts.-cdll KS if lfO" lfeed ltelp. Wtlf be g/tJd to dt'sCKSS t/te best Wdlf to prepire JjOKr tdJ:,/es for PKblt'slttHg. TEMPLATE COMPONENTS DESCRIPTION tabhead tabcolhead tabtext tabnotes tabsource IF YOU ARE USING MS-WORD When at all possible, create tables by using Word's Insert Table command or the Table button on the toolbac Do not use hard returns within a continuous block of text. Trtle of a table Column headings of a table Body of a table (text, columns of figures, etc.) Footnotes to a table Source, Key, and/or Note for a table IF YOU ARE USING XYWRITE Tables with columns of text shQuld be set in Column Table Style. Use hard returns only at the end of an entry or paragraph. Tables consisting of columns offigures should always be tabbed across the page. Do not use spaces instead of tabs. #
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CH APT ER -~ ?koto {juideli11es Of all tlte co11t11t11111catio11 tools dYdtla#e. pltotograplts are tlte 11tost power/11/ 'Tlte wltole poilft of tdki11g pict11res is so tltat lfOII dJ11't lttJYe to ex.pltJi11 tlti11gs witlt mJrds, co11t-11tellts well-kl!OWlf pltotograplter Elliott f.rwitt !11tleed. over 80 percelft of 011r aware11ess of tlte mJrltl aro1111tl JIB is received tltro11glt 011r eJfeB a11tl less tlta11 fO percellt tltro11glt mJrds. Tlt11s, pltotograplts tied/ witlt tlte 11tost receptive of 011r se11ses a11tl are 1,1 power/111 llfetJlfB of l!Olfverml CO/lfllflllf!Cdtioll. Mdk tlte11t 1,111 ilftegral f'dd of lfOllr wvr,t GUIDELINES Start early to gather photos. It will toke longer than you think. The most common excuse for bod photo quality is, "We ran out of time, and this is the best we could find: You must get permission to use someone else's photos. This may be from the person who created them, or from someone else who owns the copyright. Remember, obtaining permission con toke time, so allow for it. When you obtain photos, remember that block and white photos will reproduce best. If only color prints ore available, make sure they hove good contrast If shooting your own photos, use a high-quality 35-mm camera and block and white film. Closeups usually work out best. Photos should hove snap. Focus must be crisp, and gray tones should range from pure block to pure white. Weed out photos washed out by flash or token while the sun was directly overhead-they will lock depth. Photos token from on angle ore usually more dynamic than those shot from straight on. People odd interest and scale. Choose photos with human elements whenever you possibly con. Variety is essential. If you hove several similar photos, pick one or two of the best and scrap the rest. Review photos with on eye for the center of interest and then crop. A panoramic mountain view might be fine if you ore trying to show the effects of smog in the volley, but that view is a distraction if your purpose is to detail a plane crash in the bottom left comer. Don't write on photos or slides. Instead, make a photocopy of each photo and identify it by project name or number, chapter, and photo number (e.g., 3-1, 3-2, etc.). Identify slides by writing on Post-its or tape and attaching that to the slide covers. Provide photo credits and captions for all photos on a disk, along with hordcopy. Remember to keep a master list of photos with captions. . . .i:hsk.
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C ff APT ER iiM f.lf lfMr P11blislfi11g's two gr11pltic 11rtlsts t:retJte tiJZPts of ewers 11/fd proeess 11 11w tlto11S1111tl pltotos. tij11res. 11/fd 1llllstr11tiolfs. Tlfe retJSOlf tlfll/ 1:1111 lf11lftlle tlf,s work/Odtl is /:lee1111Se fH'lj'eet tellms 11/fd s11pport sttJ/f 11re 1Hert1Js1.,,g1Jt profide11t witlf gr11plfies fldCkJges 1111d prept1re 11t letJSt tlfe first tlrll/ts of 1111111'1 of tlfe gr11plfics 11sed ,-,, 07;4 pvblictJtiOlfs. Tlf,s elf11pter ewers sOllfe of tlfe 11111,.,, 1ss11eB to t:Ollsitler ,-,, prept1rt-,,g (or tJSkt-,,g Pvb/1slf,-,,g to prept1re) gr11plfies. TYPES OF CHARTS Following ore the major types of charts used in OTA publications: Area Shows the amount of change over a period of time Illustrates brood trends in data Emphasizes volumes and quantities Bar Column Gantt Line Compares several items at a specific point in time Emphasizes individual values rather than a brood trend Doto labels con contain words that ore too long to fit neatly in a column chart Shows the value of several items, both at specific points in time and over a period of time Emphasizes individual values rather than a brood trend Used most often to communicate project status Activities ore displayed as bars that indicate the beginning and ending dotes for each activity Used to show trends over many periods, such as every day in a month Similar to on area chart, but emphasizes the rote of change rather than the amount of change ...................................................
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qrt.1pl,ies q11ideli11es . . . . -------. . . . . Pie Scatter ... .. Illustrates the relative proportion that each component contributes to the whole Illustrates the relationship between two sets of data finds patterns or trends between the data sets SOFTWARE COMPATIBILITY The major issue (and biggest potential source of headaches) is software compatibility. Obviously, it is impractical for OT.A:s artists to be trained in all graphics software. Thus, we make the following recommendations: ILLUSTRATIONS Software packages recommended for illustrations are CorelDraw, Adobe Illustrator (Mac or PC), and Arts and Letters. CHARTS AND GRAPHS For graphs and charts, we recommend Charisma 2.0 or 4.0, QuattroPro, Excel, Lotus, Symphony, Harvard 2.3, and De~aGraph (Mac). However, note that data files from these packages must be saved in the following formats: PACKAGE EXTENSION QuattroPro WKS, WKl, WK3, WQl Excel XLS Lotus 1-2-3 WKS Symphony WR Charisma2.0 DAT Charisma 4.0 CH4 Harvard2.3 CHT Harvard3.0 save as CHT file ...................................................
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. . . . . ----GRAPHICS STYLE Consistency of artwork within a publication is important. figures should be consistent in form and style from chapter to chapter. For example, if a pie chart is used for data in one chapte~ don't use a bar chart for parallel data elsewhere. Other guidelines: Set text in 8-point Helvetica regular (standard in graphics software packages). Uppercase only the first word in each entry. Use bold and italic sparingly. For spacing between lines, select the auto-leading feature of your software. Avoid 3-D graphics. Avoid inside grid lines. Place tic marks outside of the axis (not crossing into or across a graph). Avoid redundancy and keep figures as uncluttered as possible. For example, if the figure says "percentage" along the axis, don't use a% symbol after the numbers. Make sure the software is being used properly. Often we get graphics with the figures actual~ drawn -and no data points. Make sure the software's worksheet is used for data entry and allow the software to create the chart. Otherwise, when the artists import the figure, they'll get only an empty screen. Avoid cramming too much data in one chart. A pie chart with 15 sections, for example, results in a graphic with sections too small to be easily distinguishable. Keep type of related phrases in one block. Don't enter them as separate units. For example: Miles not I Miles I per hour Don't include title, footnote, and source with the graphics file. That text must be supplied in XyWrite or Word, by chapte~ on the same diskette as the regular chapter text. IF WE CREATE YOUR GRAPHICS About two-thirds of the graphics used in OTA reports are provided by the programs (i.e., programs supply the graphics in varying degrees of completeness -we finalize them, size them, and make them camera-ready). The remaining one-third are created from scratch by the artists. Here are some things to consider if you are asking Publishing to generate your graphics: If you have a chart or graph that you photocopied from somewhere, please try to get the original data points. If you cannot locate them, then please give us your best guess of what they are. For obvious reasons, the artists don't want to take responsibility for estimating data points. If you want original illustrations, be aware that they take considerable time. In busy periods when Publishing is juggling numerous books, it may not be possible for the artists to draw the cartoons or illustrations you want. Also, original art requires close collaboration between the artists and project staff. h's important that you know what you want, and you articulate that clearly to the artists. Working with them in the early stages of your illustrations saves time and energy. If you have several people on the project team and you wantto involve everyone in approving artwork and cover design, try to get them all together to review the artwork and/or cover before we make changes and corrections. Be aware that consensus on artistic matters can be very difficult to achieve. ~--,. .. 1111
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. . . . . ---COVER CONSIDERATIONS Covers ore prepared when projects ore well along in production. The cover typically is generated ofter oil the other artwork is completed and most of the book is paged. Here ore some things to consider regarding cover design: Four-color covers ore not on option. The Joint Committee on Printing (JCP) believes four-color covers ore decorative, not functional, and they odd unnecessary expense. Although you con fight the good fight to get internal permission and a JCP waiver, we'll tell you from the outset that it's not worth your time. It won't happen. Plain type on vellum stock is unnecessarily boring. Twoor three-color printing on varnished stock makes a much more attractive publication, at little additional expense. When you meet with on artist to discuss a cover concept, be as clear and as honest as possible. If you know exactly what you wont and you know you won't change your mind, it's only fair to tell them so. That will save us considerable time and will help eliminate frustration. ~--. . . . . If you wont to give the artists freedom to come up with a design, first spend a few minutes to talk about the content of the publication, the secondary audience you wont to reach, and the mood you wont evoked. Let them know whether you prefer photos, icons, design elements, or type only. Discuss color preferences. If possible, provide photos or illustrations for the artists to help them see what you wont conveyed. Make sure your title is final before the artists start working on your cover. IIMsk. ...
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CH APT ER {juitlelif!eB for four-Pttge Report Briefg R...eport briefs t1re prep:1rtd t1t tire t11tl of tire p11Plislri111 protess to (()t.,,dtle witlr tire reltt1se of tJ report. (Ii/// reports r&fJlire report J,riefs: kteqro1111tl f14fltl'S tiJ 110t.) followi11g t1re some 1111tleli11es for ertt1ti111 tlrtllf. TEXT lext should be crisp, punchy, colorful, and as nonacademic as possible. (Think of this as the USA belay version of on OTA report.) It should be written to be understood by a high school student. lext should describe the big picture -provide context but not a lot of background data. Provide key findings and memorable details: millions of lives affected, billions of dollars at stoke, and so forth. Word count is critical. USE NO MORE THAN 1,200 WORDS. If you hove lots of other elements, you'll need even fewer. Headings must be short and punchy. No 1wo-or threeline headings, please. Keep them to a single line. Develop a strong sound bite -on 8-to l 0-word synopsis of the report -for page one. GRAPHICS Effective graphics ore essential. Pull key illustrations or photos from the report (please note that line art often will reproduce betterthon photos). A reproduction of the cover, if it photocopies well, con be used as one of the graphics elements. Consider making a table of key findings or options. Use bullets and strong writing. PROCESS Remember that the report brief is seen more widely than the report ever will be -and by people unfamiliar with the topic. Make it count. After your draft hos been routed and approved, bring it and oil the graphic elements to Publishing. We will copyedit your text, prepare the graphics, paginate it, and arrange for it to be printed. Allow a minimum of three days for outside printing, if you pion to hove a 1wo-color report brief. The standard press run is about 1,500 copies -700 for CPA and 800 for program use. Before you set your press run, make sure you talk to CPA. Count on a budget of from $400 to $500 for 2,000 copies of a two-color report brief on attractive stock. #
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CH APT ER Ii= We 1et fretplllft retp11Sts from prr!Jeet stdff to erute presllftdtioH 1r11plties for lturi111s. /:,riefi111s. or press tOll/er111ees. $!tiles 1111tl posters 11re tlte most eommo11 tlfpes of presllftdtio111r11plties. SLIDES Publishing used to offer inhouse slide production, but we no longer do. Outside services can provide more options and better quality at competitive prices, so although we can create the graphics needed for slides, we no longer do the camera work here. OPTIONS If you are comfortable with graphics software and you want to handle your slides directly, it's fast and easy to use a service bureau. There are many to choose from (we have names and numbers; call us). One of the most economical service bureaus is Slide lmagers in Atlanta, GA (1-800-232-5411 ), which offers a 24-hour Bulletin Board Service. Customers use the BBS to upload files to Slide lmagers for output to slides, overheads, or Canon color copies. The same phone lines and procedures are applicable for both Mac and PC users. Tip sheets and compression utilities are available on the BBS for downloading. The phone ~umber for the BBS is 404-874-4804. (Kyou don't have a modem at your desk, use the agency's asynchronous server. If you have any questions, call TIS.) Slide lmagers supports all major Mac, PC, OS/2, and Windows software packages. Support specialists are available to discuss all aspects of the production process. Before you begin preparing your files, Slide lmagers recommends that you call the support specialists for guidance on how to set up your files most efficiently. Slides are returned via FedEx within just a few days. The cost is $4.95 per slide ($1.95 for additional originals) for standard turnaround. Rush service is available. K you don't want to handle your slides directly, we will do it for you. But give us sufficient time and recognize that publication work takes priority. After we have completed the files, we will deliver them to a local service bureau for processing. Turnaround typically is three working days at the service bureau (for nonrush service), so give us a week or more if you want us to prepare them from scratch. The cost is $4.95 per slide ($1.75 to $1. 95 for additional originals, depending on the service bureau used). For tips about how ta create effective slide shows, see chapter 19. POSTERS For posters to be used in testimony, briefings, or press conferences, we are authorized to use the Senate Service Department. They provide us with high-quality, foamcoremounted posters at no charge to OTA. Guidelines are as follows: We need clean, camera-ready ar1work on 8-1 /2 x 11 paper. Allow ot least four days (and more than that if you need us to create the graphics). Black and white posters typically are 30x40-in. Color posters are available (if you want a poster of your cover, for example), but only as large as 24x30. ....................... .J--J. ~n
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CH APT ER iii Cre11tlt!g f..ffectlve SlitleSltows Prestl!RJtiofl visJ1tJls 11111St ltm d det1r p11rpose dlfd messdge if tlteJf dre to Pelle/l't JfOKr d11tiie11ee. How preffl/ d slitie or poster looks is irrelevdlft if ,t tioes 110t co11111111f!1edte eolfteflt. Keep if! 111il!ti tltdt vislldls sltoJllti give lfOl'r listelfers d l'Odti llldfl of "'*ere JfOII dre go,.,,, PJf plott,.,,, JfOKr llfdt.,, poilfts. 811f!gleti. tltelf Cdfl r11,.,, JjOKr sltow. tlseti effective/If, tltelf tdfl llfdke lf)K d stdr. Tlte fol/OW!-,,! g111tlelt.,,es for sl1i:le prestl!RJtiofls dre COl!tief!seti fro111 w;,rtis OIi tlte Khll. Ah'IIS Mt@-,,( f4// 199 ~-EDIT FOUR WAYS Statistics show your audience will recall on~ 1 0 percent of most oral presentations. Your job is to put that 1 0 percent on the slides. One way to accomplish this is to subject each visual to a four-pass edit: Edit content Make sure that every slide adds something the audience needs to know. Delete what isn't relevant, unique, or specific. Each visual should cover only one concept. Edit for conciseness Kan audience can't grasp the main message in 5 to 10 seconds, the slide is sapping attention from your oral presentation. Break sentences into bulleted lists and delete extraneous or redundant words, numbers, and labels. Copyedit Make bulleted lists parallel in construction by choosing either all noun or all verb phrases. Follow a consistent style of capitalization and labeling. fix grammar and vary your use of language. Proofread Verify all spelling and doublecheck numbers and data. MA~E THE MOST Of YOUR MEDIUM Have on agenda slide Tell your audience up front what to expect from you. Never read your slides verbatim Don't insult your audience. The visuals are there to convey the 10 percent you wont your group to recall: you' re there to convey the 90 percent that supports and explains those points. Allow on~ one minute per slide You want to hold your audience's attention. You don't wont them fidgeting over how many more bullets they have to sit through. Vary the kinds of slides in your show A parade of pie charts is just as wearying as slide after slide of text-mix them up. Know when not to use o slide K you simply can't compress a concept enough to fit it on one or two visuals, you're using the wrong medium for that particular message. ditsk
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............... ---COMMON FAULTS AND THEIR CURES Too many words Having over 35 words on a slide undermines your delivery, forcing your audience to choose between attending to you and reading the visual. At worst, it reduces you to reading the slide verbatim, damaging your credibility as a speaker. Too many bulleted points 'ho many points are impossible to absorb at once. Keep to a maximum of five bullets or eight lines per slide, and confine each slide to one concept. Expand a lengthy subject to two slides or reorganize the bullets by topiceach with its own slide. loo much information Information overload is particularly easy with data. When you let yourself get caught up in statistics and labels, viewers will lose sight of the main point-or may miss it entire~. Slides that say nothing to the audience If a slide about global arms trade simply consists of bulleted points reading 'Aircraft,. 'Tonks,. small Arms,. and Missiles, it's just acting as a speaker prompt. Honoryouraudience'stimeond intelligence: if you hove something to say, expand the copy to summarize it; if not, delete the slide. Long or meaningless titles In the real world it is inevitable that some slide tittes will be uninspiring, but they should never be vague, cryptic, pointtess, or so heavy that they outweigh the 10 percent you want the audience to grasp. Make ~es say something, whether to encapsulate your point or titillate interest. Cryptic phrases, abbraviations, and jargon Buzz words, acronyms, and abbreviations con belittle or baffle your audience. Don't use them unless you' re absolutely sure that all your listeners ore familiar with the terms. Nonparallel construction of text Bullet points that don't sound similar grate on the sensibilities and mar quick comprehension. Here's a typical example: The Cinder-Cone Volcano Composed of congealed lava Lava cinders form round cone Usually leave a bowl-shaped crater Con find them throughout western North America Strive instead for the rhythm and logic of like-sounding phrases-start all bullets with a verb, for example, or with an adjective or noun phrase. The example above would be much easier to take in if the lost three bulleted points followed the form of the first, like this: Composed of congealed lava Hos round cone of lava cinders Characterized by bowl-shaped crater Can find them throughout western North America. Such parallelism enhances understanding and doesn't ring awkwardly on the ear. It's important to set up subheads, labels, and tittes consistently among similar slides, as well. Conspicuous punctuation and capitalimtion Avoid the saltshaker approach to punctuation and capitalimtion. In slides above oil formats, every extra jot and title inhibits quick understanding. Similarly, too many capitals dilute a message by making everything seem important. Punctuate only enough to darify your points. Omit colons and periods at ends of tittes, phrases, and bullet entries. Capitalize consistentty and sparingly. Spelling errors There's nothing like a 2-foot-tall typo to make you feel 2 feet tall. Proofread your text and then proofread it again. Hove a coworker read the slides before you commit them to film. An excellent method is to proofread each word backwards, from rightto left. This helps eliminate the eye's natural tendency to skip over letters ,,~_,,_ ...................... llfll/JR
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.......... ---~ DESIGN TIPS FOR ~EEPING VISUALS READABLE Keep the size of body text and heads 2 4 points or larger; make labels no smollerthon 18 points. To test a type size for yourself, stand 10 feet from your computer screen. If you can't read the text, people viewing the final slide probably won't be able to eithec Use a strong, easily readable typeface-spidery, thin fonts strain the eyes and the patience. Don't put large amounts of text in all capitols-since the letterforms ore the some size and density, they' re hard to distinguish. ---- For 35-mm slides, use white or light type on a very dork background-it provides the highest controst and the easiest reading. For overheads, use block type on a white or very light background-it's easier to read, it saves on toner, and it ovoids unsightly blotches of unevenly spread toner. Don't use obullet mark if you hove only one item on the slide-bullets ore there to help readers quickly move among many points. If you' re going to provide handouts of your 35-mm slides, don't forget to convert the template to a version that hos block text on a light background for the handouts ,/~-11...................... lltila,
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CH APT ER . . . . -----.---. . . . . @', forms ft11 tlt1s out dt tlte veq begi11111Hg of tlte f111b/1slt1Hg fll'Ot&SB. TIie form 1s dVdt1dble. from tlte P11bltslt1Hg Office. . . ............ .,&.i:hsk A . . ...........
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rorms ................. --................ liris is tJ vse/1// Wdf to l:ltp trk of mirds tJlfd pltrtJses tlrtJt r6I/Jlire spec1'tJI tretJtmelft. Items lfOK'll WtJlft to 1ifdlllie tJre tJ/terlltJte spell1ifgs. v11vs1N1I lr,rplte11tJtio11. v11lt modifiers. etJfJt'tdlt)dtio11. tJl!d tJJJJJrevitJtiol!s. q1ve tlris to lf)Kr fJrodvetio11 editor wlte11 lf)Kr fJKPlietJtio11 is retJdlt for eo,,redittif,-Tire form is tJVtJt7tJPle from tire PvPlislr1ifg Offiee. disk.A ....................
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forms ................. --................ T!ris set of elfeeklists lfdS lwlf developed to keep tpfdlitlf stalftidrtls lrf/lt. /11/'kilted "If lfOJlf protf11et/o11 editor. HA
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t=orms ................. --................ Tk,8 form 18 drc11l11ted wlte11 tJ p11Pl1i:11tio11 18 rltJl/lf for f/1111I reYteW or 18 rltJl/lf to /;,e Ge/ft to '74B . . . . . . -H .....................
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forms ................. --................ litis form is dre11!11ted w/fe11 progr11m g11llt1fS lrtJYe Peel! prep11red 1111tl /lefore 11 p11/J-. lie11tiolf is sellt to P11Plislri11g. Color:GRAY . . . . . -It. . . . . .
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forms ................. --................ liris form is dre11/4tet/ w/1611 4 p11bl!e1Jtio11 is i11 /JddeB. Affer tire p11bl!e1JtiOlf HdS beelf rollted P11blislrilfd wilt preptire etJmertJ CO/If NOTE Tiffs form 4/so is to k 11sed for tlesktop-p11blt"slfed tk11melfts tlftJt d, 110t go tlfroJldlf P11blt"slfi11g. ...................... -.llCtskA .....................
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forms ................. --................ Tkis form is drc11lt1ted wlfm tlfe Ad Dep,dmellt lft1s prep,red tJ cover mocl:Jlp. Affer tlfe tlesf/11 lft1s Peel! t1pproved. tlfe t1rtists Y,77/ prep,re cover meclft1111ct1ls. MSKA
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t=or111s ................. --................ Tlris form is drcJ,/t1ted wlfe11 electl'Olfic docJ1111ellts t1re ret.vllf to Pe llftJde /JKPlict1l1Jf t1Vt11lt1ble. NOT.t.: PJ1blict1tio11s. report briefs. t111tl otlfer docJ1111ellts t1lret.vllf t1pprovetl Plf 111t111t1ge-111ellt tJllli JllltJ!teretl tKJ ll0t r&f}lire tlfis form. ....................... -kA. .....................
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Forms ................. --................ Tkis form is to be t,7/f,t/ ollt for 4111f 4rtwork tlt4t is l!Ot /J(lrt of 4 p11blte11tiol!-ie.. for slt"tles. posters. presellkJtio11 1r4plt1es. or sped11/ retptests . . . . . . ..&.ihsk .....................
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CH APT ER f retptelft/Jt Asked Q11estio11s Q. HOW IS WORK DMDED UP IN PUBLISHING? A. There are eight people in the Publishing office -one manager, two production editors, three typographers, and two artists. When a job comes into Publishing it is assigned to a production edffor, who is charged wffh overseeing the project from start to finish. It is also assigned to a typographer. Depending on workload, one or both of the artists might work on the graphics and/or cover. By the time your manuscript becomes a book, you will know your team very well. And it will be tempting to take a problem directly to your typographer or to the artists. We ask that you not do this. Instead, always take problems directly to your production editor (orto the manager). This helps keep the information loop tight, and helps minimize errors. This is especially critical when the workload is heavy. Q. HOW LONG WIU. IT TAKE YOU 10 PRODUCE MY PUBLICATION? A. Size, complexity, and degree of completeness are the major factors affecting the answer to this question. Time in Publishing for a well-organized project that's about 120 printed pages long typically ranges from six to eight weeks. Indexing adds another week and a half, and printing adds two weeks. Thus, the whole process takes at least two and a haK months Q. WIU. MY PROJECT BE BUMPED BY ANOTHER PUBLICATION? A. That is beyond Publishing's control. Your publication may have top priority, but if you fail to deliver work as scheduled, we will tum to another project. On the other hand, your publication may be a low priority, but it may fly through Publishing if high-priority projects are dragging. And occasionally a project that is going very smoothly will be bumped by a hot job that will eat up all of Publishing's resources. At crunch times, priorities are established at the MJ level. Q. I HAVE A FINISHED TAB DRAFt HOW MANY PRINTED PAGES WIU. IT BE? A. For two different ways to estimate publication length, see chapter 11. Q. HOW MANY PHOTOS DO I NEED? A. Probably twice as many as you have in mind. You should have enough to break up the text so there is an art element (figure, photo, table) on every two poge spread. If you have a 30-poge chapter with five tables and four figures, you should have five or six quality photos. For photo guidelines, see chapter 15. . . . . tidslr ......................
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Q. I HAVE SOME PHOTOGRAPHS TO BE COPIED. HOW LONG Will IT M TO GET THE ORIGINALS BACK? A. To allow us to get the most economical prices, please allow ot least 7 to l O working days. NOTE: Photographic work is not cheap, so finalize your selection before you get copies mode. Often we see project teams running up bills of hundreds of dollars, yet using only o fraction of what they purchase. Make sure to let us know if you pion to use o photo more than once (i.e., in multiple chapters, for icons, etc.). Getting all copies mode ot once saves considerable time and money. Q. CAN YOU MAKE BlACK AND WHITE PRINTS FROM COLOR SLIDES? A. Yes, but be owore of the following: The process requires an extra step, so it will cost o bit more. You will lose some clarity, so make sure the slide is clean and sharp. Q. WHAT GRAPHICS SOFTWARE PACKAGES DOES PUBLISHING PREFER? A. The artists prefer Charisma (versions 2.1 or 4.0) or CorelDraw (3.0 or 4.0). They also con work with Adobe Illustrator (Moc 3.0 or PC 4.0 versions) and DeltoGraph (Moc). Charisma was updated in early 1994 and remains the artists' graphics package of choice. We con import work from several different packages into Charisma. For more details about software packages, see chapter 16. Q. I HAVE A CHART l'D LIKE TO USE THAT I PHOTOCOPIED OUT OF A MAGAZINE. CAN YOU DRAW IT FOR ME? A. Yes, but: First, try to get the original data points. Foiling that, please provide your best guesses regarding the doto points and the artists will generate o new graphic. If guesses about dote points need to be mode, we'd rather they be your guesses, not ours. Q. CAN YOU SCAN SOME PHOTOCOPIED ART FOR ME TO USE IN MY PUBLICATION? I,. We have o scanner, but you should be aware of the following: Scanned images cannot be manipulated. That means we can't improve on or make changes to what you give us. Scanned images often lack clarity. It's important to start with os clean on image os possible. Something that hos been photocopied several times is a bod candidate for scanning. Q. I WANT SOME ORIGINAL ILLUSTRATIONS DRAFTED FOR MY PUBLICATIONS. CAN YOU DO THEM? I,. Yes, but we'll need your help. first of all, allow plenty of time. The artists generally ore juggling multiple books, and original illustrations toke time. Secondly, know exactly what you wont. The more specific you ore, the better. ,J~ .. 1, ............... /Kl~,
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Q. WHAT ARE PROGRAM GALLEYS (PSEUDO GAUEYS), AND WHY DO I NEED TO CREATE THEM? A. Galleys" are a holdover from the days of hot type, when columns of type were created one at a time. They are obsolete in the world of electronic pagination. Howeve~ many OTA writers say they can't really "see" what they have written until the words are set in dense columns. Thus, that's when a great deal of last-minute editing occurs. An easy and efficient alternative to galleys created by Publishing is to have project staff (or support staff) create program galleys, which are just narrowmargined pages of type. They reveal sentences, paragraphs, and headings that are too long, and large areas of gray that need art elements to break them up. But most importantly, they allow a write~ cross-eyed from staring at a computer screen, to review text from a fresh perspective. Changes on those galleys are made in the programs. That means Publishing gets final, corrected copy that goes directly to pages. Eliminating the galley stage from Publishing has allowed us to cut a few weeks off the production process. For more information about program galleys, see chapters 12 and 13. Q. WHAT IS PAGINATION? A. A common misperception is that pagination is automatic -the typographer simply pushes a few buttons and, "presto-chango, a laser printer spits out page after page of camera-ready copy. This misperception leads some to believe that additions or deletions to the text, no matter how extensive, are incorporated automatically. In truth, electronic pagination is a high-tech, often finicky, pa$feup aid. b:lay' s typographers hc:ive taken over the role of pasteup artists, but they use keyboards instead of X-Acto knives to manipulate copy. Premeasured holes" are left in the text for photos, tables, boxes, and figures. Preset parameters, which determine typefaces and sizes, line lengths, page dimensions, spacing around heads, footnote placement, and so forth, will dictate the style. And the typographer provides the judgment-prodding, overriding, and altering these parameters as needed to produce an attractive document. Depending on the variety and quantity of elements (photos, boxes, footnotes, etc.}, it can take several hours just to produce one chapter. This is why changes other than simple word substitutions can force a typographer to scrap the original effort and start from scratch. Q. WHAT DO YOU MEAN BY NO CHANGES IN PAGES? A. That's easy. It simp~ means you cannot make changes in pages. Editing must be completed prior to submitting text to Publishing for pagination. We realize, of course, that typos need to be fixed and occasionally late-breaking information must be incorporated, and we will always work with you to make those changes. The "no changes in pages" rule has multiple benefits. It simplifies and streamlines the production process and, even more importantly, it minimizes errors. Most errors that find their way into published documents creep in when late changes are made. Q. WIU I NEED AN INDEXV A. Yes. All OTA publications should have indexes. If you want Publishing to arrange for your index, you'll need to allow a minimum of least 1 0 working days for indexing, proofing, correcting, and paginating. ...................... tkllJlf ...................
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Q. WHO WILL PRINT MY PUBLICATION? GPO? AN OUTSIDE PRINTER? /4. The Government Printing Office is O'DXs official printer. However, OTA makes use of GPO's procurement services -i.e., we go through GPO to buy outside printing. The contract we use allows GPO to draw from a pool of (mostly local) printers. Each job is bid out. OTA cannot recommend or choose the printer for any of i1s jobs. Each job is sold to the lowest bidder who can meet our requirements. The advantages of the contract printing are enormous: we get much cheaper printing, and we almost always get better quality. However, there is also a downside: we lose some control, some negotiating power, and a lot of convenience. One of the reasons we strongly discourage surcharged (panicj printing is that it requires our artists to make onsite press inspections. Checking cover proofs at GPO requires on~ an hour or two; checking cover proofs at a printer located 70 miles away can eat up most of a day. Q. NOW THAT PRINTING IS SO MUCH CHEAPER THAN IT USED TO BE, I HAVE A LOT OF MONEY IN MY PRINTING BUDGEt HOW MANY COPIES OF MY PUBLICATION CAN I ORDER? A. These issues are, or ought to be, unrelated. The number of copies ordered should reffed anticipated need, not available funds. Leftover funds should be rechonneled. Typically, you should order 1,500 copies of a full report, and no more than 3,000 summaries. (A project director can order up to 2,000 copies of a full report with approval from the Program Director. For more than that, AD approval is required.) Q. ONCE MY BOOK GOES TO THE PRINTER, HOW SOON WILL I HAVE IT BACK? A. Typically we allow 1 0 to 12 working days for printing (that does not include the day of shipment or the day of delivery). Books can be printed in less time, but we discourage it because: surcharged books are c~, quality usually suffers when printers ore rushed, and we must send staff to make onsite visits to approve proofs. This disrupts work on other publications in Publishing. Q. HOW LONG SHOULD MY REPORT BRIEF BE, AND HOW MANY SHOULD I ORDER? A. For guidelines on report briefs, see chapter 17. Q. I HAVE TO GIVE A TALK IN A FEW MYS, AND I NEED SOME SLIDES MADE. CAN YOU PLEA5E CREATE THEM FOR ME? A. Generating slides can be complicated -and expensive, especially if we need fast turnaround. The number one rule is to allow plenty of time. Please see chapters 18 and 19. Q. l'D LIKE SOME POSTERS MADE FOR A HEARING. CAN YOU HANDLE THAT? A. Yes. We use the Senate Service Department, and we get good-quality posters for free. But we need several days, so allow plenty of time. For more details, see chapter 18. ................ -It .............
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Q. MY PUBLICATION IS AlMOST OUT OF PRINt CAN YOU ASK GPO 10 REPRINT ITT A. GPO' s book sales program -run through the Superintendent of Documents-is set up to recover its costs. SuDocs is not required to sell our publications. They choose to ride (i.e., purchase copies of) only those publications they believe will generate sales. Almost all OTA books are carried by SuDocs, but that is their decision, not ours. Reprinting a publication is expensive, and SuDocs is unlikely to reprint a publication unless it is convinced there will be sales of 750 copies or more within the next year or so. When O~ publications are out of print at GPO and OTA, NTIS (National Technical Information Service) is another source to consider. NTIS has all OTA publications for sale, including many contractor documents NOTE: This question is being answered here because we hear it frequently, but it should be pointed out that distribution and dissemination issues at O~ are handled by Information Marketing, which is part of Information Management/Building Services. The Information Marketing Office, run by Debra Datche~ is charged with marketing and promoting OTA publications and disseminating OTA information and products to the public. . . . . . thslr ......................
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................. ----,i.m!Wl!llr---................ A Abbreviations, 5-1-5-3 and glossary appendix, 1-6 in references, 7-2 -7-3 Appendices cross-referencing, 1-2 Artwork, see Graphics Artwork Request Form, 20-17 B Back matter, 1-5 -1-6 Boxes cross-referencing, 1-2 guidelines, 1-2 references, 7-1 title style, 1-2 C Callouts, 10-1 Camera copy, 8-3 Capitalization list of frequenfly used terms, 3-1 -3-6 Charts recommended software for, 16-2 types of 16-1 -16-2 Citations, see Reference citations Cole'slaw, 11-1 Copyediting, checklist for preparing a manuscript, 10-1 process, 8-1, 8-2, 9-1 -94 time required, 8-2 Cover design, 8-2, 16-4 Cover Design Approval Form, 20-13 Cross-referencing parts ofa publication, 1-2 lt1dex. I) Depository Library Program, 8-3 Dissemination, 8-3, 21-5 E Electronic dissemination, 8-3 Electronic Dissemination Approval Form, 20-15 Epstein's Law, 11-1 Estimating poge count, 11-1, 21-1 f Figures cross-referencing, 1-2 references, 7 -1 style guidelines, 1-4 tifles, 1-2 Files delivering, 8-2 graphics, 8-2 labeling, 8-2 separoting text from nontext, 10-1 Footnotes, 7-3 -7-4 Foreign words, 6-3 Forms Artwork Request Form, 20-17 Cover Design Approval Form, 20-13 Electronic Dissemination Approval Form, 20-15 Page Proof & Camera Copy Checklist, 20-5 Page Proofs Approval Form, 20-11 Program Galleys Approval Form, 20-9 Project Stylesheet, 20-3 Publication Profile, 20-1 TAB Draft/Final Draft Approval Form, 20-7 Front matter, 1-5, 8-2 ...................... tidslf ......................
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lift/ex ................. -~.~................ Golleys,see Program galleys Glossary, 1-6 GPO (Government Printing Office}, 8-3 Grophicsguidelines, 16-1-16-4,21-2 recommended software, 16-2, 21-2 s1yle, 16-3 Graphs, see Charts H Heading levels capitalization of, 1-1, 1-2 description of, 1-1 Illustrations, 16-2 original art, 21-2 recommended software, 16-2 Indexes, 1-6, 8-3, 21-3 L Length of publications, see Estimating page count Lists s1yle guidelines, 1-4 N Numbers and dotes, 4-1 -4-3 p Page Proof & Camero Copy Checklist, 20-5 Page Proofs Approval Fonn, 20-11 Paginotionr21-3 procedures, 8-2 how long it tokes, 8-2 Photo credits, 1-4, 15-1 Photographs getting prints mode, 21-2 how many to use, 21-1 labeling, 1-4, 10-1, 15-1 marking placement on galleys, 10-1 selecting, 8-2, 15-1, 21-2 Posters, 18-1, 21-4 Presentation graphics, 8-3, 18-1 Printing contracted printing, 21-4 how to set press run, 21-4 time required, 8-3, 21-4 Production editors, 8-2 Program galleys, 21-3 how to prepare, 12-1 -12-3 what to look fo~ 13-1 when to create, 8-1, 1 0-1 Program Galleys Approval Fonn, 8-1, 20-9 Project Stylesheet, 10-1, 20-3 Proofreading marks, 9-4 Pseudogolleys,see Program galleys Publication components, 1-1 Publication Profile, 8-1, 20-1 Publishing briefing, 8-1 Publishing process, 8-1 -8-3, 21-1 Punctuation frequen~y asked questions, 6-1 Q Quotations, block, 1-4 -1-5 R Reference citotions, 7-1 -7-15 examples of citation s1yle, 7-4 -7-15 book/report, 7-4, 7~5, 7-6, 7-7, 7-8 Code of Federal Regulations, 7-9 conference proceedings, 7-5 Congressional Record, 7-10 courtcose, 7-14 ................... ddslr ......................
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lllt/ex.. ................. ----................ tlm or broadcast, 7 -14 Federal Register, 7-9 magazine, 7-5, 7-6, 7-9 newsletter, 7-6 newspaper, 7-6 OTA publication, 7-8, 7 -13 pamphlet, 7 -15 personal communication, 7-2, 7 -11 presidential document, 7-9 public laws and regulations, 7-4 speech, 7-6 testimony, 7-11, 7-12 treaty, 7 -15 unpublished data, 7 -13 unpublished paper, report 7 -11, 7 -12, 7 -14 US. Code, 7-14 U.S. House and Senate publications, 7 -1 0 Report briefs guidelines for creating, 17 -1 how many to order, 17 -1 when to prepare, 17 -1 Reprints, 21-5 s Scanner, 21-2 Scheduling, 8-1 Slides creating, 18-1 designtips, 19-3 guidelines for presentations, 19-1 -19-3 Special terms, 6-3 Spelling British vs. American, 2-1 hyphenation and compound words, 2-2 -2-9 possessives, 2-2 preferred plurals, 2-1 preferred spellings, 2-1 racial and ethnic groups, 2-1 Superintendent of Documents, 8-3, 21-5 T TAB Draft/Anal Draft Approval Form, 20-7 Table of contents, -1-5, l 0-1 Tables cross-referencing, 1-2 references, 7 -1 style guidelines, 1-3 titles, 1-2 Template for program galleys, 12-1 -12-3 for tables, 14-1 Trade names need for trademark symbol, 6-3 u Usage, common problems, 6-1 -6-2 .................. -Ir ....................
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