EWC Publications Office Documentation
Guide
This guide is not intended to be a substitute for the
EWC
Publications Office Style Guide which is the primary source that should be
referenced for all projects.
Please note that there are many significant
differences between the 14th and 15th editions of the Chicago
Manual of Style (CMS).
The
following publications series follow Chicago Manual of Style guidelines for documentation
(The Chicago Manual of Style. 15th
ed.
Special Reports:
Follow CMS
notes and bibliography system. Notes in Special Reports are allowed in the form
of endnotes (usually references, but may also include comments on sources or
other material) or as brief footnotes.
AsiaPacific Issues (API):
Preferred - Endnotes only, no
bibliography. Note citations contain full reference and should follow CMS guidelines
for works without a full bibliography. (Author-date system may also be used in
some circumstances.)
Follow CMS author-date system,
with in-text citations and reference list.
Working Papers:
No specs., author preference.
CONTENTS:
THE TWO SYSTEMS: THE BASIC ELEMENTS
OF CHICAGO’S NOTES AND BIBLIOGRAPHY & AUTHOR-DATE
1.
Notes and bibliography (‘humanities style’) system
2.
Author-date system (parenthetical citations and reference list)
CAPITALIZATION
STYLE IN REFERENCES
GENERAL
NOTES ON DOCUMENTATION
Some additional points on documentation in
general
Testimony or Other Presentation
Referencing AsiaPacific Issues and EWC
Special Reports
THE TWO SYSTEMS: THE BASIC ELEMENTS OF
1. Notes and bibliography (“humanities style”) system:
The CMS website briefly states that “this style presents bibliographic information in notes and, often, a bibliography. It accommodates a variety of sources, including esoteric ones less appropriate to the author-date system.”
In works with no bibliography, full details must be given in a note at first mention of any work cited. Generally, EWC Publications uses a full bibliography – a list of all woks cited in text or in notes, other than personal communications. For longer works, an author might prefer to use a selected bibliography and the title must indicate this and a headnote should explain the principles of selection. Bibliography lists are alphabetized like an index. If there are two or more items by one author, they are then alphabetized by the second element of the entry: the title. Nothing is arranged chronologically.
Bibliography entry, book
Doniger, Wendy. Splitting
the Difference: Gender and Myth in Ancient
First note citation in a work
with full bibliography, book
1 Doniger, Splitting the Difference, 23.
First note citation in a work
without full bibliography (subsequent references may be abbreviated), book
1 Wendy Doniger, Splitting the Difference: Gender and Myth in
Ancient
2. Author-date system (parenthetical citations
and reference list)
The CMS website briefly states that “in this system, sources are briefly cited in the text, usually in parentheses, by author’s last name and date of publication. The short citations are amplified in a list of references, where full bibliographic information is provided.”
A reference list is listed alphabetically by author, but as the second element in the reference list is not the title, but the date of the source, the date is the second item on which to arrange multiple sources by one author. Works by the same author are listed chronologically, by year (from low to high). If there are multiple items by one author in the same year, those are distinguished by a, b, c, etc., following the date—these entries are then alphabetized by title.
In-text citation, book
(Doniger 1999, 10-11)
Reference-list entry, book
Doniger, Wendy. 1999. Splitting the Difference: Gender and Myth in
Ancient
CAPITALIZATION STYLE IN REFERENCES
Regarding capitalization of journal/newspaper/web article titles: The style of capitalization should conform to the style of the publication being created, not that of style of the original source. For example, if an article appeared in a scientific journal and in the original publication used sentence-style capitalization, for the same article in a reference note for AsiaPacific issues, it would be headline style.
This decision has been made for two purposes: 1) to create a consistent look throughout the bibliography/references and 2) to relieve the editors of the burden of verifying original publication title capitalization.
Note citation in a work without
full bibliography (subsequent references may be abbreviated):
8. John Maynard Smith, “The
Origin of Altruism,” Nature 393
(1998): 639.
Reference-list entry:
Smith, John Maynard. 1998.
The origin of altruism. Nature 393:
639–40.
GENERAL NOTES ON DOCUMENTATION
Every
manuscript has unique needs in terms of references and documentation, but these
guidelines will help the author and editor devise solutions that retain
continuity not only within a publication, but also across the publication
series.
Some additional points on documentation in general
£ All
bibliographies and reference lists must be checked for accuracy (author/editor
spellings, titles, URLs, etc).
£ p.
& pp. preceding page numbers are not necessary.
£ Arabic
numerals should be used whenever possible regardless of the way the numerals
appear in the works cited, with the following exceptions: pages numbered with
roman numerals in the original are given in lowercase roman numerals, and
references to works with many and complex divisions may benefit from using a
combination.
£ It
is essential that any shortened titles used in the notes are consistent. Only
one shortened form can exist for a bibliography entry. Shortened forms of
titles generally should start with the first word of the title (not an
article), and while they may skip words
of the full title, they must not rearrange word order.
£ The
notes and bibliography system allows for the option of using a full
bibliography or a selected bibliography.
£ In
a publication with no bibliography (as in a typical API) or with only a
selected list, full details must be given in a note at first mention of any
work cited. There are small differences in CMS format between full references
in note citations and bibliographic entries.
£ Brief
footnotes (defining terms, and the like) are possible to incorporate in EWC
Special Reports. Information belongs in footnotes if immediate knowledge is
essential to readers. Ideally, lengthy, discursive notes should be reduced or
integrated into the text. Footnote markers should be standard progression of
symbols on each page (*, etc.), rather than numbers.
£ In
a list of references, for successive works by the same author, use six hyphens
(i.e., ------) or 3 em dashes in place
of the author’s name after the first appearance.
£ Publisher
location: All states should appear in reference lists and citations as their
postal abbreviations, without periods (
Citing Interviews. We follow CMS, 15th ed. (See
sections 17.204–207). Minimum required elements: names of both the person interviewed and the interviewer (“the
author” is fine), the location, the occasion (if relevant), and the date. All of these elements should be
included unless to do so would compromise the anonymity of the source, in which
case use as much information as can be used safely. The interviewee’s name
should be the first element of the reference. Titles should be included where
relevant.
In shorter publications (especially APIs), it is often unnecessary to state (or restate) the interviewee’s title or descriptor in the reference note. If, for example the name and title/descriptor have already been linked in the main text, the name alone might suffice in the interview’s note citation. Second references to an interview may be given in an abbreviated form.
Testimony or Other Presentation. Minimum required elements: who presented, who the audience was, date, and location.
Referencing
AsiaPacific Issues and EWC Special Reports. While it may be done a
variety of ways and still be technically correct, we have the following
preference for referencing our own publications.
Each API and Special Reports is part of a series, and they are treated like a book in a series using ital for issue title, roman for series title. (The following examples are formatted as a note with full reference, as it would appear in an API.)
13
Sheila A. Smith, Shifting
Terrain: The Domestic Politics of the
14
Richard C.K. Burdekin,
See
CMS Chapter 17 or http://www.chicagomanualofstyle.org/tools_citationguide.html
for more examples.
The examples in this section are formatted as a note with
full reference. If you are using another documentation style, you will need to
arrange elements and punctuate to be consistent with that style.
£ Follow
CMS for reference style for books published electronically and for articles in
an online journal.
£ Websites,
weblog entries or comments, and email messages may be cited in running text
instead of in a note or in an in-text citation. They are rarely listed in a
bibliography or reference list.
£ Journal
articles published in online databases should be cited like an online journal.
Website
addresses. Website citations should include as much of the
following as can be determined: author of the content, title of the page, title
or owner of the site, URL, and access date (when appropriate). (Note on access
dates: Ideally, an author will always capture the access date and the editor
can then choose where it is necessary that it be included.)
Include
only the information necessary to get the reader to the desired website. This
means, in general, not including http://
and keeping the address as close to the main page or root directory as possible
(e.g., www.un.org/documents/scres.htm
could be www.un.org/documents/ or
even www.un.org/). Nearly all sites
can simply be written with only www.
There
are, however, more and more non-www-beginning
URLs, so if any confusion might arise from dropping the http:// (e.g., if some URLs begin with www but some begin with other letters), it may be best to keep it.
If http:// is used, it should be
included consistently on all URLs throughout the references within a
publication.
Examples:
1
Pete Townshend’s official Web site, “Biography,”
www.petetownshend.co.uk/ (accessed December 15, 2001; site now discontinued).
2
G. Moretti, “Do We Have a Brain Balance Deficit?” www.gabeoneda.com/
(accessed June 1, 2005).
3
US Census Bureau, “Health Insurance Coverage
Status and Type of Coverage by Sex, Race, and Hispanic Origin, 1987 to 1999,”
Health Insurance Historical Table 1, 2000,
www.census.gov/hhes/www/hlthins/hlthins.html.
4
David Cohen, Seeking Justice on the
Cheap: Is the
5
Evanston Public Library Board of Trustees,
“Evanston Public Library Strategic Plan, 2000-2010: A Decade of Outreach,”
Evanston Public Library, www.epl.org/ (accessed July 18, 2002).
Please
see CMS, 15th Edition and See CMS Chapter 17 or http://www.chicagomanualofstyle.org/tools_citationguide.html
for different examples of how to format different kinds of web content for
either author-date or notes and bibliography style documentation. Use these as
examples, but the above style guidelines (no http://, access date) should ultimately be followed.
Email as a source. The below examples are based
on Chicago, but also reflect EWC Publications Office’s preference to omit the http:// segment of the URL as well as to
spell electronic mail as email (no
hyphen). (See CMS 17.208.)
Emails are treated as personal correspondence,
usually run into the text or given in a note. They are rarely listed in a
bibliography or reference list. To cite any form of personal correspondence,
give the person’s name, the medium of the correspondence (letter, fax, e-mail),
and the date. No email address unless needed in a specific context and then
only with permission of its owner.
3
Constance Conlon, email message to author, April 17, 2000.
For an email message from a list serve (electronic
mailing list), CMS 17.236:
If archived
online:
17
John Powell, email to Grapevine mailing list, April 23, 1998,
www.electriceditors.net/grapevine/issues/83.txt.
Material that has not been archived online:
17
John Powell, email to Grapevine mailing list, April 23, 1998.
And last but not least:
Don’t loose sight of the purpose of
documentation when faced with all these little details.
The ultimate purpose of
documentation is that references should give a reader the information they need
to find the source themselves should they so desire. The system exists not to
create slaves to the system, but to create a foundation upon which subjective
choices can then be made.