Naval air warfare center training systems division technical publications
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BACK COVER A NAVAIRWARCENTRASYSDIV blue back cover is mandatory for all special and technical reports. REPORT FORMAT GENERAL COMMENTS This manual is intended to establish preferential usages and to set approved standards for NAVAIRWARCENTRASYSDIV reports. If additional guidance is required, refer to the APA Manual or the GPO Style Manual. MARGINS Set margins for 1-inch on the left, right, top, and bottom of the page. Do not print less than two lines of a paragraph at the bottom of the page. Likewise, do not carry forward less than two lines of a paragraph to the next page. FONT SIZES AND STYLES Modern word processing software affords a large number of choices for font sizes and styles. This manual uses 12 point Arial font for text. Larger font sizes and boldface may be used for section headings. The choice of a specific font style and size is up to the author and his or her supervisor. HEADINGS Headings are defined as first order, second order, third order, and so on; or, as number one, number two, and number three. There should seldom be a number four head in a well organized report and certainly nothing below that. Except for rare circumstances, headings in NAVAIRWARCENTRASYSDIV reports are not numbered. Unnumbered Headings The first order head (main section heading) is centered on the page in bold, all capital letters. No period is used after the head. Text follows on the next double spaced line and is indented. The second order head is typed flush left, in bold, all capital letters. It is not underlined and is not followed by a period. Text follows on the next double spaced line and is indented. The third order head is typed flush left with initial caps for key words. It is typed in boldface, is underlined, and is not followed by a period. Text follows on the next double-spaced line and is indented. The fourth order head is indented with initial caps for key words. It is typed in boldface, is underlined, and is followed by a period, two spaces, and text. Fourth order headings are not included in the table of contents. EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - FIRST ORDER HEADING SECOND ORDER HEADING Third Order Heading Fourth Order Heading. Text continues on this line. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Numbered Headings Do not number heads unless the report is so long and complex that a numbering system will materially help the reader. If numbered heads are necessary, use the following simple alphanumeric system. EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - I. FIRST ORDER HEAD 1. SECOND ORDER HEAD a. Third Order Head (1) Fourth Order Head. Try to avoid fourth order heads by good organization. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Decimal Headings In rare cases, a report can profit from a decimal numbering system. This system is useful in documents that require frequent updating with the insertion of subordinate heads, paragraphs, and other components at random throughout the text. Documents that must be heavily cross-referenced or that may contain regulations and rules, must be quoted in letters, memos, and other reference works will benefit from a decimal numbering system. If the decimal system is used, do not exceed three decimal places. TABLES The table is a useful device for condensing and presenting statistical and numerical data that might require pages of prose to describe. Do not use tables to present information that can be presented as clearly in straight text or by using a simple numbered list. Tables have four kinds of headings: the stubhead, the boxhead, the column head, and the spanner head. These heads are illustrated in Figure 8 and are described in subsequent paragraphs. Table 1 Basic Test Battery Score Comparisons _____________________________________________________________________ Didacticb Strategyb ______________________________________________________________ Subjecta Timec Scorec Timec Scorec ______________________________________________________________ First Test Rund _____________________________________________________________________ GCTe -.33 -.36 -.24 .19 ARI -.32* .09 -.08 .16 MECH .04 .12 -.19 .38 CLER -.23 -.04 -.30 .07 _____________________________________________________________________
_____________________________________________________________________ GCT -.24 -.33 -.36 .20 ARI -.09 -.32 .16 .16 MECH .05 .11 .16 .37 CLER -.22 -.50 -.29 .06 _____________________________________________________________________
*p>. 05 **p<.01. Figure 8. Sample table Stubhead The stubhead classifies or describes the items in the left or stub column. This column always has a heading. If the stub listings vary, use “Item” as the stubhead. Make the listings in the stub column as clear as space permits. If a stub listing is too long for the table, continue it, indented, on the next line. Indicate subordination among stub listings by indentation of items rather than by adding another column. Boxhead In simple tables, the boxhead is the heading centered over each column of data. In complex tables, the boxhead may span two or more columns of data (each of which has a column head). Put boxheads in the singular; use abbreviations to save space if necessary. Column Head Column heads are centered over each column of data. Spanner Head The spanner head is used within the body of the table to clarify data. It is centered in the table and is placed within horizontal rules than the table. The spanner head separates the columns into divisions, which spans the same box heads and either the same or different stub column listings. Basic Rules and Guidelines The basic rules for setting up tables are: a. Give every table a brief and informative title. b. Center the word “Table” and its Arabic numeral above the table. c. Center the table title, using initial capital letters. Place a line spanning the width of the table one line below the last line of the title. d. If the title contains more than one line, or if there is a subtitle, center each line. e. If possible, type short tables in place in the text after the paragraph in which they are first mentioned. Follow the table and footnotes with two blank lines before resuming text. Otherwise, place the table at the top of the following page. If the table requires a full page or several pages, place it on the page(s) following the reference paragraph. However, if there are relatively few pages of text and many tables, place them in numerical sequence at the back of the report immediately preceding references. f. Refer to the table in the text as Table 1, Table 2, etc., never as “the table below” or “the following table.” g. Number tables consecutively, using Arabic numbers. Number tables in an appendix A-1, B-1, B-2, etc. h. In planning the table, allow generous spacing between columns, and align material in each column. Align decimal points. i. In the body of the table, do not express quantities to a number of digits beyond their significance. j. Unless needed for clarity, do not place a zero in front of a decimal (e.g., .034, not 0.034). k. Do not use vertical lines (downrules) in simple tables. Use downrules in complex tables if they will add to the presentation and display. Do not box tables unless needed for clarity. l. Do not include columns of data that can be calculated from other tables. Ordinarily, an identical column of figures should not appear in two tables. m. When two tables overlap, consider combining then. Eliminate a column of a table with few entries by a footnote, if possible. n. If a table runs for several pages, center the table title on the first page, and center the words “Table _ (Continued)” on the succeeding pages. Do not repeat the title. Place a line spanning the width of the table one line below this statement on each page. o. Type footnotes to tables flush left at the foot of the table. There are three types of notes- general, specific, and probability level; and they should be placed under the table in that order. (1) A general note qualifies, explains, or provides information relating to the table as a whole. It is designated by the word “Note” followed by a period and two spaces. (2) A specific note refers to a particular column or individual entry and is indicated by a superscript letter (a, b, c,), with the order of superscripts horizontal across the table by rows. Specific notes are independent from any other table and begin with the superscript a in each table. (3) A probability level note indicates the results of tests of statistical significance, and is indicated by an asterisk for the lowest level, and progresses upward. Probability levels and the number of asterisks need not be consistent among tables. p. If several tables are referenced on one page of text, place all tables in sequence beginning with the next full page. Do not insert text between the tables. q. Wherever possible, place two small tables on the same page. r. Design tables, when possible, so that they can be read with the report held in the normal vertical position. FIGURES NAVAIRWARCENTRASYSDIV reports frequently use line drawings or photographs to supplement the text. These illustrations are called figures. Basic Rules and Guidelines The following basic rules apply to figures: a. Use figures only when they relate directly to the subject matter of the report and are necessary to amplify the text. b. Refer to the figure in the text as Figure 1, Figure 2, etc., never as “the figure below” or “the following figure.” c. When submitting manuscripts for review, provide duplicates or copies of illustrative material to protect the master from inadvertent loss or damage. d. After the manuscript has been approved for publication, let the illustrator (either in house or contract) prepare the material. To assist the illustrator: (1) Provide good, clear drafts from which the final figure can be made without errors. (2) Draw graphs in either pencil or ink. If graphs contain overlapping curves or points, use colored pencils to avoid confusion. (3) For computer-generated figures, use high-quality, bright white paper that is designed to produce high-quality outputs from your equipment (minimum resolution of 300 dots per inch). The software and hardware used must produce smooth curves and crisp lines showing no jagged areas. (4) Type or legibly print callouts exactly where they should be placed on drawings, graphs, or other line illustrations. In final form, the callouts should be in ALL CAPITAL letters. (A callout is placed on a figure to identify or explain some detail. It is often placed at the end of an arrow that points directly to the detail.) (5) Do not write or paste callouts on a photograph. Rather, indicate the desired location of call outs on a Xerox copy of the photograph or on an overlay. Printing or writing on the overlay will leave an impression on the photo underneath. (6) Do not attempt to crop or paste photographs in the final copy. This do-it-yourself technique creates problem in the final layout and printing. (7) Provide the complete figure caption directly below the illustration. In the case of a photo, attach a caption sheet to the bottom of the photo with a tape hinge. e. Wherever possible, avoid the use of oversize illustrations that must be folded. Often a large illustration can be divided to appear on facing pages. Numbering Number figures sequentially throughout the report. Number figures having distinct, multiple parts that cannot fit on the same page as “Figure 1-a, 1-b, 1-c, etc.” (See paragraph (d) under “Placement” section for continuing figures without distinct, multiple parts.) Number figures in an appendix A-1, A-2, etc. However, do not renumber figures in previously published material reprinted in facsimile as an appendix. Captions Keep captions short, descriptive, and complete. Provide enough information in the caption so that even the cursory reader obtains information from the description of the figure. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Wrong: Figure 1. Incomplete information: Figure 1. Detection device. Better: Figure 1. Experimental intrusion detection device mounted on jeep during test and evaluation. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Type the caption as a normal sentence, capitalizing the first word, proper names, special words, and acronyms as in normal text. Place a period after the caption. Center single-line captions under the illustrative material. In long captions, type the second and succeeding lines flush left with the first word of the caption. Placement Insert figures in final copy as follows: a. If possible, insert a small figure in place in the text after the paragraph in which it is first mentioned. b. If the figure requires more space than remains on the page after the reference paragraph ends, place it at the top of the next page. c. If the figure requires a full page or several pages, place it on the next page or pages following the reference paragraph. However, if there are relatively few pages of text and many figures, place them in numerical sequence at the back of the report immediately preceding the reference section. d. When a figure is carried over more than one page, type the full caption under the figure on the first page. On succeeding pages, type “Figure _ (Continued) “ centered the same as the caption. e. When several figures are referenced on one page of text, insert all of the figures cited before continuing on with the text. f. When possible, plan figures so that they can be viewed with the report held in the normal vertical position. PAGINATION The following rules apply to pagination of NAVAIRWARCENTRASYSDIV reports: a. Starting with the title page, number pages sequentially using Arabic numerals. However, page 1 does not actually appear on the title page, rather, it is “understood.” b. Paginate references, reference notes, bibliographies, glossaries, lists of abbreviations and acronyms in sequence with the main body of the report. Appendices are paginated A-1, A-2, B-1, etc. c. If an existing document is included in its entirety, do not change the original page numbers. In this case, type the new page number in parentheses below the original page number. d. Center page numbers at the bottom of each page. Type page numbers in the exact center, the same distance from the bottom of the page. e. Give foldouts, two page numbers (e.g. 11/12). Type these numbers in the center of the final 8 inches of the foldout sheet. f. The distribution list will be numbered “Page 1 of 3,” “Page 2 of 3,” etc. g. Start each main element (e.g., acknowledgments, executive summary, introduction, recommendations, references, and appendices) on a right hand, odd numbered page. PUNCTUATION Obviously, all rules of punctuation cannot be presented in this manual. Rules that are particularly pertinent to NAVAIRWARCENTRASYSDIV reports are contained in the following paragraphs. Period The following practices are applicable to periods: a. Place periods after abbreviations of given names (e.g., J. R. Jones) with a space after each period. b. Place periods after abbreviations of Latin words (e.g., i.e., et al.). c. Place a period after a complete sentence inside the parentheses. EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (Include the ZIP code.) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - d. Do not place a period after abbreviations of mathematical expressions (e.g., m, mm, Hz, nm). e. Ellipses are used to indicate omitted material within a quotation. Use three periods separated by spaces (. . .) to indicate material has been omitted. If the omitted words begin or end a quotation, no ellipses is necessary. If omitted words end a sentence within a quotation, place the ellipses after the period of the preceding sentence. Use four points to indicate any omission between two sentences (literally, a period followed by three spaced dots . . . .). EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Ellipsis within a sentence It was stated that . . . the task could not be done. Ellipsis at end of a partial sentence The course was clear, but . . . . Ellipsis between two sentences The course was clear. . . . if we proceed, success is certain. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - f. Omit periods after capital letter abbreviations of names of chemical compounds, government agencies, societies international agencies, military ranks, and degrees (e.g., RNA, NIH, VA, ILCEP, UNESCO, USN, CDR, USAF, and USA). g. Place a period after figure captions. h. Omit periods after column heads, stubheads, and column entries. i. No periods are needed after short phrases unless the phrases are essential to the grammatical completeness of the statement introducing the list. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Please order the following items: BUT: Capitalize the first word of: 1. Paper clips a. Every sentence. 2. Rubber bands b. Direct quotations. 3. Staples c. Item displayed in a list.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The switch that stops the recording device also controls the light. (defining clause) Switch A, which was on a panel, controlled the recording device. (nondefining clause) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - c. Use a comma to separate two independent clauses joined by a conjunction, especially if the clauses are lengthy. Do not use a comma between two parts of a compound predicate (e.g., He wrote and mailed the article.). d. Use a comma to set off two words that might otherwise be misunderstood (e.g., “Instead of hundreds, thousands came.”). e. Separate a series of coordinate qualifying words by a comma (e.g., “lean, tall men”) f. Do not use a comma and one of the conjunctions “however,” “therefore,” or “since” to separate independent clauses that express a change of ideas. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Wrong: Payrolls will be produced on Thursday, however, it has always been the practice at this Center to pay personnel on Friday. Right: Payrolls will be produced on Thursday. However, it has always been the practice at this Center to pay personnel on Friday. Right: Even though personnel at this Center have always been paid on Friday, the payrolls are made up on Thursday. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Semicolon Use semicolons with caution. The following rules apply to use of semicolons: a. Separate two independent clauses that are not joined by a conjunction with a semicolon. EXAMPLE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The subjects in the first study were unpaid volunteers; those in the second studies were paid for their services. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - b. Separate clauses or items containing commas with semicolons. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Table 3 indicates that the adjusted workweek for air officers is 72.8 hours; for surface officers, 76.2 hours; and for combined air and surface officers, 74.4 hours. Analysis of test results showed that there were misleads in items 4, 5, and 6 for blacks; items 6, 8, and 11 for whites; and items 3, 8, and 9 for white minorities. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - c. Set off explanatory words that summarize or explain preceding matter with a semicolon. EXAMPLES - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Additional equipment was installed to ensure compatibility with the Dahlgren configuration; namely, a cassette tape drive, a multiplexer controller, and two CRT terminals. Each test item was visualized as fully as possible; that is, the basic graphic images were provided. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Colon The following rules apply to use of colons: a. Use a colon before a final phrase or clause that illustrates, extends, or amplifies preceding material. If the final clause is a complete sentence, it begins with a capital letter. |