EXAMPLES
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They agreed on the outcome: Informed participants performed better than uninformed participants.
They agreed to order the following supplies: pencils, paper, and envelopes.
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b. Use colons in ratios and proportions.
EXAMPLE
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The proportions (salt water) were 1:8, 1:4, and 1:2.
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c. Use a colon in reference entries in the reference list to separate place of publication and publishers.
EXAMPLE
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New York: Wiley.
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Quotation Marks
Apply the following general rules to the use of quotation marks:
a. Use double quotation marks to indicate primary quotations, whether they consist of a single word or one or two sentences.
b. Use single quotation marks to indicate a quote within a quote.
c. Do not use quotation marks around a primary quotation set off in a blocked paragraph. Use double quotation marks around secondary quotations within a blocked paragraph.
d. Place the period and comma before the closing quotation mark, even when the quotation marks enclose a single word.
EXAMPLE
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He continuously used the expression, “hopefully.”
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e. Place colons and semicolons after the quotation mark.
EXAMPLE
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“. . . after phase 2”; however, later research . . .
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EXAMPLE
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He asked, “Are there any additional comments?”
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Parentheses
The following general rules apply to use of parentheses:
a. Use parentheses to set off structurally independent elements, references within the text, letters or figures in a series, and abbreviations.
EXAMPLES
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Participants were briefed and asked to complete the questionnaire (see Appendix A).
The participants were 25 recruits (13 Seamen and 12 Firemen) who had just completed boot training.
Previous studies (Smith & Jones, 1970; Thomas, Ryan, & Light, 1956) showed . . .
The three measures were (1) length, (2) width, and (3) depth.
The participants were students attending the Basic Electricity and Electronics School (BE&E) at the Naval Training Stations (NAVTRASTA).
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b. Use parentheses to enclose the citation of a direct quotation.
EXAMPLE
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Larson and Sander (1975) recommended that “the performance contextual and response items be integrated into the exercise evaluation format” (p. 16).
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Brackets
Use brackets to set off material inserted in a quotation by some person other than the original writer. Also, they may be used to enclose parenthetical material within parentheses. However, do not use brackets if material can be set off easily with commas; e.g., (as Smith, 1970, later concluded).
EXAMPLES
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Yellen (1975) states that “age [of recruits] contributes significantly to successful completion of boat camp training” (p. 7).
(The results for the control group [n = 8] are given in Figure 2.)
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The Slant
The slant, slash, diagonal (virgule, solidus) is too often substituted for the simple conjunctions “and,” “or,” and “to.” Liberal use of the slant in place of a conjunction can lead to confusion.
Avoid using the slant between words when a common conjunction is better. The following types of couplets should be avoided:
WRONG RIGHT
test/evaluation phases test and evaluation phases
ship/shore communications ship to shore communications encrypt/decrypt nodes encrypt or decrypt nodes
Although the use of the slant may not cause loss of communication, the possibility exists. “Ship/shore communications” can mean “ship to shore communications,” “ship and shore communications,” or “ship or shore communications.”
Hyphenation
The GPO Style Manual provides extensive guidance on hyphenation. Because the rules are complex, the best advice is to be consistent throughout a document.
If hyphenation were confined to simple adjective modifiers, the problem would be minor. However, scientific writing is characterized by the abundant use of noun modifiers. In the simplest case, one noun modifies another:
shipboard training
measurement program
rating assignment
Often, the two-noun group becomes a modifier of a third noun:
shipboard training system
measurement program results rating assignment recommendations
The reader is conditioned by speech and nontechnical literature to expect nouns to be subjects or objects. The hyphen in the first example tells the reader that neither “shipboard” nor “training” is the subject or object he is expecting, and that he must look ahead for it. The hyphen is an aid to comprehension and should be used for that purpose.
The three-noun group sometimes becomes a modifier of a fourth noun, and so on, to further complicate hyphenation.
shipboard training system components measurement program result tables rating assignment recommendation questionnaire
The foregoing paragraphs are concerned with noun modifiers. In other constructions, use hyphens according to standard practices. Use the GPO Style Manual or a good dictionary to solve basic problems. Some additional pointers on hyphenation include:
a. Indicate a common base by a hyphen.
EXAMPLE
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8- by 1-inch frame
second- or third-year programs
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b. Use the hyphen in fractional expressions such as one-half, four and three-quarters.
c. Hyphenate compounds of “self”: self interest, self conscious, self centered.
d. Use two hyphens to make a dash. Do not place a space before or after the dash.
EXAMPLE
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Previous studies -both published and unpublished -are listed.
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e. In most cases, do not use hyphens in words with prefixes.
EXAMPLES
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aftereffect posttest
antisocial preexperimental
bilingual prowar
coeducation pseudoscience
counterbalance semidarkness
extracurricular resensitize
nonsignificant ultrahigh
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f. Use hyphens in words with prefixes when:
(1) The base word is capitalized (pro Freudian), a number (post-1960), or an abbreviation (pre-USC trial).
(2) It is needed to clarify spelling and meaning (e.g., re-pair for pair again, re-form for form again).
(3) It is needed to avoid awkward double vowels (e.g., anti-intellectual, co-occur, but cooperate).
Spacing After Punctuation Marks
Uniformity with respect to spacing after punctuation marks is essential within a report. The following rules conform with both Navy style and general practice:
a. Leave two spaces after periods in the following cases:
(1) The end of sentences.
(2) After numbers or letters in headings, when text follows.
(3) After number or letter symbols in lists or enumerations.
(4) After a capital Roman numeral in primary heads.
(5) After each element in a bibliographic reference entry.
b. Leave one space after all commas and semicolons.
c. Leave two spaces after all colons.
d. If parentheses enclose a number or letter used as a symbol in a heading, in an enumerated list, or in an enumeration in paragraph form, leave only one space.
e. Leave no spaces before or after a dash (two hyphens).
CAPITALIZATION
The styles for capitalization are varied. The best advice is to be consistent throughout a document. Using initial caps only when mandatory will decrease the chances for inconsistency within a document.
a. In the text, use initial caps for each word in the titles of books (underline the title) and journal articles (place the title in quotes).
b. Place the names of Navy ships in all caps and follow with the ship’s hull number in parentheses; e.g., USS NIMITZ (CVA 68). Do not place a hyphen between the ship type designator and the ship number.
c. Capitalize the word fleet only when part of a specific name; e.g., Atlantic Fleet, 6th Fleet.
d. Capitalize Navy, meaning the United States Navy. Terms such as navy officers and enlisted men, naval maneuvers, and navy practices are not capitalized.
e. Capitalize the abbreviations for Navy ranks; e.g., ADM Brown, CDR Weir. A complete list of correct rank abbreviations is included in Table 1.
f. Do not capitalize expressions such as, phase I, page 1, chapter 4, section 2, paragraph 5-2, row 3, column 5.
g. Capitalize factors within a factor analysis; e.g., the Activity factor.
h. Capitalize the first word in table heads, major words in table titles, and the first word in a figure caption.
i. Capitalize the word table, figure, or appendix only when referring to a specific case (e.g., Table 1 or Appendix A).
j. Use initial caps for enlisted ratings; e.g., Boatswain’s Mate, Fire Control Technician, Yeoman.
k. Material typed in all caps can be difficult to read. Therefore, limit—or avoid altogether—the use of all caps for emphasis.
METRICATION
SECNAVINST 4120.19B implements DOD policies and procedures for use of the metric system. One of these policies calls for the inclusion of metric units of measurement in addition to or in place of inch and pound units in technical reports, studies, and position papers.
The metric system being used by DOD (and APA) is the International System of Units, which is an extension and refinement of the traditional metric system. The APA Publication Manual, Fourth Edition, contains a number of tables intended to assist authors in converting physical measurements to metrication. Use these tables when metric units of measurements are required in NAVAIRWARCENTRASYSDIV reports.
UNDERSCORING
Underscoring is used to emphasize a word or expression. However, do not overburden the report with underscores. The effect of emphasis is lost if it is overdone. Do underscore letters used as symbols for statistical concepts and for certain conventional test scores (e.g., t, N, df, an F ratio, a T score, a Q sort; the W, d, or F% of the Rorschach; the Hs and Pd scales of the
MMPI). Also, underscore titles of published books.
Table I
Correct Abbreviations of Military Ranks
Rank Abbreviation
____________________________________________________________________________
Navy and Coast Guard Officers
____________________________________________________________________________
Admiral ADM
Vice Admiral VADM
Rear Admiral RADM
Commodore COMO
Captain CAPT
Commander CDR
Lieutenant Commander LCDR
Lieutenant LT
Lieutenant Junior Grade LTJG
Ensign ENS
Chief Warrant Officer CWO5
Chief Warrant Officer CWO4
Chief Warrant Officer CWO3
Chief Warrant Officer CWO2
Warrant Officer WO
_________________________________________________________________________
Marine Corps, Air Force, and Army Officers
_________________________________________________________________________
Marines Air Force Army
General Gen Gen GEN
Lieutenant General LtGen Lt Gen LTG
Major General MajGen Maj Gen MG
Brigadier General BGen Brig Gen BG
Colonel Col Col COL
Table I (Continued)
_________________________________________________________________________
Marines Air Force Army
Lieutenant Colonel LtCol Lt Col LTC
Major Maj Maj MAJ
Captain Capt Capt CPT
First Lieutenant 1stLt 1st Lt 1LT
Second Lieutenant 2ndLt 2nd Lt 2LT
Chief Warrant Officer 5 CWO5 CW5
Chief Warrant Officer 4 CWO4 CW4
Chief Warrant Officer 3 CWO3 CW3
Chief Warrant Officer 2 CWO2 CW2
Warrant Officer WO WO1
________________________________________________________________________
Navy and Coast Guard Enlisted
________________________________________________________________________
Master Chief Petty Officer
of the Navy MCPON
Master Chief Petty Officer of
the Coast Guard MCPOCG
Master Chief Petty Officer MCPO
Senior Chief Petty Officer SCPO
Chief Petty Officer CPO
Petty Officer First Class PO1
Petty Officer Second Class PO2
Petty Officer Third Class PO3
Airman (includes Apprentice
and Recruit) AN or AA or AR Table I (Continued)
Constructionman (includes Apprentice
and Recruit) CN or CA or CR
Dentalman (includes Apprentice
and Recruit) DN or DA or DR
Fireman (includes Apprentice
and Recruit) FN or FA or SR
Hospitalman (includes Apprentice
and Recruit) HN or HA or HR
Seaman (includes Apprentice
and Recruit) SN or SA or SR
____________________________________________________________________________
Marine Corps Enlisted
____________________________________________________________________________
Sergeant Major of the
Marine Corps SgtMaj
Sergeant Major SgtMaj
Master Gunnery Sergeant MgySgt
First Sergeant 1stSgt
Master Sergeant MSgt
Gunnery Sergeant GySgt
Staff Sergeant SSgt
Sergeant Sgt
Corporal Cpl
Lance Corporal LCpl
Private First Class PFC
Private Pvt
Table I (Continued)
Army Enlisted
Sergeant Major of the Army SMA
Command Sergeant Major CSM
Sergeant Major SGM
First Sergeant 1SG
Master Sergeant MSG
Platoon Sergeant PSG
Sergeant First Class SFC
Staff Sergeant SSG
Sergeant SGT
Corporal CPL
Private First Class PFC
Private PVT
Specialists (all grades) SP 7
SP 6
(etc.)
____________________________________________________________________
Air Force Enlisted
____________________________________________________________________
Chief Master Sergeant of theAir Force CMSAF
Chief Master Sergeant CMSgt
Senior Master Sergeant SMSgt
Master Sergeant MSgt
Technical Sergeant TSgt
Staff Sergeant SSgt
Sergeant Sgt
Senior Airman SrA
Airman First Class AIC
Airman Amn
Airman Basic AB
Note. Source – SECNAVINST 5216.5D
EQUATIONS AND FORMULAS
Although an author may be able to quickly set down in longhand page after page of equations, getting such copy into print requires tedious and painstaking efforts. Therefore, take pains with the symbols of mathematics to reduce the problem.
Some general rules applicable to equations are:
a. Unless an essential statistical formula can be typed easily in a single line, place it on a widely spaced line by itself. In text, all simple fractions should be turned (typed on one line of text, with the diagonal or slant used in place if the horizontal line; e.g., 2 3/4).
b. Number equations consecutively and place the number in parentheses to the right of the equation to which it refers. When referring to these equations, designate them as equation 1, equation 2, etc.
c. When an equation is displayed (set on a widely spaced line by itself) as part of a sentence in the text, use normal punctuation.
EXAMPLES
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In this case, let
PN = (T/K6)2, (end of Sentence) (1)
However, when
PN = a + b, (comma separation) (2)
another variability is implied. In addition, if
PN = c + d, (comma separation) (3)
e
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d. Avoid the use of semicolons at the end of a displayed equation by rephrasing the preceding part of the sentence so that the equation ends the sentence.
e. In typing single letter terms in the text (e.g., a, b, c), underscore them to distinguish them as mathematical terms (e.g., “If a were a parameter, then c would be . . . “).
f. Do not break a short equation in text at the end of a line. Reword the sentence to fill out the line or center the equation on a line by itself.
g. Set an equation too long for one line flush left and set the second half flush right. Balance the two parts as nearly as possible.
h. Align two or more equations in series on the equal signs and center them on the longest equation in the group.
i. Set connecting words of explanation (e.g., hence, therefore, and similarly) flush left, either on the same line with the equation or on a separate line.
j. Make parentheses, braces, brackets, integral signs, and summation signs the same height as the mathematical expressions they include.
NUMBERS
The important rules on using numbers include:
a. Use Arabic rather than Roman numerals except in special circumstances (e.g., Mark I Torpedo, phase II).
b. As a general rule, use a figure for a single number of 10 or more. However, do not start a sentence with numbers that require more than two words.
EXAMPLES
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Wrong: Three hundred and fifty students took the test.
Right: The test was given to 350 students.
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c. Use figures for groups of two or more numbers or for related numbers, if any one number is greater than nine.
EXAMPLE
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Each of 15 students (9 Radiomen and 6 Yeomen) was given a different problem.
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d. Use figures for all units of measurement (e.g., 5 days, 7 years, 200 MHz, 10 degrees). Remember that all references to physical measurements (e.g., feet, inches) must include metric units of measurement in addition to or in lieu of U.S. customary units (see “Metrication”).
e. Use figures in a series; e.g., 1, 3, 5, and 8.
f. Use the same rules for ordinal numbers.
EXAMPLES
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The fourth group contained three items.
He completed the 8th and 12th sessions.
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ABBREVIATIONS AND ACRONYMS
Abbreviations of Long Terms
The following rules apply to abbreviations and acronyms for long terms:
a. Spell out the long term the first time it is used and follow it with the abbreviation or acronym in parentheses.
b. If a long term is used only once or twice in a report, do not bother with an abbreviation or acronym unless it is important to do so (e.g., if the acronym has become recognizable by use).
c. Do not spell out an abbreviation or acronym that has become so well known that it is universally understood or has entered the language as a word. Sonar and radar are now considered words rather than abbreviations for “sound navigation and ranging” and “radio detection and ranging.” Other abbreviations that need no explanation include IBM, UNICEF, IRS, USN, USCG, USMC, NATO, FCC, UN, provided they are used in a context that makes recognition immediate.
d. If a report has a large number of abbreviations and acronyms, include a list for clarity.
e. Do not invent another acronym unless it enhances communication or the visibility of a new system, test, or procedure.
f. Plural acronyms are written without an apostrophe (e.g., TRs). Omit the apostrophe for plurals if the “s” can stand alone without confusion (e.g., 1980s).
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