STYLE GUIDE

CONTENTS

Introduction
Manuscript Preparation
Style
Notes
Bibliographies
Indexing
Permissions
Marking Proofs
Glossary

INTRODUCTION

Cooperation between author and publisher is crucial to the orderly production of a book. The numerous steps involved in transforming a manuscript into a published work usually require a minimum of nine to twelve months. A poorly prepared manuscript, author delays in obtaining permissions to quote or in returning materials, slowness in proofreading or indexing, and excessive rewriting after a work is typeset can extend the time required long beyond a year. In order to reduce production time, the press keeps authors informed of the progress of their manuscripts so they can schedule time to do their part. Authors should be aware that their delays affect production time and costs and, ultimately, increase the price charged for the book.

On receiving a manuscript, the production staff at the press checks it over for any special features that may require additional work. The manuscript is then assigned to a copyeditor, who reads it carefully for factual and grammatical correctness and makes suggestions for improving the presentation of the material. The edited manuscript is returned to the author, whose task at this point is to review the editor’s changes and suggestions, respond to the editor’s queries, and reread the text for accuracy. This is the last time that an author sees the text before it is typeset. Any substantive changes or corrections should be made at this time. Author alterations at the galley and/or page proof stages amounting to more than 10 percent of the basic composition costs will be billed to the author. Once corrections have been made, the manuscript is returned to the editor for a final cleanup.

Next, a book designer determines the type specifications and prepares instructions for handling any special elements, such as tables, figures, or photographs. The text is then typeset, proofread, corrected, reproofread, and indexed (see relevant sections below). Simultaneously, the dust jacket or cover is prepared. The typesetter’s final product, with assembly instructions, is sent to a printer, who produces the bound book. Each step in designing, typesetting, and printing is time-consuming and involves the labor of many professionals.

The purpose of the following suggestions for manuscript preparation is to eliminate errors in the finished book, to speed the editing and production processes, and to lower production costs. These guidelines are intended to result in the production of a professional publication and an attractive book of which both author and publisher will be proud.

The best way for an author to ensure accurate, speedy, and economical publication of a work is to submit a clean manuscript prepared in accordance with high professional standards. A manuscript that deviates substantially from Hoover Institution Press standards may be returned to the author for additional work.

The production staff at the press welcomes questions from authors about manuscript preparation and special formatting problems. It is to the advantage of both author and publisher to solve problems before production begins.

MANUSCRIPT PREPARATION

Elements of a Manuscript:

Title page
Dedication
Contents (include manuscript page numbers)
List of illustrations
List of tables
List of abbreviations
Foreword
Preface
Acknowledgments
Introduction
Text
Appendixes
Notes
Glossary
Bibliography
Tables
Figures

The pages of the manuscript should not be fastened together in any way.

Numbering

Number all manuscript pages—front matter, text, notes, and back matter—consecutively from the first to the last page (not by chapter or section). Numbers should be placed in the upper right-hand corner of each page, clearly separated from the text.

Number of Copies

Submit an original and one photocopy of the manuscript, along with an electronic file of the manuscript on an IBM- or Macintosh-compatible disk. The author should retain one copy for personal files.

Creating the Manuscript

Completed computer files for your manuscript should be saved in your word processing application (most common are WordPerfect^TM and Microsoft Word^TM). Please note on the disk label which application and version you are using, and whether your system is an IBM-PC or MacIntosh (please also note what operating system you are using). Submit a complete hard copy of your manuscript along with the disk.

The hard copy should be clearly printed, using a common and legible serif font on good-quality white paper. The text should be double-spaced but otherwise unformatted as the formatting will be done later. Do not underline text unless those words are to be italicized.

A professionally prepared manuscript reduces production errors and results in time and cost savings. It is the author’s responsibility to submit clean copy to the press.

Spacing

Double-space all copy, including extracts, appendixes, notes, bibliographies, and indexes.

Chapter Titles and Subheadings

Capitalize titles and subheadings the same as titles of books and journal articles (see Notes and Bibliographies). Do not use all capitals.

Subheadings are designated as A-, B-, and C-level headings.

1. Center major (A) headings on a separate line.

2. Place secondary (B) headings on a separate line beginning at left margin without indention (flush left, no period).

3. Give C-level headings a paragraph indention, place period after heading, make three spaces, and continue text on same line.

4. Keep headings—and also book, chapter, and table titles—as short as possible. Designing long headings and titles so they will look well on a printed page is difficult. Long chapter titles must be shortened so that they can be used as running heads at the tops of pages.

Extracts

Double-space extracts and leave two extra lines of space above and below. Indent all extract copy from the left and right margins.

Margin

Use consistent margins of approximately 1½ inches on top, bottom, and sides.

Foreign-Language Problems

Inconsistencies in spelling, capitalization, transliteration, and placement of diacritics in foreign words occur frequently in manuscripts submitted to the press. Hoover editors cannot assume responsibility for correcting such errors, and authors must be particularly careful in these matters.

In some instances, authors whose native tongue is not English may have difficulty with syntax and style. It is essential that such authors request a colleague or editor to polish their manuscripts prior to submission.

Footnotes (Notes)

Footnotes should be typed double-spaced on separate sheets, never at the foot of pages or interlineated with the text. Allow the same margins used in the text. Each footnote should begin on a new line with a paragraph indention and end with a period. Footnote numbers in the text should be typed above the line without parentheses, periods, or slash marks. The number introducing the note itself should be typed on the same line as the note and followed by a period. (See Notes and Bibliographies.)

Bibliographies and Reference Lists

Each item in a bibliographic list should begin flush left (with no paragraph indention). In entries requiring more than one line, runover lines should be indented three spaces. All bibliographic material must be typed double-spaced. Leave two blank lines between items. (See Notes and Bibliographies.)

Tables or Figures

Please submit all tables and figures as hard copy as well as on disk (specify what program you used to create the tables and figures). In planning a table, make sure that it does not exceed the size limits of the book page (4 ½" by 7" ). The width of the table, controlled by the number of columns and the width of the material in them, is the significant factor. A table too long for one page may continue on subsequent pages, but the remedies for an overly wide table are extremely limited.

Tables should be numbered consecutively throughout a chapter. Type or paste each table on a separate sheet of paper; indicate placement of the table or figure in the text. Be sure to include titles and sources and to label notes to tables with lowercase letters (a, b, c) rather than with numbers. Type notes double-spaced. (See Notes and Bibliographies.)

Maps, Charts, Illustrations

Maps, charts, and illustrations should be submitted in proper proportion and in camera-ready form; the press will take care of necessary reductions. Captions or legends should be typed on separate sheets. Place glossy prints or negatives in a separate envelope, well protected by sheets of stiff cardboard.

General Editorial Problems

Inconsistency of documentation in the manuscript (edition used, spelling of title and author’s name, translation of title, arrangement of elements in the proper order) is one of the most frequent editorial problems encountered in publishing. An author should give a full citation in the bibliography of every source mentioned in the notes, compile the bibliography directly from the notes, and carefully recheck every bibliographic entry before submitting the final manuscript for editing.

It generally takes nine months to one year to complete the editing and publishing process and even longer for potential readers to learn of a new book. What is “recent,” “present,” or “last year” at the time an author is writing may well be two or more years in the past by the time a book is in print or being read. Avoid the use of such phrases and specify exact dates instead.

Remember that if all readers were as well acquainted with a subject as the author, there would be no necessity for the book. Give the full name of all but the most famous people and identify them the first time they appear in the text. Write out all acronyms except U.S., U.N. (as adjectives), USSR, and NATO at their first appearance. Explain events, theories, and technical terms instead of just referring to them.

STYLE

The following rules are meant as a general guide to Hoover Institution Press style. We prefer that they be observed, but style in individual books, if consistent, may depart somewhat from the usages explained below.

Capitalization

Follow the University of Chicago Press’s Manual of Style (chapter 7). Capitals should be used as sparingly as possible. If there is any doubt, opt for lowercase. Do not capitalize a title unless it directly precedes a personal name. Capitalize “Communist” when it is used as a noun to refer to a person; lowercase it when used as an adjective except in the formal name of an organization or party or in a phrase such as Communist China. “Party” should be capitalized only in the full, formal name of a party.

Spelling and Hyphenation

In general, Hoover follows Webster’s Tenth New Collegiate Dictionary (published in 1993) for spelling. If you insist on a variant spelling (“grey” rather than “gray,” for example), call it to your editor’s attention and use it consistently throughout your work.

Spelling of foreign-language words and unusual technical terms must be carefully checked by the author, as the editor and proofreader are not always equipped to check these.

British spellings are not acceptable unless they occur in quotations or titles of publications. You should verify their occurrence, and indicate in the margin that the spelling has been checked.

Modern usage tends more and more to eliminate hyphens formerly common between prefixes and root words (“reelect” rather than “re-elect”). Many exceptions survive, however (“anti-imperialism” is still preferred). Table 6.1, beginning on page 219 of The Chicago Manual of Style, is the best guide we can offer. Again, be attentive to consistency in the use of any given term.

Numbers

Spell out all whole numbers from one through ninety-nine, with the usual exceptions (see Manual of Style, 8.2–8.10). Spell out approximate numbers (“about one thousand”).

Dates

Use these forms: 1980s; January 1980; January 1, 1980; or 1 January 1980. Either form with a day date is acceptable provided it is used consistently throughout a book (including notes and bibliography). For inclusive year dates, repeat the century (1973–1978) unless the two years in question are successive and refer to a continuing unit (fiscal year 1980–81; the 1956–57 school year).

Acronyms and Abbreviations

Spell out the full name at its first occurrence and indicate the acronym in parentheses following the name—Socialist Action Party (SAP); use the acronym, not the full name, in all subsequent references. Do not indicate an acronym unless it occurs later in the text. Do not use an acronym (or an abbreviation, except for Mr., Mrs., Ms., and Dr.) at the beginning of a sentence. Generally periods follow each letter of two-letter acronyms (U.S., U.N.); acronyms of three or more letters usually do not include periods (USSR, NATO). Abbreviate titles only if both given name and surname follow (Gen. Douglas MacArthur, but General MacArthur). Never abbreviate the names of months in text. Do not use “i.e.” or “e.g.” in the body of a text; they are acceptable in notes (followed by comma).

Italics

Do not use italics for emphasis. Do not italicize foreign words if they can be found in the main word list in Webster’s Tenth.

Quotation Marks

Use for direct quotes. Do not use to express irony.

Extracts

Extracts should be at least five typeset lines in length (about eight typescript lines). Shorter blocks should be run-in with the regular text. Use three dots to indicate an omission within a sentence, and three dots after the closing punctuation for one at the end of a sentence (see Manual of Style, 10.48–10.63). Mark the length of an extract with a vertical line in the left margin.

Lists

For in-text lists, use (1), (2), (3), etc.; for indented, set-off lists, use 1., 2., 3., etc. Mark the length of list with a vertical line in the left margin. Items in a setoff list should not have any end punctuation, including the last item.

Series Commas

Use a comma before “and” in a series (A, B, and C).

Which/That

Use “which” for nonrestrictive clauses and “that” for restrictive clauses. Remember that a comma never precedes “that” in a restrictive clause (see Manual of Style, 5.42).

While/Although

Use “while” only in its temporal sense; use “although” in the sense of “despite the fact that.”

NOTES

Hoover Institution Press style for notes and bibliographies is based on the University of Chicago Press’s Manual of Style (see especially chapters 15–16). The press will accept deviations from this style only if an author can convince us of their necessity. Notes and bibliographies normally consume from 20 to 25 percent of an editor’s time if they are prepared correctly. If they are prepared incorrectly, they add considerably to both editor’s and author’s work (not to mention mutual frustration). Notes should be on separate pages and labeled by chapter.

The examples below cover only the most common cases. For additional information, consult the Manual of Style. Copy for notes and bibliographies should be double-spaced and proofread carefully for errors in names, numbers, and foreign languages.

Numbering

Notes should be numbered consecutively, beginning with 1, throughout a chapter. Notes to tables, charts, graphs, and illustrations (source notes) appear at the foot of the table or chart, not at the foot of the page or at the back of the book, and are numbered (and listed) separately for each table or chart. The source note is preceded by SOURCE: (in caps), and a note that applies to the table as a whole by NOTE: (in caps); notes that apply to elements within the table are labeled a, b, c . . . rather than 1, 2, 3 . . . . Source notes follow the form explained below; short titles are not used, however.

Short Titles

The first time a work appears in the notes to a chapter, it should be cited in full, giving all bibliographical data. Subsequent references to the same work in that chapter should use the short-title format. Do not use “op. cit.” For example, if the first occurrence of a work reads: Ralph J. Watkins, ed., Directory of Selected Scientific Institutions in Mainland China (Stanford: Hoover Institution Press, 1971), p. 228, then subsequent references in the same chapter might read: Watkins, Selected Scientific Institutions, p. 68. Note that “ed.” is not repeated. The short title of a journal article or of a chapter in a book is enclosed in quotation marks and set in roman (not italic) type. If two or more authors with the same surname were cited previously, give the author’s first name or initial: John Smith, “Indian Maidens,” p. 72. If a work has more than one author, cite all surnames: Smith and Jones, “Common American Surnames,” p. 20.

The short title should be selected so that it jars the reader’s memory. For the Watkins book, Directory or China would be less useful, especially if the text in question is about China and contains references to many works with “China” in their titles. The order in which the words appear in the title should not be changed. Chinese Scientific Institutions would be unacceptable for the Watkins book. In general, titles with five words or less are not shortened except by omission of an initial article.

Ibid.

“Ibid.” is an abbreviation and is always followed by a period. Do not italicize it. It can be used only if the preceding note has one item. It replaces the author’s name, the title, and as much of the succeeding material as is identical:

1. Watkins, Selected Scientific Institutions, p. 68.

2. Ibid., p. 72.

3. Ibid. (The same page as the preceding note.)

Personal Names

In notes, names are cited first name first and followed by a comma. A name should be given as it appears on the title page, except that full names, if known, may replace initials (see Manual of Style, 15.81–15.82 and 16.22). If author or editor is unknown, the citation begins with the title. As many as three authors may be cited. If there are more than three authors, the name of the first author cited on the title page of the work is used, followed by “et al.” The names of editors, compilers, and translators should be given as necessary. Note the use of commas in the following examples.

1. Yuan-li Wu and Chun-hsi Wu, . . .

2. Clarence C. Clendenen, Robert Collins, and Peter Duignan, . . .

3. Peter Duignan et al., . . .

4. Seymour Martin Lipset, ed., . . .

5. Milorad M. Drachkovitch and Branko Lazitch, eds., . . .

6. Hendrik W. van der Merwe et al., eds., . . .

7. Marin Pundeff, ed. and comp., . . .

8. Ronald H. Chilcote, comp., . . .

9. Rene Gauze, The Politics of Congo-Brazzaville, trans. Virginia Thompsen; ed. Richard Adloff . . .

10. C. S. Chen, ed., and Charles Price Ridley, trans., . . .

The names of editors, translators, and compilers precede the title of the book if no author’s name is cited and follow the title if the author is cited.

Titles

The title of a book or a journal or any other single publication is italicized (underlined in typescript). Titles of journal articles, chapters in books, or unpublished works are set in roman type and enclosed within quotation marks. In English titles, all words should be capitalized except articles, prepositions, and coordinating conjunctions (unless they begin the title). Capitalization in foreign-language titles should follow the conventions of the language in question. Translations of foreign-language titles are enclosed in brackets and set in roman type, without quotation marks; only the first word and proper names or adjectives are capitalized. Translation of French- or German-language titles is not necessary; translation of titles in other languages is optional but helpful. A colon appears between title and subtitle (regardless of the punctuation that appears on the title page); the first word after the colon is always capitalized. A subtitle may be omitted if the full title is given in the bibliography. Set off, with commas, dates not grammatically related to the rest of the title. (“Berlin, 1961,” but “Berlin in the 1960s”).

Series titles may be added; they follow the title of the work cited, are set in roman type, are capitalized as explained above, and are not enclosed in quotation marks or parentheses. Data on editions and volumes follow the title. No punctuation follows the final item in the title field except for a period after an abbreviation.

Note details in the following models.

1. Robert Hessen, In Defense of the Corporation (Stanford: Hoover Institution Press, 1979), p. 56.

2. Ramon H. Myers, ed., Two Chinese States: U.S. Foreign Policy and Interests (Stanford: Hoover Institution Press, 1978), pp. 97–102.

3. H. Eugene Bovis, The Jerusalem Question, 1917–1968 (Stanford: Hoover Institution Press, 1971).

4. A. P. Martinov, Moia sluzhba v Otel’ nom korpuse zhandarmov: Vospominaniia (My service in the special corps of gendarmes: Reminiscences), ed. Richard Wraga (Stanford: Hoover Institution Press, 1972), chap. 5.

5. Chong-Sik Lee, Korean Workers’ Party: A Short History, Histories of Ruling Communist Parties, no. 5 (Stanford: Hoover Institution Press, 1978), p. 42.

6. Thomas Karis and Gwendolen M. Carter, eds., From Protest to Challenge: A Documentary History of African Politics in South Africa, 1882–1964, 4 vols. (Stanford: Hoover Institution Press, 1977), 4: 150.

7. Peter Duignan and Lewis H. Gann, eds., Colonialism in Africa, 1870–1960, vol. 1, The History and Politics of Colonialism, 1870–1914 (Stanford: Hoover Institution Press, 1969), p. 217.

8. Richard F. Staar, Communist Regimes in Eastern Europe, 3d rev. ed. (Stanford: Hoover Institution Press, 1977), p. 82.

9. Richard Whalen, “International Business,” in Peter Duignan and Alvin Rabushka, eds., The United States in the 1980s (Stanford: Hoover Institution Press, 1980), pp. 639–60.

10. Benjamin Ward, “Workers’ Management in Yugoslavia,” Journal of Political Economy 65 (September 1957): 373–86.

11. Yoshihiro Tsurumi, “Technology Transfer and Foreign Trade” (Ph.D. diss., Harvard University, 1968), p. 47.

12. Nicholas R. Lardy, “The Impact of Technology Transfers” (Paper delivered at the Workshop on the Development of Industrial Science, St. George, Bermuda, January 3–7, 1979), p. 2.

Facts of Publication

The preceding examples illustrate the common format for citing publication data for books (city of publication: publisher’s name, date). If the place-name cited is not widely known, the abbreviation of the state or country name should be added (Englewood Cliffs, N.J.: Prentice-Hall, 1972). Always distinguish Cambridge, Mass., from Cambridge, Eng. Note that the abbreviations used for state names are the traditional ones and not the two-letter codes, which are used only with zip-code addresses. The English version of a place-name should be used instead of the foreign name: Rome, not Roma; Vienna, not Wien. Most scholarly books have foreign sales, and an author should remember that foreign readers may not be familiar with American geography: thus (Princeton, N.J.: Princeton University Press, 1967); (New Haven, Conn.: Yale University Press, 1972); and (Ithaca, N.Y.: Cornell University Press, 1976). (It is not necessary to place “Calif.” after Stanford in Hoover publications, however.) When the name of the state appears in the publisher’s name, only the city is given: (Austin: University of Texas Press, 1959); (Madison: University of Wisconsin Press, 1946). If the publisher is unknown, show the place-name and date: (New York, 1904). If neither the place of publication nor the publisher is known, use n.p. (n.p., 1968). The corresponding abbreviation for an unknown date is n.d. (New York: Star Press, n.d.). Total lack of publication data is indicated by (n.p., n.d.).

In the publisher’s name, the initial “The,” “Inc.,” “Ltd.” and the like are omitted. The word “and” may be replaced by an ampersand (&) and “Company” may be abbreviated to “Co.”; this must be done consistently.

Citations of copublished books should identify both publishers (Stanford: Hoover Institution Press; Baltimore: Johns Hopkins University Press, 1967).

If the title page cites the name of a subsidiary press, cite the name of the parent press first and then the name of the subsidiary (Cambridge, Mass.: Harvard University Press, Belknap Press, 1965); (New York: Doubleday, Anchor Press, 1972).

Page numbers are cited either as single pages or inclusive running pages: p. 67; pp. 71–72. Note the following forms for citing inclusive pages over 100: 99–101, 100–105, 101–5, 108–11, 121–22, 199–201, 222–23, 1000–1001, 1223–224. No comma should be used in page numbers above 1000 to avoid confusion with the form used to cite volume and page numbers together. Do not use “ff.”

Volume numbers should be given in arabic numbers. When both volume and page numbers are given, the proper form is 2:167; 44:172–73.

In citations of scholarly journal articles, no punctuation separates the title from a following arabic numeral. The title is followed by a comma if the next element is a letter. Convert all roman numerals into arabic numbers. If the volume is paginated consecutively across issues, it is not necessary to cite the issue number. The date of publication shown should cite the minimum facts necessary to locate the item.

1. American Economic Review 62 (1972): 777–95.

2. American Historical Monthly 47, no. 3 (March 1946): 21.

3. RFE Survey 62, no. 46 (April 4, 1967): 46.

4. Western Review, no. 10 (June 1927): 32–34.

Many foreign journals follow the system of using the year date as the volume number. In such cases, it is not necessary to repeat the year date: Zhongguo jingji 1975, no. 2 (February): 61.

Citations of popular magazines or newspapers do not show volume or issue numbers.

1. Harper’s, March 1980, p. 14.

2. Time, March 16, 1980, p. 22.

3. New York Times, March 16, 1980, p. 1.

BIBLIOGRAPHIES

Convenience to the reader should be the prime concern in compiling bibliographies. Bibliographies should be broken into subject listings only if this will aid the reader. Generally a single alphabetical listing is the best format.

A bibliography should include all works cited in the notes. In compiling a bibliography, an author should keep in mind that reviewers often judge books on the basis of the bibliography and that omission of an important work may cause negative comments. A good bibliography is often a review of the literature on the subject in question and includes not only the works cited in the notes, but other works dealing with the same subject as well. However, a bibliography should include only works which will be of substantive help to the reader, not simply every work that the author has read.

In bibliographies, unlike notes, authors are cited surname first, periods rather than commas appear after the main parts of the entry, and page numbers are not cited for monographs. The following are the bibliographic equivalents of some of the items cited earlier as examples of notes.

Bovis, H. Eugene. The Jerusalem Question, 1917–1968. Stanford: Hoover Institution Press, 1971.

Chen, C. S., ed., and Charles Price Ridley, trans. Rural People’s Communes in Lien-chiang: Documents Concerning Communes in Lien-chiang County, Fukien Province, 1962–1963. Stanford: Hoover Institution Press, 1969.

Chilcote, Ronald H., comp. Emerging Nationalism in Portuguese Africa: A Bibliography of Documentary Ephemera through 1965. Stanford: Hoover Institution Press, 1969.

Drachkovitch, Milorad M., and Branko Lazitch, eds. The Comintern: Historical Highlights. Stanford: Hoover Institution Press, 1966.

Duignan, Peter, and Lewis H. Gann, eds. Colonialism in Africa, 1870–1960,vol. 1, The History and Politics of Colonialism, 1870–1914. Stanford: Hoover Institution Press, 1969.

Gauze, Rene. The Politics of Congo-Brazzaville. Translated by Virginia Thompsen; edited by Richard Adloff. Stanford: Hoover Institution Press, 1973.

Lardy, Nicholas R. “The Impact of Technology Transfers.” Paper delivered at the Workshop on the Development of Industrial Science, St. George, Bermuda, January 3–7, 1979.

Lee, Chong-Sik. Korean Workers’ Party: A Short History. Histories of Ruling Communist Parties, no. 5. Stanford: Hoover Institution Press, 1978.

Martinov, A. P. Moia sluzhba u Otdel’ nom korpuse zhandarmov: Vospominaniia (My service in the special corps of gendarmes: Reminiscences). Edited by Richard Wraga. Stanford: Hoover Institution Press, 1972.

Pundeff, Marin, ed. and comp. History in the U. S. S. R.: Selected Readings. Stanford: Hoover Institution Press; Dunmore, Penn.: Chandler Publishing Co., Intext Educational Publishers, 1967.

Staar, Richard F. Communist Regimes in Eastern Europe. 3d rev. ed. Stanford: Hoover Institution Press, 1977.

Tsurumi, Yoshihiro. “Technology Transfer and Foreign Trade.” Ph.D. dissertation, Harvard University, 1968.

van der Merwe, Hendrik W.; Nancy C. J. Charton; D. A. Kotze; and Ake Magnuson, eds. African Perspectives on South Africa: A Collection of Speeches, Articles and Documents. Vol. 1. Stanford: Hoover Institution Press, 1978.

Ward, Benjamin. “Workers’ Management in Yugoslavia.” Journal of Political Economy 65 (1957): 373–86.

Whalen, Richard. “International Business.” In Peter Duignan and Alvin Rabushka, eds., The United States in the l980s. Stanford: Hoover Institution Press, 1980, pp. 639–60.

Wu, Yuan-li, and Chun-hsi Wu. Economic Development in Southeast Asia: The Chinese Dimension. Stanford: Hoover Institution Press, 1979.

INDEXING

References

The best guide to indexing is Sina Spiker, Indexing Your Book: A Practical Guide for Authors (Madison: University of Wisconsin Press, 1954). Other readily available works with chapters on indexing are The Chicago Manual of Style (Chicago: University of Chicago Press, 1993) and Words into Type (Englewood Cliffs, N.J.: Prentice-Hall, 1974). Note that the style introduced in these books differs from that used by Hoover Institution Press. In all cases of divergence, Hoover Institution Press style should be followed.

Procedures

On the page proofs, underline names, words, and so forth, to be indexed. In the margins, write suitable phrases for headings and subheadings, and indicate spans of pages for entries running more than one page. Then transfer entries to index cards, combine, cross-reference, alphabetize, and edit. Type the index double-spaced, one column per page, and proofread it carefully.

Contents

Index the text proper, tables and figures, and any discursive matter in the notes. Do not index the front matter or bibliography. In selecting items to be indexed, remember that the purpose of an index is to help a reader find substantive information in the text. Do not include casual references to persons or places. The names of other scholars mentioned in the text should be included only if their views are discussed at some length. An index is not a glossary; neither is it a list of proper names. Subjects are more difficult to index, but their inclusion is essential.

Length

The ideal length of an index is one printed page of index per 40–50 pages of text. A printed index page contains about one hundred entries. Here “entries” refers to word categories: “Smith, John, 9, 106, 345” counts as one entry, not three; “Smith, John, 10, 22; in Virginia, 97–103; influence on English views of America, 110–13” counts as three. The disadvantages of a skimpy index are obvious. An excessively long index is usually one whose usefulness is impaired by inadequate consolidation of entries or by the inclusion of trivia not really useful to the reader. By the time an index is being prepared, the total number of allowable pages has been determined. An author who submits an overly long index runs the risk that an editor who may never have read the text or knows little about the subject will confront the task of reducing the index to acceptable size.

Freelance Indexers

The press can recommend several freelance indexers. An author’s own university press or publications office may be able to recommend indexers in the area. Preparation of an index and any expenses connected with it are the author’s responsibility. As of 2002, freelance indexers in the San Francisco Bay Area were charging $4.00–4.50 per indexable page.

Entries

The heading of an entry should follow the form given in the text in regard to capitalization, italicization, spelling, and phrasing. If the phrase “Paris Peace Treaty” was used in the text, do not decide now that “Versailles, Treaty of” is preferable. No entry should contain more than ten number units (10, 10–11, and 10–19 passim each count as one number unit). Entries containing more than ten units should be broken into subentries. Conversely, no entry should be broken into subentries if it contains fewer than seven units unless it concerns a major subject in the text or the subentries refer to substantially different aspects of the heading (for example, New York: city, 45, 52–53; state, 60–62).

Note that no entry ends with a period

Subentries

No subentry should contain more than ten number units. Avoid unnecessary breakdowns and try to keep the wording of the heading as short as possible. Subentries are ordered numerically by the first page number, not alphabetically. An exception is subentries that list numerically ordered entities like congresses. Note the use of punctuation in the following examples.

Communist Party of the Soviet Union: First Congress, 2, 6, 19–22, 30; Second Congress, 17, 23; Third Congress, 15; Twenty-second Congress, 3–5

Oil, 616–17, 623–24, 725; regulation, 221, 227–34; prices, 255, 537, 539–40

Prices: supports, 12, 15; wage and price controls, 21–22, 33–40; and controls on energy use, 221–35 passim, 249–50

Trade, international, 5, 21–22, 571–72; liberalization, 585, 598, 608; restrictions, 585–95 passim, 605, 609–10, 615

Cross-references

There are three main kinds of cross-references.

1. Foreign correspondents. See Copeland, H. M.; Zabriski, Detlev

Kolkhoz, 136, 408, 517. See also Collectivization: Peasants

Fiscal policy, 71. See also names of individual policies

For specific cross-references, italicize see and see also; nonspecific cross-references have all instructions italicized.

2. If an entry has two equally plausible forms, choose one and cross-reference from the other.

Farm cooperatives, 12, 15–19, 131–33,

140–59 passim, 173, 208–9, 270

Cooperatives. See Farm cooperatives

3. If only two or three page units occur in such an entry, omit the cross-reference and index the item in both places.

Banking: regional, 10–12; central, 56, 309–12

Central banking, 56, 309–12

Regional banking, 10–12

Important here is not only user’s convenience but brevity; it is shorter to repeat “10–12” than to substitute “See Banking.”

Alphabetization

Use the letter-by-letter system to the first mark of punctuation; that is, ignore spaces and hyphens between words, and ignore punctuation within an unbroken phrase. “Smith, John” precedes “Smith, Almond, and Jones.” The first is alphabetized by the key word, “Smith”; the second by the full name of the company. The example below shows how the letter-by-letter system differs from the word-by-word system.

Capitalization

Always capitalize the first word in an entry. Capitalize other words as in the text.

Page numbers

Order page numbers within an undivided entry or a subentry sequentially. Use the following system for inclusive pages: 20–21, 96–99, 100–104, 105–6, 107–10, 112–13 (not 20–1, 96–9, 100–4, or 100–04, 105–06, 107–110, 112–3).

Do not use “f” or “ff” to indicate “the following page(s).” If a connected discussion runs over several pages, show inclusive pages (20–22); if separate mentions occur on successive pages, show each page (20, 21, 22).

Use passim (meaning “here and there”) for a cluster of references in close but not consecutive sequence. In a passim unit, no page reference should be over three pages from the last mention in text: “13, 16, 17, 20” qualifies for “13–20” passim; “13, 14, 18, 20” does not.

Time

An index should be completed within two to three weeks of receipt of page proofs.

PERMISSIONS

Under the Copyright Act of 1976 implemented January 1, 1978, any work is copyrighted as soon as it is created and recorded in some tangible form. No one may copyright a fact or an event. The law does not protect ideas, but it does protect the expression of them.

For individual authors, copyright protection extends for life plus 50 years. For anonymous or pseudonymous works or works of corporate authorship, protection extends for 100 years from the date of creation or 75 years from the date of publication, whichever is shorter. Works copyrighted before 1978 have variable terms of protection. The laws of most European countries are similar to the U.S. statute.

In effect, this means all created material, published or unpublished, including books, journal articles, texts of forthcoming publications, dissertations, texts of speeches or lectures, letters, translations, poems, plays, musical works, photographs, charts, and tables are copyrighted from the day they are given tangible form. Their reproduction or quotation is governed by the copyright law, and use without permission is punishable. The key word is permission; the law does not prevent reproduction—it prevents reproduction without permission.

The legal doctrine governing reproduction, the principle of “fair use,” is vague. The law states that “the fair use of a copyrighted work . . . for purposes such as criticism, comments, news reporting, teaching . . . scholarship, or research, is not an infringement of copyright.” “Fair use” depends on several factors: the nature of the material, the amount copied, the effect of copying on the copyright holder’s interest, public interest in the “free dissemination of information,” and the necessity of using “prior materials dealing with the same subject matter.” None of these provisions has yet been further defined in legal cases.

To protect itself and its authors, Hoover Institution Press requires that an author obtain permission to reproduce any of the following materials that are protected by copyright: photographs; graphs, charts, tables, or any other figures; quotations of more than 250 words from any one source, published or unpublished.

Material in government documents is in the public domain and may be reproduced freely.

Procedure for Obtaining Permission

Write to the publisher in the case of published works or to the author in the case of unpublished works and indicate the following:

1. The material that is to be quoted or reproduced, citing page and line numbers and the first and last word of the text to be reproduced

2. The title, publisher, date of publication, and approximate length of the text

3. A short description of the subject of the book (indicate that it is a scholarly work)

University and scholarly journal publishers are usually fairly liberal about allowing reasonable use of their material. Commercial publishers may require signing an agreement form stipulating the conditions under which the material may be used and the form of acknowledgment necessary. They may ask for a fee and a copy of the publication. If the conditions seem too restrictive or the fee too high, please contact Hoover Institution Press for advice. Keep all correspondence and send copies to the press.

If permission is refused, there are several options: reducing the amount of material quoted to under 250 words; summarizing instead of quoting; creating a graph, chart, table, etc., instead of reproducing someone else’s; or substituting another photograph or illustration.

Hoover Institution Press, like other publishers, takes a dim view of copyright infringement. A book will not be typeset until all necessary permissions have been obtained.

MARKING PROOFS

Page proofs are copies of the typesetter’s initial setting of a book. Because, in most cases, first proofs are photocopies or laser-printed proofs, the type may appear smaller, lighter, or harder to read than it will be in the published book. A duplicate set of pages is sent to the author for indexing.

Second proofs reflect the first set of corrections.

The master copy of the first proofs is read against the edited manuscript by a professional proofreader. Another copy is sent to the author for proofing. Proofreader and author corrections are collated on the master set of first proofs and then checked for adherence to type specifications before being returned to the typesetter for accurate page makeup.

When second proofs are received, they are checked against corrected first proofs by a professional proofreader. Again, any corrections are collated on the master page proofs, and they are returned, together with the index, to the compositor for preparation of camera-ready copy.

It is desirable, but not necessary, to use standard proofreading symbols. A list of these symbols can be found below. Be sure that corrections are clearly indicated and intelligible. Use colored pencils or ink and make some mark in the margin to indicate a line with a change. Marks made between the lines of type with no indication in the margin risk being overlooked. (In copyediting, marks are inserted directly in or above a line, as the typesetter is reading every word; in proofreading, marks must be made in the margins, with a caret mark or line through the offending character(s) to indicate where corrections are to be made.)

Alterations are very costly. Even a minor change in a line means that at least that line has to be located and deleted and a corrected line set and then inserted in the text. Often two or three lines are involved, and the author will be charged per line changed. The deletion or insertion of a word often means resetting the entire paragraph from the point of the change. This process is time-consuming, can delay publication, and often results in additional errors. By all means correct factual errors and grammatical or spelling mistakes. Now, however, is not the time to rewrite the book. Any major substantive changes should be made when the author answers the editor’s queries during the final editing stage.

GLOSSARY

AUTHOR ALTERATION (AA) A change from the manuscript copy after it has been set in type. Alterations are billed as a separate item (above the charge for original composition).

BACK MATTER Material following the text, such as the index, bibliography, etc.

BINDING The cover and materials that hold a book together.

BLEED An illustration that extends to the edge of the paper after it has been trimmed.

BLIND FOLIO A page number that is counted but not printed.

BLUE LINES See Silverprints.

BLURB Jacket or cover copy.

BROADSIDE A broadside page is one read sideways. Wide tables and illustrations are often run broadside.

BULK The thickness of paper measured in numbers of sheets per inch.

CAMERA-READY COPY The final proofs ready to be photographed for reproduction without further alteration. Often referred to as repro.

CAPS An abbreviation for capital letters.

CAPS AND SMALL CAPS Two sizes of capital letters.

CAPTION The title for an illustration or chart, table, etc., usually set above it. See Legend.

CARET A sign directing the compositor to insert a correction or addition.

CASEBOUND A book protected by a rigid cover, usually cloth wrapped around boards.

CHAPTER OPENING (CO) The number and title of a chapter, as well as the page layout for the beginning of the chapter.

COLD TYPE Any process that produces a photographic image for photomechanical reproduction.

COLLATE To transfer corrections from author’s proofs to master set of proofs.

COMPOSITION Setting a manuscript in type.

COMPOSITOR One who sets type.

COPYEDITOR One who prepares manuscript for publication.

COPYRIGHT The protection of certain kinds of property, among them literary property, which reserves to the author or proprietor the exclusive right to make, or have made, copies of his or her work.

COPYRIGHT PAGE The verso of the title page of a book, bearing the copyright notice and other information.

CROPPING Altering an illustration to improve the appearance of the image by removing extraneous areas. Cropping is performed by masking and marking the photograph or drawing as a guide to the camera person.

DELETE To remove material or to direct the compositor to do so.

DISPLAY MATTER Material set in larger or different type and on separate lines. Examples are the title page, chapter headings, and subheadings within the chapter.

DROP FOLIO A page number printed at the foot of the page.

DUST JACKET See Jacket.

ELLIPSIS Three spaced periods ( . . . ) used to indicate omission in quoted matter.

END MATTER See Back matter.

ENDPAPER A folded sheet pasted to the first and last signatures of a book, one end of which is pasted to the inside of the front and back covers. Stock is heavier than text paper.

EPIGRAPH A short quotation appearing at the head of a chapter, on a part-title page, or in the preliminaries.

EXTRACT A block quotation set in smaller type or on a narrower measure than the rest of the copy.

FOLIO A page number.

FOREWORD A short introductory piece usually written by someone other than the author.

FORMAT The shape, size, style, and appearance of a book.

FRONTISPIECE An illustration facing the title page.

FRONT MATTER The pages preceding the text including foreword, preface, etc.

GUTTER The two inside margins of facing pages.

HALF TITLE A brief title standing alone on a separate page preceding the title page.

HALFTONE The reproduction of a photograph whereby a screen, an extremely fine pattern of raised dots (in good-quality work 120 or more to the inch), prints as a continuous tone.

HEADING (HEAD) A general term referring to type set apart from the text.

INTERNATIONAL STANDARD BOOK NUMBER (ISBN) A number identifying the book to which it is assigned. The number consists of ten digits separated by hyphens. The first part, the publisher prefix, identifies the publisher (for Hoover Institution Press, 0-8179).

INTRODUCTION An introduction to a book, unlike a foreword or preface, is usually considered part of the text, although a very short introduction may be treated as part of the front matter.

ITALIC Slanting letters used mainly for foreign language words not in common usage.

JACKET A protective wrapping for a clothbound book. The blurb appears on the flaps.

LEADING The space between lines of type.

LEGEND The lines of descriptive matter that appear below an illustration.

LIGATURE Two or more connected letters.

LOWERCASE Uncapitalized letters (abbr. lc).

MARGINS The white space around the printed page.

MISPRINT Typographical error (PE).

NUMERALS Arabic numerals are the familiar series 1, 2, 3, . . . . Roman numerals are the series i, ii, iii, . . . used for numbering the preliminary pages of a book.

PAGE PROOF A copy of the type after it has been set into pages.

PART TITLE The title of a division of a book, usually printed alone on a page preceding the division to which it refers.

PASTE-UP Preparation of type and illustrations for page makeup. Also, the preparation of camera-ready copy.

PE Abbreviation for printer’s error. See Typographical error.

PENALTY COPY Copy difficult to typeset (heavily corrected, photocopied, faint, much in a foreign language, etc.) for which the compositor charges a certain percentage over the regular rate.

PERFECT BINDING A method of binding, commonly used for paperback books, in which an adhesive holds together the pages.

PERMISSIONS Documents giving an author or publisher permission to reproduce something—a poem, passage in a book, photograph, chart, map, table, etc.

PHOTOCOMPOSITION See Cold type.

PICA Twelve points.

POINT The printer’s basic unit of type measurement—0.0138 inch (approximately 1/72 of an inch).

PREFACE An element of a book containing the author’s formal statement of the purpose of the book and sometimes the acknowledgments, unless these are long enough to go on a separate page. See also Foreword; Introduction.

PRELIMINARIES The opening pages of a book, including the title page and other pages used to identify and explain the text. See Front matter.

PRINTER’S ERROR (PE) See Typographical error.

PROOF See Page proof.

PROOFREADERS’ MARKS An internationally used system for marking errors on proofs.

PUBLICATION DATE The date when books are offered for sale.

QUERY On manuscript or proof, a question addressed to the author or editor.

RECTO A right-hand page. See also Verso.

REFERENCE MARKS Numerals, letters, or symbols such as asterisks and daggers used to refer the reader to a note.

REPRINT To print a work a second or subsequent time without significant changes.

REPRO See Camera-ready copy.

REVERSE OUT An image appearing white surrounded by a solid block of color or black.

ROMAN The ordinary type style, distinguished from italic.

RUN IN To merge a paragraph with the preceding one or to insert new copy.

RUNNING HEAD A headline placed at the top of a page to show subdivisions of a work.

SIGNATURE A sheet of a book folded and ready for binding. It is usually 32 pages, but may be 64, 16, or 8 pages depending on the size of the press.

SILVERPRINT Photographic prints of camera-ready copy; also called blue lines.

SLANT See Solidus.

SLASH See Solidus.

SMALL CAPS Capital letters that are smaller than the regular capitals of a particular typeface.

SOLIDUS A slant line (/).

SPINE The part of a book binding visible when the book is shelved. Also called back-bone.

STOCK The paper used in bookmaking.

STYLE Rules of uniformity in matters of punctuation, capitalization, word division, spelling, and other details of expression. Rules adopted by a particular publishing or printing house are known as house style.

TIP-IN A separately printed sheet pasted, or tipped, into a book.

TYPOGRAPHICAL ERROR An error made by the compositor; also called printer’s error.

VERSO A verso page is a left-hand page. The verso of a given right-hand page is the back of that page.

VlRGULE See Solidus.

WIDOW A short line ending a paragraph at the top or bottom of a printed page; to be avoided when possible.

WORD DlVISION Dividing words at the end of a line. Webster’s Tenth New Collegiate Dictionary is currently the most widely accepted authority on syllable division.