CHAPTER 6:

Other Systems of Documentation

 

Other Systems of Documents

 

This appendix describes three documentation systems other than the MLA system. The appendix ends with a selected list of specialized style manuals.

 

6.1. ENDNOTES AND FOOTNOTES

 

Some scholars in the fields of art, dance, history, music, religion, theater, and theology use endnotes or footnotes to document sources.

 

6.1.1. Documentation Notes versus the List of Works Cited and Parenthetical References

 

If you use notes for documentation, you may not need a list of works cited or a bibliography. The first note referring to a source includes the publication information found in a bibliographic entry—the author's name, the title, and the publi­cation facts—as well as the page reference identifying the portion of the source you refer to at that point in the text. (Subsequent refer­ences to the work require less information; see B.1.9.) A biblio­graphic entry for a work published as part of a book or periodical usually ends with the inclusive page numbers for the entire work cited, but a documentation note, in contrast, ends with the page number or numbers only of the portion you refer to. Note form dif­fers slightly from bibliographic form in other ways (see B.1.3), and note numbers replace parenthetical references at the points in the text where citations are necessary (see B.1.2). Documentation notes appear either at the end of the text, as endnotes, or at the bottoms of relevant pages, as footnotes (see B.1.4).

 

6.1.2. Note Numbers

 

Number notes consecutively, starting from 1, throughout a research paper, except for any notes accompanying special material, such as a figure or a table (see 4.7). Do not number them by page or designate them by asterisks or other symbols. Format note numbers as supe­rior, or superscript, arable numerals (i.e., raised slightly above the line, like this), without periods, parentheses, or slashes. The numbers follow punctuation marks, except dashes. In general, to avoid interrupting the continuity of the text, place a note number, like a parenthetical reference, at the end of the sentence, clause, or phrase containing the material quoted or referred to.

 

6.1.3. Note Form versus Bibliographic Form

 

With some exceptions, documentation notes and bibliographic entries provide the same information but differ in form.

 

Bibliographic Form

A bibliographic entry has three main divisions, each followed by a period: the author's name reversed for alphabetizing, the title, and the publication data.

Tannen, Deborah. You Just Don't Understand: Women and Men in Conversation. New York: Morrow, 1990.

 

Note Form

A documentation note has four main divisions: the author's name in normal order, followed by a comma; the title; the publication data in parentheses; and a page reference. There is a period only at the end.

1 Deborah Tannen, You Just Don't Understand: Women and Men in Conversation (New York: Morrow, 1990) 52.

 

6.1.4. Endnotes versus Footnotes

 

In research papers, make all notes endnotes, unless you are in­structed otherwise. As their name implies, endnotes appear after the text, starting on a new page numbered in sequence with the preced­ing page. Center the title Notes one inch from the top, double-space, indent one-half inch (or five spaces, if you are using a typewriter) from the left margin, and add the note number, without punctuation, slightly above the line. Type a space and then the reference. If the note extends to two or more lines, begin subsequent lines at the left margin. Type the notes consecutively, double-spaced, and number all pages.

Footnotes appear at the bottoms of pages, beginning four lines (two double spaces) below the text. Single-space footnotes, but double-space between them. Otherwise, format a footnote like an endnote. When a footnote continues on the following page, add a solid line across the new page two lines (one double space) below the last line of the text and continue the note two lines (one double space) below the solid line. Footnotes for the new page immediately follow the note continued from the previous page, after a double space.

 

6.1.5. Sample First Note References: Books and Other Nonperiodical Publications

 

For additional information on citing the following types of sources, consult the related sections on bibliographic entries, indicated in parentheses after the headings.

 

a. A Book by a Single Author (5.6.1)

1 Francis Fukuyama, Our Posthuman Future: Consequences of the Biotechnology Revolution (New York: Farrar, 2002) 32.

 

b. An Anthology or a Compilation (5.6.2)

2 Susan Ostrov Weisser, ed., Women and Romance: A Reader (New York: New York UP, 2001).

 

c. A Book by Two or More Authors (5.6.4)

3 James W. Marquart, Sheldon Ekland Olson, and Jonathan R. Sorensen, The Rope, the Chair, and the Needle: Capital Punishment in Texas, 1923-1990 (Austin: U of Texas P, 1994) 52-57.

d. A Book by a Corporate Author (5.6.6)

4 Public Agenda Foundation, The Health Care Crisis: Containing Costs, Expanding Coverage (New York: McGraw, 1992) 69.

 

e. A Work in an Anthology (5.6.7)

5 Isabel Allende, "Toad's Mouth," trans. Margaret Sayers Peden, A Hammock beneath the Mangoes: Stories from Latin America, ed. Thomas Colchie (New York: Plume, 1992) 83.

If you cite two or more works by the same author—for example, Northrop Frye's Anatomy of Criticism and his The Double Vision—include a shortened form of the title following the author's last name in each reference after the first.

8 Frye, Anatomy 278.

9 Frye, Double Vision 1-3.

Repeat the information even when two references in sequence refer to the same work. The abbreviations ibid. and op. cit. are not recommended.

 

6.2. AUTHOR-DATE SYSTEM

The author-date system, used in the social sciences and in many of the physical sciences, requires that a parenthetical reference include the author's last name, a comma, the work's year of publication, another comma, and the page reference, preceded by the abbrevia­tion p. or pp.: "(Wilson, 1992, p. 73)." Information cited in the text is omitted from the parenthetical reference. The authoritative guide to this documentation system is the Publication Manual of the Ameri­can Psychological Association (see the list of specialized style manu­als in B.4), and the system is often called APA style.

APA and MLA bibliographic forms differ in a number of ways: in APA style, only the initials of the author's first and middle names are given; the year of publication, in parentheses, follows the author's name; for a book, only proper nouns and the first word of the title and of the subtitle are capitalized; book titles are italicized; and the names of some publishers, such as university presses and associa­tions, are spelled out. The second and subsequent lines of the entry are indented as in MLA style.

Tannen, D. (1990). You just don't understand: Women and men in conversation. New York: Morrow.

If the book is edited, the abbreviation Ed. or Eds., in parentheses, precedes the year of publication.

Tannen, D. (Ed.). (1993). Gender and conversational interaction. New York: Oxford University Press.

If there are two or more authors, each name is reversed, and an ampersand (&), not the word and, precedes the final name.

Durant, W., & Durant, A. (1977). A dual autobiography. New York: Simon & Schuster.

Titles of essays, book chapters, and articles in periodicals are capital­ized like titles of books but are neither put in quotation marks nor italicized. Journal titles, however, are capitalized in a manner con­sistent with MLA capitalization style (see 3.6.1) but are italicized. The volume number, also italicized, follows the journal title and a comma; the issue number, if needed, appears in parentheses after the volume number; a comma and the inclusive page numbers for the article complete the entry.

Craner, P. M. (1991). New tool for an ancient art: The computer and music. Computers and the Humanities, 25, 303-313.

If the list of works cited includes more than one work by an author, the entries are arranged chronologically, and the author's name is repeated in each entry. If two or more works by the same author were published in a year, each is assigned a lowercase letter: "(1998a)," "(1998b)." For a multivolume work, the range of volume numbers is given in parentheses, preceded by the abbreviation Vols.: "(Vols. 1-4)."

The following parenthetical references and corresponding list of works cited demonstrate the author-date system.

Between 1968 and 1988, television coverage of presidential elections changed dramatically (Hallin, 1992, p. 5).

Eighteenth-century England was a "humble satellite" in the world of music and art (Durant & Durant, 1965, pp. 214-248).

Frye defined the alazon as a "self-deceiving or self-deceived character in fiction" (1957a, p. 365).

Wellek admits in the middle of his multivolume history of modern literary criticism, "An evolutionary history of criticism must fail. I have come to this resigned conclusion" (1955-1992, Vol. 5, p. xxii).

There are several excellent essays in the book Sound and Poetry (Frye, 19576).

To Will and Ariel Durant, creative men and women make "history forgivable by enriching our heritage and our lives" (1977, p. 406).

References

 

Durant, W., & Durant, A. (1965). The age of Voltaire. New York: Simon & Schuster.

Durant, W., & Durant, A. (1977). A dual autobiography. New York: Simon & Schuster.

Frye, N. (1957a). Anatomy of criticism: Four essays. Princeton, NJ: Princeton University Press.

Frye, N. (Ed.). (19576). Sound and poetry. New York: Columbia University Press.

Hallin, D. C. (1992). Sound bite news: Television coverage of elections, 1968-1988. Journal of Communication, 42(2), 5-24.

Wellek, R. (1955-1992). A history of modern criticism, 1750-1950 (Vols. 1-8). New Haven, CT Yale University Press.

 

6 .3. NUMBER SYSTEM

 

Disciplines such as chemistry, mathematics, medicine, and physics use the number system, which varies from field to field (see the list of specialized style manuals by discipline in B.4). In the number sys­tem, arabic numerals designate entries in the list of works cited and appear in parenthetical documentation followed by commas and the relevant volume and page references, which are preceded by the appropriate abbreviations: "(13, Vol. 5, p. 259)." With this system, the year of publication remains at the end of the bibliographic entry, and the works are usually listed not in alphabetical order but in the order in which they are first cited in the text. Capitalization of titles generally follows APA style (B.2).

But Peter Scotto has offered another view (1).

Frye defined the alazon as a "self-deceiving or self-deceived character in fiction" (2, p. 365).

Wellek admits in the middle of his multivolume history of modern literary criticism, "An evolutionary history of criticism must fail. I have come to this resigned conclusion" (3, Vol. 5, p. xxii).

Eighteenth-century England was a "humble satellite" in the world of music and art (4, pp. 214-48).

To Will and Ariel Durant, creative men and women make "history forgivable by enriching our heritage and our lives" (5, p. 406).

 

Works Cited

 

  1. Scotto, P. Censorship, reading, and interpretation: A case study from the Soviet Union. PMLA 109 (1994): 61-70.
  2. Frye, N. Anatomy of criticism: Four essays. Princeton: Princeton University Press, 1957.
  3. Wellek, R. A history of modern criticism, 1750-1950.8 vols. New Haven: Yale University Press, 1955-92.
  4. Durant, W., and Durant, A. The age of Voltaire. New York: Simon and Schuster, 1965.
  5. Durant, W., and Durant, A. A dual autobiography. New York: Simon and Schuster, 1977.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix 1: SPECIALIZED STYLE MANUALS

 

Every scholarly field has its preferred style, or set of guidelines for writing. MLA style, as presented in this manual, is widely accepted in humanities disciplines. The following manuals describe the styles of other disciplines.

 

Biology

Council of Biology Editors. Scientific Style and Format: The CBE Manual for Authors, Editors, and Publishers, By Edward J. Huth. 6th ed. New York: Cambridge UP, 1994.

Chemistry

American Chemical Society. The ACS Style Guide: A Manual for Authors and Editors. Ed. Janet S. Dodd. 2nd ed. New York: Oxford UP, 1997.

Geology

United States. Geological Survey. Suggestions to Authors of the Reports of the United States Geological Survey. 7th ed. Washing-ton: GPO, 1991.

Linguistics

Linguistic Society of America. LSA Bulletin, Dec. issue, annually.

Mathematics

American Mathematical Society. AMS Author Handbook. Providence: Amer. Mathematical Soc., 1997.

Medicine

American Medical Association. AMA Manual of Style: A Guide for Authors and Editors. By Cheryl Iverson et al. 9th ed. Baltimore: Williams, 1998.

Physics

American Institute of Physics. AlP Style Manual. 4th ed. New York: Amer. Inst. of Physics, 1990.

Psychology

American Psychological Association. Publication Manual of the American Psychological Association. 5th ed. Washington: Amer. Psychological Assn., 2001.

 

There are also style manuals that address primarily editors and concern procedures for preparing a manuscript for publication:

The Chicago Manual of Style. 14th ed. Chicago: U of Chicago P, 1993.

United States. Government Printing Office. Style Manual. Rev. ed. Washington: GPO, 2000.

Words into Type. By Marjorie E. Skillin, Robert M. Gay, et al. 3rd ed. Englewood Cliffs: Prentice, 1974.

Waheed, Abdul, and Samreen Lateef, comp. Bibliographic Citations. Lahore: University of the Punjab Library, 2003  

For other style manuals and authors' guides, see

John Bruce How-ell, Style Manuals of the English-Speaking World (Phoenix: Oryx, 1983).

 

 

APPENDIX 2: ABBREVIATIONS

 

APP 2.1 INTRODUCTION

 

Abbreviations are used regularly in the list of works cited and in tables but rarely in the text of a research paper (except within parentheses). In choosing abbreviations, keep your audience in mind. While economy of space is important, clarity is more so.

 

Spell out a term if the abbreviation may puzzle your readers.

When abbreviating, always use accepted forms. In appropriate contexts, you may abbreviate the names of days, months, and other measurements of time

 

The trend in abbreviation is to use neither periods after letters nor spaces between letters, especially for abbreviations made up of all capital letters.

 

BC                   MA                  S

NJ                    CD-ROM        US

 

The chief exception to this trend continues to be the initials used for personal names: a period and a space ordinarily follow each initial.

 

J. R. R. Tolkien

Most abbreviations that end in lowercase letters are followed by periods.

 

assn.                 fig.                    Mex.

Eng.                 introd.              Prod.

 

In most abbreviations made up of lowercase letters that each represent a word, a period follows each letter, but no space intervenes between letters.

 

a.m.                  e.g.

 

i.e.                    n.p.

 

But there are numerous exceptions.

mph                  os

ns                     rpm

 

 

 

 

APP 2.2 TIME DESIGNATIONS

 

Spell out the names of months in the text but abbreviate them in the list of works cited, except for May, June, and July. Whereas words denoting units of time are also spelled out in the text (second, min­ute, week, month, year, century), some time designations are used only in abbreviated form (a.m., p.m., AD, BC, BCE, CE).

 

AD                   after the birth of Christ (from the Latin anno Domini 'in the year of the Lord’; used before numerals ["AD 14") and after references to centuries ["twelfth century AD"])

a.m.                  before noon (from the Latin ante meridiem)

Apr.                 April

Aug.                 August

BC                   before Christ (used after numerals ["19 BC"] and references to centuries ["fifth century BC"])

BCE                 before the common era (used after numerals and references to centuries)

CE                   common era (used after numerals and references to centuries)

cent.                 century

Dec.                 December

Feb.                 February

Fri.                   Friday

hr.                    hour

Jan.                  January

Mar.                 March

min.                  minute

mo.                  month

Mon.                Monday

Nov.                November

Oct      .           October

p.m.                 after noon (from the Latin post meridiem)

Sat.                  Saturday

sec.                  second

Sept.                September

Sun.                 Sunday

Thurs.               Thursday

Tues.                Tuesday

Wed.                Wednesday

wk.                  week

yr.                    year

 

 

APP 2.3. GEOGRAPHIC NAMES

Spell out the names of states, territories, and possessions of the United States in the text, except usually in addresses and sometimes in parentheses. Likewise, spell out in the text the names of coun­tries, with a few exceptions. In documentation, how-ever, abbreviate the names of states, provinces, and countries.

 

Punjab, Sindh etc

 

APP 2.4  COMMON SCHOLARLY ABBREVIATIONS

 

The following list includes abbreviations commonly used in human­ities research studies in English. Abbreviations within parentheses are alternative but not recommended forms. Most of the abbrevia­tions listed would replace the spelled forms only in parentheses, tables, and documentation.

 

abbr.                abbreviation, abbreviated

abr.                  abridgment, abridged, abridged by

acad.                academy

adapt.               adapter, adaptation, adapted by

adj.                  adjective

adv.                  adverb

Amer.               America, American

anon.                anonymous

app.                 appendix

arch.                 archaic

art.                   article

assn.                 association

assoc.               associate, associated

attrib.               attributed to

aux.                  auxiliary

b.                     born

BA                   bachelor of arts

bib.                  biblical

bibliog. bibliographer, bibliography, bibliographic

biog.                 biographer, biography, biographical

bk.                   book

BL                   British Library, London

BM                  British Museum, London (now British Library)

BS                   bachelor of science

bull,                  bulletin

©                     copyright ("© 2003")

c. (ca.)             circa, or around (used with approximate dates: "c. 1796")

cap.                  capital, capitalize

CD                   compact disc

CD-ROM        compact disc read-only memory

cf.                    compare (not "see"; from the Latin confer)

ch. (chap.)        chapter

chor.                choreographer, choreographed by

col.                   column

coll.                  college

colloq.              colloquial

com                  commercial (used as a suffix in Internet domain names: "www.dawn.com")

comp.               compiler, compiled by

compar.            comparative

cond.                conductor, conducted by

conf.                 conference

Cong.               Congress

Gong. Rec.      Congressional Record

conj.                 conjunction

Const.              Constitution

cont.                 contents; continued

(contd.)            continued

d.                     died

DA                   doctor of arts

DA, DAI          Dissertation Abstracts, Dissertation Abstracts International

DAB                 Dictionary of American Biography

def.                  definition; definite

dept.                department

dev.                  development, developed by

dict.                  dictionary

dir.                   director, directed by

diss.                 dissertation

dist.                  district

distr.                 distributor, distributed by

div.                   division

DNB                Dictionary of National Biography

doe.                 document

DVD                originally digital videodisc but now used to describe discs containing a wide range of data

ed.                   editor, edition, edited by

EdD                 doctor of education

edu                   educational (used as a suffix in Internet domain names: "www.gcu.edu.pk"

educ.                education, educational

e.g.                   for example (from the Latin exempli gratin; rarely capitalized; set off by commas, unless pre-ceded by a different punctuation mark)

e-mail               electronic mail

encyc.              encyclopedia

enl.                   enlarged (as in "rev. and enl. ed.")

esp.                  especially

et al.                 and others (from the Latin et alii, et aliae)

etc.                   and so forth (from the Latin et cetera; like most abbreviations, not appropriate in text)

ex.                    example

fac.                   faculty

facsim.              facsimile

fig.                    figure

fl.                     flourished, or reached greatest development or influence (from the Latin floruit; used before dates of historical figures when birth and death dates are not known: "fl. 1200")

fr.                     from

front.                frontispiece

FTP                 File Transfer Protocol ("ftp" at the beginning of an Internet address)

fut.                   future

fwd.                 foreword, foreword by; forwarded (as in "fwd. by")

gen.                  general (as in "gen. ed.")

gov                   government (used as a suffix in Internet domain
names: "www.census.gov")

govt.                 government

GPO                General Post Office

H. Doc.            House of Representatives Document

Inst.                  historian, history, historical

HMSO             Her (His) Majesty's Stationery Office, London

HR                   House of Representatives

H. Rept.           House of Representatives Report

H. Res.             House of Representatives Resolution

HTML             Hypertext Markup Language

HTTP               Hypertext Transfer Protocol ("http" at the begin‑
ning of an Internet address)

i.e.                    that is (from the Latin id est; rarely capitalized; set off by commas, unless preceded by a differ­ent punctuation mark)

illus.                  illustrator, illustration, illustrated by

inc.                   including; incorporated

infin.                 infinitive

inst.                 institute, institution

intl.                  international

introd.             introduction, introduced by

ips                    inches per second (used in reference to tape recordings)

irreg.               irregular

JD                    doctor of law (from the Latin June doctor)

jour.                journal

Jr.                    Junior

KB                   kilobyte

(I.II.)                line, lines (avoided in favor of line and lines or, if clear, numbers only)

Lang.               language

LC                   Library of Congress

leg.                  legal

legis.                legislator, legislation, legislature, legislative

lib.                   library

lit.                    literally; literature, literary

LLB                 bachelor of laws (from the Latin legume baccalaureus)

LLD                 doctor of laws (from the Latin legum doctor)

LLM                master of laws (from the Latin legum magister)

LP                   long-playing phonograph record

ltd.                   limited

MA                  master of arts

mag.                magazine

MB                   megabyte

MD                  doctor of medicine (from the Latin medicinae doctor)

misc.                miscellaneous

mod.                modern

MOO               multiuser domain, object-oriented (cf. MUD)

MS                   master of science

ms., mss.          manuscript, manuscripts (as in "Bodleian ms. Tanner 43"; cf. ts., tss.)

MUD               multiuser domain (cf. MOO)

n, nn    note, notes (used immediately after the number of the page containing the text of the note or notes: "56n," "56n3," "56nn3–5")

n.                     noun

narr.                narrator, narrated by

natl.                 national

NB                   take notice (from the Latin nota bene; always capitalized)

n.d                   no date of publication

NED                A New English Dictionary (cf. OED)

no.                   number (cf. numb.)

nonstand         nonstandard

n.p.                  no place of publication; no publisher

n.pag.              no pagination

ns                     new series

NS                   New Style (calendar designation)

numb.               numbered (cf. no.)

obj.                  object, objective

obs.                  obsolete

OCLC             Online Computer Library Center

OED                The Oxford English Dictionary (formerly A New
English Dictionary [NED])

op.                   opus (work)

orch.                orchestra (also Italian orchestra, French orchestre, etc.), orchestrated by

org                   organization (used as a suffix in Internet domain names: "www.mla.org")

orig.                 original, originally

os                     old series; original series

OS                   Old Style (calendar designation)

P                      Press (used in documentation; cf. UP)

p., pp.              page, pages (omitted before page numbers unless necessary for clarity)

par.                  paragraph

part.                 participle

perf.                 performer, performed by

PhD                 doctor of philosophy (from the Latin philosophiae doctor)

philol.               philological

philos.              philosophical

pl.                    plate; plural

poss.                possessive

pref.                 preface, preface by

prep.                preposition

pres.                 present

proc.                proceedings

prod.                producer, produced by

pron.                pronoun

pronunc.           pronunciation

PS                    postscript

pseud.              pseudonym

pt.                    part

pub. (pub].)      publisher, publication, published by

qtd.                  quoted

r.                      reigned

R                      Reference (used to indicate the reference section in a library)

rec.                  record, recorded

Ref                   Reference (used to indicate the reference section in a library)

reg.                  registered; regular

rel.                   release

rept.                 report, reported by

resp.                 respectively

rev.                  review, reviewed by; revision, revised, revised by (spell out review where rev. might be ambiguous)

rpm                  revolutions per minute (used in reference to phonograph recordings)

rpt.                   reprint, reprinted, reprinted by

S                      Senate

sc.                    scene (omitted when act and scene numbers are used together for verse plays: "King Lear 4.1")

sec. (sect.)        section

ser.                   series

sic                    thus in the source (in square brackets as an editorial interpolation, otherwise in paren­theses; not followed by an exclamation point)

sing.                 singular

soc.                  society

spec.                special

st.                     stanza

Stat.                 Statutes at Large

subj.                 subject, subjective; subjunctive

substand.          substandard

supp.                supplement

syn.                  synonym

trans. (tr.)         transitive; translator, translation, translated by

ts., tss.              typescript, typescripts (cf. ms., mss.)

U                     University (also Spanish Universidad, Italian University, German Universitdt, French Uni­versite, etc.; used in documentation; cf. UP)

univ.                 university (used outside documentation—e.g., in parentheses and tables: "Montclair State Univ.")

URL                 uniform resource locator

usu.                  usually

vb.                   verb

vers.                 version

VHS                video home system (the recording and playing standard for videocassette recorders)

vol.                   volume

vs. (v.)              versus (v preferred in titles of legal ases)

writ.                 writer, written by

www                World Wide Web (used in the names of servers, or computers, on the Web)