The Lowitja Institute and The Lowitja Institute Aboriginal and Torres Strait Islander Health CRC STYLE GUIDE v14
Table of contents Introduction... 4 Guidelines...4 Key documents that support our publishing and communications...4 About the Lowitja Institute... 5 Terminology... 6 Presentation of documents... 7 Branding... 8 The Lowitja Institute brand...8 The logo and its elements...8 The brand name...9 The Lowitja Institute Aboriginal and Torres Strait Islander Health CRC...9 How to use the logo... 10 Colour palette... 11 Quick copy editing guide for Lowitja Institute documents... 13 Lowitja Publishing... 15 Peer review... 15 Distribution... 15 Production... 15 Guide for authors and editors... 16 Proofs... 16 Presentation of manuscript... 16 Spelling... 17 Paragraphs... 17 Use of capitals... 17 Acronyms... 17 Abbreviations... 17 Quotations... 18 Full stop after a quotation mark or footnote number... 18 Hyphens and dashes... 18 Numbers... 18 Dates and times... 19 References and citations... 19 Usage... 19 Additional bits... 19 Citations... 19 General Instructions... 19 Author... 19 Date... 20 Page numbers... 20 Journal articles/book chapters cited in the text... 20 Book/report/journal/periodical titles cited in the text... 20 Material quoted from websites... 20 Films, videos, and television and radio programs... 20 References... 21 General instructions... 21 Author... 21 Date... 21 2 The Lowitja Institute Style Guide v14
Book/report title... 21 Journal/periodical/serial title... 21 Journal article/book chapter title... 22 Journal/periodical/serial issue identification... 22 Edition... 22 Publisher... 22 Place of publication... 22 Page numbering... 22 Order of listings... 23 Books... 23 Edited books... 23 Chapters in books... 23 Journal articles... 23 Discussion/occasional papers (published)... 23 Discussion/occasional papers (unpublished)... 24 Conference papers (published)... 24 Conference papers (unpublished)... 24 Media releases... 24 Theses... 24 Government publications... 24 Publications accessed on the Internet... 25 Material quoted from websites... 25 Unpublished, in press, in preparation... 25 Legal cases... 26 Editorials, reviews, letters, notes... 26 Works of art and exhibitions... 26 Films, videos, and television and radio programs... 26 Appendix 1... 27 The Lowitja Institute Style Guide v14 3
Introduction Purpose The Lowitja Institute aims to publish high quality, professionally presented material that reflects the values and goals of the organisation. These values include cultural priorities, content and terminology, the treatment of images, as well as logo presentation and copy editing guidelines. This document guides the presentation of all material published by the Lowitja Institute and Lowitja Publishing, in any format, including, but not limited to: reports, summary reports, community reports discussion papers policy briefs fact sheets project timelines case studies posters practical tools (guides, flipcharts, online tools) website content social media content audio and video content emails ebulletin online questionnaires media releases and alerts graphics, and hyperlinks to material published elsewhere. Guidelines Content must not contain defamatory, damaging, or any material contrary to our ethics and values. Material must be of a high standard, accurate, properly acknowledged and presented in plain language. Photo/video permissions must be obtained from the subject and the photographer/ videographer. Permission to use illustrations and other organisational logos must be obtained before use Content must accurately reflect Lowitja Institute involvement in the project, if applicable. All copyright and intellectual property must be in accordance with Australian standards and legal requirements, and in accordance with any contractual obligations entered into by the Lowitja Institute and/or Lowitja Publishing and authors. More information: http://www.copyright.org.au/acc_prod/acc/home/acc/home.aspx?hkey=24823bbe-5416-41b0-b9b1-0f5f6672fc31. Where copyright permission is not available, we will publish a link, not the content Content must be complete or, if not, must be acknowledged as incomplete. Key Lowitja Institute documents that support our publishing and communications Branding and Co-branding Policies and Guidelines Aboriginal and Torres Strait Islander Knowledge and Cultural Protocols Policy Intellectual Property Policy Social Media Policy CRC Program branding requirements Australian Government Style Guide Macquarie Dictionary. 4 The Lowitja Institute Style Guide v14
About the Lowitja Institute The Lowitja Institute is Australia s national institute for Aboriginal and Torres Strait Islander health research. It is an Aboriginal and Torres Strait Islander organisation working for the health and wellbeing of Australia s First Peoples through high impact quality research, knowledge translation, and by supporting a new generation of Aboriginal and Torres Strait Islander health researchers. Established in January 2010, the Lowitja Institute operates on key principles of Aboriginal and Torres Strait Islander control of the research agenda, a broader understanding of health that incorporates wellbeing, and the need for the work to have a clear and positive impact. The Lowitja Institute is a company limited by guarantee with the following membership: Australian Indigenous Doctors Association Australian Institute of Aboriginal and Torres Strait Islander Studies Central Australian Aboriginal Congress Congress of Aboriginal and Torres Strait Islander Nurses and Midwives Danila Dilba Health Service Flinders University Healing Foundation Indigenous Allied Health Australia Menzies School of Health Research National Aboriginal and Torres Strait Islander Health Worker Association QIMR Berghofer Medical Research Institute The University of Melbourne The Lowitja Institute hosts the Lowitja Institute Aboriginal and Torres Strait Islander Health CRC (Lowitja Institute CRC) funded by the Cooperative Research Centres Programme of the Department of Industry, Innovation and Science. The Lowitja Institute CRC has the following Participants: Essential Participants Australian Institute of Aboriginal and Torres Strait Islander Studies Central Australian Aboriginal Congress Edith Cowan University Flinders University James Cook University Menzies School of Health Research QIMR Berghofer Medical Research Institute The University of Melbourne UNSW Sydney Participants Aboriginal Health Council of South Australia Aboriginal Medical Services Alliance of the Northern Territory Australian Government Department of Health Australian National University Central Queensland University Charles Darwin University Curtin University Griffith University La Trobe University Queensland University of Technology The George Institute of Global Health The University of Queensland WA Health The Lowitja Institute Style Guide v14 5
Terminology See Appendix 1 for terminology of particular relevance to CRC activities. Please do not change the titles of material that has already been published elsewhere; e.g. journal articles. Term Aboriginal and Torres Strait Islander Aboriginal and Torres Strait Islander Cultural and Intellectual Property Confidential Information Copyright Indigenous Indigenous knowledge Indigenous knowledge holder Intellectual Property Definition The Lowitja Institute uses the terms Aboriginal, or Aboriginal and Torres Strait Islander, or Aboriginal and Torres Strait Islander people, or Australia s First Peoples in preference to Indigenous. Efforts should be made to replace word Indigenous throughout documents, except when it refers to the indigenous peoples of other countries and no specific tribal or nation name is given. Non-Indigenous is acceptable use and should be used in preference to mainstream. The use of Australia s First Nations and Australia s First Peoples is acceptable, but not First Australians. The Lowitja Institute does not use the acronym ATSI. Means know-how, skills, innovations, practices and learning that form part of traditional knowledge systems, and knowledge embodying traditional lifestyles of the Aboriginal and Torres Strait Islander community, noting that knowledge is not limited to any specific field, and may include linguistic, environmental, genealogical, agricultural, medicinal and cultural knowledge and knowledge associated with cultural expressions and genetic resources. All information that: a. is not in the public domain; b. is by its nature confidential; c. has been designated as confidential by the disclosing party; or d. the recipient knows or ought to know is confidential; and includes secret or sacred material and knowledge, trade secrets, know-how, financial information and other commercially or scientifically valuable information of any description and in any form (whether written, oral, visible or invisible). The rights set out in the Copyright Act 1968 (Cwth) and includes rights attaching to literary and artistic works such as novels, poems and plays, films, musical works, artistic works such as drawings, paintings, photographs, publications, websites and other electronic media, sculptures, and architectural designs, performers rights, sound recording rights and right in broadcasts, radio and television programs and moral rights. See Aboriginal and Torres Strait Islander above. See Aboriginal and Torres Strait Islander Cultural and Intellectual Property above See Aboriginal and Torres Strait Islander Cultural and Intellectual Property above Refers to laws that protect innovation and creative output including copyright, patents, designs, trademarks and plant breeders rights. Confidential Information is also included. It includes all Copyright and future Copyright (including rights in relation to phonograms and broadcasts), all rights in relation to inventions (including patents), plant varieties, trade marks (including service marks), designs, circuit layouts, all other rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields and any rights to have confidential information kept confidential, but does not include Moral Rights or rights of performers. 6 The Lowitja Institute Style Guide v14
Lowitja The Lowitja Institute Members Lowitja Institute Members Moral rights National Institute for Aboriginal and Torres Strait Islander Health Research Limited People or Peoples Publication Secret or Sacred Knowledge The Lowitja Institute is not referred to by acronym, nor by just Lowitja, always the Lowitja Institute (lower case t if part of a sentence, or upper if after punctuation or at the beginning of a sentence). The Lowitja Institute Aboriginal and Torres Strait Islander Health CRC can be shortened to the Lowitja Institute CRC Members are those entities registered as members of the company known as National Institute for Aboriginal and Torres Strait Islander Health Research Limited; the majority of members must be Aboriginal and/or Torres Strait Islander controlled organisations. Refers to the rights given to creators of copyright material by virtue of Part IX of the Copyright Act 1968 (Cwth), being: the right to be identified as the originator of their work when it is reproduced, published etc.; the right to prevent false attribution of authorship for their work; and the right of integrity, being the right to prevent derogatory treatment of their work. The National Institute for Aboriginal and Torres Strait Islander Health Research Limited a company limited by guarantee trading as The Lowitja Institute. People is used when a group of individuals Peoples is used when referring to several groups or nations Includes all printed and electronic material (text, audio and visual) that is distributed between individuals at the Lowitja Institute, and, more conventionally, by the Lowitja Institute to external audiences. A publication may be a designed and printed book or report, a journal article, a newsletter or electronic bulletin, a hyperlink, a Tweet, a website or webpage, material distributed at conferences and workshops such as PowerPoint slides, and media releases. Information that, under the laws and customs of the relevant Aboriginal or Torres Strait Islander community, is made available only to the initiated; or information that can only be seen by men or women or particular people within the relevant Aboriginal or Torres Strait Islander community culture. Presentation of documents The Lowitja Institute default font is Calibri, point 12, no spaces between lines, 6pt spaces between paragraphs, paragraphs are not indented. Spelling should be Australian English as defined by the Macquarie Dictionary. References should be formatted as per the Citations and References guidelines in this document and saved as a Word document (i.e. if Endnotes are used, please remove field codes in your Word/Tools/Endnotes menu). The Lowitja Institute Style Guide v14 7
Branding The Lowitja Institute brand The logo is an important visual communication component in a brand story, but in reality a brand is much more than that. The brand represents the personality and of an organisation a personality that is constantly growing and changing and made up of many parts that have been shaped over many years encapsulating an esteemed history and reputation. At the Lowitja Institute the brand components include, but are not limited to the: organisational vision and objectives key messages and values associations and partnerships ethics, reputation and behaviour people language(s) and the way we communicate visual identity in the written form experiences of those with whom we work in partnership with. The extent to which the Lowitja Institute can maintain its brand integrity is in part dependent upon the organisation and its partners representing the brand identity and values in an appropriate and consistent way. Please refer to our Branding and Co-branding Policy March 2017 for more information and co-branding requirements. Requests to use the Lowitja Institute logo by other organisations must be made through the Logo Request Form and approved by the Communications Manager. The logo and its elements As a key visual representation of the Institute s brand, it is important to know and understand the elements and story of the logo. The primary Lowitja Institute logo consists of two elements: The brand icon: the five block icons The brand name: The Lowitja Institute Additional identifier or tagline: Australia s National Institute for Aboriginal and Torres Strait Islander Health Research 8 The Lowitja Institute Style Guide v14
The brand name The name of the organisation is the Lowitja Institute. In all forms of communication for external audiences the name should be presented in full with the t in the in lowercase except when beginning a sentence. In some instances where the organisational name is to be used repeatedly, it is acceptable to abbreviate our name to the Institute. Australia s National Institute for Aboriginal and Torres Strait Islander Health Research When used, the tagline, Australia s National Institute for Aboriginal and Torres Strait Islander Health Research is used in conjunction with the five representative blocks and the brand name. This tagline clearly identifies the function and status of the organisation as a national entity therefore it is desirable, but not essential, that it is incorporated in all communications. It is particularly important to use the primary tagline when first introducing the Lowitja Institute within a document or other communication medium. When using the tagline to describe the organisation in a sentence, the words national, institute, health, research are NOT capitalised. The Lowitja Institute Aboriginal and Torres Strait Islander Health CRC The Lowitja Institute hosts the Lowitja Institute Aboriginal and Torres Strait Islander Health CRC (Lowitja Institute CRC) until 2019. The Lowitja Institute CRC is a separate entity, represented by its own logo as shown below. All activities funded by the Lowitja Institute CRC should be branded with this logo. In addition, the Cooperative Research Centre Programme logo must be used for all CRC funded activities. CRC Programme logo guidelines are available at: business.gov.au. The Lowitja Institute Style Guide v14 9
How to use the logo The Lowitja Institute logo should appear on all printed and electronic communications associated with research and projects it has supported. The brand icons (the coloured blocks) should always be reproduced as part of the logo in combination with the organisational name and, until further notice, with the tagline. None of these elements are to be used separately. Exceptions to this are occasionally permitted at the discretion of the Communications Manager. The logo should only be reproduced using an original electronic graphic file (jpeg or eps). The logo must not be scanned, traced, copied from the website, redrawn, typeset or modified in any form by either electronic or manual methods. The icon and the typeface must never be altered or modified in any way. Original electronic files can be obtained from the Communications Manager. No sub-text should ever be used below, or instead of, the Australia s National Institute for Aboriginal and Torres Strait Islander Health Research tagline. Minimum sizes The logo should be reproduced at a size proportional to other elements in the communication item (it should not be so large that it is overly dominating, and not so small that it is insignificant). The proportions must not altered in any way, i.e. stretched or skewed. The smallest size our logo can be used in is 50mm across. Certain exceptions may be made for marketing materials with small surface areas (eg pens). When used in association with other logos, the size must be representative and consistent with supporters/sponsors/contributors/participants/partners of equal standing. Positioning and orientation For optimum brand exposure and to maximise usable space always position the logo at the top of the page on the right hand side for electronic and/or printed documents. The logo should never be centred. The logo should not be used in a visually congested or confined manner. The logo is rectangular and must always be situated horizontally and in a landscape orientation (horizontally). If absolutely necessary, the vertical version of the logo may be used, with approval from the Lowitja Institute Communications Manager. Clear space Clear space around the logo allows it to stand apart from other images and text. The minimum amount of clear space around the logo should be equal to the height of the uppercase L in Lowitja. This is a scalable measurement, meaning that clear space must increase in proportion with increases in the size of the logo. This is the absolute minimum distance any element (including images or text) can appear in proximity to our logo. 10 The Lowitja Institute Style Guide v14
Logo alternative In some situations it is not suitable or possible to use the logo. This may be due to space restrictions or the formatting requirements of the particular communication. In these situations it is appropriate to use the following form of words: The Lowitja Institute, Australia s national institute for Aboriginal and Torres Strait Islander health research. The logo suite Logo variations are available in horizontal and vertical formats as well as in greyscale and black and white. Please contact the Lowitja Institute Communications Manager for more information. Colour palette Colour plays an integral role in developing consistent communication materials for the Lowitja Institute. The logo should only be reproduced in the full Lowitja Institute colours, greyscale, or monotone (black). Any colour used in documents produced by the Lowitja Institute must be derived from the colours shown below. The primary Lowitja Institute colours are: White (white is an important colour as it helps achieve a balance with the 6 other shades. Use as much white as possible and use the logo on a crisp, white background). Lowitja Institute Blue PMS 307C R0 G117 B176 CYMK C.100 M.20 Y.4 K.18 HTML 0075B0 Lowitja Institute Purple PMS 222C R90 G64 B153 CYMK C.59 M.66 Y.0 K.0 HTML 6A1A41 Lowitja Institute Deep Magenta PMS 201C R152 G30 B50 CYMK C.7 M.100 Y.65 K.32 HTML 981E32 Lowitja Institute Green PMS 5767C R137 G143 B75 CYMK C.30 M.12 Y.66 K.36 HTML 898F4B Lowitja Institute Brown PMS 4975C R69 G35 B37 CYMK C.36 M.84 Y.59 K.83 HTML 452325 Lowitja Institute Warm Grey Colour codes PMS 7531C R133 G115 B99 CYMK C.16 M.28 Y.36 K.49 HTML 857363 PMS: stands for Pantone Matching System. PMS inks are set (premixed) ink colours used in printing. In all forms of communication it is preferable for this colour to be created using the PMS ink as this will provide the most accurate colour match. RGB: If you need to reproduce the colour for electronic displays, a different colour system is used known as the RGB (red, green, blue) system. CYMK: If the colour must be reproduced using the four colour printing process (where colours are mixed together during the printing process to create the desired colour), you will need to provide The Lowitja Institute Style Guide v14 11
the CMYK breakdown. CMYK stands for the ink colours Cyan, Magenta, Yellow and Black these are the four process colours. HTML: HTML colour codes are used to define the colours used in web pages. The Lowitja Institute logo colours: C M Y K 100% 17 100 21 60 80% 14 80 17 48 70% 12 70 15 42 60% 10 60 13 36 50% 9 50 11 30 40% 7 40 8 24 20% 3 20 4 12 10% 2 10 2 6 100% 7 100 65 32 80% 6 80 52 26 60% 4 60 39 19 40% 3 40 26 13 20% 1 20 13 6 100% 30 12 66 36 80% 24 10 53 29 60% 18 7 40 22 40% 12 5 26 14 20% 6 2 13 7 100% 100 20 4 18 80% 80 16 3 14 60% 60 12 2 11 40% 40 8 2 7 20% 20 4 1 4 100% 16 28 36 49 80% 13 22 29 39 60% 10 17 22 23 40% 6 11 14 20 20% 3 6 7 10 HTML Red is: http://www.computerhope.com/cgi-bin/htmlcolor.pl?c=981e32 HTML Green: http://www.computerhope.com/cgi-bin/htmlcolor.pl?c=898f4b HTML Blue: http://www.computerhope.com/cgi-bin/htmlcolor.pl?c=0075b0 12 The Lowitja Institute Style Guide v14
Quick copy editing guide for Lowitja Institute documents Check the structure of the document; for example: cover, inside cover, title page (inc logos), inprint page (ISBN, address, logos, artwork/photo credits, copyright, address details, CRC logo program logo, explanatory notes, foreword, table of contents, list of illustrations and tables, acknowledgments, acronyms/glossary, preface, executive summary, introduction, text (methodology, results, discussion, recommendations), conclusion, references, appendices (expand the content), attachments (are included because they might be of interest), inside back cover, back cover (address, logo) Artwork permissions have been obtained, artist bio, artwork story, artwork purchase or usage contract has been completed Photo permissions have been obtained (subject and photographer) Logo permissions have been obtained Word document, font Calibri, 12 point, single spacing, 6pt above and 6pt below Check for correct terminology (see page 6). Check headings for consistency; use Part 1, not Part One Capitalisation: titles only, minimal in subtitles, only level 1 headings are capitalised Words that should be capitalised in a title: all nouns, pronouns, verbs, adverbs and adjectives any conjuction or preposition of five letters or more Words that should not be capitalised: articles unless it is the first word prepositions of four letters or fewer conjunctions of four letters or fewer the particle to unless it is the first word Capitalise Aboriginal, Torres Strait Islander, Indigenous, Elder, Western Correct spelling and use of words in Aboriginal languages Check correct spelling and usage of languages other than English Māori, Yolŋu: check use appropriate language symbols Koori not Koorie, unless specific organisation name Citations and references according to style guide (see p. 19) Communications software and channels such as PowerPoint, Facebook, Twitter, Instagram, etc., are trademarks and should be capitalised. Where appropriate, they should be accompanied by the or symbols. Acronyms: check for consistency and include in an acronyms list No indentation in paragraphs Delete double spaces after full stop Delete comma before and if not a list En-rule between numbers and no spaces NO SPACES; em-rule NO SPACES, e.g. 2007 08 Numbers spell out up to 10, not including 10 Check Australian English, e.g. s and z Do not change the original name of organisations (always World Health Organization) Space after ellipses The Lowitja Institute Style Guide v14 13
Check for consist spelling throughout; e.g. wellbeing, healthcare, database, policymaker et al.; op. cit. in roman; ibid in italics Insert date to fix narrative in time (i.e. in December 2014, rather than late last year ) Insert geographical location where appropriate Lists: consistency (style, font, indentation) Newspapers: check for date and city No ampersands & in the text (only in citations, between brackets) Footnote number AFTER punctuation; check numbering and style Quotations are surrounded by single quotation marks ( ); quotation inside quotation has double quote marks ( ); if more than 30 words place quotation in separate paragraph, indented left and right, smaller font size or italics, no extra quote marks Captions do not have a full stop Use more than not over Use while not although Use per cent not % (% only inside brackets) State, Territory in caps, Federal in caps if part of the name (Federal Court of Australia), otherwise state, territory and federal in lower case Check organisational names for consistency (check against logo) Tables: table numbers for consistency and against table of contents table number and name in roman, bold, smaller font all notes must be included on the same page, below table, small font Images: reverse image, including numbers and writing that may be wrong way around; check for pixilation and poor cropping; check colour. Font: check for consistent type and size in paragraphs, footnotes, endnotes, lists, quotations, tables; spacing/tracking throughout text Check that text follows logically from bottom of one page to top of next page Justification: check for consistent application throughout Avoid: widows and orphans; single word at end of paragraph (tighten line/s); one syllable at the beginning or end of line (take back); hyphens at the end of first and last lines in a page; too many hyphens on edge of page; obvious rivers ; identical words above each other on edge; identical phrases above each other in text. 14 The Lowitja Institute Style Guide v14
Lowitja Publishing Although research organisations publish much non-peer reviewed material, the traditional mechanism for distributing research outcomes is through peer-reviewed journal articles, books, book chapters and conference proceedings. This activity is closely aligned with academic career pathways and the Lowitja Institute encourages its research partners to publish in this manner. However, from the first CRC, we have sought to disseminate our work more in keeping with a broader principle of Aboriginal and Torres Strait Islander control of, and meaningful engagement in, the research process. This means that we have, over time, developed a publishing program known as Lowitja Publishing that facilitates the following activity: publication of high quality, professionally produced material that closely reflects the goals and values of project teams in terms of content, timelines, and cultural values (e.g. content and terminology, treatment of images, inclusion of paintings that contribute to the story of the research) the targeted dissemination of our work to key audiences through a diverse range of communications channels publishing opportunities for researchers not on traditional academic career pathways, and development of writing, editing, and production skills among our project teams. Over time, we have also expanded the range, formats and technologies of project outputs in order to assist the policy and research activity of the Institute better reach their desired knowledge transfer goals. Peer review The Lowitja Institute has a peer-review committee that reviews prospective publications and recommends, or not, peer review. Review is then conducted according to the Lowitja Institute Peer Review Policy. Distribution targeted mailouts of printed material at specific conferences, symposia, roundtables, etc. (through sponsorship, attendance, or invitation) PDFs downloadable from our website purchases through our website shopping cart community requests via RMIT Informit bibliographic databases (generally subscribed to by libraries around Australia and the Asia-Pacific region) via EBSCOHost bibliographic databases (subscribed to my more than 100,000 libraries around the world. Production Following a project establishment process during which the nature of the publication, its budget, branding and distribution are defined, manuscripts are reviewed, rigorously edited, copy edited and produced using professional designers and printers. All publications are edited by a professional editor with extensive experience in Aboriginal and Torres Strait Islander material, particularly in health. All publications are designed and laid out by a professional graphic designer. The Lowitja Institute Style Guide v14 15
Guide for authors and editors The text will be reviewed if applicable, and/or edited. Any corrections or suggestions from the editor will be submitted to the author/s for approval. When the text is finalised, it will be sent to a graphic designer who will submit two or three design options for the editors and author/s to choose. The text will then be laid out, proofs corrected by editors and author/s, final proofs produced, approved and sent to print. Although simple to describe, this is quite a lengthy and detailed process. Timely and on-budget delivery of publications is much assisted if authors submit, from the outset, the following material: Electronic text files, in Word, with absolutely no formatting of any sort, other than the hierarchy of headings and subheadings and page breaks. For example, documents with automatically generated tables of contents will be returned for de-formatting. The text designer will format the document based on authors general preferences and authors will have the chance to work with the formatted proofs. Correct spelling and use of words in Aboriginal languages. Logos (print quality electronic files in eps, jpg, tiff format) and appropriate permissions for use. Copyright information. Photos: each photo should be submitted in a separate print-quality electronic file. Accompanying captions may be in the text or listed in a separate Word document. Authors must ensure that they have permission for use and printing from both the subject and the photographer and confirm to us in writing (see appendices 2 and 3 for The Lowitja Institute photographic release forms). Graphic material and source information. Artwork should be submitted in print quality (i.e. large) electronic files in eps, jpg, tiff format, permission for use, acknowledgment of artist, and a brief narrative about the meaning of the artwork. Acknowledgments of contributors, colleagues, organisations See terminology, p. 6. Proofs While there is, at the proofs stage, opportunity for the author to make changes and corrections and every effort will be made by the editors to support that process the more changes the longer the delay in publication and the higher the cost. Submitting all the materials together at the outset ensures a timely outcome on budget. Presentation of manuscript Unless otherwise indicated, follow the Style Manual for Authors, Editors and Printers, 2003, John Wiley and Sons, Melbourne, 6th edition. Spelling should be Australian English as defined by the Macquarie Dictionary. In general, material submitted for publication must be original and unpublished. Exceptions are journal articles where the journal allows for publication in different formats, for example, Discussion Papers. Authors are requested to please State clearly the nature of the paper (eg. Discussion Paper, Community Report). Submit manuscripts, as a Word document with 1.5 line spacing, by email to Communications Manager, E: communications@lowitja.org.au. 16 The Lowitja Institute Style Guide v14
Include only minimal formatting: only the hierarchy of headings, page breaks. NO anchored formatting such as automatically generated table of contents. Use borders instead of text boxes. References should be formatted as per the Citations and References guidelines in this document and saved as a Word document (i.e. if Endnotes are used, please remove field codes in your Word/Tools/Endnotes menu). Please note that if Endnote software is used and not formatted according to our style guide, the document will be returned to the authors for re-formatting. Title page should include the manuscript title, name/s of author/s, institution, qualifications, full contact details, and word length. Abstract: all papers should include an abstract no longer than 200 words. Figures, photos, artwork and other visual material should be submitted at the same time as the manuscript. All permissions for the use of this type of material, including permissions from the subject of photographs and from the photographer, must be obtained by the author/s BEFORE submission of the manuscript. Acknowledgments should be included in most publications. Please do not use the comments facility, but track changes. Spelling Spelling should follow the primary spelling in the Australian Concise Oxford Dictionary or Macquarie Dictionary. Paragraphs Not indented; 6 points above and 6 points below. Use of capitals Other than for proper names, use capitals only when lower case would cause ambiguity. When referring to Indigenous populations use capitals: Aboriginal, Torres Strait Islander, Elders, Indigenous. Capitalise the formal titles of government agencies, political parties, non-government organisations and religious bodies, as well as official titles when referring to a specific person (eg. Prime Minister Howard, but the prime minister stated that ) Titles: capitalise all words other than articles and prepositions. Chapter headings: full capitalisation. Subheadings: opening cap only. Capitalise Western (eg. Western medicine), but not points of the compass Capitalise the names of states and territories (State of Victoria, Federal Government) but not when used generically as in states, territories, federal. Acronyms A table of acronyms referred to in the text should be submitted with the manuscript Abbreviations When first referring to an organisation in the text, do not use abbreviated titles or acronyms. Use full titles and include acronym or abbreviation in brackets; use acronym or abbreviation in subsequent references. The Lowitja Institute Style Guide v14 17
Use full names of states in the text (Victoria, New South Wales, Northern Territory), though abbreviations may be used in footnotes and citations. Use a full stop after an abbreviation (Vic.; ed.), but not after a contraction (Qld, eds, Mr). For abbreviations that consist of capitals, do not use full stops: NSW, ADFA; also BA, PhD, MA Symbols for currency and units of measurement have no full stop: 5 km, 25 lb Plurals of abbreviations do not need an apostrophe: MPs, CDs. Quotations Use single quotations marks ( ) except for quotations within a quotation, which require double quotation marks ( ). Quotations of thirty or more words should be separate from the paragraph, without quotation marks, indented left and right and a smaller font size. There should be a space above and below the quotation. Use the spelling and punctuation of the original. Use [sic] (without a full stop) only to indicate that something that looks incorrect or doubtful is quoted exactly from the original. Square brackets [ ] are used only to contain authorial or editorial interpolations, where words are not meant to be part of the sentence. If omitting material from a quotation, use three ellipsis points ( ) followed by a space. Do not use ellipsis points at the beginning of a quotation. Full stop after a quotation mark or footnote number It depends on whether the quotation is the sentence or part of the sentence, for example: It s great fun. I love being an advocate. She laughed and said, It s great fun. I love being an advocate. Hyphens and dashes The general rule is that hyphens bring together and dashes separate. For example, longstanding uses a hyphen, but pp. 15 28 uses an en-rule or dash. Dashes should be closed, no spaces on either side. Numbers are always separated by an en-rule ( ). Em-rules ( ) are used to separate concepts, to interrupt or extend a sentence. Two words that constitute an adjective should be hyphenated: nickel-plated, short-angled, Community-based, push-on needle. Use hyphenation sparingly to clarify meaning and avoid ambiguity: co-ordinate, north-west, four-year-old, fund-raising. For example, community-based action in Darwin means there was grass-roots action in Darwin, but community based action in Darwin could well mean that the community decided to base action in Darwin. Numbers Numbers and ordinals up to and including 10 are spelled out (five, ten, sixth anniversary, but 5 per cent), particularly where descriptive or narrative text is predominant (eg. The subcommittee will be preparing three separate reports over the next eight months). Use figures where numbers occur frequently (eg. There were 16 representatives, 5 union officials and 102 members). 18 The Lowitja Institute Style Guide v14
Numbers 11 and above are shown in figures (276), except for round numbers (five thousand, six million). For percentages, write 91 per cent, not 91%, except in brackets: the majority (68%) voted no. Fractions: use half instead of 0.5, but 1.5. Dates and times These are shown as 28 January 2010. Months should be spelled out in full. No apostrophe is used in 1870s, 1900s. A span of years is given as 1945 50, not as 1945 1950. 10 am, not 10 a.m. References and citations Please see Citations (p. 20) and References (page 21). All citations must be referenced. All references must be cited (unless the paper is a literature search). Usage Use less with specific quantities, and fewer with uncountable quantities. Whom generally follows a preposition (from whom, to whom, with whom). Different from, not different than or different to More than, not over Past, not last Additional bits Insert geographical location, e.g. The Age Melbourne s newspaper The Age. Check plural/singular usage, e.g. data/datum Check for word repetition in sentences. Check for over-use of passive sentences and change to active. Use specific dates, not over the last 15 years. Keep specialist spelling matrix to ensure consistency of spelling and acronyms. Citations General Instructions An adaptation of the author date or Harvard system is used All citations must be listed in the references and all references must be cited, unless the text is a literature review. Author Author surname only unless two authors of same surname in reference (Smith, A. & Smith, B. 2003) or authors with the same surname and same year of publication (Smith, F. 2005, Smith, J. 2005) followed by initial(s) not full first name(s). The Lowitja Institute Style Guide v14 19
Date Multiple authors: up to three authors, use all names (Harris, Smith & Jones 2004); if more than three authors use the first-named author s surname only followed by et al. (Anderson et al. 2007). Do not use et al. in reference list, all authors must be included. Do not italicise et al. Always use an ampersand (&) before the last author in a citation (Smith & Jones 2004) but and in the text o Smith and Jones (2004) state that If the authoring body is an organisation, use only its acronym (WHO 1998). Citing an author cited by one of your references: o Smith (cited in Jones 2001:33) reported o (Smith, cited in Jones 2001:33) The citing author is then listed in the references (Jones, A. 2001 ). Use year of publication only, not month. Separate years of publication with an en-rule ( ), not a hyphen o 2007 2008 Page numbers Page numbers follow the year of publication and a colon, no space, and are separated by an en-rule: (Smith & Brown 1975:77; DoHA 2004:50 3). One author, multiple references: (Syme 1998:28, 2003:i vi, 2007:468 9). Multiple references: (Marmot et al. 2000:6 15; Harris, Smith & Jones 2004:125 35). Journal articles/book chapters cited in the text Not italics Maximal capitalisation of titles but NOT articles (the, a, an) or conjunctions (and, but, with, by, for, in, on, etc.) but NOT subtitles except for the first word o Rural Telemedicine: Lessons from Alaska for developing regions Only use double quotation marks for a quote within the title of an article or book chapter o Whiting Out White Privilege Will Not Advance the Study of How Racism Harms Health Book/report/journal/periodical titles cited in the text All titles in italics. Maximal capitalisation but not articles or conjunctions is used for book titles, including subtitle o Benelong s Haven: A Story of Alcohol Recovery in Redfern. Spell out journal titles, no abbreviations in text (Medical Journal of Australia not MJA). Material quoted from websites In-text citations should contain the author or organisation responsible and the date when the site was created or last updated (McNaughton & Rock 2003; NACCHO 2001). Films, videos, and television and radio programs Citations, in text or between brackets, should contain the title and date of production 20 The Lowitja Institute Style Guide v14
o All in the Mind (2010) o (The Health Report 2010). References General instructions An adaptation of the author date or Harvard system is used. All citations must be listed in the references and all references must be cited, unless the text is a literature review. Author Date Author surname and all initials are listed for all authors, separated by commas, spaces and full stops. Do not use et al. in the references list, all authors must be listed o Anderson, I. P. S. & Freemantle, C. J. Use an ampersand (not and ) before the last author o Anderson, I. P. S. & Freemantle, C. J. 2004 If the authoring body is an organisation, use its full title, followed by its acronym in brackets o World Health Organization (WHO) 2007 Subsequent publications by the same organisation are listed under their acronym only, directly following on from the first reference. Use year of publication only not month and comma after the date, not before o Baum, F. 1998, The New Public Health: An Australian Perspective, Oxford University Press, Melbourne. Separate years of publication with an en-rule ( ), not a hyphen. Delete first two numbers of second date if in the same millennium o 2007 08 Where an author (or authors) has the several publications in the same year, add letter to the year to distinguish o Fergusson, D. 2003a ; Fergusson, D. 2003b Where a month is cited in a journal/periodical/serial use only if volume/number/issue are not given. List month before page numbers. Book/report title All book/report/journal/periodical titles in italics. Maximal capitalisation but not articles or conjunctions is used for titles, including subtitle o Balance and Fairness in Broadcasting News 1985 1995 Journal/periodical/serial title All titles in italics. Maximal capitalisation but not articles or conjunctions is used for titles, including subtitle. Spell out journal titles followed by acronym in brackets where appropriate (Medical Journal of Australia not MJA). The Lowitja Institute Style Guide v14 21
Journal article/book chapter title 22 Not italics Maximal capitalisation of titles but NOT articles (the, a, an) or conjunctions (and, but, with, by, for, in, on, etc) but NOT subtitles except for the first word o Rural Telemedicine: Lessons from Alaska for developing regions Only use double quotation marks for a quote within the title of an article or book chapter. Journal/periodical/serial issue identification Include numbers for volume and issue o vol. 88, no. 9 not 88(9) Edition Where a book s edition is provided in the title page, it is listed in the reference after the title and contracted o 5th edn Publisher Use the publisher s preferred title o Allen & Unwin not Allen and Unwin When there is more than one publisher use and not & o The Lowitja Institute, Melbourne, and Flinders University, Adelaide If the publisher is an organisation and its acronym has already been introduced in the references, use only the acronym. Place of publication Use the city name not suburb name and state and territory o Sydney not Crow s Nest, NSW Australian capital city names alone will suffice, but include state or territory for all other city names o Alice Springs, NT For non-australian publications, include city plus state, province and/or country o Vancouver, BC; Cambridge, UK. Page numbering Use p. or pp. only o p. 156; pp. 1 12; pp. 4, 67 & 99 Do not contract numbers in the noughts or tens o pp. 1 12; pp. 12 18 Do contract numbers 20 onwards, respecting the decimal unit o pp. 234 9; pp. 1456 78; pp. 99 102; pp. 2981 2; pp. 2981 95 Separate all page numbers with an en-rule ( ), not a hyphen o pp. 23 8; pp. 1203 08; pp. 1234 7; pp. 1234 45. Subsequent references if using footnotes/endnotes Use short titles, NOT op. cit. and ibid. Include authors surnames only and year of publication o Brown 2006, p.231 The Lowitja Institute Style Guide v14
Order of listings Strict alphabetical order (Anderson, I.; Anderson, W. H.; Bell, J., Bell, K.) the exception being the acronyms of organisations following the first listing for that organisation. Ascending chronological order (Anderson, I. 2004; Anderson I. 2005). Books All books should contain the following information in the order given: author(s); date; title; publisher; place of publication. Maximal capitalisation is used for book titles (not articles or conjunctions), even in the subtitle. Baum, F. 1998, The New Public Health: An Australian Perspective, Oxford University Press, Melbourne. Edited books All edited books should contain the following information in the order given: editor(s); date; title; publisher; place of publication. The contraction (ed.) and (eds) are used for editor and editors. Anderson, I., Baum, F. & Bentley, M. (eds) 2007, Beyond Bandaids: Exploring the Underlying Social Determinants of Aboriginal Health: Papers from the Social Determinants of Aboriginal Health Workshop, Adelaide, July 2004, Cooperative Research Centre for Aboriginal Health, Darwin. Chapters in books All book chapters should contain the following information in the order given: author(s); date; chapter title; editor(s) or author(s); book title; publisher; place of publication; and page reference. Editor is listed as: initial(s); surname(s); followed by (ed.) or (eds). Cotter, P., Anderson, I. & Smith, L. R. 2007, Indigenous Australians: Ageing without longevity, in A. Borowski, S. Encel & E. Ozanne (eds), Longevity and Social Change in Australia, University of New South Wales Press, Sydney, pp. 65 98. Journal articles All journal articles should contain the following information in the order given: author(s); date; article title; journal title; volume, number and/or issue; page/s. McCoy, B. F. 2007, If We Come Together Our Health Will Be Happy : Aboriginal men seeking ways to better health, Australian Aboriginal Studies, vol. 2, pp. 75 85. O Dea, K., Rowley, K. & Brown, A. 2007, Diabetes in Indigenous Australians: Possible ways forward, Medical Journal of Australia, vol. 186, no. 10, pp. 494 5. Discussion/occasional papers (published) All discussion/occasional papers should contain the following information in the order given: author(s); date; title with maximal capitalisation; discussion paper number (if available); publisher; and place of publication. Anderson, I., Young H., Markovic, M. & Manderson, L. 2000, Aboriginal Primary Health Care in Victoria: Issues for Policy and Regional Planning, Discussion Paper No. 1, VicHealth Koori Health Research and Community Development Unit, The University of Melbourne, Melbourne. The Lowitja Institute Style Guide v14 23
Discussion/occasional papers (unpublished) Unpublished discussion/occasional papers should contain the following information in the order given: author(s); date; title NOT IN ITALICS but contained within single quotation marks; discussion paper number (if available). Conference papers (published) Author(s); date; paper title; editor(s); title of proceedings; title and date of conference; publisher; place of publication; page reference. 24 Campbell, S., Pyett, P., McCarthy, L., Whiteside, M. & Tsey, K. 2007, Community Development and Empowerment A review of interventions to improve Aboriginal health, in I. Anderson, F. Baum & M. Bentley (eds), Beyond Bandaids: Exploring the Underlying Social Determinants of Aboriginal Health. Papers from the Social Determinants of Aboriginal Health Workshop, July 2004, Cooperative Research Centre for Aboriginal Health, Darwin, pp. 165 80. Conference papers (unpublished) Author(s); year; paper title NOT IN ITALICS but contained within single quotation marks; paper presented at ; title of conference; organising body; place of conference; day and/or month of conference. Anderson, I. 2001, Thinking Well: Mental health and wellbeing: Everybody s business, paper presented at Mental Health and Wellbeing Symposium, VicHealth, Melbourne, 20 21 September. Media releases Author(s); year; title (italics); media release, organisation, city, day (add URL if appropriate and date viewed) Cooperative Research Centre for Aboriginal Health (CRCAH) 2009, Sharing home-grown solutions Indigenous men s groups meet in Cairns, media release, CRCAH, Darwin, 20 May. Viewed on 27 May 2009 at <http://www.crcah.org.au/communication/mediareleases.html>. Theses All theses should contain the following information in the order given: author; date; title NOT IN ITALICS but contained within single quotation marks; type of thesis; issuing institution; location. Atkinson, W. 2000, Not One Iota: The Yorta Yorta struggle for land justice, PhD Thesis, La Trobe University, Melbourne. Brown, N. 1990, Possess the Time: The formation and character of Australian intellectual conservatism in the 1950s, PhD thesis, Australian National University, Canberra. Government publications Beware of name changes: e.g. Department of Health and Aged Care (DHAC) is, at the time of writing, the Department of Health and Ageing (DoHA). Use the name as it appears in the text Department of Health and Aged Care 1998; Department of Health and Ageing 2008. Agency or parliamentary body, year, title (italics), author (if author available format is: prepared by [author]), publisher (e.g. agency or branch of agency that prepared the report, or other such as Australian Government Publishing Service), city (e.g. Canberra). Jurisdiction (Commonwealth, state or territory) is generally not indicated, unless to avoid confusion. The Lowitja Institute Style Guide v14