PUBLICATIONS OF THE WARBURG INSTITUTE
SUMMARY OF RULES FOR EDITORS
1. CONDITIONS:
Work must be original and not published or accepted for publication elsewhere, including publication in a language other than English. Permission to publish copyright material, including photographs, must have been obtained in advance by the author. Editors’ decisions are final. Copyright of articles is vested in the University of London. Authors and editors are responsible for primary copy-editing in the style given here, for acknowledgements, for proof-reading, and for indexing when the book reaches page-proof stage.
2. PRESENTATION:
Submissions must contain the name, status, address and email address of the author.
–Texts should be presented as computer files and sent as an e-mail attachment or on disk, and must be accompanied by a print-out so that we can check for errors which may result from conversion processes.
–Computer files should ideally be in Microsoft Word or Word Perfect for PC. Please note that we cannot recover files from MacWrite.
–The version of the text supplied for publication should be complete and in house style and should incorporate all necessary references, captions for illustrations etc.
–Submissions by e-mail should not include scanned images; please send all photocopies or photographs by post.
–Any special characters or accents required and not printed should be marked clearly on the print-out, preferably in red or blue.
–It is always assumed that authors have retained an appropriate copy of their work.
–Avoid formatting commands as far as possible; switch off hyphenation, full justification, etc.
Set language to British English, page size to A4 portrait.
Do not change fonts or font size in mid-text.
Do not use automatic paragraph or list numbering.
Do not use the space bar to achieve indents or spacing within the line. Use the tab key.
Do not have headers or footers.
Do not use bold or underlining, unless part of the original text.
Do not use automatic indexing programs on the file sent to the series editor. Automatic indexing programs can be used on the volume editor’s own backup copy as an aid to indexing at proof stage.
Do use italic for all cases specified below.
–In general do not attempt your own page layout – the simpler your text the easier it will be for the typesetter to use your disks
–Automatic footnoting in Word or Word Perfect may be used. Notes will normally appear as footnotes in the final product.
–Exotic characters should be identified by a marginal note in the print-out.
–Use a triple question mark ??? to mark cross-reference page numbers which are to be inserted at page-proof stage.
Spacing
–The text spacing should be 1.5 on the computer print-out. There should be ample margins.
–Use a single space between sentences, and normally after all stops (exceptions: e.g., i.e.), commas, colons, semicolons. The spacing of names should be: A. N. Other. A space should follow p., fol., c., col., no., etc. in references. A comma in multiple thousands is not followed by a space: 10,000. Commas in other numerical sequences are followed by a space: pp. 23, 26, 30.
– Do not leave line spaces between paragraphs; indent first line of new paragraphs.
– Textual dashes: use an en-dash with a space before and after (e.g.: this is the case – though there are exceptions – throughout Europe).
Page numbering
– Pages of computer print-out should be numbered.
3. ILLUSTRATIONS:
Good glossy photographs are essential for half-tone plates. Photocopies are admissible at initial submission. If possible do not use images photographed or scanned from modern books. They have been ‘screened’, i.e. converted into a series of tiny dots. Re-screening causes a grid effect and considerable loss of clarity. If art work is submitted in the form of scanned graphics files, consult the series editor in advance about the suitability of file formats. Where photographs have to be obtained from libraries and archives it is advisable to order them in good time, as there is often a three- or four-month waiting list (and institutions sometimes send blurred or scratched prints which have to be replaced.) Each illustration should be clearly marked with its plate number on the reverse, using a soft pencil: do not type or write heavily as the marks will show through.
–If you will have no further need of the photographs after the paper is published, you may like to consider donating them to the Warburg Institute Photographic Collection.
4. SPELLING:
Use British not American. For problem words, hyphenated words, and preferred forms in cases such as role/rô1e, see Oxford Dictionary for Writers and Editors, and the Oxford Spelling Dictionary.
–Note also our usage: judgement, encyclopedia, medieval.
–In the introduction, notes etc., and in translations of foreign works, usage is British not American.
–Use -ize, not -ise except in: advertise, advise, arise, chastise, comprise, compromise, demise, despise, devise, disguise, enterprise, excise, exercise, franchise, improvise, incise, merchandise, supervise, surmise, surprise, televise.
5. PERSONAL NAMES:
Preferably give full names (and title or rank if appropriate) at first mention. Titles and ranks are not capitalized except where they precede names. Names ending in -s, -z, -x have possessives in -’s. E.g. Erasmus’s.
6. PLACE-NAMES:
In both text and bibliographical references use standard English forms if they exist (e.g. Rome, Belgrade, Cologne).
7. NUMERALS:
– In continuous text normally use arabic numerals for numbers above one hundred but spell out if less: e.g. ten men, 120 miles, 4,500 soldiers (but keep hundred, thousand, million, billion if they appear as whole numbers: e.g. ‘a thousand years ago’). In passages containing lists or statistical information this rule is relaxed.
– In footnotes, however, for brevity use the numerical form, e.g. 16th century, a 16th-century manuscript.
– Inclusive numerals do not repeat digits common to both numbers: e.g. 123–5, 325–67, except in the ’teens, e.g. 15–17, 214–18, or where the last digit of the first number is 0, e.g. 100–101, 140–42. Dates can, however, be given in full: e.g., 1463–1469, 1630–1650.
8. DATES:
Use the style: 10 April 1910. If Old Style add (OS). Note: 55 BC but AD 1066.
9. BRACKETS AND PARENTHESES:
For parentheses within parentheses use square brackets within round brackets. Square brackets are also used for editorial comment, e.g. [My italics].
10. ABBREVIATIONS:
Use a stop only if the last letter is not the end of the word: e.g. Dr, St, vols but Co., p., vol.
–In names of institutions, countries, books, journals, academic degrees etc., do not use stops: e.g. USA, USSR, UN, BBC, BL, PhD. Book title abbreviations are italic: OED, DNB.
–Note also MS for manuscript in manuscript references and footnotes (but spell out in continuous text).
11. QUOTATIONS:
Use single quotation marks; for a quotation within a quotation use double quotation marks: e.g. ‘He said she shouted "Go away!".’ Note that the full stop precedes the quotation mark only when the quotation is a complete sentence, or ends with a complete sentence.
–All verse quotations, and prose quotations longer than thirty words, are indented without quotation marks.
–Prose quotations in foreign languages where no linguistic or stylistic point is made should be given in translation.
– Verse quotations should be in the original language.
– Any verse or prose quotation in a language other than English should be accompanied by a translation either following it or in a footnote.
–Quotations in Greek should be given in Greek characters.
–For quotations in footnotes see 14 below.
12. NON-ENGLISH WORDS:
Single words or phrases in Latin-alphabet languages should be italicized unless in common use in English, e.g. elite, genre. If frequent, italicize first occurrence only.
–Single words or phrases in Greek should normally be given in Greek characters.
–Single words or phrases in Arabic, Cyrillic, or Hebrew should be transliterated and italicized.
Continuous passages are best left untransliterated.
–Textual quotations in foreign languages should not be italicized but follow the same rules as English quotations.
–In linguistic studies specimen words are italicized and followed by their translation in single quotation marks: e.g. mensa ‘table’.
–Foreign ranks and names of societies, government departments, institutions, buildings etc. are not italicized: e.g. Doge, Rathaus, Bibliothèque nationale, Stanza della Segnatura.
13. REFERENCES WITHIN THE TEXT:
Titles of books, journals, plays, long poems, are in italic; titles of articles and of short stories and short poems are in roman in single quotation marks.
14. FOOTNOTE REFERENCES:
14.1 General:
–Do not use abbreviations in first or single references. Use ‘See ...’ or ‘See also ...’; use ‘Cf. ... ‘ only for ‘Compare ...’
–Normally use only initials for authors’ first names.
–Use nn. as plural of n. (note); no. (plural nos) for ‘number’; sig. (plural sigs) for ‘signature’.
14.2 Books:
A. Venturi, Storia dell’ arte italiana, VI, 1, Milan, 1901, pp. 53–5. For fuller reference to multi-volume works: The Works of Thomas Nashe, eds R. B. McKerrow and F. P. Wilson, 2nd edn, 5 vols, Oxford, 1958-63.
–Series titles should be included only where necessary; they are not italicized: Agatharchides of Cnidus: On the Erythraean Sea, transl. and ed. S. M. Burstein, Hakluyt Society, 2nd ser. 172, London, 1990.
14.3 Articles in Journals:
These should give author, title in single quotation marks, journal title in italic, volume number (if any) in arabic numerals, year, part in volume or year (if any), inclusive page numbers followed by specific page number in parentheses if necessary: e.g. R. M. Strozier, ‘Renaissance Humanist Theory: Petrarch and the Sixteenth Century’, Rinascimento, 2nd ser., 26, 1986, pp. 193–229 (206).
14.4 Articles in Books:
N. Holzberg, ‘Lucian and the Germans’, in The Uses of Greek and Latin: Historical Essays, eds A. C. Dionisotti et al., London, 1988, pp. 199–209.
14.5 Theses:
R. J. Fusillo, ‘The Staging of Battle Scenes on the Shakespearian Stage’, PhD diss., University of Birmingham, 1966, p. 33.
14.6 MSS and Archives:
MS Oxford, Bodleian Library, Laud Misc. 45; London, Public Record Office, Home Office, HO 42/196, followed by title in single quotation marks or details of document, e.g. letter of A to B, 10 May 1900; draft report, 6 April 1907, fols lr-4v.
NB: use fol. and fols for folio numbers; use superscript r and v (not a and b) in folio references. Inclusive folio numbers should be given in full, e.g.: fols 78r–79v (not fols 78–9v).
14.7 Repeated References:
Where no bibliography is included EITHER give a list of abbreviations in the first footnote, OR give the full reference on the first occasion, and thereafter author’s surname, short title and reference to the note number of the full citation–e.g. Holzberg, ‘Lucian’ (n. 14.4 above), p. 170.
–Ibid. (not italicized) may be used for a repeated reference immediately following the first reference; op. cit. and loc cit. are not used.
14.8 Classical Works:
The full title should be given on first occurrence. Standard texts should be cited by their accepted system of text division: Apuleius, Metamorphoses, IV.28.
14.9 Biblical References:
Books of the Bible are not italicized: II Chronicles 9:2; Matthew 26:8. For abbreviations of titles of books of the Bible follow Hart’s Rules for Compositors and Readers at the University Press Oxford.
15. CAPITALIZATION IN REFERENCES:
English titles and English works with non-English (e.g. Latin) titles capitalize all principal words; German titles capitalize all nouns; French titles capitalize the first word and proper nouns but if the first word is the article then the first noun and any intervening adjective is also capitalized: e.g. Histoire de la peinture en Italie but Les Petits Riens; other languages (including Latin) normally capitalize the first word and proper nouns and the first word of names of institutions. In Dutch titles capitalize all proper nouns and adjectives formed from them.
–Capitals in all languages are to be accented as if they were lower case except for the French word à which loses its accent when capitalized.
USEFUL REFERENCE WORKS
We normally follow the recommendations in these:
The Oxford Dictionary for Writers and Editors (in paperback as The Oxford Writers’ Dictionary), Oxford University Press. Current edition.
The Oxford Spelling Dictionary, Oxford University Press, Current edition. Essential for hyphenation, place and personal names and word-breaks at proof stage.
These are very useful but any rule listed above takes precedence:
Judith Butcher, Copy-editing. The Cambridge Handbook for Editors, Authors and Publishers, Cambridge University Press. Current edition.
MHRA Style Book: Notes for Authors, Editors and Writers of Dissertations, Modern Humanities Research Association. Current edition.
A Manual of Style, University of Chicago Press. Current edition. Very comprehensive. Useful on abstruse points not dealt with elsewhere.
M. D. Anderson, Book Indexing, Cambridge Authors’ and Publishers’ Guides, Cambridge University Press.
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