DWH 3

CHAPTER 3

PREPARING THE PRELIMINARY PAGES AND ANNEXES

Section 3-1   Cover Pages

1.      The standard design of the front cover page of AFP doctrine 

publications/manuals consists of a tri-color base of Prussian green, Royal blue, and Navy blue representing (from the topmost) the Philippine Air Force, the Philippine Navy, and the Philippine Army, equally spread over an area of 8.27” x 11.50”.

2.      The document security classification is centered on the topmost of the Royal blue portion, as well as in the bottom part of the Prussian green-colored rectangle, while the classification code of the doctrine publication/manual is positioned rightmost midway through the Royal blue portion.

3.      The AFP logo, measuring 30 cm in both height and width, is positioned on the lower left of the Royal blue portion followed by the text ARMED FORCES OF THE PHILIPPINES and beneath is indicated the classification of the doctrine publication/ manual, e.g. “DOCTRINE” or “MANUAL”. The circular logo of the proponent office/unit, measuring 75 cms in diameter, shall be centered on the Navy blue portion.

4.      The title of the doctrine publication/manual shall be centered in the uppermost of the Prussian green portion and beneath is indicated the year of its promulgation.

The font type and size for all cover text is Arial Black, 20, except that for the document security classification, which is Arial, 16.

5.      The back cover page of AFP doctrine  publications /manuals also consists of a tri-color base of Prussian green, Royal blue, and Navy blue.

Section 3-2   Preliminary Pages

1.      All doctrine publications/ manuals contain a set of preliminary pages that serve various essential purposes. The preliminary pages are not paginated like those that are part of the main work and, instead, are paginated using lowercase Roman numerals. The Foreword page appears ahead of the preface page.

2.      These preliminary pages are described as follows:

a.      Promulgation.  The Promulgation page contains a Subject-To letter emanating from the office of the Chief of Staff, AFP and is addressed to “All Concerned”. It declares the approval and publication of the document and also identifies the office/unit that developed the doctrine publication/manual, as well as the office recommending approval (OJ8). In addition, it informs the reader on the unique contents of the publication and its best use.

b.      Foreword

1)      The foreword informs as to which office developed the doctrine publication/manual, mentions the collaboration of the proponent with the AFPDDC, briefly describes the references and the writing style used, and informs on the unique contents of the publication. Moreover, the Foreword elicits feedback and is signed by the Chairperson of the AFP Doctrines Board.

[The foreword is sometimes confused with the preface, which is written by the author of the book and generally covers the story of how the book came into being or how the idea for the book was developed, and may include thanks and acknowledgments to people who were helpful to the author during the time of writing. Unlike a preface, a foreword is always signed.]

c.      Preface. While the preface is a common part of a publication, the preface of an AFP doctrine publications/manuals differ from others on account of its three components that are discussed as follows:

1)     Purpose. This element of the Preface informs the reader as to the need or official information gap that is responded to or filled by the doctrine publication/manual (rationale).  At most, it consists of three (3) sentences or two (2) complex sentences.

2)     Scope. The Scope of an AFP doctrine publication/manual apprises the reader about the new (in the case of revised versions) and unique features of the publication. It is usually similar to the Purpose in terms of length.

3)     Application. This component of the Preface informs as to who are the best users of the publication. The Application also elicits feedback like the Foreword but it provides additional information on how to officially submit them. It is usually signed by the head of the proponent office/unit. In the event that it includes necessary caveats or warnings with regard the content of the publication, text of the warning shall be positioned as shown below:

In case of conflict between the contents of this

 manual and those of other AFP doctrine-related

   materials, this AFPM 8-03 shall take precedence,

                     unless specifically ordered otherwise.

The preface often closes with the acknowledgements of those who assisted in the writing of the publication.

d.      Executive Summary. The Executive Summary is a section of an AFP publication that summarizes the doctrine publication/manual in such manner that readers can quickly acquaint themselves with the whole publication without having to read it all.  It usually contains a brief statement of the scope and coverage of the publication, background information, summaries of the major topics and main conclusions. It is intended as an aid to the readers/users of a publication or document and decision-makers. In terms of form, it consists of a general, introductory 1- to 2-sentence paragraph, an enumeration of the chapters contained therein, as many paragraphs (2 to 3 sentences) as there are chapters, and a concluding paragraph.

e.      Table of Contents. The Table of Contents lists the preliminary pages (including itself), the various sections and their titles (within the chapters) and their location in the doctrine publication/ manual (pages). It strictly follows the format for tables of contents of AFP doctrine publications/ manuals.

Section 3-3   Glossary Making

The glossary is an important part of a doctrine publication/manual. It

consists of the lists of acronyms and abbreviations and the definition of terms used in the manual.  As stated in the earlier chapter, the section on the definition of terms serves to enhance comprehension of the doctrine, as well as forestall confusion.

Section 3-4   Referencing

1.      The prescribed referencing style for AFP doctrine publications is the American Psychological Association.  (Annex Q). Intellectual property laws and academic convention compel all writers to acknowledge the sources of ideas, quotations, and images used. This usually means enumerating the books, journals, plans, reports, and other sources cited or used in the References page toward the end of an article or publication.

2.      The listing of references shall be arranged  in the alphabetical order of the authors' surnames and in a chronological manner, that is the material with the earliest publication date is listed first, for each author, where more than one work by that author is cited. The author's surname is placed first, followed by initials or first name, and then the year of publication. If the list contains more than one item published by the same author(s) in the same year, add lower case letters immediately after the year to distinguish them, e.g. 1983a. These are ordered alphabetically by title disregarding any initial articles (a, an or the).

a.      The reference list shall include only the sources used. The APA style requires reference lists, not bibliographies.

b.      The reference list begins on a new page with the centered heading – References.

c.      Double-space all reference entries. 

d.      Reference list entries should be indented half an inch (five to seven spaces) on the second and subsequent lines of the reference list for every entry - a hanging indent is the preferred style, i.e. entries should begin flush left, and the second and subsequent lines should be indented.

e.      Arrange entries in alphabetical order by the surname of the first author as the letters appear (e.g. M, Mac, MacD, Mc).

f.        If there is no author, the title moves to the author position (filed under the first significant word of the title). If the title in this instance begins with numerals, spell these numerals out.

g.      States and territories are abbreviated in the location section of the publication information. For U.S. states, use the official two-letter postal service abbreviation, e.g. New York, NY: McGraw-Hill. Spell out country names other than Australia or the United States.

Section 3-5   Forms for Record of Changes and Recommendation

 of Changes

The preparation of the forms for the Record of Changes and the Recommendation of Changes shall both follow the format prescribed in AFPM 8-03. The Record of Changes contains the revisions or improvements in the current publication, while the Recommendation of Changes form is provided to enable the users of the publication to recommend or propose changes or revisions on the publication.