The Planetary Security Policy Briefs shall be produced following guidelines for the Clingendael Policy Briefs. The Clingendael Institute is a think tank with a strong policy-oriented focus. The target audience of its products consists in principle of policymakers (ranging from the executives to MPs and policy advisers within ministries and international organizations, as well as non-governmental organizations), media and practitioners, but its remit is broader. Experience shows that this target audience of the policy papers is best served by short and succinct pieces that help them in their daily work. The characteristics of a policy brief, therefore, must be to advance a persuasive argument in a concise, clearly organized fashion. It should be clear that the concise format of a policy brief does not allow for a lengthy analysis or review of the literature on a topic.

Making a Difference: Topic, Focus and Type of Message

In terms of focus and topic, it is important to see where a policy brief can make a difference. Whilst it would appear to be obvious to focus on big events, summits, etcetera, the question should not be whether or not to write about them, but what can be added to what others doubtlessly will write. Hence, the aim should be not to add to the pile of comparative analyses and reports in the press, but to provide a different angle, a special niche, a challenging perspective for the identified target audience.

Nature of the message

A policy brief starts from the notion that a perspective is missing in a specific policy or discussion. There has to be a sellable point. Policy briefs are longer and different from op-eds or policy commentary, which usually have a limited lifespan. The concise format of policy briefs allows for more analysis and evidence to build a case yet remains limited compared to more profound analyses. The lifespan of a policy brief should be longer than that of a policy commentary. A policy brief could, and where possible should result from (or inform/provide input to) broader research   – could be a (first phase in) a spin-off of ongoing research or a final product of a research project. It could also function as a preliminary pilot for later research or be inspired by a workshop or roundtable (but it should not be an event report on who said what!).

Procedure and Requirements

Feedback and quality control is covered by two peer reviewers from Clingendael and/or externally. Normally this process lasts for about a month, so if you want to have your policy brief ready ahead of the Planetary Security Conference or other big events, then please take this into account. Drafts will be reviewed by 2 reviewers. They will look specifically at: 

• Solid and well-written analysis building on reliable sources and dealing with potential criticism
• Relevant analysis in terms of addressing topics that are ‘hot’ or introducing topics ahead of the attention curve
• Clear conclusions (and potentially present them in innovative ways – such as using infographics)
• The publication being in line with the authors guidelines in terms of style and footnote referencing
• The policy briefs will be published on the website, will be included in the newsletter that is sent to a customized distribution list. They will also be promoted through Twitter and other PSI social media channels.

Format

In terms of length, the policy briefs use a 2-column layout that allows for up to 2500 words on 4 pages. In practical terms, this implies a length of up to almost 6 pages A4 which is already long for a ‘brief’ and should therefore not be exceeded. The authors have to focus on the message they want to deliver. The layout follows a standardized format (see below).

• The layout and text are submitted through the Word template for reports/policy briefs using the building blocks for adding information regarding author(s), editor(s), main / sub / short titles, tables, boxes, images, quotes, etc.
  • The layout of the final version is automatically adapted in the Clingendael corporate style.
• The font for texts in Word is Verdana; body text Verdana 9.; (sub)headers, etc., Verdana 10. or 11.
• Footnotes can be inserted in the body text in the usual way.
• Pages should be numbered sequentially.
• Executive summaries should contain no more than 350 - 400 words.
• Information on authors/editors is updated, contains the latest and most relevant expertise and consists of three to four lines. This information is inserted into a format in the relevant template.
• Graphics/ images/maps, etc., are described or inserted via a hyperlink in the format in the relevant template and included as a separate attachment, preferably an original image in jpg. or png. with the highest possible resolution.
• Five to ten keywords on the main issues / topics / countries / region(s) for reference purposes.
• Titles should be no longer than 80 characters.
• Subtitles should be no longer than 120 characters.

Guidelines regarding language and elements in the text

• All texts are written in UK English (and not in US English).
• In all texts UK English is used for:
  • Spelling and Vocabulary;
  • Abbreviations;
  • Hyphenations;
  • Quotations (using the exact words of another author);
  • Punctuations;
  • Numbers and Dates;
  • Names and Terms;
  • Citations (citing another author in your own words).
• Foreign slogans and other phrases that are not names should be italicized unless they have been anglicized. For example, per se, à la mode.
• Abbreviations and acronyms
  • Do not use periods in professional degrees, which should have no space between letters.
  • No space between initials in personal names and separate each letter with a period.
  • Do not use periods in professional degrees, which should have no space between letters.
  • Spell out all acronyms on the first reference and thereafter use large caps and no periods.
  • Do not use apostrophes in the plural form of acronyms
  • Possessive forms of acronyms require an apostrophe
• Quotations
  • Short quotations should be incorporated into the text and are not indented;
  • A single inverted comma should be used at the beginning and end of the quote with double quotation marks used within the single if necessary.
  • In all cases, the original spelling and punctuation of the quotation should be reproduced exactly.
  • Periods and commas sit inside quotation marks.
  • Colons and semicolons sit outside quotation marks.
  •  Question and exclamation marks should sit outside quotation marks unless they are part
    of the quotation. 
  • A quote within a quote is written with single and double quotation marks.
• Citations
  • Footnotes are used, not endnotes. Footnotes should be used for both bibliographic and explanatory information and should be marked clearly in the text in numeric order after a point of punctuation and listed at the bottom of the relevant page.
  • Use Arabic numerals (1, 2, 3 …) for all footnotes.
  • The page numbers include all the numbers and are not abbreviated.
  • In cases where one source is being cited for several references within a paragraph, number
    the reference only once at the end of the paragraph.
  • Footnotes and/or reference lists may contain the abbreviations, Id. Ibid. and/or op. cit.:

For more detailed information and examples please check the Planetary Security Initiative Authors Guidelines.