ࡱ>  NXbjbj ghh0P 33ds'Lsbbb$PF^bFF33NNNF38NFNN*k0A9FFR~0RI>:Db,* Nd5> bbbMbbbFFFFbbbbbbbbb : Guidelines for Writers August 8, 2008 Introduction Proper Names at Texas Tech University First Reference Subsequent References Abbreviations Titles for Individuals Academic Degrees Institutional Titles Courtesy Titles Group Designation Abbreviations Acronyms Names of States Months Businesses Time of Day Capitalization Titles Degrees Academic Subjects Other University-Related Uses Government Seasons and Location Racial and Ethnic Numbers General Use Starting a Sentence Percentages, Fractions, Large Numbers Punctuation Serial Comma Commas and Multiple Adjectives Commas in Dates Commas in Names Hyphenation Apostrophe for Possession Apostrophe for Plurals Composition Titles Quotation Marks Exclamation Marks General Style Diversity Equal Opportunity/Affirmative Action Language Terminology Gender-Specific Language Proper Gender Use Technical Terminology More Information Introduction In order to present Texas Tech University to the world as a quality institution, all written materials must be of the highest quality. To accomplish that goal, adherence to a consistent editorial style is essential. Writers should speak with one voice, present information clearly and communicate precisely the messages of the system and its two universities. Texas Tech University uses The Associated Press Stylebook as a basic style guide. In certain instances, however, journalistic style may not be appropriate. When writing for a specific discipline or journal, it is appropriate to use that disciplines preferred style manual. Before submitting copy for publication, writers and editors should read copy for accuracy and check thoroughly for errors in spelling, grammar and punctuation. Remember, the spell-check option such as on Microsoft Word will check only for correct spelling of a word; the program does not check for proper use of a word. It is expensive to correct errors in later stages of production. Proper Names at Texas Tech University First Reference Texas Tech University is one of three institutions that make up the Texas Tech University System. Also in the system are Texas Tech University Health Sciences Center and Angelo State University. The full name of the institution should be used on first reference: Texas Tech University Texas Tech University Health Sciences Center Angelo State University Texas Tech University System Subsequent References After the first reference, Texas Tech may be used to refer to Texas Tech University. Because the word university can apply to all three entities of the Texas Tech University System, it must be clear that it refers only to the academic campus. If university is used in this manner, use lower case letters. Avoid all uses of Tech alone as this implies a technical institution. For Texas Tech University Health Sciences Center: Never use Texas Tech on second reference to mean the Health Sciences Center. Never use Texas Tech Health Sciences Center on any reference. The proper name, Texas Tech University Health Sciences Center, must be used on first reference. On second reference, Health Sciences Center may be used. Health Sciences Center is always capitalized. Texas Tech University Health Sciences Center has regional campuses in Amarillo, Dallas/Ft. Worth, Abilene, El Paso, and the Permian Basin, as well as in Lubbock. Use a hyphen and the location when referring to the campus in general, for example, Texas Tech University Health Sciences Center El Paso. For Angelo State University: On second reference using Angelo State or ASU is acceptable. For Texas Tech University System: When writing about the comprehensive organization that includes Texas Tech University, Texas Tech University Health Sciences Center and Angelo State University, it is acceptable to use the system on second reference. Abbreviations Abbreviations such as TTU, TTUHSC, HSC, ASU and TTUS are permissible. Never use TTHSC to refer to the Health Sciences Center. Acronyms should be used sparingly and only when the university name must be used multiple times. Do not abbreviate the names of colleges or schools. Titles for Individuals Academic Degrees For Texas Tech University: Degrees are not used after a persons name. The persons specialty should be stated in the first or second reference. Using the last name alone is acceptable after the first reference. For example: Howard Small will lecture to the class. Small is an associate professor in the Department of English at the University of Tulsa. Keith Edwards, a professor of genetics, will lecture on the Texas Tech University campus tonight. Edwards will answer questions after his lecture. The Health Sciences Center and Angelo State may have differing style requirements. The writer should follow the style used at his/her institution. Institutional Titles A formal title is capitalized when it precedes a name, but is not capitalized when it follows a name. For example: President John Smith John Smith, president Professor may be used as a formal title when a person holds that distinction. When the title precedes a proper name, it is capitalized and never abbreviated. When professor follows a proper name, it is preceded by appropriate rank, i.e., assistant or associate and is not capitalized. Use Horn Professor rather than Paul Whitfield/Paul W. Horn Professor to refer to those faculty that have received this honorary title. Courtesy Titles Mr., Mrs., Miss and Ms. are social or courtesy titles and should be avoided. On second reference, refer to people, men and women, by their last name only. In cases of sensitive development publications, if a courtesy title is used, always use the individuals preference. Avoiding social titles can help lessen chances for sexism in writing. Group Designation Faculty and staff are collective nouns that may be used in the singular or in the plural. Whether the writer chooses singular or plural, antecedents should agree. Abbreviations In publications, writers and editors should avoid abbreviations wherever possible. Abbreviations should be understood by the general public. Acronyms If acronyms are used, do so sparingly and only when the institution or organizations name must be used multiple times in a document. If an acronym is to be used, follow the name of the institution or organization with the abbreviation or acronym in parentheses. An acronym should only be used if it is commonly used for the institution or agency. Do not make up an acronym when one is not commonly in use. For example: The Institute of Environmental and Human Health (TIEHH). Names of States In press releases, the following style should be used when state names follow a city name: Ala. Alaska Ariz. Ark. Calif. Colo. Conn. Del. Fla. Ga. Hawaii Idaho Ill. Ind. Iowa Kan. Ky. La. Maine Md. Mass. Mich. Minn. Miss. Mo. Mont. Neb. Nev. N.H. N.J. N.M. N.Y. N.C. N.D. Ohio Okla. Ore. Pa. R.I. S.C. S.D. Tenn. Texas Utah Vt. Va. Wash. W.Va. Wis. Wyo. Months Spell out the names of months in text material when they stand alone. The following abbreviations are used when providing a date, as in Jan. 13. Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Businesses Use Co., Cos., Corp. or Inc. for businesses that use Company, Companies, Corporation or Incorporated after their names. Spell out the word if it falls within a business name, for example, Aluminum Company of America. Time of Day For times, use a.m. and p.m. with the hour. Use noon instead of 12 p.m. Use midnight instead of 12 a.m. Do not use 12 noon or 12 midnight as these terms are redundant. Capitalization Titles Use lower case for professional titles unless they immediately precede a name. When a person is identified strictly by title on second or subsequent references, the title is not capitalized. For example, John Smith, president, spoke Friday. President John Smith awarded staff excellence awards Monday. The president spoke to the Lady Raiders after the teams win. Degrees Capitalize academic degrees as follows: Ph.D., M.D., M.S., M.A., B.S., B.A. Always include the periods. Use these abbreviations only after a complete name. Do not use with only a last name. In news releases, limit designations to only two degrees. Generic terms for degrees are not capitalized, for example: doctoral degree or doctorate, masters degree, bachelors degree. If you are using the formal name of a degree, it is capitalized, for example: he earned a Master of Science degree from Texas Tech University. Academic Subjects Avoid capitalizing an academic subject when it is used as a general field of study. Capitalize academic subjects when they are part of the official title of a university entity, when they are the name of a language, and when they are the official title of a course or a short title that includes the course number. For example: The College of Mass Communications offers programs in advertising, journalism, telecommunications and public relations. She majored in chemical engineering and minored in Russian. Department of Chemical Engineering Department of English School of Law Area of Accounting Womens Studies Program He teaches Sociology 3350. Other University-Related Uses Capitalize institute, center, program, division or office when it is part of the formal name, but not when used alone or informally. For example: The Center for Applied International Development Studies is the sponsor. The center uses advanced technology in research programs. It is appropriate to refer to a center, institute, program, division or office by the appropriate designation, in lower case letters, on subsequent references. For example: The International Center for Arid and Semiarid Land Studies received a major grant today. The center will use the money to start a new project. Avoid capitalizing such words as freshman, senior or graduate when the words refer to a stage of study or the classification of a student rather than to the group. For example: She was a freshman, majoring in agricultural communications. Government Avoid capitalizing the words city, government, federal or state. For example: United States government federal government the state Legislature Texas Legislature the state of Texas, unless referring to the state government, then State is capitalized the city of Lubbock, unless referring to the city government, then City is capitalized Capitalize the formal names of federal or state agencies. For example: U.S. Department of Defense Texas Department of Agriculture Seasons and Location Use lower case for seasons. For example: Transfer students may begin studies in the spring, summer or fall. The spring semester begins Wednesday. Capitalize west and other compass points when referring to a region: For example: In architecture and lifestyle, Texas Tech University reflects the American West. The people of West Texas were determined to have their own university. Use lower case for compass points when indicating a direction. For example: Many students travel west to the recreation areas of New Mexico. Racial and Ethnic Capitalize the proper names of nationalities, peoples, races and tribes. For example: Arab Hispanic Arabic Jewish African-American Latin American Japanese Caucasian Asian Cherokee Lakota Chinese Eskimo American Indian on first reference, Indian on 2nd Lower case black, white and other racial designations, whether used as adjectives or nouns. Numbers General Use Spell out numbers one through nine and first through ninth. Use figures for numbers 10 and greater. Also use figures to refer to a numerical ranking, a unit of scientific measurement, a percentage or a unit of money. For example: Two 300 No. 1 10 5 percent 10th 1,040 45 kg $5 million 7 degrees Celsius or Fahrenheit Treat numbers consistently within a category. For example: Texas Tech awarded 2,000 bachelors degrees, 857 masters degrees, 74 doctoral degrees and 3 honorary degrees. Starting a Sentence Always spell out a number at the beginning of a sentence. A better approach is to rewrite the sentence to avoid using a number at the beginning. For example: INSTEAD OF: Eight hundred and eighty five architecture majors are included in Texas Tech Universitys total enrollment of 28,000. TRY: Of Texas Techs total enrollment of 28,000 students, 885 are architecture majors. Percentages, Fractions, Large Numbers Use numerals for percentages and spell out percent. For example: 90 percent 3 percent Spell out fractions in text material. Hyphenate fractions when they are used as adjectives or adverbs. For example: The book is three-fourths complete. Use a comma in numerals of 1,000 and above except for temperatures, years, street addresses, broadcast frequencies, room numbers, serial numbers and telephone numbers. For example: 2,354 3818 degrees Celsius 2000 B.C. (806) 742-2011 Punctuation Serial Comma A comma is not required before and or or in a series of three or more items unless it improves clarity. For example: Required courses include English, history and economics. Womens sports now include basketball, softball, golf, tennis and soccer. Will you take your tests on Monday, Tuesday or Thursday? The departments of Surgery, Obstetrics and Gynecology, and Family and Community Medicine will have representatives at the job fair. Commas and Multiple Adjectives Use a comma to separate two or more adjectives equal in rank preceding a noun. For example: The summer was a long, hot season. (equal) She wore a cheap wool coat. (unequal) Commas in Dates Use commas in full dates, but not between month and year or season and year. A comma also should follow the year when used with a month and day in the middle of a sentence. For example: The building will be completed in July 2004. He was on sabbatical during summer 2001. Nov. 22, 1963 June 6, 1944, was D-Day. Commas in Names Associated Press style requires that a comma not be used to separate a name and Jr. or Sr. or a name and a numeral. For example: John D. Rockefeller III Hyphenation Hyphenate compound words used as adjectives, but not those that include an adverb ending in ly. For example: The newly appointed director discussed the fund-raising program with her staff. Fund raising is challenging. Students need high-tech skills. Apostrophe for Possession Use the apostrophe to indicate possession. Note however, that its is a possessive pronoun that lacks an apostrophe. Its is a contraction of it is. Apostrophe for Plurals When words designate a word, do not uses (apostrophe s) to indicate plural. For example: No ifs, ands or buts. Plurals of figures add an s not an s (apostrophe s). For example: 1920s 727s low 20s For plurals of single letters, use s: For example: Mind your ps and qs Three Rs Four As and a B For plurals of multiple letters, including acronyms, add s. For example: ABCs IOUs VIPs Composition Titles Composition titles are the names of books, movies, operas, plays, poems, songs, television programs, lectures, speeches, works of art, etc. Associated Press style requires that these titles are enclosed in quotation marks and are never italicized. For example: Time magazine Washington Post Quotation Marks Do not use quotation marks, bold font or italics casually or for emphasis. Commas, periods, question marks, bold font, underline or italics and exclamation points always go within quotation marks. Exclamation Marks Avoid exclamation marks for emphasis. Use them only sparingly for emotion or a strong feeling. General Style The following words have more than one spelling. These are preferred versions: Acknowledgment Adviser Judgment Percent Counselor Catalog For publications, the names of companies and corporations that support Texas Tech programs should be spelled and punctuated as they appear on their letterhead or corporate statements. For example: E.I. du Pont de Nemours & Co., Inc. When referring to equipment that has been donated to Texas Tech, give the proper trade name and spell the company correctly. For example: Microsoft Windows software Avoid redundancies. For example: INSTEAD OF: most unique. USE unique Avoid passive voice. For example: INSTEAD OF: The increase in salaries was approved by the regents. TRY: The regents approved the increase in salaries. Avoid beginning sentences with There are and It is. In formal writing, avoid first person (I, we) and second person (you). In less formal documents, first and second person sometimes may be used to create a more personal tone. Diversity Every effort should be made to include women and minorities in photographs and copy. Access for persons with disabilities is often best illustrated in photographic images. Equal Opportunity/Affirmative Action Language It is recommended that publications and letterhead from the Texas Tech University System, Texas Tech University and the Texas Tech University Health Sciences Center should include some form of Equal Opportunity/Affirmative Action statement. At a minimum, it is recommended that you use: An EEO/Affirmative Action Institution on your publications. For other wording, or for questions, please contact Julio Llanas in the Equal Employment Opportunity Office at (806) 742-3627. Terminology Re-read copy carefully to avoid racist, sexist or insensitive implications. Handicapped, disabled and impaired should be used carefully and only when clearly pertinent and appropriate for your material. Keep in mind the following meanings and choices: Disabled is a term describing an individuals ability to do something independently. Impaired implies difficulties in handling certain tasks. Handicapped should be avoided to describe a disability. The best way to describe disabled individuals is persons with disabilities. Gender-Specific Language Writers of Texas Tech publications should avoid suggestions that programs and aspects of general university life are limited to or directed at a specific gender. Do not use he when the intent is he or she or she or he. For example: INSTEAD OF: A student applying for financial aid should file his application for admission by Jan. 1. TRY: Students applying for financial aid should file their applications for admission by Jan. 1. INSTEAD OF: The student must have an overall grade-point-average of at least 3.0 to satisfy the requirements of his school. TRY: A 3.0 grade-point-average is required to satisfy the requirements of the school. Though he or she or he/she may be used occasionally, careful attention to writing will avoid awkward language and the over-use of these terms. In some cases, the male and female references can be alternated. In other cases, no gender-specific word need be used at all. Proper Gender Use When reference to a specific gender is necessary, men and women generally are the preferred titles. For example: Texas Tech University men may belong to several Greek and service organizations. Texas Tech University women have built an enviable reputation on the basketball court. Sometimes male and female may be appropriate. For example: Male students are housed in Sneed Hall, while females occupy Horn and Knapp halls. Numbers of female faculty are increasing. Boys and girls properly refer to children. Alumnus (alumni in the plural) refers to a man who has attended a college or university. Alumna (alumnae in the plural) refers to a woman who has attended a school. Alumni is the correct Latin plural for use when referring to both men and women who have attended a school. Technical Terminology Tornadoes is preferred rather than tornados when writing about wind or debris impact research. More Information If you have questions about style, please contact HYPERLINK "mailto:Margaret.Lutherer@ttu.edu?subject=Writers%20Guidelines"Margaret Lutherer, executive director,  HYPERLINK "http://www.depts.ttu.edu/communications/" Office of Communications and Marketing, or  HYPERLINK "mailto:sally.post@ttu.edu?subject=Writers%20Guidelines" Sally Logue Post, associate director,  HYPERLINK "http://www.depts.ttu.edu/communications/" Office of Communications and Marketing at (806) 742-2136.     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