Editorial Style Sheet

Rutgers University Libraries abide by the editorial guidelines set forth in the Rutgers Editorial Style Guide developed by University Communications and Marketing. This guide addresses topics specific to Rutgers that may not be adequately covered in the standard published style guides, such as The Chicago Manual of Style or The Associated Press Stylebook. In addition, the guide summarizes some of the most frequently raised questions of style, topics that are dealt with in greater detail in these manuals, in order to offer a quick, but more comprehensive, reference tool. In this document, citations of the Rutgers Editorial Style Guide are formatted “(RESG p.x #x).”

The purpose of this style sheet is to address issues particular to the Libraries that are not covered in the university’s guidelines and to offer quick tips for remaining consistent with the established Rutgers style. Its goal is to foster clear, consistent messaging in all of the Libraries’ official communication channels, including our website, blogs, social media, print and electronic newsletters, brochures, flyers, and so on. It is not intended to supplant the style guidelines of any academic journal or news outlet to which you may be contributing material.

Additional information about formatting content for websites is available in the Rutgers University Libraries Website Style Guide.

If you have questions about the contents of this document, please direct them to the Communications and Web Department.

Treatment of library system Formal name. The formal name of the library system today is “Rutgers University Libraries.” It is not preceded by “the” and all words are capitalized. The proper name should be used the first time the name of the system appears in the text. Subsequent references to the library system use “the Libraries” (capitalized). It should not be referred to as “Rutgers Libraries,” or “University Libraries.” This does not affect historical references to when there was only one Rutgers library.

Verb agreement. “Rutgers University Libraries” and “the Libraries” should be treated as plural nouns.

Initialism. “RUL” is never used to refer to Rutgers University Libraries in formal communications. This rule also applies in the context of citations.

Possessive versus attributive forms. When showing that a noun is of the Libraries, the possessive is preferred over the attributive form. A suitable, and often the best, alternative is to use a possessive pronoun.

Discouraged: The Libraries website is under construction. Preferred: The Libraries’ website is under construction. Alternative: Our website is under construction.

Last updated August 28, 2018 Discouraged: Rutgers University Libraries policy on duplicate copies states… Preferred: Rutgers University Libraries’ policy on duplicate copies states… Alternative: Our policy on duplicate copies states…

Treatment of individual libraries, centers, and departments First use. The preferred style is to use the full library, center, and/or department name in the first reference, followed by the name of the library system set off by commas.

Example: Shared User Services, Rutgers University Libraries, welcomes… Example: …a supervisor in Access Services at Paul Robeson Library, Rutgers University Libraries.

Location. When adding a location, do so after the name of the library or unit using the name of an official Rutgers entity.

Example: …on view at John Cotton Dana Library at Rutgers University–Newark

Example: George F. Smith Library of the Health Sciences at Rutgers Biomedical and Health Sciences in Newark not at Rutgers Biomedical and Health Sciences–Newark

Example: Imaging Services, Mabel Smith Douglass Library at Rutgers University–New Brunswick not at Rutgers University Libraries–New Brunswick

Unit titles. As of June 2018, “New Brunswick Libraries” and “Health Sciences Libraries” may be used as unit titles and are permissible in formal communications. See chart for first use/shortened form.

Example: Rutgers Biomedical and Health Sciences Libraries invite you to an exhibit at the Robert Wood Johnson Library of the Health Sciences at Rutgers Biomedical and Health Sciences in New Brunswick…

Example: New Brunswick Libraries are delighted to announce a new series of workshops for Rutgers University–New Brunswick graduate students interested in ….

…

Subsequent uses. On second reference, the shortened form of the library, center, or department may be used.

First use Shortened form Archibald S. Alexander Library Alexander Library Library Annex Annex Art Library James Dickson Carr Library Carr Library Stephen and Lucy Chang Science Library Chang Library John Cotton Dana Library Dana Library Digital Humanities Lab Mabel Smith Douglass Library Douglass Library East Asian Library

Last updated August 28, 2018 Sharon A. Fordham Multimedia Lab Fordham Lab Margery Somers Foster Center Foster Center Institute of Jazz Studies IJS (if space is very constrained) Library of Science and Medicine Mathematical Sciences and Physics Library Math/Physics Library Media Center Blanche and Irving Laurie Performing Arts Library Performing Arts Library Special Collections and University Archives SC/UA (if space is very constrained) Robert Wood Johnson Library of the Health Sciences Robert Wood Johnson Library Paul Robeson Library Robeson Library George F. Smith Library of the Health Sciences Smith Library Rutgers Biomedical and Health Sciences Libraries Health Sciences Libraries Rutgers University–New Brunswick Libraries New Brunswick Libraries

A suitable alternative to the shortened form is a common noun, such as “the library,” “the department,” “the institute,” or “the center.” Generally, avoid the use of acronyms and initialisms such as “IJS,” “LSM,” and “CTS,” except when space is very limited (RESG p.9 #5).

Example: The papers are held by the Institute of Jazz Studies at Rutgers University–Newark. The institute is the world’s largest research facility for jazz history.

Multiple library names. When listing multiple library names, treat those that follow the “x Library” naming convention as part of a plural name.

Example: Alexander and Dana Libraries but Robeson, Douglass, and Chang Libraries and the Library of Science and Medicine

FAQs about the Rutgers Editorial Style Guide Q. What is the name of the university? A. The official name of the university is “Rutgers, The State University of New Jersey.” Note that “The” is capitalized, and “The State University of New Jersey” is treated grammatically as an appositive (RESG p.4 #1–2).

Example: Rutgers, The State University of New Jersey, was established in 1766.

Q. Should I refer to “the University” or “the university”? A. Lowercase “university” unless it is used as part of a formal name (RESG p.17 #3).

Example: Nearly 70,000 students are enrolled at the university.

Q. How do I properly format the name of my Rutgers entity? A. Use a closed en dash between “Rutgers University” and the name of the city (RESG p.5 #1). Don’t use the shorter hyphen (-) or longer em dash (—). The keyboard shortcut for an en dash is Ctrl + Numberpad Minus Sign on PC or Command + Numberpad Minus Sign on Mac.

Last updated August 28, 2018 Example: Rutgers University–Camden not Rutgers University-Camden not Rutgers University—Camden

Q. How should I write my title? A. In running text, lowercase titles of persons unless the title is used as an honorific with a last name (RESG p.18 #8). In your email signature, on title slides of presentations, and in contexts outside of running text, the title may appear capitalized.

Q. What about academic credentials? A. In running text, the preferred style is to spell out all degrees: “bachelor’s degree,” “master’s degree,” “doctoral degree” (or “doctorate,” not “doctorate degree”), “medical degree.” Abbreviations are permissible if space is limited, but make sure they either all use periods or all do not (“MA and PhD” or “M.A. and Ph.D.”). If it is essential to your communication to indicate doctoral designations, do so after the name by adding “M.D.,” “Ph.D.,” etc. instead of adding “Dr.” before the name (RESG p.14 #1–3).

Q. How should I format numbers? A. Spell out cardinal and ordinal numbers zero through nine and first through ninth. Use numerals for 10 and above, and 10th and above. Do not use superscript for ordinals. Any number beginning a sentence should be spelled out (RESG p. 24, “Numbers,” #1, #5).

Q. Should I use the serial (Oxford) comma? A. Yes, use a comma after each element in a series of three or more (RESG p.34 #1).

Q. Should I hyphenate prefixes and suffixes? What about ewords? A. Most prefixes and suffixes are closed except when it would create a strange spelling connection (RESG p.36 #1, p.37 #7). Close up ewords (RESG p. 20 #6).

Example: universitywide, Librarieswide, nonprofit, ebook, enewsletter Example: coauthor but co-chair

Q. How should I format URLs? A. Eliminate “http://” and “www.” Set bold or in color, not underlined (RESG p.19 #2–3).

Last updated August 28, 2018