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Writing Style Guide Writing Point Parkuniversity First Edition WSG Contents Point Park University Writing Style Guide Writing Style Guide First Edition WSG Contents 1 Introduction 2 Abbreviations 5 Capitalization 10 Dates, Numbers, Places 13 Plurals and Possessives 14 Punctuation 19 Sensitivities 20 Titles 21 Technological Terms 22 Misused Words 29 Misspelled Words 30 Preferred Words 33 Acronyms 34 Notice of Non-Discrimination Writing Style Guide Introduction Writing Style Guide I As Point Park University continues to advance its strategic plan, it is of increasing importance that communications throughout the University are consistent and accurate. Above all, clarity is the charge of this guide. In addition, all communications should reflect Point Park’s mission, values, vision and guiding principles. Mission: Point Park University educates students in a diverse environment and prepares graduates to apply knowledge to achieve their goals, advance their professions and serve their communities. Values: Promoting academic excellence Focusing on student needs Fostering a community of mutual respect and diversity Encouraging innovation Ensuring integrity and ethics in our actions Responding to our stakeholders Facilitating civic engagement Vision: Point Park University will be one of the most dynamic private, urban universities in America. Guiding Principles: Academic Excellence Quality Student Experience Community Engagement Managed Growth The Writing Style Guide is a set of guidelines for all non-academic communications at Point Park. It is a product of the Department of Marketing and Communications and the standards are taken from the Associated Press Stylebook with exceptions and additions for communications in higher education. Such exceptions are based on the University of Pittsburgh Writing Style Manual and Carnegie Mellon University’s Writer’s Style Guide. For general matters of spelling, the recommended dictionary is Merriam-Webster’s Collegiate Dictionary. 1 1 Writing Style Guide Abbreviations Writing Style Guide I Academic Degrees Spell out and use the lower case: bachelor’s degree, master’s degree, doctor’s degree or doctorate. You can receive a doctorate OR your doctor’s degree, but NOT your doctoral degree. If you prefer to abbreviate degrees, be sure to use periods after all the letters: A.S., B.S., B.A., B.F.A., M.A., M.S., M.B.A., M.F.A., Ph.D., etc. Right: He received a master’s degree in engineering. Right: She received her Master of Science degree in engineering. Right: We awarded 50 master’s and 500 bachelor’s degrees. Right: He earned a bachelor of accounting degree. Wrong: He earned a bachelor’s of accounting degree. Right: She has an M.A. degree in organizational leadership. Do not precede a name with a title of an academic degree and follow it with the abbreviation for that degree. Wrong: Dr. Paul Hennigan, Ed.D., attended the meeting. Right: Dr. Paul Hennigan attended the meeting. Use formal titles preceding the names in first references for the president, provost and deans of Point Park. Subsequent references must be last name only. Right: President Paul Hennigan introduced a special report on the Academic Village. “It represents the confluence of our guiding principles of academic excellence, quality student experience, community engagement and managed growth,” Hennigan said. For consistency, the last name should be used with no titles at all on second references for any individual. Acronyms Generally, it is fine to use acronyms if you feel they are commonly recognized or if it helps avoid repetition. But always spell out the full name, title or phrase the first time you refer to it in text, followed immediately by the acronym in parentheses. Right: The National Institutes of Health (NIH) awarded the grant to the research group. The NIH funded only five such centers in the nation. Wrong: The NSF funded the maglev proposal and the LEP project. Right: The National Science Foundation (NSF) funded the magnetic levitation (maglev) proposal and the large electron positron (LEP) project. Through NSF-funded projects like maglev and LEP, the United States keeps its leading edge. 2 2 Writing Style Guide Abbreviations Writing Style Guide I Addresses These rules apply to addresses within body copy, not to addresses on envelopes. Use the abbreviations Ave., Blvd., Rd., Dr. and St. only when you can include a numbered address. Right: Send mail to 5017 Forbes Ave. Right: Our office is on Forbes Avenue. Spell out all street names and use lower case when you’re referring to more than one in a phrase. Right: The parking lot is on Forbes and Shady avenues. Wrong: The parking lot is on Forbes and Shady Aves. Company Names Follow their lead. Use Co. or Cos. or Inc. or Ltd. if it appears that way in the formal title of the organization. Generally follow the spelling and capitalization preferred by the company. When you refer to a company without its formal title, use the term “company,” not “co.” Always spell out the word “company” in theatrical organizations. For possessives: Ford Motor Co.’s profits. Never use a comma before Inc. or Ltd. (Follow the company’s lead about other punctuation and the use of “&” or “and.”) Use lowercase “the” unless it is part of the company’s formal name. Ph.D. The preferred form for Ph.D. is to say a person holds a doctorate in (name their field of specialty). Second best is to say doctor’s degree. Point Park Do not use the abbreviation “PPU.” The correct reference is to use “Point Park University” the first time you refer to the title of the university in text. In all subsequent references, use “Point Park” only. Use upper case when using “the University” as a reference. Do not use “PP.” The idea is to proclaim the university’s name, not obscure it. Some of your readers may use the term “PPU” themselves, but why minimize the recognition impact of the name Point Park? Postal Abbreviations Do not use postal abbreviations in your text. See States and Regions for preferred abbreviations of states. Right: He’s from New Castle, Pa. Wrong: He’s from New Castle, PA. 3 3 Writing Style Guide Abbreviations Writing Style Guide I Rev. When used before an individual’s name, precede it with “the.” Right: The Rev. Miller will speak at the assembly. Right: The Reverend Miller will speak. Wrong: Rev. Miller will be there. Wrong: The Rev. will be there. States and Regions Spell out the names of the 50 United States when they stand alone in text. Right: Most students come from outside Pennsylvania. Wrong: We have 50 students from Fla. Abbreviate, using AP, not postal rules, when citing a city and a state together. Some states must always be spelled out. Ala. Ga. Maine Neb. Ohio Texas Alaska Hawaii Md. Nev. Okla. Utah Ariz. Idaho Mass. N.H. Ore. Vt. Ark. Ill. Mich. N.J. Pa. Va. Calif. Ind. Minn. N.M. R.I. Wash. Colo. Iowa Miss. N.Y. S.C. W.Va. Conn. Kan. Mo. N.C. S.D. Wis. Del. Ky. Mont. N.D. Tenn. Wyo. Fla. La. Use Washington, D.C. Do not abbreviate to D.C. or, worse, DC. Right: Point Park is in Pittsburgh, Pa. Wrong: Point Park is in Pittsburgh, PA. Always spell out a state name if it is part of a title or name: The Pennsylvania Development Group. U.S./United States On first reference, spell out United States. All subsequent references can be abbreviated to U.S. 4 4 Writing Style Guide Capitalization Writing Style Guide I Academic Degrees Use lower case when using bachelor’s, master’s or doctor’s degree. Use lower case for doctorate or doctoral program. However, the formal name for degrees should be capitalized. Note: “degree” is never capitalized. i.e. – Bachelor of Arts degree, Master of Science degree Academic Departments Capitalize the formal names of departments except when used in a person’s title. Right: The director of admissions is pleased with the number of applicants. Use lower case for the word “department” when it stands alone. Right: She’s been with the department for three years. Right: The Department of Academic Affairs organizes commencement. Capitalize the field when it’s used as a proper noun. Use lower case for the field when it’s used in a general sense. Right: She’s a professor in the Department of Physics. Right: She’s a professor in the physics department. Right: She’s a physics professor. Right: She majored in physics. Academic Majors Use lower case for majors with the exception of languages, which are proper nouns. Right: Her major is physics. Right: He’s an English major. Academic Village at Point Park University Use Academic Village at Point Park University on first reference. Subsequent references can be shortened to Academic Village Initiative. Addresses Capitalize formal street names, but use lower case when used with more than one street name in text. Use lower case when street words stand alone. Right: Meet me at the corner of Forbes and Shady avenues. Right: The avenue is a dangerous street to cross. Administrative Offices Capitalize the names of departments, schools and offices. Use lower case for the words “department,” “school” or “office” when they stand alone. a.m. / p.m. Use lower case and periods for “a.m.” and “p.m.” 5 5 Writing Style Guide Capitalization Writing Style Guide I Annual Fund Capitalize references to the Point Park Annual Fund. Right: Did you contribute to the Annual Fund this year? Right: A healthy annual fund helps colleges and universities support basic programming. Board of Trustees The Board of Trustees should be capitalized only when referring to Point Park’s board, but “board” by itself is not capitalized, nor is “trustees.” Right: The Board of Trustees will meet in November.
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