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University Publication Guide 2007–2008

Writing Style Guide

Contents (alphabetical)
abbreviations - course work  |  dashes -  numbers  |  off-campus - wordiness

abbreviations and acronyms

Use only official university abbreviations. See building names/abbreviations, colleges, course listings/titles, degrees and majors, and plurals.

In general, and especially for off-campus audiences, avoid acronyms. Explain or spell out an acronym at first use for any audience that may not be familiar with the acronym. Periods are not necessary after the letters that form an acronym.

addresses

In text (as opposed to mailing labels), use full official names of offices, departments, and buildings in university addresses. Spell out names of buildings and Street and Avenue. Use the following format:

Use the correct nine-digit zip code whenever possible. Note that just one space separates the state from the zip code.

Directing readers to campus offices:

For off-campus readers—use full official name of the office and office location.

Financial Aid and Scholarship Office, Meriam Library 161
Department of Religious Studies, Trinity Hall 239

For on-campus readers—the short form is acceptable

Financial Aid and Scholarship, MLIB 161
religious studies department, Trinity 239

Use the -or ending.

African American, black

Both terms are acceptable, but African American is preferred by many. If the individual or group about which you are writing expresses a preference, use that term. Do not hyphenate African American (or other compound nationalities, even when used as an adjective:"an honored African American novelist"). Hyphenate compounds with name fragments: Afro-American, Indo-European.

alumni

Use alumnus for an individual male, alumna for an individual female; alumni for a group of males, alumnae for a group of females; use of alumni when referring to a group composed of men and women is commonly accepted. Any individual who attended CSU, Chico is considered an alumna/us. Use of alum and alums is acceptable in informal prose.

American Indian, Indian

See Native American.

and/or

Avoid this shortcut whenever context allows. Instead of writing "You may file change of major forms on Monday and/or Tuesday," write "...on Monday or Tuesday."

AS

Use AS as the abbreviation for the Associated Students at CSU, Chico.

The AS should be referred to in the singular, as an entity.
The Associated Students is committed to serving students.

Asian American

No hyphen is used for either the noun or the adjective.

biased language

Sexist language:

Writing about people with disabilities:

building names/abbreviations
Use these official building names and abbreviations.

California State University, Chico

Use the full formal name in first references. CSU, Chico and the University may be used on second and subsequent references. (But lowercase university when it's used as an adjective, as in university policy.) Chico State is acceptable in informal contexts, such as newsletters.

California State University campuses

Use the official campus names on first reference.

capitalization

Capitalize proper nouns. Words derived from proper nouns or associated with them are lowercased without loss of clarity or significance (as in Department of History, the history department, and the department). See additional examples below.

Chicano, Hispanic, Latino, Mexican American

While dictionaries provide distinct definitions for these terms, they are often interpreted and applied differently, according to individual preference. Generally, Chicano is used to refer to an American of Mexican descent (but some persons of Central and South American heritage also consider themselves Chicanos). Chicana is the feminine form of Chicano. Hispanic is used to refer to the people, culture, or speech of Spain, Portugal, and Latin America. Latino or Latina refers to a person of Latin American heritage. Mexican American is used to refer to a native-born or naturalized American of Mexican heritage. If the individual or group about whom you are writing expresses a preference, use that term.

colleges

Use the full official name of the college on first reference.

Capitalize the official college name; lowercase unofficial versions (the College of Behavioral and Social Sciences; the college). Use the abbreviation BSS (not CBSS) in an index, table, or chart but generally not in text.

College abbreviations
AGR, BSS, BUS, CME, ECC, HFA, NS

colons

A colon is used most often to introduce a list, statement, quotation, or summary. It is also used to introduce a clause relating to the preceding clause. (See also lists.)

Jane does not study for enjoyment: it is expected of her.

Participants should bring the following items: pens, paper, pillows, and coffee.

The colon should not be used after an incomplete sentence.

Participants should bring pens, paper, pillows, and coffee.

commas

Appositives
Use a comma to set off a nonrestrictive appositive (a noun or noun phrase that renames a noun).

Commas in a Series
In a series of three or more terms with a single conjunction, use a comma after each term except the last.

Coordinating Conjunctions
Use a comma before a coordinating conjunction (and, but, so, or, nor, for, yet) joining two independent clauses.

Introductory Clause or Phrase
Use a comma to set off an introductory clause or phrase.

Parenthetical Elements
Use commas to set off parenthetical elements (i.e., amplifying, explanatory, or digressive elements) that retain a close logical relationship to the rest of the sentence.

Note: Use parentheses to set off parenthetical elements where the logical relationship to the rest of the sentence is more remote. Parentheses tend to minimize the importance of the part set off.

compose, comprise, constitute

Compose means to put together:
The committee is composed of faculty and staff.

Comprise means to contain, to include all, or embrace:
The committee comprises faculty and staff. (not The committee is comprised of. . . )

Constitute means to make up the elements of the whole:
Faculty and staff constitute the committee.

contractions

Most readers consider contractions informal, so for most university publications, it's best to avoid them. But for newsletters and other documents or publications that you want to have an informal, friendly tone, contractions, used sparingly, are fine.

course listings/titles

In academic planning guides and program requirement documents, refer to specific courses by their official identification, using the abbreviation and course number. Capitalize, no quotation marks.

ENGL 001, POLS 055, BLAW 090 (not English 1, Poli Sci 55, or Bus Law 90)

course work

Set as two words.