COLORADAN
STYLE GUIDELINES
Revised 3/5/08
Follow the current Associated Press Stylebook, with the following exceptions, modifications and amplifications. Suggested dictionary is Webster’s New World College Dictionary, Third Edition.
ABBREVIATIONS
Use AP state abbreviations, surrounded by commas, not postal code. Colorado towns are not identified by Colo., unless they are obscure. Use Corp. and Co. in text but only if necessary to identify a firm. Avoid using Inc., Ltd., LLC, etc.
Put acronyms in the text immediately following its full name ONLY if a confusing one or if there’s are several paragraphs before the acronym is to be used.
The Laboratory for Atmospheric and Space Physics, or LASP, is on the east campus. However, many LASP scientists are housed on the main campus.
JILA used to be the Joint Institute for Astrophysics, but changed its name to just the letters when the words no longer fit the scope of its activities.
ATTRIBUTION
In features and most other copy, use present tense unless it is clearly inaccurate. “Says” should follow the speaker when possible.
“We are very proud of this year’s class,” professor Dennis Van Gerven says.
After scoring his sixth touchdown, Hugh Charles said he was tired.
“Black holes rock,” says Mitch Begelman, a professor of astrophysics and a fellow at JILA.
CAPITALIZATION
Academic Disciplines
Use upper case only for proper nouns.
Only professors on the English faculty…
but
Nearly a dozen philosophy professors protested…
Titles
Lower case titles when not used before a name. When used before a name, capitalize only administrative titles. Do not use Dr. Tom Cech, or Tom Cech, PhD. If pertinent, specify professorial grade (adjunct, assistant, etc.); don’t assume all faculty members are full professors. Keep in mind the difference between a title (Distinguished Professor Margaret Murname) and a job description (coach Jeff Bzdelik).
Among all university administrators, Chancellor DiStefano is probably the least likely to…
Among all university administrators, the chancellor is probably the least likely to…
Word has it that chemistry and biochemistry professor Tom Cech taught 18 freshman courses.
According to coach Dan Hawkins, Vice Chancellor Paul Tabolt is a good golfer.
However, Dean Todd Gleeson agrees with Dan Shur, dean of music, that…
Academic and Nonacademic Units
Use upper case for the complete name of an academic unit; it is preferred to use lower case by avoiding full names (see exceptions under “CU-Boulder.”) In second reference, the association, the university and the foundation are in lower case.
President Hank Brown praised the Leeds School of Business.
The president harshly criticized business school faculty members.
The CU Foundation raised nearly $95 million for the Koenig Alumni Center renovation.
The foundation decided its staff retreat is a high priority.
The board of regents, led by Regent Pete Steinhauer, announced…
Avoid having to capitalize
Interim Executive Vice Chancellor for Academic Affairs and Provost Susan Avery should be Susan Avery, interim executive vice chancellor for academic affairs and provost, or Susan Avery, interim provost.
Professor Bob Hohlfelder of the Department of History should be Bob Hohlfelder, professor of history, or Bob Hohlfelder of history.
The College of Music should be the music college.
Don’t capitalize every title and department just because news releases do (Joe Blow is Manager of the Gadget Division of Bristol Meyers should be manager of the gadget division).
Course Names
Capitalize course names and place within quotation marks. Do not italicize.
COPY PREPARATION
Format
Use 10 point Arial with a 1.5 line space, indent each paragraph except the first one, which will normally have an initial cap/bulldog. Do not add a line space between paragraphs. The names of all alumni and students, along with subheads, should be in bold.
Slugs
Each story must begin with a proper identifier.
Page 12, glyde bio (placement and name used in issue plan and dummy)
Penfold/05 dec/glyde2 (computer location and issue)
624 words (word count, excluding headlines and author info)
Credits
Bylines are bold and all caps at the top of features of one page or more and on first-person articles of any length. For shorter stories such as profiles, taglines follow a dash and space and are in italic at the end of the article. Class and graduation year are used in taglines only if the author is not listed in the masthead. Information lines at the end of stories are indented and italicized. Author info is indented in italic at the end of the feature.
Use – 30 – to indicate the end of the article.
BY TORI PEGLAR
The world is flat, or so we were told during the geology class.
Don’t you wish you’d been there? But now this is the end of my story.
www.cualum.org or 303-492-6635.
Tori Peglar (MJour’00) is the quite taciturn editor of the Coloradan.
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Photo and illustration credits are in upper and lower case in the same font as the cutlines. Nonstaff members may have credits with the byline for major photos or illustration. This is determined on a case-by-case basis.
Casey A. Cass
Courtesy of Payson Sheets
Josh Lawson, courtesy Boulder Camera
Use major and grad year in cutlines only if the information is not in the accompanying story. Alumni names should be bold in cutlines.
Spacing
When preparing copy use the following guidelines:
Two spaces between sentences and after colons.
One space on either side of dashes.
No spaces between degree and class year (A&S’45), but (A&S ex’88)
One space on either side and between ellipses (She said, “I… ate lunch.”), but try to avoid them.
Delete spaces at the end of paragraphs.
UNIVERSITY REFERENCES
CU-Boulder, though not the full, proper name of the University of Colorado at Boulder, is acceptable on first and all subsequent references. CU also is acceptable for CU-Boulder on first and subsequent references, as long as the context makes it clear that the reference is to the Boulder campus. UCB is not acceptable for external use. If references are made within a single story to both the campus and the university, it is preferable to be specific. Context should always dictate the use of these informal references to the campus and the university to include CU-Colorado Springs and CU Denver, which includes the Health Sciences Center at the Anschutz Medical Campus (Fitzsimons). Also, main campus, east campus and south campus, Denver campus.
The CU-Boulder or CU Alumni Association, though not the full, proper name of the Alumni Association of the University of Colorado at Boulder, is acceptable on first reference. It is the association on second and subsequent references, provided the reference is clear. Similarly the CU Foundation is foundation in second references.
FACULTY & STAFF
Faculty is a collective noun that refers to an institution’s or academic unit’s entire instructional staff. Therefore, it takes a singular verb. Its plural is faculties. In referring to an individual, use the phrase faculty member. In referring to a group of individuals numbering less than the entire faculty, use the phrase faculty members. This holds true when referring to staff.
STUDENTS
Include their class and major and bold names in all uses, except the masthead. Thus, Emery Cowan is a sophomore with a Spanish and journalism double major.
NUMBERS & DATES
Spell out numbers one through nine. Use numerals for 10 through 999,999 and commas in numbers 1,000 and over (it is acceptable to use round numbers, depending on the context). It is preferable to use rounded numbers above 999,999 and express them with a combination of numerals and words: $1.5 million building, 17 billion students, a hundred thousand artifacts, etc. Do not use hyphens between numerals and million or billion even when used as compound modifiers (The $18.8 million building). Do not use superscripts – 21st century is 21st century.
Exceptions
- Ages – always use numerals (he was 63; the 4-year-old scraped her knee).
- Heights – The 6-foot-5 forward had to guard the center, who is 6 feet 10 inches tall.
- Decimals – always use numerals (the average score was 6.43). This includes GPAs.
- Percentages – always use numerals; never use % symbol (6 percent of the student body).
- Beginning of a sentence – spell out all numbers or avoid their use to start a sentence. Using numerals for a calendar year at the start of a sentence is acceptable but try to avoid it.
- Time – use numerals only as necessary: 10:30 a.m.; 5 p.m.
- Years – 1952-63 and 1996-02, but 1876-1978; decades may be 1990s or ‘90s. If you use “from,” you must use “to:” He served from 1948 to 1959.
Dates
Spell out months when not accompanied by the day (December 1999, Dec. 12, 1992). Use commas around Wed., March 21, 2005.
PUNCTUATION
Commas
Commas are not necessary after short introductory phrases but are necessary if phrases are longer or if the meaning is confusing without them.
In 1982 she became a writer.
Over the years she developed a sophisticated style.
After many years of writing her little heart out and repeatedly being rejected by publishers, she was burned out.
In 1988, before the fall of the Berlin Wall, he was convinced the Soviet bloc would never collapse.
Commas are necessary for sentences with two subjects:
Jane is a journalist, and her husband is a physician.
or
Harriet is a doctor; her husband rests on her laurels.
Commas are necessary around state names and specific dates:
She moved to Washington, D.C., on March, 12, 1983, to pursue her true love.
Do not use commas before “and” in a series, unless the series is complicated (e.g., contains other “ands”). Use semicolons in complex series and those containing commas.
The coat was red, white and blue.
Wedding participants included Jane Doe of Pontiac, Mich.; John Gray of Des Moines, Iowa; Jake Fisher of Dolores, Colo.; and Sam Gash of Boston.
Award recipients included Martin Cruz of environmental, population and organismic biology;
Harriett Fleisher of German; and Martin Shull of LASP.
but the above can be avoided thusly:
Award recipients included Harriett Fleisher of German, Martin Shull of LASP and Martin Cruz of environmental, population and organismic biology.
“Which” takes a comma; “that” does not. That defines and restricts; which does not. Avoid using that unless it’s necessary for clarity.
The article that appeared was incorrect. The article, which was on page one, was inaccurate.
Hyphenation
Use hyphens if two adjectives combine to modify a noun (or if “and” doesn’t work between them). Never hyphenate after adverbs ending in “ly.”
He scored a first-quarter touchdown.
but
The touchdown occurred in the first quarter.
The half-snockered student was tall and blonde. (female student)
but
The tall, blond student was drunk. (male)
The full-time writer is very well-known. Her award was well-deserved.
but
The well-known writer works full time.
Italics
Italicize book, movie, play, poetry, TV show and song titles. Italicize ship and spacecraft names.
Quotation marks
Commas and periods always go inside quotation marks. Colons and semicolons always go outside quotation marks. If a question mark or exclamation point is part of the quotation, put them inside the quotation marks; if not, put them outside.
SPELLING
As a matter of style the Coloradan has adopted several spellings that may be unique to the publication and may or may not agree with AP or the dictionary. Some examples:
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21st century adviser African American (noun) ambience (1st spelling) American Indian/Native American Asian-American (adjective) a k a Alferd Packer alum alumna (female singular) alumnae (plural females) alumnus (male singular) alumni (plural male, plural male & female) bachelor’s degree backcountry backup (n, adj) B-school Big 12 Conference Buffaloes campuswide chair (not chairman or chairperson) course work (2 words) co-founder communitywide co-workers database doctoral degree, doctorate course work e-commerce emerita (female) emeritus (male) freelance, freelancer fundraise (all forms) Glenn Miller GPA (do not spell out) half time (n, adj hyphenate) health care (n, 2 words, adj hyphenate) hookups home page instate in-flight |
internet J-school k (kilometers in second reference), 10k kickoff kick-start letterwinners lifelong lifelike longtime long-term longstanding master’s multidisciplinary multinational nationwide nonmember nonresident nordic off-season okay Olympics online on board on-site on-campus out-scored outstate (out-of-state if modifier) overrepresent part time (2 words, adj hyphenate) place kicker (n) place-kick (adj, v) place-kicking playoff policy-making, policy-maker postgame postgraduate postdoctoral postseason precollegiate precruise pregame prelaw |
premed preseason pretrip proactive pro-communist pro-socialist quarterfinals rainforest record setters record-setting game redshirt re-elect re-establish résumé round table seat belt send off send-off parties shutout standout startup student-athlete systemwide tailgate teenager theater, not theatre thought provoking (hyphen if modifier) three-peat time keeper Tuscan Vernacular, the Klauder style underrepresent under way United States, United Kingdom (noun) U.S., U.K. (adjective) universitywide walk-on waste water website well-known man the man is well-known Western studies year-round |
WRITING CLASS NOTES
Accuracy, particularly with deaths, is of foremost concern. Therefore, check and double-check spelling of names, degrees, hometowns, gender, etc.
Required class note information:
Full name (and maiden)
Association membership (* used if Alumni Association or Directors Club member)
Class and degree(s) (e.g. Phys’32, MCivEngr’34); include MD degrees from CU-HSC
Hometown
Relatives who are alums (include only if mentioned in source)
For Deaths: full name, initial (& maiden) and degree info only
The CU Foundation data base uses different degree codes than does the Coloradan. Use our abbreviation list. Be as specific about degrees as possible (Hist, not A&S). If the second degree is in the same discipline, don’t repeat it (Hist’72, MA’76, not Hist’72, MHist’76).
In the copy, bold face the names of all alums (not their degree nor the membership *). Also bold student names and refer to their class status and major. Junior journalism major Erica Usui just returned from Semester-at-Sea.
Be brief, unless the alum has a major accomplishment, is highly involved in the Alumni Association or writes a personal note.
Selection for inclusion is based on the following priorities:
- Personal letter or e-mail, or editor says “do”
- Membership in the Alumni Association
- Fame
- Involvement in the university
- Donations to the university
- Need to fill out a decade
Because class notes and profiles are less formal than other sections of the Coloradan, use the first name in second references to alums, if known. (Beatrice Lewis Jenkins = Bea.) If you don’t know (William = Bill or Will), use he or she. Avoid repeating last name. Although class updates are fairly informal, avoid being “cutesie.” Use present tense if possible. (Bob writes that he’s got a new job; not “says” unless you talked to him.)
Abbreviate where possible or don’t use (Co., Corp., Ltd., etc.). Use AP state abbreviations, not the postal two letter abbreviations. Surround states by commas (“She lives in the Washington, D.C., area.”). Colorado towns are not identified by Colo., unless the town is obscure. Clearly recognizable cities are not identified by state (San Antonio vs. Portland, Maine/Ore.). See the datelines section in the AP Stylebook.
Use the complete names of wives and kids who are alumni, including maiden and last, even when repeating husband’s last name. Don’t use middle initials, except for identification purposes and in death listings. Commas surround spouse’s name on many occasions. [Judith Smith Bolton* (EPOB '87) and her husband, Joe Bolton* (Bus '88), live in Seattle.] If members of an alum’s family are not CU alums, their names are not mentioned except upon marriage to an alum, upon their birth as the child of an alum or for major anniversaries. For births, list the child’s first, middle and last names or name from the source.
Enter class notes in chronological order by first degree earned. Alphabetize within each class. Place sources in the folder in the same order.
You may not assume that the reader knows you are referring to the business school or Alumni Association, or whatever, at CU-Boulder – always reference any mention.
Avoid starting each class note with the person’s name.
(A&S ex’72) indicates that the person was “expected” to earn a degree in ’72, but did not. The person is still an alumnus (male)/ alumna (female).
No commas before Inc. (CU Foundation Inc.) or Jr. (John Buechner Jr.). Avoid using Inc., Co., etc. unless it’s not clear the name is a company name. Use ampersand (&) only if it’s used in the official company name.
Never use “recently” or “currently.” Either include the month or exact date, or ignore if unknown or too long ago. Remember, these often appear months after we receive the news.
Except for military personnel, don’t use titles (Dr. Harry Jones; Jane Jones, M.D.; Professor Al Bartlett, etc.).
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penfold/coloradan background/STYLE 3/5/08
