UA EDITORIAL STYLE MANUAL

campuswide identification number, CWID

capitalization

Keep capitalization to a minimum in all sorts of writing-the more words you capitalize, the more you complicate your text.

Capitalization does not confer prestige or importance-it's what you say about a discipline or program that conveys quality or prestige to the reader.

When in doubt, consult a current dictionary, which will reflect current usage and the spellings and forms your readers will understand.

The following are some general guidelines:

Reserve uppercase for brand names; for proper names or words derived from proper names; for official names, such as those of companies, departments, or organizations, and certain short forms of those names; and for words whose placement (i.e., at the beginning of a sentence, in a heading) requires or justifies capitalization.

Don't capitalize the following, unless they begin a sentence or headline or occur in a hyphenated compound within a headline: a, an, the, and, or, for, nor, as, since, concerning, during, any other prepositions, and to in infinitives.

Don't capitalize short forms of the names of University programs and facilities: the greenhouse, the arboretum, the law school, the education library, the financial aid office, etc.

Use capitalization only for official names of programs or departments, not for the names of disciplines, to prevent confusion. If you capitalize a word such as an academic discipline, a reader may take that to be the official name of your department or organization. Exception: do capitalize those words derived from proper nouns, such as French, English, and American.

Capitalization may suggest that a word has some meaning for your department or field other than the widely recognized meaning. Rather than conveying importance, excessive capitalization may thus make your copy look jargony. Keep your prose as serviceable and accessible as possible.

Do not capitalize the common names of semesters, terms, academic sessions, or periods (such as fall semester, registration, orientation, schedule pickup). If a semester or term is followed by a specific year, use capitalization (e.g., Fall Semester 2003).

See awards; certificates and forms; classification, student; course numbers and titles; departments; disciplines; divisions; geographic terms and names; programs, academic; scholarships and fellowships; seasons; semesters; titles of works; titles, personal; University of Alabama, The.

Capstone, the

The Capstone is a nickname for The University of Alabama coined by former UA President G.H. Denny when he referred to the University as the "capstone of the public school system of the state" in 1913. Be aware that prospective students may not understand its meaning, although other audiences, such as alumni, may.

catalog

Preferred over catalogue.

The University's undergraduate and graduate catalogs are available online at catalogs.ua.edu.

CD

See compact disc, compacts discs, CD, CDs.

CD-ROM

The acronym for compact-disc read-only memory, CD-ROM is more widely understood than the spelled-out form and is acceptable in all references.

CE

Abbreviation for the "Christian Era" or the "Common Era." Uppercase (preferably small caps).

centuries/decades

Follow UA style for use of numbers. Consult a current dictionary for difficult cases. Note that compound adjectives with century are hyphenated.

first century, second century, 10th century
first-century art, second-century religion, 10th-century life
11th century, 13th century, 20th century
the '20s, '60s, '80s
the 1700s, the 1980s
14th-century literature, 21st-century technology
'80s-style capitalism, '60s-influenced music

certificates and forms

The following guidelines apply to the titles of academic and professional certificates (as in Class AA Professional Certificate); visas; government forms; specialized forms, such as financial aid forms; and other documents referred to by name.

Terms that are generally descriptive-such as application for admission, declaration of intent, or application for admission to candidacy-should not be capitalized.

Capitalize the first word and all nouns, pronouns, adjectives, verbs, and adverbs in the title of the form:

Class AA Certificate, but Class AA certification
Class A Professional Certificate
the "A" Certification in School Psychometry
Form I-20AB Certificate of Eligibility
IAP-66 Certificate of Eligibility
Free Application for Federal Student Aid (FAFSA)

When a number is part of a form's title, use the numeral and omit any punctuation:

Incorrect: Form 1,040EZ
Correct: Form 1040EZ
Incorrect: Form Two-A
Correct: Form 2A

See also capitalization for general rules.

chairman, chairwoman, chairperson, chairholder, chair

Use the organization's official title or that preferred and used by the individual. If the chairholder is male, call him a chairman, unless he prefers another designation, and if the chairholder is female, call her a chairwoman, unless she prefers another designation. Avoid chairperson or chair unless it is the official title for the office.

See also titles, personal.

classification, student

Don't capitalize freshman, sophomore, junior, senior, graduate, postgraduate, postdoctoral, nondegree, or any similar designation, unless it is part of a title, a headline, or the official name of an organization.

Use freshman when writing of one first-year student, freshmen when writing of more than one. Use freshman as a modifier:

EN 101 is generally considered a freshman course.
She lives in the freshman dorm, with 400 other freshmen.

collective nouns

Collective nouns such as faculty or staff can take a singular or plural verb depending on meaning. If what's meant is a group acting as one, then use the singular verb: The faculty is well respected. If what's meant is a group of individuals acting as individuals, then use the plural verb: The staff were at odds over the new policy.

The same rules apply to Denny Chimes. When writing of the tower in which the chimes are contained, use singular verbs and don't use an article such as the if possible:

Denny Chimes stands on the main Quad.
A campus landmark, Denny Chimes was completed in 1929.

When writing of the chimes themselves, use the plural verb form and the, when the structure of the sentence permits:

The Denny Chimes play an afternoon concert each day.

Try to avoid sentences that mix the two references, such as the following:

Tricky: In the background stands Denny Chimes, which have been ringing the hours since 1929.
Better: In the background stands Denny Chimes; its bells have been ringing the hours since 1929.

colleges and schools, UA

See divisions.

collegewide

But College-wide. See explanation about proper nouns and the hyphen in the dash/hyphen entry.

colon

Place the colon outside quotation marks or parentheses. If a quoted passage happens to end with a colon, drop the colon.

1. Use a colon to introduce explanatory or other related matter.

Jerry noticed the painting immediately: its red and black streaks of color captivated him.

2. Use a colon to introduce quotations or formal statements.

After a moment's pause, she spoke: "No exceptions will be granted."
I would like to make clear the following: The deadline is 4:00 p.m. Friday.

Always capitalize after a colon when the colon introduces a formal statement or any kind of quotation, but lowercase in other instances.

3. Use a colon to introduce a list or series.

Correct: He knew that his options after graduation were impressive: he could go to law school, accept the teaching assistantship at Harvard, or work for his father.

Don't use a colon if the list is an object or complement of any part of the sentence. This rule applies even to vertical or bulleted lists. In the example sentence below, the list of courses (MATH 125, EN 102, IE 203, COM 203, and ARH 151) completes the sentence (as a direct object) and thus the colon should not be used after (the verb) were.

Incorrect: The five courses he took were: MATH 125, EN 102, IE 203, COM 203, and ARH 151.
Correct: The five courses he took were MATH 125, EN 102, IE 203, COM 203, and ARH 151.

See also lists.

Use a colon after constructions such as "as follows" and "the following" only if the list or illustrating matter immediately follows . . .

Incorrect: The steps are as follows. Note that care was taken to eliminate redundancy:
Correct: The steps are as follows (note that care was taken to eliminate redundancy):
Correct: The steps are as follows. Note that care was taken to eliminate redundancy.

. . . or if the introductory sentence would be grammatically incomplete without "the following."

Correct: I would like to make clear the following: The deadline is 4:00 p.m. Friday.

The colon can be used to indicate a shift in tone or a grammatical break. Although correct grammatically, such constructions are often misunderstood, so it might be better to use an em dash ( — ); separate the sentence into two sentences with a period; use a comma and a conjunction; or use a semicolon.

Correct: The facts lead us to one conclusion: regular exercise is a vital component in a healthy lifestyle.
Correct: The facts lead us to one conclusion—regular exercise is a vital component in a healthy lifestyle.
Correct: The facts lead us to one conclusion; regular exercise is a vital component in a healthy lifestyle.

comma

Commas belong inside quotation marks, outside parentheses or brackets.

Commas have a wide range of uses — but also a wide range of overuses. "When in doubt, leave it out" is a good guideline, but there are some specific rules, outlined below, to keep in mind.

1. Use commas to separate three or more items in a series, and use a comma before the conjunction (if any) that joins the last two items:

We sent the memo to all deans, directors, and department heads.

Note: Media relations personnel and others in contact with the media may follow the Associated Press style guideline, which calls for no comma before the conjunction in a series.

2. No commas should be used if the items in a series are simple and are all linked by conjunctions. If the items in the series contain internal punctuation (including commas) or are very long or complex, use semicolons to separate them.

The board consists of the following members: Jerry White, president of EOA Industries; Paul Canyon, secretary general of Wytex; and Pam Terrell, vice president of internal affairs, Multiworld.

3. Always use a comma before a conjunction that joins the clauses of a compound sentence, unless the clauses are very short and closely related:

We ordered Post-It Notes and Rolodex refill cards from the SUPe Store, and the store delivered them yesterday.
Sue runs and Ed plays golf.

Beware the sentence with a compound predicate (one subject, more than one verb). Don't use a comma between clauses in a sentence with a compound predicate.

Sentences with compound predicates:
She has been driving that car for 10 years and put it in for repairs only twice.
He uses that office every day but seldom runs the air conditioner.

Compound sentences:
She has been driving that car for 10 years, and it's only given her trouble twice.
He uses that office every day, but he seldom runs the air conditioner.

4. Use a comma or pair of commas to set off a nonrestrictive clause. A clause is nonrestrictive if it can be omitted without changing the meaning of the main clause.

Nonrestrictive: Of Mice and Men, which is often banned by local school boards, is generally considered an American classic.

5. Use a comma to set off a dependent clause that precedes the main clause:

Correct: If he is accepted for admission, he will begin classes in January.

But don't use with restrictive clauses that follow the main clause:

Restrictive: He will begin classes in January if he is accepted for admission.

6. Use that (who in the case of persons) to introduce a restrictive clause, which (who in the case of persons) to introduce a nonrestrictive clause:

Restrictive: Steinbeck wrote the book that made us want to move out west.
Nonrestrictive: The Scarlet Letter, which I read in high school, has been made into a movie.

See also that and which.

7. Use commas to set off parenthetical elements that are closely related to the rest of the sentence. Use em dashes or parentheses to set off elements that aren't so closely related to the rest of the sentence. Because punctuation plays a role in suggesting the closeness of the relationship between clauses, however, the choice of commas over em dashes or parentheses is a matter of editorial preference. See also dash/hyphen.

The professor, it was rumored, had decided not to teach his popular seminar in the fall.
That announcement was, to say the least, disappointing to many students.
TV 123—a historical analysis of the sitcom—offers a close look at the phenomenon of television.
To test the student's proficiency, the final examinations normally given in elementary Japanese courses (JA 101 and JA 102) will be administered.
Courses (and hours) in which the student has earned a grade of "Incomplete" ("I") cannot be applied toward degree requirements.

8. For appearances' sake, it's usually best to leave off commas at the ends of centered lines of text in invitations, headings, titles, and similar places.

9. Appositives are usually set off by commas, unless their function is restrictive:

The head of the department, Professor Smith, holds several terminal degrees. (nonrestrictive, because there is only one department head)
His wife, Jill, just got promoted. (nonrestrictive, because he has only one wife)
My coworker Jeff is responsible for those files. (restrictive, because there is more than one coworker)

10. If two or more adjectives modify a noun, separate them with commas:

Tuscaloosa usually has short, mild winters.

But don't use a comma if the first adjective modifies the combination of the second adjective and the noun:

She told me she had no time for my petty grammatical considerations.

11. Place commas before and after the state name in city/state combinations within a sentence.

The University of Alabama is located in Tuscaloosa, Alabama, only 50 miles from Birmingham.

12. Don't use a comma before Jr., Sr., II, III, etc. They are part of the person's name and should thus not be separated from it.

Bobby White Jr. will speak at the meeting.

See also dates.

compact disc, compact discs, CD, CDs

In many contexts, CD or CDs is appropriate in all references for compact disc. If it's likely your readers might read CD as certificate of deposit, however, spell out compact disc on first reference.

company names

In running text, use a company's full name whenever possible. Avoid abbreviations, except as in examples below or in the case of a widely used short form or initials. See abbreviations and acronyms. Consult the company if unsure.

Drop Inc. or Ltd. in most informative publications, particularly if the name of the company clearly indicates that the entity is a company. If the company's name is also the name of a product, however, including Inc. or Incorporated might clarify matters. In legal or technical documents and directories, Inc. and Ltd. may stand if needed. Use no comma between the company name and Inc.

Friday Lumber Company, Friday Lumber
Norfolk Southern Corporation, Norfolk Southern
Capstone Title Services, Capstone Title
but Newsweek Inc. (to avoid confusion with the name of the magazine)

Computer-Based Honors Program, CBHP

CBHP is acceptable in all contexts as a second reference for Computer-Based Honors Program.

Cooperative Education Program, Co-op

Co-op or Co-op Program is an acceptable second reference, but lowercase co-op when used as an adjective:

Her co-op experience was professionally and intellectually rewarding.

Core Curriculum, University of Alabama

Capitalize University of Alabama Core Curriculum, University Core Curriculum, and UA Core Curriculum, but lowercase curriculum in other uses:

core curriculum (even when referring to the UA Core Curriculum)
undergraduate curriculum
graduate curriculum
business curriculum
liberal-arts curriculum

course level

a 300-level course
a senior-level course
a course at the 400 level
a course at the freshman level

course load

Two words. Generally refers to the number of course hours recommended or allowable each semester.

course numbers and titles

When a course number and title are given together, give the alpha symbol and number followed directly by the title. There is no intervening punctuation, nor should there be any abbreviation of words in the title.

ART 110 Drawing I
EE 350 Electromechanics
EN 398 Modernism I: The Cultural Context

When a course title is given without the course number, you may still uppercase the course title as long as it is the complete title.

Do not use alpha symbols when speaking generally of a department or program's courses or of an academic discipline.

Incorrect: Students may count up to 18 hours in SOC, FR, or PSC toward the major.
Correct: Students may count up to 18 hours in sociology, French, or political science toward the major.

When listing courses by number, repeat the alpha symbol with each number.

Incorrect: The required courses include EN 101, 205, and 209 or 210.
Correct: The required courses include EN 101, EN 205, and EN 209 or EN 210.

Use a colon to indicate lecture-and-laboratory combinations. The alpha symbol is not repeated.

AY 101:102
BSC 114:115
CE 340:342

Courses offered for both graduate and undergraduate credit—and thus having two numbers—may be listed as follows: EN 480/580. The alpha symbol is not repeated.

Any two distinct courses, no matter how closely linked, should be indicated by the word "and" instead of a colon.

The required courses include EN 101 and EN 102, EN 205 and EN 206, and EN 209 or EN 210.

coursework

One word. Generally refers to the courses taken for degree credit.

credit hours

See numbers.

Crimson Tide

Commonly used to describe or name The University of Alabama's football team, Crimson Tide is now often used to refer to other NCAA teams at The University of Alabama. Avoid overuse, particularly in non-sports contexts.

cultural periods, movements, styles

Such terms are usually capitalized when they derive from proper nouns. See Appendix C: Historical, Cultural, and Geographical Terms for a list of terms sometimes found in University publications.

See also centuries/decades and/or Appendix F: Time Terminology.

currency

Give currency amounts in figures—$2, not two dollars. It is usually best to include .00 in tables or if figures in the same context include fractional amounts: $4.00, $5.45, $6.72 is better than $4, $5.45, $6.72. In expressions such as a dime a dozen, or terms that describe currency, such as five-dollar bill, it is acceptable to spell out numbers below 10. Never combine the symbol $ and the word dollars in the same context, nor the symbol ¢ and the word cents.

See also numbers.

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