University Style Guide
Jump to:
Introduction
American English is a richly varied language, full of choices. A style guide is not an effort to anoint one of two or more choices as being "correct." That is not the point. A style guide is simply a list of the choices that have been made, mainly for consistency. The choices made in this style guide resulted from participation by the entire University Relations staff, consultation with various segments of the university, and consideration of the preferences, needs, and requirements of our several audiences.
This style guide notes specific rules and usages to be followed by authors and editors in the Office of University Relations and other campus communicators. It contains exceptions to both the Associated Press Stylebook and Libel Manual and The Chicago Manual of Style. Where conflicts exist between this guide and other guides, this style guide takes precedence. For other general rules, use a primary style guide that pertains to the publication you are writing or editing.
The Chicago Manual of Style is used specifically for Virginia Issues & Answers, books, proceedings, papers, and articles for professional journals.
The Associated Press Stylebook and Libel Manual is used specifically for news releases, Virginia Tech Magazine, other university magazines, brochures, most documents targeting general audiences.
For more detail or when the AP Stylebook does not address a topic, use The Chicago Manual of Style.
Additional questions regarding this style guide may be directed to styleguide@vt.edu or 231-9468.
About Our Name
Our official name is Virginia Polytechnic Institute and State University, but the name is so cumbersome that using "Virginia Tech" in news releases, feature articles, and publications is preferable (although the official name SHOULD be used in some situations, such as academic publications). Never use an ampersand instead of "and." Never use VPI&SU, VPI and SU, VA Tech, Va. Tech, or Virginia Tech University in printed matter. "Tech" is acceptable after a first reference to "Virginia Tech," but it should not be used repeatedly or solely. "VT" and Va. Tech are acceptable only in limited, informal situations, such as a news headline where space is tight. Refrain from using "VT" in body copy, titles of publications, on signs, or in any "formal" publication.
"VPI," which was the university's acronym/nickname from 1896 to 1970, should be used only in historical contexts. The same is true for "VAMC," the university's acronym/nickname before 1896.
Abbreviations
While abbreviations or acronyms are appropriate in some situations, particularly when dealing with a long college name or title, please refrain from turning your press release, feature article, or publication into something that resembles alphabet soup. Attempt to find other ways to identify the subject rather than using an acronym repeatedly.
Academic degrees
B.A., B.S. (no space after first period) bachelor of arts, bachelor of science
M.A., M.S. master of arts, master of science
Ed.D., Ph.D. doctor of education, doctor of philosophy
M.B.A. (or MBA) master of business administration
Do not add the word "degree" after an abbreviation of the degree.
Wrong: She'll receive her Ph.D. degree this fall.
Right: She'll receive her Ph.D. this fall.
Wrong: She has a B.A. degree in chemistry.
Right: She has a bachelor's degree in chemistry.
Right: She has a bachelor of science in chemical engineering. (See Capitalization)
Accreditation abbreviations
Do not use these accreditation abbreviations (examples: CFA, CRRA, CPA, AIA) after names in news releases or general university publications.
Colleges in second, third references
College of Agriculture and Life Sciences: CALS
College of Architecture and Urban Studies: CAUS
College of Engineering: COE
College of Liberal Arts and Human Sciences: CLAHS
College of Natural Resources: CNR
Pamplin College of Business: the Pamplin College, Pamplin
College of Science: COS
Virginia-Maryland Regional College of Veterinary Medicine: regional college, vet med, VMRCVM
Casual reference may drop "college of." She is a senior in engineering.
Co-op, co-op program, Cooperative Education Program
Do not use co-op in reference to Virginia Cooperative Extension.
Departments
As does the university itself, several departments have cumbersome official titles. Spell out the official name on first reference and revert to abbreviations afterward if desired.
Nova, NoVa, NOVA
Do not use under any circumstances as an abbreviation for Northern Virginia. (Note: Northern Virginia Community College is referred to as Nova.)
State Council of Higher Education for Virginia (SCHEV)
Spell out on first use.
States
Spell out when state names stand alone. Use AP abbreviations when used with the name of a city in text. Use postal abbreviations in addresses but not in text.
AP state abbreviations (states not listed have no abbreviation):
|
Ala.
Ariz. Ark. Calif. Colo. Conn. Del. Fla. Ga. Ill. Ind. Kan. La. Md. |
Mass.
Mich. Minn. Miss. Mo. Mont. Neb. Nev. N.H. N.J. N.M. N.Y. N.C. |
N.D.
Okla. Ore. Pa. R.I. S.C. S.D. Tenn. Vt. Va. Wash. W.Va. Wis. Wyo. |
United States
Spell out when used as a noun. Abbreviate without spaces (U.S.) when used as an adjective.
Wrong: He came to the U.S. to get an education.
Right: He came to the United States to get an education.
Right: Extension is part of the U.S. Department of Agriculture.
U.S. Department of Agriculture
USDA without periods or spaces on second reference.
U.Va.
This is the abbreviation preferred by the University of Virginia.
Acronyms
Avoid acronyms whenever possible. When they must be used, always spell out names first. (See Abbreviations: Departments.)
Capitalization
Our preference is to downstyle. There are, however, several instances warranting exception.
Academic degrees
When referring to degrees in general, downcase and use the possessive for bachelor's and master's.
Right: More than 1,000 students earned bachelor's degrees.
Right: Fewer than a dozen people hold doctorates in this field.
Do not capitalize formal names of degrees.
Right: He was the fourth generation of McKenzies to earn a master of arts in economics at Virginia Tech.
Academic titles
Capitalize University Distinguished Professor and Alumni Distinguished Professor (including the academic discipline, if provided) in all uses and Fellow when referring to a person being named a Fellow of a professional organization.
Use the full names and capitalize professorships, endowed chairs, and scholarships.
Board of visitors
The Board of Visitors of Virginia Polytechnic Institute and State University; Virginia Tech Board of Visitors; the board of visitors; the board.
Colleges/divisions
Capitalize formal names of colleges and divisions of the university. Lowercase informal references.
Right: College of Liberal Arts and Human Sciences
Wrong: In the Business College, professors stress economics and quantum topics over management and human factors studies.
Commonwealth of Virginia
Capitalize commonwealth only when using the full proper name Commonwealth of Virginia. Lower case when using alone. State is always lowercase except when used as part of the official name of another state, e.g., the State of North Carolina.
Cooperative Education Program, co-op program, co-op student
Courses/programs
Lowercase when describing courses in general; uppercase the specific course or program.
Right: I took Organic Chemistry, Ancient Greek and Roman Mythology, General Physics Lab, and Elementary Calculus. I passed two of them but still was dropped from the Biochemistry Program.
Right: He is enrolled in a mathematics course, two literature courses, and a physical education class.
Dean, Dean's list
dean, dean's list (upper case only before a dean's name)
Departments
Department of History (but history department, English department). NOTE: The College of Architecture and Urban Studies refers to "programs" rather than departments. In this case, program should be capped when it is part of an official name.
NOTE: Some departments have been named after individuals. (See Odds and Ends.)
Drillfield (uppercase, one word)
Extension
Capitalize when used in reference to members or programs of Virginia Cooperative Extension, i.e., an Extension agent. Do not use Extension Service.
Hokie Spirit
Capitalize the word Spirit.
Hokie Stone
Capitalize the word Stone.
Office of ...
Using "Office of" is standard for all campus offices unless otherwise noted. Check the University Directory for official names.
Example: Office of Undergraduate Admissions
Pylons
Capitalize the Pylons when referring to the entire edifice. Also capitalize the name of each pylon but not the word "pylon."
Right: A bugler played "Taps" at the Pylons.
Right: The eight pylons are Brotherhood, Ut Prosim, Leadership, Loyalty, Sacrifice, Honor, Service, and Duty.
Right: John is particularly fond of the Loyalty pylon.
Regions
Northern Virginia, Southwest Virginia (but southwestern Virginia), Tidewater, Southside, Eastern Shore, Piedmont, Northern Neck
Titles
Titles preceding a personal name are uppercased. The title is lowercased when it stands alone or follows a personal name. This includes professor, assistant professor, and associate professor, which is an exception to AP.
Right: President Steger; Charles W. Steger, president of Virginia Tech; the president
Right: Luther Kravitz, chair of the history department
Resident advisor
Lower case "resident advisor," but when it is abbreviated, use capitals: R.A.
University
Lowercase "university" when referring to Virginia Tech in the text.
Virginia Tech Corps of Cadets
Capitalize when the official name is used: Virginia Tech Corps of Cadets. Otherwise, use lower case: corps of cadets, the corps, cadets.
Punctuation
We use the serial comma: "Basically, students will do course work in three major areas: economics, languages, and history."
Articles and chapters: Use quotation marks. "How I Spent My Career at Virginia Tech"
Books/videos: Names of books, newspapers, magazines, newsletters, reports, and videos should be italicized. (If italics is not available, use underline; if neither italics nor underline is available, just capitalize as follows: Undergraduate Catalog, Graduate Catalog, Virginia Tech Magazine.)
Do not use a comma before Jr., Sr., or Inc.
Double spaces
Virginia Tech does NOT use double spaces between sentences in its publications.
Em dashes
Em dashes can be used either with or without a space before and after the dash, depending on preference. Usage must, however, be consistent within a document or publication.
Hyphens
On-campus program, land-grant university (As a general rule, all compound modifiers should be hyphenated.)
Vice president (no hyphen)
Fundraising, fundraiser (preferred use is without a hyphen or a space)
Highly developed (no hyphen with adverbs ending in "ly")
Nonprofit, postgraduate, preadmission. No hyphen with "non," "pre," "post," "sub," etc., compounds. Exceptions:
- When the second word in a pair is capitalized; e.g., non-English.
- Numbers; e.g., pre-1954.
- Re-create when used to mean create again; recreate is an awkward verb meaning to take part in recreation.
- When the last letter of a prefix is the same as the first letter in the second word, use a hyphen: anti-intellectual, pre-existing.
Apostrophes
M.S.'s, Ph.D.'s (plurals)
Plural of a single letter: A's, B's
Decade as a noun: The 1990s were a profitable time. The '90s saw a rise in enrollment.
Decade as a possessive: His thesis discusses the 1990s' cultural changes.
Computers
Computer terms
blog
CD-ROM
chat room
database
desktop publishing (DTP)
dot-com
download
e-mail (singular and plural)
homepage
HTML
Internet
keyboard
laptop
logon, login, logoff
megabyte (abbreviated MB or mb)
mouse (plural: mice or mouses)
multimedia
online
podcast
Really Simple Syndication (abbreviated RSS)
upload
URL
weblog (also, blog)
website
wiki
World Wide Web (also, the Web)
E-mail and Web addresses:
In body copy, italicize e-mail and Web addresses. The preferred style for Web addresses that start with the protocol "http://" is to leave the protocol off if it is followed by "www." Use "http://" if it is not followed by "www" and use the protocol if it is something other than "http://." Individuals can always opt to use the protocol as long as they are consistent within a publication.
When a Web address ends a sentence, finish with a period.
Numbers
University Relations follows the AP Stylebook: Spell out whole numbers one through nine; use numerals for 10 and above. Fractions standing alone are spelled out. For fractions with whole numbers, use numerals.
Right: She has eight cats and 11 dogs. About one-fifth of her salary goes to buy 2 1/2 tons of pet food each year.
Percent
Spell out the word "percent," repeating the word if a range is being described. Do not spell out the numbers in percentages; use numerals.
Wrong: More than 30% of the students were below average.
Wrong: Fewer than five percent of students own airplanes.
Wrong: The tuition remission will be between 15 and 40 percent.
Right: The tuition increase will be between 5 percent and 10 percent.
Note: Use % in tables and charts.
Room numbers
203 Robeson Hall is preferred to Room 203 Robeson Hall
Telephone numbers
Preferred: 202/555-4832
Acceptable: (202) 555-4832
Acceptable: 202.555.4832Unacceptable: 202/555/4832
Unacceptable:202-555-4832
Extensions: 202/555-4832 ext. 123
Zip code
The internal postal code used by Virginia Tech must not be used as a plus-4 zip code extension in addresses. Currently, there are no plus-4 zip code extensions established for the university, and the internal postal code is not recognized by the U.S. Postal Service. In fact, its use as a zip code extension can actually impede the timely delivery of mail. Instead, use the internal code as an extension on the second address line and place in parentheses.
Right:
Elmer Mudd
311-H Media Bldg. (0109)
Virginia Tech
Blacksburg, VA 24061
Wrong:
Elmer Mudd
311-H Media Bldg.
Virginia Tech
Blacksburg, VA 24061-0109
Odds and Ends
Advisor, adviser
In a departure from AP style, the preferred spelling is “advisor,” which is used more commonly in academe. “Adviser” is acceptable in releases going to organizations that follow AP style.
African American
The usual reference is "black" not capitalized; either can be used, depending upon subject's preferences or the context of the document. Hyphenate when used as an adjective.
Alumnus
Proper usage is as follows:
alumnus - one male graduate
alumni - more than one male graduate or a mixture of male and female graduates
alumna - one female graduate
alumnae - more than one female graduate
Classes
First-year student (avoid "freshman" where possible), sophomore, junior, senior, entering class, sophomore class, etc. But Class of 1940.
NOTE: The 1936 entering class is the Class of 1940. If using the term "entering class," always refer to the year corresponding to the fall that the class matriculated. If the students' first school year is 2003-04, they are in the entering class of 2003.
Right: The 1968 entering class had the highest average SAT score of any entering class in the previous 12 years.
Right: Nearly 50 percent of the Class of 1990 graduated in the bottom half of the class.
Charles W. Steger
Use the president's middle initial on first reference.
Course work (two words)
Courtesy titles
In general, do not use Mr., Miss, Mrs., or Ms.
Do not use Dr. except in first reference to medical doctors or psychiatrists. Use abbreviations of degrees (see abbreviations: academic degrees) after an individual's name when needed to establish credentials. However, do not use both Dr. and degree abbreviations at the same time; e.g., Dr. Jane Smith, D.V.M.
Departments named for individuals
Bradley Department of Electrical and Computer Engineering
Charles E. Via Jr. Department of Civil and Environmental Engineering
Grado Department of Industrial and Systems Engineering
EO/AA statement for publications
Virginia Tech does not discriminate against employees, students, or applicants for admission or employment on the basis of race, gender, disability, age, veteran status, national origin, religion, sexual orientation, or political affiliation. Anyone having questions concerning discrimination should contact the Office for Equal Opportunity.
The short version for brochures and other small publications that do not have space for the regular EO/AA statement is as follows:
Virginia Tech is an equal opportunity/affirmative action employer.
Faculty member or member of a minority (not faculty or minority when referring to one member thereof)
Garnett E. and Patsy T. Smith Career Center
Use the full name in formal situations; otherwise, use Smith Career Center.
Gender-specific language
Avoid unless intended. For example, never assume someone is male: A professor should always control his classes. Better: Professors should always control their classes.
Chair/chairman: Use chair to refer to the head of a committee unless the official title is chairman or chairwoman or the gender is known.
Right: Whom did they elect as chair of the committee?
Spokesman/spokeswoman: Avoid unless gender is known. Better to recast the sentence or use spokesperson.
Wrong: Who is the spokesman for our group?
Right: Who is the spokesperson for our group?
Right: Who speaks for our group?
Right: Cynthia Smith, spokeswoman for the group, explained the resolution.
Right: Chris Smith, speaking for the group, explained the resolution.
Graduate Life Center at Donaldson Brown
Use the full name in formal situation; otherwise, use Graduate Life Center.
Highty-Tighty, Highty-Tighties
Always use the hyphen.
Hokies, HokieBird
HokieBird is one word with an upper case "B." (Note: The term "Fighting Gobblers" is no longer used by the university.)
Honors, Honors Program
Honor System, Honor Court, Honors Program. But graduated with honors or in honors. "With honors" denotes graduates of the standard system with high grade point averages. "In honors" denotes graduates of the Honors Program.
With honors or in honors (use Roman, not italics)
(Note: The Honor System is not to be confused with the university's judicial system.)
Mission of the university
Virginia Polytechnic Institute and State University is a public land-grant university serving the Commonwealth of Virginia, the nation, and the world community. The discovery and dissemination of new knowledge are central to its mission. Through its focus on teaching and learning, research and discovery, and outreach and engagement, the university creates, conveys, and applies knowledge to expand personal growth and opportunity, advance social and community development, foster economic competitiveness, and improve the quality of life.
Ott Rowlands, Sue
First reference to the current dean of the College of Liberal Arts and Human Sciences should be Sue Ott Rowlands. Subsequent references should be Ott Rowlands.
Residence hall (not dormitory)
Schiffert Health Center (not Student Health Center or the Infirmary)
Theatre
Use this spelling when referring to the department on campus and its productions (and be consistent in the same manuscript; don't mix "er" and "re" unless it is unavoidable).
University motto
The university motto is Ut Prosim, but we usually add the English translation to it. When adding the translation, it should be styled Ut Prosim (That I May Serve), with Ut Prosim italicized.
University-wide, campus-wide (but nationwide, statewide, worldwide)
Buildings/Facilities/Landmarks
(See the Master Building List for Virginia Tech for complete and up-to-date information on university buildings.)
Agnew Hall
Agriculture/Forestry Research Laboratory Facility
Air Conditioning Facility
Alexandria Research Institute
Alumni Mall (was The Mall)
Ambler Johnston Hall
Aquatic Medicine Laboratory
Architecture Annex
Armory
Art and Design Learning Center
Barringer Hall
Bioinformatics Phase I
Bioinformatics Phase II
Bishop-Favrao Hall
Brodie Hall
Burchard Hall
Burrows-Burleson Tennis Center
Burruss Hall
Campbell Hall
Cassell Coliseum
Center for European Studies and Architecture
Central Stores
Cheatham Hall
Chemistry/Physics Building
Cochrane Hall
Cowgill Hall
Cranwell International Center
Dairy Science Complex
Davidson Hall
Derring Hall
Dietrick Hall
Drillfield (in front of Burruss Hall; others are drill fields)
Duck Pond
Durham Hall
Eggleston Hall
Engel Hall
English Field (baseball stadium)
Femoyer Hall
Fleet Services
Food Science and Technology
Fralin Biotechnology Center
GBJ (see Johnson Student Center)
Garnett E. and Patsy T. Smith Career Center
Graduate Life Center at Donaldson Brown
Greenhouses
Hahn Hall
Hahn Horticulture Gardens
Hampton Roads Education Center
Hancock Hall
Harper Hall
Harry T. Peters Large Animal Clinic
Health and Safety Building
Henderson Hall
Hillcrest Hall
Holden Hall
Holtzman Alumni Center
Human Resources Annex
Hutcheson Hall
Jamerson Athletic Center
Johnson Hall
Johnston Student Center (commonly called GBJ; not the student center, see Squires)
Lane Hall
Lane Stadium
Lee Hall
Litton-Reaves Hall (named after two people; never Reaves Hall)
Major Williams Hall (not the same as Williams Hall)
Marion duPont Scott Equine Medical Center
McBryde Hall
McComas Hall
Media Annex
Media Building
Merryman Athletic Center
Miles Hall
Military Building
Miller-Johnson Track
Monteith Hall
New Residence Hall East
Newman Hall
Newman Library (Carol M. Newman Library)
Norris Hall
O'Shaughnessy Hall
Owens Hall
Pack Building
Pamplin Hall
Parking Services
Patton Hall
Payne Hall
Peddrew-Yates Hall
Performing Arts Building
Pete Dye River Course of Virginia Tech
Price Hall
Pritchard Hall
the Pylons
Randolph Hall
Rasche Hall
Rector Field House
Reynolds Homestead
Richard B. Talbott Educational Resources Center
Robeson Hall
Sandy Hall
Saunders Hall
Seitz Hall
Shanks Hall
Shultz Hall
Skelton Conference Center
Slusher Hall
Smith House
Smyth Hall
Solitude
Southgate Center
Squires Student Center, the student center
Sterrett Facilities Complex
Student Services Building
The Grove (the president's house)
The Hotel Roanoke & Conference Center
The Inn at Virginia Tech
Thomas Hall
Torgersen Hall
University Bookstore
University Club
University Libraries
Vawter Hall
Virginia-Maryland Regional College of Veterinary Medicine
Virginia Tech Richmond Center
Virginia Tech Roanoke Center
Virginia Tech Southwest Center
Visitor Information Center
Volume Two
Wallace Annex
Wallace Hall
War Memorial Chapel
War Memorial Hall
Washington-Alexandria Architecture Center
Whitethorne-Kentland Research Farm, the research farm
Whittemore Hall
William E. Lavery Health Research Center
Williams Hall
Worsham Field
Women's Center at Virginia Tech
Women's Softball Field
Wright House