EDITORIAL STYLE GUIDE:
UNIVERSITY OF OKLAHOMA
Note: Following are just a sampling of some of the style rules and guidelines we follow at the university. Generally speaking, if in doubt, look it up in the AP Stylebook. Second reference: Webster's New World College Dictionary.
Addresses
Follow Associated Press style for street names, e.g., abbreviate Blvd., St. and Ave., but spell out Drive, Lane, Way, etc.
Always use ZIP+4, especially on university addresses. DOWNLOAD A PDF OF CAMPUS +4 ZIPS HERE.
Adviser (not advisor)
Affirmative Action Statement (see Publications Policy)
Ampersand (&) Please don't use, except in approved logos and as part of a proper name.Buildings and Room Numbers
List room number, then name of building, e.g., 149 Copeland Hall, not Copeland Hall, room 149. (In news releases, make sure to provide the building's address.)
Campuswide
Comprise vs. Compose
"Compose" means to create or put together. May be used in both active and passive voice, e.g., "She composed a song." "The United States is composed of 50 states." "Comprise" means to contain, to include all or embrace. Is best used only in active voice, followed by the direct object: "The United States comprises 50 states." "The jury comprises five men and seven women."
Commas
Generally, drop the last comma when writing out a simple list, e.g., "Liz's best subjects were chemistry, zoology, astronomy and English."
Degrees
Please spell out unless part of a long list (such as graduation lists), e.g., "He earned his master of arts degree in journalism."
Departments/Schools/Colleges
Capitalize when listing a department or school's formal title, e.g., the Department of Physics and Astronomy, School of Music, College of Arts and Sciences. Lowercase when making generic or successive references, e.g., "physics and astronomy department" or "the school."
Plurals: schools of music and drama
Proper names: Weitzenhoffer Family College of Fine Arts, Price College of Business
Alphabetizing: Organize by discipline, so that Price College of Business goes after College of Arts and Sciences, not after College of Liberal Studies.
Disabilities
See publications policy for accommodations statement. In news releases, brochures, etc., refer to "students with disabilities" or "people with disabilities," so that the emphasis is on the person rather than the disability.
Dorm/Dormitory
Don't use. The proper terminology is "residence hall(s)."
Em Dash
An em dash ( — ) should be placed in text with a space before and after. To create an em dash in Microsoft Word, type two hyphens, then enter.
Equal Opportunity Statement (see Publications Policy)
Freshman
A freshman has not yet decided on a major, so do not state that a freshman is, say, a business, major. He/she is a freshman planning to major in business.
Singular or plural: John Doe, Sarah Smith and Tom Blue are all freshmen. The 2005 freshman class is highly ranked.
Fund raising
fund raising
fund-raising (adjective)
fund-raiser
Health care
health care
health-care (adjective)
Internet
Web, Web site, Web page, webcast, webmaster
home page
online
URLs - set in plain type; do not underline or set in italics. Generally, you can drop the http://.
Always verify that Internet addresses are live and current.
Logos/the University Seal
All logos for colleges, departments and related programs and projects must be approved by the appropriate publications office. Special logos should not be used on university letterhead and, when used on other publications, should be secondary to the OU logo.
The university seal is primarily used for official purposes, as in the publications of the institution, its certificates, diplomas and legal documents and printed materials in conjunction with official functions of the university. The OU seal may be used by the university and/or for commercial uses, provided appropriate authorization is granted from OU's Licensing Department under the guidelines that its use thereof is not disparaging, does not constitute false representation as to sponsorship, affiliation or conventions and public morals and decency, and does not reflect unfavorably on the university. Do NOT alter (tamper with) the seal for any reason!
Numerals
Spell out numerals at the beginning of sentences, except for years.
Spell out one through nine, but use numerals for 10 and above. Exceptions: when beginning a sentence (as noted above), or when indicating age or dimensions. Please review AP Stylebook for other specifics.
Use the word "million" instead of zeroes, e.g., "The budget is $6 million."
Orphans/Widows
A single word alone on the last line of a paragraph must have five or more letters, or it is an orphan. The top sentence at the top of a column must go at least half the width of the column, or it is a widow.
Rankings
In rankings, instead of saying OU or a unit at OU ranks 47th, say OU ranks in the top 50 - the former diminishes, the latter elevates.
References to the University of Oklahoma
In the body of text, lower case the "u" in university: The $67 million National Weather Research Center being built on the university's Norman campus will be the largest weather research center of its kind in the nation.
Do not refer to the university as "Oklahoma University."
"OU" is acceptable on second reference. Do not use periods, e.g., "O.U."
In publication headings, delete the "the" before "University of Oklahoma" if the university's name is modifying the college, department, or other name that follows.
For example:
University of Oklahoma College of Arts and Sciences
University of Oklahoma School of Art
R.S.V.P.
Don't use; say "respond."
Sam Noble Oklahoma Museum of Natural History
Please use the full name on first reference.
Semicolons
Use semicolons in sentences with a lot of commas. For example: The production will move on next to Ada, Guthrie and Lawton, all in Oklahoma; Little Rock, Ark.; and, finally, New York City.
State Names
Follow AP Style. Except in return addresses, use AP abbreviations for states, e.g., Okla., La., Mo.
Telephone Numbers
Please use parentheses around area codes and a hyphen after the first three digits of the phone number, e.g., (405) 325-0000; (800) 555-1235. Do not use dots.
Times and Dates
Time, date, place - ALWAYS list in this order, e.g., 10 a.m. Monday, June 24, Beaird Lounge, Oklahoma Memorial Union (if a news release, also provide address of building).
a.m./p.m. - e.g., The meeting is set for 8 a.m. (not 8:00, not am or A.M.)
Aug. 8 to 12 - Refer to AP Style in abbreviating months (all are abbreviated except March, April, May, June and July). Also note, do not use the "th," as in 8th or 12th.
Titles
People:
Dr. - Use only when referring to a doctor of medicine, dentistry or veterinary science.
Lower case titles when they follow the name, e.g., Paul Bell, dean of the College of Arts and Sciences at the University of Oklahoma, will give a free, public lecture ....
Movies, Books, Articles, etc.:
Italicize titles of movies, books, magazines and journals. Titles of articles are placed inside quote marks.
T-shirt
Note the capital "T" and the hyphen.
Other General Writing Suggestions
Start with a compelling lead. Too often, an article is submitted to me that begins, "The Department of English [or other unit] is pleased to present a lecture by renowned horror writer Stephen King." A better lead would be, "How to Scare That Monster Out of Your Closet" will be the topic of a lecture to be presented Thursday by renowned horror writer Stephen King." The lead should focus on the story's strongest element(s) - facts that most sharply define the heart of the story and to which everything in the story relates.
Most "straight" (not feature) news releases and articles will follow the inverted pyramid style, with the most important information at the top and the least important at the bottom. The first couple of paragraphs should answer the four Ws - "who," "what," "when" and "where" - and "how."
Use active voice. Strunk and White's example: "I shall always remember my first visit to Boston." Much better than, "My first visit to Boston will always be remembered by me."
Be concise. Omit needless words. People are becoming less and less willing to read large amounts of copy, so you have to make each word count.
Use specific, concrete language. Deal in particulars and report only the details that matter. Ideally, your words will call up pictures for the reader.
Avoid ending sentences with a preposition.
Avoid colloquialisms.
If you can't read one of your sentences without taking a breath, it's too long. Break it up into two or more sentences - or consider whether all the words are needed.
Read! Select several authors whose works you have enjoyed over the years, and try to determine what techniques they use that keep you interested, evoke emotion, arouse your curiosity.
Finally, read and study some of the many resources out there on writing, including Strunk and White's The Elements of Style.