Butler University Style Guide

Academic Degrees

• Lowercase the name of the degree. Use an apostrophe in bachelor's degree, a master's, etc., but there is no possessive in bachelor of arts, master of science, or associate degree.
• For MBA, MPAcc, and PA do not use periods.
• Ph.D. and Pharm.D. use periods.
• Use doctoral degree or doctorate in text. Use Ph.D. in full titles only when individuals with different degrees need to be distinguished.
  
  Example: College of Education Professors Stephen Bloom, Ph.D.; Roger W. Boop, Ed.D; Ronald W. Goodman, Ed.D.; Sam Guerriero, Ed.D.; Ena Goodrich Shelley, Ph.D.

Addresses

• Abbreviate Ave., St., and Blvd. when they are preceded by a street name and number.
• Abbreviate East, West, South, and North in full addresses, with periods (E. W. S. N.).
• Always spell out Drive and Road.
  
  Examples:
• • 4600 Sunset Ave.
  • 510 W. 49th St.
  • Turn onto Hampton Drive.

 Ages

• Always use figures.
• Hyphenate the age if it is used as an adjective or as a substitute for a noun.
• Don't use apostrophes when describing an age-range.
  
  Examples:
• • The student is 19 years old.
  • The student, 18, has a brother, 5.
  • The 20-year-old student.
  • The survey is for 18-year-olds.
  • They are in their 20s.

Alumni Association

Capitalize Alumni Association on first reference. Use the association on second reference.

Alumni Names/Graduation Year

• One degree, use an apostrophe and last two digits of graduation year.
  
  Example: Jay Cutler '82

• Two degrees, list the bachelor's degree first.
  
  Example: Julie Schrader '01 MBA '08

• Married alumni, list graduation year after first name and list the alumnus first.
  
  Example: Harry '70 and Gail '70 Dietz

• When only one person is a graduate of Butler, list them first.
  
  Example: Bob '52 and Carol Brown

Alumnus (and Its Derivations)

• Use alumnus (alumni in the plural) when referring to a man who has attended a school.
• Use alumna (alumnae in the plural) for similar references to a woman.
• Use alumni when referring to a group of men and women.

Ampersand (&)

• Use the ampersand only when it is part of a company's formal name, composition title, or professional title.
  
  Example: House & Garden magazine; Director of Human Resources & Chief Diversity Officer

• An ampersand may also be used for some accepted abbreviations.
  
  Examples: B&B or R&B

Apostrophes

The direction of an apostrophe should, in almost all typefaces, look like the comma raised, but not inverted. Rules on using the apostrophe are below.

 

• Singular nouns not ending in s: Add 's
  
  Example:  Butler's history dates back to 1855.

• Singular nouns ending in s: Add 's unless the next word begins with s.
  
  Example: The hostess's invitation; the hostess' seat.

• Singular proper names ending in s: Use only an apostrophe.
  
  Example: Indianapolis' schools.

• Plural nouns not ending in s: Add 's
  
  Example: The women's outfits; the alumni's cheers.

• Plural nouns ending in s: Add only an apostrophe.
  
  Example: The students' needs are great.

• Nouns in plural form, singular in meaning: Add only an apostrophe.
  
  Example: Mathematics' rules are confusing.

• Do not use an apostrophe to indicate plural numbers.
  
  Example: John graduated in the 1960s.

• Use an apostrophe to indicate omitted numbers.
  
  Example: John graduated in the '60s.

• Pluralize single-letter grades with apostrophes.
  
  Example:  She got mostly A's and B's all year.

Atlantic 10 Conference

• When spelling out Atlantic 10 Conference, do not hyphenate Atlantic 10.
  
  Example: Butler University is in the Atlantic 10 Conference.

• When abbreviating Atlantic 10 or Atlantic 10 Conference, hyphenate the capitalized A and the numeral 10.
  
  Example: Butler will compete against A-10 opponents beginning this fall.

Butler Blue II

• First reference should be listed as Butler Blue II. Blue II or Blue is acceptable on second reference, but, for consistency, only one of the names should be used continuously. It is incorrect to go back and forth.
• The numeral (2) should only be used in conjunction with digital media (e.g. Twitter handle [ButlerBlue2], URL).

Butler Blue III

• First reference should be listed as Butler Blue III (Trip). Blue III or Trip is acceptable on second reference, but, for consistency, only one of the names should be used continuously. It is incorrect to go back and forth.
• The numeral (3) should only be used in conjunction with digital media (e.g. Twitter handle [ButlerBlue3], URL).

Board of Trustees

Capitalize Board of Trustees on first reference. Use the trustees or board on second reference but do not capitalize.

Bullets

• Unless the list has just one or two words, put a period at the end of each bulleted item.
• Capitalize the first letter in each bulleted item.
• Colon should lead-in list.
  
  Example: You may choose from these options:
• • Red
  • Yellow
  • Blue

Capitalization

• Capitalize acronyms, formal names, nationalities, nicknames, proper nouns, races, and tribes.
• Capitalize and spell out names of centers, departments, divisions, and offices on all references in first reference. Use lowercase or an acronym in second reference.
  
  Examples:
• • The Office of Student Affairs is part of Butler University. The office is located in Atherton Union.
  • The Center for Faith and Vocation held a vigil service on Thursday. This is the center's second vigil this month.

• Capitalize and spell out college names in the first reference. Use "college" or abbreviation in second reference: LAS, COPHS, COB, JCA, COE, CCOM.
  
  Examples:
• • The College of Business is one of Butler's six colleges. The college has offices in Holcomb Building.
  • The College of Education is one of Butler's six colleges. COE has offices in Jordan Hall.

• Capitalize University when referring to Butler University.*
  
  Example: The University mascot is a bulldog.

• Capitalize and place in quotations the formal names of courses.
  
  Example: She took the "Concepts of Education" course.

• Do not capitalize formal job titles when they follow the individual's name.
  
  Example: Chuck Williams, dean of the College of Business, is proud of the college and the University.

Centers/Colleges/Departments/Offices

• Capitalize names of departments, divisions, and offices on all references in text copy. These should be spelled out in first reference. Use lowercase "department" or "office," or its abbreviation in second reference.
  
  Example: The Office of Student Affairs is part of Butler University. The office is located in Atherton Union.

• Capitalize and spell out center name in first reference. Use "center" in second reference.
  
  Example: The Center for Faith and Vocation held a vigil service on Thursday. This is the center's second vigil this month.

• Capitalize and spell out college names in the first reference. Use "college" or acronym in second reference: LAS, COPHS, COB, JCA, COE, CCOM.
  
  Examples:
• • The College of Business is one of Butler's six colleges. The college has offices in Holcomb Building.
  • The College of Education is one of Butler's six colleges. COE has offices in Jordan Hall.

Century

• Lowercase and spell out numbers lower than 10.
  Examples:
  
  • It happened in the first century.
  • This is the 21st century.

• Use an s without an apostrophe to indicate span of decades or centuries.
  Examples:
  • He was born in the 1890s.
  • It was invented in the 1900s.

Cities

The following cities can stand alone and do not require a state affiliation afterward: Atlanta, Baltimore, Boston, Chicago, Cincinnati, Cleveland, Dallas, Denver, Detroit, Honolulu, Houston, Indianapolis, Las Vegas, Los Angeles, Miami, Milwaukee, Minneapolis, New Orleans, New York, Oklahoma City, Philadelphia, Phoenix, Pittsburgh, St. Louis, Salt Lake City, San Antonio, San Diego, San Francisco, Seattle, Washington, D.C. When using a state name after a city, use the following abbreviations.

Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ind., Kan., Ky., 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.

Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas, and Utah are never abbreviated.

Class

Capitalize "class" when referencing a Butler graduating class.

Example: The Class of 1984 donated the gift.

Colleges

See Centers/Colleges/Departments/Offices

Comma Usage

• When a conjunction joins the last two elements in a series, a comma (known as a serial comma or the Oxford comma) should appear before the conjunction.
  
  Example: She is taking classes in English, political science, and sociology.

• A serial comma is not needed in a series whose elements are all joined by conjunctions.
  
  Example: Is it by Jordan or Lilly or Clowes?

• "Etc." and "and so forth" are traditionally both preceded and followed by a comma when it is the final item in a series.
  
  Example: Cats, dogs, parrots, etc., in transit must be confined to cages.

Composition Titles

Capitalize articles (a, the, an) or a preposition of fewer than four letters if they are the first or last word in a title.

Italicize titles of larger compositions:

Albums/CDs
Art exhibits
Books
Dance pieces
Longer musical composition (e.g.. operas, symphonies, concertos)
Magazines
Newspapers
Plays

Use quotation marks for titles of shorter compositions: 

Artwork, titles
Book chapters
Courses
Journal/magazine/newspaper articles
Lectures and speeches
Movies
Poems
Short stories
Songs
Television programs

Course Titles

Capitalize and use quotations for the formal names of courses.

Example:  She took the "Concepts of Education" course.

Courtesy Titles

• Use the courtesy titles Mr., Miss, Ms., or Mrs. only in direct quotations or in other special situations, such as differentiating between individuals with the same last name.
• It is acceptable to refer to individuals by their full name when there is another individual in the article/story who has the same last name.

Dates

• When used with a specific date, abbreviate the months Jan., Feb., Aug., Sept., Oct., Nov., and Dec.
• Do not abbreviate March, April, May, June, and July.
• Use the Fourth of July, not July 4. Use New Year's Day, not Jan. 1.
• Spell out all months when they are used alone or with a year alone. Months should always be spelled out in invitation text.
  
  Example: The event was held in September.

• Do not use a comma when a month is used with a year alone.
  
  Example: December 2011

• For inclusive dates, separate with a en dash and use full years.
  
  Example: The 2012-2013 academic calendar begins in August.

• Use commas only with a month and day.
  
  Example: Dec. 18, 1994, was a special day.

• Use an s without an apostrophe to indicate span of decades or centuries.
  
  Example: the 1890s, the 1900s.

Dean's List

Lowercase dean's list in all uses.

Departments

See Centers/Colleges/Departments/Offices

Doctor/Dr.

• Use Dr. before a professor's name only in formal academic programs (i.e. Commencement).
• The use of Dr. when referring to a medical doctor should be used in all instances.

Ellipsis (…)

• Avoid excessive usage in text.
• Use to indicate missing text.
  
  Example: The speaker droned on: "First, we must take action … Barring any stumbling blocks … With malice toward none …"

Email

Lowercase email unless at the start of a sentence. Do not hyphenate.

Emeritus

• When used, place emeritus after the formal title, in keeping with the general practice of academic institutions.
  
  Example: Samuel Eliot Morison, professor emeritus of history.

• Plural is emeriti. Female form is emerita.
  
  Note: Emeritus status is conferred by the Board of Trustees, but not on all retired faculty. Please check before using term.

Em Dash (-)

• Use to denote an abrupt change in thought in a sentence or an emphatic pause.
• Do not put spaces on both sides.
  
  Example: He listed the qualities-small, strong academics, engaged faculty-that he looked for in a university.

En Dash (-)

En dash is used to connect numbers (chapters, years, etc.), and, less often, words.

Example: Her college years, 1998-2002, were the happiest in her life.

Events

Capitalize specific recurring Butler events.

Example: Homecoming, Commencement, Welcome Week

Exclamation Points

Limit usage.

Faculty and Staff Titles (see also Titles)

• Capitalize faculty and staff titles when they appear before a person's name.
  
  Example: Vice President Levester Johnson called the meeting at 10 a.m.

• Do not capitalize a faculty or staff title when they stand alone, or when they follow the individual's name.
  
  Example: Carrie Maffeo, associate professor, College of Pharmacy and Health Sciences.

Figures

When working with a range, do not shorten the reference to the first figure of a range.

Examples:

• He is worth from $2 million to $4 million. Not:$2 to $4 million or $2-4 million.
• He accumulated 3 billion to 4 billion bottle caps. Not:3-4 billion.

Fraternity

• "Fraternity" is a name applied to all Greek organizations, but specifically men's groups.
• "Sorority" is the name applied only to women's Greek organizations.
• "Chapter" is the term used to describe an individual Greek organization at a specific location, such as a campus or city.
  
  Example: The Beta Zeta chapter of Delta Tau Delta resides on Butler's campus.

Full Time/Full-Time

Hyphenate only when used as a compound modifier.

Example: She is a full-time employee. She works full time in the Office of Communications.

Freshman

Although the plural is freshmen, it is freshman courses, freshman year, etc. (You wouldn't say sophomores courses.)

Fundraising/Fundraiser

Use one word in all instances.

Examples:

• Fundraising is difficult.
• They planned a fundraising event.
• A fundraiser was hired.

Grade Point Average

The abbreviation for grade point average is GPA, no periods.

Grades

• When referring to a grade, use a capital letter; quotation marks should not be used around letter grades. Use a hyphen and the word minus when indicating a minus grade.
  
  Examples:
• • He received a B-minus average for the course.
  • She got a grade of I (Incomplete).

• Pluralize single-letter grades with apostrophes.
  
  Example: She got mostly A's and B's all year.

Hyphen (-)

• Hyphenate compound words that are used as adjectives defining a third word.
  
  Example: Both on- and off-campus activities are planned for the weekend. She used her decision-making skills.

• Don't hyphenate compound nouns.
  
  Example: Vice President is not hyphenated.

• Use a hyphen when listing a telephone number.
  
  Example: Please call (317) 940-8000 for more information.

• Use a hyphen and the word "plus" or "minus" when referring to a class grade.
  
  Example: She earned a B-plus in the class. He got an A-minus on the test.

Incorporated (Inc.)

Abbreviate and capitalize as Inc. when used as a part of a corporate name. Do not set off with commas. This same rule applies for Ltd. and LLC.

Example: Time Warner Inc. announced …

Indianapolis-Specific Items

Capitalize these names:

• Indy
• Broad Ripple Village or Broad Ripple
• Butler Tarkington Neighborhood Association (BTNA)
• Circle City
• Indianapolis International Airport
• Indianapolis Star
• I-465
• Indianapolis Motor Speedway, the Speedway
• Monument Circle
• The Monon Trail

Internet

Capitalize the Internet in text.

Jr./Sr./II/III

No punctuation precedes these.

Example: John Jones Jr.

Majors and Minors

Lowercase all, except for languages (e.g., English, French, Greek, Latin, Spanish, etc.).

Names

• Use an individual's first and last name in first reference. It is acceptable to use the first name only on second reference in less formal communications, such as a message to the campus community or a letter to a donor following a meeting.
• If two people mentioned in text have the same last name, it's acceptable to use first and last names throughout.
• For names that are hyphenated (Olivia Newton-John), refer in the second reference by both names (Newton-John).
• For individuals with two last names (Rachael Stephens Burt) that are not hyphenated, refer in the second reference only by the second name (Burt).

Newspapers/Publications

• Italicize newspaper, journal, magazine, and other publication names.  
• To clarify a newspaper's identity and location, add geographic reference in parentheses if it is not part of the name.
  
  Example: The Columbus (Ohio) Dispatch.

Numbers

• Spell out numbers under 10.
  
  Example: Only three individuals showed up for the event.

• Spell out first through ninth when they indicate sequence in time or location. Starting with 10th, use figures.
  
  Example: Butler ranked second in the Master's Midwest category in U.S.News & World Report's America's Best Colleges. This was Butler's 18th consecutive year being ranked in this category.

• Use numbers with money ($7), temperature (50 degrees), scores (6-5), pages (page 13), rooms (Room 6), and chapters (Chapter 4).
• Avoid using numbers to begin a sentence. If unavoidable, always spell out at the beginning of a sentence.
  
  Example: Nine hundred seventy-eight new freshman students will move in on Aug. 22.

• When referring to rankings, use No. to indicate "number," not #.
  
  Example: The basketball team is ranked No. 14 in the nation.

Offices

See Centers/Colleges/Departments/Offices

Online Publications

Online publication names should be lowercase and not italicized.

Example: This year's commencement speaker is the editor of Time.com.

Percent

With the exception of use in advertisements, spell out percent in text rather than use the symbol (%).

Period (spacing)

Only put one space after a period.

President

• Capitalize president only as a formal title before one or more names.
  
  Example:
• • President James M. Danko
  • Presidents Fong and Danko

• Lowercase president in second reference. It's also acceptable to use Danko in second reference when referring to Butler's president.
  
  Example: The president said today he is running for president. Lincoln was president during the Civil War.

Quotations

Published works should use directional (or "smart") quotation marks, sometimes called typographer's or "curly" quotation marks.

• Direct quotations: Surround the exact words of a speaker in a story with quotation marks.
  
  Example: "I thought it was a good play," he replied. "I do not object," he said, "to the speaker's position."

• Running quotations: If a full paragraph of quoted material is followed by a paragraph that continues the quotation, do not put close-quote marks at the end of the first paragraph. Do, however, put open-quote marks at the start of the second paragraph.
  
  Example: When he saw her, he said, "I like your dress.
  "You should always wear that color."

• Single quotation: Use for quotes within quotes or in a headline.
  
  Examples:
• • She said, "He wrote, 'I'll be leaving on Wednesday,' but the letter was never sent."
  • He said, "Jerry called you 'a genius.'"

Ratios

Use numbers and hyphens.

Examples:

• The ratio was 2-to-1.
• It was a 2-1 ratio.

Room/Room Numbers

• Capitalize the names of specifically designated rooms: Reilly Room, Johnson Board Room.
• Use figures and capitalize Room when used with a figure (e.g., Room 212).
• When listing a building and room number, use a comma to separate.
  
  Example: The meeting will be held in Atherton Union, Room 302.

• When using a building abbreviation and room number, use a space to separate (e.g., JH 141).

RSVP

• RSVP is the abbreviation for the French phrase meaning "Please reply."
• Do not use with the word "please."
• Do not use periods.

Semester

• Lowercase fall semester and spring semester in text.
  
  Examples:
• • It was held fall semester 2011.
  • It will be in spring semester 2013.

• Do not use Fall Semester, Spring Semester, etc.
• Do not use of between the semester and year (e.g. fall semester of 2011).
• Do not place the year between the season and semester (e.g. fall 2011 semester).

Seasons

• Lowercase all seasons: fall, spring, summer, winter.
• Do not use of between the season and year.
  
  Example: It's fall 2011, not fall of 2011.

Sign-Up/Sign Up

• As a noun, use a hyphen.
  
  Example: Sign-ups will be held in the PuLSE Office.

• As a verb, use two words (no hyphen).
  
  Example: Please sign up in the PuLSE Office.

States

• Spell out the names of the 50 states when they stand alone in text.
• When used in conjunction with a city, use the AP style abbreviation, not the postal abbreviation (e.g., Springfield, Ill. not Springfield, IL).
  
  Exceptions: Please see Cities.

Syllabus

Use syllabus to denote one document. The plural form is syllabi.

Technology

Common terms used:

• Computer
  • apps (short for applications; as in computer apps, mobile apps, "There's an app for that.")
  • gigabytes, megabytes, terabytes (e.g., 2 gigabytes or 2GB)
  • hard drive
  • RSS or RSS feed
  • screen saver
  • software
• Games/Software
• • Capitalize software titles.
    Common titles: Adobe Creative Suite, Blackboard, ePortfolio, Microsoft Office (Access, Excel, Outlook, PowerPoint, Publisher, Word), Panopto, Visio, WordPress.
  • Use quotation marks for game titles.
    Example: He was playing "Angry Birds" when he received a phone call.

• Mobile
  • Android or droid
  • app (plural: apps; short for application)
  • BlackBerry (plural: BlackBerrys)
  • cellphone
  • e-reader
  • iPad, iPhone, iPod (IPad, IPhone, and IPod if beginning a sentence)
  • smartphone
  • text messaging
• Social Media
  • apps (short for applications; as in computer apps, mobile apps, "There's an app for that.")
  • Facebook
  • Flickr
  • Foursquare
  • hashtag
  • instant messaging (IM)
  • LinkedIn
  • Pinterest
  • StumbleUpon
  • Twitter, tweet, tweeted, retweet
  • WordPress
  • YouTube
• Web
  • click-through rate
  • download
  • eBay Inc. (EBay Inc. if beginning a sentence)
  • e-book
  • e-commerce
  • email
  • Google, Google+, Googling, Googled
  • Homepage
  • Internet (always uppercase in text)
  • online
  • pay-per-click
  • RSS or RSS feed
  • search engine optimization
  • URL
  • Web (uppercase; short for World Wide Web)
  • webcam
  • webcast
  • webmaster
  • webpage
  • Web feed
  • website
  • World Wide Web (always uppercase in text)

Telephone Numbers

(317) 940-6000, (800) 940-6000, (317) 940-6000, ext. 234

Theatre

• Use the -re spelling of theatre. This is an exception to the preference in Webster's.
• Verify names of specific theatre buildings, such as the Apollo Theater in Harlem or Hilbert Circle Theatre in Indianapolis.

Time of Day

• Include the minutes unless the time is the top of an hour (e.g., 10:30 a.m., 10 a.m.).
• Always include a.m. or p.m. unless the time is noon or midnight. Write a.m. and p.m. lowercase with periods.
• Do not use 12 with noon or midnight.
• If an event has a beginning and an end time, separate the two with a hyphen. Also, do not repeat a.m. and p.m.
  
  Examples:
• • 9 a.m.-4 p.m.
  • 2-4 p.m.
  • 10 a.m.-noon

Time Zones

• Capitalize the full name of the time in use in a particular zone.
  
  Example: Eastern Standard Time

• All but the region should be lowercase in short form.
  
  Examples: Mountain time, Eastern time.

• When used with a specific time, abbreviations (CDT, EST, etc.) are allowed on first reference for zones within the continental United States, Canada, and Mexico.
  
  Example: 10 a.m. EST, midnight CST

Time zones in the contiguous United States: Central Daylight Time (CDT); Central Standard Time (CST); Eastern Daylight Time (EDT); Eastern Standard Time (EST); Mountain Daylight Time (MDT); Mountain Standard Time (MST); Pacific Daylight Time (PDT); Pacific Standard Time (PST).

Time zones in Alaska and Hawaii: Alaska Daylight Time (AKDT); Alaska Standard Time (AKST); Hawaii-Aleutian Daylight Time (HADT); Hawaii-Aleutian Standard Time (HAST); Hawaii Standard Time (HST).

Titles

• Capitalize formal titles when they appear before a person's name.
  
  Examples:
• • President James M. Danko
  • Vice President for Finance and Administration Bruce Arick
  • Associate Director of Public Relations Marc Allan

• Do not capitalize titles if they are informal (e.g., University spokesman Marc Allan…), appear without a person's name (e.g., The professor gave a lecture on...), or follow a person's name (e.g., Carrie Maffeo, assistant professor in the College of Pharmacy and Health Sciences, teaches…).
• Adjectives that designate the status of a title should be lowercase.
  
  Example: He is former President George W. Bush.

• Common title abbreviations include Dr., Gov., Lt. Gov., Rep., the Rev., and Sen.

Toward

Toward, not towards.

T-shirt

T-shirt, not t-shirt.

United States

• Spell out when used as a noun.
  
  Example: There are 50 states in the United States.

• Abbreviate to U.S. (with periods) when used as an adjective.
  
  Example: U.S. officials released a statement this morning.

• Do not capitalize the article "the" in front of United States in running text.
  
  Example: We live in the United States.

• Only use U.S.A. in addresses.

University

Uppercase the word University in text when referring to Butler University.

Upperclassmen

• Avoid usage. The term means juniors and seniors only; it does not include sophomores.
• Do not use the elitist-sounding phrases upper class students, upper-class students, or upperclassmen.
• To refer to non-freshman undergraduates, use sophomores, juniors, and seniors instead.

Vice President

Use "for" in full title, not "of."

Example: Vice President for University Advancement

Vita/Vitae

• The full name for a listing of one's academic and professional accomplishments is a curriculum vita (plural: curricula vitae) or CV (plural: CVs).
• The term vita (plural: vitae) is a synonym.

Voice Mail

Two words, lowercase: voice mail.

Web

Capitalize the word Web when used as short form for World Wide Web.

Web/Internet Address

aka Uniform Resource Locator (URL)

If the URL does not fit on one line, create and use a tiny URL for clarity.

Webpage/Website

One word, lowercase: webpage, websites.