Editorial Style Guidelines
Here are suggested guidelines that will help bring stylistic uniformity to the university's many publications, presentations and websites. Information is provided about abbreviations, capitalization, references to gender and ethnicity, punctuation and numerical references.
Writers for this manual consulted with faculty, administrators and publication editors from our own university system, as well as those from universities across the country. The consensus is that when it comes to "style," it is not possible to please everyone. But it is possible to develop guidelines for the university's publications to ensure that their quality is consistent with and representative of the university's identity, missions and goals.
The styles used on campus are based on two publications: the Associated Press Stylebook and The Chicago Manual of Style. For questions not covered by either of these publications, refer to Webster's Collegiate Dictionary.
Abbreviations and Acronyms
Spell out the name of an organization on first reference, followed by the abbreviation or acronym if the organization is going to be referred to again. Do not use abbreviations or acronyms that the reader will not quickly recognize. Acronyms do not take periods: CATI, IBM.
Avoid the alphabet soup syndrome. For example, avoid using KSOEHD when referring to the Kremen School of Education and Human Development.
Academic Degrees
Abbreviate with periods with no spaces in between: Ph.D., M.S.W., B.A., M.S.
Ampersand (&)
Do not use the ampersand in place of and except in charts, graphs and tabular material or when it is part of a formal name: AT&T.
California State University, Fresno
California State University, Fresno is the official name, and Fresno State is the informal name. The first time the name appears in written text the full, formal name should be used. Expressions such as the university and Fresno State may appear in subsequent references.
Under no circumstance is it permissible to use:
- Fresno State University
- CSU Fresno
- CSUF
- Cal State Fresno or
- FSU
Departments/Divisions (Academic)
Uppercase when using the full formal department name: the Department of Psychology; the Division of Graduate Studies. Lowercase when using the shortened informal name: the psychology department, the agriculture department.
GPA
May be used after the first reference to grade point average.
Lowercase abbreviations
Lowercase abbreviations usually take periods with no spaces in between: a.m., p.m.
Months
Spell out the entire name of each month when using it alone or with a year. If stating a month and a year after it, do not separate them with a comma: October 1990. However, Jan. 6, 1996, is acceptable.
Nationalities/Races Capitalization
Capitalize peoples, races, tribes etc.: American, Chicano, Arab, Caucasian, Apache. Do not capitalize black or white when referring to races.
Options (degree)
Use lowercase, except for words that are proper nouns or adjectives: The Master of Science in Agriculture with an option in agricultural chemistry degree provides the student with professional competence in the science of chemistry as it applies to agriculture.
Lowercase degree subject when not used with full degree: He received his B.S. or bachelor's in agriculture in 2004; but: He received his Bachelor of Science in Agriculture in 2004.
Percent sign (%)
Do not use the percent sign in place of percent, except in charts, graphs and tabular material.
Program
Do not capitalize program or program titles when used in a general sense to describe majors, minors, options or emphases (or other courses of study not specifically designated by the university as a separate "program"):
The cooperative education program …
M.B.A. program …
BUT capitalize officially designated programs such as Africana and American Indian Studies Program, the Asian American Studies Program etc. Follow styles as established in the General Catalog for further guidance.
Seasons and Semesters
Do not capitalize seasons and semesters except in calendars: We are looking forward to summer vacation after the spring semester.
State of
Use lowercase in all state of constructions: The people of the state of California.
Titles
Titles are capitalized only when they precede a person's name:
President John D. Welty or Dr. John D. Welty, president of the university … Dean Karen Carey or Dr. Karen Carey, dean of the Division of Graduate Studies … The proposal presented by the school deans and department chairs is subject to approval by the president. Exception: the President of the United States.
Use titles before full names, such as Chancellor Charles Reed, in the first reference.
Other references following that should be Dr. Reed or Chancellor Reed or Reed. When used alone, lowercase chancellor: The chancellor is the chief executive officer of the California State University. The same rules apply for vice chancellors.
Place emeritus after the formal title:
"Professor Emeritus Manuel R. Garcia or Dr. Manuel R. Garcia, professor emeritus of industrial technology."
United States
When used as an adjective, the correct abbreviation for the United States is U.S. and not US unless it is part of a larger abbreviation, e.g., USDA. Do not abbreviate United States when used as a noun.
University
Do not capitalize university or college when used in the general sense or second reference:
"California State University, Fresno is fully accredited by the Western Association of Schools and Colleges. The university is also a member of the Western Association of Graduate Schools."