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6. Capitalization
6.1 Academic positions or professional titles
Capitalize a position or title only when used before a person’s
name. Lower case titles in all other instances.
Ex. Titles preceding names:
President Ann Schultz
Dean Joseph Abrams
Admissions Director Harriet Arnold
Assistant Vice President Larry Howell
Professor William Bylund
Titles following names:
Harold Freeman, director of the School of Theater
Alice Jamison, director of the Office of Admissions
Barry Dennison, president of the university
Evan Diaz, registrar of Ohio University
Lynn Wickham, director of the Office of University Publications
Titles without names:
For further information, contact the dean, College of
Health and Human Services.
The president of the university spoke at the Multicultural Scholars
Day presentation.
Serving on the planning committee were an assistant professor
of biology, a vice president for academic affairs, and the ombudsman
of the university.
6.2 Titles of campus-related areas
Capitalize all formal titles of campus-related areas, but lower
case when titles are used informally.
Ex. Institutions
Ohio University (subsequent reference, the university)
Regional campuses
Ohio University-Chillicothe
Ohio University-Eastern, St. Clairsville
Ohio University-Lancaster
Ohio University-Southern, Ironton
Ohio University-Zanesville
Organizations
Public Relations Student Society of America
Gamma Delta Phi
Pan-Hellenic Council
Publications
Ohio University Undergraduate Catalog
Ohio University Summer Sessions Bulletin
The Post
OUtlook
Ohio University Faculty Handbook
Committees or councils
Faculty Senate
Council on Higher Education
Programs
Molecular and Cellular Biology Program
Ohio Program of Intensive English
Rural Gerontology Program
Departments
Department of Chemical Engineering
Department of English
Agencies
Language Laboratory
University Printing Resources Center
University News Services
Offices
Office of Career Services
Office of Legal Affairs
Office of Judiciaries
Registrar’s Office
Housing Office
Colleges
College of Engineering and Technology
College of Communication
Schools
E.W. Scripps School of Journalism
School of Film
School of Telecommunications
Boards
Board of Regents
Board of Education
Lower case fragmentary or informal references such as the university,
the admissions office, the board, the school, the catalog, the
college, the senate, the program, and informal references to
offices or departments:
Ex. Formal: Gary Leavis, director of the Office of Admissions,
will give the presentation.
Informal: Gary Leavis, director of admissions, is pleased to
announce an increase in enrollment.
The director of judiciaries will render a final decision.
The board meets on the first Saturday of April.
The school has adopted the university’s selective admissions
guidelines.
6.3 Titles of campus activities
Capitalize formal titles of campus activities.
Ex. Parents Weekend, Alumni College, Homecoming
6.4 Titles of grants and awards
Capitalize formal titles of grants, scholarships, and awards.
Ex. Program Excellence Award
Upperclass Deans Scholarship
Award for Academic Excellence
6.5 Titles of courses
Capitalize all formal course titles, using full, unpunctuated
caps for the course prefix.
Ex. ENG 151 Freshman Composition: Writing and Rhetoric
SOC 101 Introduction to Sociology
For a complete list of prefixes, course titles, and numbers,
refer to the current Ohio University Undergraduate Catalog or
Graduate Catalog.
Do not capitalize informal course titles.
Ex. freshman composition
sociology class
6.6 Majors, minors, and areas
When used in text, lower case all of the following, with the
exception of proper nouns like French and English.
Majors: art major, biology major, French major
Minors: business administration minor
Emphases: major in engineering with an emphasis in manufacturing
engineering
Options or areas of concentration: area of concentration in
early childhood education
Areas of study are also lower case when used as part of degree
titles, unless those areas are an official part of the degree
itself; then they are upper case (please refer to the list of
Official Degree Titles):
Ex. Dr. Malkovich received a Master of Science in biology from
Penn State.
Students in this program earn a Bachelor of Science in Health
(B.S.H.) degree.
6.7 Student classification
Lower case "freshman," "sophomore," "junior,"
and "senior" when referring to student classification.
Ex. All freshmen must fulfill the freshman-level composition
requirement.
Managerial accounting should be taken during the junior year.
6.8 Greek organizations
Capitalize the names of fraternities, sororities, and honoraries,
but not the words fraternity, sorority, honorary, honor society,
or chapter.
Ex. Ohio University chapter of Phi Beta Kappa honor society
6.9 Academic quarters and terms
Academic quarters and terms are lower case.
Ex. spring quarter, summer I, fall 1989
6.10 Headlines
Lower case articles, prepositions, and conjunctions in headlines,
except when prepositions contain more than four letters.
Ex. Freshman Enrollment at 3,000
Freshman Enrollment Under 4,000
Enrollment Increases Since June
6.11 Geographic designations
Lower case geographical designations, unless designation is
part of an official title, e.g., State of Ohio Department of
Natural Resources, Southeastern Ohio Food Bank.
Ex. city of Athens, southeastern Ohio, upstate New York, state
of Ohio, Zanesville campus, etc.
6.12 With abbreviations
Lower case the following abbreviations: a.m., p.m., g.p.a.
Upper case using no periods, abbreviations of official titles.
Ex. International Friends of Students (IFS)
Ohio Program for Intensive English (OPIE)
7. Names and Titles
7.1 Official titles
Use complete, accurate titles of campus buildings, persons,
positions, and official units. The Undergraduate Catalog and
the Campus Directory are good sources for correct titles.
Use "Ohio University" as the formal titles of the
institution, "the university" (lower case "u")
in subsequent references. In some athletics, alumni, and admissions
publications, OU (both caps, no periods) also may be used.
7.2 Faculty rank
The levels of faculty rank are as follows (the rank for Ohio
University faculty is listed in the Campus Directory and the
Undergraduate Catalog):
professor of
associate professor of
instructor in
lecturer in
7.3 Use of a person’s name in publications
In your first reference, refer to individuals in text by first
and last name and title, if applicable. Subsequent references
are by title and last name only.
Ex. Ohio University President Lenore Polk addressed the incoming
class of 1990. President Polk’s speech was well received.
Whenever possible, use a position or title instead of a name
in recruiting or promotional publications.
Ex. For further information contact the director, Office of
Career Services.
Send your application to the director of the Office of Admissions
before the March 1 deadline.
7.4 Titles of works cited
When keyboarding, italicize or underline the following titles
of works to indicte italics:
Books (Managing Today and Tomorrow)
Periodicals (Undergraduate Catalog, New York Times)
Pamphlets (Living on Campus, External Student Booklet)
Reports (Toward the Third Century of Excellence)
Poetry collections (Master Bedroom Poems by Sandra Agricola)
Long poems published separately (The Waste Land by T.S. Eliot)
Plays (The Glass Menagerie)
Movies (Birth of a Nation)
Art works (Charles DeMuth’s I Saw the Number Five)
Long musical compositions (Tchaikovsky’s The Nutcracker)
Enclose the following titles of works in quotations:
Divisions of long works, as in parts, chapters, or sections
(the "Student Code of Conduct" section of the Student
Handbook)
Short poems (William Matthew’s "Dog")
Short musical compositions (Mozart’s "Alleluia")
Articles ("I’d Rather Be Black than Female" by
Shirley Chisholm)
Stories ("I Want to Know Why" by Sherwood Anderson)
Radio programs ("Car Talk" on NPR)
Television programs ("60 Minutes")
Unpublished lectures, papers, and documents
7.5 Titles, source citation for published works
Certain information included in publications often requires
citation of the source. When possible, include the citation
in the text, as exampled:
Sterling M. McMurrin, chair of the Commission on Instructional
Technology, provides the following description in A Report to
the President and Congress of the United States (Washington
DC: Government Printing Office, 1970, pg.39).
If citation within the text becomes awkward, cite the author
and date in parentheses after the information, and footnote
the course, following the guidelines delineated in The Chicago
Manual of Style. Some academic disciplines have a preferred
style for citing bibliographic information. Please consult with
the editor if a certain style is necessary for use in a publication.
8. Contact Information
8.1 Addresses
Campus addresses should have the room number following the building
name.
Ex. RTVC Building 302
Chubb Hall 201
Mailing information should be listed and punctuated in the following
order:
Office of Summer Sessions
Ohio University
Cutler Hall 301
Athens OH 45701-2979
8.2 Telephone numbers
Telephone numbers should be listed as follows (see also "Hyphens
with telephone numbers):
Ex. Telephone: 740-593-1000
Telephone: 800-533-1212
8.3 Electronic communication
Fax and E-mail numbers should be listed as follows:
Ex. Facsimile: 740-593-0191 or
Fax: 740-593-0191
Ex. E-mail:
ugadmission@ohiou.edu
When listing contact information, it should be in the following
order:
Ex. Department, Office or Area
Ohio University
Campus Building and Number
Athens OH 45701-2979
Telephone:
Facsimile:
E-mail:
9. Degrees
A complete list of formal degree titles is listed in the
"Appendix." Please note that the area in which the
degree is granted is capitalized only when it is included as
an official part of the degree title.
Ex. Tom was working toward a Bachelor of Science in chemistry.
Judy completed a Master of Arts in Hearing and Speech Sciences
in June.
Lower case informal titles of degrees.
Ex. Bob received his master’s degree after seven years
of part-time study.
Glenn is planning to complete his doctoral degree some time
in the 1990s.
(Also see 1.1 "Periods with abbreviations," 5.3 "Apostrophes
with degrees," 10.5 "Abbreviations, degrees")
10. Abbreviations
10.1 Complimentary titles
Abbreviate the following titles when they precede a name:
Ex. Dr., Mr., Mrs., Ms., the Rev., Fr., and all military titles.
10.2 Time reference
Abbreviate time zones as follows:
Ex. Mountain Standard Time—MST
Eastern Daylight Time—EDT
Abbreviate ante meridian and post meridian as a.m. and p.m.
10.3 Ampersand
Use the ampersand (&) in corporate and proper names only
when it is an official part of the title, e.g., Simon &
Schuster.
10.4 Geographical references
Abbreviate terms such as "avenue," "boulevard,"
"road," "drive," and "street"
only when space dictates.
However, abbreviate the word "Saint" when used as
part of a city’s name.
Ex. St. Louis, St. Paul, St. Petersburg
10.5 Degrees
Use the following abbreviations for these degrees:
Bachelor of Arts A.B.
Bachelor of Science B.S.
Master of Science M.S.
Master of Arts M.A.
Doctor of Philosophy Ph.D.
Doctor of Divinity D.D.
Doctor of Osteopathy D.O.
Doctor of Education Ed.D.
See the "Appendix" for a complete list of official
degree titles and their abbreviations.
10.6 Course titles
Abbreviate the department name of a course when it is followed
by the course number. (See list of abbreviations in the "Courses
of Instruction" section of the Undergraduate Catalog.)
Ex. ACCT 101
10.7 Names of states and countries
Use the two-letter abbreviation (found in the zip code directory)
of a state when including it in a mailing address. Omit the
comma between the city and the state abbreviation. Spell out
the state when using it in text, setting it off with commas.
Ex. Ohio University
Office of Summer Sessions
Cutler Hall 101
Athens OH 45701-2979
Abbreviate United States to U.S. or U.S.A. only when space dictates.
Use full names of other countries.
11. Numbers
11.1 Numerals
The common rule is to spell out numbers under 10 and use figures
for the numbers 10 and over (including ordinal numbers such
as 22nd), except when a numbers begins a sentence, then spell
it out. Whenever possible, however, standardize to figures when
the text includes several numbers. The following examples illustrate
typical uses:
Ex. Overall student enrollment stands at 26 percent, up 2 percent
over the past year, and 4 percent over the year before.
The orientation lasted 12 hours, 8 minutes, and 45 seconds.
Seven students and 12 faculty members attended the workshop
in Dayton.
Students who schedule fewer than 11 credit hours (12 for financial
aid recipients) will be considered part-time students.
11.2 Grade-point average
Grade-point averages are normally expressed to one decimal place.
Ex. 3.7, 2.0
11.3 Time of day
Express time on the hour without zeroes, e.g., 8 a.m. Times
other than on the hour are expressed normally.
Ex. 9 a.m., 7:45 a.m., 2:30 p.m.
11.4 Sums of money
When used in text, delete ".00"; in tables, use ".00."
Write dollar amounts in figures, unless they begin a sentence,
then spell out in full.
Ex. There will be a $25 application fee.
Seventy-five dollars will be charged for admission.
11.5 Numbers is lists
When including numbers in textual lists, enclose the number
in parentheses.
Ex. Admission is based on: (1) high school performance, (2)
aptitude test scores, (3) recommendation of high school, and
(4) special talent, ability, or achievement.
12 Word Usage
Use the following words and spelling in material submitted
to the Office of University Publications:
advisor, not adviser
upperclass, not upper-class
coursework, not course work
Precollege, not Pre-college
theater, not theatre
regional campus, not branch campus
We employ substitution for the following words:
facilitate: replace with foster, promote, expedite, or further
enhance: replace with improve, advance, promote, strengthen,
reinforce
utilize: replace with use, employ
impact (verb): replace with affect, influence, modify, shape
input: replace with response, assistance, contribution
13 Nondiscriminatory Language
Ohio University supports the policy of avoiding language
that contains discriminatory connotations. Replace the following
terms with suggested alternatives:
chairman—chair, chairperson, department chair
best man for the job—best candidate
man-made—synthetic, manufactured
foreman—supervisor
businessmen—business personnel
manpower—personnel
mankind—humankind
craftsman—artisan
husband/wife—partner, spouse
To avoid the "student-he/she" dilemma, we suggest
you directly address the student ("you") whenever
possible, and, when not possible, that you use plural references
(students/they).
14. Affirmative Action Statement
The following affirmative action statement is included in
all university publications for public distribution as required
by the Office of Affirmative Action:
Ohio University is an affirmative action institution.
15. Truth in Advertising
The Office of University Publications is charged with two
responsibilities: to see that the information presented in all
Ohio University publications is clearly presented and factually
accurate and that those publications meet certain specific standards
for quality.
Materials produced by the university must be accurate in every
respect, and information must be selected and presented in terms
of its intended audience and purpose, so that the information
is clearly understood. Factually accurate information about
the university is provided by a master survey, produced yearly
by the Office of Institutional Research.
Figures drawn from this survey are used in all publications
handled by the Office of University Publications.
Because we also are responsible for the institutional image
of Ohio University that is represented by these publications,
the university publications staff works together with clients
to ensure that the university’s graphic identity is consistent
and that the quality of writing, design, and printing reflect
university standards.
16. Mailing Permits and Business Reply Mail
Contact the Office of University Publications for specific
guidelines regarding mailing permits and business reply mail.
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