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Editorial Style Guide
Introduction
The Harper College Editorial Style Guide is intended to help the campus community communicate clearly and consistently about the college, for both internal and external audiences. The style guide generally follows The Associated Press Stylebook.
As style and usage continue to evolve, the style guide will be updated as needed. Please send suggestions and questions to standards@harpercollege.edu.
Updated: November 2022
A|B|C|D|E|F|G|H|I|J|K|L|M|N|O|P|Q|R|S|T|U|V|W|X|Y|Z
abbreviations and acronyms
Only use abbreviations and acronyms on first reference that are widely recognized (DNA, FBI, NASA). Try to use the initials in context (i.e. The median ACT score for this class was 25).
In general, use periods for abbreviations and acronyms with two capitalized letters and omit the periods for those with three or more capitalized letters. Use periods and no space when an individual uses initials. /p>
academic courses (see course titles)
academic degrees
Use associate degree, not associate’s degree.
Use an apostrophe in bachelor’s, master’s, etc., but no possessive in Bachelor of Arts or Master of Arts. In general, avoid abbreviations of degrees by using a phrase such as: Fred Smith, who has a bachelor’s in mathematics.
Use the following for Harper’s seven associate degrees
A.A., A.S., A.F.A., A.F.A., A.A.S., A.E.S. and A.G.S. may be used on second reference
Use abbreviations such as B.A., M.A. and Ph.D. with periods only when it is necessary to identify individuals by degrees on first reference. Use these abbreviations only after someone’s full name, not just a last name: Sally Smith, Ph.D., presented a course.
Note: When referring to bachelor’s degrees, master’s, etc., lower case on all references. When using Bachelor of Arts, Associate in Arts, etc., capitalize on all references.
academic departments
Capitalize when referring to the official academic department names at Harper College. Lowercase in other uses.
academic divisions
Use the following formal names when referring to Harper’s academic divisions.
Capitalize on all references:
Business and Social Sciences Division
Career and Technical Programs Division
Enrollment Services Division
Health Careers Division
Interdisciplinary Student Success Division
Liberal Arts Division
Mathematics and Science Division
Resources for Learning/Library Services Division
Student Affairs Division
Student Development Division
addresses
Abbreviate Ave., Blvd. and St. when used with a numbered address;
spell out and capitalize when naming the street with no number:
All other words such as Alley, Drive, Road, etc. are spelled out.
Lowercase and spell out when used with more than one street name and no numbers:
Spell out First through Ninth when used as street names, but use figures for 10th and above:
Abbreviate compass directions in street addresses:
Admissions Outreach
advisor
affect, effect
Affect (verb), to influence; avoid the usage of affect as a noun.
Effect (verb) means to cause; (noun) means result.
ages
Use figures for ages.
Hyphenate ages when they are used as adjectives before a noun:
aid, aide
Aid is used in reference to a general service or assistance. Aide is used in reference to an individual who assists.
alumnus, alumni, alumna, alumnae
Alumnus – singular for a man who has attended a school; alumni (plural).
Alumna – singular for a woman who has attended a school; alumnae (plural).
Use alumni when referring to group of men and women.
In more casual usage, alum is acceptable.
Areas of Interest
Harper College has 10 Areas of Interest for students to explore. They are:
Art, Design and Performing Arts
Business, Entrepreneurship and Information Technology
Education
Engineering, Math and Computer Science
Health Science
Liberal Arts, Language and Communication
Manufacturing and Construction
Physical and Life Science
Public Service
Social Science
Board of Trustees
Harper College Board of Trustees
Do not capitalize board or trustees when they are used alone or in second reference.
Note: When referring to boards of trustees besides Harper College, lowercase on all references.
building names
In a formal context:
First reference: Avanté Center
Second reference: Avanté
In Microsoft Word, create the accented é by pressing and holding CTRL+’ (apostrophe),
then e.
First reference: Career and Technology Education Center
Second reference: Building H
First reference: David K. Hill Family Library
Second reference: The library
First reference: Duchossois Family Educational Center
Second reference: Building D
First reference: Foglia Foundation Health and Recreation Center
Second reference: Health and Recreation Center or Building M
First reference: Karl G. Henize Observatory
Second reference: The observatory
First reference: Wojcik Conference Center
Second reference: Wojcik
First reference: Foglia Center for Nursing and Allied Health, Building X
Second reference: The center
In a sentence, use the building letter after the formal name:
In a sentence, room numbers begin with the corresponding letter of the building they are located:
campus
Lowercase on all references.
campuswide
Center for Multicultural Learning
Chicagoland
Capitalize and use when referring to Chicago and the surrounding suburbs.
class years
Capitalize alumni and current and future classes. Include the degree abbreviation when known.
The preferred terms for current Harper students are first-year student and continuing student instead of freshman, sophomore, etc.
cocurricular
college
When referring to Harper College, capitalize college only when using the proper name.
college ready
Hyphenate only when used as a compound modifier preceding a noun.
Commencement, commencement
The commencement ceremony is a celebration for students projected to successfully complete all of their graduation requirements by the end of the summer semester following the ceremony. Lowercase commencement unless part of a formal name.
composition titles
Capitalize all words in a title, except lowercase articles (a, an, the), conjunctions (and, but, or, for, nor) and prepositions regardless of length.
Use italics for titles and subtitles of books, pamphlets, periodicals, newspapers, sections of newspapers, titles of poems, title of plays, movies, television shows and radio programs, musical compositions including titles of operas and long musical compositions, paintings and sculptures.
Use quotation marks for titles of articles and features in periodicals and newspapers, chapters of book titles, essays and titles of songs or short compositions.
Convocation, convocation
Lowercase convocation unless part of a formal name.
co-sponsor
course titles
Capitalize all words in a title, except lowercase articles (a, an, the), conjunctions (and, but, or, for, nor) and prepositions regardless of length.
course schedule
Lowercase and use to refer to continuing education and credit course schedules.
coursework
credit hours
Use numerals to refer to credit hours.
Daily Herald Box Office at Harper College’s Performing Arts Center, the
Be sure to distinguish between the Daily Herald Box Office at Harper College’s Performing Arts Center and the Harper College Box Office next to J Theatre.
database
dates
Time, date, place should be in the following order when used in copy (see “event listings” for usage in marketing material): • We’ll meet at 6 p.m. Friday in the theater.
Use the year with the month only if the date does not fall in the current year.
Do not use endings -st, -nd, -rd, -th with dates:
Use a comma before and after the year if a month and date appear with it:
Do not use a comma between the month and year when it stands alone
Decades may be referred to as the 1980s, the 1990s, etc. Do not use an apostrophe. Use numerals.
days of the week
Do not abbreviate. Always capitalize.
decision-making
dollars
Always lowercase. Use figures and the dollar sign ($) and do not use .00.
Drama Lab
User Drama Lab and capitalize in all references. Do not use Black Box Theatre.
No hyphen, lowercase. Harper College email addresses should be lowercase: jsmith@harpercollege.edu
Avoid breaking email addresses in a line of text.
emeritus, emerita
Use emeritus when referring to male professors; use emerita when referring to female professors.
equal opportunity statements
A version of the statement below must be included in all college marketing printed materials, websites and electronic, print, multimedia or other promotional materials or mediums.
Short Version: Use on shorter documents or publications such as direct mail pieces,
postcards, etc.
Harper College is committed to the policy that all persons shall have equal access
to its programs, facilities and employment without regard to race, color, creed, religion,
national origin, sex, age, marital status, disability, public assistance status, veteran
status or sexual orientation.
Comprehensive version is available at https://www.harpercollege.edu/about/directory/hr/eos.php
This link to the Comprehensive Equal Opportunity statement should be included in official email newsletters and other electronic publications from the college to prospective students and the community.
event listings
NOTE: This order is different than that prescribed for using within copy per the Style Guide.
Format:
Event
Day, Date, Time
Location
Example:
Latino Festival Concert
Sunday, October 10, 3 p.m.
Performing Arts Center
When necessary, add:
Algonquin Entrance, Parking Lots 1 and 2
Provide more detail on location when needed:
extension
Faculty Senate
Capitalize when referring to Harper College’s Faculty Senate.
FAQ
Use FAQ without an “s.” FAQ contains the last “s” in “frequently asked questions.’
Film Lab
Capitalize when referring to Harper's E109 space.
full time, full-time
Hyphenate as an adjective before the noun. Otherwise use two words.
She works full time.
He has a full-time job.
fundraise, fundraising
GPA
grades
Always capitalize the letter grade. Do not put quotes around grades.
harpercollege.edu
Omit www and http:// on all URLs for Harper’s website.
Harper College
Use Harper College on all first references. On second reference, use Harper or the college.
Harper College was founded in 1967 as William Rainey Harper College. While we remain proud of our links to one of the greatest educators in American history, we now use the shorter, more recognizable name Harper College for all internal and external communications, including ceremonial programs and publications.
HarperStore – One word, upper case S. Can be called bookstore on first reference.
Harper Business Solutions
Harper College Educational Foundation
Second reference: Educational Foundation or Foundation
health care
Exception: Northwest Community Healthcare and other formal names
HIP
This is referred to internally as HIP.
For external audiences use Harper Intranet Portal.
Illinois Small Business Development Center
On first reference: Illinois Small Business Development Center at Harper College.
Second reference: SBDC
Inclusive language
Harper College is a diverse and vibrant community, with students and employees representing a myriad of backgrounds and lived experiences. We are committed to creating a welcoming, inclusive culture that affirms the identities of all people. Harper strives to use language that is free of prejudice, stereotype and discriminatory views.
Language is changing, in some cases very rapidly. This abbreviated resource is a living document that will continue to evolve.
Other resources include the AP Stylebook (subscription required), the Diversity Style Guide, the California State University Diversity/Inclusivity Style Guide, the GLAAD Media Reference Guide and the ADA National Network – Guidelines for Writing About People With Disabilities.
Overall guidance: When writing about someone or a group of a particular background, it is important to ask people about their identity preferences. Avoid terms that refer to personal attributes such as race, gender, sexual orientation or disability unless it is relevant to the topic of the story
Gender-neutral language
Avoid gender-specific titles and terms. For example: Use chair, firefighter, humankind and spokesperson instead of chairman, fireman, mankind and spokesman.
First-year student, not freshman
Pronouns
Ask individuals how they want to be referenced including pronouns.
Them/them/there are acceptable as nonbinary/singular pronouns if the individual uses them. Alternative nonbinary pronouns (such as xe or zim) are acceptable if requested by individual; however, they may require additional explanation as clarity is necessary for a general audience. Rephrase awkwardly constructed sentences to avoid using the “his or her” possessive. For example:
LGBTQ+
Acceptable on first reference (abbreviation for lesbian, gay, bisexual, transgender, queer and/or questioning; the + represents additional identities including intersex, asexual, pansexual and polyamorous). The word “queer” has historically been a slur; it has been reclaimed by many as a self-affirming term but is not a universally accepted term even within the LGBTQ+ community.
People with disabilities
Reference a person’s disability only when it’s pertinent. Ask if an individual is willing to disclose their disability. Emphasize the person and their abilities, not the disability or limitations. Generally, refer to the people first and the disability second:
However, some people prefer identity-first language (deaf person instead of person who is deaf, for example). Ask an individual’s preferences.
Do not use phrases such as suffers from, confined to or afflicted with.
Race and ethnicity
Race and ethnicity are not the same. Race is a social construct that has historically been used to group people based on physical characteristics, social factors and cultural backgrounds. An individual’s ethnicity refers to a shared culture, such as language, religion, customs and beliefs.
Mention a person’s race and ethnicity only when relevant to the story. Avoid stereotypes and broad generalizations.
J Theatre
Capitalize at all times. For location, use J Theatre, J143.
J Theatre Box Office
Capitalize and use for all references. For location of the box office, use J Theatre Box Office, J135. This is different from the Daily Herald Box Office at the Performing Arts Center.
Jr. Sr., III
Abbreviate as Jr. and Sr. only with full names. Do not use a comma.
login, logon, logoff, log in, log onto, log off
When used as an adjective or noun, one word (no hyphen):
When used as a verb, two words:
MyHarper Portal
Midwest, Midwestern
months
Capitalize the names of months in all uses. When a month is used with a date, spell it out. Spell out months when they stand alone or with a year. Do not use a comma between a month with no date and a year.
multicultural
No hyphen; one word
noncredit
nonpayment
nonprofit
noon
Do not put 12 before noon. Always lowercase.
numbers
Spell out one through nine. Use numerals for 10 and above.
In general, spell out numbers at the start of a sentence:
A sentence may start with a year.
For ordinals (first, second, third, etc.), spell out first through ninth when they indicate sequence in time or location: first base, First Amendment. Use numerals for 10th and above.
offline
OK
online
on campus, on-campus, on- and off-campus
Two words. Hyphenate as an adjective before a noun.
One Stop Center
No hyphen, two words. One Stop is acceptable for internal audiences.
Oracle E-Business Suite
Refers to the business area of the HIP employee portal. Used only by internal audiences. Oracle EBS is OK on second reference.
part time, part-time
Hyphenate when used as an adjective before a noun. Otherwise, two words.
Phi Phi Chapter
Capitalize when referring to Harper College’s Honors Program, which was established in 1974.
Phi Theta Kappa
phone numbers
Harper has a history of using periods to separate the telephone numbers, which differs from AP style.
Proctor, Avis
In letterhead
Avis Proctor, Ed.D.
Other references:
Dr. Avis Proctor or Dr. Proctor
professor
Do not abbreviate. Only capitalize when using as a formal title directly before an individual’s name.
(See academic titles)
punctuation and symbols
ampersand (&)
Use only when part of a company’s formal name. Do not use in place of and.
apostrophes (’)
Do not use apostrophes when using plurals for dates and abbreviations.
Use apostrophes for single letters.
capitalization
In general, avoid unnecessary capitals. When too many words are capitalized, they lose their importance and copy becomes more difficult to read.
Capitalize official names; in subsequent references, any common nouns or shortened forms of proper names are lowercase.
Capitalize course titles, except for articles, prepositions and conjunctions. Do not use ampersands in course titles.
Capitalize grade letters. Do not put quotation marks around grades.
When referring to Harper College, capitalize college only when using the proper name.
commas:
Do not use commas before a conjunction in a simple series.
However, a comma should be used before the terminal conjunction in a complex series.
Separate names and titles with commas if they follow the name:
Do not use commas to separate Jr. and Sr. from a name.
Use commas in figures greater than 999. Exception: street addresses, 7500 North Cook St.; room numbers; telephone numbers and years, 1998.
Commas and periods go within quotation marks.
Place a comma between the city and state name and another comma after the state name
Dashes and hyphens
Use em dashes (—) to set off phrases where something more than a comma is needed for greater emphasis. This denotes a major break or pause and should not be overused.
Hyphens are joiners. Use them for compound modifiers, to avoid ambiguity or to form a single idea from two or more words.
Also use hyphens for ranges in years, page numbers, times, etc
ellipsis (…)
Use an ellipsis to show deletion of one or more words in sentences or quotes. An ellipsis also may be used to indicate a thought that the writer does not complete. Treat as a three-letter word and leave one space on both sides of the ellipsis.
percent
Use % sign
spacing:
Use a single space after a period.
room numbers
Building C, Room C102
Correct: J137
Incorrect: J 137
A137c and H160k
regions
The five regions of the United States should always be capitalized (as both nouns and adjectives).
RSVP
seasons
Lowercase spring, summer, fall and winter, unless part of a formal name: Summer Registration, Fall Orientation.
semester
Lowercase except at the start of a sentence
signature block (email)
Official Harper format for e-mail signature blocks is as follows:
First Name, Last Name
Title
Department, Building
Street Address
City, State ZIP
Phone
Web
Facebook/X/Harper College linked logos (optional)
Example:
William Rainey Harper
Founder
Marketing Services Center, Building S
1200 W. Algonquin Road
Palatine, Illinois 60067
847.925.6001
NOTE: Refrain from the use of quotes or philosophical statements in email signatures to avoid potential confusion that such statements represent the college.
state names
Spell out the names of all 50 states when used in the body of a story.
theater/theatre
Use the -re ending for all references to the medium of theatre (theatre program, theatre director, etc.). Use the -er ending for uses related to venues, except when referring to a proper name of a Theatre (such as J Theatre).
time
Do not use :00 with times: 7 to 8 a.m., 6:30 p.m.
Use figures except for noon and midnight.
Do not use redundancies such as 8 a.m. in the morning, 2 p.m. this afternoon, 12 noon, 12 midnight.
Do not use o’clock with a.m. or p.m.
Only use from with to:
titles
Capitalize and spell out titles when they precede a formal name. Lowercase in all other uses.
toward
Do not use towards.
URL
Avoid breaking a URL in a line of text. Only use “www” if it is a necessary part of the web address. If a URL is at the end of a sentence, end the sentence with a period:
William Rainey Harper College
Harper College is generally acceptable on first reference. William Rainey Harper College may be preferred in more formal uses or when referencing the college’s namesake.
year
No apostrophes when plural: 2010s, 1970s, 1950s (also see “dates”)
Addendum
music concert programs
Titles
“Generic” titles such as Symphony, Concerto, Sonata, Mass, Requiem, etc. are capitalized but NOT bolded, italicized, in quotes, etc.
Toccata and Fugue in D Minor
Some of these standard musical works have a popular title. Reference it in quotes parenthetically:
Piano Concerto No. 5 in E-flat Major (“Emperor”)
Sonata in E-flat Major, Op. 30, No. 5
Abbreviations for Number and Opus (No. and Op.) and Major/Minor are capitalized, as is No. and E, but flat/sharp are lowercase and preceded by a hyphen. If an Opus is followed by a number, place a comma between:
Op. 15, No. 3
Movement titles are capitalized, italicized IF in a language other than English, indented, and numbered with Roman numerals:
Sonata in G Major
Full composer name is listed at (justified) right of piece with year of birth and death listed parenthetically on line beneath, with any arranger listed beneath that line in italics, Lowercase ‘a’
Symphony No. 3 in E-flat Major, Op. 55
Ludwig Van Beethoven
(1770-1827)
arranged by John Doe
If composer is still alive, leave death year blank: (1986 - )
If another piece by the same composer is used in the same program, last name without dates is sufficient.
Distinct titles of songs are put in quotes:
“Boogie Woogie Bugle Boy”
Distinct “one of a kind” titles of instrumental and longer works (i.e. unique names of specific symphonies, operas, musicals, albums, TV/radio shows are put in italics:
Symphonie Fantastique
La Bohème
Guys and Dolls
Soloists after the name of the piece, indented or centered in order of appearance with name, instrument/voice:
Jane Doe, flute
John Doe, tenor
Music concert programs are all printed with special white program stock and cover designs/inks particular for: Harper Symphony Orchestra, Concert Choir and SPECTRA, Festival Chorus, Wind Symphony and the generic ‘Harper presents’ which is used for all other music and cultural arts concerts, except the Chamber Music Festival, which has a custom cover each year.
All programs have an introductory title page:
The Harper College Cultural Arts Committee
presents
Ensemble Name
(Optional information on introductory title page: event title or “featuring:” with names, instruments, etc.)
Day, Date
Time
Location
Inside program page with “Program” centered at top and pieces listed, the word “Intermission” in italics and standard language about silencing cell phones at the bottom of the program listing:
The taking of photographs and the use of recording equipment are prohibited. Please silence all pagers, cell phones and other electronic devices.
“Program” page(s) are followed by “Program Notes” (if provided) and information about the artists, conductors, upcoming events, etc.
Performing Arts Center events must include “Emergency” page as last page. See a printed program for examples.