Style Guide
August 1, 2013

HOUSTON INDEPENDENT SCHOOL DISTRICT
Style Guide At-a-Glance
 Editorial Style Guide
 Correspondence: External, Memos,
Emails, Email Signature
 Publications
...
Editorial Style Guide
Basics

Abbreviations/Acronyms:
– If the abbreviation/acronym is known (i.e. SAT or ACT), it is
acce...
Editorial Style Guide
Basics

Board of Education
– Formal: Houston Independent School District Board of Education
– HISD B...
Editorial Style Guide
Basics
Commas, dashes, and hyphens
– Include a comma before the last item in a series, i.e. A, B, an...
Editorial Style Guide
Basics
Days of the week and months
– July 1, 2013 NOT July 1st, 2013
– Use a comma after the year, “...
Editorial Style Guide
Basics
email
– The “e” is lowercase and it is NOT hyphenated.

Facility names
– Use HS, MS, or ES af...
Editorial Style Guide
Basics
names
– It’s John Smith III, NOT John Smith, III
– Traditional: “John Smith, Jr., has been......
Editorial Style Guide
Basics
Offices and departments
– Capitalize the word “office” or
“department” when used with name:
O...
Editorial Style Guide
Basics
Schools
– Use last name when referring to school: Twain Elementary
– Use first initials if sc...
Editorial Style Guide
Basics
spaces
– One space after a period at the end of a sentence and after
colons, NOT two.

studen...
Editorial Style Guide
Basics
Superintendent of Schools
– Acceptable: superintendent of schools, HISD Superintendent
Terry ...
Editorial Style Guide
Basics
time
– Acceptable: 3 p.m. or 2 to 5 p.m.

Titles
– All titles are capitalized when they prece...
Editorial Style Guide
Basics
website
– It’s one word and it begins with a lowercase “w.”

years
– It’s “2011—2012 school y...
Correspondence
External Communications (print)
–
–
–
–
–

Text Justified
11 point type
Arial
Use letterhead
Find templates...
Correspondence
Emails
–
–
–
–
–

Black or dark colors for type
Be cautious with attachment size
Stationery or backgrounds ...
Correspondence
Email Signature
–
–
–
–
–
–

Use standard fonts: Arial, Calibri, Times New Roman
Use 11-point type
Use defa...
Correspondence
How to change your sig: Step 1

GO TO TOOLS THEN CLICK
ON OPTIONS

18
FIRST

Correspondence
How to change your sig: Step 2 & 3

SECOND

GO TO MAIL FORMAT TAB
THEN CLICK ON SIGNATURES
19
Correspondence

CLICK ON NEW

How to change your sig: Step 4

20
Correspondence
How to change your sig: Step 5

GIVE YOUR SIGNATURE A
TITLE, EX: WRITER
21
Title of Slide Xxxxx Xxxxx

COPY AND PASTE MY SIGNATURE
FROM SLIDE 17 AND PASTE HERE
THEN EDIT WITH YOUR NAME, ETC.
Icons/Hyperlinks for FB, Twitter,
YouTube
https://twitter.com/HISDMultiPrgms
https://www.facebook.com/HoustonISD
http://ww...
Title of Slide Xxxxx Xxxxx

FIRST

SECOND

COPY AND PASTE THE ICONS ONE
BY ONE THEN HYPERLINK EACH
WITH LINKS ON SLIDE 23.
Title of Slide Xxxxx Xxxxx

SET THE MESSAGES YOU WANT THE
SIGNATURE INSERTED INTO.
Title of Slide Xxxxx Xxxxx

DON’T FORGET TO SAVE AND CLICK OK.
Publications
Manuals, Reports, Newsletters, Brochures, Posters, Fliers
– See Me.
– Or see the guidelines at www.houstonisd...
Documents in languages other
than English
Translation Services
– 713-556-6130
– Or see the guidelines at www.houstonisd.or...
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Style guide pp july 2013

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  • Do not use a hyphen after adverbs ending in “-ly” i.e., highly-regarded, not highly-regardedDo not use a hyphen after prefixes or before suffixes i.e., prekindergarten, not pre-kindergartenDistrictwide means “throughout the district,” while district-wide means “as wide as a district”“more demanding courses” means “a greater number of demanding of course,” while “more-demanding courses” means “courses that are more demanding”
  • Ordinal numberstell the order of things in a set—first, second, third, etc. Ordinal numbers do not show quantity. They only show rank or position. Ordinal-3rd fastest, or 6th in lineA cardinal number tells "how many." Cardinal numbers are also known as "counting numbers," because they show quantity. 14 friends, 8 dogs, 10 copies
  • In general, when a school is named after a person, use only person’s last name
  • ZIP code is Zone Improvement Plan code
  • ZIP code is Zone Improvement Plan code
  • The icons will not copy so copy and paste each one from the next page
  • Style guide pp july 2013

    1. 1. Style Guide August 1, 2013 HOUSTON INDEPENDENT SCHOOL DISTRICT
    2. 2. Style Guide At-a-Glance  Editorial Style Guide  Correspondence: External, Memos, Emails, Email Signature  Publications  Documents in other Languages 2
    3. 3. Editorial Style Guide Basics Abbreviations/Acronyms: – If the abbreviation/acronym is known (i.e. SAT or ACT), it is acceptable on first reference. If not, then spell it out followed by the acronym in parentheses and use acronym thereafter. – Periods are no longer necessary with acronyms. Athletics – The Athletics Department is the department that oversees the athletics program. The Athletic Department is a department that is athletic. 3
    4. 4. Editorial Style Guide Basics Board of Education – Formal: Houston Independent School District Board of Education – HISD Board of Education is permitted in all references; subsequent references can be “the board” or “school board.” – Do NOT use “Board of Trustees.” Board of Education Titles – Each trustee or member is referred to as a “trustee,” “schoolboard member,” or “board member.” – These titles are only capitalized when used as a formal title before the name. 4
    5. 5. Editorial Style Guide Basics Commas, dashes, and hyphens – Include a comma before the last item in a series, i.e. A, B, and C. – A dash is longer than a hyphen. • An “en dash” is for ranges, i.e. 1965 – 1970. An en dash should be used between a date range, i.e. Aug. 3 – 5. For consecutive days write Aug. 3 and 4. • An “em dash” indicates a sudden break, or sets something off from the rest of the sentence, as in “The Texas Assessment of Knowledge and Skills—the TAKS—is the state-mandated achievement test.” • Dashes can be found under special Characters or the Insert tabs. – A hyphen is a very short dash used to link works, i.e. after-school or with compound words, “often-used.” • Also hyphenate when using two or more modifiers preceding a noun when they form a unit modifying the noun (middle-school student, up-to-date records) 5
    6. 6. Editorial Style Guide Basics Days of the week and months – July 1, 2013 NOT July 1st, 2013 – Use a comma after the year, “On July 1, 2006, teachers attended…” – Spell out all months when a year is attached or when alone Professional degrees – When writing an advanced degree, use abbreviations with periods and no spaces (Daniel Jones, Ph.D.). – When writing, follow rule above on first reference, then use formal title “Dr.” in subsequent references. – DO NOT use degree and title together (Dr. Daniel Jones, Ph.D.). 6
    7. 7. Editorial Style Guide Basics email – The “e” is lowercase and it is NOT hyphenated. Facility names – Use HS, MS, or ES after the school name on first reference. – Use Delmar Tusa Complex when referring to the entire complex. – If only the stadium is used, use Delmar stadium. Houston Independent School District – Formal name or HISD are acceptable on first reference – If HISD is used in first, it must be spelled out in 2nd reference. – It can be referred to as “the district” (lowercase) in subsequent references. 7
    8. 8. Editorial Style Guide Basics names – It’s John Smith III, NOT John Smith, III – Traditional: “John Smith, Jr., has been...” – Common: “John Smith Jr. has been…” numbers – When a sentence begins with a number, whether cardinal or ordinal, spell it out. – Use figures for 10 and above: ninth grade, 10th grade – Use all numbers in mixed situations: 5 out of 10 students – Spell out ordinal numbers below 10: ninth, eighth – Use numbers for grades 10 and above: 10th grade, 11th grade – Round off numbers above a million: 2.75 million 8
    9. 9. Editorial Style Guide Basics Offices and departments – Capitalize the word “office” or “department” when used with name: Office of Academic Services, Special Education Department – Use lowercase “o” or “d” in “the office” or “the department” in subsequent references percent – In formal writing, use “percent” NOT the symbol (%). prekindergarten – Is one word; Pre-K is acceptable on second reference 9
    10. 10. Editorial Style Guide Basics Schools – Use last name when referring to school: Twain Elementary – Use first initials if schools are named after people with same last name: C. Martinez and R. Martinez Elementary Schools – Or use full name: Clemente Martinez Elementary School SDMCs – They are shared-decision-making committees NOT shared decision-making committees (the decision-making is shared on the committees, the decision-making committees are not shared seasons – It is “spring 2013” or “spring of 2013,” NOT “Spring 2013” or spring, 2013 10
    11. 11. Editorial Style Guide Basics spaces – One space after a period at the end of a sentence and after colons, NOT two. students – They are ninth-graders, NOT ninth graders. And it is “all ninthand 10th-grade students. students names – Use the last name of high school students on 2nd reference – Use elementary and middle school students’ first names on 2nd reference Special Education – Capitalize it when referring to Special Education programs – Never use sped or SPED in reference to Special Education 11
    12. 12. Editorial Style Guide Basics Superintendent of Schools – Acceptable: superintendent of schools, HISD Superintendent Terry Grier, Superintendent of Schools Terry B. Grier or HISD Superintendent Terry Grier, the superintendent, or Dr. Grier NOT HISD Superintendent Dr. Terry Grier telephone numbers – No parentheses around local area codes – Use hyphens not periods between numbers: 713-556-6961 the – Capitalize it at the beginning of a sentence or if it is part of an official name: The New York Times 12
    13. 13. Editorial Style Guide Basics time – Acceptable: 3 p.m. or 2 to 5 p.m. Titles – All titles are capitalized when they precede the person’s name but NOT when used after or without the person’s name: School Improvement Officer Armando Alaniz or Armando Alaniz, the school improvement officer. – Spell out all Congressional titles: State Representative Sylvester Turner under way – It’s two words. 13
    14. 14. Editorial Style Guide Basics website – It’s one word and it begins with a lowercase “w.” years – It’s “2011—2012 school year” (with an en dash, not a hyphen). – It’s “fiscal year 2005.” – NOT 2011-12 ZIP code – NOT zip code 14
    15. 15. Correspondence External Communications (print) – – – – – Text Justified 11 point type Arial Use letterhead Find templates at www.houstonisd.org/styleguide Memoranda (print) – – – – – Active voice, simple, direct sentences 11 point type Arial 1” margins, text justified, black ink Find templates at www.houstonisd.org/styleguide 15
    16. 16. Correspondence Emails – – – – – Black or dark colors for type Be cautious with attachment size Stationery or backgrounds take up space, do NOT them District-related communication purposes only Emails to schools, all school support officers, or large groups, principals, or regional-office personnel must be submitted as an Academic Services memo. (instructions are on P9 of the Style Guide) 16
    17. 17. Correspondence Email Signature – – – – – – Use standard fonts: Arial, Calibri, Times New Roman Use 11-point type Use default dark blue or black text color Avoid any other logos or graphics than below Avoid quotes or epigraphs Find the template at www.houstonisd.org/styleguide Jennifer Medina Writer, Multilingual Programs Department Houston Independent School District Hattie Mae Educational Support Center 4400 West 18th Street, Suite 2SW11 I Houston, Texas 77092 (713) 556-6961 I (713) 556-6980 fax email: jmedina2@houstonisd.org Click HERE to follow our Multilingual Blog www.houstonisd.org 17
    18. 18. Correspondence How to change your sig: Step 1 GO TO TOOLS THEN CLICK ON OPTIONS 18
    19. 19. FIRST Correspondence How to change your sig: Step 2 & 3 SECOND GO TO MAIL FORMAT TAB THEN CLICK ON SIGNATURES 19
    20. 20. Correspondence CLICK ON NEW How to change your sig: Step 4 20
    21. 21. Correspondence How to change your sig: Step 5 GIVE YOUR SIGNATURE A TITLE, EX: WRITER 21
    22. 22. Title of Slide Xxxxx Xxxxx COPY AND PASTE MY SIGNATURE FROM SLIDE 17 AND PASTE HERE THEN EDIT WITH YOUR NAME, ETC.
    23. 23. Icons/Hyperlinks for FB, Twitter, YouTube https://twitter.com/HISDMultiPrgms https://www.facebook.com/HoustonISD http://www.youtube.com/thehisd Migrant has its own Twitter account. /HISDMigrant
    24. 24. Title of Slide Xxxxx Xxxxx FIRST SECOND COPY AND PASTE THE ICONS ONE BY ONE THEN HYPERLINK EACH WITH LINKS ON SLIDE 23.
    25. 25. Title of Slide Xxxxx Xxxxx SET THE MESSAGES YOU WANT THE SIGNATURE INSERTED INTO.
    26. 26. Title of Slide Xxxxx Xxxxx DON’T FORGET TO SAVE AND CLICK OK.
    27. 27. Publications Manuals, Reports, Newsletters, Brochures, Posters, Fliers – See Me. – Or see the guidelines at www.houstonisd.org/styleguide Power Point Presentations – – – – Use official HISD Power Point template 24-point type Use easy-to-comprehend charts and graphics When possible, use images. Approved HISD photos can be found at www.houstonisdphotos.photoshelter.com. To download a photo, use password “media” when prompted. – Find template at www.houstonisd.org/styleguide 27
    28. 28. Documents in languages other than English Translation Services – 713-556-6130 – Or see the guidelines at www.houstonisd.org/styleguide 28
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