Editorial style guide

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  • Carey: does this answer your question about opinion/preference?
  • Editorial style guide

    1. 1. Editing What You and Others Write (per the University’s editorial style guide) Mansi Bhatia University writer/editor Office of Marketing & Communications www.scu.edu/omc
    2. 2. Agenda <ul><li>10 - 10:15 a.m. Introductions </li></ul><ul><li>10:15 - 10:50 a.m. Writing Basics + Grammar School + Test 1 </li></ul><ul><li>10:50 - 11 a.m. Break </li></ul><ul><li>11 - 11:40 a.m. Test 2 + Editorial Style Guide review </li></ul><ul><li>11:40 a.m. - noon Open discussion + Evaluation </li></ul>
    3. 3. I did not invent English
    4. 5. What will you learn today? Office of Marketing & Communications
    5. 6. How to: <ul><li>Write right </li></ul><ul><li>Proofread/edit </li></ul><ul><li>Ensure adherence to the University’s editorial style </li></ul>
    6. 7. Writing Basics
    7. 8. Before you start <ul><li>Are you answering the five W’s ? </li></ul><ul><ul><li>Who? </li></ul></ul><ul><ul><li>What? </li></ul></ul><ul><ul><li>When? </li></ul></ul><ul><ul><li>Where? </li></ul></ul><ul><ul><li>Why? </li></ul></ul>
    8. 9. Read. Walk away. Come back.
    9. 10. Review your content <ul><li>What can you add? </li></ul><ul><li>What can you take out? </li></ul><ul><li>Is it organized well? </li></ul><ul><li>Does your audience know where to go for more information? </li></ul>
    10. 11. This isn’t technically a “writing” tip
    11. 12. But, perhaps the most important writing tip there is…
    12. 13. Edit <ul><li>Chop </li></ul><ul><li>Refine </li></ul><ul><li>Rewrite </li></ul><ul><li>Always proofread everything </li></ul><ul><li>Double-check hyperlinks </li></ul>
    13. 15. <ul><li>A sea of red underlining </li></ul><ul><li>Run a spell-check program, but pay attention to what you do. </li></ul><ul><ul><li>Microsoft Office, GroupWise, and Commonspot all have built-in spell-check programs. They are good at catching some typos and easily misspelled words but they won’t catch everything, especially if a typo is a word. </li></ul></ul><ul><li>Is your head typing faster than your fingers? </li></ul><ul><ul><li>Art sand Sciences, on the fist day of school… </li></ul></ul>
    14. 16. Rewriting helps <ul><li>Open from 8 a.m. to 6 p.m., SCU students appreciate the convenience of a full-service on-campus post office. </li></ul><ul><li>Reword, thus: </li></ul><ul><li>Open from 8 a.m. to 6 p.m., the on-campus post office offers full mail services as an added convenience for SCU students. </li></ul><ul><li>Or: </li></ul><ul><li>SCU students appreciate the convenience of a full-service on-campus post office, which is open from 8 a.m. to 6 p.m. </li></ul>
    15. 17. <ul><li>Available for infant and toddler children of faculty and staff, your child will love the programs at Kids on Campus. </li></ul><ul><li>Better: </li></ul><ul><li>Available for infant and toddler children of faculty and staff, Kids on Campus offers an environment that children love. </li></ul><ul><li>Or: </li></ul><ul><li>Kids on Campus, available for infants and toddlers of faculty and staff, offers an array of programs that children love. </li></ul>
    16. 18. Be wary of long sentences <ul><li>Wordy/Redundant/Too Long: </li></ul><ul><li>Students, faculty, staff, and the University community are all welcome to attend the spring retreat that is being sponsored by the Bannan Center in Los Gatos. All of those who attend the weekend will focus on the theme of vocation and finding meaning in our work. </li></ul><ul><li>Better: </li></ul><ul><li>The Bannan Center’s spring retreat, held in Los Gatos, will focus on vocation. The entire University community is welcome to attend. </li></ul>
    17. 19. Keep your tone consistent <ul><li>Inconsistent Tone: </li></ul><ul><li>You are cordially invited to attend the annual Reunion Weekend Gala Dinner. This is a great chance for you to hang out with your old buddies from college. </li></ul><ul><li>Better: </li></ul><ul><li>You are cordially invited to attend the annual Reunion Weekend Gala Dinner. This evening under the stars in the Mission Gardens will be an elegant affair for all. </li></ul>
    18. 20. Let’s get our subject-verb agreement in order
    19. 21. Subject-verb agreement <ul><li>It’s simple: a singular subject takes a singular verb, while a plural subject takes a plural verb. </li></ul><ul><li>The trick is in knowing whether the subject is singular or plural. </li></ul><ul><li>The next trick is recognizing a singular or plural verb. </li></ul>
    20. 22. Subject-verb agreement: example <ul><li>If a student wishes to live off campus after their freshman year, they may choose to do so. </li></ul><ul><ul><li>A student = singular; they = plural </li></ul></ul><ul><ul><li>Solution: Change student to students </li></ul></ul><ul><li>If students wish to live off campus after their freshman year, they may choose to do so. </li></ul><ul><ul><li>Try to avoid “he/she” issue by using plural subjects whenever possible. </li></ul></ul>
    21. 23. More on subject-verb agreement <ul><li>The indefinite pronouns anyone, everyone, someone, no one, nobody are always singular and, therefore, require singular verbs. </li></ul><ul><ul><li>Everyone has done his or her homework. </li></ul></ul><ul><ul><li>Somebody has left her purse. </li></ul></ul><ul><li>Some indefinite pronouns — such as all, some — are singular or plural depending on what they're referring to. (Is the thing referred to countable or not?) Be careful choosing a verb to accompany such pronouns. </li></ul><ul><ul><li>Some of the beads are missing. </li></ul></ul><ul><ul><li>Some of the water is gone. </li></ul></ul>
    22. 24. Let’s put you to the test (remember to check out this PowerPoint presentation for an in-depth tutorial on subject-verb agreement)
    23. 25. How did you fare?
    24. 26. <ul><li>When the subject of a sentence is composed of two or more nouns or pronouns connected by and , use a plural verb. </li></ul><ul><ul><li>She and her friends are at the fair. </li></ul></ul><ul><li>When two or more singular nouns or pronouns are connected by or or nor , use a singular verb. </li></ul><ul><ul><li>The book or the pen is in the drawer. </li></ul></ul><ul><li>When a compound subject contains both a singular and a plural noun or pronoun joined by or or nor , the verb should agree with the part of the subject that is nearer the verb. </li></ul><ul><ul><li>The boy or his friends run every day. </li></ul></ul><ul><ul><li>His friends or the boy runs every day. </li></ul></ul>
    25. 27. <ul><li>Doesn't is a contraction of does not and should be used only with a singular subject. </li></ul><ul><li>Don't is a contraction of do not and should be used only with a plural subject. </li></ul><ul><li>The exception to this rule appears in the case of the first person and second person pronouns I and you. </li></ul><ul><ul><li>He doesn't like it. </li></ul></ul><ul><ul><li>They don't like it. </li></ul></ul><ul><ul><li>I definitely don’t like it. </li></ul></ul>
    26. 28. <ul><li>Do not be misled by a phrase that comes between the subject and the verb. The verb agrees with the subject, not with a noun or pronoun in the phrase. </li></ul><ul><ul><li>One of the boxes is open </li></ul></ul><ul><ul><li>The people who listen to that music are few. </li></ul></ul><ul><ul><li>The team captain , as well as his players, is anxious. </li></ul></ul><ul><ul><li>The book , including all the chapters in the first section, is boring. </li></ul></ul><ul><ul><li>The woman with all the dogs walks down my street. </li></ul></ul>
    27. 29. <ul><li>The words each , each one , either , neither , everyone , everybody , anybody , anyone , nobody , somebody , someone , and no one are singular and require a singular verb. </li></ul><ul><ul><li>Each of these hot dogs is juicy. </li></ul></ul><ul><ul><li>Everybody knows Mr. Jones. </li></ul></ul><ul><ul><li>Either is correct. </li></ul></ul><ul><li>Nouns such as civics , mathematics , dollars , measles , and news require singular verbs. </li></ul><ul><ul><li>The news is on at six. </li></ul></ul><ul><ul><ul><li>Note: the word dollars is a special case. When talking about an amount of money, it requires a singular verb, but when referring to the dollars themselves, a plural verb is required. </li></ul></ul></ul><ul><ul><li>Five dollars is a lot of money. </li></ul></ul><ul><ul><li>Dollars are often used instead of rubles in Russia. </li></ul></ul>
    28. 30. <ul><li>Nouns such as scissors , tweezers , trousers , and shears require plural verbs. (There are two parts to these things.) </li></ul><ul><ul><li>These scissors are dull. </li></ul></ul><ul><ul><li>Those trousers are made of wool. </li></ul></ul><ul><li>In sentences beginning with there is or there are , the subject follows the verb and the verb agrees with what follows. </li></ul><ul><ul><li>There are many questions. </li></ul></ul><ul><ul><li>There is a question. </li></ul></ul>
    29. 31. <ul><li>Collective nouns are words that imply more than one person but that are considered singular and take a singular verb, such as: group, team, committee, class, and family . </li></ul><ul><ul><li>The team runs during practice. </li></ul></ul><ul><ul><li>The committee decides how to proceed. </li></ul></ul><ul><ul><li>The family has a long history. </li></ul></ul><ul><li>In some cases, a sentence may call for the use of a plural verb when using a collective noun. </li></ul><ul><ul><li>The crew are preparing to dock the ship. </li></ul></ul><ul><ul><li>The staff have never been able to agree. </li></ul></ul>
    30. 32. <ul><li>Expressions such as with , together with , including , accompanied by , in addition to , or as well as do not change the number of the subject. If the subject is singular, the verb is too. </li></ul><ul><ul><li>The President, accompanied by his wife, is traveling to India. </li></ul></ul><ul><ul><li>All of the books, including yours, are in that box . </li></ul></ul><ul><li>Gray cells shot? </li></ul><ul><li>Source: http://owl.english.purdue.edu </li></ul>
    31. 33. <ul><li>See you on the other side of a </li></ul><ul><li>10-minute break </li></ul>
    32. 34. Welcome back! Now, let’s tackle the style guide
    33. 35. But first, let’s answer this question: <ul><li>Who cares? </li></ul>
    34. 36. We do! <ul><li>You are writing on behalf of the University. </li></ul><ul><li>Proper style indicates an official message. </li></ul><ul><li>The tone, voice, and style of University communications are very important to how we are perceived by the audience. </li></ul><ul><li>Use the style guidelines for all University publications </li></ul><ul><ul><li>webpages </li></ul></ul><ul><ul><li>invitations to events </li></ul></ul><ul><ul><li>event programs </li></ul></ul><ul><ul><li>official thank you notes </li></ul></ul><ul><ul><li>brochures </li></ul></ul><ul><ul><li>flyers </li></ul></ul>
    35. 37. Editorial test <ul><li>Let’s take 10 minutes for this test and then review the style guide. </li></ul>
    36. 38. States and Cities # Quotation Marks Acronyms Class Years Alumni Capitalization Beyond Emoticons They’re/Their/There Century Freshmen Numbers and Money Bullets You’re/ Your Years Offices, Departments, and Schools Internet Entries Apostrophes Who’s/Whose Dates and Months Academic Titles Addresses and Phone Numbers Commas It’s/Its Times Degrees Once More, with Style… Punctuation Contractions When? Who’s Who at SCU ENTER THE M ATRIX
    37. 39. Freshmen -- proofreading <ul><li>Replace “freshmen” in your sentence with sophomores, juniors, or seniors. Does it still sound right with the plural? </li></ul><ul><ul><li>All freshmen literature classes are full. </li></ul></ul><ul><ul><li>All juniors literature classes are full. </li></ul></ul><ul><li>Check the tense of your sentence. </li></ul><ul><ul><li>Freshmen are </li></ul></ul><ul><ul><li>A freshman is </li></ul></ul><ul><ul><li>If you’ve used a plural verb, make sure you’re using freshmen (plural) or freshman students (adjective + plural). </li></ul></ul><ul><li>Again, don’t use “frosh” as a shorthand. </li></ul><ul><li>Don’t even bother with “freshperson.” Really. </li></ul>
    38. 40. What’s an en dash? Or was it em dash? <ul><li>em dashes: Use in place of hyphens or double hyphens in text. No spaces between text and em dash. </li></ul><ul><ul><li>The landscape—a true reflection of the effect of mankind—has changed the most. </li></ul></ul><ul><li>en dashes: Use to express a range in charts or listings </li></ul><ul><ul><li>5-7:30 p.m. </li></ul></ul><ul><li>But do not use dashes (en OR em) in body text: </li></ul><ul><ul><li>The class runs from 3 p.m. to 7 p.m. </li></ul></ul>
    39. 41. Still confused? <ul><li>Replace “it’s” or “its” with the actual noun. </li></ul><ul><ul><li>The University and its educational mission </li></ul></ul><ul><ul><li>The University and the University ’s educational mission </li></ul></ul><ul><ul><li>The University was founded in 1851. It’s 155 years old. </li></ul></ul><ul><ul><li>The University was founded in 1851. The University is 155 years old. </li></ul></ul><ul><li>Replace “it’s” with it is. Does it still sound right? </li></ul><ul><ul><li>Visit the campus and it’s beautiful gardens. </li></ul></ul><ul><ul><li>Visit the campus and it is beautiful gardens. </li></ul></ul>
    40. 42. Who’s or whose? <ul><li>Who’s (contraction of who is) </li></ul><ul><ul><li>Who's coming to the convocation? </li></ul></ul><ul><li>Whose (possessive) </li></ul><ul><ul><li>Whose book is that? </li></ul></ul>
    41. 43. Get it right <ul><li>Replace “who’s” with who is/who has. Does it still sound right? </li></ul><ul><ul><li>This is Tom, who’s cousin is a movie star. </li></ul></ul><ul><ul><li>This is Tom, who is cousin is a movie star. </li></ul></ul><ul><li>Replace “whose” with his. </li></ul><ul><ul><li>Jerry is the one whose been to London. </li></ul></ul><ul><ul><li>Jerry is the one his been to London. </li></ul></ul><ul><li>Use a name instead of “who” and rewrite the sentence with it. </li></ul><ul><ul><li>Who’s the best cook? John is the best cook. </li></ul></ul><ul><ul><ul><li>John is = Who is = Who’s </li></ul></ul></ul><ul><ul><li>Whose pencil did I steal? Did I steal Jim’s pencil? </li></ul></ul><ul><ul><ul><li>Jim’s = belonging to Jim = his = whose </li></ul></ul></ul>
    42. 44. Acronyms and apostrophes <ul><li>Do NOT use an apostrophe unless indicating possession. </li></ul><ul><ul><li>CDs, not CD’s </li></ul></ul><ul><ul><li>BUT: The CD’s case was broken. </li></ul></ul><ul><ul><li>The ASSCU’s office is in the basement of Benson Center. </li></ul></ul><ul><li>When using the plural of a single letter (as for grades), do use an apostrophe. </li></ul><ul><ul><li>Sam graduated with all A’s. (Grade letters should always be capitalized.) </li></ul></ul><ul><ul><li>I think you misspelled “posessions.” It should have two s’s. </li></ul></ul><ul><li>This is mostly to prevent confusion in typesetting or when using an all capital type face. </li></ul><ul><ul><li>YOU CAN GET ALL AS AND NO BS. </li></ul></ul>
    43. 45. Commas <ul><li>Use commas to separate elements in a series: </li></ul><ul><ul><li>I like apples, bananas, and oranges. </li></ul></ul><ul><li>  Use a comma before the concluding conjunction in a complex series of phrases: </li></ul><ul><ul><li>The University is steeped in tradition, has an aesthetically pleasing campus, and attracts top-notch students every year. </li></ul></ul><ul><li>In the case of a complex list in which individual items contain commas or conjunctions, a semicolon should be used instead. </li></ul>
    44. 46. More on commas <ul><li>Place a comma after digits signifying thousands, except when reference is made to temperature or to SAT scores. </li></ul><ul><ul><li>1,150 students </li></ul></ul><ul><ul><li>1100 degrees </li></ul></ul><ul><ul><li>SAT score of 1145 </li></ul></ul><ul><li>Do not use a comma before or after a Jr. or Sr. </li></ul><ul><ul><li>Robert J. Finnocchio Jr. was the chairman of the Board of Trustees for 2009. </li></ul></ul><ul><li>When writing a date, place a comma between the day and the year as well as after the year. </li></ul><ul><ul><li>July 4, 2001, is a day that will go down in memory books for the class of '69. </li></ul></ul>
    45. 47. Apostrophes <ul><li>Generally indicates possessive, contraction, or missing letters/numbers. </li></ul><ul><ul><li>the president's memo </li></ul></ul><ul><ul><li>don't walk </li></ul></ul><ul><ul><li>class of '80 </li></ul></ul><ul><li>Indicates plural of single letters only: </li></ul><ul><ul><li>A's </li></ul></ul><ul><ul><li>D's </li></ul></ul><ul><li>Do not use to pluralize acronyms or numbers: </li></ul><ul><ul><li>CDs </li></ul></ul><ul><ul><li>temperatures in the 80s </li></ul></ul>
    46. 48. Stop abusing that apostrophe! <ul><li>It’s not tattoo’s unless you’re saying, “ The tattoo’s color faded .” </li></ul><ul><li>It’s not you’re unless you mean you are . </li></ul><ul><li>It’s not visitor’s unless you’re saying “ It’s because of my visitor’s loyalty that I remain motivated to blog .” </li></ul><ul><li>It’s not taco’s and burrito’s. </li></ul><ul><li>It’s not “kid’s have fun on the weekend.” </li></ul><ul><li>It’s not pizza’s or computer’s or banana’s. </li></ul><ul><li>Just because it has an “s” at the end, doesn’t mean the word needs an apostrophe. </li></ul><ul><ul><li>http://mansibhatia.com/2010/04/apostrophe </li></ul></ul>
    47. 49. Beyond Emoticons : ; — () <ul><li>Use a colon: </li></ul><ul><ul><li>in Biblical citations; </li></ul></ul><ul><ul><ul><li>John 3:16, Ezekial 25:17 </li></ul></ul></ul><ul><ul><li>when appropriate to introduce a bulleted list; </li></ul></ul><ul><ul><li>when transcribing an interview </li></ul></ul><ul><ul><ul><li>Santa Clara Magazine : When did you first decide to pursue…? </li></ul></ul></ul><ul><ul><ul><li>Joe Smith: I got interested in physics when I was nine… ) ; and </li></ul></ul></ul><ul><ul><li>when introducing examples. </li></ul></ul><ul><li>If using a colon in text, capitalize the first word after the colon only if it is a proper noun or the start of a new complete sentence. </li></ul>
    48. 50. Beyond Emoticons: ; — () <ul><li>Semicolons are used to separate two related clauses that are grammatically distinct </li></ul><ul><ul><li>There is a waiting list for the class; depending on the number of drops in the first week, we will accommodate as many students as possible. </li></ul></ul><ul><li>Semicolons also replace the comma separating items in a complex list </li></ul><ul><ul><li>We had bacon, eggs, and toast. </li></ul></ul><ul><ul><li>We had pancakes and waffles; ham and eggs; and hash browns and toast. </li></ul></ul><ul><li>Em dash </li></ul><ul><li>Use in place of double hyphens in text </li></ul><ul><ul><li>The blue shirt—the one with the French cuffs—is my favorite. </li></ul></ul><ul><li>No spaces between em dash and text </li></ul>
    49. 51. Beyond Emoticons: ; — () <ul><li>Parentheses </li></ul><ul><li>Punctuation generally goes outside the closing parenthesis (as shown in this sentence). Do not capitalize or include a period inside a parenthetical statement unless it is an entire sentence, standing alone. (This is an example.) </li></ul><ul><li>Do not capitalize the first word in a parenthetical statement, unless it is a proper noun or the start of a complete sentence. </li></ul>
    50. 52. Quotation marks <ul><li>Use quotation marks for </li></ul><ul><ul><li>directly quoted speech or text; </li></ul></ul><ul><ul><li>for titles of movies, plays, poems, songs, and works of art; and </li></ul></ul><ul><ul><li>(sparingly) to indicate a colloquial or unusual term. </li></ul></ul><ul><li>The period and the comma always go within the quotation marks. </li></ul><ul><li>The dash, semicolon, question mark, and exclamation point go within the quotation marks when they apply to the quoted matter only. They go outside when they apply to the whole sentence. </li></ul><ul><li>If a title or quote is contained within quoted material, use single quotes inside the double quotations: </li></ul><ul><ul><li>&quot;I cannot wait to see 'Casablanca' tomorrow,&quot; he said. </li></ul></ul>
    51. 53. <ul><li>What’s the score? </li></ul>
    52. 54. <ul><li>Joe Smith, who earned a bachelor’s degree from Santa Clara University, has been appointed CEO of ABC company. </li></ul><ul><li>Joe ’43 and Mary Smith ’ 45, attended the Grand Reunion with their children. </li></ul><ul><li>John Smith, assistant professor of anthropology , will be teaching a seminar in Costa Rica this fall. </li></ul><ul><li>Mary Lewis, professor in the history department , is speaking at the Ignatian Center on May 30 at noon . </li></ul><ul><li>Students can get more information about the tour in the Department of Civil Engineering, the English department, the history department or the education department . </li></ul><ul><li>Santa Clara University has more than 8,500 students. Students from almost 50 countries call this University home. </li></ul>
    53. 55. <ul><li>The de Saisset Museum is on the SCU campus. The museum has an extensive collection of California artwork. </li></ul><ul><li>Mary Bush and Linda Iyenger are alumnae of Santa Clara University , but we don’t know when they graduated. </li></ul><ul><li>Family Weekend is on Feb. 19 and 20. </li></ul><ul><li>The Grand Reunion in October 2009 was a huge success. </li></ul><ul><li>Santa Clara University is proud of its graduates. </li></ul><ul><li>The CDs were found on the second floor of one of the RLCs. </li></ul><ul><li>I like apples, bananas , and oranges. </li></ul><ul><li>Robert J. Finnocchio Jr. was the chairman of the Board of Trustees for 2009. </li></ul>
    54. 56. <ul><li>We had pancakes and waffles ; ham and eggs ; and hash browns and toast. </li></ul><ul><li>Santa Clara University’s website is www.scu.edu . </li></ul><ul><li>The instructor was in her 30s. </li></ul><ul><li>Fifteen days ago, we began the search for a new writer/editor. </li></ul><ul><li>“ So I’ve got that going for me, which is nice , ” said Carl. </li></ul><ul><li>The president of a university has many responsibilities. </li></ul>
    55. 57. Before you leave <ul><li>A few reminders: </li></ul><ul><ul><li>Bookmark the new University editorial style guide at www.scu.edu/styleguide </li></ul></ul><ul><ul><li>Review the AP Stylebook and Chicago Manual of Style. </li></ul></ul><ul><ul><li>Ask Mansi (mbhatia@scu.edu/551-1796) at any time for an explanation of edits or changes to your content. </li></ul></ul>
    56. 58. Thank you for your time. Questions? Comments?

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