Publications, Advertising, and Web Page Policies and Procedures

EDITORIAL STYLE

Loyola University New Orleans Magazine (LUNOM); the Undergraduate, Graduate, and Law Bulletins; and all other official university publications will follow primarily Webster’s Standard American Style Manual, Webster’s New World Dictionary, U.S. News & World Report Stylebook, and The Little, Brown Handbook. The Chicago Manual of Style and Words Into Type are also commonly used references.
The Associated Press Stylebook is followed for news releases and Loyola At A Glance. In general, publications style is slightly more formal than news release style. Because stylebooks sometimes vary, this official Loyola University Editorial Style Guide outlines style practices specific to Loyola University New Orleans. For style questions not specifically addressed in this style sheet, consult one of the references below.

NOTE: Some entries are followed by specific references used for determining university style. The manuals used are indicated by the following abbreviations: AP—The Associated Press Stylebook | CMS—The Chicago Manual of Style | LB—The Little, Brown Handbook | US—U.S. News & World Report Stylebook | WB—Webster’s New World Dictionary | WBS—Webster’s Standard American Style Manual | WT—Words Into Type

UNIVERSITY STYLE

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a versus an. The choice of the article “a” or “an” depends on the sound with which the word or abbreviation begins. If it begins with a consonant sound, “a” is used. If it begins with a vowel sound, “an” is used.

a historic building
an honors program
a novel idea
an innovative program
LB, WBS

academic degrees.
- abbreviations—Use periods as follows:
- capitalization
- apostrophe versus no apostrophe—Use as follows:
academic titles. On first reference to an individual with an academic title, use the academic title after the name. Do not refer to him/her as Dr. in subsequent references. Use his/her last name only.
- David M. Barnett, Ph.D., is giving the commencement speech this year. Barnett will discuss world peace.
accent marks. See diacritics.
acronyms, college. See college acronyms.
addresses. Spell out and capitalize street, avenue, alley, lane, etc., when using the complete name of the thoroughfare.
- Fifth Avenue is often heavily congested.
- Many beautiful homes are on St. Charles Avenue.
Abbreviate compass points in an address, but spell them out when there is no address number.
- McGrath’s Bar is located at 2525 S. Carrollton Avenue.
- Wendy Jones lives on South Carrollton Avenue.
Lowercase and spell out the word “street” when used with more than one street name.
- Meet me at the corner of Freret and Calhoun streets at noon.
Do not put a comma between the state and zip code. Follow post office requirements for specific mailings, e.g., business reply envelopes (BRE).

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Adjutor Hominum Award. Capitalize the initial letter in all words as it is the formal name of the award.
adviser. Not advisor.
African-American. Always hyphenate.
alumna. One female graduate.
alumnae. More than one female graduate.
alumni. More than one graduate—all males or males and females collectively.
alumnus. One male graduate.
apostrophe. Make certain a true apostrophe (’) is used and not a foot mark ('). The computer keyboard command is: shift/option + right bracket. For the possessive form of words that end in “s,” use the apostrophe after the “s.”
- The Hardy boys’ dog is in our yard.
- Mary is Jesus’ mother.
avenue. See addresses.
baccalaureate. Lowercase.
Baccalaureate Mass. Uppercase.
bar|Bar. For specific state associations capitalize both state and Bar. otherwise lower case.
- The Louisiana State Bar association
- She is a member of the bar.
- The bar association meets every Tuesday.
BEGGARS fraternity. Capitalize all letters.
book titles. Capitalize the initial letter of each word (except articles and conjunctions if three letters or less) and italicize.
board members. Lowercase.
Board of Trustees. Uppercase when referring to a specific board.
- The Board of Trustees will be meeting downstairs this afternoon.
- The board will be meeting downstairs this afternoon.
Broadway Activities Center. Initial capital letters as it is the proper name of the building.
Broadway campus. Uppercase Broadway only because it is the name of the street.
bullets. Use bullets of some sort when listing items. Do not use an asterisk (*) or a hyphen; these are appropriate on the typewriter only because there are no other alternatives. (For most fonts, the computer keyboard command is: option key + 8.)
bylaws. Not by-laws.

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capitalization. In publications, be careful not to use capitalization in excess. When used for emphasis, too many capitalizations can have the same effect as having none.
In more formal, non-publication documents (e.g., honorary degree citations) and in The Mission, Values, and Goals of Loyola University New Orleans exceptions are allowed.
- capitalization of hyphenated compound words. Capitalize only the first letter, unless the second element of the compound is a proper noun.
  - Mary Jackson lives on Thirty-second Street.
  - I must return Life in Post-Victorian England to the library today.
  - Jack is taking classes through the Off-campus Learning Program.
    LB, WBS
century.
- hyphenation—When the word “century” is used as a noun with a preceding numeric designation, no hyphen is used. When the word “century” is used as an adjective, a hyphen is used.

Hairstyles in Europe became larger as the 16th century progressed.
Professor Jenkins finds 20th-century fiction to be the most interesting.

numerals vs. spelling out— Spell out those less than 10. Lowercase unless in a title or the first word of a sentence. For those over 10, it is correct either to use numerals or to spell out the century. Do not use numerals if the word is first in a sentence.

I find eighteenth-century architecture inspiring.
I find 18th-century architecture inspiring.
Eighteenth-century furniture fills her house.

CEO. Spell out chief executive officer on first reference, then use CEO (with no periods) on further references.
chair. Use chair instead of chairman, chairwoman, or chairperson, unless specifically requested otherwise by the individual holding the position.
church. Capitalize initial letter only when following proper name. Lowercase in other instances.

Holy Name of Jesus Church is on St. Charles Avenue.
The church was built in 1805.

city. Capitalize initial letter only when part of the city’s name. Lowercase in other instances.
- Fordham University is located in New York City.
- The city was presented with a grant for a new zoo.
- The city of New Orleans is filled with history.
city, country. When in text, a comma should follow both the city and country.
- While on vacation in London, England, I attended a banquet at Buckingham Palace.
city, state. When used in text, a comma should follow both the city and state.
- Jane Beck, a dentist from Jackson, Mississippi, opened her new office on St. Charles Avenue.
Class of….
- The Class of 1950 will be celebrating its golden anniversary this year.
- The 1950 class will be celebrating its golden anniversary this year.
co-chair. Hyphenate the word. In instances where the word should be capitalized—at the beginning of a sentence or preceding the proper name of the co-chair—only the first “c” is capitalized.
- Ben Hoffman is a co-chair of the committee.
- Co-chair Ben Hoffman will be speaking at today’s committee meeting.
- Today’s speaker will be Co-chair Ben Hoffman.
college acronyms. On first reference, spell out the name. On subsequent references, use the acronym. When using acronyms, do not use periods unless the school officially uses them.
- LSU • SMU
College of Business . Use the Joseph A. Butt, S.J., College of Business on first reference and College of Business on future references.

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college names. The official or formal names of colleges should be capitalized.
Shortened or informal versions should be lowercase except for clarity. The formal name should be used in most instances on first reference.
- College of Business (Note: On first reference, the formal name should be used: Joseph A. Butt, S.J., College of Business)
- College of Humanities and Natural Sciences
- College of Law, but law school (not Law School)
- College of Music and Fine Arts
- College of Social Sciences
- Pick up the papers from Humanities (clarity).
colon. Use only one space after a colon.
- The following is a list of students and the color of the flag each student will carry tonight in the parade: Benny—blue, Sarah—green, Rachel—yellow, Jack—red.
  LB, WBS
commas between clauses. Use a comma plus a conjunction between two independent clauses.
- Professor Brown testified before Congress on the dangers of smoking, and it is agreed he presented a strong case.
The following sentence is NOT composed of two independent clauses and SHOULD NOT include a comma. Sentences such as this commonly, and incorrectly, include a comma before and. This mistake should be avoided. The following sentence is correct:
- Professor Brown testified before Congress on the dangers of smoking and was invited to lecture at Oxford on the same subject.
commas in a series. Use a comma between all items in a series, including before and for clarity. Exception: news releases and Loyola At A Glance follow AP style which excludes the comma before “and.”
- red, white, and blue
- red with black stripes, white with orange circles, and blue with green spots
- red, white, purple, green, and gold
  WBS
commencement. Lowercase within text.
committee. When the entire official name of the committee is used, the first letter of each word should be capitalized. Otherwise, it should all be in lowercase letters.
- Carol Jackson is a member of the Library Visiting Committee.
- Carol Jackson is a member of the library committee.
Common Curriculum. Uppercase.
course names. Uppercase the names of courses because they are, in effect, titles. Lowercase the names of subjects unless they are proper nouns or adjectives.
- Jesse has enrolled in Introduction to Philosophy.
- U.S. History to 1865 was my favorite course this semester.
- Sandy has been studying music, philosophy, accounting, and history at Loyola University.
- Kate has chosen all English and French courses as her electives.

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dashes.
- en dash—An en dash is approximately the width of a capital N and surrounded by a space on both sides. It is used between words indicating a duration and in compound adjectives when one of the elements is made of two words or two hyphenated words. (The computer keyboard command is: option key + hyphen key. In Word, click Insert, then Symbol, then Special Characters.)
  - January 26 – March 3
  - 7:30 – 9:30 p.m.
  - 8 – 10 years of age
  - Minneapolis – St. Paul
  - white-collar – blue-collar contrast
- em dash—An em dash is approximately the width of a capital M and has no space on either side. It is used in substitution of a colon or parenthesis, or in indicating an abrupt change in thought, or in a space where a period is too strong or a comma too weak. An em dash is also used before an author’s or composer’s name at the end of a quotation. (The computer keyboard command is: shift key + option key + hyphen key. In Word, click Insert, then Symbol, then Special Characters.)
- “Who steals my purse steals trash.” —Shakespeare
- We will fly to Paris in June—if I get a raise.
  LB, US, WBS
dates. Spell out dates (months and days of the week) except in LUNOM Wolftracks or in calendars with limited space.
days of the week with date. Spell out. Use a comma after the day of the week and the date with or without the year following.
- We will meet on Tuesday, March 11, to discuss next week’s fundraising event.
- We will meet on March 11 to discuss...
- We will meet on Tuesday to discuss…
- We met on March 11, 2008, to...
decades—numeric. Do not use apostrophes when all four digits are used.
- 1930s
- the ’30s
degree programs. Lowercase.
- Roger Alexander is working towards his master’s degree in architecture.
- Roger Alexander received a master of architecture degree from the University of Virginia.
  (See also academic degrees.)
departments. Lowercase when used informally; uppercase when used formally or when needed for clarity. NOTE: Official department name is listed as Department of Xxx; informal name is xxx department.
- Jane is now working in the Department of History (formal).
- Jane is now working in the history department (informal).
- I am going over to History to see my professor (clarity).
- The Department of Sociology (formal) is located on the fifth floor.
- The sociology department (informal) is located on the fifth floor.
- Pick up the papers from Sociology (clarity).
diacritics. Do not use an apostrophe or foot mark as an accent. Use the correct accents. First type in the computer keyboard command for the desired accent and then the letter over which the accent is to be placed. (You will not see the accent until the letter has been typed.)
´ (acute) = option + e
` (grave) = option + ~
¨ (dieresis) = option + u
ˆ (circumflex) = option + i
˜ (tilde) = option + n
¸ (cedilla) = option + c
˘ = shift + option + .
¯ = shift + option + ,

In Word, click Insert, then Symbol, then select the symbol you want to use.

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divisions. Lowercase when used informally; uppercase when used formally or when needed for clarity. NOTE: Official division name is listed as Division of Xxx; informal name is xxx division.
- Pick up the form from the Division of Business and Finance (formal).
- Pick up the form from the business and finance office (informal).
- Pick up the form from Business and Finance (clarity).
- Fundraising is handled by the Division of Institutional Advancement (formal).
- Fundraising is handled by the institutional advancement division (informal).
- Fundraising is handled by Institutional Advancement (clarity).
ellipsis. Use the ellipsis (…) keyboard command (option + :) rather than typing three periods in a row. This gives you evenly spaced periods that cannot be separated if they fall at the end of a line. Do not include a space before or after the ellipse. Follow with a period at the end of sentences.
e-mail. Single, hyphenated word. Lowercase when used in text.
emphasis. Do not use double emphasis. A word that is bold or italicized will stand out. It need not be bold, italicized, and underlined to be seen.
extension. See telephone extension.
faculty. Use with a singular verb.
• The faculty numbers 200.
• The faculty is meeting today.
• The faculty members are meeting today.
AP
fall semester. Lowercase.
fax. Lowercase.
follow up/follow-up. Single, hyphenated word when used as a noun or adjective. Two, separate words when used as a verb transitive or verb intransitive.
- I must go to the doctor for a follow-up examination.
- This examination is a follow-up to my knee surgery.
- Make sure you follow up that lead I gave you for the new job.
freshman/freshmen. When used as an adjective,“ freshman” means of or for first-year students and the singular is used.
- freshman English course
- freshman courses
- courses for freshmen
fundraiser, fundraising. One word in all instances.
gender reference. Avoid sexist or sex-specific language whenever possible.
greater. Lowercase when not part of a proper name (i.e., greater New Orleans)
Holy Name of Jesus Church. This is the formal name of Holy Name and should be used on first reference and formal documents.
home page.
honorable, the. Abbreviate Hon. When this description is used before an individual’s name, precede it with the word “the” because, unlike with Mr. and Mrs., the abbreviation “Hon.” represents an adjective, not a noun.
- The Hon. Adrian G. Duplantier

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horseshoe. When referring to the parking area in front of Marquette Hall, lowercase.
hyphen. A hyphen is used strictly for hyphenating words or line breaks. (See dashes.)
internet. Lowercase.
intranet. Lowercase.
italics. Italicize words instead of underlining them.
junior/senior. When using junior, senior, or Roman numerals in titles, place a comma after the last name.
- John Smith, Jr., is not here.
- David Simpson, III, was present.
law library. Lowercase.
library. Lowercase.
Loyola library.
Loyola University New Orleans. The name of the university is Loyola University New Orleans—no commas are used. This must be used on first reference. In subsequent references, it may be shortened to Loyola or Loyola University.
magazine titles. Capitalize the initial letters of each word (except articles and conjunctions of three letters or less) and italicize. Also capitalize and italicize acronyms of magazines.
- Loyola University New Orleans Magazine
- LUNOM
majors. Lowercase.
- chemistry major
- music major
- communications major
main campus. Lowercase.
main library. Lowercase.
The Maroon. Capitalize the initial letters in each word and italicize. “The” is capitalized because it is part of the name of the newspaper.
- We have many fine young journalists working on The Maroon.
Mass. Always uppercase.
masterclass. One word.
midnight. Do not precede with 12. Midnight is 12 a.m.
money. When including a numeric monetary amount in a body of text, include decimal numbers only if the decimal amount is not .00. Also, if the amount is above $999, use a comma for clarification.
- Jack’s stereo cost $4,863.
- Jack’s monthly mortgage payments will be $1,364.75.
Monroe Library. Abbreviated name of the J. Edgar and Louise S. Monroe Library.
month and year. When used without referring to a specific date of the month, no comma is needed.
- Bob Harvey began working for the company in June 1993.
- Bob Harvey began working for the company on June 15, 1993.
newspaper titles. Capitalize and italicize, including “the,” when it is included in the name on the masthead.
- Barbara reads The Times-Picayune from cover to cover every morning.
- Jack works for the Los Angeles Times.
non-credit. Hyphenate.
nondiscrimination. Do not hyphenate.
nonprofit. Do not hyphenate.
noon. Do not precede with 12. Noon is 12 p.m.

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numbers.
- in text—Spell out numbers from one through nine. Use numerals for those 10 or larger.
- plural—fours, fives, 100s
offices. Lowercase when used informally; uppercase when used formally or when needed for clarity. NOTE: Official office name is listed as Office of Xxx; informal name is xxx office.
- You must register in the Office of Student Records (formal).
- You must register in the student records office (informal).
- You must register in Student Records (clarity).
- The Office of Publications and Marketing Communications (formal) is located on the second floor.
- The publications office (informal) is located on the second floor.
- Bring the proof back to Publications (clarity).
- Loyola produces hundreds of publications (not referring to the office itself) each year.
online. Both “online” and “on-line” are commonly used. However, university style follows “online” for consistency.
orphans. See widows and orphans.
Parents Newsletter. Do not use an apostrophe after the s. This newsletter is for parents; therefore, usage of the s does not imply possession.
percent. Spell out when used in text. Use the % symbol when included in a chart.
programs, academic. Capitalize the names of formal academic programs. Lowercase generic names of academic programs.
- Off-campus Learning Program
- Honors Program
- graduate program
- Writing Across the Curriculum
- study abroad program
pre-modern. Hyphenate.
president. Lowercase unless it immediately precedes the name of the individual who holds the position.
- The president called an emergency meeting for this afternoon.
- When Mary toured the White House, President Bush was not in
  residence.
pope. Lowercase unless it immediately precedes the name of the individual who holds the position.
- The pope will be visiting the United States next month.
- The first Polish pope was Pope John Paul II.
postmodern. Do not hyphenate.
question mark. with bracket, dash, parenthesis, quotation marks—The question mark is placed inside a closing bracket, dash, parenthesis, or pair of quotation marks when it punctuates only the material enclosed by that mark and not the sentence as a whole. It is placed outside that mark when it punctuates the entire sentence.
- What did Andrew Jackson mean when he called the project “a fiasco from the start”?
- “She thought about it for a moment,” Alice continued, “and she said, ‘Can you guarantee this will work?’ ”

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quotations.
- general—Make certain that true quotation marks are used (“, ”, ‘, ’) and not inch (") and foot (') marks. Computer keyboard commands are as follows:
  - open double quote: option + left bracket
  - close double quote: shift/option + left bracket
  - open single quote: option + right bracket
  - close single quote: shift/option + right bracket
- running—If a full paragraph of quoted material is followed by a paragraph continuing the quotation, do not put closed quotation marks at the end of the first paragraph. Do, however, put open quotation marks at the start of the second paragraph. Continue in this fashion for any succeeding paragraphs, using closed quotation marks only at the end of the quoted material.
- with other punctuation—When at the end of a quoted phrase or sentence, commas and periods are included inside quotation marks; colons and semicolons are outside quotation marks.
- with question mark—A question mark is placed inside quotation marks when it punctuates only the material enclosed and not the sentence as a whole. It is placed outside when it punctuates the entire sentence.
religious titles. On first reference to an individual with a religious title, include the religious title and order identification. Do not refer to him/her as Fr., Father, Rev., Sr., or Sister in subsequent references.; use his/her last name only.
- The Rev. John P. Smith, S.J., will….Smith said....
- Sr. Mary Jane Jones, O.P., spoke….Jones researches….
reverend, the. Abbreviate “the Rev.” When this description is used before an individual’s name, precede it with the word “the” because, unlike with Mr. and Mrs., the abbreviation “Rev.” represents an adjective, not a noun.
room numbers. Use numerals and capitalize room when used with numerals.
- Mrs. Beardsley’s class is held in Room 211.
rooms—specially designated. Capitalize the names of specially designated rooms.
- Blue Room
- Oval Office
- Senior Common Room
Roussel Hall. Refer to the hall as Louis J. Roussel Performance Hall on first reference. Roussel Hall is fine for subsequent references and in calendars where space is limited.

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R.S.V.P. Répondez s’il vous plaît (reply, if you please).
St. Mary’s Hall. The building which houses the Department of Visual Arts.
salutations—husband and wife. When addressing a husband and wife in the salutation of a letter, place her name before his.
- Dear Nancy and Joe,
seasons. Lowercase if they simply declare the time of the year; capitalize only if they are personified—as in some poetry.
- Janet will begin classes in the fall semester.
- The sweet breath of Spring filled the air.
- The winter formal will be held at the Fairmont.
- The book will be published this spring.
  WBS
Senior Common Room.
South. Capitalize when speaking of a specific region. Lowercase when speaking of direction.
- I love to spend my vacations in the South.
- My hometown is just south of Chicago.
space between initials. Do not use a space between initials. Do add a comma before and after initials of religious and professional societies and the like when included in text.
- The Rev. John P. Smith, S.J., will speak at the luncheon today.
- The meeting will be held in the Joseph A. Butt, S.J., College of Business.
- The special guest at tonight’s dinner will be D.J. Jefferson.
space between sentences. Use only one space. Typewriters are monospaced and, therefore, two spaces are necessary to visually separate sentences. Typeset copy (computer-generated) is proportional, making the extra space unnecessary and the copy more difficult to read.
sports complex. . Use the official name 'University Sports Complex' on first reference and 'sports complex' in subsequent references.
state of Louisiana. Do not capitalize the initial letter in state.
states.
- city and state or state alone in a body of text—Spell out entire name.
  - Loyola University New Orleans is located in New Orleans, Louisiana.
  - Many Loyola alumni live in Florida.
- full address set alone—Use U.S. postal service abbreviations.
  - Loyola University New Orleans
    6363 St. Charles Avenue
    New Orleans, LA 70118
- full address used in body copy—Use Associated Press style with postal abbreviations.
- Loyola University New Orleans is located at 6363 St. Charles Avenue, New Orleans, LA 70118.
- in narrative—Especially in Wolftracks, LUNOM uses non-postal abbreviations.
- in limited space such as calendars—Use non-postal abbreviations.
- La., Fla., Minn.
telephone extension. Abbreviate the word “extension” with “ext.” not “x.”

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theater. The building or area of a building where performances are held.
Marquette Theater.
theatre. The art or function of theatre.
- She studied theatre while at Loyola.
timeline. One word.
time. For news releases, invitations, calendars, and other listings with times, use numerals with colon to separate hours from minutes. Lowercase and use periods with a.m./p.m. (For times on the hour, use neither colon nor zeroes.) Within body copy of stories in newsletters, magazines, and brochures, spell out the time. Refer to etiquette books for very formal invitations.
- Loyola University New Orleans Magazine—The performance is scheduled for eight o’clock.
- news releases—The performance is at 8 p.m. (Lowercase p.m. and a.m. with periods and no zeros.)
The Times-Picayune. Italicize and hyphenate.
titles—academic. See academic titles.
titles—personal for women. According to etiquette books, use:
- Ms.—when using her first name;
- Mrs.—when using her husband’s first name;
- Ms. or Mrs.—if she is divorced and using her first name;
- Mrs.—if widowed and using his first name.
titles—professional. Confine capitalization to formal titles used directly before an individual’s name.
- Lowercase and spell out titles when they are not used with an individual’s name.
  - The president issued a statement this morning on the matter we discussed yesterday.
  - The pope gave his blessing.
- Titles used immediately before an individual’s name are capitalized.
  - University President John P. Smith, S.J., will be the guest of honor at tomorrow’s luncheon.
Titles used after an individual’s name are lowercase, including the name of the department, division, or college.
- Martin Farrell, director of constituent relations, will be leaving the company next month.
- Vicki Frank, vice president for institutional advancement, will be attending the convention.
- Vice President for Institutional Advancement Vicki Frank will be attending the convention.
Names and titles in a listing not in paragraph form are capitalized.
- Campus Beautification Committee: Jack McInnes, Director of Management Services Kathleen Howell, Vice President for Financial Planning
  AP, US, WBS
titles—religious. See religious titles.
titles—works.

books; movies; plays; operas, symphonies, and other major musical works; newspapers; and magazines should be italicized.
songs; television shows; and magazine and newspaper articles should be set in quotation marks.
book chapters should be merely capitalized.

trustee. Lowercase.
underlining. Do not underline words. Italicize instead, unless font library does not offer italics. See italics.
university. In publications, unless it is used with the word “Loyola”, it is always lowercase—even when referring to Loyola University specifically. Possible exceptions are formal proposals and official documents such as the goals statement and honorary degree citations.

Loyola University always strives for excellence.
The university promotes this goal in every college and department.
“University” is also lowercase in multiple listings.
Fred is an alumnus of both Loyola and Tulane universities.

university library. Lowercase.
University Sports Complex. Use the official name on first reference and sports complex in subsequent references.
Uptown. Capitalize the initial letter because it is a specific region of New Orleans.
vice president. Do not hyphenate.
voicemail. One word.
web page. Two words.
website. One word.
well-known. Hyphenate when used as an adjective. No hyphen when used as an adverb.
- The well-known dancer performed. (compound adjective—hyphenate)
- The dancer was well known. (adverb—no hyphen)
widows and orphans. Avoid widows and orphans.
- A widow occurs when a paragraph ends leaving fewer than seven characters on the last line or when the first line of a paragraph appears as the last line of a column.
- An orphan occurs when the last line of a paragraph falls as the first line of a column.
  - All of these can be avoided by rewriting the copy or adjusting the line or column length—changing tracking, leading, or kerning.
years—abbreviation. Abbreviated, two-digit, numeric years are preceded by an apostrophe (’), not a single open quote (‘).

Class of ’78
The Summer of ’42

A span of years written in numeric years and including the century contains no apostrophe.
1975 – 82
1757 – 64

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