UW-Stout Style Guide

Abbreviations

Acronyms: Avoid using acronyms in textual material. However, commonly recognized abbreviations for government agencies and other organizations may be used after an initial spelled-out reference: College of Science, Technology, Engineering and Mathematics (STEM), Stout Vocational Rehabilitation Institute (SVRI), and so on. Such abbreviations should later appear capitalized, without spaces and periods: STEM and SVRI.

University: the only acceptable abbreviations are UW-Stout and the university. UW-Stout is the preferred short form. Never  use UWS, because it also can refer to UW-Superior or UW-Stevens Point.

Academic degrees: Abbreviations of academic degrees should appear capitalized, unspaced and with periods in news and features:  B.F.A., B.S., M.S. and Ed.S.

In the class notes section, abbreviations should appear capitalized, unspaced and with no periods: Miranda Mora MS '08, Douglas Reinholt BS ’78, MS '99.

Titles: Titles before names may be abbreviated, if the abbreviation is a common usage: The guest speaker was Sen. Leland Mitchell. If abbreviated, the title should be capitalized. Do not abbreviate or capitalize  titles after  names: Guest speaker was Leland Mitchell, senator.

Latin expressions: Avoid the abbreviations i.e., etc., e.g. and similar abbreviations of Latin expressions. Write specifically what you mean, in English. Use alternatives: that is, and so on, and the like, such as, for example.

Family rank: The abbreviations Jr., Sr., II, III, and IV are used only with a complete name unless needed for clarity when, for example, both junior and senior are being discussed. Jr., Sr., II, III and IV are not preceded by a comma.

Geography: Abbreviate the mountain, but not the city: Mt. McKinley, Mount Horeb. Saint Paul should be St. Paul (St. Lawrence, St. Louis) unless it is written out as part of a name: The Saint Paul Foundation.

Odds and ends:

  • versus is acceptable as vs.
  • miles per hour is acceptable as mph

Above, below

Do not use these terms to refer to preceding or following written material or illustrations, since final design will determine the actual location. Use the terms "preceding" or "following," when appropriate, to refer to written material. Insert a parenthetical note such as (refer to location of figure 1) for illustrations and the art director will insert an appropriate phrase.

Alumni

The term alumni is used for UW-Stout graduates when referring to a combination of males and females. Other forms are: alumna for a singular female graduate,  and alumnae for plural; alumnus for a singular male graduate; alumni for plural male graduates.

Ampersand (&)

Use the ampersand when it is part of a company's formal name: Baltimore & Ohio Railroad Newport News Shipbuilding & Dry Dock Co. The ampersand should not otherwise be used in place of "and."

Athletic Team Name

The official name for UW-Stout’s athletic teams is the Blue Devils. Blue Devils is two words. Do not use Devils alone.

Building Names

The following is an official list of building names:

  • Administration Building
  • Adventure Challenge Course
  • Alumni Field
  • Applied Arts Building
  • Bowman Hall
  • Burton E. Nelson Field
  • Child and Family Study Center
  • Communication Technologies Building
  • Don and Nona Williams Stadium
  • Fryklund Hall
  • General Services Building
  • Harvey Hall
  • Heating Plant
  • Heritage Hall
  • Jarvis Hall Science Addition
  • Johnson Fieldhouse
  • Louis Smith Tainter House
  • McCalmont Education and Human Services Building
  • Memorial Student Center
  • Merle M. Price Commons
  • Micheels Hall
  • Millennium Hall
  • North Point Dining and Fitness Center
  • Robert S. Swanson Learning Center
  • Science Wing, Jarvis Hall
  • Sports and Fitness Center
  • Student Health Center
  • Technology Wing, Jarvis Hall
  • University Services Building
  • Vocational Rehabilitation Building

Residence halls: Acronyms are often used for several of the residence hall complexes. When referring to a specific part of a complex, use the full name: The group met in the basement of Curran Hall.

AF Hall consists of Antrim and Froggatt Halls. CKTO Hall consists of Curran, Kranzusch, Tustison and  Oetting Halls. HKMC Hall consists of Hansen, Keith, Milnes and Chinnock Halls. JTC Hall consists of Jeter, Tainter and Callahan Halls. Other residence halls are South, North, Wigen, Hovlid, Fleming and Red Cedar.

Campus terminology

The area surrounded by Third and Fourth streets, and 10th and 13th avenues (directly in front of Jarvis Hall and the Applied Arts Building) is the Central Mall. The area surrounded by Price Commons and several residence halls is the Commons Mall.

The area east of the Administration Building is Clock Tower Plaza.

JTC, Fleming, Hovlid, Wigen and Red Cedar halls, the Student Health Center, and the Louis Smith Tainter House are all located on the North Campus.

All other facilities and classrooms are located on the “UW-Stout campus” or just campus. The usage “south end of campus” is acceptable, but “South Campus” is not. Campus signage refers to this area as “Central Campus.”

Capitalization

Capitalize words identified as “cap” or “usually cap” in Webster’s Collegiate Dictionary. Do not capitalize words identified as “often cap” or “sometimes cap.” Do capitalize all proper names — people, places, complete names of organizations and major historical events.

Occupational titles: Lowercase except before a name: Chancellor  Charles W. Sorensen; but Charles W. Sorensen, chancellor. Do not capitalize titles when used alone: The chancellor spoke to the faculty. See titles.

Fields of study: Lowercase fields of study (unless proper nouns such as  English or Spanish), titles of academic degrees when spelled out, ranks or titles when standing alone or following a name and quarters of the academic year: plastics concentration, graduate program in education, bachelor’s degree, dean, faculty, assistant professor, director, fall quarter.

Divisional units: Capitalize complete office names and academic centers within UW-Stout. Lowercase department names except for words that are proper nouns. See divisional names. Lowercase words that represent a shortened version of a proper name or  office: the school, university, association, foundation, center, business office, committee, task force, admissions staff and so on. But, always use the complete name, capitalized, on first reference.

Racial references: Capitalize names of groups that are based on racial, national or religious distinctions: African American, Asian American, Native American, Hispanic.

Geography: Capitalize adjectives that identify direction when they form part of the name of a specific geographic region (Western Europe, Midwest, Northeast Minneapolis, Twin Cities, West Coast) but not when used descriptively to merely identify direction (southern Minnesota, northward) Write: city of Menomonie, state of Wisconsin  (not: City of, or State of).

Seasons: Lowercase the seasons spring, summer, fall, winter and derivatives such as springtime, unless part of a formal name: Spring 2012 Class Schedule; Summer  Session, but winter quarter.

Quotes: Capitalize the first word in a quotation when the quotation is a complete sentence: The nursing program dean said, “Accreditation certifies that a nursing program has met the high educational standards established by the profession.” For partial sentence quotes, do not capitalize the first word: She said that faculty and staff “are pleased  that UW-Stout has achieved this status.”

Odds and ends: When a generic term is used in the plural form following more than one proper name, it is lowercased: Risk Control and Applied Research centers; but, Applied Research Center.

Cities

Capitalize them in all uses. Capitalize official titles, including separate political entities such as East St. Louis, Mo., or West Palm Beach, Fla.

The preferred form for the section of a city is lowercase: the west end, northern Los Angeles. But capitalize widely recognized names for the sections of a city: South Side (Chicago), Lower East Side (New York).

Spell out the names of cities unless in direct quotes: A trip to Los Angeles. but: “We’re going to L A.

Experience has shown that some city names are recognized synonymously with the state or nation where it is located. 

Use no state with the following:

  • Atlanta
  • Baltimore
  • Boston
  • Chicago
  • Cincinnati
  • Cleveland
  • Dallas
  • Denver
  • Detroit
  • Honolulu
  • Houston
  • Indianapolis
  • Los Angeles
  • Miami
  • Milwaukee
  • Minneapolis
  • New Orleans
  • New York
  • Oklahoma City
  • Philadelphia
  • Pittsburgh
  • St. Louis
  • Salt Lake City
  • San Diego
  • San Francisco
  • Seattle
  • Washington, D.C.

Use no country with the following:

  • Beijing
  • Berlin
  • Geneva
  • Gibralter
  • Guatemala City
  • Havana
  • Hong Kong
  • Jerusalem
  • London
  • Mexico City
  • Monaco
  • Montreal
  • Moscow
  • Ottawa
  • Paris
  • Rome
  • San Marino
  • Singapore
  • Tokyo
  • Vatican City

Colon

Avoid using a colon to precede a list of recipients. Scholarships were awarded to Hector Moua, Sophie Renaldo …  Returning to the foundation board this year are James Rhee and Cynthia Brown.

Composite or special characters

Foreign language names, words or terms requiring composite characters should be clearly marked on the hard copy submitted, and, if possible, boldfaced or otherwise indicated in any electronic files submitted.  

Examples:  Français, ¿Español?, Fremwörter.

Dates and months

Always use Arabic  figures, without st, nd, rd or th.  When a month is used  with a specific  date, abbreviate only Jan., Feb., Aug., Sept., Oct., Nov., and Dec. Spell out months when using alone, or with a year alone.

Examples: The campaign will kick off in January 2013. The kickoff reception will be held Jan. 15.  His birthday is May 8.  Feb. 14, 2014 is the target date.

In tabular material, these three letter forms without periods may be used: Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec.

Drop the year if the date is for the current year: The deadline is Oct. 31.

Divisional names

Refer to Appendix 1 for the current approved names of university divisional units.

In historical references to a division or unit, use the appropriate name as it was in the period referred to, if that can be determined. If the correct name cannot be determined, then rewrite. In historical references to a program, use the appropriate name as it was in the period referred to; see Appendix 3.

Academic departments: Use lowercase except for words that are proper nouns: the department of social science, the art and art history department, the department of English and philosophy, the English and philosophy department.

Etcetera (etc.)

Avoid use of the term ”etc.” in place of a longer list the reader can infer. Rather than "Benefits include scholarships, grants, etc.", try  "Among the many benefits are scholarships and grants."

Hyphens in prefixes

The prefix non should not be hyphenated: nonprofit, nontraditional

The prefix pre should not be hyphenated: preschool, prearrange unless it precedes a vowel: pre-engineering.

Names, class reference

If a married female graduate uses her husband’s last name, precede it with her maiden name so classmates will recognize it: Rebecca Munro Ferguson (the editor will provide italics). If she uses her maiden name alone, or hyphenated with her husband’s name, indicate this on the hard copy. The editor will not italicize the maiden name in these instances:  Ruth Johnson-Strong.

Class references should take the following forms: Evelyn Jones Bell BS '02; Sam Adams MS '04; David Smith BS '97, MS '00; Abigail Smith Wong BS '97, BS '99.

Over, more than

Do not use the word “over” to indicate an amount greater than a figure: The campaign raised more than $10 million for improvements to Fryklund Hall.

Program names

Refer to www.uwstout.edu/programs for the current approved names of all university majors, minors, concentrations and specializations. Concentrations should be identified as such: Munro received her bachelor’s degree in apparel design and development, with a concentration in apparel product management.

In historical references to a program, (such as in a story about alumni) use the program name as it was in the period referred to, if that can be determined: Steffen, a 1981 graduate in industrial education, was named university editor. In general, check the name the source provides, unless you know it is correct. If the correct name cannot be determined, then rewrite the sentence.

Capitalizaton: Lowercase degree program names.

Slash (/)

Slash slashes. Determine from context whether to replace a slash with “and” or “or.” “And” is inclusive.

State names

Follow these guidelines:

Standing alone: Spell out the names of the 50 U.S. states when they stand alone in text. Any state name may be condensed, however, to fit typographical requirements for tabular material.

Eight not abbreviated: The names of eight states are never abbreviated: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah.

Class notes: Use these state abbreviations in the class notes section:

    Ala.    Md.    N.D.
    Ariz.    Mass.    Okla.
    Ark.    Mich.    Ore.
    Calif.    Minn.    Pa.
    Colo.    Miss.    R.I.
    Conn.    Mo.    S.C.
    Del.    Mont.    S.D.
    Fla.    Neb.    Tenn.
    Ga.    Nev.    Vt.
    Ill.    N.H.    Va.
    Ind.    N.J.    Wash.
    Kan.    N.M.    W.Va.
    Ky.    N.Y.    Wis.

    La.    N.C.    Wyo.

Punctuation: Place one comma between the city and the state name, and another comma after the state name, unless ending a sentence: Doe traveled from Nashville, Tenn., to Austin, Texas, en route to a conference in Albuquerque, N.M.

Titles

Lowercase: Lowercase and spell out titles when they are not used with an individual’s name: The chancellor issued a statement. The dean gave her blessing to the program. 

Lowercaseand spell out titles in constructions that set them off from a name by comma: The executive director of Communications and External Relations,  Doug Mell, made the decision.

Lowercase modifiers, unless a proper noun, such as history in a history paper on civil rights or department in Song Chun department chair.

Courtesy titles: In general, do not use the courtesy titles Miss, Mr., Mrs., or Ms. on first and last names: Bradley Smith; Josie Bradley. Do not use Mr. in any reference unless it is combined with Mrs.:  Mr. and Mrs. Edward Smith.

Formal titles:
Capitalize formal titles when they are used immediately before one or more names: Chancellor Charles W. Sorensen. Use Dr. in first reference as a formal title before the name of an individual who holds a doctor of medicine degree. Do not use Dr. before the name of those who hold academic doctorates.

Past and future titles: A formal title that an individual formerly held, is about to hold or holds temporarily is capitalized if used before the person's name. But do not capitalize the qualifying word: A celebration of life was held for former Chancellor Robert Swanson.

Long titles: Separate a long title from a name by a construction that requires a comma: Mark Parsons, vice chancellor for University Advancement and Marketing,  spoke. Or: Vice Chancellor Mark Parsons spoke.

 

University of Wisconsin-Stout

Since the audience for UW-Stout Outlook is, in general, familiar with the institution, UW-Stout is the preferred form. In some cases, the full name may be used in the first reference to the university. The word “the” may precede the full name to avoid awkward sentence structure, but it is not required. Subsequent references to the university may use the form UW-Stout or, in some cases, Stout.

In references to the university before 1971, use the university’s name as it was in the time period being referred to: Franklin graduated from Stout State College in 1957. Use the following chart to determine the appropriate name. If the period cannot be determined, (as in the year of a name change) use “Stout.”

  • 1891 – March 1908  »  Stout Manual Training Schools
  • March 1908 – June 1955  »  The Stout Institute
  • July 1955 – June 1964  »   Stout State College
  • July 1964 – Oct. 11, 1971  »  Stout State University
  • Oct. 12, 1971 – present  »  University of Wisconsin-Stout