Editorial Style Guidelines
for the Florida State
University Division of
Student Aairs
Grammar and Language Use for Clear and Consistent
Communications with Stakeholders
This document is a product of a collaboration between the FSU Division of Student Aairs (FSU DSA)
Marketing and Communications Oice and the FSU Oice of University Communications.
Updated 11/3/21
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Each year the Florida State University Division of Student Aairs (FSU DSA) communicates with
stakeholders through hundreds of print and digital promotional and marketing materials and
messages. Although the division’s primary audience is current FSU students, our communications
also reach families, employees, the community, alumni and prospective donors. Considering the wide
reach of our communications, it is important that sta members and students who write for DSA
publications use consistent and clear language and uphold high standards for accuracy. Our goal is
to achieve a high degree of consistency among all the messages that students and other audiences
receive from DSA so we can better build familiarity, engagement and trust.
All materials produced by DSA should uphold the FSU brand and convey the university’s brand
promise, which is a simple, powerful statement that declares our commitment to constituents.
University Communications has defined our brand promise for future and current students as,
“An extraordinary and diverse educational experience that inspires creativity, self-discovery and
leadership to empower you throughout your life.” This promise to our students also aligns with
DSA’s mission to empower and support all students to achieve their full potential. Our written
communication should embody this promise and mission.
This guide is for use by the FSU DSA sta members who develop content for publications,
newsletters, web content, social media, e-mails to students and other public information materials.
This style guide is not relevant to academic work.
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Contents
Our Style � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 4
Academic Terms and Titles � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 5
Acronyms � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 5
Inclusive Language � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 6
Times and Dates � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 6
Numbers � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 7
Citations � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 7
Technology � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 7
Tips for Clear and Concise Writing � � � � � � � � � � � � � � � � � � � � � � � � � 8
More Hints � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � 8
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Our Style
FSU University Communications and the Division of Student Aairs follows the guidelines of the
Associated Press Stylebook with a few exceptions. As AP Style does not address every situation, the
university has created some “house style” guidelines. The information below highlights some notable
writing style guidelines that we should adhere to when possible:
– Write out Florida State University on first reference, Florida State or FSU on second
reference. If the message is intended for an internal audience and not a formal communication
such as a flyer or social media post, it is acceptable to refer to the university as “FSU” on the first
reference.
– Refer to FSU as the university not the University or The University.
– Use Noles not ‘Noles.
– The first letter of the term can be capitalized if it is followed by the year.
For example: Spring 2022
– Phone numbers should be typed out as (850) 445-1220 not 850-445-1220 or 850.445.1220.
– For academic departments, use lowercase except for words that are proper nouns or
adjectives, or when the word “department” is part of the oicial and formal name.
– For building names, use the proper oicial title of the building on first reference. Second
reference can be shortened version or building acronym.
– Kick o versus kicko - Use kick o as a verb and kicko as a noun or adjective.
– Per AP Style, use commas to separate three or more words, phrases or clauses written in a series.
However, do not use a comma before the “and” or the “or” that precedes the final item in
the series, unless one of the items in the series has an “and” or “or” within it.
For example: She is in the Student Government Association, Lady Spirithunters and
FSU Ad Club.
– AP style says: Use a single space after a period at the end of a sentence.
– Capitalize the first letter of a full-sentence quote. When a full-
sentence quotation is introduced or followed by attribution, place
a comma between them, unless the quote is a question.
For example: “We were all at the meeting,” Smith said. “Were
we all able to share our thoughts?” Smith asked.
– No hyphen with the suix -wide. So campuswide, collegewide,
statewide, worldwide.
– Use who and whom for references to students, employees and
all people. Use that and which for inanimate objects and animals
without names.
Who is a subject. For example: Who is the person handling homecoming? Whom is
an object. For example: To whom should I ask about homecoming events? Generally, a
sentence will still make sense if you can replace who with he or she such as: Who
handles homecoming? She does. Whom can be replaced by him or her such as: To
whom should I ask about homecoming? To her.
AP style says: Use a
single space after
a period at the end of a
sentence.
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Academic Terms and Titles
– The following formal names of specific degrees should
always be capitalized: Bachelor of Arts, Bachelor of
Science, Master of Arts, Master of Science and
Master of Business Administration.
– However, the forms bachelor’s degree, bachelor’s,
master’s degree, master’s, doctorate and doctoral
degree are acceptable as general terms (Bachelor of
Arts in Communication vs. bachelor’s degree in communication).
– Do not precede a name with a courtesy title for an academic degree and follow it with the
abbreviation for the degree in the same reference (B.A., B.S., M.S., MBA, Ph.D.).
– Use Dr. in first reference as a formal title before the name of an individual who holds a doctor of
dental surgery, doctor of medicine, doctor of optometry, doctor of osteopathic medicine, doctor of
podiatric medicine, or doctor of veterinary medicine.
– For all people, use full names on first reference. On second reference, use only the last name. If
two people with the same last name are quoted in a story, use first and last names.
– Capitalize formal titles that come directly before a name but lowercase titles that
appear on their own or follow a name.
For example: Foundation Coordinator Bob Jones met with Grace Smith the director of Public
Health Programs.
– Freshman, sophomore, junior, and senior are lowercase unless at the start of a sentence.
– Use adviser not advisor.
– For course/class titles, capitalize and do not italicize or use quotation marks.
For example: Art Contemporary & Historical Issues will be taught next fall.
– When referring to a past or present FSU student, include the graduation year.
For example: John Smith, ’22. Alumni is plural, alumnus is for a male, singular and
alumna for a female. Alum can be used for a male or female graduate.
– Spell out grade point average upon first use in materials for external audiences and then use
GPA thereafter. GPA can be used anytime in internal materials. Note there are no periods in GPA.
Acronyms
– Avoid abbreviations or acronyms that readers will not
quickly recognize. To help build an inclusive environment, we
should write as if we are explaining something to someone new
to our campus and avoid writing with insider language.
– Where acronyms are necessary, spell out the full term on
first reference, followed by the acronym in parentheses, and use the acronym thereafter.
As a reference, please see the FSU Lingo document that the New Student & Family Programs
oice has created to help demystify FSU acronyms.
Use Dr. in first
reference as a
formal title before the
name of an individual who
holds a doctorate degree
in a field of medicine.
Avoid
abbreviations
or acronyms
that readers will not
quickly recognize.
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Inclusive Language
The FSU Division of Student Aairs is committed to cultivating a sense of belonging and inclusion
while respecting our dierences and celebrating our diversity at our university and in our community.
We recognize that the words we use really do matter. Intentionally using inclusive language
in our written (and verbal) communication will help members of our campus community feel
more valued, recognized and invited to contribute.
Here are a few considerations for inclusive language:
• As identity is personal, when interacting with people for the first time, describe your
intention to use respectful language and ask, “How do wish for me to refer to you?”
• Always emphasize the person, not specific traits. Avoid referring to someone’s race,
gender, sexual orientation, disability or age unless the information is relevant to the story.
• Use asset-based not deficit-based language that focuses on strengths not perceived
weaknesses.
• Language is changing and will continue to evolve to be more inclusive. A very thorough
Inclusive Language Guide from the Oregon Health & Science University Center for Diversity
and Inclusion, shares that “The goal of using inclusive language is not transactional – it is not
about getting it right or wrong as much as it is about a paradigm shift.” This guide
not only has a glossary of terms and definitions, it is also an excellent resource for anyone
searching for inclusive language regarding:
– Race and ethnicity
– Immigration status and language proficiency
– Sex, gender, gender identity and sexual orientation
– Ability (physical, mental and chronological attributes)
Times and Date
– Per AP Style, use a.m. and p.m. without :00
For example:
10 a.m. not 10:00 a.m. or 10am or 10AM
10:30 p.m. not 10:30pm or 10:30PM
Avoid 12 noon, 12 midnight or 9 a.m. in the morning, just say noon, midnight or 9 a.m.
– For dates, 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 when using alone, or with a year alone.
– Capitalize the names of months in all uses.
Per AP Style, use a.m. and p.m.
without :00
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– When a phrase lists only a month and a year, do not separate the year with commas.
– Use hyphens or “to” for ranges of dates and times. Never use a dash.
– When a phrase refers to a month, day and year, set o the year with commas.
For example: Oct. 21, 2021
– For decades, do not use apostrophes
For example: She graduated in the 1990s.
Numbers
– Spell out numbers one through nine. Use figures for 10 and up. Use commas in all dollar
amounts of $1,000 or more. However, $1,000,000 can be written as $1 million.
– Spell out percent as one word or use %.
– If a number must start the sentence, spell out the number, capitalizing its first letter.
– When referencing fractions, spell out amounts less than one in stories, using hyphens between
the words: two-thirds, four-fifths, seven-sixteenths, etc. Use figures for precise amounts
larger than one, converting to decimals whenever practical. In tabular material, use figures
exclusively, converting to decimals if the amounts involve extensive use of fractions that cannot
be expressed as a single character.
Citations
– Use quotation marks for: books, games (video, computer, board), movies, operas, plays, poems,
albums, songs, radio programs, TV programs, lectures, speeches or works of art.
– Do not use quotation marks for: mobile apps, social media platforms, courses/classes, The
Bible, newspapers, magazines, catalogs of reference material, almanacs, directories, dictionaries,
encyclopedias, gazetteers, handbooks or computer software.
Technology
– Do not tell someone to “find info on the web”, instead
give the reader the web address to easily find
the info so they do not have to hunt for it. Keep the
web address as short as possible. If the URL is too long to fit on one line, insert a line break after a
forward slash or period or use the FSU URL link shortener.
– Use website not web site or Website.
– The word internet is lowercase.
– Use one word, no space or hyphen, for login, logon or logo as a noun. But use as two words in
verb form: I log in to my computer.
– Use email not e-mail or E-mail.
Use website, internet
and email
Spell out numbers
one through nine.
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Tips for Clear and Concise Writing
– Keep it simple. Write in a way that your target audience will
easily understand what you are trying to convey. Do not use
insider information such as acronyms or jargon.
– Remember, eective messages are student-centered and student-friendly. The message’s call
to action is critical to capturing attention and action.
– Think of how to best organize content in a way that will be easy to digest. Organize it in a logical
sequence.
– Write in the active voice whenever possible.
More Hints
– Both more than and over are acceptable in all uses to indicate greater numerical value
– When used to describe a new business venture, startup is one word (n. and adj.
– Groundbreaking is one word.
– Spell out the names of the 50 U.S. states when used in the body of a story, whether standing
alone or in conjunction with a city, town, village or military base. No state name is necessary if it
is the same as the dateline.
– Toward not towards.
– Under can also mean less than.
– It’s is the contraction of it is. Its is possessive.
For example: It’s a new year with more meetings. The department had its meeting last
week.
– Who’s is the contraction of who is. Whose is possessive.
For example: Who’s going to the game? Whose turn is it to buy tickets?
– Do not use an ampersand (&) in place of the word “and” except in the case of an organization that
uses the “&” in its oicial name such as Center for Leadership & Social Change.
– Exclamation points can be a nice way to show enthusiasm; however, an overuse of exclamation
points can take away from the intended message. Use them sparingly!
This document was created with information provided by the FSU Oice of University
Communications as well information from the following online resources:
www.apstylebook.com
pages.eab.com/rs/732-GKV 655/images/Optimize%20your%20student%20communications%20strategy_Toolkit.pdf
https://dsst.fsu.edu/sites/g/files/upcbnu1476/files/media/slides/FSU%20Lingo%20-%202021.pdf
media.clemson.edu/studentaairs/fb/vis/#20
www.tcc.fl.edu/media/divisions/communications-and-marketing/TCC-Style-Guide.pdf
https://www.ohsu.edu/sites/default/files/2021-03/OHSU%20Inclusive%20Language%20Guide_031521.pdf
Keep it simple.
