Content Style Guide

This style guide is designed to provide staff across the organization with clear, consistent guidelines when writing about USAC for both internal and external audiences. Below, you'll find an alphabetical listing of frequently encountered words, phrases, and topics, including USAC-specific terms. USAC's editorial standards follow Associated Press (AP) style and use U.S. spelling rather than program country spelling alternatives. Use Webster’s New World Dictionary as the secondary resource.

# - A - B - C - D - E - F - G - H - I - M - N - O - P - R - S - T - U - V - W - Y

#

501(c)(3) nonprofit organization

A

abbreviations and acronyms

• Avoid abbreviations in general. Spell out words commonly abbreviated in everyday speech.
• Use abbreviations for well-known organizations. Examples: FBI, NASA, IRS, NFL, FIFA, CDC
• Avoid using unfamiliar acronyms. Spell out the name of the organization on first reference, followed by the acronym in parentheses. On subsequent mentions, use the acronym only.
• Social media acronyms: Social media uses a casual, friendly voice with the occasional usage of common texting acronyms, including:
  • ICYMI – in case you missed it
  • DYK – did you know?
  • PSA – public service announcement
  • DM – direct message

academics

• Course format includes:
  • Title of course – bolded
  • Course abbreviation, level, credit – regular font
  • Prerequisites or fees – italicized
• Visiting Professors (VP) format:
  • Professor or Dr. + VP’s name
  • First reference of name is either Professor + last name or Dr. + last name

academic years

Lowercase: freshman; sophomore; junior; senior; graduate.

administrative fees

Lowercase.

advisor

Not adviser.

Affiliate Universities

Title case.

alumna, alumnae, alumnus, alumni

• Alumna = woman who has graduated from the University
• Alumnae = a group of women graduates
• Alumnus = a man who has graduated or a person of non-specified gender
• Alumni = a group of men, or group of men and women

B

BIPOC (Black, Indigenous, and People of Color)

• Do not use.
  
  • Complicated term initially used to imply solidarity between communities of color; BIPOC has evolved to refer to anyone non-white.
  • Specify race or ethnicity, when clearly relevant, to avoid collectivizing disparate communities with different needs.

C

café

Not cafe.

campuswide

No hyphen needed.

capitalization

• Enrollment Department
• Institutional Relations Department; internal use: IR
• Program Advisor
• Resident Director(s); subsequent use: RD(s)
• Summer Young Professionals; subsequent use: SYPs
• USAC Ambassador (Affiliates) or USAC Peer Representative (Network schools)
• USAC Board of Directors or the Board
• USAC Central Office
• USAC or University Studies Abroad Consortium
• Visiting Professor

cities

• Some cities are considered well-known enough they don’t need a state abbreviation.
• Do not add a state after the following U.S. cities:
  
  • Atlanta
  • Baltimore
  • Boston
  • Chicago
  • Cincinnati
  • Cleveland
  • Dallas
  • Denver
  • Detroit
  • Honolulu
  • Houston
  • Indianapolis
  • Las Vegas
  • Los Angeles
  • Miami
  • Milwaukee
  • Minneapolis
  • New Orleans
  • New York
  • Oklahoma City
  • Philadelphia
  • Phoenix
  • Pittsburgh
  • St. Louis
  • Salt Lake City
  • San Antonio
  • San Diego
  • San Francisco
  • Seattle
  • Washington D.C.

contractions

• Use to convey a friendly, conversational tone in most writing, including emails.
• Do not use contractions with non-native English speakers and international audiences.

countries

• U.K.
• U.S. (not US, unless in a headline)

course

• Capitalize course titles. Examples: Peoples of the Amazons; Multicultural Education Issues
• Do not capitalize areas of study (exception: languages): business, psychology, Spanish, etc.

COVID-19

• Use COVID-19 (all caps) on first reference; COVID on subsequent references.
• Do not capitalize variants. Example: In 2021, the dominant variant was delta.

currency

• Do not include cents unless the total is not a whole dollar amount.
  • Examples:
    • Alicante program fees cost $500.
    • It costs $43.24 to get a passport photo.
• When denoting international currency use abbreviations; spell out when writing in paragraph form
  • Examples:
    • Housing costs 500 EUR.
    • Students studying in Spain will use the euro.
• Do not include periods when referring to American currency.
• When denoting U.S. currency, do not add U.S. Example: The field study costs $550 per student.

curriculum, curricula

Use curriculum when referring to a single educational program. Curricula is the plural form.

D

dates

• Use the sequence: day of the week, month, day, year. Separate by commas and abbreviate months. Example: Monday, July 4, 2022.
• When listing a date and time, list the date first, then the time.
  
  • Examples:
    • The new website will launch in December 2024 (not December, 2024)
    • Classes with start Jan. 15 at 4 p.m.
• Days:
  • Omit the st., th., rd., suffix when a date is included in a sentence. Example: July 1, not July 1st
  • Never say “yesterday.” Use the day of the week instead.
• Months:
  • Abbreviate Jan., Feb., Aug., Sept., Oct., Nov. and Dec. when writing out a specific date. The months March, April, May, June and July are not abbreviated.
  • Spell out when the month stands alone: December 2004. Omit comma when using just the month or season and year: January 2005; Spring Semester 2002; fall 2003.
• Years:
  • Use numerals rather than spelling them out. Example: 2018, not twenty-eighteen.
  • Sentences Starting with Years: Avoid starting sentences with a number, unless referencing a year. Example: 1977 was the last year the Minnesota Vikings went to the Super Bowl.
  • When referring to multiple years, use full year not shortened numbers.
• Datelines:
  • News articles often start with a dateline indicating the location, month, date, and year a story took place. Include city (and state, if necessary, in the U.S.).
    • Examples: FARGO, N.D. (July, 1, 2022); LONDON (July 1, 2022)

degrees, degree programs

• The University offers degree programs. Individuals earn degrees.
• Use an apostrophe in bachelor’s and master’s degree.
• Doctoral degree or doctorate is preferable usage.
• Use capital letters and periods after the initials in most abbreviated degrees: Bachelor of Arts (B.A.), Master of Arts (M.A.) and Doctor of Philosophy (Ph.D). However, note MBA does not use periods after the initials.

directions

In general, lowercase compass directions and capitalize regions.

• Examples: The West Coast has beautiful scenery. Colorado is east of California.

disability

In general, anything beyond name should not be used unless clearly relevant, but when appropriate, use people-first language.

• blind: Describes a person with complete or nearly complete loss of sight. For others, use low vision. Do not use visually impaired.
• deaf: Describes a person with total or major hearing loss. For others, use hard of hearing or DHH (deaf and hard of hearing). Do not use hearing impaired.
• disabled: Avoid using unless it is the preferred term of the person being referenced. Use person-first language when unsure or referring to a group (e.g., people with disabilities).
• mute: Describes a person who cannot speak. Others with speaking difficulties are speech-impaired.
• wheelchair user: People use wheelchairs for independent mobility. Do not use confined to a wheelchair or wheelchair-bound.

documents

Capitalize formal document names.

• Example: Visa Guide, Wellness Guide, Academic Guide
• Always capitalize “Form.” Example: Program Fees and Options Form
• Frequently Asked Questions; subsequent uses: FAQ in same document
• credits, courses; capitalize if formal name

E

e.g. vs. i.e.

The abbreviation e.g. means for example. It is different from i.e. which means that is, namely, or in other words.

email

Lowercase the e and don’t hyphenate.

etc.

Abbreviation is sufficient, no need to spell out entire word.

F

field trip

• Two words. Lowercase.
• Used for day trips only, not overnight.

first generation or first-gen

Not “1st gen.”

fundraising, fundraiser

One word in all cases.

G

Genders, Identities, and Sexualities

• biological sex: A medical term used to refer to the chromosomal, hormonal, and anatomical characteristics that are used to classify an individual as female or male or intersex.
  
• bisexual: A person who experiences attraction to some men and women.
• boy, girl: Generally acceptable to describe males or females younger than 18 years old. Do not refer to college-age students as boys or girls.
• cisgender: A gender description for when someone’s sex assigned at birth and gender identity correspond in the expected way (e.g., someone who was assigned male at birth, and identifies as a man).
• gay: Experiencing attraction primarily to someone of the same gender. An umbrella term used to refer to the queer community as a whole, or as an individual identity label for anyone who is not straight.
• gender identity: The internal perception of an one’s gender, and how they label themselves, based on how much they align or don’t align with what they understand their options for gender to be.
• gender-neutral language: Use terms for jobs or roles that can apply to either gender. Such language aims to treat people equally and is inclusive of people whose gender identity is not strictly male or female. Examples: Chair/chairperson; spokesperson
• gender-nonconforming: Acceptable in broad references as a term for people who do not conform to gender expectations. Example: The group is providing scholarships for gender-nonconforming students.
• genderqueer: A gender identity label often used by people who do not identify with the binary of man/woman. An umbrella term for many gender non-conforming or non-binary identities (e.g., agender, bigender, genderfluid).
• heteronormativity: The assumption, in individuals and/or in institutions, that everyone is heterosexual and that heterosexuality is superior to all other sexualities. Leads to invisibility and stigmatizing of other sexualities.
• homosexual: A person primarily emotionally, physically, and/or sexually attracted to members of the same sex/gender. This medical term is considered stigmatizing due to its history as a category of mental illness, and is discouraged for common use (use gay or lesbian instead).
• lesbian: Women who are primarily attracted to women.
• LGBTQIA+; GSM; DSG: Shorthand or umbrella terms for all folks who have a non-normative gender or sexuality. LGBTQIA+ is Lesbian Gay Bisexual Transgender Intersex Queer and/or Questioning and + at the end for inclusivity; GSM is Gender and Sexual Minorities; DSG is Diverse Sexualities and Genders.
• nonbinary: People are nonbinary if their gender identity is not strictly male or female.
• pansexual: A person who experiences attraction for members of all gender identities.
• personal pronouns: Not "preferred pronouns."
• transgender: Describes people whose gender identity does not match the sex they were identified as having at birth. Trans is acceptable on second reference.
• queer: An umbrella term to describe individuals who don’t identify as straight and/or
  cisgender. Due to its historical use as a derogatory term, it can be seen as slur used to refer to someone who isn’t straight and/or cisgender.
• questioning: An individual who or time when someone is unsure about or exploring their
  own sexual orientation or gender identity.
• Do not say:
  • hermaphrodite (substitute intersex)
  • homosexual (substitute gay)
  • born female/male (substitute assigned female/male at birth)
  • both genders or opposite sexes (substitute all genders)
  • ladies and gentlemen (substitute everyone, folks, honored guests, etc.)

grade-point average

Always hyphenate. Use GPA, with no periods, after first reference. When giving a GPA, always use a decimal point and carry to at least one decimal place (two maximum). Examples: 3.0; 3.96

graduate school

Capitalize when when referring to university's graduate schools if part of the name.

H

homestay

One word.

I

Interactive Budget Sheet

Subsequent uses: budget sheet.

internet

Lowercase.

IT

Acronym for information technology. Spell it out on first reference.

M

more than

Not “over.”

move-out vs. move out

• Examples:
  • I will move out of housing on Jan. 1.
  • Jan. 1 is the move-out date.

N

names

• Use a person’s first and last name on first mention. Then, use only their last name on subsequent mentions. Example: David Johnson studied abroad in Chiang Mai. Johnson graduated the following year.
• Capitalize formal titles before people’s names.
• Do not capitalize job titles before names.

nonprofit

No hyphen (not non-profit).

numbers and numerals

• Numbers: Spell out whole numbers one to nine, use figures for 10 and above. Exception to this rule: academic credits.
  • The following exceptions, however, should always use digits:
    • Addresses
    • Ages
    • Dates and times
    • Monetary values
    • Percentages
    • Sizes and dimensions
    • Speeds
    • Temperatures
• Numerals: Use numerals when referring to a sequence of events or people.
  • Examples: Super Bowl XLV; Queen Elizabeth II; World War I
• Percentages: Use the % symbol, instead of spelling out the word.
  • Example: The analyst predicted a 100% increase in site traffic.
• Sizes, Dimensions, and Distances
  • Sizes and dimensions should use numerals and spell out units of measurement. The same goes for distances.
  • Examples:
    • The party sandwich was 10 feet long.
    • Bill Smith is 6-foot-5 and plays basketball in his spare time.

O

on-campus and off campus

• Examples:
  • Students live in on-campus housing.
  • The housing is located off campus.

online

Lowercase.

on-site vs. onsite

Use a hyphen when referring to a program, but not in reference to a location.

• Example: The on-site orientation takes place onsite.

orientation

Lowercase.

P

phone numbers

• U.S. phone numbers: You can reach the USAC office at (775) 784-6569.
• Email signatures: List the local and toll-free phone numbers.
  • You can reach the USAC office at (775) 784-6569 or toll-free (866) 404-USAC.
• International audience: Add a +1 to the phone number.
  • You can reach the USAC office at +1 (775) 682-6769.
• International phone numbers: Include the country code followed by the numbers and whatever spacing is typical in that country.
  • The phone number for Zara in Madrid is +34 914 36 31 58.

photos/captions

• Captions should include periods after full sentences.
• Captions should use “Resident Director,” as readers may not have seen the first instance usage.

prepaid

Lowercase.

programs

• Alicante program
• Camino de Santiago Field Study. Students wishing to complete this field study.
• fall semester. Students attending in the fall semester…
• field trip
  • Two words. Lowercase.
  • Used for day trips only, not overnight.
• January Session, not winter.
• tour/optional tour
  • Used for overnight activity, not day trips.
  • Use sentence case, except in a header.
  • Examples:
    • Students wishing to participate on this optional tour (Lowercase when used in a sentence)
    • Optional tour - Paris (Optional is capitalized if starting a sentence)
    • Optional Paris Tour (Title case when used in a header)
• Program names that have unique spelling or punctuation:
  
  • La Habana
  • Lüneburg
  • San Sebastián
  • Växjö/Kalmar
• program site (when talking about a specific program)
• Specialty Program or Partnership Program
  • spring semester. Students attending in the spring semester.
  • Summer Session I. Students attending the summer session.
  • Term can be used when referring to a generic period of time.
  • USAC-arranged housing
• Summer terms
  • Use roman numerals, not numbers, to differentiate between summer sessions.
  • Example: Summer Session I and II
• Use term, then year when using in a sentence format. All others can be year, then term.
  • Examples:
    • This program is offered in Summer 2022.
    • Summer 2022, Fall 2022

publications

• Titles of books, magazines, movies, newspaper, plays, published documents, TV shows, websites:
  • Capitalize and italicize titles.
  • Examples:
    • Maya Angelou is the author of I Know Why the Caged Bird Sings.
    • The Guardian is a well-respected newspaper. Wired is a popular magazine for tech enthusiasts.
    • Bob Jones is unsure where his Cat Fancy subscription came from.
• Titles of unpublished materials, articles from journals, theses and dissertations, songs:
  • Capitalize and use quotation marks.
  • Example:
    
    • “Party in the USA” does not make me feel like partying.

punctuation

• And/Ampersand:
  • Spell out “and” in most instances. Use only if part of an official title.
  • Examples:
    • The health and safety of students is a high priority for USAC.
    • Students can choose to study for eight weeks in Summer Sessions I & II.
• Apostrophe:
  • When proper nouns end in an S, add an apostrophe at the end. Example: Sally Jones’ red stapler has been stolen.
  • For plurals of a single letter, add "s." Example: She received all A’s this semester.
  • When writing years, use an apostrophe in shortened versions.
  • Examples:
    • The ’70s were known for disco music.
    • USAC was founded in the 1980s.
• Bullets:
  • Use sentence case.
  • Use a period after each bullet that is a sentence.
  • Don't use a period if the bullet lists are one word or a short phrase.
  • Use either all full sentences in your bullet lists or all fragments. Avoid a mix.
• Colon:
  • Capitalize the first word following a colon only if it is a proper noun or the start of a complete sentence.
    
    • Example: He promised this: The company will continue to allow remote work.
    • Example: There were three considerations: expense, time, and location.
• Comma:
  • Use the Oxford comma, a comma before final list in a series. Example: red, white, and blue.
  • Commas should go inside quotation marks.
• Dashes:
  • Use an en dash with spans of time or ranges of numbers, with a space on either side. Example: from 2:30 – 4 p.m.
  • Use an em dash to emphasize a group of words within a sentence, with a space on either side. Example: She studied abroad in France — the Occitanie region — for a semester.
• Ellipses: Treat as a three-letter word with spaces on either side.
• Hyphen:
  • Use hyphens to connect words in compound adjectives. Example: The larger-than-life performer juggled seven swords.
• Period:
  • Use periods in abbreviations where applicable. Examples: U.N., M.A., U.S.A.
  • Use a single space after a period.
  • Only use a period after a URL if there is another sentence following it.
    • Examples:
      • For more information, visit our website, https://usac.edu
      • For more information, visit our website, https://usac.edu. You can also call the central office.
• Quotes and Quotations:
  • Periods and commas always go within quotation marks.
  • Example: “The candy truck spilled all over the highway,” said the driver. “It’s a real ‘sticky situation’ on I-94.”
  • Use single quotations for quotes within quotes.
• Semicolon:
  • Use a semicolon to clarify a series that includes multiple commas.
    • Example: I am traveling to Destin, Florida; Charleston, South Carolina; and Savannah, Georgia.

R

Race and Ethnicity

• African American
  • Acceptable for an American black person of African descent.
  • No hyphen (recent change and applicable to other dual heritage terms).
• American Indians, Native Americans
  • Both are acceptable terms when referring to two or more people of different tribal affiliations, but specify whenever possible.
  • For individuals, use the name of the tribe; if that isn’t available, try to obtain it. Example: He is a citizen of the Cherokee Nation of Oklahoma.
  • Some tribes and tribal nations use member; others use citizen. If in doubt, use citizen.
• Asian American
  • Acceptable for an American of Asian descent. When possible, refer to a person’s country of origin or follow the person’s preference. Example: Filipino American
• BIPOC (Black, Indigenous, and People of Color)
  • Do not use.
    
    • Specify race or ethnicity, when clearly relevant, to avoid collectivizing disparate communities with different needs.
• biracial, multiracial
  • Acceptable when clearly relevant.
• black
  • Acceptable as an adjective; lowercase.
• Hispanic
  • A person from — or whose ancestors were from — a Spanish-speaking land or culture.
  • Latino, Latina or Latinx are sometimes preferred. Follow the person’s preference. Use a specific identification when possible. Examples: Cuban, Puerto Rican or Mexican American.
• indigenous
  • Refers to original inhabitants of a place. Example: Bolivia’s indigenous peoples represent some 62 percent of the population.
• Latino, Latina, Latinx
  • Latino is often the preferred noun or adjective for a person from, or whose ancestors were from, a Spanish-speaking land or culture, or from Latin America.
  • Latina is the feminine form
  • Some prefer the recently coined gender-neutral term Latinx.
• People of Color
  • Use sparingly. When talking about one group, be specific. Example: Chinese American or members of the Seminole Indian Tribe of Florida.
  • Native Americans say the term “people of color” falls short by not encompassing their sovereign status.
  • Avoid using POC.
• tribe
  • Refers to a sovereign political entity, communities sharing a common ancestry, culture or language, and a social group of linked families who might be part of an ethnic group.
    
    • Capitalize the word tribe when part of a formal name. Examples: the Apache Tribe of Oklahoma; the Cherokee Nation

Resident Director

Use “Resident Director” on first instance, with “(RD)” immediately after. On second reference, “RD.”

Residence Hall vs. residence hall

Capitalize when referring to the name of a specific residence hall. Lowercase otherwise. Example: The Arcade Residence Hall.

S

semesters

Do not capitalize the common names of semesters, terms, or academic sessions.

service-learning

Lowercase and hyphenated.

sign up vs. sign-up

Sign up functions as a verb phrase. Sign-up functions as a noun or an adjective. Never use as one word.

• Examples:
  • Sign up for our mailing list.
  • Use the sign-up sheet to be added to our mailing list.

site visit

Lowercase.

student visa

Lowercase.

T

TBA vs TBD

To be announced (TBA) refers to an event is scheduled but not yet finalized. To be determined (TBD) refers to an event that is not yet certain will happen.

technology terms

There are more tech terms and brand names to consider coming out every day. Here’s a list of some common ones you may encounter:

• Google
• hashtag
• Internet
• Apple “i” products: iPad, iPod, iPhone, iMac, unless the word starts a sentence. Then, capitalize the I.
• Android
• e-book
• email
• Facebook
• LinkedIn
• social media
• Twitter
• tweet
• website
• webpage
• YouTube

times

• Don’t use colons for times on the hour. Example: 1 p.m.; 3:30 p.m.
• Use a.m. and p.m. (with periods and lowercase letters).
• If a time range goes from the morning into the evening (or vice versa), you need both. Example: 10 a.m. – 2 p.m. (en dash with one space on either side).
• Use figures except for noon and midnight.
• Time Zones: When denoting time zones, use abbreviations and all caps. Example: EST, CDT, PST

titles

• Make sure your writing respects people’s formal titles. Some examples include political, medical, and academic titles.
• Political titles should be abbreviated before full names outside of direct quotes. Examples: Sen. Heidi Heitkamp; Gov. Gavin Newsom
• Medical titles follow similar format. Example: Dr. Michaela Quinn
• Academic titles: Capitalize when used before a name, lowercase when used after.
  • • Examples: Professor John Smith; John Smith, professor of chemistry
  • Do not capitalize if used in the general sense. Example: She was appointed vice president.
• Degrees
  • Use capital letters and periods after the initials in most abbreviated degrees.
  • Examples: Bachelor of Arts (B.A.); Master of Arts (M.A.); Doctor of Philosophy (Ph.D)
    • Note: MBA does not use periods after the initials.

titles of works

• Capitalize and italicize the titles of books, movies, operas, published documents, newspapers, paintings, plays, periodicals, television series and journals.
• Capitalize and use quotation marks for titles of unpublished materials, part of published works, articles from journals, theses and dissertations, songs.

toll-free vs. toll free

The number is toll free; use the toll-free number (as compound modifier).

transfer student

Lowercase.

U

UCan

Not Ucan.

University vs university

University should be used only when citing the formal name of the institution. Example: The University of Brighton... Students have access to all resources of the host university.

University of Nevada, Reno

This is the official name of the University and should be used on first reference. On second reference, use “UNR.”

University Studies Abroad Consortium

• Spell out on first reference, on subsequent reference, use “USAC.”
• Not “the USAC”

USAC Ambassador (Affiliates) or USAC Peer Representative (Network schools)

Capitalize.

USAC Board of Directors, or the Board

Title case.

USAC catalog

Lowercase catalog.

USAC Central Office

Title case.

USAC Global account

Subsequent uses: Global account or Global in same document (For RDs or universities only).

USAC Student Gateway account

Subsequent uses: Gateway account or Gateway.

USAC website

Lowercase website.

U.S. passport

Lowercase passport.

U.S. States Abbreviations

For postal codes and party affiliations; otherwise, spell out.

• Alabama: Ala.
• Arizona: Ariz.
• Arkansas: Ark.
• California: Calif.
• Colorado: Colo.
• Connecticut: Conn.
• Delaware: Del.
• Florida: Fla.
• Georgia: Ga.
• Illinois: Ill.
• Indiana: Ind.
• Kansas: Kan.
• Kentucky: Ky.
• Louisiana: La.
• Maryland: Md.
• Massachusetts: Mass.
• Michigan: Mich.
• Minnesota: Minn.
• Mississippi: Miss.
• Missouri: Mo.
• Montana: Mont.
• Nebraska: Neb.
• Nevada: Nev.
• New Hampshire: N.H.
• New Jersey: N.J.
• New Mexico: N.M.
• New York: N.Y.
• North Carolina: N.C.
• North Dakota: N.D.
• Oklahoma: Okla.
• Oregon: Ore.
• Pennsylvania: Pa.
• Rhode Island: R.I.
• South Carolina: S.C.
• South Dakota: S.D.
• Tennessee: Tenn.
• Virginia: Va.
• Vermont: Vt.
• Washington: Wash.
• West Virginia: W. Va.
• Wisconsin: Wis.
• Wyoming: Wyo.

V

Visiting Professor

Title case. Use VP in subsequent uses.

W

website

Not web site or web-site. Lowercase.

Wi-Fi

Capitalize and use hyphen.

Y

yearlong

One word. Example: Yearlong students are those who are studying for a full year.