The SHSU Editorial Style Guide is a tool to help university communicators maintain uniformity in writing and follow a style that is consistent and appropriate for print and online materials. Our team has incorporated basic rules for writing in this style guide using The Associated Press Stylebook and Webster’s New World College Dictionary as primary references. Integrated Marketing Communications adheres to AP style for word usage, spelling, grammar and punctuation, with a few exceptions that are unique to SHSU.
Please feel free to contact us with any questions or suggestions.
Emily Binetti, Director of Content Communications
SHSU Editorial Style Guide
Use the article “a” before consonant sounds and “an” before vowel sounds:
- a historic event
- an honorable person (the h is silent)
- an SHSU student (when sounded out S is used)
Major college ceremonies, events and named activities are capitalized.
- Commencement (do not refer to the ceremonies as graduation)
- Convocation (held in August to open the academic year)
- Ring Ceremony
- Raven’s Call
- Founders Day
- Tree of Light
But the same words are lowercase when they refer not to one specific event but to such events as general occurrences:
- Successful reunions depend on alumni loyalty.
- Old-fashioned homecomings are popular.
Academic Degrees: The preferred style is to spell out all degrees offered by the university: bachelor’s degree instead of BA or BS; master’s degree instead of MA or MS, doctoral degree instead of PhD.
Use abbreviations if spelling out the degree is unwieldy or space is limited. Lowercase all academic degrees except when using the abbreviations. Using the word “degree” after the title is strongly preferred for clarity.
Example: bachelor’s degree, bachelor of arts degree, BA degree, master’s degree, doctoral degree, Bachelor of Fine Arts in photography, Master of Arts in English, Master of Business Administration, etc.
Doctoral degree includes Doctor of Philosophy (PhD), Doctor of Education (EdD) and other academic credentials. The word “degree” is not used after “doctorate.” Use Dr. in first reference as a formal title before the name of an individual who holds a doctor of medicine or doctor of osteopathic medicine.
- Some degrees often drop periods in modern usage. If, for example, MBA is used in a publication, it is preferable to drop the periods in other degrees mentioned. SHSU drops the periods in these cases.
Example: BA and MBA
- Use italics for summa cum laude, magna cum laude and cum laude.
- Academic Credentials: Generally, avoid listing degrees after a person’s name (otherwise it can lead to alphabet soup). However, you may spell out his or her degree or provide a description.
Example: Susan Jones, who holds a doctoral degree ... ; Dr. Charles Henley, who holds a medical degree ... If it is essential to your communication to indicate doctoral designations, do so after the name by adding PhD, DO, EdD.
Lowercase the names of subject areas in text, unless the name is a proper noun, such as French.
Preferred spelling, although both adviser and advisor are acceptable.
alumnus – male, singular
alumna – female, singular
alumni – neutral, plural
alumnae – female, plural
Sam Houston State University
First reference: Sam Houston State University Alumni Association
Second reference: SHSU Alumni Association
First reference: Student Alumni Association
Second reference: SAA
First reference: John R. Ragsdale Alumni Center
Second reference: SHSU Alumni Center
Do not use “&” in place of “and” in running text. Avoid using the ampersand (&) except in specific business names (e.g., Tiffany & Co.) specific college names or departments (College of Arts & Media) or to shorten web menu headings.
Applied Anatomical Research Center
The Applied Anatomical Research Center at Sam Houston State University. A research facility with a predominant focus on the study of applications of forensic sciences to the human body. SHSU is one of seven Human Decomposition Facilities in the world—six in the USA.
Elliott T. Bowers Stadium – Football
Bernard G. Johnson Coliseum – Basketball
Bearkat Softball Stadium
Kelly & Ina May McAdams Tennis Center
Meredith & Miriam York Track and Field Center
Joseph Pritchett Field – Soccer
The Woodforest Bank Athletics Center
The Brian and Danielle Osterhaus Training and Rehabilitation Center
Ron Mafrige Field House
Full name is the Ruth and Ron Blatchley Bell Tower.
Capitalize the word “building” as part of the name: the Dan Rather Communications Building. When referring to a room in a building, give the building’s name and the room number and capitalize “Room”: Pirkle, Room 234.
For the academic buildings with numerical identification, use Roman numerals. (i.e. Academic Building III, Academic Building IV)
Use this term to describe the head of an academic department at Sam Houston State. This is a deviation from AP style, which prefers chairman or chairwoman. Do not use those terms unless they are part of an official title.
A professor who holds the chair in a discipline should be referred to as the professor of the discipline, keeping the name of the chair capitalized, even in shortened casual references.
First reference: Official SHSU Class Ring
Second reference: SHSU Class Ring
When writing the year out fully, capitalize “class.” Example: The 800 members of the Class of 2020 arrived on campus yesterday
Note: An apostrophe is not a single opening quote. In other words, if the punctuation curls toward the right, it’s wrong. If its tail is pointing left, it’s right. 2009 becomes ’09 (not ‘09)
Capitalize when used before a name: Coach K.C. Keeler. Lowercase in all other uses.
Capitalize the name of each college:
College of Business Administration (COBA)
College of Criminal Justice (CJ)
College of Education (COE)
College of Arts & Media (CAM)
College of Health Sciences (COHS)
College of Humanities and Social Sciences (CHSS)
College of Science & Engineering Technology (COSET)
College of Osteopathic Medicine (COM)
The abbreviation for each college may be used after the second reference.
In Commencement messaging, say "crossing the graduation stage" instead of "walking across the graduation stage."
Two words. Not coursework.
Date and Time
Always spell out days of the week, unless being used in a compact, tabbed format (such as a schedule of courses or calendar). Example: Judy’s final exam is on Wednesday, May 12. Note: In tabular formats where space is limited, abbreviate days: Monday (M), Tuesday (T), Wednesday (W), Thursday (Th), Friday (F), Saturday (Sa), Sunday (Su) – without periods. Spell out months when standing alone or used with a year. Abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec. when used with a specific date. (March, April, May, June and July are always spelled out). Always use periods in “a.m.” and “p.m.” when specifying a time. Use a colon when referencing a certain time within the hour. Example: December is Cathy’s favorite month. Pat’s class starts on Aug. 21 at 10:30 a.m.
Daylight Saving Time
Not savings and do not capitalize.
Capitalize when used as a formal title before a name: Dean Phillip Lyons. Lowercase otherwise: Mitchell Muehsam, dean of the College of Business Administration.
Should always be lowercase when used in a sentence.
Capitalize full, formal department names (Department of Economics) and lowercase shortened or informal titles (economics department).
See Academic Degrees
Capitalize the names of all university divisions:
Finance & Operations
Strategic Enrollment and Innovation
Capitalize both words when referring to this region.
Frank Parker Plaza
Formerly known as Bearkat Plaza, The Mall, and The Yard. Frank Parker Plaza or Parker Plaza is the open, outdoor space situated on the south side of the Lowman Student Center between the Lowman Student Center and the Lee Drain building. It extends in length from the east near the Sam Houston statue and to the west toward the Blatchley Bell Tower.
Grade point average
Do not hyphenate or put periods in the initials GPA.
Capital G, Capital L
Refer to as Gaertner Performing Arts Center on first reference. GPAC is acceptable on second reference.
The official magazine of Sam Houston State University.
Capitalize when referring to Sam Houston State University’s Homecoming. Lowercase in general use: Kathy looked forward to her son’s homecoming.
Always use a capital L and capital M
Sam Houston State University has three locations:
- Sam Houston State University
- The Woodlands Center
- College of Osteopathic Medicine
Refer to as Lowman Student Center on first reference. LSC is acceptable on second reference.
Member Texas State University System. This statement is used in all external university communications.
The SHSU motto is “The measure of a Life is its Service.” The “m” in measure is always lowercase.
Always refer to as Sam Houston Memorial Museum and Republic of Texas Presidential Library.
Refer to as Newton Gresham Library on first reference. NGL is acceptable on second reference.
Follow AP style for numerals. Spell out whole numbers less than 10 and use figures for 10 and higher.
For four-digit numbers, use a comma to separate thousands from hundreds, except when in addresses.
Spell out the word “percent.” Use figures when stating percentages, no matter the number, except at the beginning of a sentence.
The preferred method of writing 10-digit phone numbers is to use periods in the place of parentheses and dashes.
Capitalize before a name: President Alisa White. But lowercase elsewhere: Alisa White, president of Sam Houston State University; the president of the university.
Double quotation marks – “That’s what they requested.” – go around words that are quotes from a source. Each speaker gets their own set of quotation marks. Each new quotation receives its own paragraph.
Not dormitory or dorm.
Do not capitalize winter, spring, summer or fall, unless part of a formal name: Winter Olympics. Do not capitalize seasons as part of an academic period: spring semester, spring break, spring 2019.
If you’re using which properly, it typically is preceded by a comma:
- The announcement about his department’s hiring efforts, which was reported in the media, pleased the director
- The director was pleased with the announcement in the media that reported on his department’s hiring efforts.
Job titles that precede a name should always be capitalized.
Job titles that follow a name should always be lowercase.
The name of SHSU’s news website is one word.
SHSU Federal Trademarks
- Sam Houston®
- Sam Houston State University®
The registered mark symbol ® should be used in connection with these marks only for trademark use (that is, when using the mark as an adjective, not as a noun, not when referring to the university itself).
- Correct—SHSU® jewelry, SAM HOUSTON® educational services, Sam Houston State University® athletic apparel (the marks serve as an adjective to the generic or descriptive words that follow).
- Incorrect—Sam Houston State University® was established in 1879, SHSU® offers the best education, Sam Houston® is located in Huntsville (here, the wording is referring to the entity itself, so that is not proper trademark usage).
On first reference, Sam Houston State University. On subsequent references, use Sam Houston State, Sam Houston or SHSU.
When using as a standalone word, do not capitalize the word “University.”
Example: The university will begin fall registration on April 4.
Refer to as Sam Houston State University Police Department on first reference. UPD is acceptable on second reference.