Style Guide

Consistency Through Editorial Style

To achieve consistent messaging and meet the expectations of our various audiences, the University of Michigan-Flint follows editorial style standards established by The Associated Press Stylebook and by the Office of Marketing and Communications. The style standards apply to public-facing, editorial content on the UM-Flint website and in publications produced on behalf of the university. Because copy is often moved from letters and brochures to web pages, news releases, advertising copy and other materials, preparing it “in style” reduces the time needed for proofing on subsequent uses.

Below are some frequently referenced style guides, which follow the AP and university styles unless otherwise noted.

On this page:

University Name
Functional Areas
People
Time
Numbers
Grammar, Punctuation, Usage
Miscellaneous

University Name

University Name Notes

Note the elimination of the hyphen from the abbreviated form when a campus designation is used: UM-Flint.
NOT U-M-Flint. Although U-M is usually pronounced “U of M” when spoken, this abbreviation should not be used in written text.

  • The full name of the University of Michigan-Flint should be used on first reference. 
  • UM-Flint may be used on subsequent mentions. 
  • Only use
    • University of Michigan-Flint
    • UM-Flint
  • NEVER use
    • U of M Flint
    • UM – Flint
    • Michigan Flint
    • the UM-Flint
    • UMF

Because it can cause confusion with the state of Michigan, avoid referring to U-M as “Michigan” unless the context is obvious. For example, in this sentence: “Michigan donors can take advantage of a new tax law that allows deductions for charitable gift annuities,” is it the university or the state of Michigan that is being referenced?

NOTE: In all cases where the word “university” means UM-Flint, the word “university” is lowercase.

For external audiences, spell out the complete name the first time you refer to it, unless the context and nature of the document require an abbreviation (e.g., in an advertisement). 

  • the University of Michigan
  • the University of Michigan-Ann Arbor (hyphen)
  • the University of Michigan-Dearborn (hyphen)
  • the University of Michigan-Flint (hyphen)

Unless it is the first word in a sentence or part of an official title, ‘the’ should not be capitalized in running text.

  • John attends the University of Michigan-Flint.
  • NOT John attends The University of Michigan-Flint.

Abbreviations for the University of Michigan and its campuses.

  • U-M (hyphen)
  • UM-Ann Arbor (hyphen)
  • UM-Dearborn (hyphen)
  • UM-Flint (hyphen)

University of Michigan-Flint

Abbreviated as UM-Flint

Correct:

  • The full name of the University of Michigan-Flint should be used on first reference. 
  • UM-Flint may be used on subsequent mentions. 

Incorrect:

  • Never:
    • U of M Flint
    • UM – Flint
    • Michigan Flint
    • the UM-Flint, UMF.

University of Michigan

Abbreviated as U-M or UM-Ann Arbor

Correct:

  • The full name of the University of Michigan should be used on first reference. 
  • U-M or UM-Ann Arbor may be used on subsequent mentions. 

Incorrect:

  • U of M, UM Michigan Ann Arbor,  the UM-Ann Arbor, UMA.

In select instances, U-M may be used to refer to all three University of Michigan campuses, such as referring to a program that is administered via Ann Arbor or an action of the regents, who govern all three campuses.

Catalyst grant funding is available for faculty at the three U-M campuses

Open Enrollment — the period where you can make changes to your U-M benefit plans — begins Oct. 21

The U-M abbreviation should be used sparingly in this context to avoid confusion. 

Functional Areas

Academic Colleges & Schools

UM-Flint has five colleges/schools. Use capitalization as shown.

  • College of Arts, Sciences & Education
  • College of Health Sciences
  • College of Innovation & Technology
  • School of Management
  • School of Nursing

Acronyms are for use on second reference. Acronyms should not be used on first reference behind the name of the college or school.

Correct:

  • CASE
  • CHS
  • CIT
  • SOM
  • SON

Incorrect:

  • College of Arts, Sciences & Education (CASE)
  • College of Health Sciences (CHS)
  • College of Innovation & Technology (CIT)
  • School of Management (SOM)
  • School of Nursing (SON)

Academic Degrees

The names of academic degrees and honors should not be capitalized:

  • Joseph Jones, doctor of biology, ….

When academic degrees are referred to in such general terms as associate, doctorate, bachelor’s and master’s degrees, they are not capitalized. When writing the full name of the degree, capitalize Master of Science or Bachelor of Arts but not the specialty, unless it is a proper noun such as English.

  • bachelor’s degree in communication
  • Bachelor of Arts in philosophy
  • Master of Science in biology
  • bachelor’s degree in English literature

Try to avoid abbreviating degrees, but if required, use capitals with no spaces:

  • BS, BA, MS, MA, DPT, Ph.D.
  • a BS in biology

Classes & Courses

Use lowercase when you referring to generic courses and classes; capitalize and quote specific course name:

  • a communication course
  • Psychology II
  • Biology 410
  • “American History 1900-2010”

Committees

Capitalize the name of specific committees and lowercase second references:

  • the University Curriculum Committee
  • the curriculum committee
  • the committee

Departments & Offices

Use capitalization of formal names; otherwise lowercase as shown:

  • Department of Behavioral Sciences
  • the department
  • Facilities & Planning
  • Office of the Chancellor
  • Purchasing Office

Use uppercase with official or formal mentions of the department: University of Michigan-Flint Department of History. 

Use lowercase for informal references: Rudra Mehta is an engineering student.

Majors/Programs

Do not capitalize academic majors, programs, specializations or concentrations (exception: English or other foreign languages) unless the word “program” is part of the formal name:

  • She majored in chemistry…
  • He majored in English…
  • They majored in French…
  • She participates in UM-Flint’s Promise Scholar Program.

People

Alum/Alumnus/Alumni/Alumna/Alumnae

Use alum or alums in cases where a gender-neutral word is needed or in more informal contexts, e.g., in communications to students or on social media.

Use alumnus/a/i/ae in more formal or institutional uses, e.g. in magazines or annual reports, the standard Latin words should be used:

  • Alumnae: more than one female alum
  • Alumnus: one male alum
  • Alumna: one female alum
  • Alumni: more than one male or male and female alums

Alum Designation

For communications for external audiences, do not use numerical abbreviations, e.g., Jane Doe, ’10. Instead, use:

  • Jane Doe, a 2010 UM-Flint graduate with a bachelor’s degree in biology, chairs the committee.

If it is necessary to establish that the person graduated from the university with multiple degrees, it can be established later in the story as in the following example:

  • Doe, who also earned bachelor’s and master’s degrees from UM-Flint, credits Jon Doe with providing her with the perfect banana bread recipe.

For communications destined exclusively and solely for internal campus or alumni audiences, use of abbreviations for class year is acceptable. Follow the name with a comma and make sure to use a close apostrophe (pointing in the correct direction away from the number) before the year when referring to class years.

  • Jane Doe, ’10 (Her only degree is a bachelor’s degree)
  • John Doe, ’97, ’01M (He has two degrees)

Class Standings

Avoid using the term “freshman” or “freshmen.” Instead, use the term, “first-year student.” Sophomore, junior and senior designations continue to be common practice. 

Courtesy Titles

In general, do not use courtesy titles (Mr., Mrs., Ms., Dr.) except in direct quotations. When it is necessary to distinguish between two people who use the same last name, as in married couples or brothers and sisters, use the first and last name.

Note: This guidance does not include military titles, political titles and job titles, such as medical doctors. See section below for further guidance.

Graduates

All who received diplomas from UM-Flint are graduates. Avoid “grad” in written communications.

Job Titles

In general, job titles should appear after a full, formal name in lower case: instructor, assistant professor, associate professor, professor, director, vice president, president, clerk typist, etc. Capitalize the job title when it appears before a name.

  • Jack Smith, chancellor
  • Dean Jill Brown
  • Professor Joe Smith
  • Adam White, associate professor of biology
  • Smith, who teaches biology, …

Do not include Ph.D. or other certifications and academic degrees after the name. Do not include Dr. before a person’s name unless the person is a medical doctor and their designation is necessary for the story.

  • Wrong: Dr. Bill James joined the council of trustees.
  • Correct: Dr. Bill James is the Student Health Center’s visiting physician.

Military & First Responder Titles

Capitalize a military rank when used as a formal title before an individual’s name. On first reference, use the appropriate title before the full name of a member of the military.

  • Lt. Col. Joseph Smith
  • Gen. John Jones
  • Chief Jane Doe of the University Police

Only use military titles for active military. Mention an officer who has retired if it is relevant to a story. Do not, however, use the military abbreviation “Ret.” Instead, use “retired” just as “former” would be used before the title of a civilian:

  • They invited retired Army Gen. John Jones

Also, only use “retired” if the person retired from a military career. All veterans are not “retired.” If it is relevant to the story, refer to them as a “veteran” or “who served in the military achieving the rank of sergeant,” but do not precede the name with a rank. In some cases, say “former active-duty marine” but not “ex-marine” or “former marine.”

Political Titles

On first reference, Use Gov., Govs., Rep., Reps., Sen. and Sens. as formal titles before one or more names. Spell out and lowercase governor, representative and senator in other uses. Spell out other legislative titles in all uses. On second reference, just use the last name.

  • Gov. John Smith attended the meeting.
  • Smith said the meeting went well.

Names

In general, use only last names on second reference. When it is necessary to distinguish between two people who use the same last name, generally use the first and last name on subsequent references.

Generally use the name a person prefers, Thomas or Tom, depending on preference and/or occasion.

Student names in editorial copy should be accompanied with an identifier as follows:

  • John Doe, a senior marketing major from Davison.
  • Sally Smith, a first-year secondary education major from Youngstown, Ohio.

Include Jr., Sr., III, etc. after a name if the person prefers it or to distinguish between father and son. Abbreviate as Jr. and Sr. and do not precede by a comma:

  • Martin Luther King Jr. read his speech…

Remove middle initials unless it is needed to more accurately identify a person (if there are two Joe Smiths in a story).

Student/Faculty/Staff Naming Structure

First references to students, faculty and staff mentioned in any news story should follow the naming structures as they appear below:

  • Joe Smith, a sophomore biology major from Fenton, will participate in UM-Flint’s inaugural “Frog’s First” dissection ceremony, Nov. 11, in the Murchie Science Building.
  • Samantha Jones, professor of English, has been named to the editorial board for In Print, a new composition journal published by Random House.
  • John Doe, director of campus recreation, met his longtime hero, Bob Seger, at a recent gathering of the Silver Bullet Fan Club in Pontiac.

Places

Buildings

Use the official name of the campus facility capitalized on first reference. Second reference can be less formal, as in “… the White Building.” On subsequent references, use lowercase … the building, hall, field house, center, etc. 

Room Locations

Spell out names of buildings, and place room numbers before building names: 121 Natural Sciences Building. 

Adhere to the following structure of room number and building name/acronym as they appear below:

  • 115 University Center
  • 225 White Building
  • 103 French Hall

States

Do not abbreviate states in editorial copy except when referring to a postal address or

  • Send your check to 303 E. Kearsley Street, Flint, MI, 48502.

Abbreviations are accepted in some instances such as photo captions, tabled lists, etc. Refer to AP style for state abbreviations in these instances. Do not add the state name (or country) for cities or towns in Michigan or for large metropolitan areas that are easily identified without the state name or country.

  • Swartz Creek
  • Lapeer
  • Youngstown, Ohio
  • Chicago
  • London

Other Common Abbreviations

  • GPA: Acceptable in all references for grade-point average.
  • GED: Acceptable in all references, but use as a modifier not a noun: GED program or GED certificate
  • FAQ is acceptable in all uses. 
  • SAT/ACT/GRE: Acceptable in all references for assessment tests.

Time

Time of Day

  • Do not capitalize a.m. or p.m.
  • Do not use :00 (except possibly in column work or a table).
  • Periods are required. Designations are always lower case.
  • The concert is at 3:30 p.m.
  • Use noon and midnight (not 12 p.m. or 12 a.m., unless column work).

At

The “at” symbol (@) may not be used in general text.

  • Wrong: The concert is @ 5 p.m. (It may be used in tabular schedules for space.)

Ranges

See section in Numbers.

Days of the Week

The day of the week is not necessary in dates. Only use the date, and with a few expectations where reinforcement is needed, include both.
Do not abbreviate days of the week. 

Correct

  • The event is Sept. 4.
  • The class meets Mondays, Wednesdays and Fridays, Aug. 24 to Dec. 4.

Incorrect

  • Wrong: Tuesday, Sept. 1 (Tuesday and Sept. 1 together are redundant).

The year (assuming the current year or the obvious meant year) is required only if there may be confusion.

On

In nearly all cases, “on” before a day is unnecessary. Don’t use it. “The concert is Nov. 7.”

Months

Capitalize the names of months in all uses. 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.

  • Jan. 1, 2023
  • January 2023

Seasons

Lowercase spring, summer, fall and winter and all derived words such as springtime. Capitalize only when part of a formal name:

  • in the fall
  • UM-Flint Dance Ensemble Winter Concert
  • UM-Flint winter commencement
  • spring semester
  • summer classes
  • 2022 Summer Session
  • The fall 2022 semester

Numbers

Spell out numbers one through nine and use figures for 10 and above. Spell out numbers that begin a sentence.
An exception to this rule is when referencing credit hours, which should always be numerals, except to begin a sentence.

  • He predicted eight to 10 students would…
  • Twenty students attended…

Referencing credit hours

  • The course counts as 3 credit hours …
  • Three credit hours will be awarded for the course.

Always use numerals for dimensions, percentages, ages, distances and computer storage capacities.

  • The 5-year-old boy…
  • The paper was 8.5 inches by 11 inches.
  • He said, “I’ll take five of the 50.”

Over/More Than

While AP style says both are acceptable to indicate greater numerical value, UM-Flint style calls for the use of “more than.” The use of “over” should be limited to showing distance or physical placement.

  • UM-Flint has more than 150 academic programs.
  • The quick brown fox jumps over the lazy dog.

Under/Less Than

While AP style says both are acceptable to indicate greater numerical value, UM-Flint style calls for the use of “less than.” The use of “under” should be limited to showing distance or physical placement.

  • The mall has less than two dozen retail stores remaining.
  • The quick brown fox slid under the barnyard fence.

Money

Use the dollar sign and numbers. Do not use a decimal and two zeroes (except in columns). For amounts beyond the thousands, use the dollar sign, numeral and the appropriate word: $10 million.

Percent

Use the % symbol when paired with a number, with no space.

  • Average hourly pay rose 3.1% from a year ago.
  • About 60% of Americans agreed.

Use figures, such as 1%, 4 percentage points. Spell out when beginning a sentence.

  • Sixty percent of students enrolled.

Ranges

Use hyphens to connect ranges of time (within same increments), money and other numbers. Use “to” to avoid confusion.

  • The shows are from 8-10 a.m. and 11 a.m. to 1 p.m.
  • The programs are from Jan. 29 to Feb. 1 and Feb. 10-13.
  • $12 million to $14 million (Not: $12 to $14 million).
  • a pay increase of 12%-15% (Or: 12% to 15% or between 12% and 15%).

For academic years, hyphenate: 2022-23, not 2022-2023.

Telephone Numbers

All phone numbers require area codes. Use hyphens in the formatting of the full number:

Correct

  • 810-555-1212

Incorrect

  • (810)555-1212

If extension numbers are needed, use a comma to separate the main number from the extension:

  • 810-555-1212, ext. 222

Grammar, Punctuation, Usage

Acronyms

Acronyms are not used immediately following use of the full title.

  • Wrong: University of Michigan-Flint (UM-Flint), National Football League (NFL).

Use the full title on first reference, the acronym on second and subsequent references.

In some cases, the acronym is so well known it may be used on first reference. Example: FBI, NCAA, ROTC.

Comma

All commas go inside the quote marks.

  • The play, “For Whom the Bell Tolls,” is at 8 p.m.

Spouse and children names are set off by commas unless someone has more than one.

  • Harry’s wife, Sally, attended the event.
  • Harry’s friend John also attended the event.
  • John’s son Matthew went to the event but John’s youngest son, Jason, stayed home.

Use a comma after the year in a date.

  • The academic year begins Aug. 27, 2022, and ends May 7, 2023.

The serial comma is unnecessary (most of the time). Therefore, use commas to separate elements in a series, but do not put a comma before “and” or “or” in a simple series.

  • The building is made of brick, steel and iron.

However, include a comma if clarification calls for it, including when an element within a series contains a conjunction:

  • The sandwiches on the menu are turkey, peanut butter and jelly, and pastrami.

Only use a semicolon when elements in a series include commas.

  • The executive board approved last meeting’s minutes, new bylaws and new officers; discussed the budget and finances; and planned the agenda for the next meeting.

Headlines

Capitalize only the first word and proper nouns. Do not use quotation marks unless the complete headline meets criteria for what’s described in the quote marks section. Do not capitalize the entire headline unless for graphical effect.

Parenthetical Text

Do not use brackets [ ]. Use parenthesis ( ) to insert extraneous and editor-entered, reader-helpful materials within a quote, not single or double quote marks:

  • The professor said, “We meet with (Robert) Smith at noon.”
  • Harry said, “Who can I take to the concert (Friday)?”

Pronouns, Singular/Plural Verbs

People and animated objects get pronouns (he, she, their, etc.). Inanimate objects and other things, including collective nouns (university, faculty, team, organization), use “its.” They/them/ their is acceptable in limited cases as a singular form when alternative wording, such as “his or her,” is awkward or too wordy. Consider rewriting the sentence. Use they/them/their if the person uses the gender-neutral pronoun.

  • Interested students should apply. (Instead of “If a student is interested, he or she should apply,” or “If a student is interested, they should apply.”).

Some collective nouns can use either singular or plural verbs if the group or quantity is regarded as a unit or countable item.

  • The data is sound. (A unit.)
  • The data have been carefully collected. (Countable items.)

Space

Use only one space after all punctuation marks: periods, semicolons, colons, etc.

Quote Marks

Use double quotation marks to attribute direct or partial quotations, on first reference of unfamiliar terms and to indicate a pun, exaggeration, irony or sarcasm.

  • “I’m excited,” he said.
  • He said was going because he’s “very excited about the event.”
  • After returning home he said, “I’m excited.”
  • The professors taught “asynchronously,” meaning students watched a recorded lecture online.
  • Today’s ornithology lab is something to “crow” about.
  • The president declared “war” on litter.
  • The “ debate” turned into a free-for-all.

There is no single quote mark of grammar, but here are the exceptions:

Headlines

  • UM-Flint was named to the ‘Best Colleges’ list

Within a quote already started with a double quote mark:

  • Jane asked, “Who wrote ‘Gone With the Wind’?” (The question mark moves to the appropriate location in regard to the quote marks.)

To represent missing letters or numbers:

We started the project in ’08. (Note the single quote mark, an apostrophe, looks like a miniature 9).

Miscellaneous Things

Alma Mater

Do not capitalize unless used in the complete formal name: the University of Michigan Alma Mater or U-M Alma Mater.

Composition Titles

Book titles (except the Bible), song titles, article titles, television show titles, etc., are quoted, not italicized. Journal, newspaper and magazine titles are capitalized but not in quotes.

Email

Use email in all references for electronic mail. Use a hyphen with other e- terms: e-book, e-reader, e-commerce. Capitalize “E” only if it begins the sentence:

  • All email will be sent…
  • Email may be sent…

Federal

Federal is lowercase when standing alone.

  • The federal government today approved…
  • It is federal law…
  • Federal officials today said
  • The Federal Bureau of Investigation

Health Care

Health care is two words, even when it modifies a noun, such as “health care provider.” The exceptions are formal names of organizations (Family Healthcare Express).

Inc.

Abbreviate and capitalize as Inc. when used as a part of a corporate name. Do not set off with commas:

  • Tyson Foods Inc. announced …

Internet, Web, Website, Webpage

Lower case

LGBTQIA+ (preferred campus usage per CGS, July 2024)


Acceptable in all references for lesbian, gay, bisexual, transgender, queer and/or questioning, intersex and asexual plus other sexual and gender minorities.
Use of LGBTQIA+ is best used as a collective adjective, as in: “Walters joined the LGBTQIA+ business association.”

Avoid using LGBTQIA+ to describe individuals, and don’t default to LGBTQIA+ if discussing a more specific population, such as: “a bisexual advocacy group,” “a transgender health program,” etc.

DODO NOT
Use LGBTQIA+ as an adjective.Use LGBTQIA+ as a noun or for individuals.
Spell out on first reference, if possible.Default to LGBTQIA+ if addressing a subgroup (e.g., only transgender people).
Use precise language when a group is more specific.Use acronyms without explanation in formal writing.
Reference UM-Flint community as LGBTQIA+ community, students, resources, etc.Refer to “LGBTQIA+” as a person or group of people (“the LGBTQIA+”).

Medical and Scientific Terms

Capitalize proper names but use lowercase for other words when referring to diseases, syndromes, theorems, laws, etc.

  • Parkinson’s disease
  • Hodgkin’s disease
  • Down syndrome
  • Lou Gehrig’s disease

Online

Use as one word. Do not hyphenate.