Writing Style Guide
August 2016 Introduction to this Guide
This Writing Style Guide is intended to help writers and editors communicate clearly
and consistently about PCC in publications and correspondence.
Please keep in mind that because this is an ongoing document, entries may be added
or revised on a continuing basis. If you have additions or suggestions, please e-mail
them to [email protected]. We hope this is helpful to you!
Our PCC Brand & Personality
Our brand encompasses all that Pasadena City College offers, all that we do and all of
our successes as well as all of our efforts to improve. PCC​ is not just a school. It is a
diverse, long-standing community of Lancers ​—​ determined students, accomplished
faculty, dedicated staff and noteworthy alumni. It is a reputable institution that
educates through innovative teaching techniques, is constantly discovering and
evolving, and leads us to become forward-thinkers. PCC is an opportunity that opens
up doors, builds legendary futures and drives us to make an impact. It breaks down
barriers, faces adversity head-on and inspires us to be bold. At PCC futures are
ignited, lives are transformed and each of us is pushed to be great. August 2016 This brand is built on five pillars, the core values that define who we are and enable us
to accomplish greatness: ● a passion for learning ● a commitment to integrity ● an appreciation for diversity ● a respect for collegiality ● a recognition of our heritage Our Personality A brand, just like a person, has key traits that make up its personality. At PCC, our
personality is made up of the following: ● Dynamic: We are forward thinkers, constantly changing, adapting and
progressing. ● Accepting: We are a diverse community and striving to be balanced, equitable
and empathetic to all. ● Supportive: The skills and talents of each of us are crucial to our success. We
work together, help each other and support one another in our endeavors to be
great. ● Driven: We work hard, pursue our goals, and persevere beyond the barriers that
may stand in our way. ● Proud: We have a rich history full of achievements, legends and success. This history is the pride of our PCC community and the bedrock of who we are today. Writing Style Guide August 2016 What is Voice & Tone? At PCC, we speak with a consistent voice across all publications and platforms. This
voice is how we convey our brand and our personality to the world. Our tone adapts to our audience and the purpose of writing. For example, social media
writing may be more conversational and use shorter sentences, while writing for a
potential foundation donor may call for longer, more dynamic sentences. However, it
should always sound as if the same person is speaking. This consistency is the PCC
voice. The PCC Voice & Tone The voice of PCC is friendly, familiar, optimistic, helpful and straightforward. Our words
are simple, concise and conversational. Less is more ​—​ we say what we mean in the
simplest way. Our priority is to help our audience get the information they’re looking for
and the support they’re seeking. In writing, ​our voice is created through our word choice, sentence structure, and point
of view. When writing in the PCC Voice, a few key things to remember are: ● Be inclusive ○ After first reference, use first person plural pronouns such as we, our, and
us. ○ Instead of “PCC offers degrees and certificates,” say “We offer degrees
and certificates.” ● Be personable ○ Create closeness to your audience by speaking directly to them. Use
pronouns such as you and your. August 2016 ○ Instead of “Students can register today,” say “You can register today.” ● Be helpful ○ You may be an expert, but avoid coming across as bossy. ○ Instead of “You must login to LancerPoint to register for classes,” say
“Trying to register for classes? Login to LancerPoint.” ● Be positive ○ Instead of “You can’t sign up for classes without taking the online
orientation,” say “Take the online orientation to get started on your
course registration.” ● Be friendly ○ Create friendliness through the use of warm, conversational words. ○ Though​ ​informal words are great, carelessness such as spelling and
grammar errors are not. Use our Grammar and Editorial Guide to help
answer any questions. ● Be simple ○ When possible, choose simple, easily understandable words. ○ In the world of academia, there are many institutionalized words that
should be used, even if they are a bit more “complex.” Don’t dumb down
the language. Instead, provide context to make it understandable. ○ Use our Grammar and Editorial Guide to help determine the correct
academic words to use. ● Be clear ○ Use clear language. Avoid jargon and idioms, which may be confusing to
your readers. ○ Write in the active voice,​ ​avoiding the passive voice when possible. ○ Instead of “Club applications will be collected by the Associated
Students,” say “The Associated Students will collect club applications.” ● Be Empathetic August 2016 ○ Your goal as a content writer is to help users complete their tasks and
understand information. When writing, be aware of this and make sure
what you are saying is helping them reach that goal. ○ Consider why users are reading your content and how they are likely to
be feeling. Are they current students, frustrated because they can’t figure
out which classes to take? Are they new students, excited because they
just finished applying to PCC? Perhaps visiting community members,
confused about where to park. When writing, adjust your tone to be
conscientious of the wide range of emotions your readers are probably
experiencing. Writing Samples Giving Instructional Information Compare these two sets of instructions intended for students: Certain financial aid programs have limited funding, so applicants are selected
for campus funds on a first-come, first-served basis. Students interested in
campus-based financial aid should submit their requested documents in a timely
fashion. August 2016 Interested in applying for campus-based financial aid? Be sure to turn in your
application as soon as possible. Some of our aid programs have limited funding
and are awarded to those who apply first. See the difference? Essentially, we are conveying the same message in both, but the
second is more concise, uses a friendlier voice, is inclusive (e.g., “our aid programs”),
speaks directly to the audience (the students) rather than about them and uses clearer
text by refraining from using idioms (e.g., “first come, first served”). Introductory Information Example 1 Compare these two sets of introductions to a student program: PCC's Study Abroad Program is committed to making international educational
programs available to students. We provide unique educational experiences by
offering classes in various locations around the world. Students are immersed in
a new culture, gaining an insight into that culture that is impossible to obtain in a
classroom. International experience and an understanding of other people and
cultures are highly valuable qualities in today's diverse environments. See the world and immerse yourself in a new culture during an educational
experience that you will never forget! PCC’s Study Abroad program offers you an
exciting international education with the opportunity to take classes at various
locations around the world. During this unique experience, you will learn and live
differently, gaining a new perspective of other people, cultures and way of life. August 2016 Again, both samples give readers the same information. However, the second sample
speaks directly to the audience, is friendly and helpful and creates excitement about
the program through dynamic and compelling word choice. Example 2 Compare these two sets of persuasive introductions to a student organization: In Associated Students, we’re always working around the clock because we
believe in all the good stuff: student advocacy, education, community,
communication, transparency, accessibility, social justice–the list goes on. As
much as we do day in and day out, we could do so much more together. Our
Executive Board of 12 people only accomplishes our goals by relying on our
committees and subcommittees of dedicated students who share our values,
many of which are also there to develop their leadership skills. If you’re someone
who believes in the power of students, take a look on how we can work together
to strengthen the student voice. The Associated Students offers many opportunities for you to become more
involved at PCC. We believe in student advocacy, education, social justice
community, accessibility and communication. We dedicate a lot of time and hard
work toward improving our school, our education and our community. But our
impact could be even greater with your help. By joining a committee or
sub-committee, you will support our 12-person Executive Board, develop your
leadership skills and work alongside other motivated students to strengthen the
student voice at PCC. Both samples give students an overview of the organization and reasons as to why
they should join. However, the second sample doesn’t use idioms (e.g., “working
August 2016 around the clock,” and “day in and day out”), making it more understandable for our
diverse audiences. It leads with the main purpose of the writing (getting students
involved), which engages readers immediately. Grammar and Editorial Guide
The grammar and editorial guide will help you communicate in a clear and consistent
way when writing for the campus audience or PCC community. We generally follow the ​AP Style Guide. This list includes some exceptions, extra
important topics and PCC specific guidelines. For issues not addressed here, look to
the ​AP Style Guide for more information. Academic Degrees 1. Spell out a degree on first formal use and then use the abbreviation with
periods.
○ Associate of Arts, AA degree
○ Associate of Science, AS degree
○ John Jones, who has an Associate of Science degree, joined the Parsons
Corporation.
2. There is no possessive in associate degree. Use lowercase when not referring to
a specific area of study.
○ Sue earned her associate degree from Pasadena City College.
August 2016 Academic Titles
1. Capitalize a title before a name. If a title appears before a name, no comma is
needed.
○ Professor of History Jane Doe; Professor Jane Doe; Instructor Jane Doe.
2. If the title does not precede the name, do not capitalize it. The same applies for
dean and president.
○ Jane Doe, professor of history, will introduce a new course starting next
semester.
○ John Jones, dean of the college, spoke at November’s Rotary event.
3. Once a professor or instructor’s title is mentioned, that professor or instructor
can be referred to by his/her last name only.
○ Professor Sam Smith’s history class is one of the most popular on
campus. Smith expects to teach two new classes the next semester.
Acronyms 1. Acronyms should be included in the first reference to an organization or
program. The program may be referred to by its acronym on subsequent
references. No periods are used with acronyms.
August 2016 ○ The Program for Academic Support Services (PASS) is designed to
increase the retention, graduation and transfer rates of students who are
low-income and/or the first in their family to go to college. PASS offers
various services to insure student success.
2. Please refer to Appendix 1.1 for a complete list of the official acronyms used at
PCC.
Addresses 1. Use the abbreviations Ave., Blvd., and St. only with a numbered address. Spell
them out and capitalize when part of a formal street name.
○ 1570 E. Colorado Blvd. Pasadena, CA 91106
○ PCC is located on Colorado Boulevard.
Ages 1. Always use figures when dealing with ages. Use hyphens for ages expressed as
adjectives before a noun or as substitutes for a noun. When using decades for
age, do not use an apostrophe.
○ The student is 18 years old. She is an 18-year-old student.
○ “He is an older gentleman in his 80s.”
August 2016 Ampersands 1. Use an ampersand when it is part of a company’s formal name or a composition
title. It should not be used in place of and, except for some accepted
abbreviations. Exceptions can be made for creative use in graphic design as
needed.
○ Procter & Gamble; EOP&S.
Building Room/Space Names 1. When referring to a PCC campus location, you should always start with the
building, followed by the room number. In the long version, a comma separates
the building and the room number. In short version, a dash (-) separates the
building and the room number, with spaces on either side of the dash.
○ Long Version: R Building, Room 100
○ Short Version: R-100
2. The long or short version can be used at writer’s discretion
3. Please refer to Appendix 1.2 for approved names of all campus locations.
Campuses August 2016 PCC has 5 campus locations: ○ Pasadena City College Main Campus (formal); Pasadena City College
○ Pasadena City College at Rosemead (formal); PCC at Rosemead
(informal)
○ Community Education Center (CEC)
○ Pasadena City College at John Muir High School (formal); PCC at John
Muir High School (informal)
○ Child Development Center (CDC)
Class Year 1. Use first-year student rather than freshman. Terms denoting student status are
lower cased.
○ Registration for first-year students starts on Wednesday, August 2;
registration for second-year students begins Thursday, August 3.
2. Use future students rather than prospective students.
○ Future students can meet with Pathways counselors in front of the library.
College Name 1. Use Pasadena City College on first reference and on all covers of campus
publications. Use PCC on subsequent references.
August 2016 ○ Pasadena City College is located in Pasadena, CA. Students from all over
Los Angeles attend PCC.
Colon 1. A colon introduces an element or a series of elements illustrating or amplifying
what has preceded the colon.
○ The study involves three food types: cereals, fruits and vegetables and
fats.
2. A colon may be used instead of a period to introduce a series of related
sentences. If a complete sentence follows a colon, the first word should be
capitalized.
○ Jane was faced with a choice: Should she accept the internship? Or
should she remain working at her current job?
Comma 1. The final comma in a series does not need to be used unless required for clarity
in a series of complex elements.
○ She studies math, science and history.
2. Do not use a comma before or after a ZIP code
August 2016 ○ 1427 E. 60th St., Chicago, IL 60637
3. Do not use a comma after a student name and their graduation year.
○ John Doe ’00 ran the marathon.
4. A comma rather than a colon is used after said, replied, asked, and similar
verbs.
○ Garrett replied, “I hope you are not referring to me.”
Commonly Misused Words Following are some commonly misused words: ○ Afterward, not afterwards
○ Toward, not towards
○ Forward, not forwards
○ Photocopy, not Xerox
○ Aid/Aide. Aid is assistance. An aide is someone who serves as an
assistant.
Contractions
The use of contractions is directly related to tone. It is acceptable to use contractions
in informal writing such as the website and other marketing materials. W​ebster's New World College Dictionary includes many entries for contractions: aren't for are not, it’s for it is, for example. The contractions listed in the dictionary are acceptable to use. August 2016 Credits, Units and Grades 1. Unit is the favored term for credit received at PCC. Use the term “unit” any time
it appears with a numeral. Use numerals to refer to the number of units.
○ The course is 3 units.
2. Hyphenate between the numeral and unit when using it as an adjective
○ Students must pass the 3-unit course
3. The word credit may be used as a general word for a non-specific number of
units.
○ Students will receive credit for this course. Days, Months and Dates 1. In a calendar listing, move from the particular to the general — time, day, date.
○ 2 pm, Friday, April 29
2. No comma is used when only the month and year are used or when only the
month and day are used.
○ She received her diploma in May 2014. The ceremony was on May 15.
August 2016 3. When typing a month and a day (but not a year), do not use a “th,” “nd” or “rd”
after the day.
4. When typing just a day, you should use the complete name of the day (i.e.
Monday).
○ October 8 not October 8th.
5. Abbreviations for days are used when you are displaying the hours that a center
or location is open. Abbreviations should be as followed, with no periods:
○ M | T | W | Th | F | Sa | Su
Division, Section, School, Department 1. Courses and Sections- ​Capitalize the simple names of academic courses
(Math 125). Use standard rules of capitalization for the full name of the course.
(Math 010: Linear Algebra and Applications). On first reference, use the full name
of the course. On subsequent references, use the simple name.
○ There are 15 sections in the Math 125: Beginning Algebra; Math 125
meets in room 103.
2. Schools​- ​PCC is divided into the following five schools. When referencing a
school, they should always be written as follows:
○ School of Business, Engineering and Technology
○ School of Health Sciences
○ School of Science and Mathematics
○ School of Humanities and Social Sciences
○ School of Visual, Media and Performing Arts
August 2016 3. Departments- ​Within each school there exists specific academic departments.
Capitalize a formal name (Department of Geology). Do not capitalize an informal
name (geology department) unless it is a proper noun.
○ The Department of English is within the School of Humanities and Social
Sciences. Students can go to the English department to view their finals
grades. Hyphens and Dashes 1. Hyphen (-) ​Do not use a space between hyphens. Do not use a hyphen in cases
such as African American, Asian American, etc. Commonly hyphenated terms
include:
○ First-year student
○ Two-year or four-year institution
○ Question-and-answer
○ Short-term, long-term
○ Student-oriented, college-bound
2. En dash (–) ​The en dash signifies up to and including (or through). There’s no
space immediately before and after a long en dash.
○ Her college years, 1998–2002, were the happiest in her life.
August 2016 3. Em dash (—) ​The em dash is the long dash. It is the most commonly used dash
and shows an abrupt change in thought. Insert a space on both sides of an em
dash.
○ Steve Jones — a first-year student — received a Fullbright scholarship. Grades 1. Capitalize grade names when using them as proper nouns.
○ B grade, grade of B, a grade of Incomplete.
2. Do not capitalize grade names when using them as adjectives
○ The professor marked her math assignment incomplete. Internet Terms and Usage
1. Use the term website rather than Website or web site.
2. Capitalize Internet; lowercase intranet.
3. Do not use http:// when including a url (​www.pasadena.edu​).
4. Be sure to check Internet links for accuracy and accessibility.
Numerals 1. Spell out whole numbers from one through nine and any number beginning a
sentence. For other numbers, numerals are used.
○ There were 32 students at the conference. We saw three of my friends.
○ One hundred and ten candidates were accepted.
August 2016 2. Use figures for academic course numbers and addresses. Spell out numbered
streets nine and under.
○ History 6, Philosophy 209
○ 210 Main Street; 5 Sixth Avenue, 3012 50​th​ St.
3. Spell out ordinal numbers in text.
○ First, second, third—not 1st, 2nd, 3rd.
4. For numbers of four digits or larger, use a comma.
○ 1,500; 35,000.
5. Very large numbers should be expressed with a numeral and word. Decimals are
preferred where practical.
○ 450 million; 1.5 million
6. In headlines, abbreviate only millions and billions.
○ Announcing the $5M capital campaign.
7. Percentages are always given in numerals and the word percent is used.
○ Males make up 31 percent of the class.
8. If the sentence begins with a numeral, it should be spelled out.
August 2016 ○ Fifty percent of PCC students receive financial assistance.
9. When referring to a specific century it should be spelled out and in lowercase.
○ The new technology was invented in the twenty-first century.
PCC-Specific Terms 1. Academic Resources
○ Canvas
○ Learning Management System (LMS) and not CMS
○ Enrollment (not matriculation)
○ LancerPoint
2. Academic Programs
○ Pasadena City College Extension (formal); PCC Extension (informal)
○ Distance Education (DE)
○ Weekend College
○ Noncredit Division
○ Honors Transfer Program
3. People
○ Future Students (not prospective)
○ International Students
○ Alumni
○ Student-athlete
○ Library patrons (not users)
4. Groups
○ The Pasadena City College Foundation (formal); The Foundation (informal)
August 2016 ○ President’s Circle (Annual Fund)
○ Associated Students
○ Clubs
5. Misc. Terms
○ Tuition fees vs. fees. Tuition, or standard enrollment fees, in 2015 are $46
per unit for instate students; the cost is $193 for out-of-state and
international students (plus the standard enrollment fee). This amount
covers the costs of instruction.
○ Fees fall into the category of costs other than tuition, such as parking,
health, student representation, student activities and capital outlay (for
non-California residents).
○ Commencement​, not graduation
○ Assessment vs. Placement Test. Assessment Services is the office that
administers the placement test to students at PCC. Students take the
math and the english or ESL placement test as part of their initial
enrollment at the college.
○ Student Success Centers refers to the various academic tutoring/support
centers on campus including the Learning Assistance Center as well as
subject specific learning centers.
PCC Sports Teams and Conferences 1. PCC teams are members of the South Coast Conference (SCC), which is
affiliated with the California Community College Athletic Association, CCCAA.
2. Use an apostrophe when referring to the Lancers as a possessive. Additionally,
use a plural possessive when referring to the specific type of team
○ The Lancers’ women’s basketball team won the game.
August 2016 Personal Names 1. An individual’s first and last name should appear the first time he/she is
introduced. In subsequent references, use only the individual’s last name.
○ John Smith is the new President of Pasadena City College. Previously
Smith was President of Glendale Community College.
2. Maiden names precede married names and are not placed in parentheses or
quotation marks.
○ Elizabeth Smith Brown ’90.
3. Commas should not be used before or after Jr. and Sr. or to set off II, III.
○ George W. Wilson Jr. has eclipsed his father’s fame. John A. Doe III is the
son of John A. Doe Jr.
Semicolon 1. Rule: ​The semicolon’s most common use is between two independent clauses
not joined by a conjunction.
○ Julia intends to transfer to UCLA; her plans, however, are still quite
vague.
Slash 1. Do not use a space before or after a slash (/).
○ Environmental/environmental justice.
August 2016 Semesters 1. Capitalize when referring to a specific semester or session. Otherwise,
lowercase.
○ Fall Semester 2014. She will offer the course in fall.
Time 1. The letters are lowercase and not followed by periods. Leave a space after the
number. Do not add “00” to the time. Exceptions can be made for purposes of
graphic design in posters.
○ 10 am, not 10:00A.M.
2. The hour of the day or night is followed by am or pm. You can omit
abbreviations if the context is clear.
○ The morning flight to Philadelphia leaves at 10:15. It lands at 2:15 pm
3. Use noon, not 12 pm. Use midnight, not 12 am.
○ The seminar is at noon. We expect the meeting to run until midnight.
Titles
Page Titles and Headings at Levels 1 and 2:
August 2016 1. Capitalize the first word of the title/heading and of any subtitle/subheading;
2. Capitalize all “major” words (nouns, verbs, adjectives, adverbs, and pronouns) in
the title/heading, including the second part of hyphenated major words (e.g.,
Self-Report not Self-report); and
3. Capitalize all words of four letters or more.
Headings Levels 2, 4, and 5
1. Capitalize the first word of the title/heading and of any subtitle/subheading;
2. Capitalize any proper nouns and certain other types of words; and
3. Use lowercase for everything else.
The Differences Between etc., i.e. and e.g. 1. etc. (etcetera) is used to say, “and so forth.”
○ Equipment for the trip includes tents, sleeping bags, etc.
2. i.e. is used to say, “in other words.”
○ She is held up at the office (i.e., she’ll be late).
3. e.g. (exempli gratia) is used to say, “for example.”
○ I prefer savory dishes, (e.g., steak and eggs).
Appendix 1.1 Acronyms August 2016 The following are the official acronyms used at PCC. Please note this is an ongoing
document and entries may be added or revised on a continuing basis. ALE - Association of Latino Employees APL - Academy of Professional Learning AS - Associated Students BIT - Business Information Technology BOG Waiver- Board of Governors Enrollment Fee Waiver BRAC - Budget and Resource Allocation Committee CAP - College Advantage Program CAPM - Council on Academic and Professional Matters CBC - Community Business Center CCC - California Community Colleges CDC - Child Development Center CEC - Community Education Center CLAVE - Chicanos/Latinos Advancing in the Values of Education CLC - Computer Learning Center CTE - Career Tech Education DE - Distance Education DMC - Digital Media Center DSP&S - Disabled students program and services DTP - Design Tech Pathway EOP&S - Extended opportunity programs and services ESL - English as a Second Language eSTEM - Environmental Science, Technology, Engineering and Mathematics FAFSA - Free Application for Federal Student Aid FERPA - Family Educational Rights and Privacy Act FTE - Full-Time Employee FTS - Full-time Student August 2016 FYP - First Year Pathways HR - Human Resources IEC - Institutional Effectiveness Committee ISC - International Student Center ITS - Information Technology Services LAC - Learning Assistance Center LMS - Learning Management System MAP - Media Arts Pathway MESA - Mathematics, Engineering, Science Achievement MRC - Math Resource Center OIE - Office of Institutional Effectiveness P&P - Policies and Priorities Committee PAAPI - President's Asian American Pacific Islander Advisory Committee PASS - Program for Academic Support Services PAWS - Pre-Assessment Workshop and Study Session PD- Police Department (AKA Department of Police & Safety Services) President's Latino Advisory Committee (?) PSA - Personal Services Agreement PTSA - Parent, Teacher and Student Association ROPE - Rights of Passage in Education SBDC - Small Business Development Center SCC - South Coast Conference SERP - Supplemental Employee Retirement Incentive Plan SLO - Student Learning Objectives
SPO - Student Performance Objectives
STACC - Stretch Accelerated Composition STARS - Scholars Transitioning and Realizing Success STEM - Science, Technology, Engineering and Mathematics SYP - Second Year Pathway August 2016 TABE - The Association of Black Employees TAG - Transfer Admission Guarantee TLC - Teaching and Learning Center VAMS - Visual Arts & Media Studies VLC - Veteran's Learning Collaborative VMPA - Visual Media and Performing Arts WAC - Writing Across the Curriculum Web CMS - Web Curriculum Management System Appendix 1.2 Campus Locations The following are the common names, followed by the official names for campus
buildings at PCC. It is acceptable and recommended to use the common name in
informal writing. Please note this is an ongoing document and entries may be added or
revised on a continuing basis. The Circadian Creveling Lounge R Building (Official: Catherine J. Robbins Building) Community Business Center Court of Champions Sexson Auditorium V Building (Official: Howard E. Marvin Technical Building) U Building (Official: Sarafian Hall) Library, LL Building (Shatford Library) The Forum, UU Building (Lillian Vosloh Forum) Harbeson (HH Building) August 2016 Center for the Arts (CA Building) Westerbeck (Westerbeck Recital Hall) Art Gallery (Boone Family Art Gallery) Center for the Arts Theatre The Piazza Conference Center (G Building) Bookstore (Pasadena City College Bookstore) Z Building Science Village
Gallery V108 The Quad
Lancer’s Pass (​Lancer's Pass Cafeteria)
Sport Venues Robinson Stadium Hutto-Patterson Gymnasium Aquatic Center Jackie Robinson Memorial Field* Robinson Park Softball Field* Tennis Courts Campus Areas Alumni Commons Boone Sculpture Garden * off-site location
August 2016