First and Second references
Divisions and Departments
Capitalize and spell out formal titles such as professor, dean, president, trustee, chair, etc., when they precede a name. Lowercase elsewhere: "former Dean and Professor Jane Doe;" or "Jane Doe , former dean, spoke at the event."
Lowercase modifiers such as "social science," as in "social science Professor Jane Doe" or "department" in "department Chair Jane Doe."
BEFORE A NAME
Abbreviate the following titles when used before a full name outside direct quotations: Dr., Gov., Rep., the Rev., Sen., and certain military designations. Spell out all others except Dr., Mr., Mrs., Ms when used before a name.
AFTER A NAME
Abbreviate junior or senior after a name. Abbreviate company, corporation, incorporated and limited when used after the name of a corporate entity. Do not use a comma after the designation. Correct: "the Center for Money Studies Inc."
FOR DEPARTMENTS, only after properly identified the Child Development Center (CDC)…
Capitalize formal titles when they are used immediately before one or more names: President Bush, Pope Benedict.
A formal title generally is one that denotes a scope of authority, professional activity or academic accomplishment so specific that the designation becomes almost as much an integral part of an individual's identity as a proper name itself: Gov. Corzine.
Other titles serve primarily as occupational descriptions: pilot Chuck Yeager, novelist Tom Clancy.
The following formal titles are capitalized and abbreviated as shown when used before a name outside quotations: "Dr., Gov., Lt. Gov., Rep., Sen." and certain military ranks. Spell out all except "Dr." when they are used in quotations.
PAST AND FUTURE TITLES
A formal title that an individual formerly held, is about to hold or holds temporarily is capitalized if used before the person's name, but do not capitalize the qualifying word: former President Carter, interim Vice President Jane Doe.
Separate a long title from a name by a construction that requires a comma: "Jane Doe, vice provost for affirmative action and academic personnel, asked for the application forms."
If the title applies only to one person in an organization, insert the word "the" in a construction that uses commas:
"Joe Jefferson, the deputy secretary, spoke to the group."
Capitalize and spell out formal titles such as professor, dean, president, chancellor, chairman, etc., when they precede a name. Lowercase elsewhere: "former Chancellor and Provost Eleanor Brantley Schwartz;" or "George Russell, former chancellor, spoke at the event."
Lowercase modifiers such as "political science," as in "political science Professor Ben Martin" or "department" in "department Chair Burton Dunbar."
Apply these guidelines to book titles, movie titles, opera titles, play titles, poem titles, song titles, television program titles, and the titles of lectures, speeches and works of art.
In general, the preferred form for mention of academic degrees is to use a phrase such as "Jim Phillips, who has a doctorate in physics ...."
In articles and materials prepared for academic audiences or on-campus use, or in materials where the credentials of the person are necessary to establish credibility, the title "Dr." may be used for holders of Ph.D. or honorary degrees.
Do not continue the use of "Dr." in subsequent references.
LEGISLATIVE TITLES Use "Rep., Reps., Sen. and Sens." as formal titles before one or more names in regular text. Spell out and capitalize these titles before one or more names in a direct quotation. Spell out and lowercase "representative" and "senator" in other uses.
Spell out other legislative titles in all uses. Capitalize when they are used before a name. Lowercase in other uses.
Add "U.S." or "state" before a title only if necessary to avoid confusion.
Theatre: Not theater
try and/try to: Correct: "She will try to pass the test." Incorrect: "She will try and pass the test."
use, utilize: Grammar experts note no discernible reason to substitute "utilize" for "use," because they have the same meaning. Rene Cappon, in "Guide to Good Writing" says "Why choose the longer and ugly word over the short and crisp one? Use use."
Web site: Use as two words: "Web site."
World Wide Web: On second reference, it's acceptable as "the Web."
TRICKY WORDS AND PHRASES
Use Arabic numerals (1,2,3,4,5,6,7,8,9,0) unless Roman numerals (I,V,X,L) are specifically required.
For uses not covered by the following listings spell out whole numbers below 20, use figures for 20 and above.
In a series
Apply the appropriate guidelines, even if that means using two different styles:
"They had 12 hamburgers, five hot dogs and only 10 buns." "She had three three-hour classes, two four-hour classes, and she bought 10 three-ring binders to keep her notes straight."
When large numbers must be spelled out, use a hyphen to connect a word ending in "y" to another word; do not use commas between other separate words that are part of one number twenty, thirty; twenty-two; thirty-three; two hundred fifty-four.
Bergen Community College
400 Paramus Road
Paramus, NJ 07652