Faculty Handbook Style Sheet
F.1. GENERAL STYLE GUIDANCE
E.1.1 The section of the UMW Style Guide covering the use of “UMW and academic terms” shall be the principal reference to consult regarding the style appropriate for entries in the Faculty Handbook. It is available at: http://www.umw.edu/policies/style_guide/umw__academic_terms/default.php
E.1.2 The following are spelled out fully when first used each major section of the Handbook (§1, §2, etc.), and may thereafter be mentioned as shown:
Commonwealth of Virginia the Commonwealth, or Virginia
University of Mary Washington the University
President of the University Mary Washington the President
Rector and Visitors of the University Mary Washington the Board of Visitors, or the Board
E.1.3 The symbol § (plural, §§) abbreviates both section(s) and subsection(s).
E.1.4 Avoid ad hoc capitalization. The UMW Style Guide (UMW and Academic Terms section) provides guidance about when to capitalize.
E.1.5 Sections of the Faculty Handbook should be capitalized (though not italicized):
§3.13.5 Sabbatical Leaves Appendix A Section 2
E.1.6 Items in lists are not normally capitalized in the Handbook (cf. F.4).
E.1.7 Key terms in a discussion are often italicized on first use, but should thereafter appear in roman type (for example, “tenure-track faculty are elected to these ranks”).
E.1.8 A technical term, especially when accompanied by its definition, is often italicized on first use, but should thereafter appear in roman type (for example, academic year).
E.1.9 Corrections in style While motions for the faculty are in the process of being developed, corrections of style lapse may be incorporated silently by crafters of the motion or by those tasked with incorporating an approved amendment in the Faculty Handbook. The Office of the Provost bears de facto responsibility for ensuring that appropriate language reaches the Board of Visitors for approval.
E.2 GENERAL HANDBOOK FORMAT
Persons preparing amendments for the Faculty Handbook should strive as much as possible to write the material in a way that adheres to Handbook formatting and observes these guidelines:
E.2.1 The text should be flush-left and ragged-right (i.e., left-, but not right-justified), single-spaced, with one skipped line between numbered items.
E.2.2 In composing documents for eventual insertion into the Handbook, use consecutive numbering (not outline or essay format, not letters or roman numerals). On the use of lists in the Handbook, see F.3.
E.2.3 Each new paragraph should be assigned a new subsection number and a title for easy reference. The number should appear in boldface followed by two spaces, then the section title in boldface (without terminal punctuation) followed by four spaces; text should then begin in roman type. In the few cases where titles of subsections are thought inappropriate, the subsection number should be in boldface followed by two spaces, then the text should begin in roman type.
E.2.4 Avoid mention of information likely to become dated quickly (e.g. specific office hours).
E.3.1 Italics should be used for all publications of the University; for emphasis (must have written permission); for the introduction of technical and specially treated terms; for foreign words (curriculum vitae); but not for common Latin abbreviations (e.g., i.e., cf., et al., etc.).
E.3.2 Boldface should be used for section and subsection numbers and headings.
E.3.3 Bold italics should be used for titles appearing within section headings.
E.4.4 ALL CAPITALS and BOLD CAPITALS should occur only in headings, not in the text. The text for first-level subheadings in all sections (e.g. §2.1 INTRODUCTION TO FACULTY GOVERNANCE) should appear in 12-point, BOLD CAPITALS (Times New Roman font).
E.4.1 When the context makes it clearer to create a brief list rather than to itemize within a paragraph (e.g. when several items are required to be included in some document or file), a bullet list may be used. Items in the list are not normally capitalized and, depending on the sort of elements in the list itself, may or may not require punctuation:
List 1 List 2
• academic advising
; • Submit all final grades to the Office of Student Records,
• career advising • return all library books and/or pay all library fines, and
• club sponsorship • turn in all University-owned property .
E.4.3 Lists are normally single-spaced. For three or fewer items, incorporation into the paragraph is usually preferable.
E.5 Numbers in the Text
E.5.1 Whole numbers from zero to ninety-nine, round numbers, and numbers at the beginnings of sentences are ordinarily spelled out. For example: “within one week (five working days)” or “three years (or the equivalent) of full-time teaching.” Common fractions and ordinals should also be written out (“two-thirds of the members present”). Exceptions include tables of figures, contexts where numbers appear together in close proximity, time of day, and dates:
The collection contains some 300,000 catalogued volumes, approximately 1,500 current newspaper . . .
E.5.2 In quasi-legal contexts, numerals may appear in parentheses after being spelled-out:
this process will not exceed sixty (60) days from the initiation of a complaint
E.6.1 Normal rules of punctuation apply to the Handbook.
E.6.2 Square brackets are used to designate particular actions taken by the Board of Visitors (specified in 11.3 below); other parenthetical remarks appear in ordinary parentheses.
E.6.3 Note the form of the em dash (—), en dash (–), hyphen (-), and examples of each, respectively:
em dash: term appointments—ones that will end after a specified term of service—are used
en dash: §§2.14.1–18.104.22.168 August–May academic year 2006–07
hyphen: whether full-, half-, step, foster-, adopted, or in-law institution-wide
E.6.4 Explanatory notes should appear parenthetically within the subsection to which they refer; if it is unavoidable that an asterisk be used to indicate a note to the text (e.g. the note refers to something within quoted material), the note should be placed immediately after the subsection, before any other numbered subsection.
E.6.5 Double quotation marks should not be used to indicate special uses of terms (cf. G.5).
E.6.6 Avoid ad hoc use of symbols and special characters (e.g., diamond bullets).