University Communications

Abbreviations

Use periods per AP style. Do not use periods for abbreviations in headlines unless required for clarity. As a general rule, it is best to avoid abbreviations unless they are readily recognizable. Less commonly known words or phrases should be spelled out on first reference and may be abbreviated thereafter.

Use unit and program abbreviations only for internal unit communications. In communications intended for students and the public, use the full name of a CSUMB unit on first reference, then its approved acronym thereafter, or use a workaround such as center, institute, office, school, college.

Do not follow an organization’s full name with an abbreviation, acronym or initialism in parentheses or set off by dashes. 
Not: Chancellor's Office (CO); College of Health Science and Human Services (CHSHS). 

Using “aka” or “also known as” to introduce the abbreviation or acronym is acceptable. 

Acronym 

Avoid using acronyms when possible. However, use an acronym if it is the official name of an organization. Use only an initial capital and then lowercase for acronyms of more than five letters unless listed otherwise in the Associated Press Stylebook or Webster’s New World College Dictionary.

• Nasdaq (National Association of Securities Dealers Automated Quotations)
• Nabisco  (National Biscuit Company)

All uppercase without periods: BBC, FBI, NGO, PDF. Refer to Associated Press Stylebook for details. Periods are necessary when the initialism could be confused with a word: U.S., L.A.

Academic concentrations, programs

Program and concentration areas are not abbreviated: Bachelor of Science in biology. Only capitalize if a proper noun. For example: English, Spanish, American history.

Academic degrees

If necessary, use an abbreviation such as BA and PhD after a person’s name only when many individuals with their degrees spelled out on first reference would be cumbersome, such as on a list of administrators on the inside cover of a publication. Use these abbreviations only after a full name, never after just a last name. 

Insert a comma and space after the person's last name and before the degree designation.

Do not use periods in abbreviations of degrees, including MD. Note that this is a variance from AP Stylebook: BA, MS, PhD, not B.A., M.S., Ph.D.

Note: It is assumed all CSUMB professors have doctoral degrees. Their names would not customarily be followed with PhD.
When referring to a bachelor’s or master’s degree, follow it with the degree or concentration (e.g., marine science). 
Note: If choosing to use the formal Bachelor of Science, Bachelor of Arts, Master of Science, Master of Arts; these formal degrees must be capitalized as shown.

There is no apostrophe (') or "s" in associate degree. There is in bachelor’s degree and master’s degree.

• Do: bachelor's degree in music; Master of Science in environmental science
• Not: Bachelors in Liberal Studies; Masters in education 

Punctuation

Use a slash in a dual-degree abbreviation. Do not abbreviate the area of concentration: Master of Arts in education/special education.

Do not use a dash as a substitute for “to” in abbreviations for progressive degree programs: RN to BSN.

California State University, Monterey Bay

On first reference, use the shortened brand nickname of the university: Cal State Monterey Bay.

 
Use CSUMB or Cal State Monterey Bay in subsequent references, but do not introduce it as an abbreviation in parentheses. 

Not: California State University, Monterey Bay (CSUMB).

An exception to using the nickname on the first reference should be made in formal publications, including commencement and convocation materials, grant announcements, and government documents. In formal applications, use California State University, Monterey Bay, on the first reference and then use authorized shortened forms on the second reference: Cal State Monterey Bay, CSUMB, or the university.

It is permissible to shorten the name on the first reference in internal documents and materials that are under the university masthead to CSUMB. Only shorten to Monterey Bay when referring to the university in a copy that unmistakably refers to the university and not to the geographic region of California.

• Cal State Monterey Bay consistently attracts top-quality students from the Central Coast and across the nation.
• Students enrolling at the university have access to faculty members who are elite in their fields of study.
• Not: The academics at Monterey Bay are top-notch.

Building numbers

Use full building names and their numbers when communicating to the public.

Example: Alumni and Visitors Center, Building 97

However, in tables, it is appropriate to use CSUMB's official building numbers next to the shortened name of the building rather than full building names. Example: AVC Bldg. 97

Centers, colleges, departments, institutes, schools, university

The full name of an academic unit should be used on first reference: College of Health Science and Human Services. Subsequent references may use the endorsed abbreviation CHSHS or a workaround preceded by “the”: center, institute, office, school, college.

Avoid using acronyms to refer to any university unit. Make the association to the university clear:

• Explore the many majors available in the College of Science.
• The College of Health Sciences and Human Services offers free seminars.
• Not: The COB convocation will be held in the Otter Student Union.

See Capitalization.

Ampersands [&] 

Not acceptable in text. Official CSUMB unit names use the word “and”: College of Arts, Humanities and Social Sciences.

Ampersands are acceptable only in endorsed logos, wordmarks, company names and approved names (ie; Tanimura & Antle, Sustainable Hospitality & Tourism Management).

See Punctuation and symbols.

Use U.S. Postal Service style for mailing addresses. Use AP style in text. In other applications — such as invitations, posters and tables in reports — accommodate readability.

AP style

When showing an address in the block style of a mailing address or in usage that could prompt a reader to consult a GPS device (as within a footer), follow U.S. Postal Service standards.

In text, only avenue, boulevard, and street are abbreviated (Ave., Blvd., St.) and only when used as part of a numbered street address.

For example: 123 Sesame St.

All other street suffixes — drive, road, alley, etc. — are spelled out in all instances.

Capitalize a street suffix when part of a street name without a number, but don’t capitalize them when used alone or with two or more street names: Divarty Street, Abrams and Andesite drives.

Use figures for address numbers.

Spell out and capitalize First through Ninth when used as street names; use figures and ordinals for 10th and above

Do not use superscript formatting for ordinals.

Examples

• Meet me on the northeast corner of Hickory and Walnut boulevards.
• Dupont Circle is a traffic circle, park neighborhood, and historic district in Washington, D.C.
• My office is at 7 Fifth Ave., and his is at 100 21st St.

U.S. Postal Service style

Conform to the U.S. Postal Service address standards.

Use a specific line order, as shown in the example below.

Do not use punctuation on any line, including between city, state, and ZIP code.

Use specific abbreviations for street suffixes — refer to the USPS comprehensive list of suffix abbreviations — and two-letter abbreviations for states — see U.S. states below.

CSUMB campus addresses follow the same line order as the U.S. Postal Service standards.

CSUMB address example
Person Name
Department Name
Cal State Monterey Bay
100 Campus Center
Seaside, CA 93955-0001

External address example
Bugs Bunny
123 E. Carrot Blvd.
Albuquerque, NM 87102-0001

Note: For the outside of actual envelopes and labels, USPS requests all uppercase type in a sans serif typeface.

Additional examples and addressing tips are on the USPS website.

U.S. states

Data tables

In formats such as data tables of information, use the USPS two-letter state abbreviations, uppercase, no periods.

Mailing address

Use the USPS two-letter abbreviations (uppercase, no periods) when addressing correspondence for mailing, using full addresses, including ZIP code. See format sample above.

Text

The names of U.S. states are not abbreviated in text. Spell out the names of all 50 states, even when used with the names of cities or military bases.

Place a comma after the state name unless ending a sentence.

When state is used with of, it is not capitalized: the state of California.

Do not capitalize state when used as an adjective: state Rep. John Doe; the state Transportation Department; state funds. The same principle applies to city: the city of Salinas.

Note: The two-letter U.S. Postal Service abbreviations for states — Marina, CA — are appropriate only in mailing addresses and data tables. It is never acceptable in text.

Use New York state when necessary to distinguish the state from New York City (city is capitalized, state is not).

Use state of Washington or Washington state when necessary to distinguish the state from the District of Columbia. (Note lowercase "state" to avoid confusion with a university.)

Washington should be used in most story references to the U.S. capital because of the name recognition globally. Use Washington, D.C., with the added abbreviation only if the city might be confused with the state.

In this case, use Washington, D.C., on first reference to the nation’s capital, Washington on subsequent references. Do not use District of Columbia as a reference unless referring to an official designation, such as a local government name. Note commas — always use two — and periods.

Use in headlines

Revising previous CSUMB practice, all expressions of headlines should be in sentence case — first letter

is capitalized, as are all proper nouns. 

Academic concentrations, programs

Program and concentration areas that follow the name of a degree are not capitalized unless they are proper nouns: Bachelor of Arts in English. Master of Science in social work.

Academic degrees

Capitalize only the official diploma title; this includes words that are included in the official diploma title as abbreviations:

•   Bachelor of Arts
•   Bachelor of Science in marine science

Use full wording on first reference. In subsequent mentions, use associate degree (Not: associate’s), bachelor’s degree, master’s degree, and doctorate or doctoral degree. Do not use degree levels as standalone descriptors. Always use degree in conjunction with the designated level.

Examples:

• Note the admission requirements for a Bachelor of Science in communication design.
• She earned a Master of Business Administration with a concentration in accounting.
• This program culminates in a Bachelor of Arts in global studies.
• Not: She earned a BA in visual and public art
• Not: His bachelor’s is in psychology
• Exception: Allowed in avoiding the repeated use of “degree” in a short section of text

Academic titles

See Titles.

Centers, colleges, departments, institutes, schools, university

Use initial uppercase letters only for the full, official name as a proper noun. Do not capitalize when used in a descriptive manner.

• the Department of Biology and Chemistry
• the biology department
• the institute
• the university, not: the University

Do not use ampersands or plus signs in place of “and” in text or headlines, even for official CSUMB unit names.

• School of Humanities and Communication, not: School of Humanities & Communication

Forms

Capitalize the full names of forms such as applications. Do not capitalize when used in a descriptive manner.

•   Main Campus Housing Application
•   campus housing form, not: Campus Housing Form

Majors

The names of concentrations (degree majors) are not capitalized.

Exceptions are proper nouns: English, Hispanic, Spanish, Japanese

The only official source for the names of majors is found on CSUMB’s Catalog webpage, which lists majors, graduate programs, teaching credentials, and other programs (for CSUMB use, replace ampersands [&] with “and”).

• Bachelor of Arts in global studies
• Her bachelor’s degree in Japanese
• Jane Doe majors in nursing, not: Jane Doe majors in Nursing 

Company names

Consult only the corporate masthead for the official representation of an organization’s name. Do not rely on the organization’s other webpages:

• Updates are often made by many different individuals.
• Some departments may be authorized to use different styles.
• Pages may be outdated.

Generally, follow an organization’s convention for capitalization, punctuation and abbreviation of the organization’s suffix (Company, Corporation, Incorporated, Limited). Do not use a comma before the suffix, even if one is included in the formal name.

• Intel Corp.
• UnitedHealth Group Inc.

Use an ampersand if it is part of a company’s legal name, such as:

• AT&T
• U.S. News & World Report

Do not capitalize an article such as “the” unless it is part of the company’s formal name.

• The Kroger Co.
• The New York Times
• The Gap Inc.

Do not use all-uppercase names unless the letters are individually pronounced. Others should be uppercase and lowercase, even if the organization’s practice is otherwise. However, when an interior capital letter is part of the official company name, such as YouTube, follow that usage.

• BMW
• USA Today, not USA TODAY
• Ikea, not IKEA

Always capitalize the first letter if it begins a sentence.

• EBay is an online auction site, but: The item is listed on eBay.

Do not use symbols such as exclamation points, plus signs or asterisks that form contrived spellings that might distract or confuse a reader, even if one is included in the formal name: Yahoo, not Yahoo!

About Cal State Monterey Bay 

Cal State Monterey Bay provides approximately 6,500 students with the opportunity to learn and grow on a residential campus just one mile from the ocean in the inspiring coastal environment of Monterey Bay. Our highly ranked and affordable public university offers 28 undergraduate and eight graduate degrees. We prioritize diversity and small class sizes, which means students get to know their instructors and find mentors.

Cal State Monterey Bay was founded in 1994 on the former Fort Ord Army base through the efforts of educators, community leaders and elected officials. Our faculty and staff build on that legacy while mentoring students toward success, helping to power the regional economy. 

We pride ourselves on making higher education accessible to underserved and low-income populations. Our students come from California and other states, as well as other countries, but 38 percent of our undergraduates are from Monterey, San Benito and Santa Cruz counties. Seventy-two percent of our students receive some form of financial aid, while 53 percent are among the first generation of their families to go to college. More than half of our students live on campus, which creates a familial environment in which students can find their people in an inclusive community. 

A CSUMB degree provides a lifetime of value, and our graduates become compassionate leaders who are ready for the future. Learn more at csumb.edu.

About Cal State Monterey Bay 

In 1994, a group of educators, elected officials, and community leaders established Cal State Monterey Bay in the inspiring coastal landscape of Monterey Bay on the former Fort Ord Army base. We are recognized for innovative programs that prepare our students for success and help power the regional economy. Cal State Monterey Bay is one of the nation’s top public schools for making higher education accessible to underserved and low-income students. Our diverse population of about 6,500 students benefits from a strong support system and inclusive community. Seventy-two percent of our students receive financial aid, and 53 percent are among the first of their families to attend college. Small class sizes mean students receive an education guided by mentorship while pursuing degrees in 28 undergraduate and eight graduate majors. As a result, a CSUMB degree provides a lifetime of value for students and their families, and our graduates become compassionate leaders prepared for the future.  Learn more at csumb.edu.

About Cal State Monterey Bay 

In 1994, a group of educators, elected officials, and community leaders established Cal State Monterey Bay in the inspiring coastal landscape of Monterey Bay on the former Fort Ord Army base. We are recognized for innovative programs in our 28 undergraduate and eight graduate degrees that prepare our students for success and help power the regional economy. Seventy-two percent of our students receive financial aid, and 53 percent are among the first of their families to attend college. Learn more at csumb.edu.

When translating university documents into languages other than English, California State University, Monterey Bay and Cal State Monterey Bay and CSUMB remain in English.

Days

In sentences, spell out days of the week: The first class will be on Wednesday.

In a tabular format such as table entries and chart labels, use a three-letter abbreviation without a period:

Sun Mon Tue Wed Thu Fri Sat

Months

When a month is used with a specific day, abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec.

Spell out March, April, May, June and July even when used with a day.

• Jan. 7 was the coldest day of the month.
• July 13 was unseasonably cool.

Spell out all months when used alone or with only a year, and do not offset the year with a comma:

• January 2002 was a cold month.

However, when a phrase contains a month, day and year, abbreviate months as listed above and set off the year with commas before and after:

• January 2002 was a cold month.
• Feb. 14, 1996, was the target date.

Do not use ordinal suffixes with dates. Not: July 12th.

In formal applications such as university invitations, spell out the day of the week and the month, even when a date is included: Tuesday, February 6, 2019. For editorial writing for an event that happens in the future, adding the day of the week is preferred. 

Years

Years are the only exception to the rule that a numerical figure cannot begin a sentence:

• 2019 was a busy year for CSUMB.

Indicate decades in numeral form like any other plural: add “s” in lowercase with no apostrophe between:

• the 1990s

When using the less formal form of a decade with only two digits, use an apostrophe in place of the missing digits:

• the ’90s

Note: Microsoft Word and similar programs will interpret this punctuation as a single opening quotation mark, not an apostrophe. To override this, type a second single quotation mark after the first, then delete the first. This is not optional, as the default is incorrect: the ’90s, not: the ‘90s.

Show a range of academic years in text with hyphen between the years. Do not use spaces. Include four digits for the start year, just the final two years for the end year:

• The 2016-17 academic year begins next fall.

Separate a range of dates with a hyphen (no spaces before or after) when it’s two consecutive numerals, or “to” if it spans more than a month:

• April 16-20
• April 16 to May 8
• Monday, April 16 to Tuesday, May 8

Show a span of calendar years with from-to phrasing: She served as adjunct professor from 2000 to 2007. Not: from 2000–07.

Numerical treatment of dates

Do not use numerical treatments of dates, i.e., 8/14/16, in headlines or narrative content.

When using a numerical treatment of a date in "terms and conditions," expiration date, "fine print" or internal-use presentations, separate the date, month and year with a forward slash, i.e., 8/14/16. Do not use hyphens, periods, pipes or any other separator.

• Offer expires 8/17/16.
• Not: Offer expires 08/17/2016.

Spring, summer, winter, fall, autumn

Do not capitalize unless the word begins a sentence or is part of a formal name.

• spring break
• Summer Solstice
• fall semester
• Fall 2022
• Winter Olympics

Time

Use figures except for noon and midnight.

Noon is 12 p.m. The brown bag seminar will begin at noon.

Midnight is 12 a.m., and belongs to the day that is ending. They were up until midnight.

Morning and afternoon abbreviations are lowercase with periods, not uppercase or small caps: a.m. and p.m. Include a space between the figure and abbreviation.

Not: AM, A.M., am

Avoid redundancies:

• 10 a.m., Not: 10 a.m. this morning
• 12 p.m. or noon, Not: 12 noon
• 12 a.m. or midnight, Not: 12 midnight

Do not use zeroes for the top of the hour: 1 p.m. Not: 1:00 p.m. — An exception may be made for formal invitation format.

For spans of time in text, use to between the numerals, not a hyphen or dash: The program is scheduled for 9 a.m. to noon.

In tabular format, a hyphen may be substituted. No spaces before or after.

Use morning or afternoon abbreviations when both are required for clarity — 6-7 p.m. is a one-hour span; 6 a.m. to 7 p.m. is 11 hours. The field trip is an all-day event, from 6 a.m. to 5:30 p.m.

Gender neutrality

Do not use he/she, s/he or he and she when the gender of the subject is unknown. Instead, rewrite the statement for clarity: If a student requests information, direct the student to the correct office.

See Punctuation and symbols, Word list.

Also, see the CSU Diversity/Inclusivity Style Guide

Jargon

When communicating to general audiences, avoid jargon. Use clear, concise language. Exceptions would be if jargon is used in a direct quote. However, if the jargon in a quote is not widely used and would require an explanation, avoid it.

Pronouns

Avoid mixing singular and plural pronouns. Their is plural and should not be used as a substitute for a singular noun unless it is the declared pronoun preference of an individual.

When using they/them/their as a singular pronoun, explain if it isn’t clear in context: Morales, who uses the pronoun they, said they will retire in June.

Options:

Rewrite the sentence to avoid confusion:

• Not: Any student going must submit their materials by the deadline.
• Instead: Students planning to go must submit all materials by the deadline.

Replace the pronoun with an article:

• Not: Ask the student to prepare his or her presentation.
• Instead: Ask the student to prepare a presentation.

Revise the sentence to use the pronoun who:

• Not: A student is more likely to succeed if he or she does sufficient research.
• Instead: A student who does sufficient research is more likely to succeed.

Symbols

Do not create ambiguity by mixing symbols with words: test(s).

See Punctuation and symbols.

Several arrangements for lists are described below. Each arrangement has unique requirements, but all of them use only one type of phrasing to construct list items: either full sentences or phrases.

Avoid using a combination of sentences and phrases in lists.

Sometimes other list styles are required, such as the Word list in this style guide. In those instances, use a visual style that provides the best readability.

Academic courses

Lists of courses, such as in the CSUMB Academic Catalog, are shown in a vertical format, indented and without punctuation.

Place courses in alphanumeric order by prefix and course number, and place credit hours in parentheses.

Do not use bullets or numbering.

General Studies requirements follow the credit hours, offset with a comma.

HCOM 300 - Major ProSeminar (2)

CST 231 - Problem-Solving/Programming (4)

MATH 150 - Calculus I (4)

BUS 200 - Personal and Professional Responsibility in Business (2)

Bulleted lists

Use the bulleted-list style for information that is in random order (as opposed to Numbered lists, below), and arrange the lines in alphabetical order.

Bulleted items start with a capitalized word. Complete sentences end with a period, and single words and fragments do not. Use parallel construction, beginning each bulleted line with the same part of speech (noun, verb, etc).

If a sentence fragment requires further explanation, use an asterisk at the end of the fragment to point to a footnote. 

Examples:

A CSUMB Otter:

• Works to actively include everyone
• Serves your community
• Strives to accomplish your goals

Three concentration areas:

• Agribusiness
• Sustainable Hospitality Management
• Information systems

Numbered lists

Use the numbered list style for information that is required in a specific order, such as step-by-step instructions, and arrange the lines in sequence.

Numbered items start with a capitalized word. Complete sentences end with a period, and single words and fragments do not. Use parallel construction, beginning each numbered line with the same part of speech (noun, verb, etc).

If a sentence fragment requires further explanation, use an asterisk at the end of the fragment to point to a footnote.

Examples:

Prospective students must submit these items:

1.   Online application
2.   Required fees
3.   Test scores
4.   Transcripts

Follow these steps to get into your first choice of classes:

1.   Submit your CSU application early.
2.   Meet with an advisor.
3.   Complete your course registration online.
4.   Pay your fees by the deadline.

Fragments needing clarification

If a sentence fragment requires further explanation, use an asterisk at the fragment to point to a footnote.

Another solution is to use the paragraph preceding the list or immediately following it to clarify the information in detail.

Example:

In addition to the general requirements for admission to Graduate Education, applicants must also provide:

• Current curriculum vitae or resume*
• Online Graduate Education application
• Statement of purpose outlining career and educational goals

*The resume should demonstrate how professional experience will help the student succeed in this program.

Not:

In addition to the general requirements for admission to Graduate Education, applicants must also provide:

• Online Graduate Education application
• Statement of purpose outlining career and educational goals·   Current curriculum vitae or resume. 
• Resume should demonstrate how professional experience will help the student succeed in this program

Spell out one through nine, except in headlines.

Use figures for 10 and larger numbers.

For ages, percentages, temperatures, and measurements, always use figures, even for numbers less than 10.

• She was 7 when she decided she wanted to be an Otter.
• He lived just 6 miles from the CSUMB campus.
• It was 2 degrees below zero at the time.

Use figures for all numbers in tabular material and statistical and sequential forms.

When writing about rankings in headers, banners, and body copy, use No. and figures: U.S. News and World Report ranks CSUMB No. 25 for best colleges in the West.

Spell out a number at the beginning of a sentence except for calendar years:

• Twenty people registered for the seminar.
• 1976 was a very good year.

A numeral-and-letter combination may start a sentence:

• 3D printing seminars are scheduled in September in the makerspace.

Spell out casual references:

• CSUMB attracts thousands of students throughout California each year.
• She walked a quarter of a mile.

Do not use both a word and numeric version of a number in a sentence:

• Choose one of the sessions.
• Not: Choose one (1) of the classes.

See Punctuation and symbols.

Amount, number

Amount refers to quantities measured in bulk or mass but considered as a whole. Number refers to things that can be counted individually.

• The amount of square feet in the classroom is enough to include a lab.
• The total number of square feet in the classroom includes the  lab.

Decimals

Use a decimal point and numerals. For amounts less than one, add a zero before the decimal point and use the singular form of the measurement singular.

• 0.45 meter
• 0.65 cubic foot
• 0.85 kilometer

For grade point averages, include the hundredths place unless there are special circumstances.

• 2.00 GPA

Dollars, money

Use lowercase for denominations: dollar, cent, euro.

Use the dollar sign with numerals in all cases except casual references of amounts without a numeral: about a hundred dollars.

For amounts less than $1 million, do not include decimal places.

• $4
• $1,000
• $650,000

For amounts more than $1 million, use two decimal places if available.

Do not link the numerals and the word with a hyphen.

• Professor Gonzales was awarded a $2.32 million grant.
• She spent exactly $2,319,831 over the course of the grant.
• The CSU proposed a $30 billion budget.
• Not: $2.32M (except in tabular format), $30 Billion

Spell out euros: 1,000 euros. Do not use €.

Fractions

In text

Spell out fractions less than one in text, using hyphens between the words: two-thirds, seven-sixteenths.

Use numerals  for precise amounts larger than one, converting to decimals when possible.

In tabular formats

Use numerals exclusively, converting to decimals if the amounts involve extensive use of fractions.

Grade levels

Use numerals with a hyphen and no spaces for a grade range: The program is designed for teachers in grades 7-12.

Ordinals

Spell out first through ninth and use figures for 10th and above unless the nonstandard ordinal is part of an official name or title.

Do not use superscript formatting. Note: Superscript ordinals are the default in Microsoft Word. 

Percent, percentages

An AP style change in 2019, use the % sign when paired with a numeral, with no space in most cases. Use whole figures and decimals, not fractions, for percent and percentages:

• 6.2%
• 20%
• 7 percentage points

For a range of percentages, use “to,” “and,” or a hyphen:

• 14% to 18%
• between 12% and 15%
• 12%-15%

For amounts less than 1%, precede the decimal with a zero:

• The cost of living rose 0.8%.

In casual uses, use words rather than figures and numbers:

• The latecomer had a zero percent chance of being first in line.

Ratios

Use figures and hyphens with no spaces between. Always include ratio or other nouns with the figures.

• 26-to-1 student-to-faculty ratio
• a majority of 8-to-4

This section is included as a reminder of issues that tend to cause confusion. It includes CSUMB exceptions to AP style.

Ampersand

Do not use the ampersand as it does not meet accessibility standards; use “and” instead.  

An ampersand is acceptable when it is part of the formal or company name, or a composition title: Procter & Gamble, Better Homes & Garden. CSUMB units do not use the ampersand in their names; an exception is the Tanimura & Antle Family Memorial Library.

The ampersand should not otherwise be used in place of and except for some accepted abbreviations: B&B, R&B.

Do not use the ampersand to represent the word “and” in body copy, headlines, pull quotes, titles of programs, or events, etc.

Do not precede an ampersand with a comma unless that is the company’s practice.

Apostrophe

An apostrophe can indicate possession, omitted letters, and omitted figures.

Do not add an apostrophe to a word ending in s when it is used primarily in a descriptive sense.

• citizens band radio
• a teachers college

However, follow the user’s practice when punctuating names.

• the Ladies’ Home Journal
• the National Governors Association

In general, avoid excessive personalization of inanimate objects and entities; instead, use a different sentence construction.

• He is a benefactor of the college.
• Not: He is the college’s benefactor.

Note: For numbers omitted at the beginning of a figure, such as years of graduation (Jane Doe ’99), an extra step may be needed to achieve an apostrophe. Microsoft Word and similar programs will interpret this punctuation as a single opening quotation mark, not an apostrophe. To override this, type a second single quotation mark after the first, then delete the first. This is not optional, as the default is incorrect: the ’90s; Not: the ‘90s.

Asterisk

Use this only to refer the reader to a footnote placed at the bottom of a page or table.

Do not use an asterisk without adding the footnote.

The asterisk follows the end punctuation of a sentence, with no intervening space.

In the footnote, do not insert a space between the asterisk and the note.

At symbol

Do not use @ to represent the word "at" in body copy, headlines, pull quotes, captions, titles of programs, or events, etc. The only acceptable uses for this symbol (originally an accounting and retail abbreviation) is in email addresses and social media when referring to someone’s username.

Bullets

See Lists.

Colon

Use a colon when introducing a list or introducing a different but related thought.

Capitalize the first word after a colon only if it is a proper noun or starts a complete sentence.

Comma in a series

CSUMB style recognizes the “Oxford comma” (or Harvard comma). Use a comma before the concluding conjunction in a complex series of phrases.

The main points to consider are whether the athletes are skillful enough to compete, whether they have the stamina to endure the training, and whether they have the proper mental attitude.

Comma with essential clause

Do not offset an essential clause with a comma. An essential clause is one that cannot be removed without altering the meaning of the sentence.

In the example below, the commas denote that John Doe is one of several history professors and has only one wife:

History professor John Doe and his wife, Nancy, arrived at the game early.  

Comma with nonessential clause

A nonessential clause must be offset with a comma. A nonessential clause is one that may be eliminated without altering the meaning of the sentence.

In the example below, there is only one head basketball coach. His name is not essential to the sentence, and should be offset from his occupation with a comma. A comma should also follow his name.

For the second example, the nonessential clause 

The head basketball coach, John Doe, and the team will be at the reception.

Comma with semicolon

Use semicolons to separate elements of a series when the items in the series are long or when individual segments contain material that requires commas:

The winners of this month’s contest are from Springfield, Illinois; Alamagordo, New Mexico; Memphis, Tennessee; and Wichita, Kansas.

Hyphens and em dashes

The CSUMB brand calls for hyphens and em dashes, using many AP Stylebook conventions, but with some exceptions.

What follows are the CSUMB brand guide standards.

The hyphen (-) 

A joiner, connecting two or more words to form a single idea or compound modifier (e.g., tie-in, toll-free call, two-thirds). Hyphens should be used to avoid ambiguity or confusion (e.g., “The president will speak to small-business owners,” rather than “The president will speak to small business owners,” which might lead to the question of the business owners’ physical size.) As a general rule, hyphenate all compound modifiers, with these exceptions: 15 credit hour program; 40 to 60 credit hour program.

Refer to the latest edition of the AP Stylebook for examples of how hyphens are used for prefixes and suffixes. Also note that according to AP, the use of the hyphen is far from standardized; the fewer the hyphens the better.

Hyphens also are used to separate figures in odds (odds were 5-4), ratios (ratio was 2-to-1), scores (Giants beat the Tigers, 5-4), and some fractions (two-thirds). Consult Webster’s New World Collegiate Dictionary, Fifth Edition.

Examples of preferred spellings are first-year, pre-empt, pre-established, prehealth, prelaw, premedical, pre-veterinary and:

• Asian Pacific-American
• internet-based claim

Retain the hyphen when forming nouns, adjectives, and verbs that indicate occupation or status:

• co-author
• co-chairman
• co-founder

Do not use a space before or after a hyphen.

Adverbs ending in -ly should not be hyphenated: nationally ranked; not nationally-ranked.

The em dash (—) 

It allows, in a manner similar to parentheses, an additional thought to be added within a sentence by sort of breaking away from that sentence — as shown here! Or here: “Their kindred spirits — at once philosophical and practical — made them friends.” An em dash creates an emphatic separation or abrupt change, marks a series within a phrase or adds emphasis to the text that follows. The use or misuse of the em dash for this purpose is a matter of taste, and subject to the effect on the writer’s or reader’s “ear.” Use em dashes sparingly.

Always use a space before and after an em dash.

To create an em dash on a Mac: Shift + Option + Minus key; on a PC: hold down the Alt key and type 0151.

For more examples of when to use a hyphen or em dash, review these sections of the brand guide.

Semicolon

Use the semicolon to indicate a greater separation of thought and information than a comma conveys but less than the separation that a period implies. Use it to clarify segments of a lengthy series or when segments contain material that must be set off by commas. The semicolon is used before the final word and in a series.

• This week’s winners are Maria from Provo, Utah; Mike from Portland, Oregon; and Kelly from Kansas City, Missouri.
• Some notebooks aren’t just smaller; they’re cheaper.
• Not: Some notebooks aren’t just smaller, they’re cheaper.

Slash

A forward slash is typically seen in and/or and his/her statements. Avoid using this construction. Rewrite the statement for clarity and power using more creative writing.

Ellipsis

It indicates deletion of one or more words.

In general, treat this as a three-letter word, with a space before and after the symbol.

The president said, “We must increase enrollment among new and transfer students soon.” e.g.; “We must increase enrollment … soon.”  

Quotation marks

Use double quotation marks for direct quotes and single quotation marks for quotes within quotes.

If quotation marks are needed in a headline, use single marks. 

Periods and commas are always placed within quotation marks.

The dash, semicolon, question mark and exclamation point are placed within quotation marks only when they apply to the quoted material. When they apply to the whole sentence, they appear outside the quotation marks.

Superscript

Avoid using superscript letters, such as with numerals, because this treatment may not always display correctly. Use the same size type when referring to numerals above nine: 10th inning, 22nd floor.

Note: Superscript ordinals are the default in Microsoft Word. You may disable this option by following this procedure.

Certificates

Depending upon a student's undergraduate program of study, additional courses may need to be completed as prerequisites in order to complete the requirements of this certificate. 

English proficiency

This is required only for graduate programs, not graduate certificates. If the statement is included on a certificate program, however, it may remain.

Acceptable versions:

An applicant whose native language is not English (regardless of current residency) must provide proof of English proficiency.

TOEFL first reference: 

A Test of English as a Foreign Language is required for any applicant whose native language is not English regardless of where they currently reside.

TOEFL subsequent references: 

A TOEFL is required for any applicant whose native language is not English, regardless of where they currently reside.

Graduate education

University College and Graduate Studies requirement statements should appear on each graduate degree and graduate certificate program: Applicants must fulfill both the requirements of graduate studies and those of the <college name>. 

Minors

Depending on a student's undergraduate program of study, additional courses may need to be completed as prerequisites in order to complete the requirements of this minor.

Personal titles

Academic titles

Academic titles indicate levels of formal education achieved.

Capitalize and spell out formal academic titles such as chancellor, provost, professor, etc., only when they precede a person’s full name on first reference, i.e., Chancellor Jorge Anverez; Provost Mary Gray; Professor Henry Ortiz. Use lowercase elsewhere, i.e., Smith, who is chancellor of the university; McHenry, who was appointed provost; Herrera, who is a professor of history. Lowercase modifiers such as department in department Chair Jerome Wiesner.

Do not precede or follow a name with an abbreviation for an academic degree as if it were a courtesy title, i.e., Smith, PhD; Dorn, MFA. (Note: These academic abbreviations without periods are variants from AP Stylebook guidelines; further clarification can be found under “Abbreviations/Academic degrees.”)

If mention of a degree is necessary to establish someone’s credentials, use a phrase instead of an abbreviation.

Do not precede a name with a degree courtesy title and then follow the name with the degree abbreviation.

• Do: He recognized Dean Azure, who has a doctorate in psychology. She recognized Dean West, who earned a doctroate  in psychology.
• Do: Janet Williams, university president, spoke Tuesday. Williams earned her doctorate in physics.
• Do: Professor Emeritus Victoria Nelson addressed the audience.  
• Not: Dr. Alfred Jorgen presents many seminars.
• Not: The acclaimed author is Doctor John Doe, EdD.

Do not use Dr. to refer to individuals who hold non-medical doctorate degrees or honorary doctorates. An exception can be made on first reference for those who are not employees of CSUMB, such as guest speakers. For those who hold medical degrees — such as a doctor of optometry or a doctor of podiatric medicine — do not continue the use of Dr. in subsequent references. This is in accordance with both CSU and AP style guidelines. 

Abbreviations

Use an abbreviation such as BA and PhD after a person’s name only when many individuals with their degrees spelled out on first reference would be cumbersome, such as on a list of administrators on the inside cover of a publication. Use these abbreviations only after a full name — never after just a last name.

Insert a comma and space after the person's last name and before the degree designation.

Do not use periods in abbreviations of degrees. (AP Stylebook variance)

Note: It is assumed all CSUMB professors have doctoral degrees. Their names would not customarily be followed with PhD.

When referring to a bachelor’s or master’s degree, follow it with the degree or concentration (e.g., Native American history). Do not refer to a degree as simply a bachelor’s or master’s. Refer to a bachelor’s degree (or master’s degree) in Native American history.

• Do: bachelor’s degree in nursing; Master of Science in biology
• Not: Bachelor's in nursing; Master's in biology
• Note: If choosing to use the formal "Bachelor of Science," "Bachelor of Arts," "Master of Science," or "Master of Arts," these formal degrees must be capitalized as shown.

See Abbreviations.

Punctuation

There is no apostrophe or "s" in associate degree. There is in bachelor’s degree and master’s degree.

Use a slash in a dual-degree abbreviation. Do not abbreviate the area of concentration: BS/MBA in sustainable hospitality management.

Capitalization

Capitalize only the official diploma title; this includes words that are included in the official diploma title abbreviation:

• Bachelor of Arts
• Bachelor of Science in nursing
• Bachelor of Arts in English

Use full wording on first reference when you refer to the official degree. In subsequent mentions, use associate degree (not: associate’s), bachelor’s degree, master’s degree, and doctorate or doctoral degree. Note that "degree" must follow the degree level.

Examples:

• Note the admission requirements for a Bachelor of Arts in business. (first reference to official diploma title)
• Note the admission requirements for a bachelor’s degree in business. (subsequent reference)
• She earned a Master of Social Work with a concentration in addiction treatment.
• This program culminates in a Bachelor of Science in biology.
• Not: She earned a BA in psychology.
• Not: His bachelor’s is in psychology. 

emeritus, emeriti (pl.)

Gender neutral. Emerita is incorrect. Jane Doe is a professor emeritus of chemistry. Capitalize the title when it precedes the name: Professor Emeritus Jane Doe. 

professor

Not capitalized unless part of a formal title and immediately preceding the person's name. (AP Stylebook variance)

• A professor first taught the class.
• Maria Lane, an assistant professor at CSUMB, first taught the class.
• Professor Jimmy Sanchez first taught the class.

Professor (unabbreviated) should be used rather than Dr. as the title preceding names of CSUMB faculty unless they possess medical degrees: The president thanked Professor William Smyth of the English department.

• Not: The president thanked Dr. William Smyth.
• Not: The president thanked Prof. William Smyth.
• Not: The president thanked William Smyth, a Professor in the English department.

Majors

The names of concentrations (majors within degrees) are not capitalized.

Exceptions are proper nouns: English, Spanish, Native American.

The only official source for the names of CSUMB majors is found in the catalog: 

•   Bachelor of Arts in sustainable business management
•   Bachelor of Science with a minor in music
•   Jane Doe is a business administration major at CSUMB

Occupational titles

Other titles serve primarily as occupational descriptions, and these titles are not capitalized except at the beginning of a sentence or in a salutation.

• Astronaut John Glenn was the first American to orbit the earth.
• Former astronaut John Glenn attended the event.
• Dear Professor, I loved your course.
• John Doe is a chemistry professor at ASU.

CEO, CFO, COO

Use these all-uppercase, no-periods abbreviation for all references. 

CSUMB administration

Use the full name of an office. 

Formal titles

A formal title generally is one that denotes a scope of authority, professional activity, or academic activity.

Capitalize formal titles when they are used immediately before one or more names.

• Pope Benedict XVI
• President Abraham Lincoln
• President Florence Carter
• Professor William Smyth

The following formal titles are capitalized and abbreviated as shown when used before a name both inside and outside quotations: Dr., Gov., Lt. Gov., Rep., Sen., and certain military ranks.

Do not include U.S. before the titles of government officials except when needed for clarity: Secretary of State John Kerry.

Past and future titles: A formal title that an individual formerly held, is about to hold, or temporarily holds is capitalized if used before a person’s name. For past ranks and positions, use the highest one achieved: former Secretary of Defense Leon Panetta.  

Do not capitalize the qualifying word: former President George W. Bush, Attorney General-designate Griffin Bell.

Courtesy titles

In general, confine capitalization to formal titles used directly before an individual’s name.

Use lowercase and spell out titles when they are not used with an individual’s name.

Use lowercase and spell out titles in constructions that set them off from a name by commas.

• The director issued a statement.
• The pope gave his blessing.
• The vice president, Nelson Rockefeller, declined to run again.

Composition titles

Compositions

Apply these guidelines to book titles, computer games, movies, operas, plays, poems, albums and songs, radio and television programs, lectures, speeches, and works of art.

Guidelines:

• Capitalize the principal words, including prepositions and conjunctions of four or more letters.
• Capitalize an article (a, an, the) or a word of fewer than four letters if it is the first or last word in a title.
• Put quotation marks around the names of all such works except the Bible and books that are primarily catalogs of reference material, such as catalogs, almanacs, directories, dictionaries, encyclopedias, gazetteers, handbooks, and similar publications. Do not use quotation marks around such software titles.
• Names of websites (Facebook, LinkedIn, Amazon, Google, etc.) are capitalized without quotes, but computer game applications are capitalized and in quotes ("FarmVille," "Carmageddon," "Lone Echo," etc.).
• URLs (asu.edu, amazon.com, facebook.com, etc.) are always lowercase.

Examples:

• “The CBS Evening News”
• the NBC-TV “Today” program
• “The Mary Tyler Moore Show”
• “The Star-Spangled Banner”
• Facebook
• “FarmVille”
• google.com

Publications

Magazines

Do not place the title in quotes and do not italicize it.

Capitalize the initial letters of the title, but do not capitalize the word magazine unless it is part of the publication’s formal title.

Follow the publication’s convention for punctuation if in doubt. Consult the organization’s masthead, not website header.

• Harper’s Magazine
• Newsweek magazine
• U.S. News & World Report
• Monterey Bay magazine

Newspapers

Do not place the name in quotes and do not italicize it.

Capitalize an article in a newspaper’s name if that is the way the publication prefers to be known.

Use lowercase for an article if several newspapers are mentioned, some of which use it as part of the name and some of which do not.

•   Chicago Tribune
•   New York Post
•   The New York Times
•   The Wall Street Journal
•   By circulation, The Wall Street Journal, New York Post and Chicago Tribune are among the 20 largest U.S. newspapers.

Books and chapters

Place the entire title in quotes unless it is the Bible or a work that is considered reference material, such as a catalog, almanac, directory, dictionary, or encyclopedia.

Capitalize the principal words of a book title, including prepositions and conjunctions of four or more letters.

Capitalize an article (a, an, the) or a word of fewer than four letters if it is the first or last word in a title.

Translate into English the title of a book written in a language other than English unless the work is popularly known by its original title.

For chapters of books, if the chapter has a title, follow the guidelines above for book titles. If the chapters are numbered and do not have a title, capitalize the word chapter in front of a chapter's Arabic figure (Chapter 20).

Examples:

• He said he found the information in the book publisher's summer catalog.
• He referenced Encyclopedia Britannica in his work, not Wikipedia.
• The longest book I've ever read is "Zen and the Art of Motorcycle Maintenance."
• Betty Mahmoody recovered from her harrowing experiences to write "Not Without My Daughter."

Professor John Smith contributed a chapter titled "My First Year as a Professor" to the upcoming "New American Lives" anthology.

ChatGPT Prompt Script

Compiling the raw information 

1. Interviews
2. Fact sheets
3. Copy and paste from another source (cite your source) such as email messages, webpages, press release, notes
4. Flyers 
5. Original information typed into ChatGPT
6. Transcript from a video 

Prompt Script

1. Tell ChatGPT what you want written, word-count, in Associated Press style
1. Example: ChatGPT, write a 300-word story about careers in STEM for a 5th grade audience using Associated Press style 
2. Example: ChatGPT, write a 150-word story about the upcoming Otter Thursday event. Emphasize the fun and food aspects. Use Associated Press style. 
2. Paste in the raw information
1. Example: Use this copy for the content of the story
2. Press Shift+Enter, then paste to put in each new piece of content 
3. Give it models
   1. With free version, paste in the entire models. With the paid ChatGPT version you can paste the link to the model. 
1. Example: Use the following 2 stories as examples
4. Tone 
1. Example: Write in a friendly and informal tone. 
2. Example: Use persuasive language to encourage attendance.  
3. Example: Sound proud without sounding arrogant
5. You can give it a role
1. Example: Act like a friendly and supportive high school counselor
2. Example: Act like a professor who is patient and nonjudgemental

After you have a draft

1. Ask ChatGPT to fact-check your draft
2. Ask ChatGPT to make edits
1. Example: Change “California State University Monterey Bay” to “Cal State Monterey Bay” 
2. Example: Change the point of view from 2nd person to 3rd person
3. Ask for edits to be bolded so you can more easily see them
3. Check the copy to make any changes and to humanize it. Refer to University Communications’ Writing Style Guide. 
4. Give copy to sources or others to look over for errors, oddities and hallucinations
5. Before publishing, run it through Grammarly to check for errors
6. Publish

Notes

• Accurate spelling in the prompts is important
• With prompts, be specific
• Shift + Enter to keep adding prompt instructions. Just Enter to command GPT to begin
• This will be a conversation, with back and forth
• If the story mentions Vanya or any member of Cabinet, it must have approval from the Office of the President before publishing 
• ChatGPT doesn’t know what happened in the last 2 years
• If you don’t have a Department news and announcements section, put in a ticket to IT for them to make you one
• If you submit a story for university-wide dissemination, University Communications may edit it. 

ChatGPT suggestions

Writing an informative article using ChatGPT can be an efficient and effective process. Here’s a step-by-step guide to help you craft a well-structured and engaging article:

Step 1: Define the Purpose and Audience

• Purpose: Clarify the goal of your article. Are you educating students, providing updates to faculty, or informing a general audience about a specific topic?
• Audience: Understand who will be reading the article. Tailor the content to their level of knowledge and interests.

Step 2: Choose a Topic

• Select a relevant and interesting topic. This could be related to recent research, university events, educational advancements, or notable achievements within the university community.

Step 3: Gather Information

• Collect accurate and up-to-date information from credible sources. Ensure you have all the necessary data, quotes, and references.

Step 4: Create an Outline

Organize your article with a clear structure:

1. Introduction: Present the topic and explain its significance.
2. Body: Divide the main content into subheadings. Each section should cover a specific aspect of the topic.
3. Conclusion: Summarize the key points and provide any closing thoughts or calls to action.

Step 5: Use ChatGPT to Draft the Article

Provide ChatGPT with detailed prompts to generate content for each section of your outline. For example:

Introduction

Prompt: "Write an introduction for an article about the benefits of interdisciplinary studies in higher education. Highlight its importance and relevance to modern academic and professional environments."

Body

Prompt: "Explain how interdisciplinary studies enhance critical thinking skills. Provide examples and reference recent studies that support this claim."

Prompt: "Describe the impact of interdisciplinary approaches on solving complex global issues. Include specific instances where such approaches have led to significant breakthroughs."

Conclusion

Prompt: "Summarize the main benefits of interdisciplinary studies and suggest ways universities can promote such programs."

Step 6: Review and Edit

• Review: Read through the generated content to ensure it is coherent and logically structured.
• Edit: Make necessary edits for clarity, accuracy, and flow. Ensure the language is appropriate for your audience.
• Cite Sources: Add citations and references where necessary to give credit to original sources and enhance the article’s credibility.

Step 7: Finalize and Publish

• Proofread: Check for any grammatical or typographical errors.
• Format: Ensure the article is properly formatted according to your university’s publication standards.
• Publish: Share the article through the appropriate channels, such as the university website, newsletters, or academic journals.

Example Workflow

Here’s an example of how you might use ChatGPT to generate content for each section:

Prompt for Introduction

"Write an engaging introduction for an article about the role of technology in modern education. Emphasize its transformative impact and relevance to students and educators."

Generated Text: "In the rapidly evolving landscape of modern education, technology plays a pivotal role in shaping how students learn and how educators teach. From interactive online courses to advanced data analytics that personalize learning experiences, technological advancements have revolutionized the educational experience. This article explores the myriad ways technology is transforming education, making it more accessible, engaging, and effective for learners and educators alike."

Prompt for Body Section

"Explain how online learning platforms have expanded access to education. Include examples and statistics to support your points."

Generated Text: "Online learning platforms have dramatically expanded access to education, breaking down geographical barriers and offering flexible learning opportunities. According to a report by the Babson Survey Research Group, over 30% of higher education students in the U.S. are now taking at least one online course. Platforms like Coursera and edX offer courses from top universities, allowing students worldwide to gain knowledge and skills previously inaccessible to them. This democratization of education is particularly beneficial for non-traditional students, working professionals, and those in remote areas."

By following these steps and using ChatGPT to generate and refine your content, you can efficiently create informative and well-crafted articles for your university.