Avoid abbreviations when possible: Susan Smith earned her master's degree in English at New York University. John Jones has a doctorate in psychology. (Do not use "doctorate degree").
Use abbreviations — B.A., M.A., LL.D., J.D. and Ph.D. — only when the need to identify many individuals by degree on first reference would make the preferred form cumbersome. When used after a name, set off by commas: John Smith, Ph.D., spoke at the conference.
Reserve Dr. for medical doctors and dentists, not people with doctorates; use before the name: Dr. Bob Jones performed the surgery. When mentioning that someone has a doctor of medicine or doctor of dental surgery degree, use M.D. degree and D.D.S. degree.
Use an apostrophe in bachelor's degree, master's, etc. However, there is no apostrophe in bachelor of arts or master of science. Also: an associate degree (no possessive).
When referring to a member of the Hamilton faculty, do not use Ph.D. or Dr.; instead use Professor of Classics Barbara Gold or Barbara Gold, professor of classics. See "titles" and "faculty chairs."
See "departments and offices."
academic support services
Capitalize the full name of Hamilton academic support services and programs such as Diversity and Social Justice Project; Burke Library; Information Technology Services; Language Center; Arthur Levitt Public Affairs Center; Maurice Horowitch Career Center; Nesbitt-Johnston Writing Center; Oral Communication Center; Quantitative Literacy Center; Peer Tutoring Program.
Use the complete name on first reference whenever possible. In many cases, abbreviated names are also capitalized since they contain proper nouns or are used so commonly on first reference: Levitt Center, Writing Center, Career Center. Lowercase on second reference more generic names such as library.
See "titles" and "faculty chairs."
2012-13, not 2012-2013.
Avoid unfamiliar acronyms on first reference, and do not use them at all unless there are multiple references. When possible, substitute a clear synonym such as "the agency," "the bureau," "the consortium," etc.
Use abbreviations (Ave., Blvd., St.) only with a numbered address: He lived at 301 Elm St., Clinton. He lived on Elm Street in Clinton.
The following are always spelled out: Alley, Road, Drive, Terrace.
Admission, Admission Office
Not Admissions with an "s." Capitalize. See "departments and offices."
Affect is a verb meaning "to influence": His score on the history final will affect his grade. (Avoid use of "affect" as a noun.) Effect, as a verb, means "to cause": The new president will effect many changes in the company. Effect, as a noun, means "result": Her research measures the effects of global warming on Oneida Lake.
Hyphenate (same for other ethnic groups, such as Japanese-Americans); however, no hyphen in Native American.
Always use figures: The student is 19 years old. The policy is 4 years old. Ages used as a noun or as an adjective before a noun require hyphens: The 19-year-old student won the prize. An age range does not require an apostrophe: The professor was in his 50s.
ages of history, periods of time
Capitalize widely recognized epochs in history as well as popular names for periods and events: the Bronze Ages, the Middle Ages, the Atomic Age, the Boston Tea Party. Capitalize only the proper nouns or adjectives in general descriptions: ancient Greece.
Lowercase: He studied poetry from the 18th century. Hyphenate when used as a compound modifier: She studied 18th-century art.
Lowercase "all" as both an adjective and noun unless part of the official name: GTE All-America Team. But GTE academic all-American.
Lowercase; no italics.
Follow these general rules for creating lists:
Names are alphabetized by the order of letters in the full last name: Macdonald would be alphabetized with "MAC"; McDonald would be "MCD." Both Saint Thomas and St. Thomas would be "SAI." Disregard any punctuation or spacing: O'Malley ("OMA") and d'Amico ("DAM").
Company names and foundations should be alphabetized by last name if it is clearly a person's name (Matilda Wilson Foundation would be under "W"); otherwise, alphabetize by the first major word (Dr. Scholl Foundation would be under "D"; Fillmore Thomas Co. under "F"; Lyford Cay Foundation under "L").
Singular vs. plural: One man is an alumnus; one woman is an alumna; several men — or a group of men and women — are alumni; several women are alumnae. Casual references to "alum" should be avoided.
alumni names, class years
To designate an individual as an alumnus/a of Hamilton, use the name followed by the last two digits of the graduation year: Robert Brown '82.
If the alumna is married, include her maiden name (name used as a student) followed by her married name: Susan Jones Brown '82.
If the individual is a graduate of Kirkland College, designate with a "K" (no space between "K" and class year): Elizabeth Parker Smith K'76.
When referring to a couple, only one of whom is an alumnus/a, place the class year next to the name of the alumnus/a to avoid confusion. In this case, Doug Smith is the alumnus and his wife is not: Susan and Doug '88 Smith. This is preferable to Doug '88 and Susan Smith where the alumnus' first and last names are quite separated. It is equally acceptable in prose to use: Doug Smith '88 and his wife Susan attended the event.
When referring to a couple, both of whom are alumni, the common last name should be repeated: Doug Smith '88 and Susan Jones Smith '88. Repeating the last name is preferable to Doug '88 and Susan Jones Smith '88 since the husband's first and last names become quite separated.
When referring to an alumnus/a who is also a parent, use the following: Doug Smith '88, P'01.
When referring to a couple who are parents, but only one is an alumnus/a, place the class year next to the name of the alumnus/a, and place the parent designation at the end: Carol Smith Reed '82 and Matt Reed P'01. For clarification it is equally acceptable in prose to use: Carol Smith Reed '82 and her husband Matt Reed are the parents of Josh Smith '01.
When referring to a couple, both of whom are alumni and parents, the common last name should be repeated and the parent designation placed at the end. Carol Smith Reed '82 and Matt Reed '82, P'01.
Alumni Relations, Office of
Not Alumni Programs or Alumni Affairs. Capitalize. See "departments and offices."
Hamilton's magazine is the Hamilton Alumni Review. Use Alumni Review or Review on second reference. Italicize. See "composition titles."
a.m. and p.m.
Use periods. Lowercase. See "dates, months and times."
Do not use together. Reword sentence.
Do not use "first annual." An event cannot be annual unless it has occurred two or more times.
Capitalize when referring to the Hamilton Annual Fund: Your gift to the Annual Fund supports current students.
Use quotation marks. See "composition titles."
Traditionally, athletic is an adjective meaning "physically active," and athletics is a noun meaning "sports, exercises and games that require physical skill." Hamilton style follows common usage that allows athletic to serve also as an adjective: Jon Hind is Hamilton's athletic director. However: Jon Hind is director of athletics.
Names of Hamilton athletic teams are generally lowercase — the Hamilton men's basketball team, the women's tennis team. Exceptions are team and club names unique to Hamilton such as the Bicycle Cooperative and the Ski and Snowboard Guild.
Since is often used to mean because: "Since you asked, I'll tell you." Its primary meaning, however, relates to time: "I've been waiting since Tuesday for the letter."
Most people now accept since in place of because; however, when since is ambiguous and may also refer to time ("Since she went to college, he found another girlfriend"), it is better to use because or after, depending on which you mean: "Because you are intelligent and careful, your writing has improved since the beginning of this course."
Bell Ringer Award
Award traditionally presented during Reunion Weekend. Capitalize.
Between refers to two items; among refers to more than two: "A debate ensued between the student and his professor." "A debate ensued among students in the class."
Use semiannually instead of biannually to mean twice a year. This avoids confusion since biennially means every other year.
Lowercase when referring to Hamilton's upcoming anniversary: Hamilton will celebrate its bicentennial in 2012. The exception is when referring to a specific event: All alumni are invited to Hamilton's Bicentennial Kickoff Weekend in September.
Official name of Hamilton's current capital fundraising effort. Avoid referring to the initiative as a "campaign." Capitalize; do not put the title in quotes or italics.
Every two years or every other year.
Board of Trustees
Capitalize as a formal noun when referring specifically to Hamilton's Board of Trustees, otherwise lowercase: The Board of Trustees voted to approve the budget. Lowercase "board" on second reference: The board will meet in Buttrick Hall. Note that board requires a singular verb.
When using "trustee" alone, follow the rules under "titles": Trustee Jeff Little '71 or Jeff Little '71, a trustee of Hamilton.
alumni trustees, nominated by the Alumni Council, are elected to the board by the general membership of the Alumni Association and serve for a single four-year term.
charter trustees are elected by the board to serve six-year renewable terms. Although there are no term limits, trustees must retire from the board at age 70.
life trustees are elected by the board if a trustee has served at least seven years. Life trustees may attend meetings of the board but do not hold voting privileges.
Italicize. See "composition titles."
The College's food service provider. Note spelling and accent.
buildings and facilities
See Campus Buildings & Facilities for a list of formal and second-reference names.
See "Bicentennial Initiatives."
Identify people in photos using these guidelines: With few people, insert (left), (right), (center) into sentence, using parentheses. With many people, use (from left) or (front row, from left). Subsequent rows need not indicate direction since a pattern has been established.
Not catalog when referring to the Hamilton College Catalogue, which is italicized.
No periods when used for compact disk or certificate of deposit.
Central New York, Upstate New York
Capitalize since the region should be widely known to most readers.
chair, chairman, chairwoman
"Chair" is preferred for simplification and to avoid gender bias; however, chairman or chairwoman is also acceptable — especially in cases where it is part of a person's official title: Stuart Scott '61, chairman of the Board of Trustees, wrote a letter to alumni. Susan Smith '06 serves as reunion gift chair. For capitalization guidelines, see "titles."
chairs, department and program
Faculty members serving as chair of a department or program should be identified as such on first reference in all cases. The chair designation is in addition to the full title: Elaine Heekin, associate professor of dance and chair of the Dance Department, directed the performance. Shelley Haley, professor of classics and chair of the Africana Studies Program, spoke at the conference.
Consult the online College Catalogue "Academic Departments and Programs" section for current department and program chairs.
See "faculty chairs."
The AP Stylebook lists cities that stand alone in prose without state affiliation: Atlanta, Baltimore, Boston, Chicago, Cincinnati, Cleveland, Dallas, Denver, Detroit, Honolulu, Houston, Indianapolis, Los Angeles, Miami, Milwaukee, Minneapolis, New Orleans, New York, Oklahoma City, Philadelphia, Pittsburgh, St. Louis, Salt Lake City, San Diego, San Francisco, Seattle, Washington.
In publications for alumni, add the following New York towns and cities to that list: Clinton, Utica, Syracuse, Albany, Rochester, Buffalo.
Lowercase: He served as an Annual Fund class agent.
Capitalize the "C" when referring to a particular class with the year: The Class of 1999 celebrated its reunion.
Class & Charter Day
Awards convocation traditionally marking the end of the academic year. Capitalize and use ampersand.
See "alumni names, class years."
clubs and organizations
Full names of student clubs and organizations are generally capitalized when using the group's full name, especially on first reference: Hamilton College Debate Society, the Wine-Tasting Club, the Study Buddy Club. Lowercase abbreviated forms of a name on second reference — such as the debate team, the wine-tasters' group, the study buddies — when it is clear that the reference is to the Hamilton organization. For a list of Hamilton clubs and organizations, see http://www.hamilton.edu/campuslife/student-organizations/student-organization-at-hamilton. For a list of Hamilton's athletic teams, see www.hamilton.edu/athletics. See also "athletic teams."
Use a hyphen when forming nouns, adjectives and verbs that show occupation status: co-author, co-chair, co-worker. Omit the hyphen in other combinations: coeducation, coexist, cooperative.
Nouns that denote a unit take singular verbs and pronouns: The class graduates in May. The group makes its recommendation. The committee is meeting to set its agenda. Note that team names take plural verbs: The Continentals are playing at Sage Rink.
Exceptions to this rule are "couple," when used to refer to two people, and "family," when used to refer to a group. Both of these take plural verbs and pronouns: The couple were visiting campus to see their daughter on Family Weekend. They plan to see her again at Thanksgiving. When referring to a single unit, use a singular verb: Each couple was asked to contribute $10.
See also "faculty."
On first reference with external audiences, use Hamilton College. It is not necessary to use the word "College" on second reference; the word "Hamilton" can stand alone. When referring to Hamilton as "the College" on second reference, use a capital "C."
College colors, logo, seal
See "Hamilton graphic identity."
after states Use a comma after a state abbreviation. Bob lives in Reading, Pa., with his dog.
after names and appositives No comma is used between two nouns that identify the same person: Bob and his wife Sue visited campus. However, commas must frame an appositive when it provides more detail: Bob and Sue, his wife of 50 years, attended the lecture.
in a series Do not use a comma before the last item in a simple series: The grant supports professors in chemistry, physics and biology. However, when a series includes compound items, use of a comma for clarification is acceptable: He ate toast, bacon and eggs, and pancakes for breakfast.
in names Use a comma before Jr. and Sr. However, do not place a comma before III or IV. (Exception: William "Mac" Bristol, III).
in numbers Use a comma in four-digit numbers: The College received 4,567 new contributions this year. (Exception: SAT scores)
For guidelines on placement, see "quotation marks."
Capitalize when referring specifically to Hamilton College's graduation ceremony. Also Commencement Weekend.
Capitalize major standing committees. Examples include committees of the Board of Trustees (Committee on Instruction, Committee on Buildings, Grounds and Equipment, Committee on Honorary Degrees, Committee on Budget and Finance, Committee on Investments, Committee on Development of Resources, Committee on Planning, Committee on Student Affairs, Committee on Admissions) and committees of the faculty (Board of Seven, Committee on Academic Policy, Committee on Appointments, Academic Council, Committee on Admission and Financial Aid, Committee on Academic Standing, Committee on the Library, Committee on Information Technology, Committee on Student Activities, Committee on Budget and Finance, Committee on Athletics). Other standing committees include the Alumni Council, the Honor Court, the Judicial Board, Health Professions Advisory Committee and others listed in the Faculty Handbook.
Lowercase other committees that are more informal or that change members often such as reunion gift committee, senior gift committee, FebFest planning committee, etc.
communication, concentration in
Hamilton offers a concentration in communication (not communications with an "s"). Also Oral Communication Center. See "oral communication."
Complement means "to supplement": The graphs complement his research paper. Compliment is an expression of courtesy: The professor complimented students on their hard work in her class.
Compose means "to create or put together": She composed a song. The United States is composed of 50 states. Comprise means "to contain" and is best used only in the active voice: The United States comprises 50 states. The class comprises six men and seven women. Avoid "is comprised of."
Italicize major and stand-alone works such as books, movies, periodicals or journals, newspapers, plays, television shows, paintings, CDs, symphonies. Smaller works and those contained within larger collections go in quotation marks, such as book chapters, article titles, poems and song titles.
As a general rule, compound modifiers are hyphenated before the noun but not after the noun: The team scored in the first quarter. The team scored a first-quarter goal. However, when a modifier that would be hyphenated before a noun comes after a form of the verb "to be," the hyphen is usually retained: The scholar is well-known. The child was soft-spoken.
Two words that are commonly associated together do not require a hyphen: the real estate agent, the health care system.
Compounds that end in "'ly" are not hyphenated: the newly appointed dean; Hamilton's nationally ranked soccer team.
The specific disciplines and programs in which a Hamilton student may concentrate are:
|Africana Studies||Foreign Languages|
|Anthropology (Cultural Anthropology and Archaeology)||Geosciences|
|Asian Studies||Hispanic Studies|
|Classics (Classical Languages and Classical Studies)||Physics|
|Comparative Literature||Public Policy|
|Computer Science||Religious Studies|
|Dance and Movement Studies||Russian Studies|
|English and Creative Writing||Theatre|
|Environmental Studies||Women's Studies|
Use lowercase in prose: He earned a degree in geology. Exceptions, of course, are English, Asian studies, French, etc. Use of uppercase is acceptable in list form. It is also acceptable to refer to a concentration as a "major," especially in admission materials.
Capitalize when referring to the event that opens Hamilton's academic year. Other events in which the faculty processes in academic regalia, such as Commencement and Class & Charter Day, are also considered convocations.
Hamilton's nickname, referring to a Continental soldier. Use only when referring to an athletic team.
Full names of courses are capitalized but not set off in italics or with quotation marks: He took Professor Smith's course The Social Psychological Study of Self. Lowercase when not referring to proper name of course: He first met Professor Smith while taking his course on social development.