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Introduction

The Web, Content & Strategy team created the Writing for the Web: Editorial Style Guide as a publishing reference tool to help writers, editors and content managers adhere to a consistent style across the UCLA administration websites.

We used the following combination of sources:

Section I: Grammar and Punctuation

This section includes guidelines for grammar and punctuation. For all other questions of spelling, refer to the online Merriam-Webster Dictionary. Use the first spelling presented.

acronymns

Spell out the first reference for acronyms that are not universally recognized, followed by the acronym in parentheses. Do not use periods unless it is an organization’s preference.

addresses

  • Use the abbreviations Ave., Blvd. and St. with numbered addresses (e.g., 123 Hollywood Blvd.).
  • Otherwise, spell out: Wilshire Boulevard, Hilgard Avenue, etc.
  • Designations such as Alley, Drive, Road, Circle and Terrace are always spelled out (555 Westview Terrace).
  • Lowercase avenues, streets, etc., when used with more than one proper name: Enter the campus at Hilgard and Westholme avenues.

adverbs

Adverbs ending in –ly are not hyphenated.

ages

Always use numerals for ages.

If the age is used as an adjective or as a substitute for a noun, then it should be hyphenated. Don’t use apostrophes when describing an age range. 

  • He is 9 years old.
  • a 21-year-old student
  • He is in his 20s.
  • My 10-year-old dog chased a squirrel.
  • The girl, 8, has a brother, 11. 

a.m. and p.m. (See also "time of day")

Lowercase, with periods. Include a space between the numeral and a.m. or p.m. 

ampersands
Avoid using ampersands in writing and titles unless it is part of an official name (ex: EH&S).

apostrophe

  • plural nouns not ending in “s,” add, ’s (the alumni’s donations)
  • plural nouns ending in “s,” add only the apostrophe (girls’ outfits, horses’ saddles, VIPs’ tickets)
  • nouns plural in form, singular in meaning, add just the apostrophe (mathematics’ rules, measles’ effects)
  • singular nouns ending in “s,” add ’s (hostess’s invitation, witness’s testimony)
  • singular proper nouns ending in “s, use only one apostrophe (Descartes’ theories, Dickens’ novels)
  • omit the apostrophe from plurals (1980s, the ’90s, VIPs)

capitalization
For titles and subtitles, in general, capitalize:

  • Nouns: student, building, idea
  • Adjectives: intelligent, complicated, tiny
  • Verbs: ran, is, study
  • Pronouns: he, she, it
  • Subordinating conjunctions: as, because, that

Do not capitalize articles, conjunctions, and prepositions (unless it is the first or last word of the title):

  • Articles: a, an, the
  • Coordinating conjunctions: and, but, or, for, nor
  • Prepositions (fewer than five letters): on at, to, in, from, by, etc.

colons

Capitalize the first word after a colon only if it’s a proper noun or the start of a complete sentence.

  • He promised this: Everyone will get raises next year.
  • She looked for these qualities in employees: flexibility, motivation and independence.

commas
Use commas to separate elements in a series, but do not put a comma before the conjunction in a simple series.

Use a semicolon to separate the phrases in a series that includes a comma.

  • The course covers racism, sexism and age discrimination (with a simple series of nouns, no comma before “and”).
  • 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 (use a comma before  the concluding conjunction in a complex series of phrases).
  • He gulped some hot coffee, grits, and ham and eggs for breakfast (with a series including another conjunction, insert a comma before “and”).
  • The finale includes a burst of red, white and blue fireworks; a tap-dance routine; and a patriotic dachshund dressed like Uncle Sam (with a series of phrases that include commas, use semicolons. Insert a semicolon before “and”).

days of the week
Generally capitalize and do not abbreviate.

dates

In general:

  • Spell out the names of days and months in text.
  • Use numerals for the year except when it appears at the beginning of a sentence; spell out the year or rewrite to avoid. 

  • Slashes in dates: Don’t use the form 3/5/13, because American usage is different from European usage.

  • When a month is used with a specific date, abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec. Spell out when using alone, or with a year alone.

Commas: Use a comma between the day of the month and the year.

  • May 23, 2019

When you use the full date, follow the year with a comma.

  • on May 23, 2019, at 10:00 a.m.

If you give only the month and year, don’t use commas.

  • in June 2019 at WWDC 

Cardinal and ordinal numbers: Use cardinal numbers (1, 2, 3) in dates that include the month. Use ordinal numbers (1st, 2nd, 3rd) in dates without the month. For ordinal numbers, use full-size letters, not superscript.

  • Correct: The conference was held on August 12.
  • Correct: The conference was held on the 12th.

Spell out the months when referring to a specific date.

  • The budget will go into effect on June 1, 2019.

Commas should proceed and precede the year in a complete date.

  • I will go on vacation on August 14, 2019, and will return the following Monday.)

Do not separate the month and year with a comma without a specific date referenced.

  • Training is set for August 2019. Specific dates are to be determined.

decades

When referring to a decade, do not hyphenate. Note apostrophe direction.

  • I am a product of the ’80s.

directions and regions

Lowercase "north," "south," "northeastern," etc. when a compas direction is indicated. Capitalize when they designate a region.

  • The cold front is moving east.
  • I am from the Midwest.
  • With states and cities, lowercase compass points when they describe a section of a state or city but capitalize widely known sections.
  • western Texas, Southern California, the Lower East Side of New York.
  • With names of nations, lowercase unless they are part of the proper name or used to designate a politically divided nation.

  • northern France, South Korea

e.g.

Abbreviation meaning "for example." No spaces after periods. Include a comma after the last period.

  • I love ’80s video games (e.g., Donkey Kong and Pacman) because they were simple yet addicting.

em dash (—)
An em dash is twice as long as an en dash. It is used to show an abrupt change, a series within a phrase, or to give attribution. No spaces should be before or after the em dash.

  • UCLA’s School of Public Policy and Social Research—now renamed School of Public Affairs—is located in the northern part of campus.
  • He listed the qualities—intelligence, flexibility, independence
  • “Who steals my purse steals trash.” —Shakespeare

en dash
An en dash is half the length of a dash and longer than a hyphen. It is primarily used to represent “to” between figures. Exception: If the numbers are preceded by the word “from,” use “to” and not an en dash. It is also used to join compound adjectives. Do not insert spaces before or after an en dash.

  • May–June
  • 1–2 p.m.
  • John Wooden was the men’s head basketball coach from 1948 to 1975.
  • New York–based office
  • post–New Deal era

hyphen
Use a hyphen to link compound modifiers—two or more words that express a single concept that precedes a noun. Use a hyphen whenever ambiguity would result if it were omitted: 

  • better-qualified applicant
  • know-it-all attitude

Do not hyphenate words that end in –ly or phrasal verbs. These are incorrect:

  • extremely-fast car (correct: extremely fast car)
  • Log-in to your account. (correct: Log in to your account.)

i.e.
Abbreviation meaning that is or in other words. Include a comma after the last period.

  • On casual Fridays, we don’t have to dress up (i.e., everyone comes in jeans and t-shirts).

Job titles
lowercase:

  • When they do not refer to specific positions.
    • Example: External Affairs has various vice chancellors.
    • When they refer to a particular person but do not appear as part of the person’s official title.
      • Jack Powazek is one of UCLA’s vice chancellors.

uppercase:

  • When they refer to a specific position.
    • The position of Director is open.
    • When they appear as part of an individual’s official title.
      • Vice Chancellor Powazek
      • Dr.
        Reserve for physicians and then, if possible, embrace specificity:

        • Jennifer Young, surgeon

period

  • Periods always go inside quotation marks.
  • Use one space after a period.

prefixes
Words formed with prefixes are generally not hyphenated:

  • nonprofit
  • predetermined

Exceptions: prefixes before proper nouns, when the second element is a future or to distinguish homonyms, if the prefix ends in a vowel and the word that follows begins with the same vowel:

  • pre-New Deal
  • post-1980s
  • re-create
  • co-owners

question mark
place inside or outside quotation marks, depending on the meaning:
Who wrote "Gone With the Wind"?
He asked, "How long will it take?"

seasons

lowercase unless part of a formal name

semicolons
Used to indicate a greater separation of thought and information than a comma can convey but less than the separation of a period. 

  • Call me tomorrow; I’ll know the answer then.

To clarify a series that contains commas.

  • He leaves a son, Bill Sullivan of San Francisco; a daughter, Patricia Jones of Chicago; and a grandson, Christopher, son of Patricia.

To link closely related independent clauses.

  • Despite the toddler being tired, he refused to go to bed; he was afraid he was going to miss something.

states

  • Spell out state names when they stand alone in a sentence.
  • Abbreviate when used in conjunction with a name of a city or town (see The AP Stylebook for abbreviations).
  • Set off state names with commas before and after when used after a city in a sentence.
  • Use the two-letter postal abbreviations with full addresses and zip codes.
  • Abbreviate the state but never the capital. 
    • (Washington/Wash.)

that vs. which

Use “that” with dependent clauses that are essential to meaning; use “which” with independent clauses, which are set off by commas.

  • The bit of information that really turned the case around was the glove. (The dependent clause, “that really turned the case around,” is essential to the meaning of the sentence.)
  • The glove information, which really turned the case around, was presented early in the trial. (The fact that the information turned the case around is an additional thought, an independent clause.)

time of day

numerals

  • Use numerals for times of day.
  • 2:00, 4:15, 7:30 

a.m. and p.m

  • Include a.m. and p.m. (lowercase, with periods, preceded by a space) as needed
  • 10:45 a.m., 6:30 p.m.
  • You can write hourly times without the ":00" such as 8 a.m., 10 p.m., etc.

noon and midnight:

  • Use 12:00 noon and 12:00 midnight or just noon and midnight.

Range of times

  • In text, it’s preferable to use "to" with a range of times.
    • 10:00 a.m. to 2:00 p.m., 1:30 to 3:00 p.m.
  • Otherwise—for example, in an event agenda or a course listing—use an en dash (Option-Hyphen).
    • 10:00 a.m.–2:00 p.m.
  • If times in a range are both a.m. or both p.m., the first abbreviation can be omitted or included, depending on the design.
    • 1:30–3:00 p.m. or 1:30 p.m.–3:00 p.m. 
    • Don’t use "from" with the en dash.
    • Correct: from 1:30 to 3:00 Incorrect: from 1:30–3:00

time zones

Capitalize the full name of the time within a particular time zone

  • Eastern Standard Time, Eastern Daylight Time, Central Standard Time

Lowercase all but the region in short forms

  • the Eastern time zone, Mountain time

The abbreviations EST, PST, etc., are acceptable on first reference only if the abbreviation is linked with a clock reading

  • 9 a.m. PST, noon EST

titles of works

Note that writing handbooks (Chicago Manual of StyleMLAAPA, and many others) vary in their rules for capitalizing and punctuating titles. It is important to be consistent in your style. A good rule of thumb is that italics indicate the title of a major or larger work, and quotation marks are reserved for “smaller” works within the larger work or collection. 

Use italics around the titles of larger works, such as:

  • books / novels
  • magazines / journals
  • newspapers
  • book-length poems, collections and anthologies
  • CDs
  • albums
  • works of art and art exhibits
  • video games
  • websites
  • movies
  • plays 

Use quotation marks around the titles of:

  • articles
  • songs
  • short poems
  • excerpts from books or book chapters
  • articles in journals, magazines, and newspapers
  • songs
  • single television episodes
  • commercials

which, that, who, whom

Use “which” and “that” to refer to inanimate objects and animals without a name.
Use “who” and “whom” to refer to people and animals with names (Casey and Spirit, who are golden retrievers, are well behaved at work.).
Generally, use “which” in nonessential clauses—clauses that could be omitted without changing the meaning of the sentence (The policy, which was about attendance, was incorrect.). Nonessential clauses are usually set off by commas.
Generally, use “that” in essential clauses—clauses that can’t be omitted without changing the meaning of the sentence (The policy that was about attendance was incorrect.).
Use “who” as the subject of a sentence, clause, or phrase (Speak to the staff member who is in charge).
Use “whom” as the object of a verb or preposition. Avoid the use of “whom” as much as possible because it sounds stiff and formal instead of conversational.

Section II: Numbers and Percentages

This section includes guidelines for writing numbers and percentages. Note some exceptions to the rule.

general rules:

  • Spell out whole numbers below 10. Use numerals for 10 and above.
    • Exceptions:
    • You can begin a sentence with a year.
    • You can begin a sentence with a very large number.
  • Best practice is to try to rewrite sentences that begin with a number if possible.
    • Example: Forty-seven-thousand contestants were turned down for “American Idol.” 
    • Rewritten: American Idol turned down 47,000 contestants.  
    • Example: 1997 was the magical year I met my wife.
    • Rewritten: I met my wife in the magical year of 1997.

ages

Always use numerals for ages. If the age is used as an adjective or as a substitute for a noun, then it should be hyphenated. Don’t use apostrophes when describing an age range. 

  • He’s 9 years old.
  • A 21-year-old student
  • He is in his 20s.
  • My 10-year-old dog chased a squirrel.
  • The girl, 8, has a brother, 11. 

cardinal numbers

Spell out cardinal numbers (one, two, and so on) and ordinal numbers (first, second, and so on) below 10, but use numerals for numbers 10 and above.

  • I bought eight candy bars from the vending machine.  

  • The team drinks an average of 50 bottles of water per week. 

dimensions

Always use numerals when referring to height, weight, and other dimensions, followed by feet, miles, etc. 

  • The baby weighed 8 pounds, 5 ounces.
  • She is 5-foot-5.

large numbers

Express large and very large numbers in numerals followed by million, billion, and so forth. If expressing a number greater than 999 in numerals, use a comma.

  • 7 million people
  • 2,000 years ago

money

Always use numerals when referring to money. For cents or amounts of $1 million or more, spell the words cents, million, billion, trillion etc.

  • $26.52
  • $100,200
  • $8 million
  • 6 cents

numbers in titles

Use numerals for cardinal and ordinal numbers in headlines, email subject lines, and HTML page titles.

  • In Pamplona, 8 Injured in “Running of the Bulls” (Headline)
  • Subject: Presentation file 1 of 2 attached (Email subject line)
  • 5th Grader Wins 1st Place in Spelling Bee (Headline)

percentages

Use the percent symbol only when it is preceded by a numeral; otherwise, spell out the word percentage. Use decimals, not fractions.

  • The study revealed that 40% of employers were looking for the same attribute in candidates.

  • 10.4% 

Section III: Commonly Troublesome Words

This section includes guidelines for commonly troublesome words and hyphenation. 

3D
Use abbreviation (don't spell out "three-dimensional.") No hyphen in the abbreviation. 

24/7
Use slash, not hyphen.

adviser
not advisor

alumnus, alumni, alumna, alumnae

  • Use “alumnus” (“alumni” in the plural) when referring to a man who has attended a school.
  • Use “alumna” (“alumnae” in the plural) for similar references to a woman. Use “alumni” when referring to a group of men and women.

among, between
Between introduces two items and “among” introduces more than two.

  • The money was split between my sister and me.
  • The money was split among my siblings and me.

biannual
Occurs twice a year; semiannual.

biennial
Occurs every two years.

bimonthly
Every other month. Semimonthly means twice a month.

biweekly
Once every two weeks.

child care

  • Child care is two words when functioning as a noun phrase.
  • It can be hyphenated when functioning as an adjective.

co-

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

  • co-author, co-sponsor, co-chair

Do not use a hyphen in other combinations

  • coed, coexist, copay

compose
to create or put together, to make up

  • She composed a song for the piano.
  • Many ethnic groups compose our nation.

comprise
to encompass, to contain, to embrace, to include all. It does not take “of”:

  • The jury comprises five men and seven women.
  • Our nation comprises many ethnic groups.

The parts compose the whole; the whole comprises the parts

dos and don'ts

Do not use "do's and don't's" 

ensure (see also “insure”)

To make certain of, to make sure of

  • We are working extra hours to ensure that our team will meet next week’s deadline.

flier, flyer
Use flier for someone who flies and flyer for a handout

foreign words and phrases
If they have been adopted into the English language, do not italicize.foreign words and phrases

Examples:

  • burrito
  • karaoke

GPA
For grade point average. Acronym acceptable in all references.

health care
Two words unless part of a proper name. Do not hyphenate when used as a modifier.

  • health care worker

ID, IDs
All capitals, no periods or spaces.

insure
To contract to be paid money in case of a loss.

  • UCLA offers a benefit so employees can insure against accidental injury or loss of life.

more than, over

“Over” generally refers to spatial relationships.

  • The plan flew over the city.

It can be used with numerals, but “more than” is usually better suited.:

  • She is over 30.
  • Their salaries went up by more than $20 a week.

off campus
Hyphenate only when used as an adjective before a noun.

  • Off-campus parking is now available.
  • UCLA Wilshire Center is located off campus

OK

All capitals. Do not use okay or ok.

on campus
Hyphenate only when used as an adjective before a noun.

  • Pauley Pavilion is located on campus.
  • The new guidelines apply to all on-campus offices.

non-
The rules of prefixes apply. In general, no hyphen when forming a compound that does not have special meaning and can be understood if “not” is used before the base word.

  • noncompliant

Use a hyphen before proper nouns or in awkward combinations:

  • non-UCLA compliant:
  • non-nuclear

part-time, part time
Use a hyphen when “part time” is used as an adjective.

  • This is a part-time position.

Do not use a hyphen when “part time” appears after the verb.

  • This position is part time.

semiannual
Occurs twice a year

systemwide
no hyphen

X-ray

worldwide
one word

ZIP code
Use all caps in “ZIP” and lowercase “c” in “code.”

Section IV: Technology Terms

This section includes guidelines for technology specific words.

Android
Should always be capitalized and never plural or possessive.

app
Short for "application," a program that runs inside another service. App is acceptable on first reference.

bluetooth
A standard for short-range wireless transmissions, such as headsets, that enable hands-free use of cellphones. Note capitalization.

cellphone
one word per 2014 AP Stylebook

clickthrough (n., adj.), click through (v.)
One word when used as a noun or adjective.

  • One word when used as an adjective: 
    • The ad’s clickthrough rate is very high.

  • Two words when used as a verb: 
    • Click through the site to see your picture.

cyber, cyberspace, cybersecurity
The general rule for prefixes of no hyphen applies when using "cyber." Merriam-Webster lists cybersecurity as one word.

desktop

disc, disk
Use "disc" for phonographic records and related terms for optial or laser-based devices. Use "disk" for medical references.

dot-com

double-click

download

DVD
For digital video disc. Abbreviation acceptable in all references.

e-book, e-reader

e-business

e-commerce

email

no hyphen

Ethernet
Note capitalization.

Facebook
Note capitalization.

Google, Googling, Googled
Note capitalization. 

GPS
For Global Positioning System. Acceptable in all references.

hand-held
Hyphenate when used as an adjective.

hashtag

high-tech

HTML
Abbreviation for hypertext markup language. Abbreviation is always OK.

IM, IMed, IMing (instant messager)

internet
Per AP Stylebook 2016, internet is no longer capitalized.

iPad, iPhone, iPod

Logon
Referring to UCLA's Logon authentication. Note one word, capital "L."

multi-factor authentication (MFA)
Note the hyphen in "multi-factor." For other "multi" words, the rules of prefixes applies which, in general, means no hyphen.

online
always one word

web
As of 2016, per the AP Stylebook, web is no longer capitalized.

webcam, webinar, webisode, webmaster, web, page, website, web page
Most “web” words will be lowercase.

SEO
Abbreviation for "search engine optimization." OK to abbreviate after initial reference.

smartphone

social media

start-up

Twitter, tweet, tweeted, retweet
Note capitalization for Twitter.

URL, URLs
Abbreviation for uniform resource locator. Abbreviation is always OK.

username
one word

webmaster

wiki
lowercase

Wi-Fi

YouTube

Section V: UCLA and the University of California

This section is specific to terms you might find at UCLA and other university websites. The information is retrieved from: University Communications Dictionary of Style (2018)

abreviations
No spaces between letters in abbreviations: M.F.K. Fisher, Jonathan F.S. Post 

academic degrees
Capitalize degrees when they follow a name and separate by commas:

  • Jane Doe, Doctor of Law

Do not combine a courtesy title with an academic degree in the same reference.

  • Not: Dr. Charles Lewis, M.D.

Capitalize abbreviations and insert periods:

  • B.A., M.A., Ph.D.

Lowercase short forms and degrees referred to in general terms:

  • bachelor of arts degree, master of arts degree
  • bachelor’s degree, master's degree
  • Use doctorate when referring to a Ph.D.

Capitalize and use periods when abbreviating academic degree titles:

  • B.A.
  • B.S.
  • C.Phil.
  • D.D.S.
  • D.Env.
  • D.M.A
  • Dr.P.H.
  • Ed.D.
  • J.D.
  • M.A.
  • M.Arch. I
  • M.Arch. II
  • M.A.T.
  • M.B.A.
  • M.D.
  • M.Ed.
  • M.Engr.
  • M.F.A.
  • M.L.I.S.
  • M.M.
  • M.P.A.
  • M.P.H.
  • M.P.P.
  • M.S.
  • M.S.N.
  • M.S.W.
  • Ph.D.

academic departments
Capitalize the formal name of a department

  • Department of Community Health Science, Office of Media Relations.

Lowercase the informal name, especially when preceded by "the" (except for words that are proper nouns or adjectives)

  • the science department, the English department.

admission
The name of the office is UCLA Undergraduate Admission (no “s”). In copy, use “admissions” when the term is used by itself to describe the subject of admissions. 

alumna, alumnae, alumnus, alumni
refers to a person or group of people who have attended a school
  • alumna (female, singular) 
  • alumnae (female, plural) 
  • alumnus (male, singular) 
  • alumni (male/female, plural) 

ASUCLA
Associated Students of UCLA, the student-controlled, nonprofit organization that provides retail and student union services to campus. Use abbreviation on second reference. 

Anderson School of Management

Use the complete name on the fist reference. On the second reference, use “UCLA Anderson.”

bear statue
The official name of the statue on the UCLA campus is "The Bruin." Do not use Bruin Bear or Bruin bear.

Biomedical Library

Use Louise M. Darling Biomedical Library. “Biomedical Library” is acceptable on second reference.

board of directors
Lowercase unless part of a proper name: UCLA Alumni Association Board of Directors

book titles
Capitalize principal words (and all words of four or more letters). Italicize book titles. Do not italicize the Bible, the Constitution of the United States and the Declaration of Independence.

bookstore, UCLA Store
The proper name of the campus bookstore is the UCLA Store. Informal references may be made to “the bookstore,” but do not capitalize.

Broad Art Center
Use Eli and Edythe Broad Art Center. The Broad Art Center is acceptable on second reference.

BruinBuy, BruinCard
Note capitalization and no spaces between words.

Bruin OnLine
"L" is capitalized.

building names
Use “UCLA’s” followed by the building name or use the building name followed by a comma and “UCLA.”

  • UCLA’s Royce Hall
  • Royce Hall, UCLA

Bunche Center

Use the Ralph J. Bunche Center for African American Studies at UCLA. “Bunche Center” is acceptable on second reference.

Burkle Center for International Relations
Use UCLA Ronald W. Burkle Center for International Relations or, simply the UCLA Burkle Center for International Relations on first reference. “Burkle Center” is acceptable on second reference.

California State Universities

  • California Maritime Academy (Cal Maritime)
  • California Polytechnic State University, San Luis Obispo (Cal Poly, San Luis Obispo)
  • California State Polytechnic University, Pomona (Cal Poly, Pomona)
  • California State University, Bakersfield (CSU Bakersfield)
  • California State University, Channel Islands (CSU Channel Islands)
  • California State University, Chico (CSU Chico)
  • California State University, Dominguez Hills (CSU Dominguez Hills)
  • California State University, Fresno (CSU Fresno)
  • California State University, Fullerton (CSU Fullerton)
  • California State University, East Bay (CSU East Bay)
  • California State University, Long Beach (CSU Long Beach)
  • California State University, Los Angeles (CSU Los Angeles)
  • California State University, Monterey Bay (CSU Monterey Bay) (CSUMB)
  • California State University, Northridge (CSU Northridge)
  • California State University, Sacramento (CSU Sacramento)
  • California State University, San Bernardino (CSU San Bernardino)
  • California State University, San Marcos (CSU San Marcos)
  • California State University, Stanislaus (CSU Stanislaus)
  • Humboldt State University (Humboldt State)
  • San Diego State University (San Diego State)
  • San Francisco State University (San Francisco State)
  • San Jose State University (San Jose State)
  • Sonoma State University (Sonoma State)

California Digital Library
“CDL” is acceptable on second reference if the acronym is used in parentheses after the first reference.

California’s Digital Library’s MELVYL Catalog
“MELVYL Catalog” is acceptable on second ference.

California NanoSystems Institute
Note the capital “S” in NanoSystems (one word). Use “CNSI” on second reference.

campus
lowercase, even when used with UCLA

  • the campus
  • the UCLA campus

campuswide
one word, no hyphen

The Centennial Campaign for UCLA
The official name of UCLA’s five-year, 100th-anniversary fundraising campaign, launched in 2014 and set to end in 2019. Note the “T” in “The” is capitalized when using the campaign’s full name; when used alone, “campaign” is lowercase.

Center for the Health Sciences
Not Center for Health Sciences

César E. Chávez Center for Interdisciplinary Instruction

César E. Chávez Department of Chicana/o Studies

chancellor
Lowercase when not used with a name. Uppercase when used with a name (as part of a title) and when referring to a position or job title.

  • The chancellor attended.
  • The main speaker was Chancellor Block.
  • Recruiting for the position of Chancellor has begun.

child care

Child care is two words. UCLA operates multiple child care centers for employees and students.

College of Letters and Science
UCLA’s only college. “The College” is acceptable on second reference.

curriculum vitae
A summary of one’s personal history of professional qualificastions, often submitted by a job applicant.

  • singular: curriculum vitae
  • plural: curricula vitae
  • abbreviation: CV

dean
Capitalize only when part of a name.

  • Judy Olian, dean of the UCLA Anderson School of Management
  • Dean Judy Olian

dean's list
Lowercase in all uses.

departments
Capitalize names of departments or other organizational units.

  • UCLA Department of Physics and Astronomy


Capitalize “Department,” “Office,” and “Building” when the word is part of the official name but not when used separately to refer to the department.

  • Department of Community Health Sciences
    Office of Media Relations
  • Health Sciences Seismic Replacement Building
    This department is in charge of financial services.

Lowercase the informal name except for proper nouns or adjectives.

  • the geography department
  • the Italian department

eight-clap
Cheer that often accompanies the UCLA fight song.


emerita, emeritus, emeriti
refers to a person or group of people retired from professional life but permitted to retain as an honorary title the rank of the last office held
  • emerita (female, singular) 
  • emeritus (male, singular) 
  • emeriti (plural) 
fellow

Lowercase fellow when referring to a faculty member of a college

  • Jackson Hobb, a fellow

Janss Steps

Le Conte
The street name has a space.

Logon

Macgowan Hall
One word, initial cap only.

Pauley Pavilion
One “l” in Pauley and Pavilion

quarter
Lowercase academic quarters and terms.

  • fall quarter
  • winter term

Regents
In campus publications, correspondence and memos, capitalize as follows:

  • the Board of Regents of the University of California
  • the Board of Regents
  • the Regents
  • Alumni Regent
  • Student Regent

titles

Titles following a person’s name or used alone in place of a name should be lowercased.

UCLA
In most cases, use “UCLA,” not “University of California, Los Angeles.”

UCLA Health System
The UCLA Health System is the clinical component of the UCLA academic medical enterprise. It includes Ronald Reagan UCLA Medical Center; UCLA Medical Center, Santa Monica; the Resnick Neuropsychiatric Hospital at UCLA; Mattel Children's Hospital UCLA; and the UCLA Medical Group, along with a wide-reaching system of primary care and specialty care offices throughout the western Los Angeles area.

UCLA Library
Refers to the campus network of libraries. When describing the overall system, use “UCLA Library” on first reference.;“Library” is acceptable on second reference.

UCLA Hammer Museum
Not UCLA at the Armand Hammer, Armand Hammer Museum or some other variant

UCLA’s professional schools

  • Anderson School of Management
  • School of the Arts and Architecture; UCLA Arts is acceptable on second reference
  • Graduate School of Education and Information Studies; GSEIS is acceptable on second reference
  • Henry Samueli School of Engineering and Applied Science; UCLA Engineering is acceptable on second reference
  • School of Law; UCLA Law or the law school are acceptable on second reference
  • Luskin School of Public Affairs; Luskin School is acceptable on second reference
  • School of Theater, Film and Television; TFT is acceptable on second reference
  • UCLA School of Dentistry
  • David Geffen School of Medicine; Geffen School of Medicine or Geffen School are acceptable on second reference
  • UCLA School of Nursing
  • UCLA Fielding School of Public Health: Formally the Jonathan and Karin Fielding School of Public Health at UCLA. Fielding School of Public Health or Fielding School are acceptable on second reference.

university
Lowercase when referring either to UCLA. When referring to the University of California, use “the University.”

University of California campuses
With commas:

  • The University of California, Santa Cruz, now offers optional letter grades.

The following short forms are acceptable on second reference:

  • UC Berkeley, UCB
  • UC Davis, UCD
  • UC Irvine, UCI
  • UCLA
  • UC Merced, UCM
  • UC Riverside, UCR
  • UC San Diego, UCSD
  • UC San Francisco, UCSF
  • UC Santa Barbara, UCSB

vice chancellor
no hyphen

Young Research Library Building
The official name of the building. The library is known as the Charles E. Young Research Library.

Section VI: UCLA Financial Terms

This section includes guidelines for UCLA financial terminology.

ACH
Automated Clearing House

AMS
Asset Management System (formerly EQM)

BAR
Billing and Accounts Receivabl

BruinBill
All students are assigned a BruinBill account which records all charges and payments associated with registration, housing and transportation charges, as well as other service charges like health insurance assessed to students. Your BruinBill is available to eManage 24/7 through my.ucla.edu.

BruinBuy
A Web-based method of purchasing that uses electronic catalogs featuring UCLA's recommended suppliers.

BruinDirect
The fastest way to get your refund directly deposited into a U.S. checking or savings account.

BPP
BruinPay Plan

BIF
Business Information Form

DACSS
Distributed Administrative Computing Security System is the application access control system for mainframe systems that allows campus departmental security administrators (DSAs) to manage access to the resources and functions of all major University transaction systems, such as Transfer of Funds, Purchasing/Accounts Payable and Payroll via a single user interface.

DDF
Departmental Deposit Form

EDAP
Entry Department Additional Pay

EDAT
Entry Department Adjustment Transaction

EDB
Employee Database

EDFT
Entry Department One-Time Payment Adjustment

EDLA
Entry Department Leave Hours Adjustment

EDRA
Entry Department Retroactive Pay Adjustment

EDTM
Entry Department Mass Expenditure Transfer

EDTS
Entry Department Single Expenditure Transfer

EFT
Electronic Funds Transfer

Employee
A worker over whom the University has the right to control both the result and the way in which tasks are performed.

Encumbrance
A commitment within an organization to use funds for a specific purpose.

FAU
Full accounting unit. Each part (field) of the FAU represents a different kind of information about the transactions that occur. It is the “who, what, why” of the Financial System Data, and is critical to understanding and analyzing financial performance.

GLACIER
Nonresident Alien Tax Compliance System

H&I
Hold and incomplete. Refers to unpaid invoices that have been placed on hold or incomplete status.

IDTC
Inquiry Department Time Collection

IDTL
Inquiry Department Transaction List

Independent Consultant
A worker hired by contract who generally provides advice or recommendations, typically in the form of a verbal or written report. California Public Contract Code prohibits an independent consultant from implementing the recommendations in a follow-on contract.

Independent Contractor
A worker hired by contract, over whom the University has the right to control only the result of the service (i.e., the end product), but not the manner of performance (i.e., the time, place and method).

IAT
International ACH Transaction

IBAN
International Bank Account Number

Memo Liens
Detail transactions or balances that represent an unofficial commitment for spending requests that have not yet been approved or encumbered.

One Time Payee (OTP)
A payment made to an individual who is not a UC employee.

OFAC
Department of Treasury Office of Foreign Asset Control

OFSR
Online Financial System Reports

OPS
Order Payment Summary

PAN
Post-authorization notification is a web-based system for processing financial transactions. It was developed by UCOP and customized by UCLA, which currently maintains it. A PAN is a means of informing a designated reviewer that a record or an update to a record has been created, and that it should be reviewed.

Payday
The day on which direct-deposit funds are available and paychecks are issued. Written as one word.

Pcard
UCLA's Procurement Card (Pcard) is a Visa® card for staff and faculty members who have buying responsibilities.

PC/CF
Petty Cash & Change Funds

PCI
Payment Card Industry

PCI DSS
Payment Card Industry Data Security Standards

PPS
Personnel/Payroll System

PP CDW
Personnel/Payroll Campus Data Warehouse

PSC
Payment Solutions & Compliance

PTR
Payroll Time Reporting

Purchase Order (PO)
An order placed with a supplier by Purchasing at the request of a department by purchase requisition. It typically specifies payment terms, delivery dates, item identification, quantities, shipping terms and all other obligations and conditions.

Purchase Requisition
A departmental request for a standard purchase order required by policy and procedure or vendor.

QDB
Query Database

SWIFT
Society for Worldwide Interbank Financial Telecommunications

Sole-Source Justification
A document required when a specified vendor and/or manufacturer is indicated as the desired single or sole source and justification is provided in writing.

T&E Card
Travel & Entertainment Card

TRS
Time Reporting System

UC SHIP
UC Student Health Insurance Plan


Section VII: UCLA Policies and Related References

In addition to the section, “University Terms” in the Editorial Style Guide, use these guidelines when referring to UCLA, UC and other policy or law references. Note: If a proper noun will be abbreviated, show that abbreviation in parentheses immediately following the initial full spelling: e.g., UC Delegation of Authority (UC DA).

Assembly Bill (State Assembly)
Refer to the bill number with the appropriate abbreviation preceding the number (AB XXX).

bylaw
Lower case when used as a general term; capitalize as a proper noun (e.g., “UC Regents Bylaws”).

codes
Lower case except when used with formally named codes, such “California Code of Regulations” or “Student Conduct Code”, or to an individual published code (e.g., CA Penal Code, Section XXXX).

Congress
Used when referring to both the U.S. Senate and the House of Representatives.

delegation of authority
Use:  conveys significant authority and responsibility from one campus official to one or more campus officials.  Lower case except as a proper noun. (e.g., see UC and UCLA Delegation of Authority, below).

federal, state
Lower case when used as a general term; capitalize when part of a proper noun (e.g., "federal law," "state regulatory agency”, “Federal Bureau of Investigation”, etc.)

guidelines
Lower case when used as a general term; capitalize when part of a proper noun, such as “Guidelines for Web Advertising and Acknowledgment.”

House of Representatives Bill (Federal)
Refer to the bill number with the appropriate abbreviation (H.R.XXX)

laws, statutes, regulations
Lower case when used as a general term; capitalize when referencing a specific body of laws as a proper noun (e.g., Code of Civil Procedure).

Office of Management & Budget Circulars (OMB) Circulars
Initial caps and spell out; after first usage abbreviate to “OMB X-XX”

policy
Lower case except when used in name of a policy, such as “UCLA Financial Policy” or “UCLA Policy 110” or “Policy on Admissions.”

procedure
Lower case except when used in name of a procedure, such as “Procedures for Responding to Reports of Sexual Harassment”, or “UCLA Procedure 112.1.”

Regents (see UC, below)

Senate Bill (State or Federal)
Refer to the bill number with the appropriate abbreviation preceding the number (SB XXX).

standing order
Lower case except when referencing a specific standing order or body, such as “Standing Orders of The Regents," or “Regents’ Standing Orders." Individual standing orders may be abbreviated, e.g., “Regents’ SO 100.4.”

state (see federal, state)

UCLA Administrative Policies & Procedures

Initial caps. Refers only to the body of policies & procedures so published. Spell out and if used more than once, “APP” may be used. When referring to an individual policy or procedure, spell out “UCLA Policy 110” or “UCLA Procedure 112.1”.

UCLA Delegation of Authority
Initial caps and spell out first time used. “UCLA DA” may be used thereafter. Insert space between “DA” and the number when referencing a specific DA, such as
“UCLA DA 120.01”.

UC Delegation of Authority
Initial caps and spell out first time used. “UC DA” may be used thereafter “. Insert space between “DA” and the number, such as “UC DA 2113”.

UC Business & Finance Bulletin
Series of UC bulletins grouped by general subject category providing policy, procedure and guidance. 

  • A Series – Accounting related content;
     BUS Series – Business and finance related content; and so on

Initial caps and spell out first time used.  Use “UC BFB” thereafter.   When referring to a specific bulletin (e.g., BUS-43, G-28), spell out initially (e.g., UC Business & Finance Bulletin, BUS-43) and thereafter use specific bulletin number (e.g., BUS-43).

UC or UCLA [unit name] Manual
Initial caps when referring to a specific manual, such as “UC Facilities Manual”.

UC Office of the President
Spell out initially; thereafter may be abbreviated “UCOP.”

UC Regents
Initial caps and spell out. May also use “Regents” or “The Regents” (note “The” initial caps).

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