HOUSTON INDEPENDENT SCHOOL DISTRICT

Style Guide

August 1, 2013

HOUSTON INDEPENDENT SCHOOL DISTRICT

Style Guide At-a-Glance

Editorial Style Guide

Correspondence: External, Memos, Emails, Email Signature

Publications

Documents in other Languages

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Editorial Style Guide

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Basics

Abbreviations/Acronyms: – If the abbreviation/acronym is known (i.e. SAT or ACT), it is

acceptable on first reference. If not, then spell it out followed by the acronym in parentheses and use acronym thereafter.

– Periods are no longer necessary with acronyms.

Athletics– The Athletics Department is the department that oversees the

athletics program. The Athletic Department is a department that is athletic.

Editorial Style Guide

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Basics

Board of Education – Formal: Houston Independent School District Board of Education

– HISD Board of Education is permitted in all references; subsequent references can be “the board” or “school board.”

– Do NOT use “Board of Trustees.”

Board of Education Titles

– Each trustee or member is referred to as a “trustee,” “school-board member,” or “board member.”

– These titles are only capitalized when used as a formal title before the name.

Editorial Style Guide

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BasicsCommas, dashes, and hyphens

– Include a comma before the last item in a series, i.e. A, B, and C.

– A dash is longer than a hyphen.

• An “en dash” is for ranges, i.e. 1965 – 1970. An en dash should be used between a date range, i.e. Aug. 3 – 5. For consecutive days write Aug. 3 and 4.

• An “em dash” indicates a sudden break, or sets something off from the rest of the sentence, as in “The Texas Assessment of Knowledge and Skills—the TAKS—is the state-mandated achievement test.”

• Dashes can be found under special Characters or the Insert tabs.

– A hyphen is a very short dash used to link works, i.e. after-school or with compound words, “often-used.”

• Also hyphenate when using two or more modifiers preceding a noun when they form a unit modifying the noun (middle-school student, up-to-date records)

Editorial Style Guide

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BasicsDays of the week and months

– July 1, 2013 NOT July 1st, 2013

– Use a comma after the year, “On July 1, 2006, teachers attended…”

– Spell out all months when a year is attached or when alone

Professional degrees– When writing an advanced degree, use abbreviations with

periods and no spaces (Daniel Jones, Ph.D.).

– When writing, follow rule above on first reference, then use formal title “Dr.” in subsequent references.

– DO NOT use degree and title together (Dr. Daniel Jones, Ph.D.).

Editorial Style Guide

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Basicsemail

– The “e” is lowercase and it is NOT hyphenated.

Houston Independent School District– Formal name or HISD are acceptable on first reference

– If HISD is used in first, it must be spelled out in 2nd reference.

– It can be referred to as “the district” (lowercase) in subsequent references.

Facility names– Use HS, MS, or ES after the school name on first reference.

– Use Delmar Tusa Complex when referring to the entire complex.

– If only the stadium is used, use Delmar stadium.

Editorial Style Guide

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Basicsnames

– It’s John Smith III, NOT John Smith, III

– Traditional: “John Smith, Jr., has been...”

– Common: “John Smith Jr. has been…”

numbers– When a sentence begins with a number, whether cardinal or

ordinal, spell it out.

– Use figures for 10 and above: ninth grade, 10th grade

– Use all numbers in mixed situations: 5 out of 10 students

– Spell out ordinal numbers below 10: ninth, eighth

– Use numbers for grades 10 and above: 10th grade, 11th grade

– Round off numbers above a million: 2.75 million

Editorial Style Guide

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BasicsOffices and departments

– Capitalize the word “office” or

“department” when used with name:

Office of Academic Services, Special Education

Department

– Use lowercase “o” or “d” in “the office” or

“the department” in subsequent references

percent– In formal writing, use “percent” NOT the symbol (%).

prekindergarten– Is one word; Pre-K is acceptable on second reference

Editorial Style Guide

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BasicsSchools

– Use last name when referring to school: Twain Elementary

– Use first initials if schools are named after people with same last name: C. Martinez and R. Martinez Elementary Schools

– Or use full name: Clemente Martinez Elementary School

SDMCs– They are shared-decision-making committees NOT shared

decision-making committees (the decision-making is shared on the committees, the decision-making committees are not shared

seasons– It is “spring 2013” or “spring of 2013,” NOT “Spring 2013” or

spring, 2013

Editorial Style Guide

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Basicsspaces

– One space after a period at the end of a sentence and after colons, NOT two.

students– They are ninth-graders, NOT ninth graders. And it is “all ninth-

and 10th-grade students.

students names– Use the last name of high school students on 2nd reference

– Use elementary and middle school students’ first names on 2nd

reference

Special Education– Capitalize it when referring to Special Education programs

– Never use sped or SPED in reference to Special Education

Editorial Style Guide

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BasicsSuperintendent of Schools

– Acceptable: superintendent of schools, HISD Superintendent Terry Grier, Superintendent of Schools Terry B. Grier or HISD Superintendent Terry Grier, the superintendent, or Dr. Grier NOT HISD Superintendent Dr. Terry Grier

telephone numbers– No parentheses around local area codes

– Use hyphens not periods between numbers: 713-556-6961

the– Capitalize it at the beginning of a sentence or if it is part of an

official name: The New York Times

Editorial Style Guide

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Basicstime

– Acceptable: 3 p.m. or 2 to 5 p.m.

Titles– All titles are capitalized when they precede the person’s name

but NOT when used after or without the person’s name: School Improvement Officer Armando Alaniz or Armando Alaniz, the school improvement officer.

– Spell out all Congressional titles: State Representative Sylvester Turner

under way– It’s two words.

Editorial Style Guide

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Basicswebsite

– It’s one word and it begins with a lowercase “w.”

years– It’s “2011—2012 school year” (with an en dash, not a hyphen).

– It’s “fiscal year 2005.”

– NOT 2011-12

ZIP code– NOT zip code

Correspondence

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External Communications (print)– Text Justified

– 11 point type

– Arial

– Use letterhead

– Find templates at www.houstonisd.org/styleguide

Memoranda (print)– Active voice, simple, direct sentences

– 11 point type

– Arial

– 1” margins, text justified, black ink

– Find templates at www.houstonisd.org/styleguide

Correspondence

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Emails– Black or dark colors for type

– Be cautious with attachment size

– Stationery or backgrounds take up space, do NOT them

– District-related communication purposes only

– Emails to schools, all school support officers, or large groups, principals, or regional-office personnel must be submitted as an Academic Services memo. (instructions are on P9 of the Style Guide)

Correspondence

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Email Signature– Use standard fonts: Arial, Calibri, Times New Roman

– Use 11-point type

– Use default dark blue or black text color

– Avoid any other logos or graphics than below

– Avoid quotes or epigraphs

– Find the template at www.houstonisd.org/styleguide

Jennifer MedinaWriter, Multilingual Programs DepartmentHouston Independent School DistrictHattie Mae Educational Support Center4400 West 18th Street, Suite 2SW11 I Houston, Texas 77092(713) 556-6961 I (713) 556-6980 faxemail: jmedina2@houstonisd.orgClick HERE to follow our Multilingual Blogwww.houstonisd.org

Correspondence

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How to change your sig: Step 1GO TO TOOLS THEN CLICK

ON OPTIONS

Correspondence

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How to change your sig: Step 2 & 3

FIRST

SECOND

GO TO MAIL FORMAT TAB

THEN CLICK ON SIGNATURES

Correspondence

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How to change your sig: Step 4 CLICK ON NEW

Correspondence

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How to change your sig: Step 5

GIVE YOUR SIGNATURE A

TITLE, EX: WRITER

Title of Slide Xxxxx Xxxxx

COPY AND PASTE MY SIGNATURE

FROM SLIDE 17 AND PASTE HERE

THEN EDIT WITH YOUR NAME, ETC.

Icons/Hyperlinks for FB, Twitter, YouTube

https://twitter.com/HISDMultiPrgms

https://www.facebook.com/HoustonISD

http://www.youtube.com/thehisd

Migrant has its own Twitter account. /HISDMigrant

Title of Slide Xxxxx Xxxxx

COPY AND PASTE THE ICONS ONE

BY ONE THEN HYPERLINK EACH

WITH LINKS ON SLIDE 23.

FIRSTSECOND

Title of Slide Xxxxx Xxxxx

SET THE MESSAGES YOU WANT THE

SIGNATURE INSERTED INTO.

Title of Slide Xxxxx Xxxxx

DON’T FORGET TO SAVE AND CLICK OK.

Publications

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Manuals, Reports, Newsletters, Brochures, Posters, Fliers– See Me.

– Or see the guidelines at www.houstonisd.org/styleguide

Power Point Presentations– Use official HISD Power Point template

– 24-point type

– Use easy-to-comprehend charts and graphics

– When possible, use images. Approved HISD photos can be found at www.houstonisdphotos.photoshelter.com. To download a photo, use password “media” when prompted.

– Find template at www.houstonisd.org/styleguide

Documents in languages other than English

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Translation Services– 713-556-6130

– Or see the guidelines at www.houstonisd.org/styleguide