The University of Minnesota Libraries uses the Associated Press Stylebook for its electronic and print communications. This supplemental guide includes a few exceptions to the Associated Press Stylebook and several common style examples.
Exceptions to Associated Press
- Use the serial comma. (For example: "Lindsey enjoys music, television, and film.")
- Capitalize formal titles even if they appear after the name of the individual. (Joan Gabel, University President)
Other things to note
- Spell out "University of Minnesota Libraries" on first reference. On second reference, use "University Libraries" or "the Libraries." In headlines, sub-heads, and social media, it's acceptable to use "UMN Libraries."
- The University of Minnesota Libraries is an organization or system of libraries. It should be treated as a singular entity. Correct usage: “The University of Minnesota Libraries is collaborating with the College of Education and Human Development...” Note: the use of “is” instead of “are.”
- The Associated Press Stylebook includes more than 5,000 entries.
Common style guidelines
The Associated Press Stylebook provides an A-Z guide to issues such as capitalization, abbreviation, punctuation, spelling, numerals and many other questions of language usage. What follows are summaries of some of the most common style rules.
Abbreviations and acronyms
Some widely known abbreviations are required in certain situations, while others are acceptable but not required in some contexts. For example, Dr., Gov., Lt. Gov., Rep., the Rev. and Sen. are required before a person’s full name when they occur outside a direct quotation. Other acronyms and abbreviations are acceptable but not required (i.e. FBI, CIA, GOP). The context should govern such decisions. As a general rule, though, you should avoid what the Associated Press Stylebook calls “alphabet soup.” Consult the Associated Press Stylebook for specific cases.
Addresses
For numbered addresses, always use figures. Abbreviate Ave., Blvd., and St. and directional cues when used with a numbered address. Always spell out other words such as alley, drive and road. If the street name or directional cue is used without a numbered address, it should be capitalized and spelled out. If a street name is a number, spell out First through Ninth and use figures for 10th and higher. Here are some examples of correctly formatted addresses: 101 N. Grant St., Northwestern Avenue, South Ninth Street, 102 S. 10th St., 605 Woodside Drive.
Ages
For ages, always use figures. 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. Examples: A 21-year-old student. The student is 21 years old. The girl, 8, has a brother, 11. The contest is for 18-year-olds. He is in his 20s.
Dates, months, years
For dates and years, use figures. Do not use st, nd, rd, or th with dates. Always capitalize months. Example: Sept. 2, 2013, NOT September 2nd, 2013
Dimensions
When writing about height, weight or other dimensions, use figures and spell out words such as feet, miles, etc. Examples: She is 5-foot-3. He wrote with a 2-inch pencil.
Miles
Use figures for any distances over 10. For any distances below 10, spell out the distance. Examples: My flight covered 1,113 miles. The Airport Runway is five miles long.
Names
Always use a person’s first and last name the first time they are mentioned in a story. Only use last names on second reference.
Numerals
Never begin a sentence with a figure, except for sentences that begin with a year. Examples: Two hundred freshmen attended. Five actors took the stage. 1776 was an important year.
For ordinal numbers, spell out first through ninth and use figures for 10th and above when describing order in time or location. Examples: Second base, 10th in a row. Some ordinal numbers, such as those indicating political or geographic order, should use figures in all cases. Examples: 3rd District Court, 9th ward.
For cardinal numbers, consult individual entries in the Associated Press Stylebook. If no usage is specified, spell out numbers below 10 and use figures for numbers 10 and above. Example: The man had five children and 11 grandchildren.
When referring to money, use numerals. For cents or amounts of $1 million or more, spell the words cents, million, billion, trillion etc. Examples: $26.52, $100,200, $8 million, 6 cents.
Punctuation
Use a single space after a period. Commas and periods go within quotation marks. Example: “I did nothing wrong,” he said. She said, “Let’s go to the Purdue game.”
University Libraries nomenclature
Full Name
The full name of this unit is the University of Minnesota Libraries.
Abbreviated names
Avoid UMN Libraries or U of MN Libraries when referring to the University of Minnesota Libraries in paragraphs. In headlines and sub heads U of M Libraries is acceptable. On first reference, use University of Minnesota Libraries. On second reference, use University Libraries or the Libraries. The Library is not an acceptable abbreviation for the full name; only use "library" to refer to a specific building (e.g., Magrath Library).
Name usage
University of Minnesota Libraries refers to the entire system and should not be used alone to designate a division, department, or office. When referring to a division, department, or office within the Libraries, reference the Libraries as well (in the first usage within a document or publication). Example: The Archives and Special Collections department at the University of Minnesota Libraries is located...
Verb agreement
The University of Minnesota Libraries is an organization or system of libraries. It should be treated as a singular entity. So, correct usage is “The University of Minnesota Libraries is collaborating with the College of Education and Human Development...” Note: the use of “is” instead of “are.