Editorial Style & Procedures

Sacramento City College refers to the Associated Press Stylebook (AP Stylebook) for written communication guidelines.

Please refer to the AP Stylebook for more detailed and specific punctuation, format, grammar and writing style issues.


EDITORAL STYLE

SCC’S TOP TEN

1. PRESIDENT
Always capitalize the word “President” when referring to the college President.

2. COLLEGE
Do not capitalize “college” unless it is used at the beginning of a sentence, or in the name of a college (e.g. Sacramento City College).

3. AREA NAMES
When naming a specific area, capitalize the area name and “office”, “department”, “center”, or “division” when it follows the name of the area. When standing alone, do not capitalize.

4. JOB TITLES
In general, confine capitalization to formal titles used directly before an individual’s name (e.g. Dean Pat Jones, Vice President Chris Smith).

5. BUILDINGS AND ROOM NUMBERS
Use identifying terms (“hall”, “building”, “center”, “gym”, “gallery”) as appropriate to identify facilities. After the name of the building use a comma and list the word “room” and number (e.g. Technology Building, room 105).

6. DISTRICT
Always capitalize the word “District” when referring to the Los Rios District.

7. CHANCELLOR
Always capitalize the word “Chancellor” when referring to the Los Rios Chancellor.

8. EMAIL AND PHONE NUMBERS
For email, first and last initials should be capitalized in all email addresses. For phone numbers, use two dashes, and no parenthesis.

9. THINK ABOUT YOUR AUDIENCE
Is your brochure intended for high school students? Donors? Alumni? Business partners? For marketing purposes? Be sure to write in a voice and a style that is appropriate to effectively reach your target audience. Being brief, conversational and accurate are usually good approaches as a general rule.

10. EDIT, EDIT, EDIT!
Misspelled words, misplaced punctuation, lengthy sentences and paragraphs, inaccurate information or silly typos can weaken the credibility and effectiveness of any message or communication. Be sure to edit your writing for content and accuracy. Also, be sure to edit for style.

Did you get right to the point and present the most critical information first? Have you removed unnecessary details or information to keep the message succinct and to the point? Having another person edit your writing is highly recommended to help you catch these mistakes that would otherwise dilute your message.


PROCESSES & PROCEDURES

PUBLICIZING YOUR EVENT, HONOR/AWARD OR NEWS ITEM

The Public Information Office is available to publicize information to the campus, District and the broader Sacramento community. To request that your event or news item be publicized, please complete the Publicity Request Form. Requests are required to be submitted two weeks in advance of the date that you would like the publicity to begin. There are several methods of publicity that you may request listed on the online form.

PRODUCING BROCHURES, FLIERS, HANDBOOKS, GIVEAWAYS AND OTHER PUBLICATIONS

Be sure to submit your materials to the Public Information Office for review prior to completion of the project. The PIO exists as a resource to you in creating marketing or communications materials and publications. The office is also responsible for maintaining a consistent look and feel to all SCC publications and materials. If you are producing a brochure for your program, for example, contact the PIO for advising with regard to the design, writing style and format.

GETTING YOUR NEWS ON THE COLLEGE WEBSITE HOME PAGE

Use the Publicity Request Form to request that your item be added as a story on the college home page. You will also need to submit an appropriate photo to accompany your story that is at least 1440 x 900 pixels. Identifiable individuals in photos must sign a release form to be submitted along with the photo to the Public Information Office. Faculty and staff must also sign release forms.

MEDIA RELATIONS

The Communications and Public Information Officer is the official college spokesperson. It is important to the college as a whole that media activities are coordinated under the direction of the Communications and Public Information Officer to put the college’s best face forward to the public. Before responding to any media or reporter inquiries or requests for interviews, please contact the Communications and Public Information Officer directly. The CPIO will be able to provide you with media training and tips, and act as a resource for media in general.