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AP Highlights

FYE 1810 Fall 2009Professor Croteau

+Fun things to know about . . .

numbers . . .

and dates!

+AgesBy Paulette Donnelly

Use numerals when referring to ages.

Use hyphens only when the age is used as an adjective. For example, The 4-year-old girl has a brother who is 3 years old.

If a person’s age is used as a parenthetical expression within the test, set it off by commas: Felicity Falvey, 29, teaches at UConn.

In uses such as, a man in his 30s, do not use an apostrophe between the number and the “s.”

There is only one, rare instance in which an age is spelled out – when it starts a sentence. For example, Two-year-old children can be delightful.

+Years, measures, percentagesBy Nicole Salas

Years:

Years are always written in Arabic numerals, even when they begin a sentence. For example: 1989 was a disaster. We were glad to get to 1990.

An apostrophe is used when part of the number is omitted. For example, The next election was in ’92.

An “s” is added to create a plural when referring to a decade. For example, The 1960s were turbulent. She was in her 20s then.


Dimensions:

Use words and Arabic numerals to write dimensions. For example, She is 5 feet tall. The man is 5 feet 6 inches tall. The book is 8 inches thick.

Hyphens are used when the dimension is used as an adjective before a noun. For example, She is a 5-foot-tall basketball player. He is a 5-foot-6-inch forward. It is an 8-inch-thick book.


Percentages:

When writing percentages, use numbers with the word “percent” (not the symbol). For example, Only 2 percent of the voters were represented. Note that the word is “percent,” not “per cent.”

If a percentage is not a whole number, use a decimal, not a fraction. For example, The cost of living has risen 1.5 percent.

The word “percent” must be repeated with each figure to avoid confusion. For example, He said 10 percent to 30 percent of residents may not vote. Not, He said 10 to 30 percent of residents may not vote.

+NumeralsBy Amy Zitka In general, spell out whole numbers from zero to nine and use

numerals for 10 and higher.

There are exceptions to this rule, however.

A number that begins a sentence is always spelled out, unless it is a year. For example, Thirty-four people joined the group. 1989 was a very good year.

Addresses, ages, betting odds, dates, ratios, votes, scores, telephone numbers, percentages, temperatures, channels, dimensions, political divisions and districts, and highway and route designations are always expressed in Arabic numerals (unless they begin a sentence). For example, The 3-year-old girl built a television in nursery school. She calculated that she spent 8 percent of her time soldering. The machine was 8 feet tall and received seven channels, including Channel 3.

Spell out ordinal numbers from first through ninth for everything except geographic, military or political designations. For example, First Amendment, third base, but 1st Sgt., 3rd Ward, 7th Fleet. Use figures for 10th and higher (unless the number is at the start of a sentence.

+More NumeralsBy Jenny Poulin A numeral is a figure, letter, word or group of words expressing a

number. Roman numerals are used for wars and to show sequence for animals and people. For example, World War II, Pope John XXIII. Arabic numerals (0,1,2,3,4,5,6,7,8,9) are used unless Roman numerals are specifically required.

Large numbers: When spelling out large numbers, use a hyphen to connect a word ending in “y” to another word. Do not use commas between words that are part of one number. For example, twenty-one; one thousand one hundred fifty-one.

Sentence start: Spell out a number at the beginning of a sentence unless the numeral identifies a calendar year. For example, 1976 was a very good year. Eighty-three people joined the club.

Casual uses: Spell out casual expressions: For example, A thousand times no!

Proper names: Follow the organization’s practice.

+MonthsBy Michele Marchetti

Always capitalize the names or abbreviations of months. When using a specific date, abbreviate “Jan.,” Feb.,” “Aug.,” “Sept.,” “Oct.,” “Nov.” and “Dec.” for example, She planned to declare her candidacy on Feb. 8. She did not do so until March 11. Do not add –st, -nd, -rd or –th to the numbers.

When a specific date includes a year, set the year off from the rest of the sentence with commas. For example, On Jan. 3, 1988, killer flies attacked dairy cows in Storrs.

When a month is used alone, or with a year but no specific date, spell out the month. For example, The flies returned in January 1989. That February the cows went on strike. When using only a month and a year, do not separate them with commas.

+AT LAST!

The truth

about titles and names

+Courtesy Titles

Courtesy titles are “Mr.,” “Mrs.,” “Miss” and “Ms.” “Mr.” is never used unless it is combined with “Mrs.”

On first reference, refer to people by their first and last names, without courtesy titles. For example, Fannie F. Falvey and Foster F. Fosdick. In later references, use just the last name. For example, Falvey and Fosdick.

Use courtesy titles only in direct quotations or after a first reference if a woman specifically requests it.

To avoid confusion when two people have the same last name, such as spouses or family members, use the first and last names for all references, without courtesy titles. For example, Congressional candidates Philomena Falvey and Foster Falvey are cousins . . . . Philomena Falvey has 20 years of political experience. Foster Falvey is a newcomer.

+Doctor

Readers often associate the title “Dr.” with medical practitioners. The meaning of the term must be made clear if it is not clear from context. “Dr.” is used on first reference before the name of a doctor of dental surgery, medicine, optometry, osteopathy or podiatric medicine. It is not used on second reference. For example, “Dr. Fredonia Falvey specializes in diseases of the wealthy. Falvey says that handling lots of cash exposes them to viruses.”

The title “doctor” before a name is abbreviated even in a quotation. For example, “I don’t know what I would do without Dr. Falvey,” he said.

+Doctor

“Dr. “ may also be used before the names of people with other types of doctoral degrees, such as psychologists, historians or educators, but the type of degree must be stated specifically or made clear in context. For example, “Dr. Michael Hogan, an historian who once dreamed of being a journalist, will speak to the newspaper association. Also, At the hospital, Dr. Robert Frost talked with the students. Frost, a psychologist, said fear of AP style quizzes is a common phobia.”

Do not use “Dr.” before the name of someone who holds an honorary degree.

+Religious TitlesBy Britt Gustafson

In general, on first reference to a clergyman or clergywoman, use a capitalized title before the individual’s name. For example, Rabbi Saul Cohen, the Rev. John Smith, Monsignor Frank Falvey, Sister Mary Agatha, Pope Benedict XVI. For guidance concerning what title is appropriate, consult the AP Stylebook. Correct titles are listed under the entries for each religious denomination.

On second reference, use just the last name in most cases. For example, “The Rev. Fred Falvey [ first reference] will speak to the group. Falvey [second reference] is against sin.”

Exceptions: For the pope, use his distinguishing name (e.g. Benedict) or the pope or the pontiff on second reference.

For nuns whose names include a family name (for example, Sister Mary Ann Walsh) use the last name as the second reference (i.e., Walsh). For nuns whose names do not include a family name (for example, Sister Mary Bernadette), use the full name on second reference (i.e., Sister Mary Bernadette).

+Military, Police Firefighter TitlesBy Ron Beasley Capitalize a rank when used as a formal title before an

individual’s name. Most ranks are abbreviated, although a few (such as “Chief Warrant Officer”) are not. The AP Stylebook contains a list of correct abbreviations under the Military Titles heading.

Military titles should be used only on first reference. In subsequent references, use only the last name.

For a retired military officer, the military title should be used only if it is pertinent to the story. When it is used, follow the standard rules. Do not use “Ret.” after the name. Indicate in the text that the person is retired.

The same rules apply to police officers and firefighters. Add “police” or “fire” before the title if needed for clarity. For example, The gun was owned by police Sgt. William Smith, not fire Capt. William Smith. Titles that have no military equivalent, such as “detective,” should be spelled out. For example, The bullets belonged to Detective Gus Gumshoe.

+Legislative TitlesBy Terence Stearns

When using a legislative title on first reference, use “Rep.,” “Reps.,” “Sen.” or “Sens.” before the name of the individual or individuals, adding “U.S.” or “state” before the title if needed to avoid confusion. (In some cases, the title may be omitted when the person is well known, such as candidates during a presidential campaign. For example: Barack Obama and John McCain will meet for their final debate tonight.)

Do not use any titles on second reference unless they are part of a direct quotation. When titles are contained within quotations, spell them out. For example, “Senator Frank Frump is a fraud,” said Sen. Jeremy J. Jerque.

+Legislative TitlesBy Terence Stearns

Other legislative titles, such as “assemblyman” or “city councilor,” should be spelled out and capitalized when used before a name on first reference. For example, The debate was proposed by Assemblyman Felix Fosdick. The same rule holds true for formal organizational offices within a legislative body. For example, Speaker Nancy Pelosi, Majority Leader Harry Reid.

When referring to a member of the House of Representatives, the word “congressman” or “congresswoman” may be used. For example, Sen. Christopher J. Dodd proposed the legislation. The congressman said it would help small banks.

+Governors

When used as a formal title before a name or names, use “Gov.” or “Govs.” For example, Govs. M. Jodi Rell and Deval Patrick will not be attending the governors conference.

+People’s Names

Although most people in the United States use their family name as their last name, many others in the United States and around the world do not. The family name should be used on second reference, regardless of where that appears in a person’s name. For example, Chinese usually place family names first and given names second. Deng Xiaoping would be Deng on second reference. In some cases, however, Chinese have Westernized their names by changing the order. Ask which is the surname if you have any doubt.

+People’s Names

In Spanish names, the normal sequence is given name, father’s family name and mother’s family name. Some people use both family names as a surname. Some use just the father’s name. For example, Gabriel Garcia Marquez might by Garcia in the second reference or Garcia Marquez, depending on personal preference. Again, ask.

Use the English spelling that most closely reproduces the sound of names that were not originally written using the Roman alphabet, such as Russian, Arabic and Chinese names. If a person has a preferred spelling, use that. If there is a spelling in common use (for example, Alexander Solzhenitsyn, Anwar Sadat, Mao Zedong) use that.

For more guidance, consult the following headings in the AP Stylebook: Arabic names, Chinese names, Portuguese names, Russian names, Spanish names.

+Company NamesBy Karen Joseph

Even the best Wall Street Journal reporters do not know how every company spells it name. The AP Stylebook lists the proper names of the 100 largest U.S. companies and 50 largest non-U.S. companies under the “Company Names” listing. You can check the names of publicly traded companies by checking the national stock exchanges: www.nyse.com, www.nasdaq.com or www.amex.com

Always abbreviate “company,” “companies,” “corporation,” “incorporated” or “limited” when a business uses one of these at the end of its proper name. Do not put a comma before “Inc.” or “Ltd.,” even if the company does so. For example, Amalgamated Flubber Ltd.

http://www.nyse.com/

http://www.nasdaq.com/

http://www.amex.com/

+Company NamesBy Karen Joseph

In general, follow the spelling and capitalization used by the company. For example, eBay. (The “e” would be capitalized only if it began a sentence.”) Do not use all capital letters, however, unless each letter is individually announced. For example, IBM is all uppercase. Ikea is not, despite the company’s practice.

Do not use exclamation points, asterisks or other symbols that create contrived spellings that may confuse a reader. For example, Yahoo, not Yahoo!; Toys R Us, not Toys ‘R’ Us; E-Trade, not E*Trade. Use an ampersand only if it is part of a formal name. For example, AT&T Inc.

+ADDRESSES!

+AddressesBy Amy Charter

Addresses are fairly easy to master, despite the fact that here are three style issues involved: the use of numbers, abbreviations and capitalization.

Numbers: Always use numerals to indicate the exact location of a street address. For example: 6 Huntington Ave., 114 Main St.

If the name of a street is a number, like Seventh Avenue, spell it out if it is between one and nine. For example, 188 Ninth St. If it is more than nine, use numbers with appropriate ordinal endings (-st, -nd, -rd or –th). For example, 121st Street, 42nd Street, 33rd Street, 54th Street, 87 165th St., 43A 76th St.


Abbreviations: Abbreviate the words “street,” “avenue” and “boulevard” in numbered street addresses. Do not abbreviate if there is no number. For example, He lives at 131 Huntington St. He does not live on Prescott Street. She lives at 111 Dowd Ave. She used to live on Torrington Avenue. The store is at 14 Fontaine Blvd. It used to be on Claridge Boulevard.

Always spell out the words “circle,” “road,” “terrace,” and “alley.” For example, 131 Huntington Circle, 14 Dunham Road.


Capitalization: Words like “street,” “road” and “boulevard” usually are capitalized when they name a particular place because they are part of a proper name. For example, 6 Huntington Road. However, when talking about streets collectively, do not capitalize. For example, He drives on Huntington and Wheeler streets.

Compass points: Addresses can get confusing when the street name contains a compass direction. Don’t abbreviate any words if there is no numbered location in the address. For example, East Center Street. Abbreviate “north,” “south,” “east” and “west” in a numbered street address when they are used to show direction. For example, 14 E. Center St.

When a compass point is the full name of a street, do not abbreviate it. For example, 131 East St., 4 South Blvd., 18 North Road, 43 West Ave.

+State namesBy Cecilia Palmer

When a state name is used alone it should be spelled out. For example, We lived in New Jersey until last year. When a state name is used with the name of a city or town, however, it is abbreviated. For example, We lived in Newark, N.J., until last year. (Note that when used in this way, the state is set off from the rest of the sentence with commas.)

There are eight state names that should never be abbreviated, Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah. (To help you remember them, remember that state names of five letters or fewer are not abbreviated, and the two “newcomer” states are not abbreviated.)


The state abbreviations used by the Postal service are not used in AP style. The correct AP abbreviations are: Ala., Ariz., Ark., Calif., Colo., Conn., Del., Fla., Ga., Ill., Ind., Kan., Ky., La., Md., Mass., Mich., Minn., Miss., Mo., Mont., Neb., Nev., N.H., N.J., N.M., N.Y., N.C., N.D., Okla., Ore., Pa., R.I., S.C., S.D., Tenn., Vt., Va., Wash., W.Va., Wis., Wyo. (The only exception to this rule is that when a mailing address, complete with ZIP code, is given, postal code abbreviations are used. For example, The City Council of Emerald City, Kan., is seeking donations to repair the statue of L. Frank Baum. Donations may be sent to Save The Statue, P.O. Box 1939, Emerald City, KS 66048. )


Cities should be identified by state unless the context makes this unnecessary. (For example, a newspaper in Storrs does not have to identify Willimantic as being in Connecticut.)

Some cities are so well known that they do not need to be identified by state. (They are listed in the Datelines entry, below.)

When necessary, distinguish between cities and states that share a common name. For example: New York state and New York City; Washington state and Washington, D.C.

+DatelinesBy Shannon Bates

The dateline is the words or words that precede the lead sentence and indicate the location of the story. No dateline is needed for a story that is from the same city in which the newspaper is published. The Hartford Courant, for example, does not start each of its locally produced stories with HARTFORD. When a reporter is working in another location, however, a dateline is used. For example, SWANSEA, Mass. – Killer flies attacked four cows here Thursday. Town officials urged residents to arm themselves with flyswatters. When a dateline is used, the location does not have to be repeated in the story. In the Swansea, Mass., story, for example, “town Officials” is assumed to mean “Swansea, Mass., officials.”


City names in datelines are entirely in capital letters. In most cases, they are followed by the appropriate state abbreviation, in lower-case letters. Some cities are so well known, however, that they do not need identification by state, whether in a dateline or in text. Those cities are: Atlanta, Baltimore, Boston, Chicago, Cincinnati, Cleveland, Dallas, Denver, Detroit, Honolulu, Houston, Indianapolis, Las Vegas, Los Angeles, Miami, Milwaukee, Minneapolis, New Orleans, New York, Oklahoma City, Philadelphia, Phoenix, Pittsburgh, St. Louis, Salt Lake City, San Antonio, San Diego, San Francisco, Seattle and Washington.


International cities in datelines are followed by the country name in lower case, with the exception of these cities that stand alone: Baghdad, Beijing, Berlin, Djibouti, Geneva, Gibraltar, Guatemala City, Havana, Hong Kong, Jerusalem, Kuwait City, London, Luxembourg, Macau, Mexico City, Monaco, Montreal, Moscow, New Delhi, Ottawa, Paris, Quebec City, Rome, San Marino, Singapore, Tokyo, Toronto and Vatican City.

+AND OTHER REALLY

COOL STUFF!

+AbbreviationsBy Lynn Moebus

Have compassion for the reader and avoid abbreviations and acronyms when possible. Guidance on how to use particular abbreviations and acronyms is available in the AP Stylebook. They are listed alphabetically.

Here are some general guidelines:

When a courtesy title is used before a name, it is abbreviated. For example, Dr., Gov., Mr., Mrs., Sen., the Rev. Make sure, though, that you are correct in using the title. Other entries in this guide provide guidance on when to use courtesy titles, legislative titles, military titles and religious titles.

+AbbreviationsBy Lynn MoebusAcronyms:

Some organizations and government agencies are widely recognized by their initials. For example, CIA, FBI, GOP. In those cases, the initials may be used, without periods, in place of the name in all references. If you have a question, look up the acronym in the AP Stylebook. If you may use an acronym, that does not mean that you must use an acronym. For example, you should decide whether to use Federal Bureau of Investigation or FBI. To avoid a story full of acronyms, you might prefer to use the full name or “the bureau” in some references.

Do not follow an organization’s full name with initials set off in parentheses. Your writing should be clear enough so that this is not necessary. If you use an abbreviation or acronym on the second reference, it should be close enough to the first reference that the meaning is obvious. If it is not clear, write out the name.

+Governmental BodiesBy Giovanna Trocchi

Capitalize the full, proper names of governmental agencies, departments and offices. For example, the U.S. Department of State, the Georgia Department of Human Resources, the Boston City Council, the Chicago Fire Department.

If the dateline of the story makes the name of the nation, state or city unnecessary, drop that word but retain capitalization. For example, in a story from Georgia, the Department of Human Resources would be sufficient to identity it as a Georgia agency.

When flopping a formal name in order to delete the word “of,” retain the capitalization. For example, the State Department, the Human Resources Department.

In referring to more than one agency or department, use lowercase. For example, the New York and New Jersey legislatures, the Mansfield and Coventry police departments.

If using a term in a non-specific way, use lowercase. For example, Most states have a state senate or UConn has a fire department.

+Party AffiliationsBy Gabrielle Orrico

Party affiliation should be included in stories if it is needed for identification. In some stories – such as a governor welcoming basketball champions – it is irrelevant information and does not need to be included.

There are several ways to designate a person’s political party. For example:• Democratic Sen. Christopher J. Dodd of Connecticut said . . .

• Sen. Christopher J. Dodd, D-Conn., said . . .

• Sen. Christopher J. Dodd also spoke. The Connecticut Democrat said . . .

• Sen. Christopher J. Dodd of Connecticut sought the Democratic nomination.


No specific reference to party affiliation is necessary in stories about party meetings, such as the Republican National Convention, unless an individual in the story is not a party member.

When short forms, such as R-Minn., are used, they should be set off from the rest of the sentence by commas. Use R- for Republicans, D- for Democrats, and I- for Independents.


House members are usually identified by party and state. In some cases, however, home city may be used if relevant. For example, U. S. Reps. John Larsen, D-East Hartford, and Joe Courtney, D-Vernon, will co-sponsor legislation to improve health care services in eastern Connecticut.

State legislators are identified in the same way as U.S. legislators. Precede a title with “state” or “U.S.” only if it is needed for clarity. For example, The committee will recommend that state Rep. Phil P. Falvey replace U.S. Rep. Clyde K. Klutz as its chairman.

+

THIS FASCINATING GUIDE WAS WRITTEN BY MEMBERS OF THE FALL 1990, COPY

EDITING I CLASS.

THIS IS PROOF THAT UCONN JOURNALISM STUDENTS HAVE BEEN SUFFERING WITH AP STYLE FOR A LONG TIME – AND HAVE

SURVIVED!(UPDATED IN 2009)

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