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Guide To Style At Queen/'s University Belfast

A way with words
Guide to Style at
Queen’s University Belfast
A Way with Words 1
A way with words
Guide to Style at Queen’s University Belfast
Contents
Preface : Saying what we mean
3
Foreword : Proper words in proper places
4
Introduction : The English language is a living thing
7
A–Z Queen’s University Style
9
General Principles : Writing and editing good English
31
Acknowledgements
37
A way with words 3
Preface
Saying what we mean
Professor Peter Gregson
President and Vice-Chancellor
Language is one of the most fundamental skills we learn.
Without it, we would not be able to communicate knowledge
effectively, and knowledge is so crucial to the way we live our
lives. In any large organisation, the ability to communicate well is
essential. Each of us depends on one another for the information
we need to do our jobs, and communication is key to exchanging
information.
In the main, people communicate well in written and in spoken
form. But I am sure everyone reading this preface will be able to
point to times when unclear communication has had a negative
impact on their ability to do their work.
The arrival of quick and easy electronic communication has
brought with it enormous benefits, but there are downsides
too. Email is an impersonal medium, and the tone of emails can
often be misread, leading to conflict and stress.
The ease with which an email can be dashed off has also had a negative impact on formal
written English. For all the growing trend of informality, it is important that the University’s
business is carried out using language which is unambiguous.
Every day, millions of words move around the University in emails, attachments, letters,
memorandums and by word of mouth. I hope this guide will help us to ensure that what we
say is what we mean.
4
Foreword
Proper words in proper places
James O’Kane
Registrar and Chief Operating Officer
The humorous writer, James Thurber, put it simply when he
said: “Precision of communication is important, more
important than ever, in our era of hair-trigger balances, when
a false, or misunderstood word may create as much disaster
as a sudden thoughtless act.”
Queen’s is a large and complex organisation – larger and more
complex than at any time in its history. Our academic staff are
building a university for the next generation, and beyond, which
is capable of competing with the best in the world. Academic
support staff deliver crucial services, without which Queen’s
would be unable to function as a centre of learning. As for our
students, greater and greater demands are being made of them
as they juggle paid employment with their studies.
Society too is more demanding of institutions such as ours. We are expected to operate
to the highest standards, and are under constant scrutiny – from the media, regional and
local government, and from our customers too. We live in an increasingly regulated society
which expects us to manage risk, ensure the health and safety of staff and students, and
implement legislation affecting the whole range of our activity.
For all the talk about the paperless office two decades ago, this has become the age of the
paper trail. Is it any wonder then that we are coming down with communications of one form
or another? Some are carried on mediums which stretch to antiquity – books and pamphlets
– others pixelated and transmitted electronically.
We do not need to become entwined in red tape just because we are a large organisation
which needs to ensure its policies, processes and actions are documented. People complain
about bureaucracy at Queen’s, but there need be none. The challenge for each of us is
to simplify what we do, ensure it is detailed clearly and concisely, and to communicate it
effectively to those who need access to it.
We have no-one to blame but ourselves if our papers are dense and ill-thought through, if our
policies and procedures are unclear, or even if we are weighed down with paper.
A way with words 5
There can be no doubt that there has been an erosion of standards in formal written English
over this past generation. Some argue it is more important that something is understood
rather than properly expressed. This may be true where the person speaking is physically
present and can be quizzed, or when we are in a position where we can interpret non-verbal
communciation. But none of us can quiz the author of a paper or a policy which is handed
down over time, and few of us have the time or inclination to track down the author of an
official letter filled with garbled information.
Too often people receive communications from the University which are confusing, contain
basic errors of grammar or (worse) fact, and where the punctuation is distributed with little
thought for meaning. Communications of this nature speak volumes about the quality of
thought which goes into putting something down on paper.
The secret to effective writing is well summed up in a proverb: “Think much, speak little, and
write less.” If you are clear in your own mind what you want to say, and you express it in the
simplest terms possible, you are more likely to be understood. In the words of Winnie the
Pooh: “I am a Bear of Very Little Brain and long words Bother me.” (We’ll forgive him the
capitalisation.)
One other thing is crucial. You must remember who your audience is. We live in a world
where people value their time, and where they are unwilling to waste it deciphering a
paragraph in a missive from us.
This guide was inspired by a publication well-known to those of us in the Northern Ireland
higher education system who have been around for some time. Sir Derek Birley, a former
Vice-Chancellor of our sister institution, the University of Ulster, produced a witty and erudite
style guide for staff, photocopied copies of which still exist in bottom drawers and filing
cabinets at UU and Queen’s.
Style guides abound in bookshops today: The Guardian, The Times, The Economist, and The
Financial Times, among others, have made books out of their in-house advice. There are
many popular volumes: Penguin’s Mind the Gaffe, and Lynn Truss’s controversial Eats
Shoots and Leaves spring to mind, as well as more academic approaches. There are
treasures in all these books for those who care about English and how it is written.
I know you will find this publication useful. I also hope it will be a living document which will
grow and develop in the years to come. I will leave you with the words of Jonathan Swift
when he wrote: “Proper words, in proper places, make the true definition of style.”
A way with words 7
Introduction
The English language is a living thing
Style guides are used by many
The guidelines here are not mandatory.
organisations, not just newspapers and
The University has no desire to suppress
magazines, which produce written material.
individuality, but wants to do all it can to
They encapsulate editorial policy; address
encourage staff to produce communications
troublesome points of grammar and
which are consistent and clear, whatever the
vocabulary; define obscure acronyms and
medium and whatever the message.
abbreviations, and offer advice on potentially
sensitive language. They provide
The guide emphasises that good style is
communicators with a writing tool which
determined by making appropriate rhetorical
helps them produce coherent, consistent
choices for a particular purpose and
and appropriate documents.
audience. It is not about following slavishly
a set of inflexible rules. Derek Birley makes
Each document produced within Queen’s
the point rather well in his excellent
should underline the University’s Vision
Putting It In Writing: “When you send an
and Mission Statement, and should
official letter, your main task may be to pass
articulate a tone of voice which is consistent
on information and the recipient may be
with these goals. If we say we are a
more interested in content than in style.
world-class institution, we must ensure that
Nevertheless, the way the letter is written
the documents we produce are also of the
will convey an impression not only of you,
highest quality.
the writer, but also of the organisation you
represent.”
The English language is a living thing. Its
ability to change to suit the needs of time
This guide assumes some skill in writing,
and place is one of the qualities which has
and stresses the desirability of lucidity,
made it a genuinely global language. As you
precision, authority and professionalism.
might expect, there are very few absolutes in
It does not want to make documents overly
establishing the ‘right’ way of doing things.
simplistic; nor does it seek to replace, or
Many great writers have had the most effect
supersede, specific academic style guides,
when they have broken ‘the rules’. But we
or those which are presented to students
are not all great writers, and a set of
within their School or Faculty. Neither is it a
principles provides a safety net for those of
substitute for any number of excellent style
us who have to write as part of our jobs,
guides aimed at communications
rather than write for a living.
professionals. Rather, since most documents
8
are neither academic nor journalistic, it aims
to encourage writing for general
communication which is jargon-free (unless
absolutely necessary), clear and accessible
to the reader.
For this reason it omits field-specific style
issues, such as how to present
mathematical equations, poetic quotations or
listings of computer code. It also avoids
lengthy and tortuous descriptions of
grammatical minutiae. Good writing owes
more to clarity and approachability than an
indecent obsession with split infinitives or
subordinate clauses.
The A–Z, and the Principles for Writing and
Editing Good English, should help
communicators keep ‘officialese’ to a
minimum and produce material which is
informative, authoritative and accessible.
A way with words 9
A to Z
Queen’s University Style
mention in brackets: The Arts and
A
Humanities Research Council (AHRC) funds
several doctoral scholarships. Contact the
a, an
AHRC directly for details. Avoid using full
Use a historic occasion or a heroic act
stops (periods) in abbreviations or acronyms
rather than an historic or an heroic. An is
(FBI not F.B.I.). It looks clumsy. Omit full
indisputably correct before just four words
stops from degree titles (BA, MA, MSc, PhD)
beginning with ‘h’: hour, honest, honour
and personal titles (Mr, Mrs, Ms, Dr). Use
and heir.
Professor rather than Prof.
abbreviations, acronyms and
A contraction is a word made of two words
contractions
that are put together and then made shorter,
The word abbreviation is the umbrella
for example, can’t. Avoid using contractions
term used to describe any shortened word
in formal writing unless they are part of a
or term – BBC, UK, PEC. Contractions and
direct quotation.
acronyms are types of abbreviation.
Acronyms are abbreviations that are
-able/-ible
pronounced as a word, such as NATO,
Words from English or French tend to
QUBIS.
take –able. Latin-based words take –ible.
All abbreviations, except those which have
But there’s no consistency. Check in the
passed into normal language (BBC, CBI,
dictionary.
UTV), should be spelled out in full the first
academic freedom
time they are used. Where possible, avoid
Under the Education Reform Act 1988,
using the abbreviation subsequently;
abbreviations usually have to be mentally
academic staff have: “Freedom within the
deciphered and therefore act as an obstacle
law to question and to test received wisdom,
for the reader. The Physical Education
and to put forward new ideas and
Centre opened its doors yesterday. The
controversial or unpopular opinions, without
centre will… not The PEC will… If the
placing themselves in jeopardy of losing
abbreviation or acronym has to be used later
their jobs or privileges they may have at
in the text, it should be given after the first
their institutions.”
10
academic year
addresses
The academic year at Queen’s University
Do not insert commas in addresses unless
Belfast is divided into two semesters rather
they are written on one line:
than three terms.
Queen’s University Belfast
University Road
access
Belfast
This is the policy of extending the
BT7 1NN.
opportunity to enter higher education to
students who do not necessarily have
admissions
standard entry qualifications. Such students
Higher education institutions have the
are typically from lower socio-economic
right to choose their own students.
groups or have an ethnic minority
Admission to UK universities is coordinated
background, or have special educational
through the Universities and Colleges
needs (such as dyslexia or deafness).
Admissions System (UCAS).
Mature and part-time students also fall into
this category. Access courses are designed
adverbs
to prepare students for the demands of
Avoid using hyphens after adverbs ending in
higher education.
–ly, for example a highly controversial
decision, a sorely needed funding increase.
acting
However, hyphens are required following
Upper case in a title: Acting Head of School.
short and common adverbs: hard-pressed
for time, ill-prepared.
ACU
Association of Commonwealth Universities.
affect/effect
Often confused. Affect is a verb, effect
addendum
normally a noun. Your decision will affect
The plural is addendums.
me. This is the effect it has had on me. To
effect change.
adviser
Not advisor.
A way with words 11
ageing
ampersand (&)
not aging.
Use the word and unless referring to a
specific company name which uses the
agenda
ampersand instead of the word and,
The plural is agendas.
Marks & Spencer, P&O.
A-levels
analysis
Not A Levels or A-Levels.
The plural is analyses.
albeit
and
avoid its use, albeit quaint.
And it can be effective to begin a sentence
with this word. It adds forward momentum to
all right
the sentence, but do not overuse the device.
Always two words. As the Guardian style
guide puts it, ‘All right is right; alright is not
any more
all right’.
Should always be two words.
alumnus
anyway
A man is an alumnus (plural, alumni),
Should always be one word.
a woman is an alumna (plural, alumnae).
Mixed sex groups are alumni. Any former
apostrophes
student is an alumnus or alumna, regardless
Misuse of apostrophes is one of the single
of whether or not a graduate of the
biggest areas of abuse in written English.
University.
Special care should be taken in using
apostrophes – mistakes are easily seen and
am/pm
not often forgiven. When indicating the
Lower case, no punctuation.
possessive for names, use an apostrophe
followed by an s even when the person’s
American universities
name ends in s or another sibilant.
Most states have two large public
Therefore: Dickens’s Great Expectations:
universities – University of Kentucky
Marx’s ideas.
and Kentucky University (or U of Kentucky
and Kentucky U). Avoid ambiguity when
referring to them.
12
With a few exceptions, the possessive of a
If the word has taken flight in its own right,
singular common noun is formed by the
drop the apostrophe.
addition of an apostrophe and s, and the
possessive of a plural common noun by the
appendix
addition of an apostrophe only. The horse’s
The plural is appendices.
mouth; the puppies’ tails.
appraise, apprise
Do not use an apostrophe to indicate plurals,
The former means to estimate the worth of
including the plurals of acronyms and
something; the latter means to inform
abbreviations, unless confusion would result
someone.
without the apostrophe (as in the first
example) There are five s’s in that word;
AUT
there are five 5s in that number; there were
Association of University Teachers, now
five PhDs awarded last year.
no longer in existence (See UCU).
Apostrophes are not required for the terms
AUA
bachelors degree or masters degree, nor
Association of University Administrators.
should they be used if referring informally to
‘a masters’, as in She’s taking a masters in
English.
B
B
Queen’s in Queen’s University Belfast takes
an apostrophe before the s. Making a
mistake in the institution’s name is not
BA/BSc
acceptable. Often the word Queen’s is used
Bachelor of Arts/Science.
on its own; avoid using it where it would
need an apostrophe ‘s for the possessive.
bank holiday
Use The University’s students, not Queen’s’s
No hyphen or initial capitalisation.
students. You might just get away with
basically
Queen’s students.
Almost always used as an unnecessary
Apostrophes are sometimes used for
qualifier in sentences. Best avoided,
shortened forms of words ‘flu for influenza.
basically.
A way with words 13
biannual, biennial
for England, Scotland, Wales and Northern
The first means twice a year; the second,
Ireland.
once every two years.
British
black
You will not normally have to identify
If used in a racial context, always use lower
people’s nationality in formal writing. If doing
case.
so ensure you describe people in the way
they would wish to be described – British,
blueprint
Irish, Northern Irish, American, African-
Take care with this over-used metaphor;
American. Always be sensitive to issues of
it refers to a completed plan rather than a
cultural identity when writing.
preliminary one.
It is best to describe Queen’s as a UK
bottleneck
university, but it not inaccurate to say it is a
No hyphen. Another over-used metaphor,
British university. As it sits on the island of
which means point of constriction, not
Ireland, and was founded in 1845, and
merely an unspecified obstacle.
received full university status in 1908, when
Ireland was a single political entity within the
brackets
UK, it is also an Irish university. The
If a sentence is logically and grammatically
University is non-political and non-partisan.
complete without the information in round
Every effort should be made to ensure
brackets (parentheses), the punctuation
language does not undermine its political
remains outside the brackets. He attended
neutrality.
a meeting at the Department for
Employment and Learning (DEL).
Be aware of the audience you are writing
(A complete sentence that stands alone in
for. For example, international students
brackets starts with a capital letter and ends
may want to know that their degrees carry
with the stop inside the closing bracket.)
the premium brand of a British education;
they might also be interested in some of the
Britain
brand values of being an Irish institution.
It is best to use the correct geo-political
terms: Great Britain (GB) for England,
The term British Isles to describe the
Scotland and Wales; United Kingdom (UK)
islands of the North Atlantic can be
14
contentious, and the euphemism ‘these
capitals
islands’ sometimes used to get around this
Proper nouns, official titles (books, films, etc)
is not always acceptable to people either.
and course titles should be written with
initial capitals, for example Microsoft, As You
British Academy
Like It, Raging Bull, Introduction to
The British Academy was founded in 1901.
Computer Science. Capitalize abbreviations
Its main purpose is to promote research and
of degrees, but not the spelled-out versions
scholarship in the humanities and social
sciences.
and not when they’re referred to generically:
After completing his BA, John Smith
bullet points
received his masters degree from Queen’s.
Punctuation is not normally required after
bullet point copy. For example:
Do not capitalize small words such as a, in,
at, of, the, and, on when they appear in
•
Shakespeare
presentation or document titles.
•
Modernism
•
Chaucer
Some in-house words and titles are
dignified with a capital letter, for example the
businessmen
University, when referring to Queen’s, but
Use business people or the business
the university sector and universities.
community instead.
Similarly the Vice-Chancellor, the Pro-Vice-
Chancellor (note the hyphens), Deans,
Heads of School, Directors, Faculties,
Schools, Directorates, the Vision, Senate,
C
Academic Council, Convocation. It is
Professor Joan Smith, but the professor.
can, may
Can applies to what is possible and may to
Try to minimize the use of capitals in a
what is permissible. Therefore a student can
piece of writing; too many can make it
miss every tutorial on their course, but may
more difficult to read and make it look too
not if tutorial attendance is a prerequisite for
much like a metaphysical poem or the text
passing.
of a restoration comedy.
A way with words 15
CAT
cliché
See credit accumulation and transfer.
Avoid them… like the plague.
CD-rom
collective nouns
Not CD-ROM or CD-Rom.
Nouns such as committee, family,
government, take a singular verb or pronoun
chair
when thought of as a single unit, but a plural
Preferred alternative to chairman or
verb or pronoun when thought of as a
chairwoman.
collection of individuals: therefore, the
committee gave its approval to the proposal,
Chancellor
but the committee reported back to their
The titular head of a university. The
departments – it is better to say Committee
Chancellor’s main responsibility is conferring
members reported back to their
degrees. The Chancellor also has the right
departments.
to chair Senate, the governing body.
collegiality
Charter
The principle of a university or department
A charter is a document establishing a
being a community of scholars who share
higher education institution. Queen’s, in
the decision-making.
common with many ‘old’ universities, is
colon
constituted by Royal Charter, granted by the
the colon (:) is an important mark: it
monarch in Privy Council. The University
indicates that what follows explains what
Charter (capital C for the Charter) dates
precedes it. The phrase before the colon is
from 1908.
normally a complete sentence.
civics
It can be followed by a sentence, a phrase,
These are universities originally founded by
a list of words, or a single word. The
Royal Charter in major cities, such as
University has shortlisted four companies:
Birmingham, Manchester, Bristol, Leeds,
A&B, C&D, E&F, G&H.
Liverpool and Sheffield. Queen’s University
Belfast is also a ‘civic’ university.
16
Bullet points are normally introduced by a
comprise
colon, like this:
Means to consist of. Comprised of is a
common expression, but is always wrong.
•
first point
•
second point
computing terms
•
third point
Use the following style: database, email,
Semicolons should be used for pauses
homepage, internet, intranet, online, PC,
which are longer than a comma and shorter
URL, website, world wide web, www, web
than a full stop. The battle of the sexes will
page. Avoid hyphens and other punctuation.
never be won; there’s too much
fraternization with the enemy.
continual, continuous
The former means very frequent but not
comma
constant; the latter means an uninterrupted
One of the most common punctuation
sequence.
marks, the comma, is used to:
Convocation
•
separate items in a list
Convocation consists of senior officers of the
•
join two sentences into a single one
University, remaining members of Senate,
when followed by a connecting word.
I heard the shot, but I did not see the
graduates of the University who are enrolled
smoke from the gun
as members and such other members of
•
indicate a parenthesis. The moon,
staff and classes of persons as the Senate
full and bright, could be seen through
may determine following consultation with
the mist.
Convocation.
It is all too easy to overdo commas, and it is
council, counsel
just as easy to put in too few. If you are not
The first means an assembly, the second
sure where to put commas in a sentence, it
means advice. In a courtroom counsel is a
is probably too complicated and should be
legal representative.
rewritten.
CPD
complement, compliment
Compliment means to praise; complement
Continuing Professional Development.
means to fill out or make whole.
A way with words 17
credit
D
Credits are awarded to a student who has
successfully completed one or more
modules of a modular degree course.
data
The word is plural, but takes a singular verb:
credit accumulation and transfer (CAT)
The data has been analysed.
Credit accumulation is the process of a
student earning credits on module-based
dates
courses which count towards a degree, and
Use this format: 1 January 2005 (no
which enables a student to complete a
commas). Leave out the day of the week
degree more flexibly than under the
unless needed for clarity.
traditional three or four-year honours
courses. Credit transfer enables a student
Dean
gaining a credit at one institution to transfer
The head of a Faculty. Deans in
it to another, where the credit can be used
Queen’s line-manage Heads of School and
towards an academic award.
are members of the University’s senior
management team.
criteria, criterion
The former is the plural; thus, one criterion
decimate
but several criteria.
Means kill or destroy a large proportion of
and not obliterate.
curriculum vitae (CV)
The plural is curricula vitae (CVs).
definite, definitive
Definite means precise and unmistakable.
cutbacks
Definitive means final and conclusive.
This is a loaded phrase, be careful with its
use. Euphemisms such as efficiency gains
degree
may go down all right in Finance, but ring
The main qualification conferred by higher
hollow elsewhere. Be careful in the use of
education institutions. First degree courses
the word cuts, it is often used by people
in England, Wales and Northern Ireland
sloppily, for example when an increase in
usually last three years; some, such as
budget falls short of the amount requested.
language or engineering degree courses,
18
may last four years. Medicine, dental and
to meet normal needs. The University House
veterinary courses normally last five years.
dictionary is the Collins English Dictionary
series. Unless stated otherwise in this guide,
degree classification
it is the final arbiter of spelling and usage.
The standard classifications for bachelors
degrees are: first, upper second, lower
disability
second and third.
When referring to students, staff or other
individuals with disabilities in university
degree titles
communications, bear in mind this advice
In England, Wales and Northern Ireland the
from The Guardian style guide:
most common titles for a first degree is
Bachelor of Arts or Bachelor of Science.
“Use positive language about disability,
avoiding outdated terms that stereotype or
DEL
stigmatise. Terms to avoid, with acceptable
Department for Employment and Learning,
alternatives in brackets, include ‘victim of’,
not Department of, and not Education and
‘crippled by’, ‘suffering from’, ‘afflicted by’
Learning.
(prefer ‘person who has’, ‘person with’);
dependant, dependent
‘wheelchair bound’, ‘in a wheelchair’
(‘wheelchair user’); ‘invalid’ (‘disabled
The former is the noun (‘My dependants
person’); ‘mental handicap’, ‘backward’,
are…’), the latter the adjective (‘I am
‘retarded’, ‘slow’ (‘person with a learning
dependent upon this income’).
disability’); ‘the disabled’, ‘the handicapped’,
developing countries
‘the blind’, ‘the deaf’ (‘disabled people’, ‘blind
Preferable to ‘the third world’.
people’, ‘deaf people’); ‘deaf and dumb’ (‘a
person who is deaf and speech-impaired’,
dictionary
or ‘a person who is hearing and speech-
As a general rule, if a word does not appear
impaired’).”
in the smallest dictionary you can buy,
it should not appear in papers or documents
discreet, discrete
– unless it is a specialist term. Pocket
The first means circumspect; the second
dictionaries contain definitions for some
means unrelated – individually separate and
25,000 words which are more than enough
distinct.
A way with words 19
disinterested, uninterested
communication so be very careful about the
The former means unbiased or impartial; the
tone of your messages. You should not use
latter means uncaring.
email to tell someone off, convey bad news
or express anger. Always fill in the subject
DPhil
line on emails. This helps recipients prioritise
Doctor of Philosophy.
their work. Email is not a substitute for other
forms of communication, so do not overuse
dual support system
it. Email should certainly not be used as an
Under the dual support system there are
alternative to face-to-face or telephone
two main sources of public funding for
communication.
research in higher education institutions:
research council grants, which are tied to
enquire/inquire enquiry/inquiry
specific projects; and recurrent funding for
inquire and inquiry is preferred.
research from the funding councils, usable
at the discretion of higher education
ensure, insure
institutions.
The first means to make certain; the second
means to arrange for compensation to help
in event of loss.
Erasmus
E
A European Union (EU) education
programme to increase the number of
eg
university students studying part of a course
No punctuation required. Try to avoid
in another member state of the EU, and to
using in copy. The phrase For example is
promote cooperation among universities
acceptable.
through greater staff mobility. In 1995
Erasmus was officially absorbed into the
email
Socrates programme, part of which deals
Lower case, and without a hyphen. If you
with higher education.
must, do what you like in private emails, but
if you are using email to discharge University
business, internally or externally, follow the
University style. Email is an abrupt form of
20
etc
fewer, less
No full stop, and preceded by a comma. It
The general rule is that less applies to
has little place in formal writing as it betrays
quantity (amounts) and fewer to number.
incomplete information in a sentence.
Thus we have fewer students but less
money.
EU
European Union.
finalise
Avoid if possible; use complete or finish.
ex-
As a prefix, this takes a hyphen, for example
first name, forename
ex-directory.
Use instead of Christian name.
focused
Not focussed.
F
former
Means first of two (in conjunction with latter)
faculty
previously mentioned objects or people.
If more categories are involved use ‘first’,
A group of schools headed by a dean.
‘second’ and ‘last’.
Faculties at Queen’s are organisational units
and have no administrative responsibilities.
fortuitous
There are three:
Not to be confused with ‘fortunate’. Means
•
Arts, Humanities and Social
accidentally or by chance.
Sciences
fractions
•
Medicine, Health and Life Sciences
Two-thirds, three-quarters, etc, but two and
•
Engineering and Physical Sciences.
a half.
FE
fundraiser, fundraising
Further Education.
No hyphen.
feedback
Do you really need feedback? Avoid this bit
of jargon.
A way with words 21
grassroots
G
One word.
gay
Use as an adjective (‘gay men’, ‘gay
women’, ‘gay students’, etc) wherever
H
possible rather than as a noun (‘gays’).
Gaelic
halfway
In referring to language, use Gaelic for
One word, no hyphen.
Scotland, Irish for Ireland. In sport, use lower
case unless in a title. Gaelic Athletic
hanged/hung
Association, gaelic games, gaelic football.
A man is hanged; a picture of a man is hung.
gender/sex
hers
Gender is used in grammar. Sex is used in
Does not take an apostrophe.
a biological context – you are born into one
however
sex or another. She claimed sex
The word however should not be used as a
discrimination, not gender discrimination.
conjunction joining two sentences. Avoid
Note however that it is Queen’s Gender
using it at the beginning of a sentence.
Initiative not Queen’s Sex Initiative, which
When used within a sentence, trap it
would be something else entirely.
between commas. The word but will often
government
suffice. He agreed with the concept,
If referring to the British Government, use
however, he disagreed with the specific
the Government qualifying it with British or
proposal – He agreed with the concept, but
UK only if the context demands it (for
he disagreed with the specific proposal.
example, if referring to a number of
governments). Use lower case in all other
contexts and in relation to all other countries.
The Canadian government… The French
government…
22
its/it’s
I
One of the most common confusions.
Its is the possessive; it’s is a contraction of
ie
it is or it has.
No full stop. Like other abbreviations, avoid
ize/ise
its use if you can.
Most verbs ending in –ize, -ise can trace
imply, infer
their roots to the Greek –izo. In Modern
Imply means to suggest; infer means to
English Usage, HW Fowler notes: “Most
deduce.
English printers, taking their cue from
Kent in King Lear, ‘Thou whoresom zed!
impracticable, impractical
Though unnecessary letter!’ , follow the
Not interchangeable. The first means
French practice of changing –ize to –ise.
impossible, the second means possible in
But the Oxford University Press, The
theory but not workable at the moment.
Cambridge University Press, The Times and
American usage, in all of which –ize is the
initials
accepted form, carry authority enough to
No spaces or points, whether individuals
outweigh superior numbers.” Queen’s
or institutions, for example FR Leavis, WH
follows his advice. However, there are
Smith.
exceptions to the rule. The most common
ones are: advertise, advise, chastise,
Ireland
comprise, compromise, demise, despise,
The island is Ireland. Northern Ireland is
devise, enfranchise, enterprise, exercise,
the six counties of the northeast of the
excise, improvise, supervise and televise.
island. Avoid calling it the Province, Ulster or
the North. Province can be used to describe
the nine counties of Ulster. The Republic of
Ireland, or Irish Republic, is the name of the
southern state. You can use the Republic
when the context is clear, but do not use
Eire, unless in a historical context.
A way with words 23
J
K
JANET
key
Acronym for Joint Academic NETwork –
A much overused term. It is usually used to
a computer network linking UK higher
imbue something mundane with an inflated
education institutions at 150 sites, and
sense of importance. How many keynote
providing connections to worldwide
addresses can you remember? How many
networks.
key tasks are normally delivered? How many
key players really are? Use an adjective eg
jargon
“This is key to our success”.
Jargon tends to exclude readers who are not
‘in the know’. Sloppy writing is often filled
with jargon. Do your readers a favour and try
and use clear and precise language.
L
job evaluation (JE)
This is a process which breaks jobs down
languages
into factors such as responsibility,
The names of languages always take
knowledge, skill and creativity to avoid
an initial capital: English, French, Chinese,
discrimination in employment. These factors
Dutch.
are then weighted so that each job can be
given a total points score. The system is
last/past
used to decide pay or grading and to show
Use last when meaning final, past for the
an objective and transparent means of
most recent, or previous. The last
establishing ‘job size’ in the face of ‘equal
examination, but the past Vice-Chancellor,
value’ pay claims. Queen’s University uses
past Deans.
the Hay job evaluation scheme.
Latin
Use English where possible. Except where
Latin is accepted everyday speech, for
example per annum. Note well not nota
bene.
24
latter
M
Means second of two, not the third of three
or the fourth of four.
major
lead, led
Often misused to mean main, chief or
Led is the past tense of the verb lead.
important. Major simply means greater and
lend, loan
should be used as such.
Lend is the verb (‘Can you lend me some
manifesto
money?’) and loan the noun (‘I’ve asked the
The plural is manifestos.
bank for a loan’).
media
licence, license
A plural term, and should be treated as
Noun, verb.
such grammatically: ‘The news media
like, as
have reported…’, not ‘the news media has
reported’.
Avoid using like as a substitute for as, as if
or such as, wherever possible.
meet with
literally
Much loved by viewers of American soap
operas – of whom there are a surprisingly
Frequently used erroneously. As Bill Bryson
high number at Queen’s. The word with is
puts it in Troublesome Words, “if you don’t
redundant, and should not be used in
wish to be taken literally, don’t use literally.
speech or in writing.
The word means actually, not figuratively.”
memorandum
Londonderry/Derry
The plural is memorandums.
Use Londonderry at first mention, Derry
thereafter. The local authority is Derry City
mega-
Council.
Only as a scientific terms please, unless
you are ordering a mega-cheeseburger in
the Students’ Union.
midterm
No hyphen.
A way with words 25
militate, mitigate
no one
The former means to operate against
Two words, no hyphen.
something. The latter means to assuage,
soften or make more endurable.
numbers
Spell out from one to nine; integers from
minor
10 to 999,999 (except when a sentence
Like major, frequently misapplied. Means
begins with a number). Take care when
lesser, not small or unimportant.
using numbers to the power of ten; avoid
usages such as ‘Over a 100 students…’.
minuscule
Make it ‘over a hundred students’ or ‘over
Often misspelled as miniscule.
100 students’.
misspell
Take extra care not to misspell this word.
O
N
obscene
There is no such thing as an obscene
nevertheless, none the less
amount of money. The obscene demands a
One word; three words.
high degree of indecency.
Nobel prize
Office of Science and Technology (OST)
The second word is not capitalised.
The OST was established by the
government in 1992. It is headed by a Chief
none
Scientific Adviser, and is responsible for the
Does not necessarily have to take a plural
Government’s Science Budget which funds
verb – ‘None of the issues has been
the research councils.
resolved’ is an acceptable construction. The
important point is to be consistent with your
ours
usage.
No apostrophe please.
26
For women’s titles, check whether they
P
prefer Mrs, Miss or Ms. Make assumptions
at your peril. If using surnames alone in a
partially, partly
piece – a newspaper article, for example –
These two words have slightly different
treat women and men the same way.
meanings. Partially means incompletely and
partly means in part.
personnel
The Human Resources Directorate includes
percentages
responsibility for personnel, but the two are
In text, write ‘per cent’ rather than %. The
not interchangeable.
symbol can be used in tables.
political correctness
personal names
This is a minefield you negotiate at your
Do people the courtesy of spelling their
own peril. Use language which is respectful
names correctly. Check the spelling of even
of other people and which does not demean
common names, and look out for old
them. Remember, something is offensive if
favourites such as Stephen/Steven
that is how it is perceived by the person on
Smyth/Smith.
the receiving end, regardless of the writer or
Use people’s given names, not their
speaker’s intent.
full names unless they prefer these to be
postgraduate
used on formal occasions. If people use
One word.
initials (PJ) then do so too. If referring to an
individual in a report or paper, use their full
practically
name at first mention, Professor Joan Jones,
Means in practice, not almost or virtually.
Mr John Smithers, Ms Pauline Johnston. In
subsequent references omit their first name:
practice, practise
Professor Jones, Mr Smithers, Ms Johnston.
Noun, verb.
If they have received a knighthood or been
created a dame then use Sir Firstname,
presently
Dame Firstname.
Means soon, not at present.
A way with words 27
principal, principle
Q
Principal can be a noun or adjective
meaning chief or head. Principle is always
a noun, and means a fundamental belief or
Queen’s University Belfast
theoretical basis.
This is the preferred way of naming the
University. Queen’s and Queen’s University
Pro-Chancellor
can be used if appropriate. Avoid using
A Pro-Chancellor is appointed by Senate
QUB. The University always takes a singular
and responsibilities include chairing
verb; ‘Queen’s has decided to…’ or ‘the
Senate and University committees. Queen’s
University has chosen to…’. The formal title
can have up to three Pro-Chancellors at any
of the University is: The Queen’s University
one time.
of Belfast. This is used on legal or quasi-
program, programme
legal documents, in material relating to
The former is appropriate only in the context
Senate, Academic Council and Convocation,
of computing; otherwise use the latter.
and for publications and other material
relating to graduations. The coat of arms is
Pro-Vice-Chancellor
normally used as the University mark on
Senior management post filled by a senior
documents of this nature.
member of academic staff for a fixed period,
appointed by Senate. Pro-Vice-Chancellors
queuing
support the Vice-Chancellor in academic
Not queueing.
leadership and management of the
quotation marks
University, and are members of the
These are used to indicate direct speech.
University Management Board. They play an
active role in policy formulation and the
Quotations should normally be introduced by
strategic development of the University. The
a colon, and employ double quotation
contraction PVC may be used in informal
marks. The Vice-Chancellor said: “This is the
speech, but not in formal writing unless you
way to the Great Hall.” If using a quote
are referring to poly vinyl chloride.
within a quote, the second quote takes
single quotation marks. He said: “Churchill’s
proviso
phrase ‘blood, sweat and tears’ resonates
The plural is provisos.
down the decades.”
28
Note that punctuation goes within the
Registrar and Chief Operating Officer
quotation marks if it is a full sentence.
The head of the integrated academic
Punctuation goes outside if it is a partial
support structure of nine Directorates. The
quote. He said the paper was “an absolute
post holder is also secretary to the
disgrace”. Single quotes can be used to
University’s governing body.
distance oneself from a word, or to highlight
it. “It stank of ‘new age’ philosophy.”
regretfully, regrettably
An important distinction, especially with
regard to external letters. The first means
with feelings of regret; the second means
R
unfortunately. Beware of the ambiguity
between these two terms.
reader
remunerate
A member of academic staff equivalent to
Not renumerate, although the mistake is
senior lecturer – and just below a professor
frequent and easily made. Also take care
– who is expected to have a strong research
with remuneration.
background.
research council
recurrent funding
A public body, set up by royal charter,
This is annual government funding for
which conducts its own research and funds
teaching and research which is distributed to
selected research programmes in higher
higher education institutions in the form of a
education institutions.
block grant. Normally on an annual basis.
referendum
The plural is referendums.
re-form, reform
Note the distinction here; the first means to
form again (‘The committee was re-formed’),
the second to change for the better (‘The
voting system was reformed’).
A way with words 29
Student Loans Company
S
Set up in 1990 to lend money to students
for maintenance. The loans company will
school
also administer variable fees.
One or more related branches of teaching
and research. A School is the primary
sub-committee
academic unit at Queen’s. Each has a Head
Hyphenate.
of School. Use Heads of School for two or
more.
SuperJANET
An advanced fibre optic computer network
Senate
with the potential for a thousand-fold
The University’s governing body, Senate
increase in the performance of JANET.
is chaired by the senior Pro-Chancellor. Its
membership is made up of University
synopsis
Officers, elected staff representatives, lay
The plural is synopses.
members and alumni elected by
Convocation.
split infinitive
T
This is dangerous territory. It is all right to
split infinitives when the phrase would
otherwise be unacceptably cumbersome or
target
so long as you don’t do it to annoy people.
In business-speak, a target is something to
Where would life be if we could no longer
be attained, achieved, beaten, obtained and
say: “To boldly go.”
a range of other terms. In fact, targets
stationary, stationery
should be referred to in one of two ways –
The former means not moving; the latter,
either the target is hit, or it is missed.
writing materials.
titles
strategy, tactics
Titles of books, journals, movies,
A strategy is a long-term plan; tactics the
newspapers, TV and radio programmes, and
day-to-day means of carrying it out.
campus publications are styled italic with
30
initial caps The Guardian, UTV Live at Six,
All Souls College, Oxford – has no
Journal of Contemporary Science.
apostrophe.
Catharine’s, Catherine’s – the Cambridge
transpire
college is St Catharine’s; the Oxford college
Means to leak out, not to occur.
is St Catherine’s.
Goldsmiths College – no apostrophe.
Johns Hopkins – s on both – no
apostrophes.
U
King’s College – King’s College, Cambridge
(note comma) but King’s College Oxford (no
comma).
UCU
Queen’s College, Queens’ College – It is
University and College Union formed in
Queen’s College, Oxford but Queens’
2006 from the merger of the AUT and
College, Cambridge.
NATFHE third-level education unions.
St Andrews University – no apostrophe.
unexceptionable, unexceptional
UCLA
Often confused. Unexceptionable means
Stands for the University of California at Los
not open to objections; unexceptional means
Angeles, not University College of Los
ordinary and everyday.
Angeles.
university
When referring to Queen’s University Belfast
as the University use initial capitals. When
V
referring to a university use lower case.
university names
Vice-Chancellor
It is important that you double check the
The main academic and administrative
spelling of names – there are a number of
officer – the institution’s chief executive.
idiosyncratic titles in the university sector.
Often abbreviated to VC in speech, this
These are a few examples, and may be of
should never appear in writing unless in a
use in trivia quizzes.
direct quotation.
A way with words 31
General principles
Writing and editing good English
In his book Mind the Gaffe (Penguin 2001),
avoid using the same opening word in
Larry Trask sets out some simple advice on
successive paragraphs. As an example,
good style. It is worth cutting the quotation
if you are writing about a particular person,
out and sticking it on any keyboard you
do not begin every sentence with their
might come near.
name or personal pronoun. Repetitive language
bores the reader and obscures your meaning.
“Write simply, plainly and clearly. Use plain
words and not fancy words – especially
when you’re not sure what the fancy words
2. Use active verbs
mean. Avoid vogue words and jargon. Plan
Text with too many passive constructions can
your writing. Think about what you mean,
be unfocused and dull. Using active verbs helps
and choose your words carefully. Don’t just
to maintain the reader’s attention. It is better to
dump a pile of hackneyed phrases onto the
page. If you are not sure about a spelling or
use “Queen’s launched the initiative”, rather
a usage, look it up. Read what you’ve
than “The initiative was launched by Queen’s”.
written. Edit it and polish it. Work hard to be
Even a straightforward phrase like:
sure that your meaning is so clear that no
“The Committee had a discussion about
reader can possibly misunderstand you or
the matter,” is less effective than: “The
be puzzled.”
Committee discussed the matter”.
Here are some key points to consider when
you sit down to write a document.
3. Be concise
This is critical. The primary cause of ‘officialese’
is needlessly inflated language employed by
1. Vary the sentences
institutions in correspondence. You should
Writing which contains nothing but
respect your readers by avoiding unnecessary
short – or long – sentences can be difficult
to read. Introduce pace by varying the length
wordiness. Where possible, use short verbs
of sentences, but be particularly wary of long
and nouns. For example: ‘buy’ rather than
sentences littered with sub-clauses. Leave
‘purchase’, ‘start’ rather than ‘commence’, and
streams of consciousness to writers of
so on. Use simple synonyms unless a more
literary fiction. Varying sentence structure
complex alternative offers necessary
also makes a passage easier to read, and
precision.
32
Officialese
Alternatives
afford an opportunity
let, allow, permit
are desirous of
want, wish
are in receipt of
have
at an early date
soon
at a later time/stage
later
at the present time/at this moment
now
at this point/point in time
now
beneficial aspects
benefits
by means of
by
comes into conflict
conflicts
despite the fact that
despite
during the course of
during
effect an improvement/change
effect
for the purpose of
to
for the reason that
because
give consideration to
consider
have a need/requirement for
need
in agreement with
agree
in a timely manner
on time
in close proximity to
near
in large measure/part
mainly, chiefly, principally
in order to
to, for
in regard to
regarding
in the absence of
without
in the course of
during
in the event that
if
in the (very) near future
soon, immediately
in view of the fact that
since, because
make a determination that
determine
make an adjustment in
adjust
make provision for
provide
make the assumption that
assume
not in a position to
cannot
take action
act, do
take into consideration
consider
the extent to which
how much
to a large extent
largely, mostly
until such time as
until
with the exception of
except
with the knowledge that
knowing, aware
without further delay
now
A way with words 33
Some wordy examples of officialese with
rejection letters to students or job applicants.
alternatives are listed opposite.
If you have to report a difficult decision, do
not evade the point, and avoid cumbersome
In addition, avoid meaningless filler phrases
impersonal constructions such as: ‘It is
such as ‘to all intents and purposes’, ‘first
considered that…’ or ‘It has been deemed
and foremost’, ‘as such’, and so on.
necessary to…’ Your respondent is entitled
Constructions like: ‘on a weekly/monthly/
to know who has made the decision. If
yearly basis’ are pointless inflation; the
writing on behalf of a committee or an
adverb alone is sufficient.
Officer of the University it may be better to
write: ‘The Vice-Chancellor believes...’ or
4. Be aware of your audience
‘The Student Appeals Committee consider…’
Write for the intended audience for your
Explanations or clarifications may be
document. Will the recipients be familiar with
included at your discretion, but avoid
the terminology you are using? As a rule, do
expressions of regret which give the
not assume knowledge. Use your judgment.
impression you disagree with the verdict. If
If the recipient is looking purely for
you are writing on behalf of a manager or
information, it may be appropriate to omit
senior officer, make sure he or she is happy
much of the contextual content. However, if
with the words you are using on their behalf.
writing for strangers – trying to engage the
interest of potential students or commercial
partners, for instance – a user-friendly
6. Proofreading, revising and editing
approach may be more suitable.
It is essential to read what you have written
to check simple errors of grammar, syntax
5. Tone of voice
and spelling. Revision is as important in
University communications should project a
writing as typing the words. It is good
consistent tone of voice. That voice should
practice to give everything a final read-
be approachable, yet authoritative and
through. Where possible, get a colleague to
professional. Personal opinions have no
check what you have written. It is easier for
place in official papers, but it is also
them to identify errors. Beware of late
important to avoid appearing indifferent,
changes. You can introduce a mistake when
especially in sensitive areas such as
fixing one. Always check phone numbers
34
and email addresses are up-to-date. Add up
particular course of action. Many will make
columns of numbers to make sure the total
recommendations on the basis of arguments
is correct. Question any statistic or
set out within the body of the report.
statement of which you are unsure. If you
have to read a sentence more than once to
The ability to write reports is an important
skill for many within Queen’s, and ability in
grasp its meaning, revise it. Don’t avoid
this area is a real advantage when
making large-scale changes to a document if
competing for senior roles within the
needed. When proofreading, it is your job to
University.
be the reader’s advocate.
All the principles outlined in this document
Remember the two keywords – clarity and
underpin the production of a good report, but
consistency.
two are paramount: quality and consistency.
At the outset, it is crucial that you think
about the audience. Who is the report for?
Report writing
What is its purpose? What do they need?
And what do they expect?
The University’s decision-making process
depends on managers being able to make
There will be times when you are expected
informed decisions. Reports are an
to be creative, but the best reports have an
important source of information, and
inescapable logic to them: a beginning, a
consequently play a pivotal role in the
middle and an end. They are clearly laid out,
decision-making process. They are also a
in numbered paragraphs for easy reference,
vital part of the University’s records system,
with appropriate headings and sub-
allowing the University to justify its decisions
headings. The language should be formal,
and giving future generations an insight into
but not stuffy. Do not confuse complicated
the thought processes which underscored
language for formality.
key decisions in the University’s history.
Many reports are there to inform decision-
Reports do many jobs. Some inform people
making. The structure should:
about facts or decisions, or record them for
posterity; others are designed to provoke
1. Set out the context and the purpose
debate, or persuade people to take a
of the report
A way with words 35
2. Outline the problem or the challenge
Ask colleagues to read the draft and make
being faced, and the implications
suggestions; you may have a committee
which will be signing off the report. Work
3. Set out the options – there should
closely with the chair to get a document in
be a number of options – and
shape for consultation. Make the status of
the arguments for and against.
the paper clear – is it for comment, for
There should be a conclusion
noting, or for approval? – and welcome
4. Give a summary and make
robust feedback. Do not feel precious about
recommendations.
what you have written.
In a major report, you would expect to see
Redraft if necessary, and when you have
an executive summary at the beginning
the final version, proof it, and ask someone
which gives a summation of the arguments
else to do this. You may not see your own
and sets out the recommendations.
mistakes. You will read what you think is
there, not what is really there. After the final
Any report, no matter how well it is written,
proofing – read it again. It is at this stage
is only as good as the work which has gone
that the most glaring mistakes often slip
into putting it together. At the outset, you
through, usually because they have been
should identify the information needed,
introduced during the proofing stage. Always
decide whom to consult, and gather any
be alert, some mistakes do their best to
relevant papers and documents. Tables are
remain Invisible until they appear in print.
a good means of communicating complex
Then they reveal themselves in all their
information, so think about how data can
glory.
best be expressed.
Do not worry too much about the first draft.
Write something down on paper. You can
Minutes
review it and rewrite it later. There is nothing
Gone are the days when minutes of
as daunting as a blank piece of paper or a
meetings recorded every detail of a
clear screen on your PC. The sooner you
discussion. Minutes should record three
have something to work with the better.
things:
36
•
date and time of the meeting
Exactly from the drop down menu. Change
•
attendees and absentees
the number to 14 point. Reports should be
•
issues discussed and decisions taken.
justified on the right-hand margin.
It is as simple as that. You do not need to go
University secretaries are the experts in
into great detail about the nature of a
setting out reports. Let them do it. Academic
discussion, except where there is a need to
support staff and managers who try to do it
include relevant considerations leading to a
themselves often create more problems than
decision or unless someone makes a
they solve.
particularly important comment, or an
individual member wishes to record dissent.
Minutes should be written as soon after
the meeting as possible, checked with
the individual responsible for driving the
committee, and then with the chair. It is good
practice to circulate them as soon as they
have been cleared.
Take copious notes during the meeting, but
leave most of them in your notebook to be
used as a reference if you are challenged.
Typography
Reports and minutes should be dressed in
the approved typography. Templates are
available. The text for A4 reports and
minutes should be in 11 point Arial, the line
spacing should be set at 14 point. In
Microsoft Word, go to Format (top line),
choose Paragraph; Line Spacing, and
A way with words 37
Acknowledgement
This guide was developed by the Use of
English working group: Wilma Fee, Barbara
Groves, Lorraine McCallum, Derek Smyth
and Tom Collins. Much of the text was written
by Dr Nic Dunlop, then working at the School
of English and now a lecturer in the
University of Birmingham. The text has been
informed by colleagues across the University
who bravely submitted their correspondence
and other documents for examination.
The Group would like to thank everyone
who contributed to the production of the
Guide. The project was inspired by the
Registrar, whose office bears the brunt of
much incoherent English in spoken and
written form and which does so with good
grace – most of the time.
Additional thanks to Publications Manager
Yasmin Jeffery and Media Services for the
design and photography.
Copyright © 2007
Queen’s University Belfast. All rights reserved.
Marketing, Recruitment and
© Queen’s University Belfast, 2007
Communications
CDS N108876
Queen’s University Belfast
University Road
Belfast
BT7 1NN
Northern Ireland
Tel: (028) 9097 3091
Fax: (028) 9097 3401
Email: comms.office@qub.ac.uk
www.qub.ac.uk

Document Outline