Editorial Style Guide

Why Editorial Style Matters

Clear and consistent writing helps people understand information quickly. It also helps strengthen Montclair’s brand by making sure the University is described in the same way across many different audiences and touchpoints.

Editorial style is especially important when writing about:

• The University name
• Colleges, schools, departments and offices
• Academic titles and administrative titles
• Degrees, majors, minors, certificates and programs
• Faculty, staff and student names
• Events and dates
• Buildings and campus locations
• Capitalization, punctuation and abbreviations
• Public-facing web and marketing content

The current Editorial Style Guide states that Montclair uses a combination of AP style and Montclair style when writing and editing University publications, and that the guide includes frequently used examples of both styles.

The University Name

The University’s official legal name is Montclair State University. The approved short name is Montclair.

Use Montclair State University on first reference. On later references, use Montclair or the University when the meaning is clear.

Do not refer to the University in public documents or announcements as MSU, Montclair State or Montclair State College. The current Editorial Style Guide specifically identifies these as names that should not be used in public-facing University communications.

Writing About Montclair

When writing for University audiences, use clear, direct language. Prioritize the reader’s need over internal terminology.

Strong Montclair writing should be:

• Accurate
• Plainspoken
• Audience-focused
• Inclusive
• Easy to scan
• Consistent with University style
• Appropriate for the channel

Avoid language that assumes readers understand internal processes, office names, acronyms or organizational structures. When possible, explain what a reader can do, where they can go or why the information matters.

AP Style and Montclair Style

Montclair follows AP style for many common writing and editing decisions, with University-specific exceptions where needed.

AP style generally guides areas such as:

Montclair style guides University-specific usage, including how to refer to the University, academic programs, schools, colleges, offices, titles and campus-specific terminology.

When AP style and Montclair style differ, use Montclair style for University communications.

Academic and Administrative Titles

Titles should be written clearly and consistently, especially in public-facing communications.

In general, capitalize a formal title when it appears directly before a person’s name. Use lowercase when the title appears after a name or is used descriptively.

Examples:

• President Jonathan Koppell
• Jonathan Koppell, president of Montclair State University
• Dean Jane Smith
• Jane Smith, dean of the College of Humanities and Social Sciences

Use the person’s full name on first reference. On later references, use the last name unless the content type or tone calls for a more conversational approach.

Academic Programs, Degrees and Departments

Write academic programs, degrees, departments, colleges and schools in a way that is accurate, readable and aligned with official naming.

Use official program names when writing about degrees, certificates, majors, minors or academic offerings. For web and recruitment content, avoid informal shorthand unless it is clearly understood by the intended audience.

Examples of content that should be checked for official naming include:

• Degree names
• Major and minor names
• Graduate certificates
• Combined programs
• Instructional certifications
• College and school names
• Department names

When writing for the web, favor clarity over internal shorthand. Readers should not need to understand Montclair’s organizational structure to find or understand the information they need.

Capitalization

Use capitalization intentionally. Overcapitalization can make content harder to read and may make routine terms feel unclear or overly formal.

Capitalize official names, proper nouns and formal titles when used before a name. Do not capitalize general references to offices, departments, programs or roles unless they are part of an official name.

Examples:

• the Office of the Provost
• the provost
• the College of Science and Mathematics
• the college
• the Department of Biology
• the department

Acronyms and Abbreviations

Avoid acronyms unless they are widely understood by the intended audience. When an acronym is needed, spell out the full name on first reference and place the acronym in parentheses.

Example:

• University Communications and Marketing (UCM)

After first reference, the acronym may be used if it helps readability and the audience is likely to understand it.

Do not use internal acronyms when writing for broad audiences unless they are necessary and clearly explained.

Accessibility

Editorial style supports accessibility. Clear headings, descriptive links, plain language and scannable structure help all readers understand and use content more easily.

When writing for Inside Montclair:

• Use meaningful headings.
• Keep paragraphs short.
• Put the most important information first.
• Use descriptive link text.
• Avoid “click here” when a more specific link label is possible.
• Write for the reader’s task, not the office’s internal process.
• Avoid long blocks of text.
• Spell out acronyms on first reference.
• Make deadlines, actions and contacts easy to find.

For more detailed guidance, visit Digital Accessibility.

Link Text

Link text should tell readers where the link goes or what action they can take.

Clear link text is easier for all users, including people who use screen readers or scan a page quickly.

Inclusive and Audience-Centered Language

University communications should be respectful, inclusive and understandable to the intended audience.

Use language that recognizes the diversity of Montclair’s students, families, faculty, staff, alumni and community partners. Avoid jargon, assumptions and unnecessary complexity.

When writing about people, programs or communities, use accurate terms and confirm preferred language when needed.

When to Ask for Guidance

Contact UCM if you are unsure how to write about the University, a title, a program, a brand term or a public-facing communication intended for non-University audiences.

Editorial guidance may be especially useful for:

• High-visibility communications
• Executive or leadership messages
• Web pages
• Recruitment or marketing materials
• News stories
• Media materials
• Brand or campaign language
• Sensitive topics
• University-wide announcements