F/2.3 Language and style in QUT communications

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2.3.1 Corporate identity
2.3.2 Resources
2.3.3 Stylistic conventions to be followed
2.3.4 Abbreviation of qualifications
2.3.5 Professorial titles
2.3.6 References
2.3.7 Typefaces
2.3.8 Plain English style
2.3.9 Official QUT addresses
Related Documents
Modification History

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2.3.1 Corporate identity

One aim of QUT's corporate identity program is to project QUT as a professional, reliable and contemporary organisation.  The written communications produced by QUT staff, whether correspondence written to an individual or organisation, or matter written for use in published resources, reflect on the reputation of QUT.  Staff are expected to communicate in an effective and professional manner.  The standards described below apply principally to written communications developed for administrative and other information purposes (in regard to academic writing, refer to F/2.3.6 below). 

These standards are designed to assist staff who are preparing written QUT communications, in order to ensure consistency of language and style, and ease of use and comprehension of the written communication on the part of the user. The Corporate Identity Manual should also be consulted, particularly in regard to visual presentation requirements and formats.

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2.3.2 Resources

The following resources should be used to resolve common language or stylistic issues:

• The Macquarie Dictionary - Australian English spelling is to be used (eg enrol not enroll), and other standard spelling published in this text should be followed (eg program not programme, summarise not summarize, cooperate not co-operate);
• Style manual for authors, editors and printers (formerly published by Australian Government Printing Service, revised by Snooks and Co for use by authors, designers, editors, screen-based publishers) 6th or later editions, John Wiley and Sons. 

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2.3.3 Stylistic conventions to be followed

For ease of reference, some common stylistic conventions are described below.  However, refer to the above resources or other references on modern English usage for more detailed information on the conventions described here.

(a) Initials and abbreviations:  To reflect modern practice, QUT omits full stops in abbreviations and initials.  To aid readability, only very common terms should be abbreviated without first specifying the term in full and identifying the abbreviation to be used in the remainder of the written document.  Care should be taken to ensure abbreviations are used only when there is certainty that the target audience will be familiar with the abbreviated term.  The word 'and' is always spelt out in full.

For abbreviations of qualifications, universities or professorial titles, refer to F/2.3.4 and F/2.3.5 below.

(b) Capitalisation:  Capitals are used for specific and proper names (of persons, institutions, place names) to distinguish them from general or common names (eg masters degrees, but Master of Applied Science).  Use capitals for

• books and journals (first word of reference) (put in italics, or underline in accordance with Style Manual conventions);
• specific/proper names which have a separate meaning without capitals, eg an Act or a Bill (of Parliament), the Constitution, a Proclamation, the States (of Australia), the Government (Federal or State), but federal and state laws, state unions, federal bodies, parliamentary procedure etc;
• Queensland University of Technology, the University, University procedures when referring to procedures at QUT, but university procedures when referring to procedures of universities in general.

(c) Numbers and dates:   Spell out numbers less than 10.  Numbers greater than nine are written numerically except when they commence a sentence.  However, use numerals for cross-referencing (eg see section E/1.12 on student affairs; Statute No. 8 deals with this matter).  For dates, use the style 26 February 1991 and avoid abbreviation of dates.

(d) Plurals:  In compound nouns, the principal noun takes the plural, eg executive deans of faculty, heads of section, Directors-General.

(e) Punctuation:  Punctuation is used to aid readability and enhance meaning:

• Full stops should be used rather than colons after an introductory statement which is a complete sentence. Use a colon to introduce a listing (always preceded by 'following' or 'as follows'). Don't use a dash (-) in place of a colon and never use both (:-).
  
• Use no more commas than are needed for clarity.  Commas can be used before a conjunction in a list of three or more to avoid confusion. 
  
• Use single quotation marks to enclose direct quotations.
  
• Use a semicolon to separate clauses or phrases already separated by commas.
  
• Full stops are omitted:
  • after abbreviations, eg Hon, Esq, BAppSc, GradDipBusAdmin
  • after contractions, eg Dr, Mr, dept, Qld, 3rd, extn
  • in Latin abbreviations, eg ie, etc, eg
  • in strings of initials representing organisations, eg ABT, QAASCAE, QCA
  • in abbreviations of states or countries, eg USA, UK, NSW, WA, SA, Qld, Tas, NT, Vic
  • after symbols of units of measure, eg 20 kg, 30 mm
  • for time eg 9am, 10pm. 
    
• Use hyphenation only to avoid ambiguity. Hyphens should be used:
  • in compound adjectives, eg decision-making process, fee-paying students, above-quota enrolment, limited-term appointment
  • in compound designations, eg Director-General, Auditor-General, Chair-elect
  • in compounds with well, ill, semi, and non when they precede the noun they qualify, eg well-qualified, ill-experienced, semi-skilled, non-award
  • to avoid awkward juxtaposition of the same letter, eg re-enrol, re-examination, part-time (and because of this full-time).

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2.3.4 Abbreviation of qualifications

In abbreviating titles and qualifications, QUT follows a format similar to that recommended by the Association of Commonwealth Universities. This format should be used when listing staff qualifications and titles. Notes on the abbreviation of qualifications and the institution from which the qualification was obtained are available from the Student Services website.

For degrees, omit full stops and spaces, eg BBus, PhD GradDipHealthSc. Standard abbreviations for QUT award titles are available from the Academic Policy and Programs Unit website.

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2.3.5 Professorial titles

The following guidelines have been adopted for usage of the titles of professor, associate professor and chair.

• Professorial titles may be abbreviated as Prof or Assoc Prof (no punctuation).
• In conversation, professors and associate professors are referred to as Professor.
• When writing to a professor, the person should be referred to as Professor throughout. When writing to an associate professor the person should be referred to initially as Associate Professor (eg in the address block) and thereafter as Professor (eg Dear Professor).
• Written communications from professors and associate professors have the awarded title in the position identification block below the signature.
• Business cards may show the title professor, provided the full correct title also appears (eg Prof Joe Jackson, Associate Professor in Music).
• The term 'chair' should only be used when the position is established as such by the University and when the position is wholly funded from outside sources (see B/3.3).

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2.3.6 References

The Harvard System is in common use for scholarly and scientific works, though other conventions in a particular discipline may govern style, formats and referencing.  Staff writing scholarly and scientific works are expected to know and follow any discipline-specific conventions.

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2.3.7 Typefaces

Helvetica is the University's standard typeface (for further details refer to the Corporate Identity Manual). Long documents in hard copy form are often in more readable (script) faces such as Times Roman. Sans serif fonts such as Arial are recommended for documents to be published and read on a computer.  
Use italics (or underline) for names of books, newspapers, periodicals, forms and the citation of Acts and other legal documents. Use italics for words of foreign origin unless they are regarded as having been anglicised.

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2.3.8 Plain English style

The use of a plain English writing style aids readability.  The use of short sentences (15 words or less) in short paragraphs (three sentences) is recommended. Other aspects of plain English drafting include:

• Use plain English as much as possible. It's stronger and more direct.
  
  Not  The main function of University Academic Board is to facilitate University-wide academic debate.
  
  But  University Academic Board facilitates University-wide academic debate.

• Write in the present tense wherever possible.
  
  Not  The academic organisation of the University shall be based on identifiable areas of mutual interest.
  
  But  The academic organisation of the University is based on identifiable areas of mutual interest.

• Adopt a non-threatening, user friendly and accessible tone.
  
  Not  A member of staff or student shall not be permitted to park a vehicle within the grounds of the University unless such person has previously made application for a parking permit and this permit has been granted.
  
  But Staff and students are not allowed to park within QUT grounds without a parking permit.

• Avoid sexist language. Use of second person or plurals overcomes most problems. Information on inclusive language and presentation is available from the Equity Section website.

• When referring to more than one organisational unit, classification, etc, arrange in descending order of rank, eg
• Faculty / school
• Professor / associate professor / senior lecturer / lecturer

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2.3.9 Official QUT addresses

The official address for each QUT campus to be used in correspondence is as follows:

Where it is necessary to refer in correspondence to a general telephone enquiry number, the number for all campuses is 07 3138 2000.

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Related Documents

MOPP F/2.1 QUT Corporate identity

Corporate Identity Manual

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Modification History

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