Dell Med Editorial Style

Dell Medical School follows the Associated Press Stylebook, University style guide and Merriam-Webster for editorial style. Exceptions and additional guidance are informed by the Chicago Manual of Style, American Medical Association Manual of Style and National Institutes of Health editorial style.

The Dell Med editorial style guide serves as a complement to these resources and outlines commonly used words, phrases, rules and concepts that arise in written communications.

The style guide is not exhaustive. When in doubt, follow AP Stylebook guidance and Merriam-Webster spelling and usage, or reach out to the marketing and communications team for help.

What We Call Ourselves

Except in informal communications, spell out the full name of all facilities on first reference:

• Dell Medical School
• UT Health Austin
• The University of Texas Medical Center
• Dell Children’s Medical Center
• Dell Seton Medical Center at The University of Texas
• The University of Texas at Austin
• The University of Texas System

For subsequent references, the following are acceptable:

• Dell Med (Never DMS, UT Dell or Dell)
• UT Medical Center
• Dell Children’s Medical Center or Dell Children’s
• Dell Seton Medical Center or Dell Seton
• UT (when it will not be confused with the UT system)
• the University
• UT Austin (sparingly, especially to distinguish from other UT System universities)

Never abbreviate UT Health Austin.

Ascension Texas is the overall system that encompasses Ascension Seton, Ascension Providence and Dell Children’s. Generally, refer to Ascension Seton.

The facility names are:

• Ascension Seton Medical Center Austin
• Ascension Seton Hays
• Ascension Seton Williamson
• Ascension Seton Northwest
• Ascension Seton Cedar Park
• Ascension Seton Southwest
• Ascension Seton Bastrop
• Ascension Providence
• Ascension Seton Smithville
• Ascension Seton Edgar B. Davis
• Dell Children’s Medical Center
• Dell Children’s Medical Center North

Abbreviations and Acronyms

Spell out full names and words on first reference. The stylebook provides guidance on many abbreviations and acronyms, including ones that are widely recognizable and acceptable on first reference. In general, avoid alphabet soup.

Do not follow a full name with an abbreviation or acronym in parentheses or set off by dashes. If an abbreviation or acronym would not be clear on second reference without this arrangement, do not use it.

Some patient-specific contexts may apply a broader use of abbreviations and acronyms, as many diseases, conditions and treatments are commonly recognized by their shorthand form. In these contexts, establish the abbreviation in a clear manner and early in the content.

Example: Gastroesophageal reflux disease is commonly referred to as GERD.

Patient-specific contexts include:

• Disease and condition webpages
• Patient-facing brochures or handouts
• Clinic and care-specific webpages

Millions, Billions

Do not abbreviate these terms in running copy; abbreviate only in headlines.

Months

Abbreviate Jan., Feb., Aug., Sept., Oct., Nov. and Dec. when used with specific dates. Spell out all months when standing alone or with a year (e.g., “January 2022”). Commas are not necessary if only a year and month are given, but commas should be used to set off a year if the date, month and year are given.

Semesters

Capitalize specific semesters, as in “Fall 2022 semester” or “Spring 2023.” When not attached to a year, “fall” and “spring” should be lowercase even if referring to a semester.

Capitalization

In general, avoid unnecessary capitalization. Refer to the stylebook and dictionary for capitalization of specific words and phrases.

Title Case Capitalization

Apply title case capitalization for headers and subheads on web copy, email copy, graphic designs and print materials.

• Capitalize all nouns, pronouns, verbs and words four letters or more.
• Do not capitalize articles (a, an, the); prepositions that are three letters or fewer letters (on, up, for); or conjunctions that are three or fewer letters (and, but, so) unless they start or end the title.
• Verb phrases and infinitives (To Be, Step Up, Turn Off) are always capitalized.
• Subheadings that are not full sentences are in title case; subheads that are full sentences are in sentence (regular case).

Headlines for News Writing

For headers and subheads in news stories, capitalize only the first word and proper nouns. The first word after a colon is always capitalized.

Email Subject Lines

Treat email subjects lines the same as news headlines. Capitalize only the first word and proper nouns. The first word after a colon is always capitalized.

Email Signatures

For email communications sent by a named sender with an email signatures, apply title case capitalization to the signature. Do not use ampersands to replace the word "and."

Example:

FirstName LastName
Job Title, Corresponding Department Name

Job Titles

Capitalize formal titles used directly before a name without commas (e.g., President Jane Doe). For clarity, place lengthy titles after the name, set off by commas (e.g., Jane Doe, UT’s executive vice president and provost).

Lowercase titles set off by commas, titles not used with a name and occupational titles (e.g., professor Lopez, associate professor Gwen Lopez).

Capitalize titles with honorific modifiers (e.g., Professor Emeritus Joshua Ball, Regents Professor Natalia Mbewe).

Capitalize endowed professorships fully (e.g., J. Frank Dobie Regents Professor of American and English Literature).

For faculty and staff members who have more than one job title, use the minimum number of titles necessary, minding context and the most senior role. Consider using appositives on subsequent references to accommodate additional titles rather than overloading a single sentence.

Example:

• First reference: Jane Appleseed, M.D., a professor in the Dell Med Department of Pediatrics, teaches second-year medical students ...
• Second reference: Dr. Appleseed, who is also a professor in the Cockrell School of Engineering, ...

Names of Departments, Centers, Clinics, Residencies and Similar Nouns

Capitalize the complete and formal name of recognized units and programs within the medical school.

• Department of Pediatrics
• Dell Medical School Emergency Medicine Residency
  • (Note: For residencies and fellowships, “program” is not part of a program's formal name and should not be capitalized.)
• Office of Innovation and Entrepreneurship
• UT Health Austin Musculoskeletal Institute
• UT Health Austin Urology Clinic
• Center for Computational Medicine

Lowercase fragmentary and informal references:

• The diagnostic medicine department ...
• Faculty members from ophthalmology ...
• The school offers a cardiovascular disease fellowship ...
• dermatology residents learn ...

Lowercase the word departments in plural formal uses: Jane Appleseed holds appointments in Dell Medical School’s departments of Neurosurgery and Medical Education.

Apply consistency around formal names used in conjunction with the medical school or clinical practice, especially across similar products (department pages, clinic pages, GME pages, etc.) Exercise judgment on whether the University name should be included.

• Department of Medical Education at Dell Medical School, Dell Medical School Department of Medical Education, Dell Medical School’s Department of Medical Education
• Internal Medicine Residency at Dell Medical School, Dell Medical School Internal Medicine Residency
• UT Health Austin Post-COVID-19 Program, the Musculoskeletal Institute at UT Health Austin

Except when necessary, avoid stacking formal names in long constructions: “The Division of Infectious Diseases in the Department of Internal Medicine at Dell Medical School at The University of Texas at Austin.”

Do not mix and match levels of formality on first reference.

Administrative Services

Dell Med has many administrative units that are not referred to as formal offices; however, the same “up style” capitalization as departments, centers and offices applies.

• Community and Government Relations

• Development

• Finance

• Facilities

• Human Resources

• Information Technology

• Legal Affairs

• Marketing and Communications

• Risk and Compliance

When necessary for clarity, precede with “Dell Medical School/Dell Med.”

Additional Capitalization Guidance

When using nouns that have formal equivalents (departments, committees, tools, programs, etc.), consider the context, and exercise judgment on what level of formality is required and whether the generic sense (lowercase) can just as easily be understood.

Overusing capitalization results in “brand clutter.” Best practice is to use common, plain language words that people already understand.

• Not like this: The Executive Steering Committee will provide guidelines on XYZ topic.
• Like this: The executive steering committee will provide guidelines on XYZ topic.
• Not like this: Your VA Education Benefits can help you pay for books, supplies and housing while you’re learning a trade or skill.
• Like this: Your VA education benefits can help you pay for books, supplies and housing while you’re learning a trade or skill.

Collective Nouns

Follow the stylebook for specific entries, but in general, nouns that denote a unit take singular verbs and pronouns: class, committee, crowd, department, family, group, herd, jury, orchestra, team.

• This includes data, which typically takes singular verbs and pronouns when writing for general audiences and in data journalism contexts (The data is sound.).
• Faculty also takes singular verbs; add “members” if the plural sense is preferred (Faculty members specialize in ...).

Degrees and Credentials

Names and degrees are styled differently across marketing and communications products, minding readership, brevity, context and medium.

General Guidance

On first reference, list a person’s full name with up to two terminal degrees following the last name.

• First reference: Jane Appleseed, M.D., Ph.D.
• Second reference: Dr. Appleseed ...

For individuals with doctorates (M.D., D.O., Ph.D., PharmD, etc.), use Dr. on second and subsequent references.

Never: Dr. Jane Appleseed, M.D., Ph.D.

Follow stylebook and conventional punctuation for degree abbreviations: M.D., D.O., Ph.D., MBA, MPH.

• Generally, omit periods in abbreviations with more than two letters (except Ph.D.): MBA, BBA, MSW, MFA, PharmD, PsyD

The highest degree or credential follows a person’s last name. If a person holds two doctorates, the medical degree comes first. If a person holds a doctorate, then master’s degrees of the same discipline are not included.

In order of importance:

1. Medical, pharmaceutical, nursing, veterinary and dental doctorate degrees (M.D., D.O., PharmD, DNP, etc.)
2. Nonmedical doctorate degrees (Ph.D., J.D.)
3. Terminal master’s degrees (MBA, MPH)
4. For nonphysician health professionals — master’s degrees related to health care and medical licenses and certifications (MSW, LCSW, RN, PA-C, etc.)

Do not include professional fellowships after a person’s last name (FACP, FACS, FAHA, etc.) except in the biographical section of a directory page. These fellowships can also be detailed within the professional affiliations section of a directory page. If the context requires this information, write out the name of the association along with the person’s affiliation.

Example: Dr. Appleseed, a member of the American College of Surgeons.

Bachelor’s degrees are not listed. Staff and nonmedical professionals may list up to two graduate degrees or professional certifications relevant to their work (PMP, MBA, MFA, etc.)

If a person does not have credentials listed on first reference, use only the last name on second and subsequent references.

To verify commonly recognized degrees, licenses and certifications, consult AMA Manual of Style 13.1

Person-Focused Emails

Emails with a narrative focused on an individual or small number of people should follow the general guidance. That is, list up to two terminal degrees on first reference, and if the person has a doctorate, use Dr. on subsequent references.

Examples:

• New hire announcements
• Departure and retirement announcements
• Special recognitions and acknowledgments
• Organizational updates involving individuals

Information-, Resource- and List-Based Emails

Emails that are not focused on specific people but feature names of multiple individuals throughout the content should list only the full name on first reference (no credentials) with a link to the corresponding directory page.

Exercise judgment on whether the context calls for including job titles and department affiliation; generally, do not include this information and list only the full name.

This reduces alphabet soup and cluttering content with details unrelated to the core purpose of the email, serving readership and length of the email.

Examples:

• In the News
• GME Rounds
• Need to Know
• Events

News Writing

A deviation from general guidance. On first reference, list a person’s full name with up to two terminal degrees following the last name. On second and subsequent references, use only the last name.

• First reference: Jane Appleseed, M.D., Ph.D.
• Second reference: Appleseed ...

For internal news (Cerebrum features): Apply the general guidance. That is, list up to terminal degrees on first reference, and use “Dr.” on subsequent references for those with doctorates.

Social Media

Social media is often someone’s first and most casual interaction with the medical school or clinical practice. Unlike other mediums, brevity and readership take precedence over traditional conventions and general guidance due to the immediacy and shelf-life of posts as well as audience platform demographics.

Twitter/X, Instagram and Facebook

For physicians with medical doctorates (M.D., D.O.), use Dr. on first reference with the first and last name. Continue to use Dr. on subsequent references.

For nonphysician health professionals, exercise judgment on whether a job title or a single credential or license (RN, LCSW, PA-C, etc.) will result in content that is concise and easy to understand for the intended audience.

Do not list master’s degrees or fellowship affiliations for physicians.

Note: For Twitter/X and any shortform social media platform, character count may dictate deviations for punctuation conventions (MD, dates, etc.)

LinkedIn

On first reference, list a person’s full name with only one terminal degree following the last name. If an individual holds a doctorate (M.D., D.O., Ph.D., PharmD, etc.), us Dr. on second and subsequent references. For all others, use only the last name on second and subsequent references.

Additional Social Media Guidance

Tagging partners, individuals, etc., drives success on social media.

• If an individual or organization with a social media handle is only mentioned once in a post, use the tagged name on first reference.
• If an individual or organization with a social media handle is mentioned two or more times, use the social media handle on second reference.
• Social media tags should only be used once per individual or organization per post.

Use the tagged name regardless of unintended style and grammar deviations.

Hashtags should be used inline, except on Instagram.

For Twitter/X and Instagram, use of “Dell Med” in lieu of Dell Medical School is more appropriate and acceptable.

Directory Pages

Apply the general guidance toward the overall display name on the web; that is, list only up to two terminal degrees. Within narrative biographies, individuals may list more than two degrees or certifications following their name on first reference, including fellowship affiliations.

Individuals are encouraged to list additional degrees, licenses, certifications and affiliations in dedicated fields within in a directory page as well as their narrative biography.

Bachelor’s degrees are not listed with names in any context; however, individuals are welcome to note that level of education in their narrative biography.

Example: first reference within a narrative biography
Jane Appleseed, M.D., MPH, FACS

Formatting and Punctuation

In general, follow AP Stylebook guidance on specific punctuation marks.

Ampersands

Do not use the ampersand in running copy or headers unless it is part of a company’s formal name or composition title.

Examples: Michael & Susan Dell Foundation, Cancer Prevention & Research Institute of Texas.

The ampersand should not otherwise be used in place of the word and, except for common abbreviations in the stylebook such as Q&A, R&B, etc.

Bulleted Lists

Follow stylebook guidance: Use periods at the end of each sentence in a bulleted list. Use no punctuation at the end of a single word or single phrase in each section of a list. Do not use semicolons. Use parallel construction across each bulleted item.

Composition Titles

Books, movies, plays, songs, etc., take quotation marks, not italics or any other formatting: “All the Pretty Horses,” “La La Land.”

• Scholarly journals, publication names and reference books do not take quotation marks: New England Journal of Medicine, Associated Press Stylebook, Words Into Type.

Em Dashes

Use em dashes (shift+option+hyphen on a Mac and control+alt+hyphen on a PC), not en dashes or hyphens, to indicate an abrupt change in a sentence. Include a space on either side of the em dash. See the above bullet for an example.

• Em dashes are longer than en dashes. An em dash (—) is about the length of a capital M; an en dash (­­–) is about the length of a capital N.

Headlines

Make every character count. The Associated Press limits headlines to 100 characters. Generally, strive to keep headlines between 70-100 characters. Best practice is to write active, subject-verb-object (S-V-O) headlines whenever possible.

Oxford Comma

In general, do not use the Oxford comma in a simple list. If a comma does not help make clear what is being said, it should not be there. If omitting a comma could lead to confusion or misinterpretation, then use the comma.

Example: I would like to give a shoutout to my parents, Bruce Springsteen and Cher. (Without the Oxford comma, the sentence could be interpreted as Bruce and Cher being the parents.)

In more complicated lists or a list within a list, use semicolons instead of commas.

Example: The program will be available in Austin, Texas; Brooklyn, New York; and Tucson, Arizona.

Put a comma before the concluding conjunction in a series if an integral element of the series requires a conjunction:

Example: I had orange juice, toast, and ham and eggs for breakfast.

Single Quotation Marks

Use single quotation marks in all headlines and headers and for quotes within quotes.