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| COPY EDITING | Editorial Mission Introduction Since Kopren published the second edition of the manual, Appalachian State University has undergone yet another period of burgeoning growth, becoming one of the region’s top public universities. Given the ever-changing needs of the institution and the newspaper staff, John T. Bennett, Sarah Bursley and Adam Bennett saw no option but to update The Appalachian Newspaper Manual in the form of a fully-revised third edition. This online edition, created to replace the printed version, is intended to serve it readers by providing direction to the yearbook staff members in terms of the recent policies and style of The Rhododendron. Special thanks to all those who put time and effort into the editing of this manual, and those who will put more time into refining the documents within. Editors and writers will be able to use this manual to produce a high-quality publication on a consistent basis. The yearbook editor-in-chief reserves the authority to answer questions not addressed within the pages of this text. Staff members should consult The Associated Press Stylebook as well as official university publications (when applicable) to solve any style question not addressed in this manual. The primary research for this manual came from the following sources: Modern Newspaper Editing by Gene Gilmore and Robert Root (The Glendessary Press, Inc., Berkeley, California, 1971), The Associated Press Stylebook, the University of North Carolina at Chapel Hill School of Journalism Stylebook and The Appalachian Newspaper Manual. This section attempts to provide an index of commonly used words in a stylebook format. All copy printed in The Appalachian should be edited to follow this style. The Associated Press Stylebook should be followed in all other instances. For questions that cannot be answered in either book refer to university publications such as the ASU Telephone Directory, General Bulletin and class schedule bulletins, or consult the yearbook editor-in-chief. Numbers [top] 9-11 Acceptable reference for Sept. 11, 2001 A [top] abbreviations and acronyms
see AP Stylebook for correct usage. Do not create a clumsy acronym simply
to save space if it will be confusing or needs to be explained.
Appalachian State University Spell out on first reference; thereafter use, Appalachian, Appalachian State and the university are acceptable (do not capitalize university when used alone). Only use ASU in headlines, sports, and feature stories, graphs and captions. [Web site] AppCard, AppExpress AppalCART The countywide transit system. [Web site] Appalachian Consortium A non-profit organization located at Appalachian’s University Hall. AppolCorps Appalachian Orientation Leaders. AppolCorps is acceptable on all references. AppalNET The university’s Campus Pipeline system [Web site] Appalnet The university-operated cable television system. Appalachian House Washington, D.C. AppHouse is acceptable on second reference. [Web site] Appalachian Student Ambassadors Appalachian Student Ambassadors on first reference. Ambassadors for subsequent references. [Web site] Appalachian State University Foundation A fundraising corporation that is a separate unit of the university. It does not answer to the Board of Trustees. ASU see Appalachian State University Assume don’t. Always check facts- and changes. attribution
Always use “said” for people and “according to”
for documents or Web sites. Proper attribution: “According to the
2000 census...” B [top] B-GLAAD Bisexuals, Gays, Lesbians and Allies Associated for Diversity. B-GLAAD may be used on all references. [Web site] Baptist Student Union BSU on second reference. Black Student Association BSA may be used on second reference and in headlines. Board of Governors The governing body of the 16-member University of North Carolina system. Spell out on first reference; thereafter BOG, the board are acceptable uses. [Web site] Board of Trustees Spell out on first reference. BOT, the board and the trustees acceptable thereafter. The 13-member governing body of ASU. It meets quarterly in the administration building. The SGA president and Faculty Senate chair serve as ex-officio (non-voting) members. [Web site] Boone Use Town of Boone on first reference. Boone is a town, not a city. It is governed by a five-member Town Council and has an elected mayor and an appointed town manager. The council is made up of council members. The town administers the City Office, Fire Department, Planning and Inspection Department and Police Department. Most offices are housed in the town hall. [Web site] Before, not prior to Broyhill Inn & Conference Center [Web site] buildings and places Official names on first reference. Common names for second reference. Refer to the map in the Telephone Directory for official identification, or see below:
C [top] CRSA Campus Resident Student Association - governing body oversees RSAs in each residence hall. CRSA can be used on second reference. [Web site] classes Freshman, sophomore, junior, senior, graduate student and special student are lower case. colleges see academic units contractions Avoid using except in direct quotes, commentaries and features. counseling center The unofficial name of Counseling and Psychological Services Center. May be used on a first reference. [Web site] coaches see current sports guide or Web site. head coach is never capitalized. CSIL Center for Student Involvement and Leadership. CSIL for second reference. (NO “the” in front of). [Web site] D [top] date, time and place When a sentence contains each of these elements, place them in the above order: The Board of Trustees will meet Friday at 10 a.m. in the Administration Building. Never begin sentence with time. deans see academic units for proper names of schools and Web sites.
departments and chairs visit [Web site] for updated department information. Academic departments are lowercase, and are referred to as the department of ______. Administrative departments are capitalized like governmental departments. department of curriculum and instruction dialect Beware of quoting in dialect; such quotes can be condescending and unclear. fairness Get both sides of the story. If you include a Republican candidate, include the Democratic hopeful. If you interview a person who is charging another with a wrongdoing, interview the accused. If you interview a company executive about changes in a plant, get the workers’ side too. fewer and less than Generally, “fewer” is for individual items, “less than” for bulk or quantity. “Fewer than 10 people entered.” “I had less than 40 bushels of apples.” Freshman Seminar H [top] hip-hop Homecoming [Web site] I [top] identification When you quote someone, make sure you tell what that person’s title is, what group he is with, and how he is linked with the story to indicate why he is qualified to be quoted. Also, check the spellings of names and use a middle initial if possible. Alexander Pope might be an unusual name, but not for the 12 guys out there with that moniker. IFC Interfraternity Council - IFC may be used on second reference. I.G. Greer Arena Theatre and Auditorium The arena theatre is a small area for performances in the lower level of the building. The auditorium is where films are shown. M [top] majors Always lowercase unless formal (such as English and foreign languages). months see AP stylebook for abbreviations. Always abbreviate with dates (exceptions: March, April, May, June and July). must avoid it. “The council must approve the plan by October.” It doesn’t have to do anything. It can review it, and it may reject it. Instead: “The council has until October to approve or reject the plan.” N [top] NAACP National Association for the Advancement of Colored People. NAACP is acceptable on all references. New York Loft New York City campus. NY Loft is acceptable on second reference. [Web site] North Carolina North Carolina is spelled out when used as a noun. Abbreviate it to N.C. when used as an adjective. However, it is spelled out when part of a proper noun, as in North Carolina State University, but not before the name of a state agency, as in NC Department of Transportation. When used with a state department, do not include periods. NOW National Organization for Women. NOW is acceptable on second reference. O [top] on-campus, off-campus The hyphens are used when the words are adjectives. He lives off campus. She is an off-campus student. P [top] parking The following are university-owned parking areas. [Web site]
PHC Panhellenic Council - PHC may be used on second reference. Plemmons Student Union Spell out on first reference. It may also be referred to as the student union on all following references. [Web site]
police department and sheriff’s department The Town of Boone employs police officers within its police department. Watauga County deputies work in the sheriff’s department. Prisoners are held in the Watauga County Jail (not prison). punctuation and periods Do not include periods in acronyms. The only exception is a national organization that includes periods (i.e. S.A.V.E.) quotes Don’t change them, not even to correct poor grammar. Don’t use them out of context. R [top] resident assistant RA may be used on first reference. residence halls All ASU Residence Life facilities are residence halls. ASU does not have dorms. Use _____ Residence Hall on first reference and ____ Hall thereafter. [Web site]
Resident Student Association
RSA may be used on second reference. [Web
site]
ROTC Reserve Officer Training Corps - ROTC is acceptable on first reference. Each school has a different branch of the ROTC, Appalachian has Army ROTC [Web site] Rush Always capitalized when referring to Greek event. S [top] S.A.V.E. Students Actively Volunteering for the Environment. S.A.V.E. on second reference. The periods must be included. Sanford Mall The mall only on second reference. Southern Conference See sports guide. [Web site] sport scores Always use numbers: 1-9, 10-8 semesters Lower case the names of semesters: fall semester 1986, spring semester. Spring Break Student Development Refers to full-time administrative offices housed in B.B. Doughtery Administration Building. [Web site] Student Government Association SGA may be used on second reference and in headlines. Second reference may also be student government. The student government has two branches: executive and legislative. The legislative branch is the SGA Senate on first reference and Senate thereafter. All Senate committee names are capitalized. Titles should follow names, in lower case, or when preceding the name must include SGA, as in SGA President Jane Smith. Sen. should not be used. [Web site] Student Health Services Spell out on first reference. Health Services thereafter. [Web site] Office of Student Programs Refers to full-time administrative offices housed in Plemmons Student Union. [Web site] T [top] The Appalachian remains The Appalachian on second reference. ‘The’ is part of its official name. [Web site] The Rhododendron remains The Rhododendron on second reference. ‘The’ is part of its official name. [Web site] U [top] university Do not capitalize the word university in reference to ASU. It is only capitalized when part of a specific name: Duke University. university activities Capitalize all formal university activities and breaks: Homecoming, Family Day, Commencement. Fall Break, Christmas Break. university officials Check most recent ASU telephone directory for official titles. University Police This is the official name for the University Police. Police may be used on second reference. Do not use “Campus Police.” [Web site] UNC system Use University of North Carolina system on first reference; UNC system on following references. The UNC system has the following 16 member institutions, with acceptable second-reference abbreviations: [Web site]
The UNC system is headed by a president; each institution has a chancellor. W [top] Watauga County Boone is in Watauga County and is the county seat. The county has a Board of Commissioners, which employs a county manager. County agencies include the Board of Elections, the Clerk of Court, the District Attorney, the Fire Marshall, the Health Department, the Register of Deeds and the Board of Education. The county maintains the Courthouse and the Law Enforcement Center. [Web site] Watauga Democrat The Democrat may be used on second reference. Must be italicized. [Web site] Web site This is the proper way to write it out.
# | A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z | athletic facilities The following are commonly used for athletics at ASU. For official names and acceptable second references, please refer to ‘buildings and places’ entry of usage guide.
basketball The Southern Conference is divided into the North and South for basketball season.
coach Head coach is not capitalized as a title, even in front of a name. Do not use ‘coach’ after first reference. coaches visit [Web site] Commissioner’s Cup Each year, the team with the most SoCon wins takes the cup. ASU has received the award 19 of the past 20 years. conference ASU is in the Southern Conference. SoCon is acceptable on second reference. The following are Southern Conference teams: [Web site]
The only exception to the Southern Conference is field hockey, which is part of the Northern Pacific Conference (NorPac on subsequent references). The following are NorPac teams:
Division I ASU is currently in NCAA Division IA for all sports except football, which is IAA. When using Division IA or IAA, Always use roman numerals, not numbers. Field Turf This is the correct term for the artificial turf on Kidd Brewer Stadium’s field. Do not use ‘astroturf.’ football Jerry Moore was named the ‘winningest coach’ in 2002. The only retired jersey number is 23. Germann Cup This is the equivalent of the Commissioner’s Cup. It is awarded to the Southern Conference women’s athletic program with the most wins in a season. Holmes Convocation Center Houses the Seby Jones Arena and seats approximately 8,500. [Web site] Kidd Brewer Stadium Part of the athletic improvements plan, the stadium currently seats 16,650. After renovation, it will seat approximately 21,000. The Field Turf was replaced in summer 2003. Old Mountain Jug This is the annual competition between ASU and rival Western Carolina University. The winner of the football game takes the ‘Old Mountain Jug’ until the next season’s matchup. sports scores Scores are always in numeral form. i.e. 9-3, 11-4 Yosef The mascot of ASU.
attribute do. Attribution gives credibility. Don’t let it appear that the reporter is drawing conclusions. When you attribute, don’t say “according to a reliable source.” Get names and titles. between and among, know the difference concrete. Make the story concrete, supporting statements by:
content Is the story complete? Does it need to hold for more work? clarity Is the story clear, understandable? Don’t assume the reader knows as much about the news as you do. ellipses use with caution. They interrupt the story and make the reader wonder what was left out and whether the omission affects the statement’s meaning. When using ellipses, don’t omit the verbs, nouns, etc. necessary to keep the statement from being nonsensical. floating numbers “Everyone got his due,” not “Everybody got their due.” grammar know it. guess? Never. When in doubt, leave it out. geography know it. If a story says Shepherdsville is in Shelby County, bells had better ring. If a reporter says New York City is the largest city in the world, stop the bus. If a story says Lima is the capital of Bolivia, you should know better. headlines They usually are based on the lede and contain active verbs. Always make sure the story supports the headline, and try to avoid:
-ics, as in suffix.
jargon Don’t use jargon and non-words; they are imprecise and can be unclear. Examples: “The parents wanted more input in the classroom.” Be more specific: “The parents wanted a larger role in decisions affecting the classroom.” “The project is not cost-effective.” Instead: “The project costs too much.” “The program is impacting on health?” Impacting. jumping identification When a story includes more than one person, be precise with the second reference or the reader might end up wondering who’s saying what. Don’t say “the businessman said,” the good old boy said”; use names to avoid confusion. keep alert and concentrate Understand what you are reading; think about every word and every statement; grasp detail and overall meaning. ledes The lede is the most important sentence of the story; it keeps or loses the reader. Consider:
the five W’s don’t have to be included in every lede, but they generally form a good starting point. length Is the story too long, too bogged down? Does it need trimming? numbers Numbers are land mines. Always step carefully whenever numbers appear in a story. Consider:
near beware of this word. Avoid “near-fatal accident,” “near tragedy,” “near miss.” own avoid it. “He said he wanted his own car.” Omit “own” The same with “himself.” “He said he’d like one himself.” Himself is unnecessary. punctuation know it. perspective Always put yourself in place of the reader when editing a story. quotes Don’t change them, not even to correct poor grammar. Don’t use them out of context. quotations marks Don’t use them around slang. (Slang should be used rarely and only when it is widely recognized.” Don’t use them to try to justify cute phrases, and don’t pepper the story with short partial quotes. redundancies slash them. Redundant words: new record, old adage, dead body, future plans. Redundant quotes: “John Doe said it was hot today. ‘It was hot as blazes,’ Doe said.” reformer This term is political and editorial. Who deems someone a reformer? Dissident is a better word. skeptical always be. “You can’t believe everything you read.” simple keep the copy that way. Make sentences and paragraphs short, make statements clear and terse and use simple words and phrases. However, don’t underestimate the reader. superlatives beware of them; they are unnecessary; “most prestigious,” “most unique.” spelling Good copy editors are good spellers- or they are at least good at spotting misspelled words. Always have a dictionary handy. taboo words They are often judgment words: just, only, exactly, ironically, grandmotherly, middle-aged, elderly. the/a/an Don’t delete them automatically. unfamiliar Beware of unfamiliar words, phrases, and concepts, such as legal and scientific terms and foreign phrases. Define or explain. verbs Use active verbs when possible. Always make sure verb and subject agree. variety To try to assure this:
while It means “at the same time,” not “and,” “but,” or “whereas.” X-ing, or cutting a story. Don’t be afraid to cut, but do so with care. Stories can’t always be cut from the bottom either. Be careful not to cut first references, leaving an unidentified last name dangling later in the story. “You don’t have to change things.” Don’t change something just because that’s the way you would have written it. In other words, if it ain’t broke, don’ fix it.
The student publications at Appalachian State University are rich in tradition. Throughout the decades the University has served North Carolina, students at Appalachian have served their fellow students, the faculty and staff by producing high quality, informative, and entertaining publications. Student publications and the University have grown together in complexity with a broader missions. A yearbook is special. It tells the unique story of a particular group of students at a specific campus during a given year. This very simply means that the year’s story which is told in any yearbook ought to be like no other story in any other yearbook. The staff of a yearbook has the awesome task of being historians. It is not their function, like the editorial page of the student newspaper, to impose their views on anyone else. Rather, a yearbook staff should be recording the story of the year…the way it really happened. Yearbooks function as history books, memory books, public relations tools and as business ventures. It is easy to understand why they must be accurate, interesting, colorful, and, above all else, operate in the black. The Rhododendron is proud of the fine tradition of quality books produced by students at Appalachian State University between 1923 and 1992. Over the span of 69 years Appalachian’s yearbook grew into one of the premier annual student publications in the nation, but after 1992 the University did not have a book. Why? Simply, it happened because the university changed and so did the students. Sales of the yearbook dropped. Students did not seek the chance to produce a book. And costs were increasing. Frankly, it was felt there were better ways to spend the money than on a book no one seemed to want. What has changed a decade later? The university was presented with an opportunity to revive the yearbook without having to spend the money to do so. Taylor Publishing Co. approached the university offering to pay for the yearbook, if we allowed them to market the book for us. That means we must have a successful book, one that can be marketed effectively to our target audience. And what is that book we must produce? Why, the very book mentioned above. We must produce a book that records the story of the year…the way it really happens. No more. No less.
Editorial policy is the set of guidelines by which the yearbook operates. It includes the yearbook’s attitudes toward its community and aids editors in making editorial decisions. The Rhododendron Advisory Board of the Student Media Board exists to review the decision process and to provide advice to the student yearbook staff. The Editorial Board of The Rhododendron makes recommendations on all editorial policy decisions. The Editor-in-Chief serves as chairperson. Members of the Editorial Board are Editor-in-Chief and six members of the editorial staff selected from among copy editors, section editors, photographers, and writers. The Editorial Board serves during the appointment year of the Editor-in-Chief. The Editorial Board meets weekly to determine the theme and copy needs of the publication, assign the writing of stories, captions, headlines, etc., and to assign photography needs of the publication. To be approved proposed stories, captions and headlines, photography and art work must garner four (4) positive votes. The Editor-in-Chief has the authority to overrule the editorial board, but must explain the decision to the Advisory Board of the Student Media Board. The yearbook editor bears sole responsibility for all content of the publication, and is responsible for insuring that all deadlines are met. The Editor-in-Chief must report to the Rhododendron Advisory Board regularly to present the book’s theme, its production schedule for the year, and staff development plans. The Editor-in-Chief can be asked to report, at the discretion of the Advisory Board, on progress toward achieving editorial goals. While the Editor-in-Chief and the yearbook’s Editorial Board determine content of the publication, that content must accurately reflect life at Appalachian State University and conform to community standards of taste and decorum. Should the Editor-in-Chief fail to gain the approval of the Advisory Board, he/she has the right to appeal that decision to the full Student Media Board, and then to the Vice Chancellor for Student Development. When questions of policy cannot be resolved by the Editorial Board or affect the entire organization, the Student Publications Advisory Board may be asked to address the issue. Should the Advisory Board fail to resolve the question or otherwise choose, the matter may be taken to the Student Media Board, then to the Vice Chancellor for Student Development. The Editor-in-Chief must make several decisions long before the rest of the staff even begins working. First, the Editor-in-Chief must decide the theme of the book and/or how the book is going to look. Sometimes, the whole staff can be involved in this process, but in the end, it is the decision of the Editor-in-Chief with approval by The Rhododendron Advisory Board. The three section editors (Academics, Athletics, and Features) must choose basic layout designs for their sections, including column widths, number of columns, type styles, copy specifications (justified or unjustified), common design elements, etc. The Editor-in-Chief should also have a ladder diagram set up before the staff starts working. This is a chart of what goes on each page of the book, including which pages are to be in color The Associate Editor must take inventory of office supplies periodically throughout the year and decide what new supplies need to be ordered from vendors and from the yearbook company. The Editor-in-Chief must work with the Copy Editor to decide upon stylistic details of the copy. Generally, the Associated Press Stylebook should be used. The Editor-in-Chief and the AssociateManaging Editor should work together to decide if each layout presented by the section editors for inspection is acceptable. The Editor-in-Chief decides if any of the copy or any of the photos used are libelous or in poor taste. The Photography Editor should take inventory of photography supplies periodically and submit a list of needs to the Director of Student Publications. Copy, photographs, and layouts should be creative. However, there are certain rules that should be considered when creating a yearbook.
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