The UAB Marnix E. Heersink School of Medicine is a frontrunner in medical education, research, and patient care in the heart of the southeast. A consistent, professional style helps us communicate scientific discovery, excellent care, and innovative training programs with efficiency.
This style guide is a reference for Heersink faculty, staff, and trainees. It is specific to the Heersink School of Medicine but also includes content from the UAB Campus Style Guide and AP Style Guide. The principles listed in this guide can be used for publications, news, social media, and internal copy, such as email.
Heersink
For internal news articles and official internal emails
-
Heersink School of Medicine on first mention
-
Heersink, school, we, our(s) on second mention
For Newsletter, email, and web, use plural first-person pronouns often: we, our, us
There is no acronym; do not use HSOM
For historical references or content that references historical events, include Heersink
Example: The Heersink School of Medicine Department of Surgery was
founded in 1973
Grammar
Abbreviations/acronyms
Abbreviations should be used sparingly and only after spelling out words on first use
Companies and groups: Abbreviate only familiar divisions, agencies, and associations
Example: NIH, CDC
Use capital letters, omit periods, and do not space between letters: YMCA, UNESCO
Less familiar organizations should be spelled out with their abbreviations or acronyms in parentheses immediately following the first use: General Clinical Research Center (GCRC). Afterward, the initials may be used alone
States: When the names of states or territories of the United States stand alone, they should be spelled in full. The two-letter form is specified by the U.S. government for use in ZIP code addresses only
Example: The abbreviation for Alabama is Ala., and with ZIP code is AL
Alumni
An alumnus is a man who has attended a school
An alumna (alumnae in the plural) is a woman (or women) who attended
Groups of men and women are alumni
Anyone who has ever UAB is an alumnus or alumna, and together they are alumni
Do not use "alum"
Article Titles
Ampersand
No ampersand
Board certified
Lowercase
Hyphenate when used to modify a noun or when it follows a form of the verb “to be”
Example: Dr. Smith is a board-certified oncologist. In 1975, he was board-certified in oncology.
Unhyphenated in every other instance
Example: Dr. Smith is board certified in plastic surgery.
Capitalization
Avoid unnecessary capitals.
Use them for proper names and also according to the principles listed below. Official names of UAB units and organizations are listed in the UAB Campus Directory
Seasons: Use lowercase for seasons of the year, except when the season is part of a formal name
Example: Spring Semester 2018, summer program, Winter Olympics
Subjects and disciplines: In general, do not capitalize academic subjects or medical specialties
Example: She majored in philosophy. His doctor specializes in oncology.
Do capitalize subjects or disciplines based on proper nouns
Example: She studied for her finals in English and African American studies.
After a colon: If the information introduced by a colon is a complete sentence, quotation, or a speech, a capital letter should be used
Example: I wish to make the following announcement: All employees must sign out before leaving for lunch.
If the information is a series or phrase, use a lowercase letter
Example: The following classes were listed: mathematics, history, and music.
Colon
The most frequent use of a colon is at the end of a sentence to introduce lists, tabulations, text, etc. A colon shouldn’t separate a verb and its direct object in a sentence
Capitalize the first word after a colon only if it is a proper noun or the start of a complete sentence
Example: He promised this: The company will make good all the losses.
Do not capitalize the first word after a colon if the phrase following the colon is not a complete sentence
Example: There were three considerations: Expense, time, and feasibility.
Commas
Use the Oxford comma in most correspondence except for when writing articles for University Relations
Example: Felix went to the store, the mall, and the outlet shopping center.
Copyright symbols
Do not use in text (i.e. for brand name pharmaceuticals)
Applies to trademark as well
COVID-19
Use COVID-19, not Covid-19, COVID19, Covid19, etc.
When referring to variants, use their Greek name
Example: alpha variant
Dates
If it has a date with it, then abbreviate months with more than five letters
Example: Jan. 4, Feb. 5, Aug. 6, Sept. 7, Oct. 9, Nov. 10, Dec. 11
April 13, May 15, June 3, July 17
If the month doesn’t have a date after it, then spell out the full month
Example: She went to work in January
Omit “on” when using dates
Example: Mini Medical School will take place Jan. 15
Dialog/Dialogue
Use dialog in computing contexts
Example: dialog box
Use dialogue when referring to a conversation
Example: Jamie and Matthew had a dialogue about yesterday’s meeting.
Em-dash
Use dashes to denote an abrupt change in thought in a sentence or an emphatic pause, but avoid overuse of dashes to set off phrases when commas would suffice
When a phrase that otherwise would be set off by commas contains a series of words that must be separated by commas, use dashes to set off the full phrase
Example: He listed the qualities—intelligence, humor, independence—that he liked in an executive.
Our rule varies from the AP style rule in that we do not put spaces between a word and an em-dash
Create an em dash by writing a word plus two hyphens then another word and a space
Example: Change is also the inspiration behind another campaign—the Campaign for UAB.
Health care
Always use “health care” (two words, no hyphen) whether as a noun or adjective
Example: The U.S. health care system; health care delivery teams.
Only use health care as one word when it is in a proper noun
Example: the UAB Healthcare Educators Academy
Hyphens
According to the AP Stylebook, the use of a hyphen is far from standardized. The fewer the hyphens, the better. Use them only when not using them creates confusion
Example: loose-knit group, but tax code changes.
Junior, Senior
Abbreviate as Jr. and Sr. only with full names of persons. Do not precede with a comma
Example: Martin Luther King Jr.
Manikins
Not mannequins (for simulation-related copy)
Names
Use full name plus degree abbreviations on first usage
Example: William Smith, M.D., Ph.D.
Use last name only on following usages
The exception is that you use the full name on subsequent references when you are using two people with the same last name as sources, such as a father and son
Only begin using full names after introducing the second person
Numbers
Spell numbers at the beginning of sentences, except a calendar year
Example: 1993 was a banner year for UAB.
Spell whole numbers below 10, except in statistical data. Use figures for 10 and above
Example: They had 10 dogs. They had three cats.
Use numerals when referring to credit hours
Example: The course carries 3 hours of credit.
In citing percentages, use the figure followed by percent
Example: 4 percent
When referring to millions of dollars, always use the figure followed by million
Example: $4 million
When referring to millions of entities other than dollars, spell out whole numbers below 10 (except in statistical data) and use figures for 10 and above
Example: two million volumes, 12 million people.
For ages, use numbers
Example: a 2-year-old child, a student in her 30s
Possessives for names ending in “S”
Use an apostrophe without “s” to create the possessive of a name ending in “s”
Example: Lewis’ journey to medical school was a winding path
Quotation marks
Used with quotes, punctuation goes inside the quotation marks
Example: “I am so excited to start my residency,” she said. “I can’t wait to make a difference with my career!”
State, Federal
Lowercase in all references, except as the formal name of a corporate or governmental body
Example: state universities or federal grants
Capitalize its use in formal names
Example: Federal Communications Commission or State of Alabama seal.
Student classifications
Do not capitalize freshman, sophomore, junior or senior
Example: He is a senior communications major.
Do capitalize class designations
Example: The Senior Class sponsored the lecture.
Titles/books and Periodicals
Do not use quotations around the names of magazines, newspapers, the Bible, or books that are catalogs of reference materials
Example: The Washington Post first reported the story. He reads the Bible every morning.
Use quotation marks around the titles of books, songs, television shows, computer games, poems, lectures, speeches and works of art
Example: Author Porter Shreve read from his new book “When the White House Was Ours.” They sang “The Star-Spangled Banner” before the game.
Do not underline or italicize any of the above
Vice President
Do not hyphenate
Race and Gender
Ethnicity
Ethnicity recognizes differences between people mostly on the basis of language and shared culture.
"A sense of common ancestry based on cultural attachments, past linguistic heritage, religious affiliations, claimed kinship, or some physical traits."
Gender
In general, references use gender-neutral words. Avoid using "man" or "woman" as a suffix or prefix. Use "person" instead, or change the construction of the sentence
Example: chair—instead of chairman, business executive—instead of businessman
Nondiscrimination
UAB's publications should reflect the university's commitment to equal opportunity and nondiscriminatory practices in all aspects of employment and education. Respect and a balanced representation should be given regarding gender, race, ethnic group, age, and ability. Non-discriminatory principles apply to all written materials
All promotional materials distributed to individuals outside the university community must contain a statement reflecting the university's policy on nondiscrimination and affirmative action. (See EEO statement)
Race
Use Black/African-American for inclusivity
More information on gender, race, and ethnicity can be found in the UAB ODEI Inclusive Language Guide
Titles and Departments
Academic degrees
Most common degrees include B.A. (Bachelor of Arts), M.A. (Master of Arts), M.S. (Master of Science), Ed.D. (Doctor of Education), Ph.D. (Doctor of Philosophy)
Do not use spaces after periods when abbreviating degrees. Set off the abbreviation with commas when used after a name
Example: Ron Thompson, M.A., is pursuing a doctorate.
Capitalize formal names of specific degrees
Example: Bachelor of Science, Bachelor of Arts in Accounting, Doctor of Philosophy.
When referring to degrees in general, lowercase the first letter of the degree and use an apostrophe
Example: bachelor's and master's degrees
Academic departments
Capitalize the name of a department or unit only when it appears as part of an official name
Example: Department of Anthropology or anthropology department.
On second reference, do not capitalize department
Example: The department later announced its research results.
Lowercase nouns in plural uses
Example: the schools of Engineering and Health Professions, the departments of Chemistry and Biology.
Academic titles
Capitalize and spell out formal titles such as professor, dean, president, chancellor, professor emeritus, and chair only when they precede a name
Example: Professor Jane Smith
Lowercase elsewhere
Board of Trustees, Directors
Capitalize when using these official names
Use lowercase "the board" for all other references
Example: The Board of Trustees began its meeting. The board discussed funding for the new center.
Center
Capitalize center when it is a proper noun
Example: the UAB Center for Clinical and Translational Science
Lowercase it when it is used alone in a sentence
Example: The center will help scientists
O’Neal Comprehensive Cancer Center at UAB
On first reference use O’Neal Comprehensive Cancer Center at UAB
On second and reoccurring references use O’Neal Comprehensive Cancer Center or O’Neal Cancer Center
Dean
[Name], dean of the UAB Heersink School of Medicine
Chair
Chair is preferred: department chair, instead of chairman/chairwoman
Degrees
Only terminal degrees, no masters degrees in articles, social, or email copy
Departments/divisions in Heersink
Capitalize them if they are part of a proper noun, but lowercase them if they are not
Example: UAB Department of Surgery; researchers in the surgery department
Emeritus
This word added to formal titles denotes distinguished individuals who have retired but retain their rank
Example: Professor Emeritus Samuel Alan Morrison or Samuel Alan Morrison, professor emeritus of history.
Endowed positions
List a faculty member’s endowed position on first reference after their names. Find endowed positions here
Institute
Capitalize when used with the full name of the institute
Example: UAB Institute for Translational Research
Lowercase when used alone in a sentence
Example: The institute will provide assistance to scientists.
Medical degrees
Use periods when abbreviating degrees with two letter or Ph.D.; do not insert spaces after each one
Example: M.D., DDS, DMD, or R.N.
Set off the abbreviation with commas when used after a name
Example: Ron Johnson, M.D., is perfecting a new device.
Do not use a courtesy title when listing a degree
| Correct | Incorrect |
| Dr. Wendy Robbins Wendy Robbins, M.D. |
Dr. Wendy Robbins, M.D |
Do not use any degree abbreviation as a noun
| Correct | Incorrect |
| He earned his doctorate in medicine | He earned his M.D. |
Capitalize formal names of specific degrees
Example: Doctor of Medicine in Orthopaedics
Departments/units/specialties
Capitalize the name of a department or clinic along with the words department, division, clinic and center only when they appear as part of an official name
Example: His doctor is part of the Department of Pediatrics. The announcement came from the pediatrics department.
Lowercase nouns in all plural uses
Example: the departments of Emergency Medicine and Radiology, Neurology, and Neurosurgery clinics
Do not abbreviate department
For official names, consult the UAB Campus Directory
OB/GYN
Use OB/GYN Not ObGyn,Ob/Gyn or OB-GYN or Ob-Gyn
Specialties
Capitalize
Example: John M. Smith, M.D., professor of Pathology
Does not follow AP style
Titles/Professional titles
In general, follow AP Style. Capitalize title when it immediately precedes the name
Example: Professor of Pathology John Smith, M.D.
Do not capitalize when the title follows the name
Example: John Smith, M.D., professor of Pathology
Titles can be found at UAB Scholars
UAB
The UAB Health System is the official name for the organization that manages and supports the various components within the UAB Medical Center, surrounding clinics and affiliates throughout Alabama. Always capitalize "UAB Health System." After the first reference, "the Health System" is acceptable
The UAB Health System comprises UAB Hospital, UAB Highlands, The Kirklin Clinic, UAB Health Centers, Callahan Eye Foundation Hospital, a dozen member and affiliate hospitals within Alabama, more than 10 cancer associates in the Southeast, and Viva Health
UAB Medicine
UAB Medicine is the name and primary brand for the clinical facilities and services provided by faculty in the Heersink School of Medicine through the UAB Health System
University of Alabama Health Services Foundation
The official name of the faculty practice program. Always capitalize
On subsequent references, the Health Services Foundation is acceptable, as are the abbreviations HSF and UAHSF
Veterans Affairs Medical Center
The official name of the VA Hospital
Viva Health
Viva Health is the official name of the UAB Health System’s managed-care company. Refer to the company by its full name; do not abbreviate as "Viva"
Voice and Tone
Attribution verbs
Use past tense attribution verbs
Example: said, stated
For feature articles in magazines, you can use present tense attribution verbs
Example: says, states
Voice/Tone
Use active voice not passive voice
Example: is instead of will be