ASPR-Style-Guide.doc.docx



ASPR Writing Style GuidelinesWe use the Chicago Manual style of writing as the basis for our written communication at the Association of Staff Physician Recruiters. Chicago Style is a system of grammatical and stylistic rules that help to ensure consistent formatting of communication. The style is governed by the Chicago Manual of Style, which is published regularly each year and updated online. In addition, ASPR has developed some of its own guidelines based on the specific preferences of our members. Following are examples of common ASPR Style rules and their correct usage:When editing using Googledocs:Try to use the highlight feature with a comment rather than just deleting material that may be controversial. PunctuationUse commas before “and” in a listCorrect: Red, white, and blueIncorrect: Red, white and blueRefrain from using commas before a suffixCorrect: Martin Luther King Jr.Incorrect: Martin Luther King, Jr.PossessivesRefrain from using ’s when the word ends with s, even if it is a proper nameCorrect: Francis’Incorrect: Francis’sUse of nouns and pronounsASPR/Association should have “its” as a pronoun, recruiters should have “their” as a pronoun. FormattingThe name of the association should not be in bold, italics, or all capitalsCorrect: the Association of Staff Physician RecruitersIncorrect: the Association of Staff Physician RecruitersTitles of publications and other works:Titles of books, movies, CDs and video games are placed in italics. Do not underline or bold titles. Names of newspapers and magazines are not placed in quotations.CapitalizationRefrain from capitalizing titles following a nameCorrect: Barack Obama, president of the United StatesIncorrect: Barack Obama, President of the United StatesDo capitalize titles when they precede a nameCorrect: President Barack ObamaIncorrect: president Barack ObamaHeadlines and subheadings Capitalize only the first word and any proper nouns (added in November 2012).Organization and Committee namesWhen the full name is used, capitalize. When the short form is used, don’t capitalize.Correct: ASPR Board of Directors, Education Committee; but: the board, the directors, the committee chairIncorrect: Board of directors, Education committee; the Board agreed to merge the marketing and membership committees.See also: Association of Staff Physician Recruiters specific rules below for further informationRefrain from capitalizing the word ‘earth’ when not referring to the planetCorrect: That guy is down to earthIncorrect: That guy is down to EarthCapitalize the award but not the categoryCorrect: She won the Academy Award for best actressIncorrect: She won the academy award for Best ActressAlways capitalize Democrat and RepublicanAlways capitalize CD, DVD, TV, and OKAlways capitalize Corporate Contributor when used togetherCapitalize only the first word and proper nouns in headlines and subheadsTimes and DatesAlways list time with a.m. or p.m., with a space after the number and without zerosCorrect: 5 p.m.Incorrect: 5 or 5:00 pmAlways abbreviate the longer months in dates within the body of textCorrect: Sept. 4Incorrect: September 4The full month may be used in a headline or subhead as part of a promotional message for an event. Refrain from abbreviating the month when referring to the month as a whole:Correct: The month of September is especially tryingIncorrect: The month of Sept. is especially trying.Refrain from using superscript th or rd with dates:Correct: Sept. 4Incorrect: Sept. 4th Refrain from using the year when the date is in the current year:Correct: Sept. 4Incorrect: Sept. 4, 2010Use B.C. and A.D. rather than B.C.E. or C.E.NumbersSpell out numbers under 10 and use the numeral for 10 and aboveCorrect: Four, 11Incorrect: 4, elevenHowever, in a series of numbers, use numerals for all: The average number of candidates interviewed for a position is 24, while the mean number is 20; 2 candidates are typically offered a position, but only 1 accepts.Numeric Placing: Spell out first through ninth for order in time or locationCorrect: First floorIncorrect: 1st floorStarting with 10th use figuresCorrect: 10th placeIncorrect: Tenth placeWrite out numbers that begin a sentence unless the number is very large or complex.Spell out the word percentage instead of using the symbolException: In an article that makes heavy use of comparative data, use the % symbol.Hyphenate dimensions that precede a nounCorrect: The six-foot-tall man He was six feet tallIncorrect: The six foot tall man He was six-feet tallASPR Annual Conference: The accepted format is ASPR 20XX Annual Conference (using the year of the event, not 19th Annual, except in the case of a major anniversary such as 25th or 50th). Online TerminologyReferences to ‘websites’Correct: websiteIncorrect: Website, Web Site, or Web siteAlways capitalize ‘Internet’References to “e-mail”Correct: e-mailIncorrect: email or E-mail (unless E-mail begins a sentence)References to Social Media: If the author talks about "social media applications" being easier, then it needs to be plural; if talking about the concept, then it's a single concept and is singular. That it includes a generally recognized plural in the name doesn't change that it's a single concept.PeopleMention a person’s first and last name and title on the first reference. On each subsequent reference, use just the last name. Exceptions may be made in soft news or first-person features.References to patientsCorrect: inpatient and outpatientIncorrect: in-patient or out-patientPlacesUse the two letter postal abbreviation when referencing any state if it is preceded by the city.Correct: The conference was in Minneapolis, MN.Incorrect: The doctor flew to MN for a visit.To abbreviate the United States:Correct: USIncorrect: U.S.Quotes from PeopleUse “said” rather than “stated” or “commented,” “mentioned,” etc. Use past tense in almost all usage.Correct: Larson said that Baystate Health created an internal support system. “Often, as many as three individuals may be needed,” he said.Incorrect: Larson states that Baystate Health created an internal support system. “Often, as many as three individuals may be needed,” he says. The Association of Staff Physician Recruiters RulesOrganization Name:Always spell out the Association of Staff Physician Recruiters on first reference. May be referenced as ASPR in second and subsequent references. May also be referred to as the association after the first reference.President and CEO ReferenceBrett Walker, FASPR, presidentIn external written references include ASPR (Brett Walker, FASPR, ASPR president).Physician CredentialsUse MD credentials (no periods) for first reference and Dr. after that. Example: Dan Jones, MD, performed the surgery. Dr. Jones says the patient is doing well.HealthcareHealthcare is used as one word in all instances.Advanced PracticeIt is our preference to use the term “advanced practice professional” or “advanced practice clinician” rather than “mid-level provider.”ASPR Annual ConferenceThe correct term is ASPR Annual Conference. However, only capitalize when referring to a specific conference. Fellowship Certification ProgramUse Fellowship Certification Program on first reference — that is the official name of the program. On second and subsequent reference, program could be used. However, don’t just refer to the Fellowship program or the Certification program. Fellowship Committee — but use lower case when referring to fellowship exams.On first reference, refer to the various modules by the formal name (i.e., Physician Recruitment 101 Module); on subsequent reference, a shorter version can be used (101 module). Note that in the short reference, module is lower case.FASPR, DASPR, AASPRAASPR and DASPR are designations, while FASPR is a certification.Names of Committees, Co-ChairsSee above, Capitalization. Also: Journal Committee Co-Chair Lori Norris, FASPR — but Lori Norris co-chairs the committee.Board of Directors - but directors or board. Not BOD.OnboardingNo hyphen is necessary.Use of a Member’s name/credentials/affiliationExample: Lori Norris, FASPR, Senior Physician Recruiter, Dignity Health, Chandler, AZ.Needs discussion by committee: In-house physician recruitment professional — or physician recruiter? LP: When used as part of a person’s byline or when we are identifying someone within an article, then I think we use what the person has listed for his/her title in the ASPR database.Association of Staff Physician Recruiters (ASPR)ASPR International Headquarters1000 Westgate Drive, Suite 252St. Paul, MN 55114 USATel: 800-830-2777 (ASPR) Fax: 651-290-2266Questions concerning ASPR standards?Call ASPR Headquarters: 800-830-2777 ................
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