{"id":1956,"date":"2025-12-19T11:41:08","date_gmt":"2025-12-19T16:41:08","guid":{"rendered":"https:\/\/it.rutgers.edu\/it-communications\/?page_id=1956"},"modified":"2026-01-11T20:04:55","modified_gmt":"2026-01-12T01:04:55","slug":"editorial-style-guide-for-rutgers-it","status":"publish","type":"page","link":"https:\/\/it.rutgers.edu\/it-communications\/editorial-style-guide-for-rutgers-it\/","title":{"rendered":"Editorial style guide for Rutgers IT"},"content":{"rendered":"    <section class=\"cc--component-container cc--hero-basic  hero-basic color-light-gray\">\n\n<div class=\"c--component c--hero-basic\">\n        \n<div class=\"outer-wrapper\">\n    <div class=\"inner-wrapper\">\n        <div class=\"text-container\">\n            <div class=\"text-wrapper\">\n\t\t\t\t<div class=\"f--field f--page-title \"><h1>Editorial style guide for Rutgers IT<\/h1>\n\n<\/div><!-- f--field f--page-title -->\n\t\t\t\t<div class=\"f--field f--text \"><\/div><!-- f--field f--text -->\n            <\/div>\n        <\/div>\n    <\/div>\n<\/div>\n\n\n<\/div><!-- c--component c--hero-basic -->\n\n    <\/section><!-- cc--component-container cc--section -->\n\n\n    <section class=\"cc--component-container cc--rich-text  rich-text\">\n\n<div class=\"c--component c--rich-text\">\n        \n    <div class=\"f--field f--rich-text \"><p>This style guide has been developed to promote consistency in webpages, email messages, and other materials produced by information technology staff at Rutgers University. The guide focuses on IT services, resources, and terminology typically used in communicating about IT at Rutgers. It is meant to be used in tandem with the <a href=\"https:\/\/communications.rutgers.edu\/services-resources\/editorial-style-guide\">Rutgers Editorial Style Guide<\/a>.<\/p>\n<p>For inclusive IT language, please refer to the <a href=\"https:\/\/docs.microsoft.com\/en-us\/style-guide\/bias-free-communication\">bias-free communication guidelines from Microsoft<\/a> and the <a href=\"https:\/\/developers.google.com\/style\/inclusive-documentation\">inclusive documentation guide from Google<\/a>.<\/p>\n<p>For webpages at the Rutgers IT website, please also refer to the <a href=\"\/rutgers-it-site-documentation\/capitalization-and-heading-style-guidelines-on-the-rutgers-it-website\/\">capitalization and heading style guidelines<\/a>.<\/p>\n<p><strong>acronyms<br \/>\n<\/strong><\/p>\n<ul>\n<li>Avoid overusing acronyms.<\/li>\n<li>Acceptable on second and subsequent references; place the acronym in parentheses on the first reference. For example: \u201cThe Office of Information Technology (OIT) recently upgraded the service.\u201d<\/li>\n<\/ul>\n<p><strong>antivirus<\/strong><\/p>\n<p><strong>backup and back up<\/strong><br \/>\nOne word as a noun. Two words as a verb.<\/p>\n<p><strong>central<\/strong><br \/>\nAvoid using as a synonym for OIT.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:<\/strong><\/span> Canvas will be an enterprise-wide service supported and managed by OIT.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> Canvas will be managed by central IT.<\/li>\n<\/ul>\n<p><strong>Central Authentication Service (CAS)<\/strong><br \/>\nThis term is not widely known among non-IT staff. In general, avoid referring to CAS in materials for non-IT staff. Instead, refer to NetID:<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:<\/strong><\/span> Use your NetID and password to log in.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> You can log in with the Central Authentication Service (CAS).<\/li>\n<\/ul>\n<p><strong>computer labs<\/strong><\/p>\n<p><strong>cybersecurity<\/strong><\/p>\n<p><strong>dates and times\u00a0<\/strong><\/p>\n<ul>\n<li>dates\n<ul>\n<li>days of the week: do not abbreviate.<\/li>\n<li>months: do not abbreviate when using alone, or when using with a year and no specific date. Abbreviate the following months when used with a specific date: Jan., Feb., Aug., Sept., Oct., Nov., and Dec.<br \/>\n<span style=\"color: #339966;\"><strong>Examples:\u00a0<\/strong><\/span>Tuesday, Sept. 12, 2017, September 2017, September 12 (not 12th).<\/li>\n<\/ul>\n<\/li>\n<li>times\n<ul>\n<li>Use numerals except for noon (12 p.m.) and midnight (12 a.m.)<\/li>\n<li>Use a colon to separate hours from minutes: 11:15 a.m., 3:25 p.m.<\/li>\n<li>Do not use :00 if the time is on the hour: 10 p.m.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><strong>delegated administrator<\/strong><br \/>\nThis term is not widely known among non-IT staff. For non-IT audiences, avoid the term.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:<\/strong><\/span> Please reach out to your department\u2019s IT staff with questions.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> Contact your delegated administrator with questions.<\/li>\n<\/ul>\n<p><strong>distributed IT<\/strong><br \/>\nAcceptable name for departmental, unit, and other non-OIT units and staff. Sometimes also called \u201clocal\u201d IT.<\/p>\n<p><strong>DocuSign<\/strong><\/p>\n<p><strong>Duo Security<\/strong><br \/>\nThe provider of two-factor authentication for Rutgers. Duo and Duo Mobile app are also acceptable.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Example:<\/strong><\/span>\u00a0<span style=\"font-size: 1rem;\">Two-step login, powered by Duo Security, helps protect your account by adding an extra layer of security beyond your password.<\/span><\/li>\n<\/ul>\n<p><strong>EDUCAUSE<\/strong><br \/>\nAll caps.<\/p>\n<p><strong>eduroam<\/strong><br \/>\nAll lowercase.<\/p>\n<p><strong>Emergency Notification System (ENS)<\/strong><\/p>\n<p><strong>enterprise<\/strong><br \/>\nPreferred (i.e., rather than \u201ccentral\u201d).<\/p>\n<p><strong>Ethernet<\/strong><br \/>\nCapitalized.<\/p>\n<p><strong>file name<\/strong><br \/>\nTwo words.<\/p>\n<p><strong>G Suite for Education<\/strong><br \/>\nGoogle\u2019s name for its educational versions of email, calendar, and related services. G Suite is the platform that powers ScarletApps.<\/p>\n<p><strong>GB, Gbps, and GBps<\/strong><br \/>\nNo space needed between a number and the abbreviation: 5Gbps.<\/p>\n<ul>\n<li>GB = gigabyte<\/li>\n<li>Gbps = gigabits per second<\/li>\n<li>GBps = gigabytes per second<\/li>\n<\/ul>\n<p><strong>Health Insurance Portability and Accountability Act (HIPAA)<\/strong><br \/>\nSpell out on first reference<\/p>\n<p><strong>Help Desk<\/strong><br \/>\nRefer to this as the Office of Information Technology Help Desk or the OIT Help Desk on the first reference. To include contact information, link to the Help Desk webpage and, when appropriate, suggest contacting departmental IT staff, as follows (for an email message):<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Example:<\/strong><\/span> If you need additional assistance, please contact your department\u2019s IT staff or reach out to your local Office of Information Technology Help Desk:<br \/>\n<a href=\"\/help-support\/\">\/help-support\/<\/a><\/li>\n<\/ul>\n<p><strong>Hill Center<\/strong><br \/>\nBuilding on the Busch Campus at Rutgers University\u2013New Brunswick.<\/p>\n<p><strong>Hill Data Center<\/strong><br \/>\nRefers to the data center located in the Hill Center.<\/p>\n<p><strong>IMAP<\/strong><br \/>\nNo abbreviation necessary, even on the first reference. Stands for Internet Message Access Protocol.<\/p>\n<p><strong>Internet2<\/strong><\/p>\n<p><strong>iOS<\/strong><\/p>\n<p><strong>jargon<\/strong><br \/>\nBe attentive to language that has a specific meaning for IT people and an entirely different meaning for non-IT people, such as audit, client, domain, machine, package, tenant, and many others. Additionally, many technical terms, such as endpoints, SSID, and others, are not familiar to a non-technical audience; use other terms or define the terms you\u2019re using, when applicable.<\/p>\n<p><strong>KB, Kbps, and KBps<\/strong><\/p>\n<p><strong>Kite+Key<\/strong><\/p>\n<p><strong>knowledge base<\/strong><\/p>\n<p><strong>LAN<\/strong><br \/>\nAbbreviation for local area network. LAN acceptable on the first reference for a technical audience.<\/p>\n<p><strong>Learning Management System (LMS)<\/strong><br \/>\nSpell out on the first reference.<\/p>\n<p><strong>links<\/strong><br \/>\nLink text should describe the information users will view when they click. Avoid using Click here. Avoid displaying URLs unless there\u2019s an obvious reason to do so. Also, please make sure that no links lead back to the old oit.rutgers.edu website.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:\u00a0<\/strong><\/span>Having trouble installing Office? Read our <a href=\"https:\/\/ithelp.rutgers.edu\/sp?id=kb_article&#038;sysparm_article=KB0012557\">tips for installing Microsoft Office<\/a> for help.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> <a href=\"https:\/\/ithelp.rutgers.edu\/sp?id=kb_article&#038;sysparm_article=KB0012557\">Click here<\/a> for tips on how to install Microsoft Office.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> You can learn more about downloading Microsoft Office at <a href=\"https:\/\/ithelp.rutgers.edu\/sp?id=kb_article&#038;sysparm_article=KB0012557\">https:\/\/software.rutgers.edu\/information-office<\/a>.<\/li>\n<\/ul>\n<p><strong>login vs. log in<\/strong><br \/>\nUse login as a noun (or sometimes an adjective) and log in as a verb, as in these examples.<\/p>\n<ul>\n<li>Use your NetID login to sign up for the service.<\/li>\n<li>The login page was updated to reflect changes in the service.<\/li>\n<li>Please log in using your NetID.<\/li>\n<\/ul>\n<p><strong>logout and log out<\/strong><br \/>\nUse logout as a noun and log out as a verb.<\/p>\n<p><strong>macOS<\/strong><\/p>\n<p><strong>Mailman<\/strong><\/p>\n<p><strong>MB, Mbps, and MBps<\/strong><\/p>\n<p><strong>Microsoft 365<\/strong><\/p>\n<p><strong>myRutgers<\/strong><\/p>\n<p><strong>NetID<\/strong><\/p>\n<p><strong>NetID+<\/strong><br \/>\nAlso known as two-step login or two-factor authentication.<\/p>\n<p><strong>Network Operations Center (NOC)<\/strong><\/p>\n<p><strong>Newark Computing Services<\/strong><\/p>\n<p><strong>Office 365<br \/>\n<\/strong>The platform that powers Rutgers Connect.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Example:<\/strong> <\/span>A recent update to Office 365, the platform that powers Rutgers Connect, has added a number of features.<\/li>\n<\/ul>\n<p><strong>Office of Information Technology (OIT)<br \/>\n<\/strong>Universitywide communications should reference the Office of Information Technology rather than the names of divisions or subdivisions within OIT. In general, whether for an IT audience or a more general audience, avoid mentioning more than two organizational layers within OIT, and do not use acronyms for OIT\u2019s divisions (i.e., EI, ESD, etc.) or subdivisions (iDM, TD, etc.).<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:\u00a0<\/strong><\/span>The Office of Information Technology will be installing new Cisco phones in your building on May 1.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> OIT\/EI Telecommunications Division (TD) will be installing new Cisco phones in your building on May 1.<\/li>\n<\/ul>\n<p><strong>OmniSOC<\/strong><\/p>\n<p><strong>on-board and onboarding<\/strong><\/p>\n<p><strong>PaperCut<\/strong><\/p>\n<p><strong>policies vs. guidelines or procedures<\/strong><br \/>\nIn general, the word \u201cpolicy\u201d should be reserved for official Rutgers policies available in the <a href=\"https:\/\/policies.rutgers.edu\">University Policy Library<\/a>. Use other terms (guidelines, procedures, protocols) for documents outlining standards, processes, etc.<\/p>\n<p><strong>proofreading<\/strong><br \/>\nUse spell check. Use <a href=\"https:\/\/www.grammarly.com\">Grammarly<\/a>. Ask for others to read your work.<\/p>\n<p><strong>Protected Health Information (PHI)<\/strong><br \/>\nSpell out on first reference.<\/p>\n<p><strong>punctuation<\/strong><br \/>\n\u201cCommas and periods go inside quotation marks, in the standard American style, despite it being inconsistent with the way things are done in code, and inconsistent with the standard British style,\u201d <a href=\"https:\/\/developers.google.com\/style\/quotation-marks\">as noted in the Google Developer Documentation Style Guide<\/a>.<\/p>\n<p><strong>Qualtrics<\/strong><\/p>\n<p><strong>RAMS<\/strong><br \/>\nRutgers Automated Mass-mailing System (RAMS).<\/p>\n<p><strong>ResNet<\/strong><\/p>\n<p><strong>role<br \/>\n<\/strong>Avoid using terms such as \u201cstudent role\u201d in communications for end users, as these terms are not widely understood and may lead to confusion.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended: <\/strong><\/span>In the outage, some students lost access to a variety of IT services due to issues with a student database.<\/li>\n<li><strong><span style=\"color: #ff0000;\">Not recommended:<\/span><\/strong> In the outage, some students lost their student role and were not able to access IT services.<\/li>\n<\/ul>\n<p><strong>rollout vs. roll out<\/strong><br \/>\nUse rollout as a noun, roll out as a verb.<\/p>\n<p><strong>RU IT<\/strong><br \/>\nUse Rutgers IT, not RU IT.<\/p>\n<p><strong>Rutgers Active Directory (RAD)<\/strong><\/p>\n<p><strong>Rutgers Connect<\/strong><br \/>\nThe official email and calendar system for Rutgers faculty and staff, based on Microsoft 365.<\/p>\n<p><strong>Rutgers University\u2013Camden Information Technology (RU\u2013Camden IT)<\/strong><br \/>\nRU\u2013Camden IT acceptable on the first reference.<\/p>\n<p><strong>RUWireless<\/strong><\/p>\n<p><strong>Rutgers IT<\/strong><br \/>\nNot RutgersIT, except when used as a #RutgersIT or @RutgersIT on social media.<\/p>\n<p><strong>#RutgersIT<\/strong><\/p>\n<p><strong>@RutgersIT<\/strong><\/p>\n<p><strong>Rutgers IT Help portal<br \/>\n<\/strong>The &#8220;p&#8221; in portal is lowercase.<strong><br \/>\n<\/strong><\/p>\n<p><strong>RUID<\/strong><\/p>\n<p><strong>ScarletApps<\/strong><\/p>\n<p><strong>ScarletMail<\/strong><\/p>\n<p><strong>Shibboleth<\/strong><br \/>\nOnly for use among IT audience.<\/p>\n<p><strong>spacing<\/strong><br \/>\nLeave only one space between sentences.<\/p>\n<p><strong>subject lines<\/strong><br \/>\nUse \u201cdown style\u201d for email subject lines\u2014that is, the first word and proper nouns are capitalized.<\/p>\n<p><strong>titles\/headings<\/strong><br \/>\nIn general, convert titles to &#8220;down style&#8221; (first word and proper nouns capitalized). For webpages at the Rutgers IT website, please refer to the <a href=\"\/rutgers-it-site-documentation\/capitalization-and-heading-style-guidelines-on-the-rutgers-it-website\/\">capitalization and heading style guidelines<\/a>.<\/p>\n<p><strong>two-factor authentication<br \/>\n<\/strong>Two-step login preferred when addressing a non-technical audience.<\/p>\n<p><strong>two-step login<br \/>\n<\/strong>The preferred term for NetID+ and two-factor authentication.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:<\/strong><\/span>\u00a0<span style=\"font-size: 1rem;\">Two-step login, also known as NetID+ or two-factor authentication, helps protect your account by adding an extra layer of security beyond your password.<\/span><\/li>\n<li><span style=\"color: #ff0000;\"><strong>Not recommended:<\/strong><\/span> NetID+ is used to protect your account and add an extra layer of security.<\/li>\n<\/ul>\n<p><strong>unit computing manager and unit computing specialist<\/strong><br \/>\nDo not abbreviate UCM and UCS. Outside of IT, those don\u2019t mean anything. You can say \u201cthese managers,\u201d \u201cthese specialists,\u201d or \u201cthese staff members.\u201d<\/p>\n<p><strong>university<br \/>\n<\/strong>Do not capitalize unless it is used as part of a formal name.<\/p>\n<ul>\n<li><span style=\"color: #339966;\"><strong>Recommended:<\/strong> <span style=\"color: #000000;\">Before you share data, ask how that action could adversely affect you and\/or the university.<\/span><\/span><\/li>\n<li><span style=\"color: #ff0000;\"><strong>Not recommended:<\/strong> <span style=\"color: #000000;\">Software is available to members of the University.<\/span><\/span><\/li>\n<\/ul>\n<p><strong>University Software Portal<\/strong><\/p>\n<p><strong>username<\/strong><\/p>\n<p><strong>Virtual Private Network (VPN)<\/strong><\/p>\n<p><strong>Webex<\/strong><br \/>\nNot WebEx.<\/p>\n<p><strong>Wi-Fi<\/strong><br \/>\nNot WiFi.<\/p>\n<p><strong>WordPress<\/strong><\/p>\n<\/div><!-- f--field f--rich-text -->\n\n    <\/div><!-- c--component c--rich-text -->\n\n    <\/section><!-- cc--component-container cc--section -->\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":257,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"page-category":[],"class_list":["post-1956","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.0 - 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