BAMSI Style and Editorial Guide. May 2011 Community Relations 10 Christy s Drive Brockton, MA 02301

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1 BAMSI Style and Editorial Guide May 2011 Community Relations 10 Christy s Drive Brockton, MA 02301

2 It is important that, as an agency, BAMSI is represented in a professional manner that demonstrates our high standards. This is especially important in the way that written and printed information is presented. These guidelines are not meant to make anyone s writing sound stilted or too formal. There is room for both informal and formal writing. However, it s important to remember that whatever is published on behalf of BAMSI represents the whole agency, not just one employee, program, or division. The style guidelines that follow are regarding the use of the BAMSI logo, fonts, and formatting. We want each employee to be able to show his or her personality, but please follow these guidelines to ensure that BAMSI s branding and image is shaped by the agency. Please follow the established template, if applicable. If no template exists for a publication, follow the guidelines included here. The editorial guidelines are meant to be helpful information regarding grammatical and other written preferences of the agency. The most important thing to remember is consistency. If no guideline exists in this document about capitalization of a certain word, for example, you may use your discretion, as long as you capitalize or do not capitalize consistently throughout a piece of writing. If you have questions about any of the style guidelines, please contact either Barbara Duffy ( , bduffy@bamsi.org) or Caroline Cruise ( , ccruise@bamsi.org).

3 Style Guidelines Logo: This is the current BAMSI logo. Any postings or publications with an old version of the logo must be updated to include the newest version. Do not change the proportions of the logo so that it becomes distorted. The following examples are not acceptable: The logo may be used with or without the tagline, BRINGING PEOPLE & SERVICES TOGETHER. For single-color publications, use the solid black logo. When the logo is used on a publication with a printed or colored background besides white, use a transparent logo.

4 Agency Name: BAMSI should be written in all capitals, never as Bamsi. When written out, the name of the agency is always Brockton Area Multi-Services, Inc. Efficient Writing: Everyone s time is limited, and the more concise your writing is, the more effective it will be. Try to say whatever you need as succinctly and clearly as possible. Avoid lengthy phrases (use because instead of due to the fact that), redundancy (an expert is sufficient, instead of a qualified expert), and clichés (let s get down to business). Formatting: In formal writing, text should be in Times New Roman font, size 12. Text should be justified (aligned evenly on both the right and left) and single-spaced, with 1-inch margins around the page. In less formal writing (including s), you may use Verdana, size 10; Arial, size 12; or Times New Roman, size 12. For all written communication, use spell check and follow standard rules of English. Good writing represents the integrity of the agency. Text should always be black, in both formal and informal writing. Avoid unnecessary bolding, italicizing, and capitalization. In general, written text should not have additional stylized formatting. Do not use stationery that has a colored or printed background. s sent from a bamsi.org account must follow these guidelines as well as include the BAMSI standard signature: Caroline Cruise Communications Assistant, BAMSI 10 Christy s Drive, Brockton, MA Ph: , ext. 146 Fax: ccruise@bamsi.org Instructions for including the signature can be found in the Employee Portal section of the BAMSI website under Forms in the Policies, Forms, and Manuals section. Refer to the BAMSI Guide for more helpful information about s at BAMSI. For design publications, such as newsletters, flyers, etc., you should check with the Community Relations Department to determine if you should use the BAMSI template which has been established. Welcome Packets/Forms Given to Persons Served: If a form has the BAMSI logo on it, it MUST be the new logo. Nothing should be given out with an old logo, including old promotional items, as stated in the Policy on BAMSI Publications and Printed Materials.

5 It is critical that any forms and written information is saved electronically. When it comes time to update forms and informational materials, it is much easier to make changes when you can simply open the document and edit, rather than re-typing the form. Most forms can be found in the Employee Portal of the BAMSI website, in the Policies, Forms, and Manuals section. These forms and documents have been approved for use and should be the versions used.

6 Editorial Guidelines Comma: If you have a list in a sentence, you should use a comma before the final item in the list. For example: BAMSI prides itself on hiring strong, dedicated, and committed employees. Instead of: BAMSI prides itself on hiring strong, dedicated and committed employees. A comma always precedes the word which, but not that. For example: The Family Support Center, which is located in Hanover, MA, holds many events that are open to all families in the area. Quotations: Use quotation marks sparingly, and usually only for direct quotes from individuals. If the word or phrase in question is a commonly used term, there is no need for quotes. For example: New managers are also required to attend a New Manager Orientation, which occurs over a three-day period of time. Instead of: New managers are also required to attend a New Manager Orientation, which occurs over a three-day period of time. When quotation marks are used, a comma should introduce the quote and all other punctuation should fall inside the marks: Remarked BAMSI Chief Executive Officer Anthony Simonelli, I could not be more proud of the agency. Hyphens: Hyphens should be used to link adjectives composed of two or more words before a noun (high-quality services; state-of-the-art facilities) but not to link an adverb with an adjective (highly important work). Certain words use a hyphen, like non-profit, but not statewide. See the agency accepted usage list for examples of BAMSI s preferred hyphenation. Numbers: Write out numbers one through nine, and use numerals for numbers 10 and up. Use a comma for numbers larger than 1,000 (instead of 1000). When referring to time, a.m. and p.m. should always be written lowercase and with periods after each letter. Apostrophe: An apostrophe is used to denote possession: Singular: the agency s mission Plural: all the nurses trainings

7 Apostrophes do not indicate plural nouns: Correct: All supervisors must conduct staff supervisions. Incorrect: All supervisor s must conduct staff supervision s. Using the phrase person served or persons served can become cumbersome and confusing in terms of possession. Instead of using apostrophes, this phrase can generally be treated as an adjective (singular, even if you are writing about a group): Person served funds are documented in the log. Bullet style: Lists can be either numbered or bulleted; use the number and bulleting tools in Word rather than simply typing the numbers. This ensures that lists will be accurately aligned and look neat and professional. Start the first item as close to the left-hand margin as possible to reduce wasted page space. For example: 1. The first item in a list should start flush with the left-side margin or slightly indented if it makes things clearer. 2. A second item. a. The next level. Lists can be introduced with a colon and generally have a line space before the list begins: Item number one Number two And so on o Bulleted lists can be incomplete sentences and they do not need to have punctuation at the end of each line: semicolons (;), commas (,), or periods (.). Generally, the first word of each bullet item is capitalized. Acronyms: Many BAMSI programs and state agencies that we frequently work are known by their acronyms. In writing, spell out the agency or program at the first reference, followed by the acronym in parentheses. After that, you may refer to the agency or program by the acronym. The Department of Developmental Services (DDS) is one of BAMSI s largest state funders. DDS and BAMSI have a long and historical partnership. Refer to the Glossary of Terms and Acronyms in the Resource section of the BAMSI website for a list of commonly used acronyms. Medical Terms: Much of the work BAMSI does is clinical and uses very specific terminology. Make sure that when you write in these terms, you are accurate in capitalization and spelling according to what is accepted in the medical community.

8 Capitalization: BAMSI programs and names of position titles are always capitalized when they are specific BAMSI names (Family Resource Mobilization Unit, Residential Counselor). However, when writing about a general job or position, do not capitalize (The nurses who work for BAMSI are the best.). Commonly Misused Words: It s: it is. It s important to document every medication. Its: possessive. BAMSI recently converted its payroll system. There is no such word as its. You re: you are. You re an excellent employee. Your: possessive. Your work is truly appreciated. Affect: A verb that means an action. The snowy weather will affect my drive to work, so I will plan extra time for my commute. Effect: A noun similar to result. The effect of the snowy weather is that my commute will take longer, so I will plan extra time to get to work.

9 Accepted Uses: BAMSI non-profit statewide human services organization instead of human service organization person served, not client or consumer website Internet FY 11 or Fiscal Year 2011 In formal writing, BAMSI should never correspond with the word we. BAMSI is a singular entity that is described by it. For example: BAMSI celebrated its 35 th anniversary in In more casual writing, we and our may be used (BAMSI is committed to those we serve.).

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