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STYLE GUIDE

EDITING AND PUBLISHINGSTANDARDS FOR ALL

BOLLES IMAGERY AND WRITTEN MATERIAL

UPDATED BY THE COMMUNICATIONS OFFICEApril 2012

BE BOLLES

BRAND AMBASSADOR

BE A

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CONTACTS

All printed materials intended for external distribution must be sent via e-mail to Dana Bussiere, Communications Coordinator, for proofing prior to distribution.

The consistent use of language and graphic identity creates a stronger, more professional image for Bolles.

By presenting a universal editorial style and graphic identity, we underscore our unity of purpose and our dedication to academic excellence and professionalism in all we do.

Please direct all questions related to this Editing and Publishing Standards Manual to:

Jan R. Olson Senior Director/Communications & Marketing Bolles Hall, San Jose Campus tel: (904) 256-5017 fax: (904) 733-0606 e-mail: olsonj@bolles.org

or

Dana Bussiere Communications Coordinator Room B-157, Bolles Hall, San Jose Campus tel: (904) 256-5011 fax: (904) 733-0606 e-mail: bussiered@bolles.org

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TABLE OF CONTENTS

Be Bolles The Look

School Brand 4 The Logo 4 Colors 4 Printing Guidelines 5

Be Bolles The Style

School Overview 6 Campuses 6 Campus Buildings and Proper Names 7-9 Campus Signage 9 Editing Standards 10 Guide to Proper Names: People and Titles 10-12 Guide to Proper Names: Projects and Events 13-14 Grammar and Punctuation — an A-Z guide 15-23

Be Bolles Spread the Word

Publishing Standards 24 Media Relations 24 Submissions for Bolles Communication Pieces 25 About Bolles Magazine 25 Bolles Website 25 Creating In-house Publications 29 Photos 29

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Be Bolles The Look

The Brand and TaglineThe Bolles brand tagline “All Things Possible” was selected to portray the unique trait of Bolles being the only independent school in the area to offer the breadth and depth of programs so each student can reach and discover the remarkable within them.

The usage of the tagline in copy when talking about the uniqueness of the school is encour-aged and should always run with initial caps and in italic.

Example: The Bolles School continues to make All Things Possible for its students.

Providing a style sheet with standards for logo usage, color, and typography gives a strong cohesive brand message and a strong repetitive look. Establishing this grows the brand across all facets of the school and gives the customer the feeling that someone is in charge and there is a professional entity in control. This is extremely important for a school.

The LogoThe new logo has a clean and streamline look. Please make sure to use this in all correspondence and delete any old logos that may still be in circulation. If you need a logo for any item you are working on, e-mail Dana Bussiere, Communications Coordinator at bussiered@bolles.org, certain logo formats are preferred for certain usage and she knows these formats and can provide the logo format that will produce the best results.

PREFERRED MAIN LOGO PREFERRED SECONDARY LOGO

OTHER ACCEPTABLE LOGOS

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School Colors and Fonts

BLUE AND ORANGEThe preferred blue and orange are shown below with color breakdowns. COLOR PALETTE

TYPOGRAPHY

BOLLES BLUE

PANTONE: 287

CMYK: 100 • 68 • 0 • 12

RGB: 0 • 83 • 155

BOLLES ORANGE

PANTONE: 165

CMYK: 0 • 59 • 96 • 0

RGB: 245 • 132 • 38

BLACK

PANTONE: Process Black

CMYK: 0 • 0 • 0 • 100

RGB: 0 • 0 • 0

GOUDY OLDSTYLE abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY OLDSTYLE ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY BOLD abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY BOLD ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY EXTRA BOLD abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC BOOK abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC BOOK ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC HEAVY abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN BOOK CONDENSED abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI CONDENSED abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

FONTSThe preferred font for bodies of copy in print (letters, invitations, etc.) is Goudy Old Style. Headlines and callout text should use Franklin Gothic. If copy is to be read on screen, then Franklin Gothic is the preferred for the body copy.

COLOR PALETTE

TYPOGRAPHY

BOLLES BLUE

PANTONE: 287

CMYK: 100 • 68 • 0 • 12

RGB: 0 • 83 • 155

BOLLES ORANGE

PANTONE: 165

CMYK: 0 • 59 • 96 • 0

RGB: 245 • 132 • 38

BLACK

PANTONE: Process Black

CMYK: 0 • 0 • 0 • 100

RGB: 0 • 0 • 0

GOUDY OLDSTYLE abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY OLDSTYLE ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY BOLD abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY BOLD ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

GOUDY EXTRA BOLD abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC BOOK abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC BOOK ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI ITALIC abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC HEAVY abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN BOOK CONDENSED abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

ITC FRANKLIN GOTHIC DEMI CONDENSED abcdefghijklmnopqrstuvwxyz ABCDEFGHIJKLMNOPQRSTUVWXYZ 0123456789

General note When producing anything for Bolles that involves use of the logo and our colors, please check with Jan Olson, Senior Director/Communications and Marketing, to make sure you are in compliance with the Bolles brand look and feel.

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The SchoolFor marketing purposes, we use The Bolles School. However, you may use simply Bolles, NOT Bolles School and NOT Bolles High School. In referring to Bartram alumnae, it is Bartram School or Bartram, not The Bartram School.When using the word School to refer specifically to Bolles, capitalize it whether used as a noun or an adjective.

CampusesAll locations of The Bolles School are called campuses. Use the formal names for all campuses in full the first time mentioned: Bolles Upper School San Jose Campus, Bolles Middle School Bartram Campus, Bolles Lower School Whitehurst Campus, and Bolles Lower School Ponte Vedra Beach Campus. The formal names should be used whenever referring to the grounds or the buildings and the level name should be used in lowercase when referring to students.

Bolles Lower School Whitehurst Campus (Pre-K – Grade 5)7400 San Jose BoulevardJacksonville, FL 32217Telephone: (904) 733-9292; Fax: (904) 739-9363

Bolles Upper School San Jose Campus (Grades 9-12)Boys Resident Program (Grades 7-12)7400 San Jose BoulevardJacksonville, FL 32217Telephone: (904) 733-9292; Fax: (904) 739-9363

Bolles Middle School Bartram Campus (Grades 6-8)Girls Resident Program (7-12)2264 Bartram RoadJacksonville, FL 32207Telephone: (904) 724-8850; Fax: (904) 724-8862

Bolles Lower School Ponte Vedra Beach Campus (Pre-K – Grade 5)200 ATP Tour BoulevardPonte Vedra Beach, FL 32082Telephone: (904) 285-4658; Fax: (904) 285-1423

divisions Because we have campuses with formal names, the levels of the School are not capitalized, unless referring to a specific campus, and the term “divisions” is NOT preferred. Examples: lower school, middle school, upper school, Middle School Bartram Campus

locations Lowercase names of places in the School except when using a formal name. Examples: dining hall, auditorium, art gallery, library But: Bolles Hall, Davis Gym, Lynch Theater, Skinner-Barco Stadium

Be Bolles The Style

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CAMPUS BUILDINGS EXAMPLE OF CORRECT USAGE: When refering to a specific campus in copy please include the level of the campus.

For example: CORRECT: You are invited to attend a reception on the Bolles Upper

School San Jose Campus.

The Bolles Bartram Campus dormitories have fewer rooms than the Bolles San Jose Campus dorms.

INCORRECT: You are invited to attend a reception on the San Jose Campus.

Guide to Proper Names: Facilities and Meeting Spaces Bolles Upper School, San Jose Campus Richard J. Bolles Hall Martin E. Stein, Sr. Courtyard Varn Board Room Bolles Hall Lobby Jacksonville Kennel Club Conference Room Class of 1946 Alumni Conference Room Yerkes Infirmary/Student Health Center Verlander Hall/Dining Room The Cindy and Jay Stein Fine Arts Center Independent Life Music Building The Lucy B. Gooding Gallery Lynch Theater McGehee Auditorium Bent Student Center The Canteen Schultz Hall Whitmire Science Lab Hirsig Science Center Michael Marco Science Center Ulmer Hall Swisher Library William and Doreen Meadow Multimedia Room

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Bolles Upper School, San Jose Campus CONTINUED Williams Guidance Center Wilford Lyon Mall The Lane Portico Hugh Donovan Field (Baseball) J. D. Collins Stadium at Hugh Donovan Field Jones Baseball OfficeCain Gymnasium Davis Gymnasium Paul G. Huston Canteen Skinner-Barco Stadium George H. Hodges FieldColmery Skills Center Bent Tennis Complex Baker-Gate Petroleum Company Track FacilityMcKenzie Wilson Softball FieldThe First Union Admission House Lobrano Pool Cassidy Aquatic Fitness Center Garces Diving Facility Uible PoolThe Peyton Boathouse

Bolles Lower School, Whitehurst Campus Copeland Library (The Mrs. W. B. Copeland Library) Early Learning Center – Kindergarten Building

(gift of Shyam and Sharon Paryani) American Heritage Primary Facility (Grades 1 and 2) The Lucy B. Gooding Elementary Learning Facility (Grade 5)

Bolles Middle School Bartram Campus Murchison-Lane Hall Koger Portico Pratt Auditorium Pratt Library Lovett Hall (East Hall) North Hall

CAMPUSES — BUILDINGS

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Bolles Middle School Bartram Campus CONTINUED Miller Room Warren-Ropp Courtyard Shands Art Studio Childress House J. D. Collins Field (Baseball) Conroy Athletic Center Betsy Lovett Arts Center Parker Auditorium Murchison-Lane Gallery

Bolles Lower School Ponte Vedra Beach Campus McLauchlan-Evans Building River Branch Building Ullman Family Art Room Loeb-Lovett Family Music Room Multi-purpose Room

CAMPUSES — SIGNAGE

Any signage orders must go through the Communications Office. Sign use should be kept to a minimum, utilizing instead the marquee signs on each campus. The marquees are available for publicizing general School, advancement, and fine arts information. No athletic announcements will be posted due to the large number of sports-related events, activities, and accomplishments.

CAMPUS STORE Use Campus Store at all times, not bookstore

CAMPUSES — BUILDINGS

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PEOPLE and TITLES

Titles Capitalize formal titles used directly before an individual’s name. Use lowercase and spell out titles when they are not used with an individual’s name. Examples: The head of school announced a holiday. Head of School Joe Jones announced a holiday.

Capitalize and spell out formal titles such as professor, chairman, etc. when they precede a name. Use lowercase elsewhere. Examples: Home Economics Department Chair Jane Jones asked Susan Smith, chair of the art department, about a student. The home economics department chair asked about a student.

Chair Use chair when speaking about a person who holds an office or a position of authority, such as one who presides over a meeting or administers a department of instruction in the School. Do not use chairman, chairwoman, or chairperson. Capitalize as a formal title before a name: company Chair Henry Ford, committee Chair Margaret Chase Smith.

Examples: Who is the chair of the Development Committee this year? Jane and Joe Jones are co-chairs of the Parent Association.

CEO Acronym for chief executive officer. Do not use interior periods (i.e., CEO, not C.E.O.).

Academic degrees If mention of degrees is necessary to establish someone’s credentials, the preferred form is to avoid an abbreviation and use instead a phrase such as: John Jones, who has a doctorate in psychology.

Use an apostrophe in bachelor’s degree, master’s, etc.

Use such abbreviations as B.A., M.A., and Ph.D. only when the need to identify many individuals by degree on first reference would make the preferred form cumbersome. Use these abbreviations only after a full name—never after just a last name.

When used after a name, an academic abbreviation is set off by commas: Daniel Moynihan, Ph.D., spoke.

Certain degrees can always be abbreviated without risk of confusing the reader. These include: B.A., B.S., M.A., M.S., M.B.A., Ph.D., D.B.A.

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Other common degrees and their proper abbreviations: Bachelor of education — Ed.B. Doctor of library science — D.L.S. Bachelor of fine arts — B.F.A. Doctor of ministry — D.M. Bachelor of laws — LL.B. Doctor of musical arts — D.M.A. Doctor of dental medicine — D.M.D. Doctor of veterinary medicine — D.V.M. Doctor of dental surgery — D.D.S. Master of education — Ed.M. Doctor of divinity — D.D. Master of fine arts — M.F.A. Doctor of education — Ed.D. Master of laws — LL.M. Doctor of laws — LL.D. Medical doctor — M.D.

Example: Do not precede a name with a courtesy title for an academic degree and follow it with the abbreviation for the degree in the same reference: Wrong: Dr. Pam Jones, Ph.D. Right: Dr. Pam Jones, a chemist. or: Pam Jones, Ph.D.

advisor It is the custom at Bolles to use “advisor,” not “adviser,”

alumni, alumnae Use alumnus (alumni in the plural) when referring to a man who has attended Bolles.

Use alumna (alumnae in the plural) for similar references to a woman who attended either Bolles or Bartram School.

Use alumni when referring to a group of men and women.

When listing an alumnus or alumna, the full name should be followed by an apostrophe and the year of graduation. (No comma follows the name.) Examples: Joe Jones, Jr. ’56 Mary Smith Jones ’46 Bartram Hint: To achieve the right-handed single mark before the year, you will need to type the apostrophe twice and go back to delete the first apostrophe. (’, not ‘).

PEOPLE and TITLES

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Committees Capitalize when part of a formal name. Examples: Academic Committee, Development Committee

Bolles Administration, Committees, and Boards John E. Trainer, Jr., Ph.D., President and Head of School Jack F. Milne, Associate Head of School/Student Life Rufus McClure, Assistant to the President/Special Projects Nancy N. Greene, Associate Head of School/Finance Scott Smith, Associate Head of School/Academic Dean Robert A. Wenzel, Associate Head of School/Advancement Bradford L. Reed, Associate Head of School/Dean of Admission and Financial Aid

Board of Trustees Committees of the Board: Advancement Executive Finance Program Trusteeship Board of Visitors Planned Giving Advisory Committee Alumni Board Homecoming Team Golf Tourney Team JAX Alumni Gathering Team Parent Association Council Executive Committee San Jose Campus Bartram Campus Whitehurst Campus Ponte Vedra Beach Campus Project Chairs Class Parents Internal School Committees Academic Committee Administrative Committee President’s Council

PEOPLE and TITLES

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EVENTS and EVENT NAMES

Events Capitalize named events. Examples: Reunion, Parent Weekend, Grandparent Day, Parent Night, Homecoming, Graduation

Annual giving Annual appeals in support of the School’s operating budget are called annual giving, not Annual Giving Campaign or Annual Fund Campaign. The funds that comprise annual giving are: Alumni Fund; Parent Fund; Grandparent Fund, Parents of Alumni Fund; Faculty/Staff Fund.

Annual giving creates a greater awareness of the School’s mission and establishes patterns of giving among donors that are essential to a successful major fundraising campaign.

Examples: The goal for annual giving in the 2010-11 school year is $1.75 million. What is the annual giving goal for the Parent Fund?

Bolles Projects and Events Parent Association (Do not use an apostrophe and “s.” ) Grandparent Day (Do not use an apostrophe and “s.” ) Alumni Spring Fling Resident Student Orientation Eighth Grade Field Day Faculty/Staff Appreciation Day Family Fun Day Farmers’ Market Freshman Day Graduation Awards Day Grandparent Days Holiday Concert Holidays Labor Day Thanksgiving Break Winter Holiday Martin Luther King, Jr. Holiday Presidents’ Day Spring Holiday Memorial Day

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Homecoming Jacksonville Alumni Gathering Agnes Cain Painter & Glynlea Society Dinner Lower School Costume Parades Lower School Fall Festival Lower School Family Picnic New Parent Orientation Parent Day Parent Night Professional Day Reunion Weekend Semester Break Spirit Week (all campuses) Uniform Recycle Sale Box Tops

Frequently Referenced Organizations Association of Fund Raising Professionals (AFP) Association of Professional Researchers for Advancement (APRA) Council for the Advancement and Support of Education (CASE) Council for Religion in Independent Schools (CRIS) Florida Council of Independent Schools (FCIS) Florida High School Athletic Association (FHSAA) Florida Kindergarten Council (FKC) Florida Public Relations Association (FPRA) National Association of Independent Schools (NAIS) National Society of Fund Raising Executives (NSFRE) Public Relations Society of America (PRSA) Southern Association of College Admission Counseling (SACAC) Southern Association of Colleges and Schools (SACS)

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The following examples of terminology and preferred styles are intended for your reference and clarification. Please refer to the list when composing letters and other written materials prior to submission to the Communications Office for proofing.

A

academic and administrative departments and educational institutions Capitalize names of academic departments and educational institutions in the same manner that names of organizations, business firms, and government bodies are capitalized. Examples: History Department, English Department, Advancement Office, Alumni Office, Finance Center, Middle School Bartram Campus, Bolles.

academic subjects Do not capitalize the names of school subjects, except for the names of lan-guages and for specific course names. Examples: English, Latin, Italian, math, art, chemistry, Chemistry II, Art 102 Bob is studying chemistry this semester. Joe is taking Chemistry II this semes-ter.

acronyms When you cannot avoid using an acronym, the formal title of an organization or program should be used in the first reference. The appropriate acronym should fol-low in parentheses. The acronym may be used from then on.

addresses and text for a letter As a general rule, abbreviations should not be used in text; however, in letter writing, the two-letter state abbreviation is used for the recipient’s address and return address. Example: Mr. John Jones President ABC Corporation 1550 East Main Street Alexandria, VA 22314

Dear Mr. Jones:

The next meeting will be held in Alexandria, Virginia. The address is 123 King Street.

A-ZGRAMMAR AND PUNCTUATION STYLES

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advisor It is the custom at Bolles to use “advisor,” not “adviser,”

alumni, alumnae Use alumnus (alumni in the plural) when referring to a man who has attended Bolles.

Use alumna (alumnae in the plural) for similar references to a woman who attended either Bolles or Bartram School.

Use alumni when referring to a group of men and women.

When listing an alumnus or alumna, the full name should be followed by an apostro-phe and the year of graduation. (No comma follows the name.) Example: Joe Jones, Jr. ’56 Mary Smith Jones ’46 Bartram Hint: To achieve the right-handed single mark before the year, you will need to type the apostrophe twice and go back to delete the first apostrophe. (’, not ‘).

a.m., p.m. Do not capitalize or omit periods.

ampersand Use it sparingly in text for corporations that use it (AT&T) but not for Jane & Joe Jones. When producing a list of names, the ampersand is acceptable when necessary to con-serve space, but must be used uniformly throughout the list.

annual giving Annual appeals in support of the School’s operating budget are called annual giving, not Annual Giving Campaign or Annual Fund Campaign. The funds that comprise annual giving are: Alumni Fund; Parent Fund; Grandparent Fund, Parents of Alumni Fund; Faculty/Staff Fund.

Annual giving creates a greater awareness of the School’s mission and establishes pat-terns of giving among donors that are essential to a successful major fundraising campaign. A partnership between donors and Bolles is formed that goes well beyond fundraising to build a group of individuals who are involved in furthering the School’s objectives. Examples: The goal for annual giving in the 2010-11 school year is $1.75 million. What is the annual giving goal for the Parent Fund?

BBoard of Trustees, Board of Visitors, Alumni Board Always uppercase when referring to the boards of the School.

bylaws No hyphen.

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bookstore Use Campus Store at all times, not bookstore

Ccampuses All locations of The Bolles School are called campuses. Use the formal names for all campuses in full the first time mentioned: Bolles Upper School San Jose Cam-pus, Bolles Middle School Bartram Campus, Bolles Lower School Whitehurst Cam-pus, and Bolles Lower School Ponte Vedra Beach Campus. The formal names should be used whenever referring to the grounds or the buildings and the level name should be used in lowercase when referring to students. Examples: The Bolles Bartram Campus dormitories have fewer rooms than the Bolles San Jose Campus dorms. The middle school soccer team will play at Mandarin tomorrow. There will be a special convocation for upper school students on Tuesday.

Due to the recent increase in the use of the Bartram name in our community, we en-courage you to refer to the Bolles middle school rather than the Bartram Campus at all times.

capitalization (text) Do not use all caps when entering large blocks of text or listing names or places. It is difficult to read and makes conversion to sentence case difficult for layout and design projects.

CEO Acronym for chief executive officer. Do not use interior periods (i.e., CEO, not C.E.O.).

cents Spell out the word cents in lowercase, using numerals for amounts less than a dollar: 5 cents, 12 cents. Use the $ sign and decimal system for larger amounts: $1.01, $2.50.

chair Use chair when speaking about a person who holds an office or a position of authority, such as one who presides over a meeting or administers a department of instruction in the School. Do not use chairman, chairwoman, or chairperson. Capi-talize as a formal title before a name: company Chair Henry Ford, committee Chair Margaret Chase Smith.Examples: Who is the chair of the Development Committee this year?Jane and Joe Jones are co-chairs of the Parent Association.

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class Capitalize the names of school classes when referring to the entire class; however, the words senior, junior, sophomore, and freshman are not capitalized when used to refer to an individual student. Example: The senior agreed to speak before the Sophomore Class.

Class of 1969 Capitalize “Class” in this instance.

clubs The name Bolles should precede all School sports team names, club names, or other groups of the School.

comma No comma is needed in September 1993, but commas are needed in “She was born on January 12, 1969, in Jacksonville, Florida.” Except for years (1993, 2000) use a comma in all numbers exceeding three digits. No comma is used to set off a person’s class; it’s Douglas Al-len ’83 and Brandy Bernard ’55 Bartram.

commas in a series Use commas to separate all items in a series. Example: The teacher asked them to bring books, pencils, and paper to class.

Use a comma in certain conventional situations.• Toseparateitemsindatesandaddresses• Afterthesalutationofafriendlyletter• AfteranamefollowedbyJr.,Sr.,Ph.D.,etc.(NocommaprecedesII,IV,etc.)• Innumbersfourdigitslongormoreinsetsofthree(1,250or125,000,000)

committees Capitalize when part of a formal name. Examples: Academic Committee, Development Committee

contractions Do not use in formal writing.

Ddash The dash should be used sparingly because it tends to interrupt the flow of a sentence and convey extra emphasis. With that in mind, use the dash to indicate abrupt changes in thought, continuity, or pace. Use a dash to indicate a sharp turn in thought or a significant pause. Example: I’m waiting for—ah, I see him now.

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In a direct quote, use dashes instead of parentheses to set off a complete sen-tence within another sentence. Example: And then my son—he was 11 at the time—decided to take up golf.

With the current version of Microsoft Word, type double hyphens without spaces before or after when punctuating sentences. Word will change the hyphens to a dash. Note that the dash may touch the characters on either side of it.

The single hyphen should be used in place of the word “to” or “through” in phrases such as 9-5 and A-Z. As with dashes, a hyphen may touch the characters on either side of it.

dates Use December 8, not December 8th, or December eighth.

decade Use lowercase. In text, use either words or numerals for designating decades.Examples: during the eighties and nineties; during the 1880s and 1890s (Note: There is no apostrophe between the year and the “s.”)

divisions Because we have campuses with formal names, the levels of the School are not capitalized, unless referring to a specific campus, and the term “divisions” is NOT preferred. Examples: lower school, middle school, upper school, Middle School Bartram Campus

dollars Always use lowercase. Use figures and the $ sign in all except casual references or amounts without a figure.Examples: The book cost $5. Dad, please give me a dollar. Dollars are flowing over-seas.

dress code Upper school students must abide by the School’s dress code. Middle and lower school students wear uniforms.

Ee-mail Preferred spelling; not email

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events Capitalize named events. Examples: Reunion, Parent Weekend, Grandparent Day, Parent Night, Homecoming, Graduation

Fforeign words Italicize foreign words in an English sentence. Example: Although Joe’s method seemed to be successful, I decided to establish my own modus operandi. Exception: Do not italicize foreign words that have become part of the English lan-guage—“laissez-faire,” “fait accompli,” “habeas corpus,” and “per diem,” for example.

fundraiser Preferred spelling; not fund-raiser or fund raiser Example: The lower school held a fundraiser to support Dreams Come True.

fundraising Preferred spelling; not fund-raising Examples: The director needs to set fundraising goals. (adjective) The applicant needs experience in marketing and fundraising. (noun)

Hhome page The opening page of a website. Home page is not synonymous with website.

JJV Acceptable abbreviation for junior varsity. Note: No periods or spaces are used.

Llocations Lowercase names of places in the School except when using a formal name. Examples: dining hall, auditorium, art gallery, library But: Bolles Hall, Davis Gym, Lynch Theater, Skinner-Barco Stadium

Nnot-for-profit Preferred usage; or non-profit.

numbers In general spell out whole numbers below 10 (one through nine; first through ninth); use figures for 10 and above.

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Always use figures when writing a percent.

Always spell out the month when using dates in text. Example: The trip is scheduled for March 13, 2011. NOT The trip is

scheduled for 3/13/11.

Oonline Preferred spelling; not on-line or on line.

PParent Association, Grandparent Day Do not use an apostrophe and “s.” Neither of these is possessive.

Qquotation marks Commas and periods are always placed inside the closing quotation marks. Example: “I’m sure,” said Joe, “that we’ll be finished by Friday.”

Semicolons and colons are always placed outside the closing quotation marks. Examples: “Eva,” my grandmother said, “you should keep up with your chores”; then she reminded me that it was my turn to wash the dishes. Gail Sloan describes the following as “deserted-island reading”: An Encyclope-dia of World History, the complete works of Shakespeare, and Robinson Crusoe.

Question marks and exclamation points are placed inside the closing quotation marks if the quotation itself is a question or an exclamation; otherwise, they are placed outside. Examples: “Is everyone present?” asked the teacher. How exciting it was to hear him say, “Our band trip is approved”!

SSchool names For marketing purposes, we use The Bolles School. However, you may use simply Bolles, NOT Bolles School and NOT Bolles High School. In referring to Bar-tram alumnae, it is Bartram School or Bartram, not The Bartram School. When using the word School to refer specifically to Bolles, capitalize it whether used as a noun or an adjective. Use lowercase school when referring to schools in gen-eral.

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seasons Use lowercase spring, summer, fall, winter, and derivatives such as springtime unless part of a formal name. Examples: spring flowers, Fall Festival

states State names should be spelled out in the body of text, even when accompanied by a city. When addressing an envelope, the abbreviation is preferred.

Tteams The name Bolles should precede all School sports team names, clubs, or groups of the School.

telephone numbers Use figures. The forms: (904) 387-3976. If extension numbers are given, use (904) 387-3976, ext. 236. The parentheses around the area code, followed by a space, are based on a format that telephone companies have agreed upon for domestic and international communications.

T-shirt Not tee shirt.

titles Capitalize formal titles used directly before an individual’s name. Use lowercase and spell out titles when they are not used with an individual’s name. Examples: The head of school announced a holiday. Head of School Joe Jones announced a holiday.

Capitalize and spell out formal titles such as professor, chairman, etc. when they pre-cede a name. Use lowercase elsewhere. Examples: Home Economics Department Chair Jane Jones asked Susan Smith, chair of the art department, about a student. The home economics department chair asked about a student.

Titles of articles in newspapers or magazines and titles of short works such as poems, short stories, songs, and individual episodes of television programs, and of chapters and other parts of books should be put in quotes. Example: Read Chapter 19, “The Progressive Movement.”

Titles of newspapers, magazines, books, radio, or television programs, plays, and mov-ies should be italicized. Example: My favorite episode of Star Trek is “The Trouble with Tribbles.”

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times Use figures except for noon and midnight. Use a colon to separate hours from minutes: 11 a.m.,1 p.m., 3:30 p.m.

Avoid such redundancies as 10 a.m. this morning, 10 p.m. tonight, 10 p.m. Monday night, or 12:00 noon. Use 10 a.m. today, 10 p.m. today, 10 p.m. Monday, or noon.

The construction 4 o’clock is acceptable, but time listings with a.m. or p.m. are preferred.

Vversus Abbreviate as vs. in all uses.

vice chair Preferred spelling; not vice-chair.

vice president Preferred spelling; not vice-president.

Wweb Abbreviation for World Wide Web. No longer capitalized in common usage.

website Recently changed in the AP Stylebook from two words to a single word, de-scribing a location on the World Wide Web.

WWW Acronym for World Wide Web but not commonly used. Capitalized except when used as part of a web address. Example: www.Bolles.org

Yyears, inclusive Inclusive years are written with a hyphen. Do not repeat century digits unless the century changes. Examples: 1990-91 1999-2000 2002-03

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Spread the Word

Media InformationThe Office of Communications takes a proactive approach to developing a positive re-lationship with media. The Communications team works hard to ensure a timely and complete response to all requests that relate directly to the educational mission and values of the School. The Bolles School’s media policy is intended to allow for coopera-tion with the media while ensuring the safety and respecting the personal privacy of our constituents.

Media requests should be directed to Jan Olson or John Curran (see contact informa-tion below) prior to arriving on campus. Interviews, photography, and video foot-age of students, faculty, staff, or facilities on any of the four Bolles campuses may be granted only with permission from a member of the Communications staff. In most cases, a reporter or photographer will be accompanied by a member of the Communi-cations staff.

Requests for information regarding alumni of The Bolles School or Bartram School, should be made to Holly Peery ‘82, Director of Alumni, at (904) 256-5014 or peeryh@bolles.org. School policy does not allow for the release of alumni contact information.

Use of The Bolles School name, logos, facilities, and constituents by outside market-ers or other commercial media activities is not permissible without the authorization from a member of the Communications staff.

For media requests, contact:

Jan R. Olson, APRSenior Director/Communications & Marketing(904) 256-5017olsonj@bolles.org

John D. CurranCommunications Coordinator(904) 256-5012curranj@bolles.org

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Publishing StandardsSubmissions for Bolles Communication PiecesThis section discusses how to submit information or stories for inclusion in the School’s communication vehicles, primarily the About Bolles magazine and the School’s website at www.Bolles.org. It also describes the proofing process used by the Communications Office for all written material sent by all areas and levels of the School to its external constituents (i.e., parents, grandparents, alumni, the media, the general public), and explains the process by which in-house publications are created.

Communication PiecesThe About Bolles magazine is the School’s major publication. The magazine is pro-duced twice a year and is mailed to over 12,000 constituents of the School. The pub-lication shares in-depth information about the School’s programs, including their history, current status, and goals for improvement in concert with the School’s philo-sophical mission.

Information about interesting and newsworthy programs and activities in which stu-dents and faculty have been involved should be sent to Senior Director of Communi-cations and Marketing, Jan Olson.

Complete article submissions should be sent in a Microsoft Word file as an e-mail at-tachment to olsonj@bolles.org. Articles will be edited by the Communications Office for style, grammar, and length. It may not be possible to include all articles submit-ted. Some may be more suitable for publication on the School’s website. All articles or information given for stories should include photos and/or art whenever possible to add visual interest to the stories.

The Bolles Website (www.Bolles.org)The Bolles website exists primarily as a marketing tool to showcase all areas of the School – all levels, all disciplines – and to make viewers aware of the well-rounded college preparatory education that Bolles offers. It seeks to keep viewers informed of constantly changing activities and programs at the School, to market the School to prospective families, to offer Bolles and Bartram alumni an efficient way to stay in close and constant contact with each other and their alma mater, and to offer con-stituents a secure and immediate online method for communicating with and making contributions to the School.

Information submitted for the website should be selected and written with these mar-keting goals in mind:

To position the School as a leader in the local community To portray the School as a provider of excellent college preparatory education by reporting student successes and faculty achievements

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To emphasize the strength of Bolles’ academics, fine and performing arts, athletics, and activities To provide recognition of boarding students in their hometowns To publicize stories that speak to the positive perceptions of the School, including academic strength, strong faculty, multicultural student body, well-rounded opportunities, arts pro-grams, honor code, separate middle school program, individual attention, parental involve-ment, uniqueness, discipline, openness to religious groups To publicize students’ involvement in the community To emphasize lesser known programs To publicize community events held at Bolles To bring attention to the individual levels and programs of the School To reinforce the value of a private education To attract regional, national, and international resident students to the School’s boarding program To make new residents in the community who have children in elementary and secondary school aware of the School To position the School as a technological leader in education To market the School to a broader audience - both regionally and internationally

The audience for the website is potentially anyone on the Internet, but more specifically those who are seeking an independent school to which they can send their child, those who already have students at Bolles and are seeking more information about what their child is doing, alumni seeking to reconnect with the School and with each other, and competitor schools.

The website is updated on a regular basis. Web reporters designated in all areas of the School should turn in current activities, announcements, and any other new or changing information as soon as it becomes available so that the site may be updated.

Our website is only as good as the information received. Please send your news and informa-tion to Geoffrey DeWitt, webmaster!

Follow these steps to ensure the quickest and best way to add information to the site:

Text documents Use Microsoft Word when writing your document. When finished, name the document and then save it in Rich Text Format. Save the document on a disk, e-mail the document to Webmaster Geoffrey DeWitt at de-wittg@bolles.org as an attachment, or place the document in the folder named “Website Copy” on the M:/All Access drive and inform Geoffrey that it is ready for web posting. If you have any questions concerning this procedure please call Geoffrey DeWitt at ext. 5013.

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Tables of information or lists Use Microsoft Excel or Microsoft Word when creating your tables, lists, etc. Putting this information into a table allows for precise formatting when seen on the website. When finished, name and save your document in Text (Tab delimited) format. Save your document on a disk, e-mail the file to Geoffrey DeWitt at dewittg@bolles.org as an attachment, or place the file in the folder named “Website Copy” on the M:/All Access drive. Again, if you have any questions concerning this procedure please call ext. 5013.

ProofingAll correspondence (letters, brochures, magazines, flyers, invitations, etc.) being sent outside of the School must be proofread by the Communications Office. ALL of the material to be included in a mailing must be given to the Communications Office. The material needs to be in its final form; i.e., the exact form in which it will be mailed, including paper stock to be used, inserts to be included, outside and return envelopes to be used, etc. The Communications Office will proof the correspondence for style and grammar, NOT for content. The correspondence must be submitted to the appro-priate department or division head BEFORE being submitted to the Communications Office to ensure that the correspondence is in keeping with School policy and philoso-phy. To confirm with your department head that your material has been submitted to the Communications Office for proofing, please cc: that person in your e-mail. After approval by the department chair, materials considered to be ready for distribution must be reviewed by the Communications Office for a final proofing. Please keep in mind that the materials we produce and distribute to our constituents are a reflection of our professionalism and set the tone for their perception of the School as a whole.

Material to be proofed can be delivered to Jan Olson or Dana Bussiere by:1) Preferred method—E-mailed to bussiered@bolles.org as an attachment in a Micro-soft Word file. This is the fastest and most efficient method. (*For instructions see the end of this section.) However, this method cannot be used if a mailing involves mul-tiple pieces such as envelopes and brochures that need to be viewed in a final form. 2) Hand-delivered to Jan’s office in Bolles Hall on the Upper School San Jose Campus3) Sent through the intercampus mail. This is the least preferred because of the length of time it takes for mail to be delivered intercampus.

The Communications Office requires a minimum two-day turnaround from the time of receipt to return the proofed material to the sender. Every effort will be made to return proofed material sooner, but the office cannot guarantee a tighter turnaround.

The Printing Offices on both the upper school and the middle school campuses have been instructed NOT to copy anything that does not appear to have been proofed by

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the Communications Office.

Individual correspondence is NOT required to be proofed by the Communications Office. Faculty and staff should submit correspondence that is going to a student or parent to their department head to ensure that the correspondence is in keeping with School policy and philosophy.

Ultimately the person initiating the correspondence or communication is responsible for its quality and adherence to Bolles style requirements.

How to attach a document to your e-mail:With your document open in Microsoft Word, click on the “File” menu and select “Send To” and “Mail Recipient (as Attachment).” Proceed as usual, selecting the name of the person to whom you are sending the document.

MailingsIt is important both financially and from the standpoint of perception that we coordinate and consolidate mailings whenever possible. Multiple mailings to the same constituent group within a short period of time are a waste of resources. Additionally, when proper planning is in place and advance notice is given, many mailings can be sent at the non-profit or “bulk” rate, saving on postage costs. When you anticipate sending a mailing to more than 200 individuals, please contact Nikki Shubert, ext. 5176, for help in preparing and determining the best method for sending your mail. For large first class mailings being sent via our on-campus mail room, please notify Nikki Shubert at least two days in advance so that adequate postage will be available for your mailing.

Creating In-house PublicationsThe Communications Office is happy to serve you by creating your program, flyer, invitation, etc. in-house whenever possible. Please use the following guidelines in order to have your job processed smoothly and efficiently:

Provide text copy in Microsoft Word format only, e-mailed to Jan Olson or Dana Bussiere. DO NOT format text—when you include tabs, extra spaces, etc. it only complicates the layout process. If a specific “look” is desired, please communicate this when you provide your text. For example: a) Color and weight of paper b) “Fun” or “serious” theme Provide a budget code and quantity needed if you want us to submit your job to the Print-ing Office for photocopying, or if it is necessary for us to purchase paper for you. Please allow a week for us to produce your piece—often we’re working on several jobs at once and want to have ample time to devote to yours!

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When in-house production is not practical due to quantities involved, print quality required, etc., your publication will be produced by one of the School’s outside vendors. In all cases, budgetary concerns and time-sensitivity will be kept in mind by the Com-munications Office. Please allow two weeks’ turnaround time for us to produce your materials in order for us to provide you with the best possible service and end result.

PhotosWhen taking photos for potential use on the Bolles website or in our magazine, keep these helpful tips in mind.Candid Pictures -- Unposed pictures of people, often taken without the subject’s knowl-edge. These usually appear more natural and relaxed than posed pictures.Short Depth of Field -- Children or faculty should be in focus and the background blurred to give depth.Angle -- Photos should be taken either straight on or diagonal to the subject to give depth and highlight the subject. Wide angle and fish-eye lenses can be used in modera-tion.Eye Contact -- When possible, we’ll want to focus in on one person, making eye con-tact to give a more intimate feel.Interaction -- When capturing faculty they should be interacting with the students on a fun, friendly level. When capturing students they should be smiling, having fun and interacting with the other students, their work or the camera.Diverse -- A combination of subjects that showcase a healthy diversity of race and gen-der. Be sure to light appropriately to capturevarious skin tones.Lighting -- Bright diffused background light—as from a window—is preferred. The light should illuminate the subjects in aflattering way, providing a healthy, natural glow.Highlights -- Capturing the brightest areas of a subject and the corresponding areas to give a subject more depth.