Special Education Capitalization: An AP Style Guide

This article provides a comprehensive guide to capitalization rules within the context of special education, adhering to the Associated Press (AP) style. Understanding and correctly applying these rules is crucial for clear, consistent, and professional communication in academic and journalistic writing.

General Capitalization Rules

In general, AP style dictates that formal names are capitalized, while informal, generic, or shortened names are not. This principle applies to various elements, including academic departments, buildings, events, and titles.

Academic Departments

When referring to an academic department by its official, full name, capitalization is required. For example, "Department of English" should be capitalized. However, common department names such as "the department of history" should be written in lowercase.

Interdisciplinary departments, which combine elements from multiple fields of study, often require careful attention to AP Style guidelines. When referring to an interdisciplinary department in a general sense, use lowercase. If the name includes proper nouns, capitalize them accordingly.

Buildings, Places, and Centers

Capitalize the formal names of buildings, places, and centers. Use the formal name on first reference and, in most cases, use lowercase on second reference. For example, "Alton Auditorium" is capitalized on first reference, but subsequent references can simply use "the auditorium."

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Events

The formal names of special events are capitalized. For example, "Commencement 2011" is capitalized.

Titles

Formal titles used directly before an individual’s name should be capitalized. Do not use a courtesy title (Dr., Mr., Mrs., or Ms.) before an individual’s name. For example, "President Michael Young" is correct. However, when the title follows the name or is used in an incomplete designation, it should be lowercased. For example, "Michael Young, president of University of Washington" or "the president."

Specific Applications in Special Education

Academic Degrees

Capitalize full degree names such as Bachelor of Education, Master of Education, and Doctor of Education and always use them on first reference. Use acronyms where applicable only on subsequent reference.

When referring to degrees in general, the type of degree is lowercased. For example, "bachelor’s degree" and "master’s degree" are lowercased. However, abbreviations of academic degrees are capitalized. Use the following abbreviations: M.A. (Master of Arts), M.S., and Ed.D. Example: Joe Smith ’07, M.A.

Disabilities

In general, do not describe an individual as disabled or handicapped. If it is relevant to the material and you must use a description, try to be specific. Use "accessible parking," rather than disabled or handicapped parking.

Tests

The formal names of standardized tests are capitalized.

Numbers and Percentages

For ages, always use figures. If the age is used as a modifier before a noun, then it should be hyphenated. Examples: A 21-year-old student. The student is 21 years old. The contest is for 18-year-olds. When referring to money, use numerals. Percentages are given in numerals.

Dates and Times

Use figures for days of the month. Omit the ordinal designations of nd, rd, st, th. Place a comma between the month and the year when the day is mentioned: On April 27, 2009, Major Event brought together hundreds of people. Do not place a comma between the month and the year when the day is not mentioned: In April 2009, Major Event brought together hundreds of people. When a month is used with a specific date, abbreviate the month according to AP style: Jan., Feb., Aug. Sept., Oct., Nov. and Dec. (all others spelled out). Spell out when using alone or with a year alone: Aug. Monday through Friday. When abbreviating years to two digits, put an apostrophe in front of the years: the Class of '76 the summer of '66. Dates following a day of the week should be set apart by commas: He decided that Friday, Oct. Friday, Oct. should be referred to as noon. Hyphens may be used with dates, and should always be used with dates when both days of the week and dates are included. The workshop is set for Monday through Thursday, July 18-21.

Other Style Considerations

Abbreviations and Acronyms

An acronym is the grouping of a series of initials, or initial letters, for an entity or organization that make up a unique word used as the shorthand for the name of that organization (OPEC, MENSA, NATO, NASA, etc.), as distinct from abbreviations, which are a series of initials used as the shorthand name for that organization (FBI, CIA, etc). Acronyms and abbreviations often are used in a similar manner. In general, avoid "alphabet soup" - unnecessary use of acronyms or abbreviations - whenever possible. Acronyms and abbreviations may be used for the first reference if they are widely recognized: SAT, NASA. Use periods in two-letter abbreviations.

Active vs. Passive Voice

The active voice is usually more direct than passive voice. If the subject performs the action, the verb is in active voice: The tornado destroyed the home. If the subject is acted upon, the verb is in the passive voice: The home was destroyed by the tornado. When given a choice, use active voice.

Alumni

Avoid using only class years behind the names of students and alumni (e.g., Jane Jones '12) unless content is for an internal audience and/or there is a long list. Several undergraduates were selected to serve on the committee: senior Jane Jones, sophomore David Smith, freshman John Doe and junior Betty Anderson. Several undergraduates and alumni were selected to serve on the committee: Betty Anderson '84, John Doe '15, Jane Jones '12 and David Smith '67.

Commas

Use commas to separate elements in a series and do not put a comma before the conjunction in a simple series: The flag is red, white and blue. However, include a comma if clarification calls for it, including when an element within a series contains a conjunction. I had orange juice, toast, and ham and eggs for breakfast. Use a comma to separate an independent clause joined by a conjunction. She was glad she had looked, for a man was approaching the house. Use a comma to separate multiple modifiers of a noun. It was a long, complicated explanation. She was well-regarded, world-renowned expert in child development.

Contractions

Avoid excessive use of contractions. E.g., He would = he’d.

Hyphens and Dashes

Modifying phrases are hyphenated when used before a noun, but not after - unless the hyphen is needed to prevent confusion. He was a well-known man. He was well known. She has a full-time job at the bookstore. She works at the commons full time. Words formed with prefixes are hyphenated to avoid duplicated vowels and tripled consonants. anti-inflation shell-like. But double-e combinations usually don’t get a hyphen: preempted reelected. Two or more hyphenated modifiers having a common base are treated in this way: long- and short-term memory two-, three- and 10-minute intervals. Do not use a hyphen after words ending in “ly” followed by a participle or adjective: poorly attired man historically underrepresented group. Use an en dash (-) sparingly to indicate emphasis or explanation, to define a complementary element or to denote a sudden break in thought. Put a space one each side of en dash. The influence of three impressionists - Monet, Sisley and Degas - can be seen in his work as a painter.

Inclusive Language

Use nonsexist language. Don't say "he" when referring to an unspecified person. Use "people of color" or "underrepresented" in stories where it is appropriate to identify people by race; include the specific group(s) being identified in these stories. Avoid using the term "minority," if possible. Do not use a hyphen when African American is used as a noun or an adjective. This applies to all such ethnic classifications. In general, native is lowercase unless used with American: She is Native American. It is his native land.

Quotation Marks

The period and comma always go inside the quotation marks: "He will stop by tomorrow," she said. The question mark goes inside when part of the direct quote, outside when applying to quoted material within an entire sentence. "Will you explain distribution requirements to me?" asked the student. What is meant by "distribution requirements"? The semicolon goes outside quoted material within a sentence: Refer to them as "conference participants"; all others should be known as "guests."

States

Use lowercase for state, as in Washington state. The first name listed should be used with a city, town, village, etc.; the second is the zip code abbreviation to use when referencing a full postal address in text.

Telephone Numbers

Use area codes with hyphens for all telephone numbers, or at least once with a listing. Avoid breaking telephone numbers in text. document, using hyphens: 609-652-1776. For extensions, use ext.

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