Common Rules
Alumni
This word construction is taken directly from its Latin origins. Therefore, the noun forms are gender specific: “alumna” refers to one woman; “alumnae” refers to women; “alumnus” refers to one man; “alumni” refers to men or men and women. It’s rare to see the feminine plural form, “alumnae.” Most often the form “alumni” is used for any group of graduates. Also, “alumnus” can refer to anyone who attended a school, not just one who graduated.
University of Texas at Austin alumni are most commonly known as Texas Exes. The university’s alumni association, the Ex-Students’ Association, prefers to be known as the Texas Exes.
Right:
The Distinguished Alumnus Award is given annually by the Texas Exes.
Alumni Abbreviations
Identify past and current students by using the abbreviation for the alum’s academic degree with the last two digits of the graduation year. It is important that the apostrophe points in the correct direction: down and to the left.
Right:
Karen Elliott House, B.J. ’70, was recently named publisher of The Wall Street Journal.
Right: Bill Moyers, B.A. ’56, participated in the university’s centennial celebration.
If a person received more than one degree from The University of Texas at Austin, use both years and put a comma between them.
Right:
Patricia Ohlendorf, B.A. ’74, J.D. ’77, is the university’s vice president for institutional relations and legal affairs.
Consistency is the key as to the method of indicating the alum’s year of graduation. The choice is yours as to using parens or commas and the use of spaces. Pick one and use consistently throughout your publication.
Collective Nouns
The collective nouns “faculty” and “staff” are singular nouns. If you wish to use a plural construction, use “members of the faculty/staff” or “faculty/staff members.”
Right:
The faculty is represented by the Faculty Council.
Right: Members of the faculty are dedicated researchers and teachers. Right: Staff members disagree among themselves about the best benefits options. Right: The University of Texas at Austin staff numbers about 18,000.
Passive Voice
Avoid using the passive voice, which can contribute to imprecise, weak or wordy prose.
Think about this sentence: “Jane’s classes were taught in the morning.” Taught by whom? Is Jane a teacher or a student? An active construction would clarify the sentence: “Professor Smith taught Jane’s morning classes.”
When a passive construction makes an appearance in an early draft, think about the sentence. Try to alter the construction and choose an active verb. Concise sentences with active verbs and a few, carefully selected modifiers communicate most clearly to the reader.
Passive:
The program is activated with a key by the engineer.
Active: The engineer activates the program with a key.
Sometimes passive voice is a better choice. For example, when the recipient of an award is more important than the awarding body, it’s better to keep this information in the lead of the sentence: “Marcia Gay Harden was the 2001 commencement speaker for the College of Fine Arts.”
That/Which
These words cause so much confusion that they deserve a section of their own. “That” and “which” often are used incorrectly in clauses.
When referring to a human being (or an animal with a name), any clause should be introduced by the word “who” or “whom.”
When referring to an object or nameless animal with an essential clause—one that cannot be eliminated without changing the meaning of the sentence—use the word “that” to introduce the clause. Essential clauses do not need commas.
When referring to an object or nameless animal with a non-essential clause—one that can be eliminated from the sentence without changing the basic meaning—use the word “which” to introduce the clause. If non-essential clauses appear in the middle of sentences, they may need to be set off by commas.
A simple test: Once your sentence is written, try reading it without the clause. If the sentence still means about the same thing, your clause should be introduced by “which.” If taking out the clause changes the meaning drastically, it should be introduced by “that.”
Right:
The club meeting, which was held at Little City, was cancelled.
Meaning: The club meeting was cancelled. (We must already know which club meeting it is.) Right: The club meeting that was held at Little City was cancelled. Meaning: The only meeting being held at Little City was cancelled. (Another way to think of essential clauses—you don’t really need the word “that.”) Better: The club meeting held at Little City was cancelled.
Commonly Misused Words
adverse/averse
“Adverse” means unfavorable. “Averse” means reluctant.
adviser/advisor
“Adviser” is preferred although both are correct.
affect/effect
“To affect” means (1) to influence, change or produce an effect; (2) to like to do, wear or use; or (3) to pretend. “To effect” means to accomplish, complete, cause, make possible or carry out. If you’re looking for a noun, you’re probably looking for “effect.” If you’re using a verb, you’re safest with “affect.”
afterward
not afterwards
all right
not alright
allude/refer
“To allude” means to speak of without mentioning. “To refer” means to speak of directly.
allusion/illusion
An “allusion” is an indirect reference. An “illusion” is a false impression or image.
alumna/ae
An alumna is one woman. Alumnae are women.
alumni/us
Alumni are men or men and women. An alumnus is one man.
around/about
“Around” should refer to a physical proximity or surrounding (I’ll look for you around the front of Walter Webb Hall). “About” indicates an approximation (Let’s have lunch about 11:30 a.m.).
beside/besides
Use “beside” to mean (1) at the side of (sit beside me); (2) to compare with (beside other studies); or (3) apart from (that’s beside the point). Use “besides” to mean (1) furthermore (besides, I said so); (2) in addition to (and elm and maple trees besides); or (3) otherwise (there’s no one here besides Bill and me).
between/among
Use “between” to show a relationship between two objects only. Use “among” when it’s more than two.
“Between” takes an objective pronoun—me, her, him. “Between you and me” is okay. “Between you and I” is not.
biannual/biennial
“Biannual” is twice a year. “Biennial” is every two years.
complement/compliment
“Complement” is something that supplements. “Compliment” is praise or the expression of courtesy.
compose/comprise/constitute
“Compose” is to create or put together. “Comprise” is to contain, to include all or embrace. “Constitute” is to make up, to be the elements of.
Examples:
The whole comprises the parts. The parts constitute the whole. The whole is composed of parts.
The department comprises 12 people. Twelve people constitute the department. The department is composed of 12 people.
continual/continuous
“Continual” is a steady repetition. “Continuous” is uninterrupted.
criteria
plural (more than one criterion, which is a quality, a value or a standard of judgment)
curricula
plural (more than one curriculum, which is a program of academic courses or learning activities—the College of Natural Sciences curricula)
curricular
adjective (College of Natural Sciences’ curricular philosophy)
curriculum
singular (the Chemistry curriculum)
data
plural noun, usually takes a plural verb; if used as a collective noun, when the group or quantity is regarded as a noun, it takes a singular verb (the data is sound).
daylight-saving time
not daylight-savings time
different from
not different than
disinterested/uninterested
“Disinterested” means impartial. “Uninterested” means someone lacks interest.
dissociate
not disassociate
entitled/titled
“Entitled” means having the right to something (she is entitled to the inheritance). Use “titled” to introduce the name of a publication, speech, musical piece (the piece is titled “Love and Illusion”).
farther/further
“Farther” refers to physical distance. “Further” refers to an extension of time or degree.
fewer/less
In general, use “fewer” for individual items that can be counted. Use “less” for bulk or quantity that is measured (not counted). “Fewer” usually takes a plural noun; “less” usually takes a singular noun.
half-mast/half-staff
To use “half-mast,” you must be referring to a flag on a ship or at a naval station. A flag anywhere else is at “half-staff.”
historic/historical
“Historic” means important. “Historical” refers to any event in the past.
hopefully
Unless you’re describing the way someone spoke, appeared or acted, do not use this one. Too many people use “hopefully,” an adverb that must modify a verb only, as if it were a conditional phrase.
Right:
I hope we can go.
Wrong: Hopefully, we can go. Wrong: Hopefully, the report will address that issue. Right: It is hoped the report will address that issue. Right: She eyed the interview list hopefully.
important/importantly
“Importantly” is incorrect unless it is an adverb.
Right:
He strutted importantly through the castle.
Right: More important, he said, the quality of the program must not suffer.
imply/infer
“Imply” means to suggest or indicate indirectly. To “infer” is to conclude or decide from something known or assumed.
In general, if you imply something, you’re sending out a message. If you infer something, you’re interpreting a message.
in regard to
not in regards to
“As regards” or “regarding” may also be used.
insure/ensure
“Insure” means to establish a contract for insurance of some type. “Ensure” means to guarantee.
General rule? Use “ensure.”
irregardless
The word is “regardless.” “Irregardless”? No such word.
-ize
Do not coin verbs with this suffix, and do not use already coined words such as “finalize” (use “end” or “conclude”) or “utilize” (use “use”).
lay/lie
“Lay” means to place or deposit, and requires a direct object (forms: lay, laid, laid, laying). “Lie” means to be in a reclining position or to be situated. It does not take an object (forms: lie, lay, lain, lying).
lectern/podium
You stand on a podium and behind a lectern.
let/leave
To “let alone” means to leave something undisturbed. To “leave alone” means to depart from or cause to be in solitude.
like/as
Use “like” to compare nouns and pronouns. Use “as” to introduce clauses and phrases.
literally/figuratively
“Literally” means in an exact sense. “Figuratively” means in a comparative sense.
Right:
The furnace literally exploded.
Right: He was so furious he figuratively blew his stack.
located
In most cases, you’ll find you don’t really need this word. Instead of “The store is located in the Texas Union,” you can simply write “The store is in the Texas Union.” Instead of “Where are you located at?” (which is the worst construction of all), write “Where are you?”
many/much
In general, use “many” for individual items that can be counted. Use “much” for bulk or quantity that is measured.
midnight/noon
Use instead of 12 a.m. or 12 p.m. Do not put a “12” in front of either one.
me/myself
Avoid using “myself.” In most constructions, it’s the objective pronoun you really want.
Right:
It’s between you and me.
Wrong: You can tell your supervisor or myself.
more than/over
Use “more than” when you mean in excess of; use “over” when referring to physical placement of an object, an ending or extent of authority.
Right:
More than 25 professors participated.
Wrong: The university has over 50 buildings.
nor
Use this word anytime you use “neither.”
oral/verbal
“Oral” refers to spoken words. “Verbal” can refer to either spoken or written words, but most often connotes the process of reducing ideas to writing.
partially/partly
These two are not interchangeable. “Partially” is used to mean to a certain degree when speaking of a condition or state. “Partly” implies the idea of a part, usually of a physical object, as distinct from the whole.
Right:
I’m partially convinced.
Wrong: The building is partially completed. Right: The building is in a state of partial completion. Right: The building is partly completed.
past experience
What other kind of experience is there? Just use “experience” alone.
peddle/pedal
To “peddle” is to sell. To “pedal” is to use pedals, as on a bicycle.
people/persons
Use “person” when speaking of an individual. The word “people,” rather than “persons,” is preferred for plural uses.
pom-pom/pompon
“Pom-pom” is a rapidly firing weapon. A cheerleader’s prop is correctly called a “pompon.”
premier/premiere
“Premier” is first in status or importance, chief, or a prime minister or chief executive. “Premiere” is a first performance.
presently/currently
Many writers use these terms as if they were synonymous. But “presently” means in a little while, soon. “Currently” means now. In most cases you can do just fine without using “currently.” For example, “we are currently revising the plan” works better when simply stated, “we are revising the plan.”
pretense/pretext
“Pretense” is a false show or unsupported claim to some distinction or accomplishment. “Pretext” is a false reason or motive put forth to hide the real one, an excuse or a cover-up.
principal/principle
“Principal” as a noun is a chief person or thing; as an adjective, it means first in importance. “Principle” is a noun meaning a fundamental truth, doctrine or law; a guiding rule or code of conduct; a method of operation.
rebut/refute
To “rebut” is to argue to the contrary. To “refute” is to win the argument.
regardless
“Regardless” is a word. “Irregardless” is not a word.
shall/will
“Shall” is used for the first-person future tense and expresses the speaker’s belief regarding his or her future action or state.
If “will” is used for first-person future, it expresses his or her determination or consent. At other times, “will” is used for the second- and third-person future tense.
student body
Use “student” or “students” instead.
that/which
See That/Which
theater/theatre
The preferred word in the United States is “theater,” unless the British spelling is part of a proper name, as in “B. Iden Payne Theatre” or “Lab Theatre.”
toward/towards
“Toward” is correct. “Towards” is not.
unique
Commonly overused, this word literally means one of a kind, without equal. “Unique” should never be modified by “truly,” “rather” or “very.” Something is either unique or it’s not.
use/utilize
Use “use.” “Utilize” is the awkward verb form of the obsolete adjective “utile.” Why bother?
who/whom
We rarely see the word “whom” in writing. But if your sentence has an objective clause referring to a person or animal with a proper name, you’re being ungrammatical if you don’t use whom.
The word “who” substitutes for the subjective pronouns he, she or they; “whom” must be used in the sense of him, her or them. If you don’t want to use “whom,” restructure your sentence. Don’t just stick in “who” when it is incorrect.
-wise
Do not use this suffix to coin words like “weatherwise.”
Xerox/photocopy
A trademark for a brand of photocopy machine should never be used as a noun or verb.
Commonly Misspelled Words
This is just a small sampling to get you thinking. When in doubt, use a computer spelling program or look it up (or both).
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accommodate acknowledgment aesthetics (not esthetics) antiquated catalog (not catalogue) commitment conscience consensus counselor deductible dissension drunkenness ecstasy embarrass exhilarate foreword harass hors d’oeuvres inadvertent |
indispensable inoculate insistent irresistible judgment knowledgeable liaison memento nickel occurred occurrence perseverance prerogative privilege proceed sponsor tyrannous vacuum vilify |