Style Guide & Acronyms

Abbott Power Plant – North Trailer
Because it is a specific location of Abbott Power Plant, please capitalize North Trailer. Abbott North Trailer may be used on subsequent references.

academic professional
Academic professional should be lowercased when referring to employees or employment on the Urbana campus. AP is acceptable on subsequent references. See also civil service.

acronyms and initialisms
Acronyms and initialisms should generally only be used in a subsequent reference. The first time a term appears in a text, it should be written out, with the acronym or initialism in parenthesis following. Example: The Executive Management Team (EMT) meets on Tuesdays. The next EMT meeting in one week from today. 

administrative unit
F&S is an administrative unit on the University of Illinois Urbana-Champaign campus. The unit contains divisions, departments, and then working groups, teams/committees. See also unit.

approved event
When there is an official F&S or campus event, language should be included that notes the account to which to charge time. Campus events are usually charged to phase 04, and F&S events are usually charged to 065; however, certain events have their own phase numbers.  Example: This is an F&S (or campus) approved event. Team members may take up to one hour to participate with prior supervisory approval. Time should be billed to {XX-9999} phase 42 Blood Donations.

all-team members meetings
Hyphenate “all-team members” in this phrase. Capitalize when referring to the specific F&S All-Team Members Meeting.

all gender bathroom
This phrase is open without a hyphen.

ampersand
Do not use unless it is part of a formal name. For example, use Facilities & Services at first use and F&S on second reference. In a series, a comma is never used before an ampersand (e.g., Operations, Maintenance & Alterations).

Archibus
Facility software management software used to collect, maintain, and analyze space data.

ASHRAE
An acronym for the American Society of Heating, Refrigerating and Air-Conditioning Engineers. Spell out on first reference.

ADA – Americans with Disabilities Act
A/E – Architect Engineer
AFMFA – Academic Facilities Maintenance Fee Assessment
AiM – Asset Information Management
ARC – Architectural Review Committee

brickmason
Brickmason or brickmasons is one word.

BIM – Building Information Modeling
BMG – Building Maintenance & Grounds, one of eight divisions in F&S.
BSW – Building Service Worker

Car Pool
When referring to the Garage & Car Pool, Car Pool is two words, and both are capitalized.

Centers for Disease Control and Prevention (CDC)
Remember the s on Centers. The name can be abbreviated to CDC on second use.

Chief Procurement Office
State purchasing officers (SPOs) exercise the chief procurement officer’s (CPO) procurement authority at the agency level. The SPO is an team members of the Executive Ethics Commission and appointed by the CPO, thereby achieving independence from the agency to which he or she is assigned.

civil service
Civil Service should always be lowercased when referring to employees or employment on the Urbana campus. AP is acceptable on subsequent references. See also academic professional.

conference rooms
When referring to conference rooms, the rooms should be identified by building name, the words “conference room” and the room number. Example. The meeting is in PPSB conference room 128.

commas in a series
Use a serial comma in a series. Example: The carpenters will fix the ceilings, repair the floors, build shelving, and install new windows.

Capital Programs (CP)
One of eight divisions within F&S.

Colons and lists
A vertical list should be introduced by a complete sentence followed by a colon. A colon should not be used before a list (run-in or vertical) if a sentence fragment is used as the introduction.

Examples:

The Krannert Center for the Performing Arts venues include the following:

• Colwell Playhouse
• Foellinger Great Hall
• Studio Theatre
• Tryon Festival Theatre

Three quads on campus are

• Main Quad
• Bardeen Quad
• South Quad

craftsperson
Only use the terms craftsperson or craftspeople when referring to F&S shop team members. Never use the terms craftsmen, tradesmen, tradesperson, or tradespeople.

Crafts & Trades
When referring to F&S Crafts & Trades as a specific group, capitalize the term, always use an ampersand, and use a plural verb form. When referring to the term more generally, lowercase crafts and trades and spell out “and.” Example: F&S Crafts & Trades play a significant role in keeping the campus in good order. The committee hosted a seminar on job opportunities in the crafts and trades.

CAM – Campus Administrative Manual
CAMPUS – Car Assistance Motorist Protection – a University Service
CCFD – Campus Charitable Fund Drive
CCU – Campus Construction Unit
CDB – Code and/or Capital Development Board
CERCLA – Comprehensive Environmental Response, Compensation, and Liability Act
CERL – Army Construction Engineering Research Laboratory
CFOP – Chart, Fund, Organization, and Program (a number used to make purchases from university entities)
CPO – Chief procurement office
CRC – Customer Relations & Communications, one of eight divisions in F&S.
CS – Construction Superintendent
CSR – Customer Service Request – Made by a customer and is then turned into a work order if action will be taken
CSS – Chemical Safety Section

dates
When writing a date, the word “on” should NOT precede the date, whether the date begins with the name of a month or day. Examples: The meeting will take place Thursday, Sept. 16. The holiday break begins Dec. 21.

department/department names
The title of a department is always capitalized; the word department is not.  Example: Facilities Information Resources department

deferred maintenance (DM)
Capitalize when referring to the Deferred Maintenance Program and not the actual deferred maintenance backlog; deferred maintenance backlog and other generic uses should always be lowercase since the backlog is what the DM Program is tasked with addressing.

Direct Digital Controls (DDC)
Use DDC at second reference to the actual controls or automation systems. Example: DDC systems are found in approximately two-thirds of all campus buildings.

division
Division names are capitalized; the word division is not (e.g., Capital Programs division). F&S has eight divisions: Building Maintenance & Grounds; Capital Programs; Customer Relations & Communications; Engineering & Construction Services; Safety & Compliance; Shared Administrative Services; Transportation & Building Services; Utilities & Energy Services.

DDC – Digital Direct Controls
DOR – Division of Responsibility
DRS – Division of Research Safety

em dash
An em dash can be entered by typing ctrl+alt+minus sign (or hyphen). When using the American style, no spaces appear around the dash—like this. When using the British style of em dash, an en dash surrounded by spaces is used – like this. Depending on space and style needs, either the American or the British style may be used in F&S documents, but that style must then be used throughout.

en dash
En dashes (ctrl+minus sign [or hyphen]) may be used in number ranges (e.g., January 22–25). It may also be used with words when replacing the word to (e.g., Monday–Friday). The en dash is used in place of a hyphen in open compound adjectives (e.g., New York–style pizza). See also em dash.

Energy Performance Contracting (EPC)
The preferred term for this type of work. An ESCO is the company contracted to perform the energy conservation work over the duration of a contract period. Please see ESCO for how to reference specific project work.

Engineering & Construction Services (ECS)
One of eight divisions within F&S. Should always be written with an ampersand, NOT the word “and.”

ESCO (Energy Service Company) Projects
The name of a specific EPC project should be capitalized but not the word “project.” Example: Vet Med ESCO project; Oak Street Chiller Plant project

ERIN
ERIN is the acronym for the F&S employee intranet and stands for Employee Resources, Information and News. It should always be written in upper case letters. Since it is used commonly, its first reference should always be “ERIN.”

EAA – Energy Audit Agreement
EBS – Energy Billing System
EDW – Electronic Data Warehouse
ECIP – Energy Conservation Incentive Program
ECM – Energy Conservation Measures
EMT – Executive Management Team
EPC – Energy Performance Contact
EPCRA – Emergency Planning and Community Right-to-Know-Act
EPP – Employee Protection Process
ER/HR – Employee Relations/Human Resources
ERIN – Employee Resources, Information, and News
ESA – Energy Services Agreement
ESCO – Energy Service Compan
ETNF – Employee Transition Notification Form

FIR – Facilities Information Resources
FMLA – Family Medical Leave Act
FOIA – Freedom of Information Act
FSAC – Facilities & Services Advisory Committee
FAM – Facility Access Maps

Garage & Car Pool
The title should always be written with an “&” separating the terms, NOT an “and.”

GSF
Gross Square Feet should always be referred to as GSF in all caps. The term is so common it does not need to be referenced unless in a piece for a lay audience.

GIS – Geographic Information Systems

HVAC
An acronym for heating, ventilation, and air conditioning. The term is extremely common, even among lay people, and it does not need to be spelled out at first use.

hyphenation
A general rule is that temporary compounds are hyphenated before a noun, but they are left open after one. Examples: third-floor classroom, a classroom on the third floor.

For a helpful hyphenation table, which describes many situations, please refer to the Chicago Manual of Style table at https://www-chicagomanualofstyle-org.proxy2.library.illinois.edu/book/ed17/part2/ch07/psec089.html.

Please also check to see if a word is a permanent compound (e.g., well-being, schoolhouse, etc.) at https://www.merriam-webster.com. Note: Make exceptions for proper names that break these rules (e.g., Campus Wellbeing Services).

HEPA – High Efficiency Particulate Arresting
HR – Human Resources
HVAC – Heating, Ventilation and Air Conditioning

iCAP
An acronym for Illinois Climate Action Plan. Spell out upon first reference before using iCAP.

Illinois
Second reference choice for referring to university name; to be used only after University of Illinois Urbana-Champaign has been referenced. Other options for second reference: “U. of I.” or “Urbana campus”.

initialisms
See acroynms.

Instructional Space Improvement Initiative
Capitalize the entire name, including initiative, even though the abbreviation is just (ISI). The ISI was a former deferred maintenance funding program supported by campus.

ICAP – Illinois Climate Action Plan
IEPA – Illinois Environmental Protection Agency
IGA – Investment Grade Audit
IGB – Institute for Genomic Biology
IGA – Investment Grade Audit
ISI – Instructional Space Improvement Initiative
ITS – Information Technology Services

job titles
See titles.

JOC – Job Order Contracting

kWh
The abbreviation for kilowatt-hour. It does not need to be spelled out unless the piece is for a lay audience.

light emitting diode (LED)
Should not be spelled out unless needed for a technical explanation. Plural use is LEDs.

LEED – Leadership in Energy & Environmental Design

Mission, Vision, Values, and Guiding Principles (MVVGP)
This phrase must always begin with an uppercase letter when the word “F&S” precedes it, whether using just one of the four or any combination. If “F&S” does not precede words, no uppercase letter is used. Example: Leadership encourages team members to demonstrate the F&S Mission, Vision, Values, and Guiding Principles. A mission and vision are important to every unit on campus. The phrase is always written with an “and” between the last two words, NOT an ampersand.

months
In the E-Update and in other places where space is tight, when a month is used with a specific date, abbreviate the month for January, February, August, September, October, November, and December, but NOT for March, April, May, June, and July. Example: His birthday is Dec. 14. Her birthday is May 3.

When listing only a month and a year, the month should always be spelled out. Do not separate the year with commas. Example: January 1984 is the coldest month on record.

When a phrase refers to a month, day, and year, set off the year with commas. Example – On Thursday, October 25, 2017, Facilities & Services will conduct a blood drive.

my.FS Portal
This is the correct spelling when referring to the customer software interface for the Portal. In subsequent references, Portal should remain capitalized.

MW
The abbreviation for megawatt. It should be spelled out at first use.

MCORE – Multimodal Corridor Enhancement Project
MEP – Mechanical, Electrical and Plumbing
MRO – Maintenance, Repair, and Operation
MSDS – Material Safety Data Sheets
MVVGP – Mission, Vision, Values, and Guiding Principles

net zero
Net zero never takes a hyphen even when used as an adjective before a noun (e.g., net zero waste).

numbers
Generally spell out numbers one through nine and use numerals for 10 and above. Units of measure always use numbers (e.g., 3 inches), but years are not a unit of measure (e.g., three years). Numerals are always used with percent, and percent is spelled out unless in a table or other places where space is limited (e.g., F&S reduced emissions by 3 percent over the previous quarter).

NAFA – National Association of Fleet Administrators. F&S is NAFA accredited.

OBFS – Office of Business and Financial Services
OBR – Owner’s Project Requirements
OSHA – Occupational Safety and Health Administration

periods after bulleted items
In a series of bulleted items, no period should follow the end of each line, unless the line is a sentence.

phone numbers
Phone numbers should include the area code. Phone number segments should be separated by hyphens (e.g., 217-333-5555).

Physical Plant Service Building (PPSB)
The name of the primary F&S Building. It should not be referred to as “Services Building.” When used for internal communications, the acronym may be used on the first reference.

Portal
The Portal shall always be capitalized. In a sentence, refer to the Portal in the first occurrence as my.FS Portal. When the Portal web address must be spelled out, it is my.fs.illinois.edu (all lowercase).

professional services consultant (PSC)
All agreements through Capital Programs use the terminology PSC upon second reference. AE (Architect/Engineer) should not be utilized.

PC – Project Coordinator
P-CARD – Purchasing Card (a charge card issued to simplify university-authorized, small dollar purchases of supplies and small equipment
PM – Preventative Maintenance
PM – Project Manager
PO – Purchase Order
PPE – Personal Protective Equipment
PPSB – Physical Plant Service Building (1501 S. Oak Street)
PSC – Professional Services Consultant
PTA – Preliminary Technical Audit

Recommissioning (ReCx)
When referring to the F&S team ReCx should be used. In general, apply recommissioning to the overall process or work to be done.

Retrocommissioning (RCx)
When referring to the F&S team RCx should be used. In general, apply retrocommissioning to the overall process or work to be done.

RCx – Retrocommissioning
ReCx – Recommissioning
RFP – Request for Proposal
ROPA – Return on Physical Assets
R&R – Repair and Restoration
RSS – Radiation Safety Section

Safety & Compliance A division of F&S, the title should always be written with an “&” separating the terms, NOT an “and.”

Shared Administrative Services (SAS)
One of eight divisions within F&S.

shop
This term should only be used when specifically referencing the physical location of craftspersons.  All other references should be consistent with how shops and departments are described at on the F&S website. Example: The mill workers built new furniture for the facility. NOT: The Mill Shop built new furniture for the facility.

spaces after a period at the end of a sentence
Only one space should be used after a period at the end of a sentence.

St. Mary’s Road
The road to the south of PPSB has an apostrophe in its official name. (Note: Google Maps has this wrong.)

state purchasing officers (SPO)
See Chief Procurement Office.

Stores & Receiving 
A department of F&S, the title should always be written with an “&” separating the terms, NOT an “and.”

subforeperson
Subforeperson should be written as one word.

SAS – Shared Administrative Services
S&C – Safety & Compliance
SME – Subject Matter Experts
SMR – Stores, Mailing & Receiving
SO – Service Office
SOP – Standard Operating Procedure
SPO – Standing Purchase Officer
SPOC – Single Point of Contact

Tier One
The University of Illinois is a Tier One university; Tier One universities are known for world-class research and academic excellence, among other traits. The phrase has both words capped. 

time
Hours of the day should only be written with two number places after the colon when indicating a portion of an hour. Whole hours do not require a colon or two zeroes; a.m. or p.m. should always follow the time in lowercase letters with periods. If the time being referenced is 12:00 p.m. or 12:00 a.m., it should be written as the word “noon” or “midnight.” Examples: 8 a.m., 4:15 p.m., noon.

Note that in time ranges, either words or the en dash should be used, but never both. Examples:

May 18, between 9 and 10 a.m.
May 18, from noon to 5 p.m.
May 18, 2­–4 p.m.

titles
Generally speaking, job titles are lowercased unless they precede a name. Example: After remarks by Director Jane Smith, Dwayne Johnson, foreperson, also gave a presentation.

executive director and division directors
Titles of directors on the Executive Management Team (EMT) will be written as follows for both internal and external communications. When the title follows the director’s name “the word “director” begins with a lower case letter. Example: Rob Roman, director of  Utilities & Energy Services, Facilities & Services. When the title precedes the director’s name, the word “director” should begin with an uppercase letter. Example: Interim Director of Safety and Compliance Jeremy Neighbors.

administrative and associate directors
The following format should be used:
Name, title, Division Name, director of [Department Name], Facilities & Services [add if necessary for external audiences]. 
Example: Jim Sims, director of Engineering & Construction Services

manager, foreperson or sub-foreperson, coordinators
The following format should be used:
Name, manager, foreperson, or subforeperson of [Department or Shop], Facilities & Services
Example: Terry Bagwell, plumbers foreperson, Facilities & Services.

If the title precedes the name, it should be capitalized, as above. Example: Sheet Metal Foreperson Randy Rinehart spoke to the visiting high school students.

For internal communications, Facilities & Services should NOT be written after the title.
Example: Shane Carr, roofers foreperson.

trade
A trade is a particular skill of a craftsperson or craftspeople.  For instance, it can be used as in a skilled trade or when referencing crafts or trades.

Transportation & Building Services (TBS) One of eight divisions in F&S. Should always be used with an ampersand, NOT the word “and.”

T-Card – Travel Card (a charge card authorized to be used for qualified university travel expenses, business meals and/or refreshments for specific events)
TDM – Transportation Demand Management

University of Illinois Urbana-Champaign
The official name of the university. It is used without an at. Second references: “Illinois”, “U. of I.”, and “Urbana campus”

U. of I.
Shorthand for University of Illinois to be used in second references only after University of Illinois Urbana-Champaign has been referenced. Do not use UI.

Urbana campus
Second reference choice for referring to university name; to be used only after University of Illinois Urbana-Champaign has been referenced. Other options for second reference: “U. of I.” or “Illinois”.

university
University is lowercased when not part of a phrase, such as University of Illinois, or used as the first word in a sentence. Example: The University of Illinois was founded in 1867, which means the university recently celebrated its 150th anniversary.

University District
University District is always capitalized, since it refers to a specific location on campus that includes boundaries of parts of University Avenue, Lincoln Avenue, Florida Avenue, Race Street, Windsor Avenue, and Neil Street.

University of Illinois Office of Business and Financial Services (OBFS)
Formal reference to refer to the University of Illinois Purchasing Divisions; is a division of the University of Illinois System designated to obtain commodities, equipment, and services to support the educational mission of the university.

university purchasing
See “University of Illinois Office of Business and Financial Services.”

unit
Campus designates F&S as an administrative unit. Divisions and departments within F&S, or subsets of such groups, should not be referred to as a unit.

URLs
If a URL ends a complete sentence, it should be followed by a period.

Utilities & Energy Services (UES)
One of the divisions within F&S.

UIUC
For almost all cases, do NOT use UIUC. Only to be used in second references only after University of Illinois Urbana-Champaign has been established; should be used more regularly in University of Illinois System documents where the Springfield and Chicago campuses are also referenced. UIUC should not supersede the use of “Illinois,” “U. of I.,” or “Urbana campus” in intra-campus communications, but can be used as another reference.

UES – Utilities & Energy Services
UIN – University Identification Number
ULPA – Ultra-low Penetration Air
UOCPRES – University Office for Capital Programs and Real Estate Services

West Hallway
The primary Crafts & Trades area should be referred to as the “West Hallway” and not other terminology such as back hall, west hall, shops hall. West Hallway should be capitalized because it is a primary PPSB location.

WMC – Work Management Center

XMT – Expanded Management Team

zero waste
Zero waste never takes a hyphen, even if used as an adjective before a noun (e.g., zero waste plan).