ONC Content & Web Management 2016.08.04


content & WEBMANAGEMENT guideUpdated 4 August 2016

MESSAGE FROM THE PRESIDENT 5A. What is Content? 6 Digital Content 6B. THE IMPORTANCE OF BRAND 6C. TONE & STYLE 6 Plain Language 6D. Getting STARTED 7E. content APPROVAL POLICY 8F. ACRONYM POLICY 9G. SPECIFIC ONC TERMINOLOGY 10 List of ONC Geographic Names and/or References 10 Arctic: 10 Atlantic: 10 Vancouver Island: 10 Other: 10 Pacific: 10 11 Common Words List A to Z 15H. ONC WEB policy 15 Web Page Responsibilities: 18 Drupal 18 18 Get started with Drupal & become proficient 20 Get the most out of ONC’s content management system 20 Basic Points to Remember 20 20 Accessibility 20 Acronym - ONC vs Ocean Networks Canada on website 20 Basic Formatting Tips 20 Content 21 Copyright 21 Dates Documents/Attachments Flickr - Retrieving Core Maps

Headlines 21 Graphics 21 Links 21 Numbers 21 Publication Titles 21 Readability 21 Time 22 Traps to Avoid 22GRAMMAR & PUNCTUATION (STYLE GUIDE) 23APPENDIX I - CONTENT APPROVAL FORM 24APPENDIX II - GRAMMAR & PUNCTUATION STYLE GUIDE 25 FREQUENT MISTAKES 25 Complement/Compliment 25 e.g./i.e. 25 Me, myself, and I 25 That/which 25 That, who, whom 25 26 QUICK REFERENCE GUIDE 26 Apostrophes 26 Capitalization 26 Biological classifications 26 Century 26 Geographic names 26 Government 26 Headlines 26 Seasons 27 Colons 27 Commas 27 Dashes and Hyphens 27 Em dashes 27 En dashes 28 Hyphens 28 Dates 28 EllipsesContent and Website Management updated July 2016 Page 3 of 31

Font 28List Formats 28 28 Run-in Lists (items in series) 29 Vertical Lists (outline style) 29 Vertical Lists & Capitalization 29Numbers 29Quotation Marks 30Photo Captions 30Photo Credits 30Semicolons 31Sentence Spacing 31Slash 31Time 31UnitsContent and Website Management updated July 2016 Page 4 of 31

MESSAGE FROM THE PRESIDENTWith this important tool, ONC staff across all units can create consistent content regardless of theformat (web, social media, newsletters) or the intended audience (science users, general public,industry).No matter your audience, your communication (content) should be clear, consistent, accessible, andcompelling. It should use plain language (explained in detail in this document), and the tone andlanguage should be chosen for maximum impact.This document also represents ONC’s approval process (Section E) that ensures that most contentcreated by ONC staff is reviewed by a content expert, a member of the Communications & Marketingteam, and me. The process should take no more than three business days from the time ofsubmission via email to a member of the Communications and Marketing team.This Content & Web Management Guide is a living document that the Communications & MarketingManager will oversee. The most recent iteration will be posted in Alfresco for easy access. Please useit as a reference tool when drafting your ONC content.Thank you.Kate MoranPresident & CEOContent and Website Management updated July 2016 Page 5 of 31

A. What is Content?Content includes written communications whose audience is external to ONC, includingpresentations, posters, manuscripts, abstracts, teaching materials, curricula, videos, marketingmaterials, newsletters, and web content.Digital ContentiBase is accessible and available for use. Contact any member of the Communications & Marketingteam to find out how to access ONC’s digital archives.B. THE IMPORTANCE OF BRANDThe ONC brand—which is reflected in our logo and supported by our messaging—represents whowe are and how we are perceived by the world. Consistency in branding manages perceptions andconnotes professionalism, purpose and stability to external viewers. By maintaining a strictadherence and use of brand across web pages, documents, publications and other materials, ONCwill be perceived as an important and unique international science research facility.You can access the comprehensive Brand Guidelines & Templates document in Alfresco, or checkwith any member of the Communications and Marketing team.C. TONE & STYLETo build trust and share knowledge with external stakeholders, ONC has a responsibility to conveyour messaging clearly and consistently. Both UVic and ONC have moved away from formal andbureaucratic language and adopted a more casual and conversational tone.Plain LanguageThe strongest reason for providing knowledge about science and technology to the public in plainlanguage is because it eliminates barriers. Plain language writing also saves time, and meansreaders understand your content quickly. Specifically, plain language is communication that youraudience or readers can understand the first time they hear or read it.The main elements of plain language are:• use of the active voice;• logically organized information;• short sentences;• common, everyday words;• lists and tables when relevant; and• easy-to-read design features.Additionally, as a publicly funded organization, ONC has a responsibility to adhere to Federal plainlanguage guidelines. The Government of Canada calls for plain language to be used in itscommunications with the public. “The obligation to inform the public includes the obligation tocommunicate effectively. Information about government policies, programs and services should beContent and Website Management updated July 2016 Page 6 of 31

clear, objective and simple, and presented in a manner that is readily understandable. Messagesshould convey information relevant to public needs, use plain language and be expressed in a clearand consistent style.” (Treasury Board, “Government Communications Policy,” p. 17.Keep in mind the following relevant points:• The public pays for most of the research being conducted and therefore has a right to know what they are getting for their money.• Public acceptance of science, technology and innovation is economically important.• As citizens and voters, the public needs to make informed choices on science and technology based issues.• As citizens and voters, the public needs to know the potential consequences of their actions and lifestyle.D. Getting STARTEDBefore you begin composing your content, you may to to consider the following story elements(although each type of content has its own constraints):• the goal of your communication (call to action? provide information?);• your audience (science users? general public? government agency? media? industry?);• where will your communication be published (internally? on ONC’s web page? on social media?)• three (or up to five) key messages;• three (or up to five) relevant facts;• the content specialist who could answer questions once this content is published;• a STRONG image, data plots, video, info graphics and illustrations; and• the Call to Action (access our data, follow us on twitter, sign-up for our newsletter, etc.)• If in doubt about how to answer these questions, please consult with ONC Communications and Marketing team.Content and Website Management updated July 2016 Page 7 of 31

E. content APPROVAL POLICYTHIS PAGE TO BE REVIEWED BY COMMUNICATIONS & MARKETING MANAGERContent created by ONC staff must be reviewed by a content expert, the communications office, andthe president.This policy pertains to content as described in Section A: “Content includes written communicationswhose audience is external to ONC, including presentations, posters, manuscripts, abstracts,teaching materials, curricula, videos, marketing materials, newsletters, and web content.”This policy does not pertain to content for minor updates/edits to each website page.The process should take no more than three business days from the time of submission via email [email protected]: It will take six to eight weeks to approve the content of marketing materials that require selectinghigh resolution imagery and engaging a designer.In the email request, the author is required to:1. Notify the Communications and Marketing Manager that content will be forthcoming, and include the deadline and platform for publication;2. Before submitting to Communications, have the content reviewed by at least one content expert. Appendix3. Submit Request for Content Approval to Communications (email, hard copy, Google Drive, or usb stick); Communications will edit and provide to the ONC president and return to the author.Provide the following information with your submission to Communications. This document is alsoprovided in APPENDIX I.Date: _________________________Title/Document:_________________________________________________Authored By: _________________________________________________________________________________________Content Expert(s): ____________________________________________________________________________________Audience/Distribution (e.g. web news story, presentation, video, poster, manuscript, abstract,teaching material, curricula, etc.)_________________________________________________________________________________________________Communications Approval ______________________________ Date: __________________President’s Approval ____________________________________ Date: __________________Content and Website Management updated July 2016 Page 8 of 31

F. ACRONYM POLICYOcean Networks Canada does not create acronyms, with the following exceptions: • ONC: can be used after it is defined in the beginning of a document. Ensure the first mention of ONC in the body is written out in full followed by the acronym in brackets. Thereafter, the acronym should be used for the remainder of the document. • NEPTUNE: can be used without defining • VENUS: can be used without definingNo acronyms (with the exception of the three noted above) can be used for ONC communicationsthat are targeted for a broad audience, and should also not be used in verbal communications.When writing content, ONC can be used in a title, main heading or other article/paper/presentation/media release title. However, ensure the first mention of ONC in the body is written out in fullfollowed by the acronym in brackets. Thereafter, the acronym can be used throughout theremainder of the text.Externally developed acronyms that describe a technology (instrument, model, sensor, observatory)can be used in technical or scientific publications once they are defined in their first mention (e.g.ADCP for acoustic doppler current profiler), but should be avoided or used minimally in broadaudience publications.Examples and/or Exceptions: • FORCE shore station • Spell British Columbia in full except when referring to the proper name of a company or department (BC Ferries, Emergency Management BC) • Spell federal department names in full (Fisheries and Oceans Canada, not DFO) • Others?

G. SPECIFIC ONC TERMINOLOGYList of ONC Geographic Names and/or ReferencesA good starting point for geographical names is http://dmas.uvic.ca/Sites (all items in the drop-downmenu for Location). Generally, geographic names follow existing standards from: http://geobc.gov.bc.ca/bcnames/. The infrastructure place/platform names below are derived from ONC’s search-tree structure:Arctic: Pacific:Cambridge Bay Barkley CanyonDarnley Bay Coral CliffDavis Strait upper slope vertical profilerDease StraitFranklin Strait Cascade BasinPeel Sound Clayoquot SlopeQueen Maud GulfVictoria Strait Bubbly Gulch BullseyeAtlantic: Gastown Alley EndeavourBay of Fundy Main Endeavour FieldMinas Passage Mothra Folger Passage FORCE shore station Folger Deep FORCE underwater network Folger Pinnacle Salish SeaVancouver Island: Boundary Pass Juan de Fuca StraitKyuquotPort Alberni Macaulay Outfall mooringPort Alice Saanich InletTahsis Mill BayWoss Lake Patricia BayZeballos Yarrow Point Salish Sea Marine Survival ProjectOther: Strait of Georgia Iona shore stationKitamaat Village (reference to First Nations) Westshore Coal Terminal
Kitimat (general reference to area)Content and Website Management updated July 2016 Page 10 of 31

Common Words List A to Z A a lot (not alot) aboard/onboard (the meaning is nearly the same and the words are often interchangeable; for consistency, use aboard) accept/except (accept means \"to receive” while except means \"to exclude\") ad hoc (do not italicize) affect (generally, “affect” is a verb and “effect” is a noun) among (not amongst; see note following “between”) analyse assure/ensure/insure (distinguish between assure, which is to set someone's mind at rest; ensure, which is to guarantee or to make sure or certain; and insure, which is to indemnify) B behaviour (Canadian spelling) between (use “between” for one-to-one relationships; use “among” to express a relationship of an item to many surrounding items collectively biannually (no hyphen) C capitol/capital (capitol is the building; capital is the city.) centre, centred (Canadian spelling) cheque colour (Canadian spelling) co-chief scientist (modifies “scientist” and is therefore hyphenated) co-operative education, co-op compare to/with (“compare to” should be used only to note a likeness, while “compare with” is used to analyze similarities and differences) continual/continuous (distinguish between “continual”, which means recurring often or at internals and refers to time only, and “continuous”, which means uninterrupted or unbroken and can refer to time or space) curriculum (s), curricula (pl) D data (plural) database (one word) deep sea (two words) drill sites (two words) drillship (one word) due to (use “due to” only as part of an adjectival phrase: The increase was due to higher taxes. When due to is used as an adverb, change to because of, caused by, the result of, or attributable to) deep sea/deep-sea vents (noun, two words; as a modifier, add a hyphen)Content and Website Management updated July 2016 Page 11 of 31

EEarth (always capitalized, unless when referring to soil, ground or land)effect (see note following “affect”)email (not hyphenated)enrol (not enroll)ensure (see note following “assure”)Ffarther/further (use “farther” for physical distance and “further” for metaphorical, or figurative,distance)fewer/less (use fewer in reference to a number of persons or things; use less for bulk or quantity)first-handfollow-up (noun, which is preceded by “a”or “the”)follow up (verb, no hyphen)foreword/forward (foreword is an introductory section in a book; forward means to move ahead)freshwater (one word)FY15/16 (not fiscal year 2015/2016)Ggeographic (not geographical)Hhome page (two words)honour, honourable, but honorary (Canadian spelling)humour, but humorous (Canadian spelling)Iif (distinguish between “if”, to convey conditionality, and “whether”, to convey choice)impact (use as a noun, not a verb)in-kind (hyphenated)in-line (hyphenated)in situ (not hyphenated, not italicized)in-stream (hyphenated)Internet (capitalized)Internet-connected oceanJjudgment (not judgement)Llabour (Canadian spelling)lay off (verb), layoff (noun)license (verb), licence (noun)litre (abbreviation: L, for singular or plural, no period)live-streaminglogin (noun or adjective, no hyphen)Content and Website Management updated July 2016 Page 12 of 31

log in (verb)Mmetre (Canadian spelling)mission-specific (adjective, hyphenate)Nnear-field (adjective, hyphenate)near-shore (adjective, hyphenate)nonprofit (one word)nor (use only in conjunction with “neither”)Oonboard (see note following “aboard”)online (one word)over (“over” and “under” should usually be restricted to mean physically above or below exceptwith set phrases like: “children over five”; alternatives are “greater than” or “more than”)Ppercent (one word)policymaker, policymaking (no hyphens)postdoctoral (one word, no hyphen)practise (verb), practice (noun)Rradar (although technically this is an acronym, it doesn’t need to be capitalized because there isno potential for confusion when writing it lowercase)real-time (hyphenated)ssea ice (noun, no hyphen)sea level (noun, no hyphen)seafloor (one word)sea state/sea-state indices (noun, two words; as a modifier, add a hyphen)seawater (one word)ship timeSmart Ocean Systems™subsea (one word)subseafloor (one word)stationary (adjective), stationery (noun)Tthat, which (use commas around the clause beginning with “which”; see Appendix for detailedexplanation)timescale (one word)time-series (hyphenated if used as an adjective)Content and Website Management updated July 2016 Page 13 of 31

time series (no hyphen if used as a noun)toward (not towards)Uunder (see note following “over”)up-to-dateWwater depth (two words, not hyphenated)webweb-based portal (modifier; use hyphen)web link (two words)web page (two words)web serverwebsitewell-beingwhether (see note following “if”)which/that (see note following “that” or Appendix for detailed explanation)who/whom (use “who”, not “that”, in reference to individuals)wifiworldwideWorld Wide WebContent and Website Management updated July 2016 Page 14 of 31

H. ONC WEB policyThe Ocean Networks Canada website is the responsibility of the entire organization. The purpose ofthis document is to assign responsibility for the site’s various sections across the organization.The Director, User Engagement is accountable for the website to the ONC President.The role of the Communications department includes the responsibility of approving all contentpublished – ensuring consistent messaging, terminology and style across the organization throughthe existing “publication approval process”.Each department mentioned below is in charge of keeping the pages listed below up to date and inline with current activities and ONC priorities. Updates should be brought about in a timely fashion.Department and teams listed below should name individuals who will be in charge of keeping thingsup-to-date. Those individual can receive training on the use of the Drupal content managementsystem in use for our Web site.Web Page Responsibilities:• Home page (Comms)• About us (Comms/Admin/Corporate)• About us: - jobs & opportunities - events & workshops - contact us - support us (Jessica)• Organization: - Leadership - Staff - Board & Committees• Funders and Partners (Comms)• Science - Highlights (Science Services/Comms) - Science in the News (Comms) - Active Research (Science Services)• Science Plan (Science Services) • Summary • Change • Life • Connections • Seafloor in Motion• Science Publications - General interest (Comms) - Academic (Science Services)• Science - Getting involved - Proposals (Science Services) - Workshops & Conferences (Science Services)Content and Website Management updated July 2016 Page 15 of 31

• Innovation Centre - About, Success Stories, Contact Us (?)• Innovation Centre - Smart Ocean Systems™ - Sensors and instruments - Technology Demo’s - Ocean observing systems• Innovation Centre - Partners & Networks - Industry Network - Global Partnerships - RND support - Students in Industry• Learning - Learning Blog - Learning Highlights (Comms + Learning) - Ocean Alive (Comms) - Ocean Sense - Ocean Science Symposium• Learning & Engagement - Citizen Science - Coastbusters (Hide since inactive?) - Digital Fishers (Learning)• Learning & Engagement - For Students - For Undergrads and Grads - Research Ideas - Student Reports• Learning & Engagement - For Educators - Teaching resources - Educator opportunities - Contact - Ship-to-shore• Installations - Overview (Ops/Comms) - Alerts - System Status — to be improved (Software Engineering/Ops) - Wiring the Abyss (Comms) - Observatory Operations (Ops) - Notice to Mariners (Data Stewardship)• Installations - Observatories (Science Services, Ops, Software Engineering) - some info is automatically generated (maps, etc) Infrastructure, Data, Science• Installations - Infrastructure (Data Stewardship) - Instrument Information - Devices & Sensors• Data & Tools (Software Engineering) - Highlights (Communications) - Products & Formats (Data Team) - Quality Control (Data Team)• Software Engineering - Preview and Download (Science Services, Software Engineering) - Preview & VisualizeContent and Website Management updated July 2016 Page 16 of 31

- Data Download Tools - State of the Ocean Plots - Vertical Profiler Data• Software Engineering - Apps & Services - Mobile Apps (Software Engineering) - OpenDap web services (Data Stewardship) - Related Data Sources (Science Services) - Community Fishers (Innovation Centre)• Software Engineering - Data Help - Usage Policy (Science Services) - Tutorials and Help Pages (Software Engineering) - Request Help (Data & Data Stewardship teams)• Sights and Sounds (Comms)• News (Comms)Content and Website Management updated July 2016 Page 17 of 31

DrupalONC uses Drupal to enable each division to: 1. Maintain timely and relevant content and keep ONC’s web presence refreshed, engaging and appealing. 2. Develop a common and consistent method of displaying content on the Internet.Drupal gives ONC staff access to a selection of web templates in an effort to make web editingrelatively straightforward.The Software Engineering team will help develop complex and dynamic web solutions; theCommunications and Marketing team will help maintain consistent and clear messaging acrossdivision pages and sections.The importance of maintaining consistency throughout a series of web pages affords the reader acertain level of comfort in knowing he/she will not get lost in a sea of confusing pages. Many of theelements of setting up a web page is left to each unit, but key structures should remain consistent.Get started with Drupal & become proficientDrupal Training (in Confluence): https://internal.oceannetworks.ca/display/COMM/Editing+Content+on +Drupal#EditingContentonDrupal-1.LogginginFor training and support, contact the User Engagement Officer, Dwight Owens.Get the most out of ONC’s content management systemONC’s content management system is robust and gives users flexibility when creating or editingwebsites. Below is a list of best practices for content management system users.1. Navigating to editable pages: It is recommended that users log in to the system and then navigate to the pages that need editing by using the site itself. Pages that display an “edit” tab can be edited directly. If no “edit” tab is displayed, even when logged in, the page has a custom design and needs to be edited elsewhere in Drupal or by the Software Engineering team.2. Make file names easy to type and remember: When uploading new files, we recommend using short, easy-to-remember file names made entirely of lower case letters that do not contain any spaces, apostrophes, punctuation or other special characters. Use of an underscore in place of a space. Having clean and simple file names serves two purposes: it makes finding and linking files much simpler for content editors, and it creates clean, clear website URLs for visitors.3. Re-size images before inserting them on your web page: Re-size your images before uploading them to ensure they are narrower than and do not exceed the width of the content area (currently 484 pixels).Content and Website Management updated July 2016 Page 18 of 31

You can resize images in iPhoto or Windows Photo and, if you don't have access to these, use Google’s free photo editor Picasa. Advanced users may choose to use Photoshop Express, which allows you to edit photos without installing any software. Drupal has a resizing tool, which is explained in the Drupal tutorial. If you expand a small image, ensure the integrity of the image is not compromised. If you are decreasing a large image, aim for approximately 800 px (but avoid a large image as it will cause the page to load slowly).4. Use descriptive links: Web cliches such as using \"click here\" should be avoided; instead, a link should (from http://www.w3.org/QA/Tips/noClickHere): • provide some information when read out of context • explain what the link offers • not talk about mechanics • not be a verb phrase5. Avoid writing in all capital letters: Writing in all caps implies shouting. If you would like to emphasize a point or a short block of text on your web pages, use bold or italic text. Follow the capitalization guidelines in the ONC Style Guide.6. Use headings: Heading styles help break up the text of a page into smaller, easier-to-read blocks, and also help assistive devices such as screen readers present the page accurately and correctly to disabled users. Headings can also improve your page's visibility to search engines, which often use page headings to determine what a page is about. Note: Heading 1 and Heading 2 are reserved; use only Heading 3 - Heading 6. - LESLIE to confirm this.Content and Website Management updated July 2016 Page 19 of 31

Basic Points to RememberAccessibility • People are visiting ONC’s website to find information that they think will be found in the text. Generally, the content (text) you create is the most important information on your page. • You have far more familiarity with your page than your visitor; view it from the perspective of a visitor who is looking to find the information they need (in the text) as soon as possible. • Don’t overextend yourself creating art and graphics unless it is absolutely necessary. • ONC’s pages are browsed by academics, students, non-native speakers, and community members. Website text deliberately written in layman's terms enhances the reader’s experience by making it easier to quickly scan for the desired information.Acronym - ONC vs Ocean Networks Canada on website • ONC can be used in a web post title, main heading or other article/paper/presentation/media release title. However, ensure the first mention of ONC in the body is written out in full followed by the acronym in brackets. Thereafter, the acronym can be used throughout the remainder of the text. See Section F, Acronym Policy, for more details.Basic Formatting Tips • Organize your content \"vertically\" rather than \"horizontally\". That is, present your visitors with a simple, straightforward path to the information they are looking for (rather than trying to place everything \"one click away”).Content • Crucial content should be placed at the beginning, followed quickly with information your reader needs to know. Avoid filler, nonessential information. • The first question to answer before creating content is: Who is my audience? Defining your audience will help you identify what keywords to use on your site.Copyright • All information, images and intellectual properties are protected by law. Do not copy from another site unless you have written permission from the site owner. • ONC’s media policy can be found on the Copyrights & Permissions page of the website and site ownership can be found on the Legal Notices page. LESLIE TO ENSURE links include appropriate content. • Note from Dwight: Suggest adding info about Public Domain content as well as Creative Commons licensing and the license we use for our imagery (CC Attribution Share-Alike). LESLIE TO EDIT/RESPOND.Dates • Write dates in this order: day, month, year, no commas required (2 July 2016) • Do not use a comma following a month when only a year is given. • Do not abbreviate months or the days of the week. • Avoid superscripts (“th\", or a “rd”) after dates. • For fiscal year, use the following format: FY16/17.Content and Website Management updated July 2016 Page 20 of 31

Documents/Attachments • All web content should be in HTML format, which is easier for the reader and doesn't force them to open Adobe Reader. Do not use Word documents online as they are not secure.Flickr - Retrieving Core Maps • Note from Dwight: this section should be expanded to discuss use of our image archive in Flickr. (The issue of maps should include Alfresco. Flickr is just a repository for external users to view our archive of communications related images. Just as Vimeo, Youtube, Soundcloud, are external outreach tools and repositories.)Headlines • Headlines are formatted in up-style (e.g. UCR Revamps Website), and thus all words are in title case except for internal articles, prepositions, conjunctions and forms of “to be” (e.g. is). In general, when using the content management system, headers H1 through H4 are in up-style, while H5 and below are in down-style. • Do not use headline tags to increase the size of the text in a page. • Headlines should be written in compelling, simple and straightforward text.Graphics • Visitors don't visit your page to see cool graphics (generally). Graphics that detract from the essential content of the page are not recommended; rather, copy and art should complement each other, not compete for the viewer's eye.Links • Links should be descriptive; better yet, a call-to-action that explains what will happen when it’s selected; and open in the same window/tab. • Links should not be pop-up windows. • Links should be descriptive and avoid the phrase ”click here”. Instead, hyperlink text with, for example, “Read more about this program.” For more information, see Drupal, Item #4.Numbers • Numbers lower than 10 should be spelled out.Publication Titles • Titles of publications are italicized (different from the print standard).Readability • Make content easy to scan. • Make your page aesthetically pleasing. • Place important information at the front. • Note: - Bulleted Lists enhance the experience of the reader. - Large Blocks of Text are aesthetically cumbersome and are rarely read by your visitor. Use short paragraphs breaking text into small, easily accessible and readable chunks. - White space on a page enhances readability (online readability is different from on-paper readability).Content and Website Management updated July 2016 Page 21 of 31

Time • It is not necessary to use 00 if there are no minutes in the time. • Use a.m. or p.m. lowercase with periods to designate morning or afternoon. • Use numerals except for noon and midnight.Traps to Avoid • Poorly organized content where important information is buried under less important information. • Overuse of photos, videos or graphics that distract from your message. • Identifying individuals in the text without use of their full name. • Overuse of honorifics such as doctor or professor. These can be used on the first mention, but do not need to be carried throughout the page unless they are necessary to allow the reader to differentiate between two individuals.Content and Website Management updated July 2016 Page 22 of 31

GRAMMAR & PUNCTUATION (STYLE GUIDE)For a comprehensive Style Guide, reference the University of Victoria’s online tool at:http://www.ucalgary.ca/news/styleguide.This guide is based on principles and technical guides published by the Canadian Press.http://www.thecanadianpress.com/books.aspx?id=2780For a Quick Reference Tool of the most common grammar and punctuations questions, seeAppendix II.
Content and Website Management updated July 2016 Page 23 of 31

APPENDIX I - CONTENT APPROVAL FORMLeslie to determine if this form is appropriateProvide the following information with your submission to Communications.PRINT this cover page and submit a hardcopy, or send electronic version to: [email protected]: _________________________Title/Document:_________________________________________________Authored By: ___________________________________________________________________________________Content Expert(s): ______________________________________________________________________________Audience/Distribution (e.g. web news story, presentation, video, poster, manuscript, abstract,teaching material, curricula, etc.)__________________________________________________________________________________________________________________________________________________________________________________________________Communications Approval ______________________________ Date: __________________President’s Approval ____________________________________ Date: __________________Content and Website Management updated July 2016 Page 24 of 31

APPENDIX II - GRAMMAR & PUNCTUATIONSTYLE GUIDEFREQUENT MISTAKESComplement/Compliment • Compliment (with an ‘i’) is a flattering remark. • Complement (with an ‘e’) is used when an object goes well with something else or completes it.e.g./i.e. • The abbreviation of the Latin phrase “exempli gratia” is e.g. and mean “for example.” • The abbreviation of the Latin phrase “id est” is i.e. and means “that is”; use to expand on the meaning of your statement.Me, myself, and I • “Myself” should not be used as the subject of a sentence, even when the subject includes another person (Mike and I (not myself) will serve on the committee. Please contact Joe, Miguel, or me (not myself). • “Myself” should be used when: (1) you are both the subject and the object of a sentence (I got this uniform for myself), or (2) for emphasis (I, myself, would never make that choice.) • “I” should be used when it is the subject of the sentence (the person doing the action). “Me” should be used for the object of the sentence (direct or indirect). (Hint: think which one would be used if the other person were not included in the sentence.)That/which • “That” introduces a restrictive clause, or a clause that is necessary to understand the meaning of the sentence, and is not preceded by a comma. • “Which” introduces a nonrestrictive clause that adds information and one that is not necessary to understand the meaning. A clause beginning with “which” is set off by comma(s).That, who, whom • Use “who”, not “that”, in reference to a person(s). • If you can substitute the words “he” or “she” in the sentence, use “who”. If you can substitute the words “him” or “her”, use “whom”. Framing these questions will help you: The webmaster who updated the sites was a fast worker. Ask: Who updated the sites? Answer: She updated the sites. Solution: Use who. The director gave the task to the webmaster, whom he had hired. Ask: Who had he hired? Answer: He had hired her. Solution: Use whom.Content and Website Management updated July 2016 Page 25 of 31

QUICK REFERENCE GUIDEApostrophes • Generally, to form the possessive of a singular common noun, add an apostrophe and an s (The expedition's goal was to test a new drilling method). • For a plural common noun that does not end in s, add an apostrophe and an s (The fleet's mission was to retrieve sediments from the Arctic). • For a plural common noun that ends in s, add an apostrophe only (The scientists' focus was on the new drill rig). • For a proper noun (a name) ending in s, add an apostrophe only (Chris’ laptop crashed). • The plural version of an acronym has no apostrophe (CORKs). • Apostrophes are not used with years, time periods, or dates (During the 1960s, the Glomar Challenger carried out scientific ocean-drilling efforts). • Do not use apostrophes to shorten years (1990s, not ‘90s).CapitalizationBiological classifications • Do not capitalize species names (the orca).Century • Lower case when used with a number (20th century). Avoid using superscript letters.Geographic names • Capitalize major geographic areas: Southern Hemisphere, Pacific Ocean, Panama Canal. • Capitalize geographic regions when they are used as nouns: Maritimes, Great Lakes, Territories. • Do not capitalize geographic regions when they are used as adjectives (Scientists are trying to understand the impacts of global climate change in the northeast Pacific).Government • Capitalize official ministries, departments and agencies of the government (Cabinet, Parliament, Privy Council, House of Commons, Member of Parliament. Do not capitalize the words “administration”, “parliamentary,” “federal government” when used alone.Headlines • Capitalize all nouns, pronouns, verbs, and all words of four or more letters. • Handle shorter words as follows: - Capitalize No, Nor, Not, Off, Out, Up. - Use lower-case for as, at, but, by, for, if, in , of, on, or, to, vs, via. • Capitalize each component of a hyphenated word in a headline: Half-Life, Mid-Term.Seasons • Do not capitalize seasons unless they are used with a year to specify a time period. (The expedition will commence in Fall 2016; Expeditions are generally conducted in the summer and fall.)Content and Website Management updated July 2016 Page 26 of 31

Colons • Use a colon to join independent clauses when the second clause is an illustration of the first. (Minds are like parachutes: they function best when open.) • Use a colon before enumerating items in a sentence. (The team faced three problems: lack of time, low temperatures and a leaky ship.) • Use a colon at the end of a phrase or sentence to introduce a list, tabulation, or text. Capitalize the first letter of each item in the list, use a semi-colon at the end of each item, and include the word “and” at the end of the second-to-last bullet. To reach our key goals, Ocean Networks Canada’s will: - Build on its world-leading reputation; - Create invaluable partnerships; - Attract stable, ongoing funding; and - Expand the user community • A colon should be used to introduce an attribution longer than three lines that appears in quotation marks, in the midst of text. (During the meeting, James Vecchio said: \"A motion was made by Barnes and seconded by Grant to extend the term of the chairmanship from one year to two years. In discussion, several members speculated that no one would volunteer to serve for two years. Others felt that a longer term was needed to ensure continuity.”)Commas • Put commas between the elements of a series, including before the final item. • Use a comma to join independent clauses (two clauses that can stand alone). Note, if both clauses are short and there is no chance of ambiguity, the comma may be dropped. • Commas should be used to set off dependent clauses (a dependent clause cannot stand alone as a sentence) from the rest of the sentence. • Commas should be used to set off phrases beginning with “which”, “because”, and “including”. • A comma is used between city and state or city and country in mid-sentence. • In numbers with four or more figures, use a comma every three digits from the right.Dashes and HyphensEm dashes• Use an em dash (longer than a hyphen or en dash) to set off a thought in a sentence when a comma would not be strong enough. An em dash is typed with no space on either side. Keyboard strokes to enter an em dash: - Ctrl+Alt+(on the number pad) for Windows and Shift+Option+ for Mac. - In Word, create an em dash by holding the Ctl and Alt keys and pressing the “Right Button” or “ --“ key at the upper right of the number keypad. - Alternately, you can go to the top navigation bar, pull down the menu under “insert” and choose “symbol.” Then choose “special characters,” and select the em dash to insert.En dashes• Use an en dash between numbers in a range, and do not leave spaces (e.g. 2004−05).• Use en dashes in schedules and agendas that involve time or date ranges (e.g. 9:30-10:30 a.m.). Keyboard strokes to enter an en dash:Content and Website Management updated July 2016 Page 27 of 31

- Ctrl+- (on the number pad) for Windows and Option+- for Mac. - In Word, create an en dash by holding CTL and pressing the \"Right Button\" or “-“ key at the upper right of the number keypad.Hyphens• Type a hyphen (the key next to zero) by using one hyphen with no spaces on either side.• You can usually add a prefix to a main word starting with a consonant, without adding a hyphen (e.g. nonmember).• If the meaning is clear, you may add a prefix that ends in a vowel without a hyphen, even if the word also begins with a vowel (e.g. cooperate, reemerge, reevaluate, preempt, preexist).• If a word’s meaning is unclear without a hyphen, add the hyphen for clarity (e.g. relog vs. re-log).• Use a hyphen when the word following it is capitalized (non-Canadian).• Use a hyphen when creating a compound modifier (two or more words combined with a hyphen to express a single meaning describing a noun). Such a modifier usually precedes the noun.• Use hyphens in constructions such as “two- and three-year-olds.”• Do not hyphenate adverbs that end in “ly”.• Note that most modifiers that are hyphenated before a noun do not require hyphenation when they follow a noun. (This ocean-drilling expedition. This expedition involves ocean drilling.)Dates• Write dates in this order: day, month, year. For more then one day, write it as follows: from 25 to 27 July 2016. Do not use commas.• Do not use a comma following a month when only a year is given.• Do not abbreviate months; instead, write them in full.• Do not abbreviate the days of the week.• Do not use \"th\", or a “nd” after dates (avoid superscripts).• For fiscal year, use the abbreviation FY (FY2004).Ellipses• Use an ellipsis (three spaced periods) to indicate an omission from a text or quotation. A sentence ending with an ellipsis requires no further end punctuation. Keyboard strokes to enter an ellipses: - Alt+0133 for Windows. - Option; for Macintosh.Font• Use Outage for headings (size ~20) ; use Open Sans for text (~10).List FormatsRun-in Lists (items in series)• Run-in lists that introduce lists with the word “including” do not require a colon (e.g. UVic is a leader in various research areas, including particle physics, climate modelling and ageing; or, with colon: UVic is a leader in various research areas: particle physics, climate modelling and ageing).• When a series has three or more items, separate each item with a comma.Content and Website Management updated July 2016 Page 28 of 31

• If any of the items in a series requires internal punctuation, all items should be separated by a semicolon (e.g. participants should pack warm, sturdy outer clothing; two pairs of boots; and binoculars).Vertical Lists (outline style)• Bulleted or numbered lists that use a colon do not require internal or terminal punctuation. Students must obtain the following documents: • official transcripts • a letter of permission • record of degree program• Bulleted lists that form part of a sentence and are not preceded by a colon require internal and terminal punctuation. Prior to registering for courses at another institution, students should obtain • an official transcript; • a letter of permission from academic advising; and • a record of degree program.Vertical Lists & Capitalization• Bulleted lists may begin with a capital letter or remain lowercase, as long as the document is consistently following one or the other format. Note, if a first word in a bullet is a proper noun, it must be capitalized and you would then adopt capitalization for all bullets.• Names and formal job titles should be capitalized and set off by commas when set into a vertical list (e.g. Glen Phillips, Corporate Controller or Yasmine Brown, Senior Instructor).Numbers• In text, use Chicago’s alternate rule. Spell out single-digit numbers and use numerals for all numbers of 10 or greater.• On the ONC website, do not spell out numbers. Numerals save space and attract the eye in headlines and when scanning a page.• If several numbers occur within a paragraph or series of paragraphs, maintain consistency in the immediate context between numerals and spelled out numbers.• Letters in ordinals should not appear as superscripts (e.g. do not use 15th or 15th).• Start decimal fractions with a zero.• In the 24-hour system of expressing time, the digits may appear with no punctuation between hours/minutes, but use them if seconds are included (e.g. 1145 h and 09:27:08 h).• Retain all parts of the number in ranges of very large numbers (e.g. 26 million to 35 million).Quotation Marks• Unless otherwise noted, quotation marks refer to double quotation marks.• Semicolons, colons, and dashes always go outside quotation marks.• If the question mark or exclamation point is part of your quotation, it stays inside; but if the question mark or exclamation point are not part of the quotation, they go outside the closing quotation mark.Content and Website Management updated July 2016 Page 29 of 31

• Use quotation marks to indicate the name of a report, an unpublished work, a presentation, a workshop, an article within a journal, a television program or series, or a short published work such as a poem.• Sometimes words or names not widely known, or words newly coined, can be singled out in quotation marks (or with italics). Use this method sparingly.• Use quotation marks to set off a direct quote. (“Two things are infinite,” Albert Einstein once said, “the universe and human stupidity.”)• Use a comma before a phrase or sentence set in quotation marks. (The president will facilitate the workshop, \"Earth Structure, Evolution, and Earthquake Dynamics.”)• A comma is not necessary before a single word or phrase in quotes. (Seeing the danger ahead, the staff scientist called out “stop!”)• The first word in a quotation may be capitalized if the quote is a full sentence, but it can be lower case if the quote is short and introduced in mid-sentence. (Moran said, \"This expedition has exceeded our expectations.” Moran reported that the expedition has \"exceeded our expectations.”)• If a quotation extends over more than three lines, use a different format (see Colons).• When quoting multiple paragraphs, use opening quotation marks at the beginning of each paragraph, but use closing quotation marks only at the end of the quote.• Single quotation marks may be used inside double quotation marks to indicate a quote within a quote. (He reported, \"The captain saw the iceberg and yelled, 'Full astern!’”).Photo Captions• A photo caption should explain the action in the photo. Write captions as sentences with active verbs in the present tense.Photo Credits• All photos taken by ONC employees while on the job should be credited Ocean Networks Canada.• Photos taken by ROPOS should be credited CSSF/Ocean Networks Canada.• For photos provided by visitors, scientists and other external people, use this credit format: Photo by Steve Smith.• For photos from an organization, use this credit format: Photo courtesy of National Academy of Sciences, U.S.A.Semicolons• Semicolons are the most common choice for joining two equal independent clauses (recall that an independent clause is a clause that can stand alone as a sentence).• When two independent clauses are joined by an adverb (however, indeed, moreover, nevertheless, therefore, thus) or when the second independent clause begins with an expression (for example, in addition, however, or namely) use a semicolon in the following format: Canada was unable to commit funds; thus, it was given the status of provisional member.• Use a semicolon to separate a series of similar items that have internal comma. (Present at the meeting were Jack Grey, team leader; Peter White, geophysicist; Ana Black, paleoceanographer; and Lisa Green, molecular paleontologist.)Content and Website Management updated July 2016 Page 30 of 31

• Likewise use semicolons to separate items that follow a colon, when at least one item contains commas. (The JOI Alliance comprises: the Joint Oceanographic Institutions; Texas A & M University, including the TAMU Research Foundation; and Lamont-Doherty Earth Observatory.)Sentence Spacing• Use one space, not two spaces, between the end punctuation of one sentence and the beginning of the next sentence.Slash• Use a slash to separate alternatives (“either/or”), but use a hyphen for joint titles (“secretary- treasurer”). It should not be used to mean “and” as “FREN 101/102” means French 101 or 102, not French 101 and 102• In formal writing, use “and” or “or” rather than a slash to join words or phrases.Time• It is not necessary to use 00 if there are no minutes in the time.• Use a.m. or p.m. lowercase with periods to designate morning or afternoon.• Use numerals except for noon and midnight.Units• A unit of measurement without a numeral should always be spelled out (kilometres).• Place a period after a unit only at the end of a sentence.• Leave a space between a numeral and a letter unit (2400 km).• Close up the space between a numeral and a symbol unit (34.5% or 36°C)• Repeat symbol units only for degrees (27°-29°C)• Repeat letter units only when describing dimensions (5 cm × 6 cm)Content and Website Management updated July 2016 Page 31 of 31