Writing and Editing

You may wish to write your own text, then have University Publications proofread it and make any adjustments necessary to conform to UNC Asheville and Associated Press editorial style. Or you may wish to have our staff writer prepare your text. The University Publications writer/editor will work with you to obtain necessary information and contact the right people and sources of information to make the piece complete. Once the copy has been proofed and edited for consistency, accuracy and completeness, as well as correct grammar, usage and style, you will be asked to approve it in writing before the graphic designer begins the design.

Writing Tips:

• Write short sentences without complex grammatical constructions. Use active verbs. Avoid wordiness and educational jargon.
• Use quotes, details and first person (if appropriate) as you strive for freshness and warmth in your style.
• If your publication is designed to promote an event, program or the university as a whole, use language that “sells.”
• Organize your copy in small units. Readability studies show that short, simple sentences and paragraphs are easier to read. Break up text with subheads bullet items, photos and other visual elements that the graphic designer can suggest.
• Do not type in all capital letters or underline (except to designate italics for book titles).
• Do not indent for tables and graphs or format your text in any way other than to break it into paragraphs. Do not attempt to make your own layouts.
• Resist the urge to place your text into columns or to use symbols and characters unique to your word processing software. Our graphic designers will only have to undo your work.
• Use ONE space after periods.

Editing
The writer/editor will read your copy for accuracy, consistency, clarity and effectiveness and will edit and rewrite as necessary to conform with university style. Any changes must be approved by you. This is the time to make changes and perfect the text. Revisions at a later stage are more time-consuming and costly. University Publications follows the rules in the Associated Press Stylebook, 2007 edition, and Webster’s New World College Dictionary, fourth edition. Other references include Webster’s New Geographical Dictionary and The Elements of Style by William Strunk Jr. and E.B. White.

Required Statements
Printed materials paid for from state accounts must include a cost statement (G.S. 143.170.1). University Publications will calculate and add this to your publication when necessary. It will appear on the back of the publication in very small type as follows:

“ _____copies of this public document were printed at a cost of _______ or _____ cents per copy.”

In accordance with state energy policies, University Publications is required to use recycled paper, and a statement about the use of recycled paper is included after the cost statement, along with a statement about energy savings, as appropriate. Example:

“2,200 copies of this public document were printed at a cost of $1,396 or 63 cents per copy on recycled paper. In accordance with the State of North Carolina’s environmental guidelines, this publication uses 312 pounds of paper with 20 percent postconsumer recycled content, achieving the following energy savings:

254 gallons wastewater flow saved

28 pounds solid waste not generated

55 pounds net greenhouse gases prevented

424,320 BTUs energy not consumed

Recruitment materials require an affirmative action statement, as follows:

“The University of North Carolina at Asheville is committed to equality of educational opportunity for students and is a Equal Employment Opportunity employer.”