Xavier University of Louisiana Editorial Style Guide (Non-Academic Text) [LastupdatedMarch27,2026]
CONTENTS EditorialPhilosophy&Voice–3
InstitutionalNaming&References–3
People,Titles&Names–3
Identity,Culture&InclusiveLanguage–4
KeyInstitutionalFacts–4
WritingStyle(AP+XavierAdaptation)–4
Headlines&Subheads–5
StoryStructure(UniversityNews)–5
Quotes–6
CommonXavierPhrases–6
VisualLanguage(EditorialAlignment)–6
ProfessionalTitles,AcademicCredentials&DegreePrograms–7
ReligiousTitles,Orders&ClergyCredentials–9
CatholicIdentityandReligiousStyle–12
Accessibility&AccessibleLanguage–14
MediaLawandEthics–21
Accreditation&501(c)(3)Safeguards–25
UseofInstitutionalResearch,Data&UniversityFacts–28
AppropriatePublications–31
EditorialBestPractices–36
Editorial Philosophy & Voice Xavier’s communications should reflect:
• Clarity and credibility (journalisticrigor)
• Mission alignment (Catholic,HBCU,justice-centeredidentity)
• Pride without exaggeration (confident,notboastful)
• Human-centered storytelling (students,alumni,impact)
Institutional Naming & References • XavierUniversityofLouisianamaybereferredtoas:
o Xavier
o XU
o theUniversity
• DoNOTrequirefullnameonfirstreference(internalstandard)
• “University”iscapitalizedwhenreferringspecificallytoXavier
o Example: The University announced…
• DoNOTadd“The”beforeXavierUniversityofLouisiana
o (IgnoreGrammarlysuggestions)
People, Titles & Names Titles
• Capitalizeformaltitlesbeforenames
o PresidentReynoldVerret
o VicePresidentRonaldM.CarrereJr.
• Lowercasetitleswhenusedgenerically
o thepresident
o thevicepresident
• Xavierpreference:
o Use Dr. forindividualswithdoctorates(notjustM.D.s)
First & Subsequent Reference
• Firstreference:fullname+title
• Secondreference:lastnameonly
Alumni Identification
• Format:
o LeslieD.Rose,’05
• Useonlyonfirstreference
• DoNOTincludeclassyearforstudents
Identity, Culture & Inclusive Language • DoNOTuse Black and African American interchangeably
• Usethetermthatis:
o Factuallyaccurate(data-basedlanguage)
o InclusiveofglobalBlackidentitywhenappropriate
• Avoidabbreviationslike“AfAm”
• AlignlanguagewithXavier’smission:
o “ajustandhumanesociety”
o “buildinganequitablesociety”
Key Institutional Facts • Founded: 1925
• Foundress: Saint Katharine Drexel
• Order: Sisters of the Blessed Sacrament
• Identity: Only historically Black and Catholic university in the U.S.
• Schoolcolors: Gold and white
• AXavierstudent/alumnus: Xavierite
Writing Style (AP + Xavier Adaptation) Numbers
• Spellout1–9;usenumeralsfor10+
• Usenumeralsfor:
o Ages
o Percentages
o Money
Dates
• APstyle:
o March24,2026
o NOTMarch24th
Percentages
• Use%symbol(APupdatedstyle)
Time
• 9a.m.,2p.m.
• NOT9:00AM
Headlines
& Subheads Headlines
• UseTitleCase
• Avoidpunctuationunlessnecessary
• Beclear,notclever
Example (aligned with Xavier Gold):
• Opera Returns to Xavier
Subheads
• Provideclarityorexpandimpact
• Canincludeoutcomesorcontext
Story Structure (University News Style) Standard Format:
1. Lede(newshook)
2. Nutgraf(whyitmatters)
3. Details+context
4. Quotes(humanvoice)
5. Institutionalconnection
6. Closingimpactstatement
Feature Variation (as seen in Xavier Gold):
• Narrativeopening
• Personalstory→broaderissue
• Strongquote-drivenmiddle
• Mission-centeredconclusion
Quotes • Usequotesto:
o Addvoice,notrepeatfacts
o Provideperspectiveoremotion
• Avoid:
o Genericpraise
o Overlylongquotes
• Internalworkflow:
o Insert [QUOTE] placeholdersifneeded
o Draftsuggestedquotesforleadership;placesuggestedquotesinredtext
Common Xavier Phrases Use consistently and correctly:
• PressForward.FearNothing.
• “Dothey,too,notdeservethebest?” SaintKatharineDrexel
• Ajustandhumanesociety
• Buildinganequitablesociety
Visual Language (Editorial Alignment) Based on Xavier Gold:
• Visualstorytellingincludes:
o Cleantypography
o Boldbutelegantheadlines
o Human-centeredimagery
o Action-orientedphotography
o Mission-drivencaptions
Professional Titles, Academic Credentials & Degree Programs A. Professional Title Abbreviations
Use of “Dr.”
• Xavierstandard:UseDr.forindividualswithdoctoral-leveldegrees(notlimitedto M.D.)
• Appliesto:
o Ph.D.
o Ed.D.
o J.D. andPharm.D.areusedbasedonanindividual’spreference
Example:
• Dr.ReynoldVerret
• Dr.MargueriteS.Giguette
Note: While AP style traditionally limits “Dr.” to medical doctors, Xavier intentionally expands usage to reflect academic culture.
When to Use Degree Abbreviations (Ph.D., Ed.D., etc.)
Use degree abbreviations:
• Informallistings
• Inmagazine-styleorceremonialcontexts
• Whenclarityofdisciplineisrelevant
Do NOT use both title and degree in the same reference:
• ✅ Dr.ReynoldVerret
• ✅ ReynoldVerret,Ph.D.
• ❌ Dr.ReynoldVerret,Ph.D.
Common Degree Abbreviations (Preferred Formatting)
• Ph.D.(notPhD)
• Ed.D.
• Pharm.D.
• M.D.
• J.D.
• MBA
Faculty & Professional Titles Capitalize formal titles when used before a name:
• PresidentReynoldVerret
• AssociateProfessorMonicaPierre
• VicePresidentRonaldM.CarrereJr.
Lowercase when used generically:
• thepresident
• theassociateprofessor
Mix of Courtesy and Professional Titles
Ifdesigningaflyeroreventprogram,youmustdecidewhethertousetitlesordegree abbreviations.Generalrule:ifprofessionaltitlesareused,courtesytitlesmustbeusedfor allothers:
• Dr.ReynoldVerret
• Ms.LeslieD.Rose
• Rev.MitchellStevens
B. Academic Degree Programs Capitalization Rules
Capitalize degree programs when referring to formal names of programs or majors:
• BachelorofScienceinBiology
• MasterofBusinessAdministration
• DoctorofPharmacyprogram
Lowercase when referring to general fields of study:
• biologymajor
• businessadministrationdegree
• pharmacystudent
Abbreviated Degree References
Use abbreviations after the first reference when appropriate:
• BachelorofScience→B.S.
• MasterofScience→M.S.
• MasterofBusinessAdministration→MBA
• DoctorofPharmacy→Pharm.D.
Example:
• SheearnedaBachelorofScienceinChemistry.
• ShelatercompletedherB.S.atXavier.
Use of “Degree” vs. “Program”
• Use“degree”whenreferringtothecredential
• Use“program”whenreferringtotheacademicunitorexperience
Examples:
• degree:SheearnedaBachelorofScienceinBiology.
• program:Sheenrolledinthebiologyprogram.
Colleges, Departments & Units
Capitalize official names:
• CollegeofPharmacy
• DivisionofBusiness
• DepartmentofMassCommunication
Lowercase informal references:
• thebusinessdivision
Religious Titles, Orders & Clergy Credentials A. Guiding Principle
Religious titles should be handled with accuracy, respect, and consistency, reflecting both:
• Xavier’sCatholicidentity
• Professionalandacademiccredentials
When individuals hold both religious titles and doctoral degrees, prioritize clarity and avoid redundancy.
B. Common Religious Titles Clergy & Religious Orders
Capitalize formal religious titles when used before a name:
• SisterJaneDoe
• FatherThomasO’Hara
• ReverendJohnSmith
Lowercase when used generically:
• thesister
• thepriest
• thereverend
C. Religious Orders (Xavier Standards) Sisters of the Blessed Sacrament (S.B.S.)
• Firstreference:
o SisterJaneDoe,S.B.S.
• Subsequentreference:
o SisterDoe
• Alwayscapitalizethefullnameoftheorder
• UsetheabbreviationS.B.S.afterthenamewhenrelevant
Dominican Order
Use one of the following, depending on context:
• BrotherJohnDoe,O.P.(OrderofPreachers Dominican)
• FatherJohnSmith,O.P.
Note:
• “Dominicans”maybeusedingeneralreferences
• “OrderofPreachers”istheformalname
• UseO.P.asthepost-nominalabbreviation
D. Clergy with Doctoral Degrees Do Not Stack Titles
Avoid combining:
• Dr.+religioustitle
• Multiplehonorifics
Incorrect:
• ❌ Dr.SisterJaneDoe
• ❌ SisterJaneDoe,Ph.D.,Dr.
Preferred Formats
Choose one primary title, based on context:
Option 1: Religious Title (Preferred in most Xavier contexts)
• SisterJaneDoe,Ph.D.
• FatherThomasO’Hara,Ph.D.
Option 2: Academic Title (when academic role is primary)
• Dr.JaneDoe,S.B.S.
Best Practice
• Prioritizereligioustitlein:
o Universitystorytelling
o Catholicidentitycontexts
o Ceremonialormission-drivencontent
• PrioritizeDr.in:
o Academicorresearch-heavycontexts
o Externalscholarlycommunications
E. Abbreviations & Formatting
• Placereligiousorderabbreviationsafterthename:
o SisterJaneDoe,S.B.S.
o FatherJohnSmith,O.P.
• Placeacademicdegreesafterthenamewhenused:
o SisterJaneDoe,S.B.S.,Ph.D.
• Maintainconsistentpunctuation:
o Useperiodsinabbreviations(S.B.S.,O.P.,Ph.D.)
Catholic Identity & Religious Style A. Guiding Principle
Xavier’s Catholic identity should be reflected in:
• Accuracy in terminology
• Respect for tradition
• Consistency in capitalization and usage
Religious references should be clear and accessible to both:
• Catholicaudiences
• GeneralaudiencesunfamiliarwithCatholicterms
B. Capitalization of Religious Terms
Capitalize:
• Mass (whenreferringtotheCatholicliturgy)
o Example:StudentsattendedMassinthechapel.
• Catholic (alwayscapitalized)
• Church (whenreferringtotheCatholicChurchasaninstitution)
o Example:TheChurchteaches…
• Sacraments:
o Eucharist
o Communion(whenreferringtothesacrament)
o Confirmation
o Baptism
• Scripture references:
o Bible
o Gospel
o OldTestament/NewTestament
Lowercase:
• chapelorchurch(whenreferringtoabuilding)
o Example:Theeventwasheldatthechurchoncampus.
• mass(generic/non-Catholicuseonly)
C. The Eucharist & Communion
• UseEucharistinformalortheologicalcontexts
• UseCommunioningeneralaudiencecontexts
Examples:
• StudentsreceivedCommunionduringMass
• TheEucharistiscentraltoCatholicworship
D. Saints & Foundress References
Saint Katharine Drexel
• WriteSaintKatharineDrexel(St.isacceptable)
• Maintaincorrectspelling:Katharine(notKatherine)
E. Religious Events & Observances
Capitalize formal names of observances:
• Lent
• AshWednesday
• HolyWeek
• Easter
• Christmas
• Ramadan(whenreferencedalongsideinterfaithobservances)
Lowercase general references:
• theseasonoflent(acceptableininformaluse,butprefercapitalizedLent)
F. Prayer & Worship Language
• Userespectful,neutralphrasing
• Avoidoverlycasualreferencestosacredpractices
Examples:
• Thecommunitygatheredinprayer
• Theeventopenedwithaprayer
G. Catholic Institutions & Identity Language
• Use:
o Catholicidentity
o Catholicmission
o Catholictradition
• Avoidoverexplainingbasicconceptsunlessneededforaudienceclarity
H. Interfaith Awareness
While Xavier is Catholic:
• Acknowledgeandrespectdiversefaithtraditions
• Useinclusivephrasingwhenappropriate
Example:
• TheUniversitysupportsstudentsofallfaithbackgrounds
I. Chapel & Sacred Spaces
• Capitalizeformalnames:
o SaintKatharineDrexelChapel
• Lowercasegeneralreferences:
o thechapel
J. Tone & Representation
Catholic identity should be:
• Integratednaturallyintostorytelling
• AlignedwithXavier’smission
Catholic references should:
• Reflectreverenceandaccuracy
• Beaccessibletoallaudiences
• ReinforceXavier’sidentityasahistoricallyBlackandCatholicuniversity
Accessibility & Accessible Language A. Guiding Principle Accessibility is not an add-on it is a core responsibility of University Communications.
All content should be:
• Understandable
• Inclusive
• Usablebyallaudiences, includingpeoplewithdisabilities
Xavier’s communications should reflect its mission to promote a just and humane society by ensuring no audience is excluded.
B. Accessible Writing Standards Clarity & Readability
• Useplain,directlanguage
• Avoidjargonwhenpossible(ordefineitclearly)
• Keepsentencesconcise
Example:
• Lessaccessible: Utilize institutional resources to facilitate engagement
• Moreaccessible: Use campus resources to stay involved
Structure for Accessibility
• Use:
o Shortparagraphs
o Clearheadings
o Bulletpointsforlists
• Avoidlargeblocksoftext
Active Voice
• Preferactivevoicetoimprovecomprehension
Example:
• Passive: The event was attended by students
• Active: Students attended the event
C. Inclusive & Person-First Language General Rule
Use person-first language unless a community prefers identity-first language.
• Person-first:
o studentwithadisability
o personwithautism
• Identity-first(usewhenappropriateorpreferred):
o Deafstudent
o autisticperson
Avoid Deficit-Based Language
Do not frame individuals as:
• victims
• sufferingfrom
• confinedto
Instead:
• Useneutral,respectfulphrasing
Examples:
• ❌ wheelchair-bound
• ✅ wheelchairuser
• ❌ suffersfromadisability
• ✅ hasadisability
Avoid Inspiration Framing
Do not portray individuals with disabilities as:
• inspirationalsolelybecauseoftheircondition
Focus on:
• accomplishments
• expertise
• impact
(This aligns with the tone used in Xavier storytelling, where lived experience is connected to broader impact not framed as pity or inspiration alone.)
D. Accessibility as a Universal Concept
When appropriate, frame accessibility as:
• beneficialtoeveryone,notjustpeoplewithdisabilities
Example framing:
• Accessibilitysupports:
o parentswithstrollers
o olderadults
o temporaryinjuries
This aligns with Xavier storytelling that positions accessibility as a shared human need
E. Digital Accessibility Standards Alt Text (Required)
All images must include alt text that:
• Clearlydescribestheimage
• Includesrelevantcontext
• Avoids“imageof”or“pictureof”
Example:
• Student in a white lab coat conducts a chemistry experiment in a Xavier lab classroom.
Links
• Usedescriptivelinktext
Avoid:
• Clickhere
Use:
• LearnmoreaboutXavier’sCollegeofPharmacy
Color & Design
• Ensuresufficientcontrast
• Donotrelyoncoloralonetoconveymeaning
• Usereadablefontsandsizes(nolargerthan18point)
Captions & Video
• ProvidecaptionsforallvideosorensureCCoptionisavailable
• Ensuretranscriptsareavailablewhenpossible
F. Event & Communication Accessibility
When promoting events, include:
• Accessibilityaccommodations(ifavailable)
• Contactforrequests
Example:
• For accessibility accommodations, please contact [email].
G. Quick Language Guide
Avoid Preferred handicapped personwithadisability wheelchair-bound wheelchairuser suffersfrom has/liveswith normal(vsdisabled) nondisabled inspirational(defaultframing)accomplished/impactful
H. Editorial Checklist for Accessibility
Before publishing, confirm:
• Languageisinclusiveandrespectful
• Sentencesareclearandconcise
• Alttextisincludedforallimages
• Linksaredescriptive
• Contentisreadableonmobileandscreenreaders
I. Xavier Standard
Accessibility is both:
• Atechnicalrequirement
• AreflectionofXavier’svalues
All communications should reinforce dignity, clarity, and inclusion ensuring that Xavier’s message is truly for everyone.
J. Visual Accessibility: Images & Graphics
Limit Text in Images
• Imagesshouldnotbetext-heavy
• Essentialinformationmustneverliveonlyinsideanimage
Why this matters:
• Screenreaderscannotinterpretembeddedtextreliably
• Text-heavygraphicsarehardertoreadonmobile
• Userswithvisualorcognitivedisabilitiesmaymisskeyinformation
Best Practice:
• Keeptextinimagesminimal(headlinesorshortphrasesonly)
• Placefulldetailsinaccompanyingcaptionorbodycopy
• Alwaysprovidealttextthatcapturesmeaning notjustappearance
Example:
• ❌ Flyerimagewithalleventdetailsembedded
• ✅ Simplevisual+fulleventdetailsincaptionorposttext
K. Inclusive Language Standard Core Principle
All language should be inclusive, respectful, and representative of diverse experiences and identities.
This includes:
• Raceandethnicity
• Disabilityandability
• Genderidentityandexpression
• Culturalbackground Communications should:
• Reflectdignityandrespect
• Removebarrierstounderstanding
• EnsureeveryaudiencecanfullyengagewithXavier’smessage
Avoid Exclusionary or Culturally Loaded Phrases
Do not use phrases that:
• Carryunintendedculturalmeaning
• Reinforcestereotypes
• Mayexcludeoralienateaudiences
Examples to Avoid:
• “heavylift”
• “crazy,”“insane,”orotherstigmatizingdescriptors
• “normalpeople”
Preferred Approach:
• Bespecific,neutral,andrespectful
• Describesituationswithoutassigningjudgment
L. Avoid Ability-Based Language Assumptions Do Not Assume How an Audience Engages with Content
Avoid phrases that presume:
• sight
• hearing
• readingability
• cognitiveprocessing
Examples to Avoid:
• “Youwillsee…”
• “Youwillread…”
• “Asyoucanhear…”
• “Clearly…”(whenreferringtoperception)
Use Inclusive Alternatives
Write in a way that allows for multiple ways of engaging:
• ❌ Youwillseetheimpactofthisprogram
• ✅ Theprogramhighlightsitsimpact
• ❌ Asyoureadbelow
• ✅ Thefollowingsectionoutlines
• ❌ You’llhearfromstudents
• ✅ Studentssharetheirexperiences
General Rule
Focus on content, not the audience’s ability to perceive it.
M. Tone & Respect in Inclusive Writing • Avoidlanguagethat:
o Talksdowntotheaudience
o Over-explainsoroversimplifiesunnecessarily
o Centersassumptionsaboutability
• Aimfor:
o Neutral,professionaltone
o Clearanddirectcommunication
o Respectforvariedlivedexperiences
N. Quick Accessibility Additions Checklist Before publishing, confirm:
• Imagesarenotoverloadedwithtext
• Keyinformationisavailableoutsideofvisuals
• Languagedoesnotassumeability(seeing,hearing,reading)
• Phrasingisinclusiveandculturallyaware
• TonereflectsXavier’smissionandrespectforallaudiences
Media Law & Ethics for University Communications A. Guiding Principle All Xavier communications must balance:
• Accuracy and truth
• Legal compliance
• Ethical responsibility
• Institutional integrity
As a university newsroom, Xavier operates at the intersection of:
• journalism
• publicrelations
• highereducationpolicy
B. What We Must Do (Legal & Ethical Requirements) Accuracy & Verification
• Verifyallfactsbeforepublication
• Confirm:
o names
o titles
o dates
o statistics
• Attributeallexternaldataandclaims
Fairness & Context
• Provideappropriatecontextforallclaims
• Avoidmisleadingframingorselectiveomission
Corrections
• Correcterrorspromptlyandtransparently
• Donotquietlydeleteoralterpublishedcontentwithoutacknowledgment
Respect Privacy (FERPA Awareness)
Under the Family Educational Rights and Privacy Act:
Do not disclose without permission:
• Studentgrades
• Alumniinformation(contactandgiving)
• Donorinformation(contactandgiving)
• StudentIDnumbers
• Disciplinaryrecords
• Non-directorypersonalinformation
Allowed (directory information, if not restricted):
• Name
• Major
• Classification
• Honors
• Graduationyear
Obtain Consent When Needed
• Usewrittenpermissionfor:
o studentstoriesinvolvingsensitivetopics
o identifiableimagesusedinmarketing/editorialcontexts
o minors(parent/guardianconsentrequired)
C. What We Cannot Do (Legal Boundaries) Defamation (Libel)
Do not publish false statements that harm someone’s reputation.
Avoid:
• unverifiedallegations
• implyingwrongdoingwithoutevidence
Copyright Violations
Do not use:
• images,videos,ortextwithoutproperrightsorlicenses
• contentpulledfromtheinternetwithoutpermission
Always:
• creditsources
• confirmusagerights
False Endorsements
Do not imply:
• Xavierendorsesaproduct,company,orindividualwithoutauthorization
Misrepresentation
Do not:
• stageoralterrealityinawaythatmisleadsaudiences
• presentopinionasfact
D. What We Should Do (Ethical Best Practices) Tell the Truth—Fully
• Avoid“spin”thatdistortsreality
• Acknowledgecomplexitywhenappropriate
Center Dignity
• Treatallsubjectswithrespect
• Avoidexploitativestorytelling
Use Care in Sensitive Situations
Particularly for:
• deaths
• layoffs
• crime
• trauma
Follow principles of:
• compassion
• accuracy
• restraint
Quote Responsibly
• Donotfabricatequotes
• Donotaltermeaning
• Minoreditsforclarityareacceptable
Disclose Conflicts When Relevant
• Betransparentabout:
o partnerships
o fundingrelationships
o institutionalinterests
E. What We Should Avoid (Editorial Pitfalls)
• Overlypromotionalor“advertorial”toneinnewsstories
• Omittingkeyfactsthatmateriallychangemeaning
• Publishinginternalperspectivesasiftheyareneutralreporting
• Usinganonymoussourceswithoutstrongjustification
F. Opinion vs. News
News Content
• Fact-based
• Balanced
• Attribution-driven
Opinion / Editorial Content
• Clearlylabeled
• Representsadefinedperspective(e.g.,president,institution)
G. Photo & Video Ethics
• Donotmanipulateimagesinmisleadingways
• Avoidstagingscenespresentedascandid
• Ensuresubjectsunderstandhowimageswillbeused
H. Social Media Considerations
• Applythesamestandardsasformalpublications
• Donot:
o speculate
o postunverifiedinformation
o engageinpublicdisputes
I. Crisis & High-Risk Communications In sensitive or high-profile situations:
• Coordinatewithleadership
• Alignmessagingwithinstitutionalpriorities
• Balancetransparencywithlegalconsiderations
J. Xavier Standard
Xavier communications should reflect:
• Truth
• Accountability
• Respect for individuals
• Commitment to justice
Ethical storytelling is not optional it is central to Xavier’s mission.
Before publishing, ask:
• Isittrue?
• Isitfair?
• Isitnecessary?
• Isitrespectful?
• Isit legally sound?
Institutional Compliance: Accreditation & 501(c)(3) Safeguards All Xavier communications must protect the University’s:
• Accreditation status
• 501(c)(3) nonprofit designation
• Institutional credibility and independence
Communications must remain nonpartisan, educational, and mission-driven never political advocacy.
A. 501(c)(3) Compliance (Political Activity Restrictions) As a nonprofit organization under the Internal Revenue Code Section 501(c)(3), Xavier must not participate in political campaign activity.
Strictly Prohibited
Do not, in any University communication:
• Endorseoropposeapoliticalcandidate
• Suggestinstitutionalsupportforacampaign
• UseUniversityplatformstopromote:
o candidates
o politicalparties
• Publishstatementssuchas:
o “Xaviersupports…”(acandidate)
o “Votefor…”
o “Weencourageyoutoelect…”
Also Prohibited
• Sharingcampaignmaterialsonofficialchannels
• AllowingUniversityresources(logos,platforms,emaillists)tobeusedforpolitical campaigns
• Highlightingonecandidateinawaythatimpliesendorsement
B. What Is Allowed (Nonpartisan Engagement) Xavier may:
• Encouragecivicengagement(e.g.,voterregistration,education)
• Hostcandidateforumsif:
o allviablecandidatesareinvited
o theeventisneutralandeducational
• Provideissue-basededucationalignedwithmission
C. Accreditation Considerations Accreditation bodies expect:
• Institutionalneutralityinpoliticalmatters
• Integrityinacademicandpubliccommunications
• Freedomfromundueinfluenceorbias
Communications must not:
• Undermineacademiccredibility
• Suggestinstitutionalbiasinawaythatconflictswithacademicstandards
D. Advocacy vs. Education Permissible (Education-Based)
• Explainingpolicyimpactsonhighereducation
• Discussingsocialissuesalignedwithmission
• Highlightingresearchorexpertise
Not Permissible (Advocacy for Candidates)
• Supportingoropposingspecificindividualsrunningforoffice
E. Public Officials vs. Candidates
Allowed
• Highlightingelectedofficialsin:
o officialvisits
o partnerships
o speakingengagements
Important Distinction
If an individual is a candidate at the time of communication:
• Coveragemustremain:
o neutral
o factual
o non-promotional
F. Language to Avoid
• “Wesupport…”(candidateorcampaign)
• “Weurgevotersto…”(specificcandidatedirection)
• “ThiscandidatealignswithXavier’svalues”
G. Safe Language Alternatives
• “TheUniversityhostedaforumfeaturingcandidates…”
• “Theeventfocusedoncivicengagementandvotereducation…”
• “Leadersdiscussedissuesimpactinghighereducation…”
H. High-Risk Scenarios
Exercise caution with:
• Socialmediapostsinvolvingpublicofficials
• Eventpromotionduringelectioncycles
• Quotesfromleadershipthatcouldbeinterpretedaspoliticalendorsement
When in doubt:
• ConsultUniversityleadershipand/orlegalcounsel
I. Xavier Standard
Xavier communications must:
• Remainnonpartisan
• ProtecttheUniversity’slegalstanding
• Reflectitsmissionwithoutengaginginpoliticalcampaigning
Before publishing, ask:
• Doesthissuggestsupportforacandidate?
• Couldthisbeinterpretedaspoliticalendorsement?
• DoesthisuseUniversityresourcesforpoliticalpurposes?
If the answer is yes or unclear revise or escalate.
Use of Institutional Research, Data & University Facts A. Guiding Principle
All Xavier communications must reflect accurate, verified, and institutionally approved data.
Institutional facts are not editorial they are official representations of the University and must be handled with precision and consistency.
B. Source of Truth
The only trusted source for official Xavier data and statistics is:
• UniversityCommunications, incoordinationwith
• TheOfficeofInstitutionalResearch
University Communications serves as the central clearinghouse for:
• facts
• rankings
• institutionalstatistics
• approvedlanguage
C. Verification Requirement
All institutional data must be:
• VerifiedwiththeOfficeofInstitutionalResearch
• ConfirmedthroughUniversityCommunicationsbeforepublication
This includes:
• enrollmentfigures
• rankings
• outcomes(e.g.,medicalschoolplacementrates)
• granttotals
• historicalfacts
D. No Alteration Without Approval Institutional facts:
• Mustnotbealtered,paraphrased,orrewrittenwithoutapproval
• Mustretaintheirapprovedwordingandcontext
Examples:
• Donotsimplifyorroundstatisticsunlessexplicitlyapproved
• Donotreframerankingsinawaythatchangesmeaning
E. Wordsmithing & Framing
University Communications works with Institutional Research to:
• Translatedataintoclear,audience-friendlylanguage
• Ensureconsistencyacrossplatforms
• MaintainalignmentwithXavier’smessaging
All editorial framing of data should:
• preserveaccuracy
• avoidexaggeration
• reflecttheoriginalintentofthedata
F. Use of External Sources (Rankings & Statistics) When referencing external data (e.g., rankings, national reports):
• Verifyaccuracybeforepublication
• Confirm:
o sourcecredibility
o mostrecentdataavailable
o correctinterpretation
Do not rely on:
• unverifiedwebsites
• outdatedrankings
• secondarysummarieswithoutsourceconfirmation
G. Attribution Standards
When appropriate, include clear attribution:
• “AccordingtotheAmericanAssociationofMedicalColleges…”
• “U.S.News&WorldReportranks…”
Avoid vague phrasing:
• ❌ “Xavierisoneofthetopschools…”
• ✅ “XavierisrankedamongthetopHBCUsbyU.S.News&WorldReport…”
H. Consistency Across Communications All University materials must use:
• thesameapprovedstatistics
• thesamephrasingforkeyfacts
This applies to:
• websitecontent
• pressreleases
• speeches
• socialmedia
• marketingmaterials
• e-marketing
I. High-Risk Areas Exercise extra caution with:
• rankingslanguage
• comparativeclaims(“top,”“leading,”“#1”)
• historicalclaims
• datausedinadvertisingorbillboards
When in doubt:
• confirmwithUniversityCommunications
J. Xavier Standard
Institutional data must be:
• accurate
• verified
• consistent
• approved
There is no flexibility in the handling of official University facts.
Before publishing, ask:
• HasthisdatabeenverifiedbyInstitutionalResearch?
• AmIusingtheapprovedlanguage?
• Couldthisbemisinterpretedoroverstated?
If uncertain pause and confirm.
Appropriate Publications & Content Placement A. Guiding Principle
Each Xavier communication channel serves a distinct audience and purpose. Content should be placed strategically to ensure it reaches the right audience, in the right format, with the appropriate tone.
Writers and contributors should match content to platform, not simply publish wherever space is available.
B. Primary University Publications Xavier Gold
Audience: Alumni and Friends | Frequency: Annual
Purpose:
• ShowcasetheimpactofXavierthroughfeaturestorytelling
• Highlightalumni,students,faculty,andinstitutionalmilestones
• ReinforceXavier’smission,legacy,andcommunity
Content Types:
• Long-formfeaturestories
• Alumniprofilesandachievements
• Institutionalmilestonesandhistoricalreflections
• Signatureprogramsandculturalnarratives
Tone:
• Narrative,reflective,andmission-driven
• Elevatedstorytellingwithstronghumaninterest
Forward
Audience: External stakeholders, partners, academic community | Frequency: Annual
Purpose:
• HighlightXavier’sleadershipinresearch,innovation,andengagement
• PositiontheUniversityasacontributortothoughtleadershipandsocietalimpact
Content Types:
• Researchinitiativesandbreakthroughs
• Facultyexpertiseandscholarship
• Communityimpactandpartnerships
• Innovationandprogramdevelopment
Tone:
• Forward-looking,informative,andimpact-focused
• Accessiblebutgroundedinacademiccredibility
University Communications Newsletters Audience: Internal and external stakeholders | Frequency: Ongoing
Purpose:
• ProvidetimelyupdatesonUniversityactivitiesandopportunities
• Keepaudiencesinformedandengaged
Content Types:
• Eventannouncementsandrecaps
• Campushighlightsandachievements
• Keyupdatesfromleadershipordepartments
• Deadlines,initiatives,andcallstoaction
Tone:
• Clear,concise,andinformative
• Action-orientedwhenappropriate
Departmental Newsletters
Audience: Targeted (students, faculty, alumni, partners by unit) | Frequency: Varies
Purpose:
• Shareunit-specificupdatesandopportunities
• Highlightdepartmentalachievements,programs,andinitiatives
• Supportrecruitment,engagement,andretentionefforts
Content Types:
• Departmentnewsandhighlights
• Facultyandstudentachievements
• Programupdatesandannouncements
• Events,deadlines,andopportunities
Tone:
• Informativeandengaging
• AlignedwithUniversityvoiceandstandards
Standard:
Departmental communications must:
• Adheretothisstyleguide
• MaintainconsistencywithUniversitymessaging
• Avoidconflictingorunverifiedinformation
Website (News Section – xula.edu/news)
Audience: Broad public, media, prospective students, stakeholders | Frequency: Ongoing
Purpose:
• ServeastheUniversity’sofficialnewsroomandsourceofrecord
• Providecredible,timely,andsearchableinformationaboutXavier
Content Types:
• Pressreleasesandofficialannouncements
• Faculty,student,andalumniachievements
• Programlaunchesandinstitutionalinitiatives
• Grants,rankings,andrecognitions
• Eventcoveragewithinstitutionalrelevance
Tone:
• Journalisticandfact-driven
• Balancedwithafeature-styleapproachwhenappropriate
• Clear,accessible,andalignedwithAPstyle
Standard:
All major institutional news should be published here first or concurrently, as this serves as the primary reference point for external audiences.
Alumni Relations Communications
Audience: Alumni and Friends | Frequency: Ongoing
Purpose:
• Strengthenrelationshipswithalumni
• Sharenewsofrelevancetothealumnicommunity
• Encourageengagement,participation,andgiving
Content Types:
• Alumniachievementsandspotlights
• ReunionandHomecomingupdates
• Givinginitiativesandcampaignmessaging
• Alumnieventsandopportunities
Tone:
• Warm,community-centered,andengaging
• ReflectiveofsharedXavieridentityandpride
C. External Publications & Approval Requirement
All external-facing communications including:
• Departmentalnewsletters
• PublicationssharedoutsidetheUniversity
• Marketingmaterials
• Reports,brochures,anddigitalcampaigns
Must be submitted to University Communications for:
• Brandreview
• Editorialandstyleapproval
• Factverification(whenapplicable)
No external publication should be distributed without:
• AlignmentwithXavier’sbrandstandards
• Compliancewiththiseditorialstyleguide
• ApprovalfromUniversityCommunications
D. Content Placement Best Practices
• Matchcontentdepthtoplatform:
o Long-form→XavierGold/Forward
o Timelyupdates→Website/Newsletters
• Avoidduplicationwithoutpurpose:
o Adaptcontentforaudienceratherthancopyingacrossplatforms
• Ensurealignment:
o Allplatformsshouldreflectconsistentfacts,tone,andmessaging
• Prioritizethewebsiteasthesourceofrecord:
o Otherchannelsshoulddriveaudiencesbacktoxula.edu/news
Editorial Best Practices A. Guiding Principle
All Xavier communications should be:
• Accurate
• Consistent
• Accessible
• Mission-aligned
• Institutionally responsible
This guide establishes standards. Best practices ensure those standards are applied consistently across all platforms and contributors.
B. Write for the Audience First
• Prioritizeclarityovercomplexity
• Avoidinternaljargonunlessnecessary(anddefineitwhenused)
• Assumeamixedaudience:
o prospectivestudents
o alumni
o media
o generalpublic
C. Lead with Purpose
Every piece of content should answer:
• Whydoesthismatter?
• Whodoesitimpact?
• HowdoesitconnecttoXavier’smission?
Avoid writing that:
• listsfactswithoutcontext
• buriesthesignificance
D. Maintain One Xavier Voice
Regardless of platform, all communications should feel:
• Consistentintone
• Alignedinmessaging
• Groundedininstitutionalidentity
Avoid:
• dramatictoneshiftsacrosschannels
• overlycasualoroverlyformalinconsistencies
E. Accuracy Is Non-Negotiable
• Verifyallfactsthroughapprovedchannels
• Useinstitutionallyapprovedlanguagefor:
o rankings
o statistics
o historicalclaims
• Never:
o estimate
o approximate
o “rewriteforeffect”
F. Respect Process & Approval Channels • Route:
o institutionalfacts→UniversityCommunications/InstitutionalResearch
o sensitivetopics→leadershipreview
o high-riskcontent→legal/strategicconsultation
Rule: If unsure, pause and confirm.
G. Write with Inclusion in Mind
• Use:
o inclusivelanguage
o neutralphrasing
o person-firstlanguage(whenappropriate)
• Avoid:
o assumptionsaboutability
o culturallyloadedphrasing
o exclusionaryorunclearreferences
H. Design for Accessibility • Donotrelyonvisualsalonetocommunicatekeyinformation
• Avoidtext-heavygraphics
• Ensure:
o alttext
o readableformatting
o mobile-friendlystructure
I. Balance Storytelling with Responsibility
Xavier storytelling should:
• highlightpeopleandimpact
• connecttobroadermeaning
But must not:
• exaggerate
• oversimplifycomplexissues
• sacrificeaccuracyfornarrative
J. Separate News from Promotion
• Newscontentshould:
o inform
o providecontext
o includemeaningfulquotes
• Avoidturningnewsinto:
o advertisements
o purelycelebratorymessagingwithoutsubstance
K. Exercise Judgment in Sensitive Situations
Use heightened care for:
• deaths
• layoffs
• crises
• controversialtopics
Apply:
• compassion
• restraint
• clarity
L. Protect the Institution
All communications should safeguard:
• Xavier’sreputation
• legalstanding
• accreditationandnonprofitstatus
Avoid:
• politicalendorsement
• misrepresentation
• unverifiedclaims
M. Be Consistent Across Platforms
Ensure alignment across:
• website
• pressreleases
• socialmedia
• speeches
• marketingmaterials
There should be:
• oneversionofthetruth
• onestandardforlanguage
N. Think Before Publishing
Before releasing any content, ask:
• Isit accurate?
• Isit clear?
• Isit inclusive?
• Isit necessary?
• Isit aligned with Xavier’s mission?
• Isit approved (if required)?
O. Xavier Standard
Every communication should:
• reflecttheUniversity’smissionandvalues
• upholdprofessionalandethicalstandards
• serveboththeinstitutionanditsaudienceswithintegrity
