The campus community
The large internal groups at the University of Calgary are students, faculty, staff, and alumni. Whenever possible and as appropriate to the message, internal and external communications should include these groups. When grouped together, they should be ordered as presented:
- Students: undergraduate and graduate, of primary importance because they are the fundamental reason for the university's existence
- Faculty: means faculty members or academics
- Staff: individuals who provide administrative or operational support to the university. Staff encompasses all individuals in the AUPE, MaPS and SLT groups
- Alumni: an important constituent group that is occasionally overlooked when considering internal audiences or the campus community
The title “Dr.”
Use the title Dr. in front of the names of any faculty, staff member or postdoctoral scholar who has been awarded a doctoral degree from the University of Calgary or other post-secondary institution. Include the abbreviation for the specific academic credential after the name. Doctorates awarded by UCalgary include the Doctor of Philosophy (PhD), Doctor of Medicine (MD), Doctor of Veterinary Medicine (DVM), Doctor of Education (EdD), or Doctor of Business Administration (DBA). For example:
- Dr. John Smith, MD, who specializes in pediatric oncology …
- Dr. Mary Hastings, PhD, a professor of sociology in the Faculty of Arts …
- Dr. Matthew James, MD, PhD, a kidney specialist ... (holds both degrees)
The title Dr. should be used at least once in an item for publication, preferably in the first reference. If placement in the first reference leads to awkward readability, the title can be applied later in the article at the writer’s discretion. For example:
Green goo, slimy snails, potent chemicals, and wastewater — who could resist it? Not Jose Luis Rodriguez Gil. An Eyes High postdoctoral scholar originally from Spain, Dr. Rodriguez Gil, PhD, simply could not say no to the chance to study the ecological effects of wastewater at the City of Calgary’s one-of-a-kind Advancing Canadian Wastewater Assets facility.
Note: We avoid the repetition of using Dr. in headlines or photo captions.
Exceptions
Executives: When referring to the president and members of the Executive Leadership Team (ELT), there are two options:
- Option 1: Use the title Dr. in front of their name, and their position behind the name:
- Dr. Ed McCauley, president
- Option 2: Use the position in front of the name:
Honorary degrees: The University of Calgary bestows the degree, a Doctor of Laws (Hon. LLD), on individuals whose notable achievements and community service merit personal recognition. The title of Dr. can be used during the convocation ceremony itself and at related events. For example, during convocation: Dr. David Werklund. Otherwise: David Werklund, Hon. LLD.
Alumni
Singular, plural and gender specific references are as follows:
- Alumnus: a male graduate (singular)
- Alumni: a group of male graduates, or a gender neutral reference to a group of graduates
- Alumna: a female graduate (singular)
- Alumnae: a group of female graduates
- Alum: an acceptable short form of alumni
When alumni are mentioned in alumni publications or in other articles with a strong focus on alumni, the style is to follow their name on first or second reference with the abbreviation for their degree and the year they graduated from the program. Applies to bachelor, master’s, and doctoral degrees. Examples:
- Naheed Nenshi, BComm’93, was elected Calgary's mayor
- Dr. Lori Egger, BA’87, MSc’90, PhD’94 (In this example, all degrees were granted by UCalgary, and the PhD merits the title Dr.)
Emeriti
The awarding of professor emeritus and associate professor emeritus dates back to a 1976 Board of Governors decision to award this distinction to certain retiring faculty members. The university currently has more than 200 professors emeriti. In accordance with the Emeritus Association of the University of Calgary, references are listed as “professor emeritus (or emerita)”, rather than “emeritus (emerita) professor.” Plural will be professors emeriti (not professor emeriti).
References are lowercase in general use or when following a name, uppercase when preceding a name.
- The professors emeriti meet regularly.
- The principal investigator, John Smith, is a professor emeritus.
- Professor Emerita Jane Doe is the principal investigator.
Singular, plural and gender specific references are as follows:
- Emeritus: single, male
- Emerita: single, female
- Emeriti: plural, gender neutral
How to refer to the president
Personal voice for general communications (e.g., UToday messages, speaking points, announcement to the campus community):
President Ed McCauley (uppercase for the title when it precedes the name)
Dr. Ed McCauley, president (lowercase for the title when it follows the name)
Second reference is McCauley
Signature line, formal voice (e.g., official letters)
Dr. Ed McCauley, PhD
President
Signature line, invitations
Dr. Ed McCauley
President and Vice-Chancellor
Salutation
Sincerely,
Titles that precede a proper name are capitalized:
Vice-President (Development) John Smith
also permissible is
VP (Development) John Smith
Titles following a name and set off by commas are not capitalized (this is the preferred usage):
Dr. John Smith, dean of arts
But: Dean John Smith
Set off long titles with commas; avoid front-loading of long titles:
Jane Smith, director of risk management, safety and security,
not
Director of Risk Management, Safety and Security Jane Smith
Do not capitalize titles standing alone:
Contact the dean of graduate studies for more information.
Do not capitalize job descriptions preceding a name:
arbitrator John Smith
Capitalize the proper names of chairs and professorships:
the Nortel Chair in Intelligent Manufacturing
but
the industry-supported chair in intelligent manufacturing
Titles of administrative officers are hyphenated, with areas of responsibility in parentheses afterwards.
vice-president (development)
vice-president (finance and services)
vice-provost (international)
associate vice-president (university relations)