Capitalization
8.1. Capitalize a title when it appears before a name, as part of the formal title; lowercase a title when it follows the name.

• Right: The newspaper quoted Professor John Smith, Electrical Engineering and Computer Science.
• Wrong: The newspaper quoted professor John Smith, Electrical Engineering and Computer Science.
• Right: The newspaper quoted John Smith, professor, College of Engineering.
• Wrong: The newspaper quoted John Smith, Professor, College of Engineering.
• EXCEPTION: When a title appears before a name, but there is punctuation, such as a comma, between the title and the name, do not capitalize the title. (The newspaper quoted the professor, John Smith, College of Engineering.)

8.2. When the title stands alone, with no name, DO NOT capitalize it.

• The newspaper quoted the professor.

Abbreviation
8.3. Do not abbreviate titles.

Placement
8.4. Long titles go best AFTER the name.

• This is correct but clumsy:
  Associate Professor, Electrical Engineering and Computer Science, Sam Jones gave a talk on managing budgets.
• This reads better:
  Associate Professor Sam Jones, Electrical Engineering and Computer Science, gave a talk on managing budgets.
• This reads best:
  Sam Jones, associate professor, Electrical Engineering and Computer Science, gave a talk on managing budgets.

Plurals
8.5. Do NOT capitalize "professors," even if the word precedes the names.

• Right: According to professors Smith and Jones, the Department of Chemistry was expanding its curricula.
• Wrong: According to Professors Smith and Jones, the Department of Chemistry was expanding its curricula.

Honorary titles
Italics
8.6. In lists and with signatures, italicize honorary titles.

• Right:  Signed,
               John Smith, Jane Jones Professor of Engineering
• Wrong: Signed,
                John Smith, Jane Jones Professor of Engineering

8.7. In text, do NOT italicize honorary titles.

• Right: The audience welcomed John Smith, the Jane Jones Professor of Engineering.
• Wrong: The audience welcomed John Smith, the Jane Jones Professor of Engineering.

"The"
8.8. In text, do not use "the" before an honorary title.

• Right: John Smith, Jane Jones Dean of Engineering, gave the address.
• Wrong: John Smith, the Jane Jones Dean of Engineering, gave the address.

8.9. In lists and signatures, do NOT use "the" before an honorary title.

• Right:  Signed,
               John Smith, Jane Jones Dean of Engineering
• Wrong: Signed,
               John Smith, the Jane Jones Dean of Engineering

When, When Not to Use
8.10 In editorial, such as Michigan Engineer, we'll use the first name and title in the first mention of the person's name. In the second mention, we'll use only the last name. The exception: If the second mention is significantly distant from the first mention, we'll use the title and last name, then revert to last name only.

In programs and such, I think we should use the first name, last name and title in the first mention. In the second mention, I think we should use the title and last name. Or in cases in which there is no title, such as "professor" or "dean," we should use a customary title of courtesy, such as "Mr." or "Mrs." (Actually, I think "Ms." is more politically correct than "Mrs." I'll have to check.)

However, having said that, I bet that, at times, there'll be programs or some other documents that are informal. In these cases, I would use the first name, last name and title in the first mention, but ONLY the person's FIRST name in the second mention. This speaks to the fact that, although it's important to have conventions to follow, English isn't a machine. It's organic, and that's part of what makes it wonderful. Also, in informal relationships, I think informal address reinforces the friendly nature of the relationship.

So, in summary, I think we should follow my suggestion for formal programs. I also think that there will be times when we have to ask and answer the question: Is a document formal or informal; that judgment is a case-by-case decision.

(Emails between WSC and Susan Ederer, Wed 6/26/2002 10:13 AM)