Communications Style Guide

Table of Contents
Introduction/Purpose of Style Guide ……………………………………………. 2
Fonts/Point Size………………………………………………………………….. 3
District Logo……………………………………………………………………… 3
HCS Media Guidelines…………………………………………………………… 4
Using Student Photos/FERPA……………………………………………………. 6
Photographs………………………………………………………………………. 8
Administration, School Board…………………………………………………… 10
Best Practices for use of Social Networking Sites ……………………………....
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Style Guide……………………………………………………………………….
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HCS Educational Acronyms……………………………………………………..
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School Names……………………………………………………………………. 38
Sample Letters……………………………………………………………………. 39
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Hampton City Schools
Communications/Style Guide
Purpose of Communications Style Guide
Clear, consistent communication establishes and enhances a positive image of the Division. This
handbook offers guidance when creating communication and supporting materials for our
students, families, residents and community partners. Using this handbook will ensure effective
delivery of messages and reinforce efforts to build confidence in Hampton City Schools. Because
we spend most of our time writing stories to be published by the media, we try to write using the
same style used by the media. Therefore, much of this guide is based on the Associated Press
Stylebook.
Resources
Use the following resources for questions about communications style:
HCS Communications/Style Guide
Associated Press Stylebook
Strunk and White, “The Elements of Style”
A current dictionary or dictionary.com
“Grammar Girl” books, e-newsletter, website
Contact
HCS Public Relations and Marketing
(757) 727-2011
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Fonts, Point Size
Use a single space after punctuation for all print materials – letters, newsletters, brochures, etc.
For media releases/media alerts, brochures, newsletters and other publications, please use the
following:
Font: Times New Roman or Garamond is encouraged
Size: 12 point (primarily for main content of releases)
*Use a minimum point size of 11 for newsletters with multiple columns/sections for maximum
use of available space
Logos
All Division publications must include the Division’s logo.
Non-Discrimination Notice
All Division publications must include the Division’s disclaimer.
Hampton City Schools does not discriminate on the basis of race, color, national origin, sex,
disability, age or other protected classes in its programs and activities and provides equal access
to the Boy Scouts and other designated youth groups. The following person has been designated
to handle inquiries regarding the non-discrimination policies: Robbin G. Ruth, Executive
Director of Human Resources • One Franklin Street, Hampton, VA 23669 • 757 727-2000
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Hampton City Schools
Media Guidelines
Media Guidelines
Hampton City Schools recognizes the important role the media plays in reporting news and
information about its policies, programs, services, events, students and employees. The HCS
Public Relations and Marketing Department is committed to providing Division information to
the media and making every effort to work within media deadlines.
Division and school news must be submitted to the Public Relations and Marketing Department
for approval and proper dissemination to the media. Such protocol ensures accuracy and
consistently proper and professional relationships with the media.
All media requests to interview, videotape or photograph Division employees, students or board
members must be made through the Public Relations and Marketing Department. When requests
for student interviews are granted, the interview will be conducted at a Division-designated site
to minimize the loss of instructional time and disruption to the learning environment.
Visiting the Division
Hampton City Schools understands that members of the media will need to visit our schools in
order to follow through on Division stories. Members of the media are expected to notify the
Public Relations and Marketing Department prior to gaining access to Division property. As a
safety and security precaution, the media will be asked to sign-in in the main office.
When videotaping, taking a still photograph or conducting interviews while in the school
Division, a member of the Public Relations and Marketing staff, or designee, will accompany the
media at all times to minimize disruption at the school and to assist with any additional requests.
If the issue is sensitive or controversial, the executive director for public relations and marketing
will consult with the superintendent or designee. Sensitive or controversial issues include, but are
not limited to, the following topics: drugs, alcohol, sex, gangs, weapons, violence and race.
If the topic of the interview or photography is sensitive or controversial in nature, parental
consent is required.
At all times, the executive director for public relations and marketing /designee and/or an adult
representative of the school should be present when students are interviewed or photographed in
conjunction with a school or Division function. The presiding adult may intercede in the
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interview or photography any time he/she judges the questions or images to conflict with the best
interests of the student or District.
Family Educational Rights and Privacy Act
Hampton City Schools abides by the Family Educational Rights and Privacy Act (FERPA),
which allows students and parents to opt out of the release of certain information about students,
including photographs. The Public Relations and Marketing Department will work with each
school to determine who cannot be photographed and interviewed according to FERPA
guidelines.
School Board Meetings
Members of the media are invited to attend all open HCS School Board Meetings. Media may
videotape and/or record these meetings. To avoid disruption of the meeting, members of the
media are asked to not approach board members, guest speakers or members of the audience
inside the board room during the meeting. Interviews must be conducted outside the board room
in the foyer or pre-arranged conference room. Copies of the board agenda, informational items
and other meeting materials are available online at
http://www.boarddocs.com/vsba/hampton/Board.nsf
Emergencies
It is the Division’s practice to work as cooperatively as possible to provide timely information to
the media on the emergency and its impact on students and staff members, provided the release
of information does not jeopardize the emergency response activities, or conflict with FERPA,
the well-being of our students and employees, or the concerns of their families. Members of the
media may be assigned to a designated site to ensure full access to the emergency by emergency
response teams.
The Public Relations and Marketing Department will work as quickly as possible to provide
accurate information to the media through a spokesperson, written release or statement, or news
briefings.
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Using Student Photos
Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act (FERPA), a federal law, requires that Hampton
City Schools, with certain exceptions, obtain written consent prior to the disclosure of personally
identifiable information from a student’s education records. However, Hampton City Schools
may disclose appropriately designated “directory information” without written consent, unless
parent/guardian has advised the Division to the contrary in accordance with Division procedures.
The primary purpose of directory information is to allow Hampton City Schools to include this
type of information from a student’s education records in certain school publications.
Examples include:
1. A playbill, showing student’s role in a drama production;
2. The annual yearbook;
3. Honor roll or other recognition lists;
4. Graduation programs; and
5. Sports activity sheets, such as for wrestling, showing weight and height of team
members. Directory information, which is information that is generally not considered harmful
or an invasion of privacy if released, can also be disclosed to outside organizations without a
parent’s prior written consent. Outside organizations include, but are not limited to, companies
that manufacture class rings or publish yearbooks. In addition, two federal laws require local
educational agencies (LEAs) receiving assistance under the Elementary and Secondary
Education Act of 1965 (ESEA) to provide military recruiters, upon request, with three directory
information categories--names, addresses and telephone listings--unless parents have advised the
LEA that they do not want their student’s information disclosed without their prior written
consent.
Parents/guardians who do not want Hampton City Schools to disclose directory information from
their child’s education records without prior written consent, must notify the director of school
counseling, 1 Franklin Street, Hampton, VA 23669, in thirty (30) days after the beginning of the
school year or within thirty (30) days of enrolling in school. Hampton City Schools has
designated the following information as directory information:
• Student’s name
• Address
• Telephone listing
• Photograph
• Date and place of birth
• Major field of study
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams
• Degrees, honors, and awards received
• The most recent educational agency or institution attended
• Grade level
• Dates of attendance
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By law, military recruiters may request a student’s address and telephone number if the optout form is not completed and returned.
The primary use of directory information in Hampton City Schools is to include this type of
information from a student’s education records in certain school publications, such as: a playbill
showing a student’s role in a drama production; honor roll or other recognition lists; graduation
programs; sports activity sheets, such as for football, showing weight and height of team
members; yearbook; school newspapers and school district publicity.
Schools should be mindful of students whose parents have opted out and ensure that their
photographs and other "directory" information is not published.
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Photographs
When sending photographs to HCS PR & Marketing:
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Send pictures as a JPG attachment, not as part of a Word document, PowerPoint or a link.
Photos should be no larger than 4” x 6 and less than 3 MB, unless requested.
Photos should be at least 250 dpi or taken with the “best” setting.
Include a caption for the photo.
For group photos, such as homecoming court, award winners, small groups, etc., include
the first and last name of students from left to right. If the picture includes more than 15
students, use your best judgment.
Please include first and last names of all staff members.
When posting pictures on the website or on the Division slide show:
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Limit the use of “grip-and-grin” pictures.
Use photos that show action, are expressive and tell a story.
Photos that are blurry, out of focus or don’t appear to have a significance are not
recommended.
Limit the use of photos that include too many “backs of heads,” unless specifically
requested.
Photos should be horizontal and no smaller than 300 x 500 pixels at 72 dpi to be
considered for the rolling photos on the homepage.
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Examples of Photos
Good: Close-up to student; shows expression
Not as good: Cluttered, lacks direction
Good: Shows action, expression
Not as good: No faces, identities
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Administrators, School Board
When referring to HCS administrators and members of the Board of Education in print or
electronic publications, use the following guidelines:
Administrator titles - Capitalize only when used as a formal title before a name: Superintendent
Dr. Linda Shifflette; Deputy Superintendent Dr. Patricia Johnson. Lowercase when used
following a name: Dr. Linda Shifflette, superintendent; Suzanna Scott, deputy superintendent.
Administrators 2014-2015
Dr. Linda Shifflette, superintendent
Dr. Pat Johnson, deputy superintendent for curriculum and instruction
Suzanna Scott, deputy superintendent for operations and support
Dr. Cynthia Cooper, executive director of research planning and evaluation
Dr. Raymond Haynes, executive director of school leadership
Dr. John Caggiano, executive director of school leadership and Title I
Dr. Donna Woods, executive director of school leadership
Robbin Ruth, executive director of human resources
Diana Gulotta, executive director of public relations and marketing
Ann Bane, director of community relations and legislative relations
HCS School Board 2014-2015
Martha Mugler, Chair
William “Dave” Pearson, Vice Chair
Linwood “Butch” Harper
Phyllis Taylor Henry
Joe Kilgore
Jason Samuels
Monica Smith
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Hampton City Schools
Social Media Guidelines, Expectations & Best Practices
The Hampton City School District recognizes the educational value in the use of various social
media (i.e., Facebook, Twitter, etc.) communication tools to engage students, parents and the
community. The District also recognizes that the line between public/private and
personal/professional is blurred and ever-changing in the digital world. The District encourages
open, honest, professional dialogue with our students and parents.
Employees are required to notify the District of all websites, social media platforms, and/or
communication tools they utilize to communicate with parents, students or the classroom
community.
Employees should also note that all social media/communication sites fall under board policies
GBBD, GBBB and GBAC.
An excerpt from GBBD, which specifically addresses social networking, includes:
“ …The School Board of the City of Hampton recognizes that many of its employees use social
media. The absence of, or lack of explicit reference to, a specific site does not limit the extent of
the application of this policy. The guidelines for functioning in an electronic world are the same
as the standards listed in policy GBAC (Standards of Employee Conduct). The School Board
recognizes that employees retain the right to keep their personal interests and business separate
from their duties and responsibilities as School Board employees. Because School Board
employees have the unique responsibility within the community to serve as role models, leaders,
and caretakers for the division’s students, certain conduct is inconsistent with employment with
the School Board. For that reason, employees are expected to exercise proper care when using
social media.
All postings on social media must comply with Hampton City Schools’ policies on
confidentiality and disclosure of confidential information. Employees unsure about the
confidential nature of information they are considering posting should consult their
principal/department head.
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Employees shall not link to the Hampton City Schools’ website or post any school division
material on a social media site without written permission.
Employees shall not post any comment or picture involving any School Board member,
employee, volunteer, student, professional/contractor of Hampton City Schools without his/her
expressed consent (unless performed as part of official duties within the public relations area).
The above policies apply whether using a personal service/site or an HCS-provided service/site.
Social Media Sites Created for Organizational Purposes
Hampton City Schools recognizes that social media might be used for administrative or
instructional purposes. Services or sites created by HCS personnel for these purposes shall abide
by the following:
Any created services/sites (blogs, Facebook pages, Twitter accounts and the like) must be
registered with the Department of Information Technology whether they are interactive in nature
or not; sites that allow interactive postings will require the creator to also list the moderator for
the site.
All interactive sites must include a posting policy which covers:
The process for posting including any review process;
A statement that inappropriate posts will not be posted or will be removed for inappropriate
content;
A statement of what constitutes inappropriate content, to include rude, offensive, defamatory,
off-topic, or content inappropriate to minors.
Sites that allow the public, students or others to interact or otherwise post content to social media
sites created by HCS personnel must be moderated and include a copy of the posting policy in a
conspicuous place on the site.
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Acceptable Use
It is considered generally acceptable to use social media created specifically for administrative or
instructional purposes for the following purposes:
To serve as a notification and engagement tool with the public, students, teachers or parents.
For posting class assignments or encouraging online discussion of educational topics.
For sharing educational content such as relevant videos, pictures or text. Employees shall
observe all copyright laws.
To serve as a teaching tool for a class project.
Unacceptable Use
It is considered generally unacceptable to use social media created specifically for administrative
or instructional purposes for the following purposes:
The posting of student information including, but not limited to, names, pictures, grades or other
information whether permission has been granted or not (unless tasked with operating a social
media site in conjunction with public relations duties).
For non-business-related or non-educational purposes.
For personal gain or commercial purposes.
Socializing with students or minors using any electronic media that violates the principles of the
Standards of Employee Conduct as stipulated in policy GBAC…”
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General Rules for Communication through Social Media
First, does the communication pass the TAP test?
Electronic communication with students and parents should always be Transparent, Accessible,
and Professional as defined below.
The communication is transparent. ALL electronic communication between staff and
students/parents should be transparent. As a public school district, we are expected to maintain
openness, visibility and accountability in regards to all communication.
The communication is accessible. ALL electronic communication between staff and
students/parents should be considered a matter of public record, part of the District archives,
and/or may be accessible by others.
The communication is professional. ALL electronic communication from staff to
students/parents should be written as a professional representing the Hampton City School
District. This includes word choice, tone, grammar, and subject matter that model the standards
and integrity of an HCS professional. Always choose words that are courteous, conscientious,
and generally businesslike in manner. Each time your post a photograph or information through
social media, make sure you would gladly show it to the following people:
Your mother
Your students
Your superintendent
The editor of the Daily Press
Using photos in electronic/social networking sites
Please use caution when posting photos for all social media. Please make sure that you do not
post a personally-identifiable photo of a student whose parents have completed a FERPA opt-out
form. The school secretary should maintain a list of students on the opt-out list.
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Facebook (District level)
Hampton City Schools has a district-wide business Facebook account maintained by the Public
Relations and Marketing Department. This system-wide presence highlights the activities and
accomplishments of all schools and departments. It is actively monitored throughout the day and
updated daily.
If a building/program wishes to have something posted to the District Facebook, please contact
the Public Relations and Marketing Department with the information.
Facebook (Building Level)
If a building/program wishes to create a Facebook page, the building principal/supervisor is
responsible for monitoring information and keeping it current. Because of the time required in
keeping the page current, the District encourages the use of more than one page administrator.
The page is a reflection of the District and should be maintained in a professional manner. It
should be registered with the Information Technology Department. The principal/supervisor
should contact the Public Relations and Marketing Department for guidance. All Facebook pages
must have user guidelines, which will be provided by the Public Relations and Marketing
Department.
Twitter
Twitter is a social media tool that allows for timely updates and announcements to be sent to
“Followers”. The District hosts a site at https://twitter.com/HamptonCSchools
Subscribers receive periodic posts of 140 characters or less via email and/or as messages to cell
phones. Announcements are brief. If building/program wants an announcement or activity
shared through Twitter, please contact the Public Relations and Marketing Department.
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If building/program wishes to create a Twitter account, please notify the Public Relations and
Marketing Department and the Information Technology Department. Direct messaging or
personal messaging is discouraged.
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Best Practices for Use of Social Networking Sites
The following are suggestions to assist you in creating, maintaining or participating in the
various forms of communication and social networking sites available. This is not a
comprehensive list and will continue to be updated. Your social networking pages are a
reflection of you as a professional and as a member of the Hampton City Schools team. As
such, inappropriate material can be used in disciplinary action.
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Be accountable for the content on your profile and assume that everyone has access to
your profile. You are personally responsible for what is on your site. Remember-online
postings remain public for a long time. YOUR STUDENTS WILL GOOGLE YOU!
Remind all other members of your network of your position as an educator whose profile
may be accessed by current or former students, and to monitor their posts to your network
accordingly. Conversely, be judicious in your postings to all friends, sites and act
immediately to remove any material that may be inappropriate from your site whether
you posted or someone else did.
Avoid defamatory comments, obscene material, or proprietary information.
Do not post or state anything that you would not state at the front of the classroom.
Do not discuss students or other employees.
Do not post images of students.
Consider whether postings will adversely impact your ability to be a role model for
students.
Set privacy settings to carefully control individuals who will have access. Limit the types
of information that your friends can view.
Consider creating friend lists and set different permissions for different lists.
Check your wall regularly.
Consider creating a profile strictly for professional use.
Use strong passwords that are different than others used.
Do not post confidential student information (everything is confidential!).
Recognize that many former students have online connections with current students, and
that information shared between school adults and former students is likely to be seen by
current students as well.
Report inappropriate colleague and/or student online behavior immediately to your
administrator.
When communication/blogging with students, get parent permission and/or signed
student agreements.
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Basic good rules of thumb:
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If you wouldn’t say or write it in front of your classroom, it is not appropriate to share in
the electronic/social-networking arena.
If you would not want your grandmother to read this on the front page of the local paper,
do not post or share through any electronic or social networking programs
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Style Guide
A
academic degrees – Use an apostrophe in bachelor’s degree, a master’s degree, etc. but
there is no possessive in Bachelor of Arts or Master of Science. Do not use an apostrophe
in associate degree (no possessive). Capitalize degree names if used in full: Master of
Arts. Do not precede a name with a courtesy title for an academic degree and follow it
with the abbreviation for the degree in the same reference. A degree can either precede a
name, such as Dr. Linda Shifflette; or follow the name, such as Linda Shifflette, Ed.D.
Incorrect: Dr. Linda Shifflette, Ed. D.
academic departments – Use uppercase: the Department of History, the History
Department, the Department of English, the English Department.
accept, except – Accept means to receive; except means to exclude.
acronyms – Avoid using an acronym on first reference, unless its meaning is readily
recognized. Preferred form is to write a name in full on first reference, directly followed
by the acronym in parentheses. An acronym can then be used in all subsequent
references. Hampton City Schools (HCS)
addresses – Follow the guidelines established by the U.S. Postal Service for mailing
addresses. Use abbreviations Ave., Blvd. and St. only with a numbered address. Spell out
and capitalize First through Ninth when used as street names; use figures with two letters
for 10th and above. Abbreviate compass points with a single, capital letter to indicate
directional ends of a street in a numbered address, but spell out directions in a street
name.
affect, effect – Affect, as a verb, means to influence: The game will affect the standings.
Effect, as a noun, means result: The effect of the program was overwhelming.
ages – Always use figures: The girl is 9 years old; the law is 15 years old; the 150-yearold building. When the context does not require years or years old, the figure is presumed
to be years. Use hyphens for ages expressed as adjectives before a noun or as substitutes
for a noun. Example: A 5-year-old boy; the race is for 3-year-olds.
aid, aide – Aid is assistance. An aide is a person who serves as an assistant.
alumnus, alumni, alumna, alumnae – Use alumnus (alumni in the plural) when
referring to a man who has attended a school. Use alumna (alumnae in the plural) when
referring to a woman. Use alumni when referring to a group of men and women.
annual – A first-time event cannot be the first annual. Note that sponsors plan to hold the
event annually. An event becomes annual after three consecutive years. Do not use first
annual or second annual.
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art, artwork
assistant – Do not abbreviate. Capitalize only when used in a formal title before a name:
Assistant Superintendent Dr. Patricia Johnson. See titles.
associate degree – Not associate’s degree. See academic degrees.
B
Bachelor of Arts, Bachelor of Science – A bachelor’s degree or bachelor’s is
acceptable in any reference. See academic degrees.
Boy Scouts – The full name of the national organization is Boy Scouts of America. Cub
Scouting is for boys 8 through 10. Members are Cub Scouts or Cubs. Boy Scouting is for
boys 11 through 17. Members are Boy Scouts or Scouts.
buildings – Capitalize official building names. Abbreviations are acceptable for Division
school buildings on second reference, as applicable.
bus, buses – Not busses. The verb forms: bus, bused, busing.
C
cancel, canceled, canceling, cancellation
capitalization – Only capitalize proper nouns; in general, avoid unnecessary capitals.
PROPER NOUNS: Capitalize nouns that constitute the unique identification for a
specific person, place or thing: John, Mary, America, Hampton, Virginia.
PROPER NAMES: Capitalize common nouns such as party, river, street and west when
they are an integral part of the full name for a person, place or thing: Democratic Party,
Missouri River, Washington Street, West Virginia.
COMPOSITIONS: Capitalize the principal words in the names of books, movies, plays,
poems, operas, songs, radio and television programs, works of art, etc.
TITLES: Capitalize formal titles when used directly before a name. Lowercase formal
titles when used alone or in constructions that set them off from a name by commas.
century – Lowercase, spelling out numbers less than 10: the first century, the 20th
century. For proper names, follow the organization’s practice: 20th Century Fox,
Twentieth Century Fund.
child care – Two words, no hyphen, in all cases.
class, class of (year) - Capitalize when referring to a specific graduating class: Class of
1993 reunion.
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classwork, course work
coed, coeducation – No hyphen.
colleges/universities – Spell out on first reference, using proper name: Hampton
University, University of Virginia, Christopher Newport University. Acronym is
acceptable on second reference: HU, UVA, CNU
courtesy titles - Refer to both men and women by first and last name, without courtesy
titles, on first reference*: Susan Smith or Robert Smith. Refer to both men and women by
last name, without courtesy titles, in subsequent references. Use the courtesy titles Mr.,
Miss, Ms. or Mrs. only in direct quotations or after first reference when a woman
specifically requests it: for example, where a woman prefers to be known as Mrs. Smith
or Ms. Smith.
*An exception for HCS is when someone has a doctorate. Use “Dr.” as a courtesy title
on first reference.
When it is necessary to distinguish between two people who use the same last name, as in
married couples or brothers and sisters, use the first and last name, without courtesy title.
In cases where a person's gender is not clear from the first name or from the story's
context, indicate the gender by using he or she in subsequent reference.
D
data – A plural noun. Singular is datum.
database – One word.
dates – Capitalize the names of months. When a month is used in a specific date,
abbreviate the following months: Jan., Feb., Aug., Sept., Oct., Nov. and Dec.
Spell out the month when used alone or with just a year: January 2011.
Avoid using st, nd, rd, or th.
CORRECT: The college visit is scheduled for October 9.
INCORRECT: The college visit is scheduled for October 9th.
NOTE: When using the entire date in a sentence, use commas in the following way: The
dance is scheduled for Feb. 14, 2012, and I hope to have a date.
days of the week – Capitalize: The conference is on Thursday. Do not abbreviate except
in a tabular format: Sun, Mon, Tue, Wed, Thu, Fri, Sat (three letters, without periods, to
facilitate tabular composition).
Department of Education – When referring to the governing agency for the state of
Virginia, spell out on first reference. DOE is acceptable for second reference.
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disabled, handicapped – Do not describe an individual as disabled or handicapped.
Always use person-first language. For example: a student with a disability; a student who
is hearing impaired; a student with autism; a student who uses a wheelchair.
division-wide
E
effect – Effect, as a noun, means result: The effect of the program was overwhelming. See
affect, effect.
email – Acceptable in all references for electronic mail. Unless part of a formal name,
lowercase. Do not use a hyphen. When listing an email address, use lowercase letters and
do not use quotation marks: jdoe@hampton.k12.va.us
English as a Second Language - ESL
ensure, insure, assure – Use ensure to mean guarantee: Steps were taken to ensure
accuracy. Use insure for references to insurance: The policy insures her life. Use assure
to mean to make sure or give confidence: He assured us the statement was accurate.
ethnic groups – African-American, Asian, Caucasian, Hispanic, Native American
extracurricular – no hyphen
F
first lady – Not a formal title. Do not capitalize, even when used before the name of a
chief of state’s wife.
first quarter – Hyphenate when used as a compound modifier: He scored in the first
quarter. The team took the lead on the first-quarter goal.
Family Educational Rights and Privacy Act (FERPA) – FERPA is acceptable on
second reference.
fiscal year – The HCS fiscal year begins July 1 and ends June 30.
freshman, freshmen – Freshman is the singular noun: Brandon is a freshman. Freshmen
is the plural noun: James and Katie are freshmen. The adjective is always singular: The
freshman class will graduate in 2015.
G
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GED – The tests of General Educational Development (GED) are developed by the
American Council on Education to enable persons who have not graduated from high
school to demonstrate the attainment of abilities normally associated with a high school
program of study.
geographic names
DOMESTIC: Do not use the postal abbreviations for state names. For acceptable
abbreviations, see state names for rules on when the abbreviations may be used.
FOREIGN: The first source for the spelling of all foreign place names is Webster's New
World College Dictionary as follows:
—Use the first-listed spelling if an entry gives more than one.
—If the dictionary provides different spellings in separate entries, use the spelling that is
followed by a full description of the location.
If the dictionary does not have an entry, use the first-listed spelling in the National
Geographic Atlas of the World - http://www.nationalgeographic.com
NEW NAMES: Follow the styles adopted by the United Nations and the U.S. Board on
Geographic Names on new cities, new independent nations and nations that change their
names.
CAPITALIZATION: Capitalize common nouns when they form an integral part of a
proper name, but lowercase them when they stand alone: Pennsylvania Avenue, the
avenue; the Philippine Islands, the islands; the Mississippi River, the river.
Lowercase common nouns that are not a part of a specific name: the Pacific islands, the
Swiss mountains, Zhejiang province.
Girl Scouts – The full name of the national organization is Girl Scouts of the United
States of America. Note that Girl Scout Cookies is a trademark name. Girls age 6 through
8 are Brownie Girl Scouts or Brownies. Girls 9 through 11 are Junior Girl Scouts or
Juniors. Girls 12 through 14 are Cadette Girl Scouts or Cadettes. Girls 15 through 17 are
Senior Girl Scouts or Seniors.
governmental bodies
FULL NAME: Capitalize the full proper names of governmental agencies, departments
and offices: The U.S. Department of State, the Georgia Department of Human Resources,
the Boston City Council, the Chicago Fire Department.
WITHOUT JURISDICTION: Retain capitalization in referring to a specific body if the
dateline or context makes the name of the nation, state, county, city, etc. unnecessary:
The Department of State (in a story from Washington), the Department of Human
Resources or the state Department of Human Resources (in a story from Georgia), the
City Council (in a story from Boston), the Fire Department or the city Fire Department
(in a story from Chicago). Lowercase further condensations of the name: the department,
the council, etc.
FLIP-FLOPPED NAMES: Retain capital names for the name of a governmental body if
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its formal name is flopped to delete the word of: the State Department, the Human
Resources Department.
GENERIC EQUIVALENTS: If a generic term has become the equivalent of a proper
name in popular use, treat it as a proper name: Walpole State Prison, for example, even
though the proper name is the Massachusetts Correctional Institute-Walpole.
PLURALS, NONSPECIFIC REFERENCES: All words that are capitalized when part of
a proper name should be lowercased when they are used in the plural or do not refer to a
specific, existing body. Some examples: All states except Nebraska have a state senate.
The town does not have a fire department. The bill requires city councils to provide
matching funds. The president will address the lower houses of the New York and New
Jersey legislatures.
NON-U.S. BODIES: The same principles apply.
grade, grader – Hyphenate in combining forms: a fourth-grade student, a 12th-grade
student, first-grader,11th-grader
grade point average – GPA is acceptable in all references.
graduate (v.) - Graduate is correctly used in the active voice: He graduated from
Hampton High School. It is correct, but unnecessary, to use the passive voice: He was
graduated from the university. Do not drop from. Correct: She graduated from Fontbonne
University. Incorrect: She graduated Fontbonne.
H
halftime – one word
half day (n.), half-day (adj.)
Hampton City Schools – acceptable second reference: HCS, the Division. Hampton
School Division is also acceptable on first and subsequent references.
hand-washing
his, her – Do not presume maleness in constructing a sentence, but use the pronoun his
when an indefinite antecedent may be male or female: A reporter tries to protect his
sources. (Not his or her sources, but note the use of the word reporter rather than
newsman.) However, the best choice is a slight revision of the sentence: Reporters try to
protect their sources.
holidays – Capitalize holidays: New Year’s Day, Labor Day.
home-school (v.), home-schooler (n.), home-schooled (adj.), home schooling (n.)
24
I
initials – Use periods and no space when an individual uses initials instead of a first
name: J.C. Penney. Do not give a name with a single initial (R. Davis) unless it is the
individual’s preference or a first name cannot be learned.
Internet – Always capitalize. The World Wide Web, like email, is a subset of the
Internet. They are not synonymous and should not be used interchangeably in stories.
interoffice – No hyphen. Refers to distribution within an office, between or among
offices within an organization.
intranet – a private network inside a company or an organization, only for internal use,
i.e., the HCS portal; lowercase.
JKL
jargon – The special vocabulary and idioms of a particular class or occupational group.
In general, avoid jargon. When it is appropriate in a special context, include an
explanation of any words likely to be unfamiliar to the reader, such as parents or
community members.
junior, senior – Abbreviate as Jr. and Sr. only with full names of persons or animals. Do
not precede by a comma: Martin Luther King Jr., John F. Kennedy Jr.; lowercase when
referring to grade level: Robert Johnson will be a junior.
kids – Avoid use in formal contexts; use children or students.
kindergarten, kindergartner
languages – capitalize the proper names of languages and dialects: Cajun, English,
Spanish, French.
login, logon, logoff – one word
legislative titles
FIRST-REFERENCE FORM: Use Del., Dels., Rep., Reps., Sen. and Sens. as formal titles
before one or more names. Spell out and lowercase representative and senator in other
uses.
Spell out other legislative titles in all uses. Capitalize formal titles such as assemblyman,
assemblywoman, city councilor, delegate, etc., when they are used before a name.
Lowercase in other uses.
Add U.S. or state before a title only if necessary to avoid confusion: U.S. Rep. Don Young
of Alaska now has a Republican primary opponent, state Rep. Gabrielle LeDoux of
Kodiak.
In stories with international datelines, include U.S. before legislative titles.
25
FIRST-REFERENCE PRACTICE: The use of a title such as Rep. or Sen. in first
reference is normal in most stories. It is not mandatory, however, provided an individual's
title is given later in the story.
Deletion of the title on first reference is frequently appropriate, for example, when an
individual has become well known: Barack Obama declared Americans were ready to
"cast aside cynicism" as he looked for a convincing win in the Democratic contest. The
Illinois senator was leading in the polls.
SECOND REFERENCE: Do not use legislative titles before a name on second reference
unless they are part of a direct quotation.
CONGRESSMAN, CONGRESSWOMAN: Rep. and U.S. Rep. are the preferred firstreference forms when a formal title is used before the name of a U.S. House member.
The words congressman or congresswoman, in lowercase, may be used in subsequent
references that do not use an individual's name, just as senator is used in references to
members of the Senate.
Congressman and congresswoman should appear as capitalized formal titles before a
name only in direct quotation.
ORGANIZATIONAL TITLES: Capitalize titles for formal, organizational offices within
a legislative body when they are used before a name: House Speaker John Boehner,
Senate Majority Leader Harry Reid, House Minority Leader Nancy Pelosi, Senate
Republican Whip Jon Kyl, Senate Judiciary Committee Chairman Patrick Leahy,
President Pro Tem Daniel Inouye.
legislature
Capitalize when preceded by the name of a state: the Kansas Legislature.
Retain capitalization when the state name is dropped but the reference is specifically to
that state's legislature: TOPEKA, Kan. (AP) – Both houses of the Legislature adjourned
today.
Capitalize legislature in subsequent specific references and in such constructions as: the
100th Legislature, the state Legislature.
Although the word legislature is not part of the formal, proper name for the lawmaking
bodies in many states, it commonly is used that way and should be treated as such in any
story that does not use the formal name.
If a given context or local practice calls for the use of a formal name such as Virginia
General Assembly, retain the capital letters if the name of the state can be dropped, but
lowercase the word assembly if it stands alone. Lowercase legislature if a story uses it in
a subsequent reference to a body identified as a general assembly.
Lowercase legislature when used generically: No legislature has approved the
amendment.
Use legislature in lowercase for all plural references: The Arkansas and Colorado
legislatures are considering the amendment.
In 49 states the separate bodies are a senate and a house or assembly. The Nebraska
Legislature is a unicameral body.
M
26
make up (v.), makeup (n., adj.) – No hyphen in the noun or adjective form: The teacher
scheduled a makeup exam; The couple decided to make up.
Martin Luther King Jr. Day – no comma; federal holiday honoring Dr. King, first
celebrated in 1986.
Master of Arts, Master of Science, Master of Business Administration – abbreviated
M.A., M.S., but MBA. A master’s degree or a master’s is acceptable in any reference.
military titles – Capitalize a military rank when used as a formal title before an
individual's name. On first reference, use the appropriate title before the full name of a
member of the military. In subsequent references, do not continue using the title before a
name. Use only the last name. Spell out and lowercase a title when it is substituted for a
name: Gen. John Allen is the top U.S. commander in Afghanistan. The general endorsed
the idea.
months
Capitalize the names of months in all uses. When a month is used with a specific date,
abbreviate only Jan., Feb., Aug., Sept., Oct., Nov. and Dec. Spell out when using alone,
or with a year alone.
When a phrase lists only a month and a year, do not separate the year with commas.
When a phrase refers to a month, day and year, set off the year with commas.
EXAMPLES: January 1972 was a cold month. Jan. 2 was the coldest day of the month.
His birthday is May 8. Feb. 14, 1987, was the target date. She testified that it was Friday,
Dec. 3, when the accident occurred.
In tabular material, use these three-letter forms without a period: Jan, Feb, Mar, Apr,
May, Jun, Jul, Aug, Sep, Oct, Nov, Dec.
more than – preferred instead of over when used with numbers: more than 18,000
students
NOP
names – First and last name followed by title or position; use only last names on second
reference. When it is necessary to distinguish between two people who have the same last
name, such as brothers and sisters, use the first and last name; middle initials encouraged
in formal context; board members’ names should appear in formal form. In general, avoid
the use of courtesy titles (Mr., Mrs., Miss, Ms.) in written correspondence; exceptions
may be made for publications specifically directed to parents and/or students. In HCS,
use Dr. on first reference if someone has a doctorate degree.
national anthem – lowercase; capitalize “The Star-Spangled Banner.”
New Year’s, New Year’s Day, New Year’s Eve – But: What will the new year bring?
27
noon – Do not use with 12.
CORRECT: Noon
CORRECT: 12:00 p.m., 12 p.m.
INCORRECT: 12 noon
numbers – spell out numbers below 10, use figures for 10 and above, except for ages and
percentages. Spell out first through ninth when indicating a sequence. If you must begin a
sentence with a number or year, spell it out: Twelve students received the award.
off-, -off
Some commonly used combinations with a hyphen: off-color, off-white, send-off
Some combinations without a hyphen: cutoff, offhand, playoff, standoff
online – one word, no hyphen
Parent Teacher Association – PTA is acceptable in all references.
parent-teacher conferences - hyphenate
Parent Teacher Student Association – PTSA is acceptable as second reference.
percent – One word. It takes a singular verb when standing alone or when a singular
word follows an of construction: The teacher said 60 percent was a failing grade. He said
50 percent of the membership was there.
It takes a plural verb when a plural word follows an of construction: He said 50 percent
of the members were there.
Use figures for percent and percentages: 1 percent, 2.5 percent (use decimals, not
fractions), 10 percent, 4 percentage points. For a range, 12 to 15 percent, or between 12
and 15 percent. For amounts less than 1 percent, precede the decimal with a zero: The
cost of living rose 0.6 percent.
possessive (apostrophe)
PLURAL NOUNS NOT ENDING IN S – Add ‘s: women’s rights, the alumni’s
contributions
PLURAL NOUNS ENDING IN S: Add only an apostrophe: the girls’ toys, the horses’
food
SINGULAR NOUNS NOT ENDING IN S: Add ‘s: the girl’s toys, the horse’s food
SINGULAR COMMON NOUNS ENDING IN S: Add ‘s unless the next word begins
with s: the hostess’s invitation, the hostess’ seat; the witness’s answer, the witness’ story
SINGULAR PROPER NAMES ENDING IN S: Use only an apostrophe: Achilles’ heel,
Agnes’ book, Dickens’ novels
28
COMPOUND WORDS: Add an apostrophe or ‘s to the word closest to the objective
possessed: the major general’s decision, the major generals’ decisions, the attorney
general’s request, the attorneys general’s request
president – capitalize only as a formal title used directly before an individual’s name;
lowercase all other uses: Board President Martha Mugler.
Presidents Day – no apostrophe
principal – capitalize only when used as a formal title before a name: Principal Dr. John
Smith. Lowercase title after a name: Dr. John Smith, principal.
professor – do not abbreviate; lowercase before a name.
QRS
résumé – accents optional
room numbers – Use figures and capitalize room when used with a figure: Room 2,
Room 211.
rooms – Capitalize the names of specially designated rooms: Blue Room, Oval Office.
SAT – Acceptable on first reference for Scholastic Aptitude Test.
Thomas Nelson Community College – TNCC acceptable on second reference.
school – Capitalize only when part of a proper name: Bethel High School. The word
school should be included after the name on first reference: Barron Elementary School;
the word can be dropped on second reference: Barron.
School Board – the Board is acceptable on second reference
semiannual – Twice a year, a synonym for biannual. Do not confuse with biennial,
which means every two years.
sports scores – game scores should be written in numerals, even if less than 10: The final
score was 33-6.
state names – Follow these guidelines:
STANDING ALONE: Spell out the names of the 50 U.S. states when they stand alone in
textual material. Any state name may be condensed, however, to fit typographical
requirements for tabular material.
EIGHT NOT ABBREVIATED: The names of eight states are never abbreviated in
datelines or text: Alaska, Hawaii, Idaho, Iowa, Maine, Ohio, Texas and Utah.
29
ABBREVIATIONS: Following are the state abbreviations, which also appear in the
entries for each state (postal code abbreviations in parentheses):
Ala. (AL) Md. (MD) N.D. (ND)
Ariz. (AZ) Mass. (MA) Okla. (OK)
Ark. (AR) Mich. (MI) Ore. (OR)
Calif. (CA) Minn. (MN) Pa. (PA)
Colo. (CO) Miss. (MS) R.I. (RI)
Conn. (CT) Mo. (MO) S.C. (SC)
Del. (DE) Mont. (MT) S.D. (SD)
Fla. (FL) Neb. (NE) Tenn. (TN)
Ga. (GA) Nev. (NV) Vt. (VT)
Ill. (IL)
N.H. (NH) Va. (VA)
Ind. (IN) N.J. (NJ)
Wash. (WA)
Kan. (KS) N.M. (NM) W.Va. (WV)
Ky. (KY) N.Y. (NY) Wis. (WI)
La. (LA) N.C. (NC) Wyo. (WY)
These are the postal code abbreviations for the eight states that are not abbreviated in
datelines or text: AK (Alaska), HI (Hawaii), ID (Idaho), IA (Iowa), ME (Maine), OH
(Ohio), TX (Texas), UT (Utah). Also: District of Columbia (DC).
Use the two-letter Postal Service abbreviations only with full addresses, including ZIP
code.
MISCELLANEOUS: Use New York state when necessary to distinguish the state from
New York City. Use state of Washington or Washington state when necessary to
distinguish the state from the District of Columbia. (Washington State is the name of a
university in the state of Washington.)
statewide – one word
stationary, stationery – To stand still is to be stationary. Writing paper is stationery.
student council – Capitalize when part of a proper name: Tyler Elementary Student
Council. Lowercase in other uses: the council; the Tyler and Phillips elementary school
councils.
substitute teacher – Avoid using substitute as a noun; never abbreviate as subs.
superintendent – Do not abbreviate; capitalize only when used as a formal title before a
name: Superintendent Dr. Linda Shifflette; Superintendent Linda Shifflette, Ed.D.
Lowercase after a name: Dr. Linda Shifflette, superintendent.
30
TUV
team – Use singular verb and pronoun “it” when referring to the team as a collective unit.
The team name takes a plural verb: The Kecoughtan Warriors are close to setting a
District record.
teammate
teen, teenager (n.), teenage (adj.) – Do not use teen-aged.
theater – Not theatre unless in the formal name of a theatre.
3-D
times – Use figures except for noon and midnight. Time listings with a.m. or p.m. are
preferred: 11:30 a.m. or 11 a.m.
titles - In general, confine capitalization to formal titles used directly before an
individual's name. The basic guidelines:
LOWERCASE: Lowercase and spell out titles when they are not used with an
individual's name: The president issued a statement. The pope gave his blessing.
Lowercase and spell out titles in constructions that set them off from a name by commas:
The vice president, Nelson Rockefeller, declined to run again. Pope Benedict XVI, the
current pope, does not plan to retire.
COURTESY TITLES: See courtesy titles for guidelines on when to use Miss, Mr., Mrs.,
Ms. or no titles. The forms Mr., Mrs., Miss and Ms. apply both in regular text and in
quotations.
FORMAL TITLES: Capitalize formal titles when they are used immediately before one
or more names: Pope Benedict XVI, President Barack Obama, Vice Presidents John
Jones and William Smith. A formal title generally is one that denotes a scope of authority,
professional activity or academic activity: Sen. Dianne Feinstein, Dr. Benjamin Spock,
retired Gen. Colin Powell. Other titles serve primarily as occupational descriptions:
astronaut John Glenn, movie star John Wayne, peanut farmer Jimmy Carter.
A final determination on whether a title is formal or occupational depends on the practice
of the governmental or private organization that confers it. If there is doubt about the
status of a title and the practice of the organization cannot be determined, use a
construction that sets the name or the title off with commas.
ABBREVIATED TITLES: The following formal titles are capitalized and abbreviated as
shown when used before a name both inside and outside quotations: Dr., Gov., Lt. Gov.,
Rep., Sen.
GOVERNMENT OFFICIALS: In stories with U.S. datelines, do not include U.S. before
the titles of Secretary of State or other government officials, except where necessary for
clarity. Examples: Secretary of State John Kerry, Attorney General Eric Holder. In
stories with international datelines, include U.S. before the titles: U.S. Secretary of State
31
Hillary Rodham Clinton, U.S. Attorney General Eric Holder. Exceptions: President
Barack Obama, Vice President Joe Biden.
PAST AND FUTURE TITLES: A formal title that an individual formerly held, is about
to hold or holds temporarily is capitalized if used before the person's name. But do not
capitalize the qualifying word: former President George W. Bush, deposed King
Constantine, Attorney General-designate Griffin B. Bell, acting Mayor Peter Barry.
LONG TITLES: Separate a long title from a name by a construction that requires a
comma: Charles Robinson, the undersecretary for economic affairs, spoke. Or: The
undersecretary for economic affairs, Charles Robinson, spoke.
UNIQUE TITLES: If a title applies only to one person in an organization, insert the word
the in a construction that uses commas: John Jones, the deputy vice president, spoke.
Twitter – A form of social media; a message-distribution system that allows users to post
status updates of up to 140 characters for followers. The verb is to tweet. A Twitter
message is known as a tweet.
United States – Spell out when used as a noun. Use U.S. (no space) only as an adjective.
until – preferred use is until, not ‘til
Valentine’s Day – Use an apostrophe
Veterans Day – No apostrophe
vice president – No hyphen
voice mail
WXYZ
Web – Short form of World Wide Web. The Web is not the same as the Internet, but is a
subset. As a short form and in terms of separate words – the Web, Web page, Web feed.
website – A location on the World Wide Web that maintains one or more pages at a
specific address.
weeklong – One word as an adjective
weights – Use figures: The baby weighed 9 pounds, 7 ounces. She had a 9-pound, 7ounce boy.
well-being
well-informed
32
wide – (at the end of a word) No hyphen. Some examples: citywide, countrywide,
nationwide.
wide- Usually hyphenated. Some examples: wide-angle, wide-awake, wide-open.
Wi-Fi – For the wireless networking standards
word-of-mouth – as a noun and adjective
year-round – Hyphenate when used as an adjective.
years – Use an apostrophe when omitting the first two numbers of the year: ’86. School
years should be written as 2006-2007.
ZIP code – Use all caps for ZIP but lowercase code.
33
HCS Educational Acronyms
ACT
ACTFL
AD
ADA
AMO
AP
ATP
American College Test
American Council on Teaching of Foreign Language
Athletic Director
Americans with Disabilities Act
Annual Measurable Objectives
Advanced Placement
Action Team for Partnerships
BYOD
Bring Your Own Device
CAP
CBM
CIS
CLT
CogAT
COM
CPW
Corrective Action Plan
Curriculum Based Measures
Communities In Schools
Collaborative Learning Team
Cognitive Abilities Test
Citizen of the Month
Community Priorities Workshop
DAEE
DHDC
DLT
DOE
DPO
DRA
Department of Academic Advancement & Enrichment
Downtown Hampton Child Development Center
Division Leadership Team
Department of Education
Departmental Purchase Order
Developmental Reading Assessment
ECSE
EIRA
ELL
EOC
ESD
ESEA
ESL
Early Childhood Special Education
Early Intervention Reading Assessment
English Language Learner
End of Course Exams
Effective Schoolwide Discipline
Elementary and Secondary Education Act
English as Second Language
FAPT
FERPA
FES
FLAVA
FOIA
FRC
FSP
Family Assessment and Planning Team
Family Educational Rights and Privacy Act
Family Engagement Specialist
Foreign Language Association of Virginia
Freedom of Information Act
Family Resource Center
Family Support Plan
34
GED
GRA
General Educational Development
Greatness Requires Action (Community Engagement Initiative)
HAEOP
HEA
HEF
HERS
HFT
HPD
HR
Hampton Association of Educational Office Professionals
Hampton Educators Association
Hampton Education Foundation
Hampton Employees Retirement System
Hampton Federation of Teachers
Hampton Police Division
Human Resources
IA
IB
IDEA
IEP
IL
ISS
Interactive Achievement
International Baccalaureate
Individuals with Disability Education Act
Individualized Education Plan
Instructional Leaders
In-School Suspension
LEA
LTP
Local Education Agency
Lead Turnaround Partner
MOU
Memorandum of Understanding
NAFEPA
NASP
NASTID
NBCT
NCLB
NEA
NHREC
NNPS
National Association of Federal Program Directors
National Association of School Social Psychologists
National Association of State Title I Directors
National Board Certified Teacher
No Child Left Behind
National Education Association
New Horizons Regional Education Center
National Network of Partnership Schools
OE
OSI
OSS
Organization Effectiveness
Office of School Improvement
Out-of-School Suspension
PALS
PBIS
PD
PDP
PIGs
Phonological Awareness Literacy Screening
Positive Behavior Interventions and Support
Professional Development
Performance Development Plan
Differentiated Instructions Groups
35
PLC
PLC
PRtI
PTA
PTSA
Performance Learning Center-located at Lee
Professional Learning Communities
Pyramid Response to Intervention
Parent Teacher Association
Parent Teacher Student Association
RTI
Response to Intervention
SAC
SAT
SBO
SEA
SEAC
SIG
SIT
SLT
SMART Goals
SOA
SOL
SOQ
SRI
SRO
SSO
SSO
SSWS
STEM
School Administration Center
Scholastic Aptitude Test
School Board Office
State Education Agency
Special Education Advisory Committee
School Improvement Grant
Student Intervention Team
School Leadership Team
Specific, Measurable, Appropriate, Realistic, Time bound
Standards of Accreditation
Standards of Learning
Standards of Quality
Scholastic Reading Intervention
School Resource Officer
School Security Officer
Single Sign On
Single Sign On Web Server
Science, Technology, Engineering & Mathematics
TOY
Teacher of the Year
USDE
VAFEPA
VDOE
VESA
VHSL
VPI
VRS
VSBA
United States Department of Education
Virginia Association of Federal Program Directors
Virginia Department of Education
Virginia ESL Supervisors Association
Virginia High School League
Virginia Preschool Initiative
Virginia Retirement System
Virginia School Board Association
Watch D.O.G.S. Watch Dads of Great Students (Parent Volunteer Program)
Watch M.O.M.S. Watch Moms of Marvelous Students (Parent Volunteer Program)
School Names
36
First Reference
Second Reference
Bethel High School
Hampton High School
Kecoughtan High School
Phoebus High School
Bethel High or Bethel
Hampton High, Hampton
Kecoughtan High, Kecoughtan
Phoebus High, Phoebus
Davis Middle School
Eaton Fundamental Middle School
Jones Magnet Middle School
Lindsay Middle School
Syms Middle School
Davis Middle, Davis
Eaton Middle, Eaton Fundamental, Eaton
Jones Middle, Jones
Lindsay Middle, Lindsay
Syms Middle, Syms
Andrews Pre K-8
Phenix Pre K-8
Spratley Gifted Center
Andrews Combined School, Andrews
Phenix Combined School, Phenix
Spratley Gifted
Aberdeen Elementary School
Armstrong School for the Arts
Asbury Elementary School
Barron Fundamental Elementary School
Aberdeen Elementary, Aberdeen
Armstrong
Asbury Elementary, Asbury
Barron Elementary, Barron Fundamental,
Barron
Bassette Elementary School
Booker Elementary School
Bryan Elementary School
Burbank Elementary School
Cary Elementary School
Cooper Magnet School for Technology
Forrest Elementary School
Kraft Elementary School
Langley Elementary School
Machen Elementary School
Phillips Elementary School
Smith Elementary School
Bassette Elementary, Bassette
Booker Elementary, Booker
Bryan Elementary, Bryan
Burbank Elementary, Burbank
Cary Elementary, Cary
Cooper
Forrest Elementary, Forrest
Kraft Elementary, Kraft
Langley Elementary, Langley
Machen Elementary, Machen
Phillips Elementary, Phillips
Smith Elementary, Smith
37
Tarrant Elementary School
Tarrant Elementary, Tarrant
Tucker-Capps Fundamental Elementary School Tucker-Capps Fundamental, Tucker-Capps
Elementary, Tucker-Capps
Tyler Elementary School
Tyler Elementary, Tyler
Campus at Lee
Adult Learning Center
Bridgeport Academy
Moton Early Childhood Center
New Horizons Regional Ed. Ctr
Performance Learning Center
Campus at Lee
Adult Learning Center
Bridgeport
Moton
New Horizons
PLC
Sample Letters
Writing a letter for parents to keep them informed of certain situations is an important part of
communications. The following are examples of letters that address issues such as weapons, lock
downs, fire alarms, illness, power outages, student deaths, etc.
Letters should be printed and/or copied on school letterhead, with the District’s or school's logo.
In most cases, a copy of the letter needs to be provided to HCS PR & Marketing and the
Superintendent’s Office for distribution to the Board of Education. Copies can be sent as email
attachments.
38
Staff Misconduct Connect Ed
Dear Parents/Guardians of students at ABC Elementary School:
This is Jane Doe, principal of ABC Elementary School. I am calling to share that an ABC
Elementary School staff member has been placed on leave for allegedly having inappropriate
contact of a sexual nature with a female juvenile. We are cooperating with the Hampton Police
Division in the investigation and we have no reason to believe the employee had any
inappropriate contact with additional juveniles.
The safety of our students and staff is a top priority and we will continue to do whatever we can
to ensure our schools are safe.
39
Bomb Threat Connect Ed
Dear XYZ High School Parents and Guardians,
This is John Smith, principal of XYZ High School. I am calling to let you know that we found a
bomb threat today. As a precaution, we contacted the Hampton Police Division. Our students are
safely using our evacuation procedures as practiced. We will be working with the Hampton
Police Division to ensure the safety of our school campus prior to re-entering the building. I will
provide you an update once we receive clearance to re-enter the building. Thank you for your
support.
40
Bomb Threat Follow-Up Connect Ed
Dear XYZ High School Parents and Guardians,
This is John Smith, principal of XYZ High School. I am calling to let you know that the
Hampton Police Division has given us the all-clear to re-enter the building after discovering a
bomb threat today. As parents, you can help reiterate to our students the seriousness of a threat of
this nature. These threats create alarm in our school and our community. Please remind your
students that we will not tolerate such threats and the disciplinary consequences will be most
severe.
Thank you for your support.
41
Weapon Letter
July 19, 2012
Dear Parent:
As you know, safety is the top priority in our school division, and as such, I want to share with
you information regarding an event that took place recently.
As you may be aware, the Community Services Board is holding its annual Summer Olympics
Therapeutic Camp at one of our schools. On July 17, Community Services Board officials, along
with administrators from the school division, were notified that the previous week a student had
displayed a BB gun on the school bus. Subsequently, the incident was reviewed on bus
surveillance video and the two students identified as being involved have been disciplined
according to the HCS Rights and Responsibilities Handbook.
While a BB gun may seem minor to some, we wanted to inform you of this incident, as we take
students’ safety very seriously. Should you have any questions or feel the need to discuss this,
please feel free to call me at xxx-xxxx.
Very truly yours,
42
Weapon Connect Ed
Good evening:
This is Donna May, principal of EFG School. As you know, safety is top priority at our school
and in the division as a whole. Therefore, I want to share with you some information regarding
an event that took place today at school.
School administrators located and quickly confiscated a weapon found on a student today. I must
emphasize that the weapon was not loaded, and at no time were any students or staff in danger.
In fact, the student with the weapon showed it to a few other students, who quickly informed the
administration.
Once again, at no time did the weapon or student pose any danger to the school or to any of our
students. However, with safety being an important element of the school day here at EFG
school, we wanted to inform you of this unfortunate incident.
Should you have any questions or feel the need to discuss this, please feel free to call me. Take
care and have a great evening.
43
Health Concern/Bed Bugs Letter
February 15, 2012
Dear Parent or Guardian:
A bed bug was found in your child’s classroom. The source of bed bugs often cannot be
determined, as bed bugs may be found in many places including movie theaters, hotels and
planes. Even though it is unlikely for bed bugs to infest a school, an inspection was conducted
and the areas affected were treated.
Bed bugs are a nuisance, but their bites are not known to spread disease. Bed bugs are usually
active at night and feed on human blood. The bite does not hurt at first, but it may become
swollen and itch, much like a mosquito bite. Watch for a cluster of bites, usually in a line, on
exposed areas of the body. If you have medical concerns for you or your child, please contact
your doctor.
Hampton City Schools will continue to work to identify bed bugs, provide inspections of the
school, and have a licensed pest control specialist assist with pest management.
Contact your physician or school nurse for proper care and treatment of bed bug bites.
If you have any questions, please contact the school at xxx-xxxx.
Sincerely,
First Last
First Last
First Last
Principal
School Nurse
Coordinator of Health Services
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Intruder/Trespasser Connect Ed
This is Bruce Lee, principal at 123 High School. I wanted to alert you to a situation that
occurred earlier today on our campus, which was handled in a quick and efficient manner. An
adult male, identified by the Hampton Police as a person of interest, was caught on our security
cameras today outside the building. He was questioned by school security and the Hampton
Police were notified. The individual was apprehended without incident and at no time were any
students in danger.
As you know, safety is our first priority here at 123, and it’s because of the quick response of our
security personnel, the Hampton Police and the assistance of staff that we were able to be
proactive in this manner. Should you have any questions please feel free to call me.
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Look-alike Weapon Connect Ed
At 123 High School, we take the education and safety of our children very seriously and would
like to apprise you of a situation that occurred.
On Friday, September 13, a parent reported to the School Resource Officer that a student pointed
what appeared to be a JROTC marching rifle at the class and made inappropriate comments in
the process. The principal and SRO spoke with the student who shared the concern.
School administrators determined that a student took a white taped wooden twirling rifle that the
Band Color Guard uses in their routines, and pretended to shoot students with it on Thursday,
September 12. The student is being held accountable for his actions per the HCS Rights and
Responsibilities Handbook and appropriate action is being taken.
The safety of your child is of paramount concern for all of us at 123 High School. At no time
were students or staff in any jeopardy.
The faculty and staff at 123 High School consider it our privilege to continue to strive and
provide the very best possible learning environment for our students. As a school community, we
will always work together to support each other to ensure that we have a safe and nurturing
environment. Please do not hesitate to contact me at xxx-xxxx, if you have questions or
concerns.
Principal
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Lockdown Connect Ed
Good afternoon:
This is Jennifer Lopez, principal of Six Elementary School with some important information
regarding an incident that took place today. Earlier today, the Hampton Police had reason to
respond to a call regarding gunshots being fired in the area. Because of the suspected criminal
activity in the area, we immediately placed the school on lockdown.
At no time was there any danger to the Six Elementary students or staff, as the lockdown was a
precautionary measure put in place by both the Police Division and the school administration.
After the situation had been cleared, we were notified by police authorities to remove our school
from lockdown.
Should you have any questions regarding this incident, please feel free to call me. Thanks for
your attention and support of Six Elementary School.
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