Style Guide - bmtisd.com · 30 years since becoming what we know today as Beaumont Independent ......

Style Guide

Published October 14, 2016

Style Guidepublished October 14, 2016 2 of 21

Introduction

To ensure that Beaumont ISD offices, departments and schools maintain a consistent and unified identity and voice throughout all forms of communication, BISD has prepared this style guide. This guide includes basic rules and standards of written communication as it applies to the district as well as guidelines for formatting publications and correspondence and proper logo/seal usage.

Any questions regarding this guide or branding in general can be directed to the Office of Community Relations by calling 409-617-5086.


We Are Beaumont ISD

Beaumont Independent School District has a rich history and a legacy of educating the children of Southeast Texas. The Beaumont Independent School District was established in 1983 through the merger of the former Beaumont School District (founded in 1883) with South Park Public Schools (founded in 1891). While we have seen many ups and downs within the past 30 years since becoming what we know today as Beaumont Independent School District, there has always been a willingness by our students, staff, and community to move forward and look to the future. Inspired by the hope of a better and brighter tomorrow, Beaumont ISD is committed to preparing our next generation.

Our Story:

French Elementary - 1918

South Park HS - 1960’s

Pietzsch Elementary - 1915

Hebert High School - 1950’s

Motto:Preparing Our Next Generation

Vision:In collaboration with the entire community, we will become a model for the

transformation of a high-poverty public school district.

MissionWe will inspire and prepare all students for lifelong success by providing an

exemplary education in a safe learning environment.

We believe:• All children can and will learn. Beaumont ISD will prioritize effective,

engaging instruction aligned with a challenging curriculum for all students.

• We can achieve higher levels of performance within every facet of our organization. Beaumont ISD will promote high expectations for all students and staff members, clearly defined district goals and strategically aligned resources.

• Every classroom should have an effective teacher and every school should have an effective principal. Beaumont ISD will recruit, develop and retain highly effective teachers and administrators.

• All school and work environments should be safe, secure and supportive. Beaumont ISD will ensure that learning and work environments are safe, secure and supportive in order for all students and staff to achieve high levels of performance.

• In order to prepare our next generation to become responsible citizens, we should work corroboratively with our families and community partners. BISD will actively collaborate with families and community partners to maximize opportunities for the success of our students.

• We should be fiscally responsible and accountable to the public. BISD will implement financial procedures and internal controls to ensure fiscal responsibility.


Why Protecting Our Brand is Important

Oftentimes a brand is thought of as being a slogan or a logo. A brand is the reflection of everything an organization does or says, everything we print, publish or broadcast to the public. It is our responsibility, being the region’s largest K-12 educational institution to communicate to our external audiences in a professional and consistent manner across all communication points.

Our ResponsibilityBeaumont ISD employees are held to a high standard for consistency, accuracy and correctness in all communications. All employees should understand our District’s identity and key message. By doing so, we will be able to strengthen and protect the reputation and identity of the District. A thorough knowledge of what we stand for as a District will help employees and stakeholders truly become “brand ambassadors.” Being able to speak about our District’s goals and vision in the community will only enhance our District’s value. This guide is written with District level communication in mind; however, the guide can also be helpful and should be referenced for school level communication as well. Due to the nature of school level communication often being more tailored for specific purposes and individual communities, more flexibility in style may be needed.


Editorial Style GuideAbbreviations/Acronyms

If an abbreviation or acronym is widely known, such as SAT or ACT, it is acceptable on first reference. If the acronym is obscure, give the full name of the organization or program on its first use, followed by the acronym in parentheses: Response to Intervention (RTI). If the organization or program is not mentioned again, it is not necessary to include the acronym. Traditionally, acronyms included periods (B.I.S.D.), but they are usually ommitted today (BISD). The AP Style rule about abbreviations is to use periods for two letters, not to use periods with abbreviations of three or more letters; ie. U.S., USA. Whichever punctuation method is used, make sure that it is used consistently throughout the same document.

Academic Degrees

If you know a subject has an advanced degree, it is acceptable to use. When writing an advanced degree, use abbreviations with periods and no spaces (e.g., John Doe, PhD.; Mary Smith, Ed.D.). If including degree information is desired, do so using abbreviations with periods on first reference (see above), in subsequent references use the formal title “Dr. “ It is not appropriate to use both the abbreviation of the degree and the title (Incorrect: Dr. Mary Smith, Ed.D.).

Beaumont Independent School District

Use Beaumont Independent School District on first reference. Beaumont ISD is acceptable on first reference if the audience is familiar with the district. Use BISD on subsequent references. If substituting Beaumont ISD with the word “District” it should be capitalized since it is being used as a proper noun. (ex: The District announced this year’s Teacher of the Year recipients.)

Beaumont Public Schools Foundation, Inc.

Use full name of the organization Beaumont Public Schools Foundation, Inc. on first reference. On second reference the foundation or BPSF is acceptable.

Board of Managers

The formal title of the governing body is the Beaumont Independent School District Board of Managers. Subsequent references may be “the board” (not capitalized), “school board,” or “managers”. An individual is referred to as either a “manager,” or “member of the board of managers.” These individual titles are capitalized only when used as a formal title before the name. The titles of board members who serve in an official capacity such as president, vice-president, and board secretary should be capitalized.

Comma in a Series

Do not include a comma before the last item in a series. For example: Registration is open Monday, Tuesday and Wednesday.

Dates, Days of the Week and Months

Capitalize days of the week and do not abbreviate the names of the days. Capitalize the months of the year. Do not abbreviate the names of months if they stand alone. Dates should be written out with the year if it is not understood, otherwise years can be omitted. It is not acceptable however to add the “th” “nd” suffix to dates. (ex: October 25).

Disabilities

In general, do not describe an individual as disabled or handicapped. If it is relevant to the material and you must use a description, try to be specific:

John Smith, overcame his struggle with dyslexia to become a highly successful English professor.

There is no need to focus on a disability unless it is part of the description of a program or service—or it is a crucial aspect of the communication. When covering a program that serves people with disabilities, emphasize abilities, not limitations. Present facts and do not make assumptions or judgments about perceived limitations.

When in doubt, seek guidance from the Office of Special Education Services.

Email, E-terms, and Web Words

Email is not hyphenated and the “e” is not capitalized unless it is at the start of the sentence. Other web words: Internet (capitalized), log in and log out (verbs, two words with no hyphen), login and logout (nouns, one word with no hyphen), multimedia, offline and online (one word with no hyphen), website (one word, not capitalized).

Ethnic Sensitivities

Do not focus on a person’s ethnicity unless it is part of the description of a program or service—or it is a crucial aspect of the communication. When covering a program designed for specific communities or people who identify themselves as being part of specific ethnic groups, do not make assumptions or judgments based on perceived stereotypes.

Facility and School Names

Use the formal name of a facility or school on the first reference. In general, when a school is named after a person, only use the person’s last name such as Jones-Clark Elementary School. Capitalize school or center when it is used as part of the formal name. For example, use Amelia Elementary School for the first reference, Amelia or elementary school or the school for subsequent references.

Grade Levels

When describing students based on their grade, use the numerical equivalent such as 4th grade or 5th grade.

Numbers

Spell out numbers from one through nine and when a sentence begins with a number. Use figures for 10 and above. Examples: first place, second place, third place, etc.

Offices and Departments

In BISD, organizational units that report directly to the superintendent of schools are called offices. These “direct report” offices are made up of departments. Capitalize the word “office” or “department” in the name of an office or department (e.g., the Office of Business and Finance, the Office of Human Resources, the Office of Special Education Services). Use a lowercase “o” or “d” in “the office” or “the department” in subsequent references. A listing of the appropriate names and titles of offices and departments is included in this guide.

The District uses editorial rules based upon the Associated Press (AP) Style Guide. While some liberty has been taken to fit District needs and practices, all rules have been developed as closely as possible to AP style.


Editorial Style GuidePercent

Use the word percent rather than the % symbol when using percentages or percentage points in text.

Prekindergarten

Use prekindergarten on first reference for formal publications and Pre-K, Pre-K3 or Pre-K4 on second reference or when referring to a specific program.

Seasons

It is “spring 2015” or “spring of 2015,” not “Spring 2015.” There is no comma between the season and year.

spaces

It is customary to use only one space after a period at the end of a sentence and after colons, not two.

Special Education

Captialize Special Education when referring to programs. Otherwise it just means programs that are special. Never use sped or SPED in external references or communication.

Superintendent of Schools

The formal position title is “superintendent of schools,” but BISD Superintendent John Frossard, Ed.D. is acceptable in all references. Capitalize the title only when used as a formal title before the name, such as Superintendent of Schools John W. Frossard, Ed.D. or BISD Superintendent John Frossard, Ed.D. Subsequent references may be written as “the superintendent,” or “Dr. Frossard.”

Telephone Numbers

Use hyphens and numbers such as 409-617-5000. Do not use periods or parentheses to separate numbers. Always include the area code when communicating externally.

Time

Use 9:00am not 9:00 a.m. Do not repeat am or pm unnecessarily. For example if an event occurs in the evening simply write 6:00-8:00pm. Also acceptable is 9am-10pm (without zeros when event occurs on the hour). There is no need to use tonight or today if you use am or pm as this is redundant.

Titles

Formal titles such as Director of... and Assistant Superintendent of... should precede the person’s name on first reference (ex: Assistant Superintendent of Curriculum and Instruction Dr. Vonda Washington). In this case the title is capitalized. If the name of the person must be referenced again with the full title, it should follow the name and not be capitalized.

Office of the Superintendent of Schools

Executive Assistant for Board Affairs

Office of Community Relations

Office of School Administration

Office of Elementary School Administration

Office of Secondary School Administration

Research, Planning and Evaluation Department

Office of Curriculum and Instruction

Professional Development Department

Instructional Technology Department

(Subject) Department

Title Programs

Office of Special Education Services

Office of Human Resources

Office of Business and Finance

Accounts Receivable Department

Accounts Payable Department

Budget Department

Insurance and Benefits Department

Payroll Department

Office of District Operations

Student Services Department

Transportation Department

Child Nutrition Department

Office of Internal Audit

Offices and Departments Campuses and FacilitiesAmelia Elementary SchoolBingman Head StartBlanchette Elementary SchoolCaldwood Elementary SchoolCharlton-Pollard Elementary SchoolSallie Curtis Elementary School

Curtis Elementary SchoolDishman Elementary SchoolFehl-Price Elementary SchoolFletcher Elementary SchoolRoy Guess Elementary School

Guess Elementary SchoolHomer Drive Elementary School

Homer Elementary SchoolLucas PreK CenterMae E. Jones-Clark Elementary School

Jones-Clark Elementary SchoolMartin Elementary SchoolPietzsch-MacArthur Elementary SchoolRegina-Howell Elementary SchoolDr. Martin Luther King Jr. Middle School

King Middle SchoolMarshall Middle SchoolOdom AcademySmith Middle SchoolSouth Park Middle SchoolVincent Middle SchoolCentral Medical Magnet High SchoolBISD Early College High SchoolOzen High SchoolWest Brook High SchoolPaul A. Brown Alternative Learning Center

Brown Alternative CenterPathways Alternative CenterMike O.C. Taylor Career and Technology Center

Taylor Career CenterCarrol A. “Butch” Thomas Educational Support Center

Thomas CenterBennie Hickman Agricultural FarmHoward Trahan Center

Trahan CenterBeaumont ISD Administration Annex

Note: the list below is not a complete listing of departments; simply a reference.


District Seal

The District seal should be utilized for authenticating official documents such as diplomas, transcripts, certification of board actions and executive level communication and official correspondence.• Do not modify the seal colors, content or graphic elements• Maintain the proportions. The seal may be scaled and sized to fit the

need, but it should never be stretched or distorted in any way

Use of the District seal should be prudent as not to dilute the official capacity and weight it carries. In most cases the District logo will suffice; however when in doubt contact the Office of Community Relations.


LogoTo ensure the integrity of the Beaumont ISD logo and overall identity, the following guidelines have been established:

• Do not modify the colors, content or graphical elements• Only use the approved logos found on the staff portal• Maintain the proportions. The scale/size of the logo may be adjusted

to fit the needs of the publication; do not stretch or distort it.

Campus and department logos must adhere to the rules above. Only approved campus or department logos (found on the staff portal) are acceptable. Variations to campus or department logos must have approval from the Office of Community Relations.

All logos are registered trademarks and are a valuable part of the District image. Misuse or unauthorized use of District logos and branding will be taken seriously and if necessary legal action will be taken to protect the integrity of the District’s image.

Organizations such as booster clubs, volunteer organizations, etc. must obtain approval from the Office of Community Relations prior to use.

Logos are available to download on the staff portal. Contact the Office of Community Relations if assistance is needed in downloading or using logos or templates.

VersionsThere are two versions of the logo that can be utilized for publications and presentations. The primary logo should be used for external publications whenever possible, especially when the District’s name is not easily determined by the presentation or publication. The secondary logo may be used for internal publications and presentations or when the District’s name is clearly mentioned and understood.

Primary Logo

Secondary Logo


Clearspace: Adequate spacing around the logo ensures visibility of the logo. Allow no less than 2.75px (1/4 in.) of space around the logo.

Color Variations:

Reverse Grayscale

Black and White

Black and White

Logo Anatomy:

Logo (Cont.)


Logo (Cont.)

Examples of Incorrect Usage:The Beaumont ISD logo should not be stretched or distorted and should never be recreated using different fonts or altered in any manner, including changes in color.

The logo should also not be placed over busy backgrounds or distracting images if at all possible.

Please also be sure to use the correct file so as to avoid pixilation or blurriness.

Legibility:When placing a logo on a dark background or photograph, utilize the white version (found on staff portal). Do not place the logo in busy areas of the photograph as it compromises legibility.

Poor Legibility

Better Legibility


Department Logos


Department Logos (cont.)


Business Cards, Letterhead and Envelopes

Business Card

Official Letterhead

Business Envelope Front

Official Campus Letterhead

Business cards, letterheads, and envelopes can be ordered from the BISD Print Shop. To maintain the integrity and consistency of the brand, no outside companies should print these materials unless approved by the Office of Community Relations.

The following items are the only approved designs and should be used for all external communication. Business cards printed using personal designs, slogans, etc. should never be used. The examples below provide the information that should be included on all business cards. Any variation must be approved by the Office of Community Relations.


Presentations

Title Option 1 Title Option 2

Content Slides


WhitePMS: 663 CPMS: 649 UCMYK: C: 0 M: 0 Y: 0 K: 0RGB: R: 255 G: 255 B: 255HEX: #FFFFFF

ColorsOur brand colors of Regal Red, Boomtown Blue, and Gladys City Gray are the primary colors in our palette. Utilizing this palette along with secondary color options sets our publications apart from others and gives uniformity to the look and feel of our communications. Care should be taken when using the tertiary palette so as to always make sure the primary palette stands out as this is our brand identity.

Primary Colors:

Regal RedPMS: 193 UPMS: 200 UCMYK: C: 15 M: 100 Y: 76 K: 4RGB: R: 198 G: 32 B: 62HEX: # C6203E

Boomtown BluePMS 287 CPMS: 280 UCMYK: C: 100 M: 87 Y: 20 K: 10RGB: R: 31 G: 61 B: 124HEX: #1F3D7C

Gladys City GrayPMS: Cool Gray 7 CPMS: Cool Gray 8 UCMYK: C: 0 M: 0 Y: 0 K: 50RGB: R: 147 G: 149 B: 152HEX: #939598

BISD TealPMS 7475 CPMS: 328 UCMYK: C: 89 M: 0 Y: 1 K: 51RGB: R: 0 G: 107 B: 142HEX: #0006B8E

BISD Electric BluePMS 7475 CPMS: 328 UCMYK: C: 88 M: 0 Y: 2 K: 25RGB: R: 0 G: 144 B: 188HEX: #0E7C7B

BISD Muted BluePMS 2253 CPMS: 2253 UCMYK: C: 13 M: 0 Y: 9 K: 4RGB: R: 212 G: 244 B: 221HEX: #D4F4DD

BISD Slate BluePMS 5497 CPMS: 2178 UCMYK: C: 19 M: 5 Y: 0 K: 40RGB: R: 124 G: 146 B: 153HEX: #7C9299

Secondary Colors: Tertiary Colors:

BISD OrangePMS 172 CPMS: 2028 UCMYK: C: 0 M: 73 Y: 94 K: 1RGB: R: 252 G: 58 B: 15HEX: #FC440F

BISD YellowPMS 127 CPMS: 459 UCMYK: C: 0 M: 15 Y: 55 K: 4RGB: R: 244 G: 208 B: 111HEX: #F4D06F

BISD SalmonPMS 198 CPMS: 2024 UCMYK: C: 0 M: 72 Y: 57 K: 7RGB: R: 238 G: 66 B: 102HEX: #EE4266

BISD PurplePMS 2607 CPMS: Medium Purple UCMYK: C: 24 M: 88 Y: 0 K: 57RGB: R: 84 G: 13 B: 110HEX: #540D6E


Apparel

When ordering apparel or other promotional items primary and secondary color palettes should be used with a reverse logo when appropriate. Any other color variation must be approved by the Office of Community Relations.


PhotographyHigh quality images are an important design element that can help make communications stand out. Photographs should be high quality for both digital and print communications. Because photos can always be made smaller, it is suggested that you take photos at the highest resolution possible. Cell phone photos and videos should be avoided at all costs and should never be used for official/formal publications; social media is an exception. If you require photography for your event, contact the Office of Community Relations to schedule a staff photographer.Photographs should be well composed and should represent the diversity of the district as much as possible.

Photography DatabaseThe Office of Community Relations - Graphic Design Services Department has a database of high quality images for use in communication materials. If you are interested in using one of these photos from the database, please call 409-617-5045.

Media Release Forms/DocumentationIn order for students to be photographed or filmed for any public documents or publications, they must have a media release on file signed by the parent or guardian. Students who are part of the foster program should never be photographed under any circumstances.

Acceptable Photo: Well composed with subjects centered in frame without too much background, smiling, eyes open

Unacceptable Photo: Not very well composed, subjects are not the focus, there is a lot of excess area that is not pertinent to the picture


Approved Email Signature Format

First and Last Name | TitleDepartment | Locationph: 409-617-0000 | fax: 409-617-0000 | email addresswww.bmtisd.com | “Preparing Our Next Generation!”

Mandatory StatementsThe following statement must also be included below your signature line.Notice of Confidentiality: This electronic communication may contain confidential student record information intended solely for school business by the individual to whom it is addressed. Any disclosure (verbal or print), copying, distribution, or use of this information by an unauthorized person is prohibited, and may violate the Family Education Rights and Privacy Act (FERPA). Should you receive this electronic communication in error, please notify the sender at (Insert Phone Number Here) immediately.

Statement of Non-Discrimination: The Beaumont Independent School District does not discriminate on the basis of race, color, national origin, gender, age, marital status or handicapping condition in its programs, services, activities, or employment practices as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973, as amended; and the Age Discrimination Act of 1975. BISD is committed to providing a free and appropriate public education for all students.

Email CommunicationEmail by its very nature is an informal albeit useful method of communication. While official style guidelines may be relaxed when using email, one should keep in mind that Beaumont ISD is a government entity and is subject to the Texas Public Information Act; therefore, all email communication using district email is considered public record. Email communication should remain professional and should follow the guidelines set forth in the District’s acceptable use policy.

All-Staff Email Communications/MemosAny district wide communication/memos with the exception of emergency situations should be sent through the Office of Community Relations. In order to have an email sent to all-staff, please submit your item or email to either be included in the weekly e-newsletter or to be sent as a memo on your behalf. The District utilizes a system to track these types of communications and therefore should be sent through this system.

Email SignaturesEmail signatures should only contain district contact information as well as any legal notices. Quotes, pictures or any unapproved additions should not be included.

Font: Serif

Size: Normal

Font: Sans Serif

Size: Small

Font: Sans Serif

Size: Small


Standard Voice Mail GreetingsVoice mail greetings should be brief and courteous allowing callers to leave a message if they choose. If you choose to use a personalized greeting rather than the standard “name only” greeting, please use the following verbiage:

Hello, you have reached the voice mailbox of ___(insert name)_____, I am currently either on the other line or away from my desk. Please leave your name, number and a brief message and I will return your call as soon as possible. Thank you!

Similar to email signatures, you should not add any quotes or other non-essential verbiage to your greeting.


Vehicles


Vehicles (cont.)

Flags

Style Guide - bmtisd.com · 30 years since becoming what we know today as Beaumont Independent ......

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