GENERAL FACULTY WRITING GUIDELINES Based on frequent corrections made on comments, and for the sake of greater uniformity in the appearance of our grades and comments, please keep the following guidelines in mind. -       Please make sure any "stock" sentences, paragraphs, etc., are free of mechanical errors.  If you write about your course in the body of the comment, please include no more than 2 or 3 sentences describing it.  Your comments should include at least 3-4 "customized" sentences about the individual student. -       Use Roman numerals and a capital T when spelling the proper noun "Trimester III."  Please avoid "term 3" or "trimester 3" in your comments. -       Check the spelling of each student's name. If you use a student's nickname in your comment, please be sure it is spelled correctly (see FAWeb). -       Avoid unnecessary white space in comments by skipping lines sparingly.  Please do not indent.  Please check the spacing between words–there should be only one.  Please do not skip lines at the end of comments by hitting "Enter" after your prose. -       Coaches, Music School, and Riding Center instructors should sign their names at the bottom of each comment.  For others, to avoid redundancy and save space, please do not sign your name if it appears at the top of your comments. -       Watch the use of the following: like and such as; real and very; then and than; its and it's; everyday and every day; you're and your; and sometime and some time.  "A lot" is two words.  “On-line” and “email” are standard. -       Course names and department names are capitalized while disciplines are not (e.g., Middle Eastern Studies is a history course in the Social Studies Department).  Seasons (e.g., fall and winter) are not capitalized.  Capitalize the proper nouns Writing Lab, Math Lab, and Language Lab. -       Capitalize Winter Break, Spring Break, Mid-Winter Break, and Conference/Study Period. -       Please do not abbreviate course names, such as “Pre-Cal” or “Bio.”  Each course name should be consistent with how it is reflected in FAWeb. -       A hyphen is used to combine two words into a compound adjective when the adjective precedes a noun (e.g., multiple-choice question, extra-credit work) but not hyphenated as in "She gets extra credit for participating so often in class," because a noun does not follow "extra" and "credit." -       Periods and commas should appear within quotation marks.-       Please spell check and proofread carefully.   -       Pay attention to punctuation and tone.  Balance areas of concern with strengths. -       Suggest that the student use particular resources at the School or specific strategies to help improve her work. -       Before recommending outside tutoring support, please advise a student to avail herself of the numerous academic resources that Dana Hall offers: conferences with teachers, Math Lab, Writing Lab, Language Lab, the Library, conferences with advisors, and meeting with the Learning Specialist. -       Rather than labeling a student's performance in class (You appear lazy…uninterested…bored in class), please describe her performance (You frequently come to class late…didn't do your homework three times this past trimester…rarely participate in class discussions). -       As you write your comments on the computer, save your work frequently. HELPFUL WRITING HINTS (from English Department.) -       All course titles must be capitalized: Discrete Mathematics, Functions and Trigonometry, Calculus, Spanish II. -       Languages must always be capitalized: She is a strong student in both English and French. -       Whenever possible, use the present tense as you write comments directly to the student. -       There is a tendency to use myself incorrectly: "Give the book to Mrs. Jenkins or myself."  Rather than "Give the book to Mrs. Jenkins or me."  Myself cannot be used in place of I or me. -       ALWAYS place commas and periods within the end quotation mark.  (See the sentence above.) -       Watch out for subject-verb agreement: Her assignments have been thoroughly prepared.  Each one of her assignments has been thoroughly prepared. -       A pronoun should clearly refer to its antecedent: (1) "My students are asked to do their assignments unaided."  (2) "I ask each of my students to do her assignments unaided." -       Spell check does not pick up: too, two, to your, you're, our weather, whether an, and or, for past, passed stationary, stationery its, it's precede, proceed than, then there, they're, their -       Disinterested means impartial, unbiased; it should not be used as a synonym for uninterested. -       All right is always written as two words.  Alright is nonstandard.  Also, remember that a lot is always two words. Punctuation and Common Sentence Patterns --The use of a comma and a semicolon in the following types of sentences: TWO INDEPENDENT (MAIN) CLAUSES joined by a coordinating conjunction (for, and, nor, but, or, yet, so = the acronym FANBOYS): 1.      Elsie, your homework has been prepared with care, and your participation in discussions is exemplary. 2.      You wrote a fine paper, Violet, on symbolism in Felix Salter's Bambi, but your performance on the final examination demonstrated your need to spend more time memorizing the periodic table. 3.      Clarissa, I hope you will find joy in the summer reading and return to us in September with the enthusiasm you have established in all your classes here at Dana.  (Why is there a comma missing before the and in this sentence?) TWO CLOSELY RELATED INDEPENDENT CLAUSES joined by a semicolon: 1.      I am worried, Cymbeline, that you are not taking advantage of the extra help I offered you; you must set as a goal for Trimester II a weekly appointment with me. 2.      I have few reservations about your performance in this course, Rosie; however, I do hope you will try harder to increase your participation in class discussions. (Always try to avoid the PASSIVE VOICE: "Your participation in class discussion should be increased.") AN INTRODUCTORY DEPENDENT CLAUSE followed by an INDEPENDENT CLAUSE should be separated from the MAIN CLAUSE. after           because         although        since           when as              before          it              until           unless 1.      When you participate, Amy, in class discussions, your colleagues listen carefully and are quick to respond to your comments. 2.      Although there are many ways to approach the problems, you always present a most unusual perspective, Janet. 3.      After you left the house seemed strangely quiet.  (Look what happens here when the writer neglects to use a comma after the DEPENDENT CLAUSE.) GENERAL GUIDELINES FOR ALL PROGRESS REPORTS, ADVISOR LETTERS, AND GRADES/COMMENTS Excerpts from H. Montague's guidelines on writing Letters of Recommendation for College Applications - adapted for writing comments and advisor letters As you write about a student's work, think about her: -       Stamina -       Energy -       Integrity -       Willingness to find solutions -       Seriousness of purpose -       Critical and analytical thinking skills -       Learning style ·       Keep your audience (i.e. parents and students) in mind as you write. ·       Give specifics and "speak to the record." Address the academic strengths and weaknesses of a student.   ·       Please be clear and honest about what those strengths and weaknesses are. * ·       Avoid general statements. ·       Beware of the "crystal ball" syndrome… "I know she'll certainly improve next trimester…" *If a student has difficulty writing, for instance, and this isn't mentioned in your comment, parents may believe that writing is no longer an issue for their daughter.  If writing concerns are pointed out by another teacher now or in the future, parents may get upset with what they view as inconsistent information from the School. COMMON MISSPELLINGS