In AP Style, the title “Administrative Law Judge” should be capitalized when used as a formal title before a person’s name. However, it should not be capitalized when used in a general sense or when referring to multiple people.

AP Style also gives a guideline to write down the federal title ‘Administrative Law Judge’. This particular title refers a formal title for a person who serves as a professional hearing officer.

If you are using this title as a formal title, then you should capitalize it and write it before a name. For example,

• Administrative Law Judge Tammy Pust.

However, you can also write this title by setting off commas. In this way, you do not need to capitalize this title. For example,

• The administrative law judge, Tammy Pust, will not be present today.

Furthermore, if you are not referring this title as formal or you are referring more than one person, then you should not capitalize this particular title. For example,

1. Application has been sent to the agency’s administrative law judge.

2. SEC’s administrative law judges will hold their specific positions.

When to Use Commas with “Administrative Law Judge”

When the title “Administrative Law Judge” is not used formally before a person’s name, commas should be used to set off the title from the rest of the sentence. In this case, the title is lowercase and is not capitalized. For example:

• The administrative law judge, Tammy Pust, will not be present today. Here, the title is used as an informal reference, with the judge’s name following the title.

How to Refer to Multiple Administrative Law Judges

When referring to more than one administrative law judge, the title should be written in lowercase and without capitalization, unless it starts a sentence. For example:

• The agency’s administrative law judges are scheduled to review the case tomorrow.
• Several administrative law judges will be attending the conference.

This keeps the term general and non-specific, distinguishing it from the use of a formal title for a single person.

The Difference Between Formal and Informal Use of Titles

A formal use of “Administrative Law Judge” is when the title is placed directly before the person’s name and is capitalized. In contrast, when used informally or in general references, the title is not capitalized and may be set off by commas. For example:

• Formal: Administrative Law Judge Tammy Pust will hear the case.
• Informal: The administrative law judge, Tammy Pust, is on leave this week.

The distinction ensures that the title remains consistent with its level of importance or formality.

Examples of Administrative Law Judge in Sentences

Here are some examples of how “Administrative Law Judge” can be used correctly in sentences:

Formal Use:

• Administrative Law Judge John Smith will oversee the hearing.

Informal Use with Commas:

• The administrative law judge, John Smith, has ruled in favor of the plaintiff.

Multiple Judges:

• The administrative law judges will gather next week to discuss the new policy.

Check Out: How Do We Write State Names In AP Style?

What Did You Learn?

The title should be capitalized and placed before a name when used formally, such as “Administrative Law Judge Tammy Pust.”

In AP Style, AIDS stands for Acquired Immune Deficiency Syndrome, while HIV stands for Human Immunodeficiency Virus. It’s important to distinguish between these two diseases, as they are not interchangeable.

AIDS In AP Style

AIDS is widely accepted acronym. It stands for Acquired Immune Deficiency Syndrome. AIDS is a serious disease which is caused by a disease named HIV.

HIV is a virus that stands for Human Immunodeficiency Virus.

Note: You cannot write or say ‘HIV Virus’.

HIV Virus = Human Immunodeficiency Virus Virus (Wrong)

HIV = Human Immunodeficiency Virus (Correct)

These two diseases cannot be interchangeable. HIV and AIDS are two different diseases. You cannot mixed them up.

Unlike the other viruses like common flu or cold, HIV is such a dangerous virus that remains and never go away. A person with this particular virus, slowly and gradually, becomes severely ill; as this disease badly weakens a person’s immune system. When a person’s immune system becomes so weakened by HIV, then he or she will then diagnosed with AIDS.

Hence, HIV and AIDS are two totally different diseases. You can name AIDS as advanced HIV disease.

When to Use the Term ‘AIDS’ in AP Style

In AP Style, it’s important to use the term AIDS (Acquired Immune Deficiency Syndrome) appropriately in news reporting to ensure clarity and accuracy. Here’s how to navigate its correct use:

1. Use ‘AIDS’ When Referring to the Disease Stage

AIDS should be used to refer specifically to the advanced stage of HIV (Human Immunodeficiency Virus) infection. It is diagnosed when a person’s immune system has been severely weakened by the HIV virus. When writing about a person who has progressed to this stage, it is appropriate to use “AIDS” to indicate the condition.

Example:

• “The patient was diagnosed with AIDS after his immune system became critically compromised.”

2. Avoid Interchanging ‘HIV’ and ‘AIDS’

AIDS and HIV are distinct, and it’s crucial not to use the terms interchangeably. HIV refers to the virus that causes AIDS, but someone with HIV may not yet have developed AIDS. Use “HIV” when discussing the virus and “AIDS” when referring to the syndrome.

Incorrect Usage:

• “He tested positive for AIDS.” (This implies the person has the syndrome, but not necessarily the virus)

Correct Usage:

• “He tested positive for HIV, but does not yet have AIDS.”

3. Use ‘AIDS’ to Refer to the Final Stages of HIV

AIDS is typically the term used to describe the later, more severe stages of HIV infection. It’s when the individual’s immune system becomes dangerously weak, making them susceptible to opportunistic infections. In news reporting, it is important to specify this stage to highlight the severity of the disease progression.

Example:

• “After living with HIV for many years, she was diagnosed with AIDS, making her vulnerable to other infections.”

4. Avoid Using ‘AIDS’ in a Broad, General Sense

When referring to HIV, avoid using “AIDS” unless discussing the specific syndrome stage. HIV is an ongoing infection that doesn’t necessarily lead to AIDS if properly treated. Therefore, “AIDS” should be used only in contexts where the progression to the syndrome is relevant to the story.

Incorrect Usage:

• “There is no cure for AIDS.” (If talking about the virus itself, this is misleading)

Correct Usage:

• “There is no cure for HIV, but treatments can prevent it from progressing to AIDS.”

Check Out: Prognosis vs Diagnosis.

What Did You Learn?

In summary, “AIDS” should be used carefully in AP Style to distinguish it from HIV. It’s the term for the advanced stage of HIV infection and should only be used to refer to a person whose immune system is significantly weakened. It’s essential to use both terms, HIV and AIDS, correctly to avoid confusion and to provide clear, accurate reporting.

In AP Style am pm should be written in lowercase with periods and without additional words like “morning” or “evening.” To ensure clarity, avoid unnecessary zeroes and follow specific formatting guidelines for time references.

Ante meridiem (a.m.) is a Latin phrase which means before midday. On the other hand, post meridiem (p.m.) means after midday.

a.m. stands for = Ante meridiem

p.m. stands for = Post meridiem

What AP Style Suggests?

According to this particular style, you cannot capitalize the abbreviations a.m. and p.m. You should abbreviate ante meridiem and post meridiem with lowercase letters.

a.m. , p.m. = Correct
A.M. , P.M. = Wrong

For example,

• The presentation will be at 11 a.m.

Important Points to Remember:

1. You should not use unnecessary zeroes. Like,

11:00 p.m. (Wrong)
11 a.m. (Correct)

2. There is no need to write morning or evening with a.m. or p.m. For instance,

• Be ready at 10 a.m. Tuesday morning. (Wrong)

• Be ready at 10 a.m. Tuesday. OR Be ready for Tuesday at 10 a.m. (Correct)

Formatting Time Ranges in AP Style

In AP Style, when writing time ranges, clarity and consistency are key. AP Style specifies that writers should avoid using dashes or hyphens to connect the start and end times of an event or period. Instead, use the word “to” to separate these times. This approach minimizes ambiguity and maintains a professional appearance.

• Correct Format: Always write time ranges with “a.m.” and “p.m.” following each time if the range crosses the midday threshold. For example, instead of writing “10-2 p.m.,” AP Style encourages “10 a.m. to 2 p.m.” This approach provides readers with a clear timeframe.
• Same Period Format: If both times in the range fall within the same period, only include “a.m.” or “p.m.” with the end time. For example, write “8 to 11 a.m.,” not “8 a.m. to 11 a.m.” This maintains clarity without repetition.
• Examples of Proper Formatting:
  • “The workshop is scheduled for 9 a.m. to noon.”
  • “The event will run from 6 to 9 p.m.”
  • “The store is open from 8 a.m. to 6 p.m.”
• Why Avoid Dashes: Using dashes, such as in “10-2 p.m.,” can create confusion and may appear unprofessional in formal writing. AP Style encourages spelling out “to” for readability and consistency across written materials.

Check Out: How Do We Write Time In AP Style?

Common Mistakes with a.m. and p.m. in AP Style

There are several frequent errors people make when using a.m. and p.m. in AP Style.

Using Unnecessary Zeros: In AP Style, there’s no need to add “:00” when indicating the top of the hour. For example, “10:00 a.m.” should be written as “10 a.m.” This prevents redundancy and keeps time references simple.

• Incorrect: “The meeting is at 10:00 a.m.”
• Correct: “The meeting is at 10 a.m.”

Improper Capitalization of a.m. and p.m.: AP Style dictates that a.m. and p.m. should always be written in lowercase letters with periods after each letter. Writing these terms in uppercase, such as “AM” or “PM,” is incorrect according to AP Style.

• Incorrect: “The event starts at 8:30 PM.”
• Correct: “The event starts at 8:30 p.m.”

Redundant Time Expressions: Phrases like “in the morning” or “in the evening” are unnecessary when a.m. or p.m. is already specified, as these terms inherently communicate whether it’s before or after noon. For instance, instead of saying “10 a.m. in the morning,” simply say “10 a.m.”

• Incorrect: “We’ll meet at 9 a.m. in the morning.”
• Correct: “We’ll meet at 9 a.m.”

Incorrectly Writing Noon and Midnight: AP Style advises against using “12 p.m.” or “12 a.m.” as these can be confusing. Instead, use “noon” and “midnight” for clarity.

• Incorrect: “The deadline is 12 p.m.”
• Correct: “The deadline is noon.”

What Did You Learn?

Writing times in AP Style requires careful attention to detail and consistency. By using lowercase “a.m.” and “p.m.,” omitting unnecessary zeros, and avoiding redundancies like “in the morning,” writers can produce clear, professional content that adheres to AP Style standards.

In AP Style, numbers are generally written out as words from one to nine, and figures are used for numbers 10 and above. There are also specific rules for using numerals in contexts like addresses, dates, percentages, and measurements to maintain clarity and consistency in writing.

Writing Numbers In AP Style: General rule

Mostly people search how to, correctly, write numbers within sentences. AP Style guide helps you to have an idea about the usage of numerals in publications.

This is a general rule that you should write numbers starting from one to nine by spelling them out. Otherwise, it is necessary to use figures after nine i.e. 10, 11, 12, and so on.

For example,

1. They need three more days for their presentation.

2. It is the third time that you are asking me about the extension.

3. There are almost 25 people inside the hall.

Rule for Addresses:

It is the rule that you should always use figures in your addresses. For example,

• 1200 California Ave. (Correct)

• Twelve hundred California Ave. (Wrong)

However, If you are referencing a number with street names, then you should capitalize and write full spellings from ‘First’ to ‘Ninth’. Otherwise, you have to use two-letter figures (i.e. 29th, 22nd, etc.)

For example,

• Go to Second St.

• Go to 12th St.

Rule for Ages:

If you are referring your age at any place, then you should use figures instead of spelling it out. For example,

• My brother is 20 years old.

• I always needed a six-year-old wild cat.

• She is in her 30s.

Rule for Dates:

While writing out dates, you should not use ordinal numbers. Always go with figures. For example, June 10.

Note: Avoid using figures like June 10th in writing dates.

Furthermore, you cannot use an apostrophe in references like 1900s or 1600s etc. However, an apostrophe is only needed in the references like ‘90s or ‘80s.

For example,

• The decade of the Gregorian calendar began in the 1900s.

• The ‘80s were the famous time because it was about peace and love.

Percentages:

Percentages need figures by dropping out its symbol (%). You should spell out the whole word ‘percent’. For example,

• She is donating more than 50 percent of her wealth.

Rule for Dimensions:

You should use figures while writing out dimensions. For example,

• My height is about 5 feet 5 inches.

• The 10-by-10 curtain.

• This room is 30 yards in length.

• You should be at least 150 pounds in weight.

Rule for Highway Destinations

Use figures while writing about highways. For example,

• You should choose route 66 to reach early.

• There was a very bad traffic on interstate 5.

Check Out: How Do We Write Addresses In AP Style?

Rule for Millions/Billions/Trillions or Money:

Use only figures. For example,

• There were almost 1 million people outside the court.

• Will you donate $10 billion?

• It costs only 4 cents.

• I will pay $20 for that purse.

Rule for Speed:

Only figures needed. For example,

• Santa Ana winds could gust up to 60 mph in some Southern California areas. (LA Daily News)

Rule for Time:

You should use figures for time. However, you should spell out noon and midnight. For example,

• 10 p.m.

• 5:15 a.m.

• 6 0’clock

Rule for Temperature

Only use figures. For example,

• It was minus 8 yesterday morning.

• You can’t go out, it’s 50 degrees outside.

Note: Don’t use figure for 0. You should spell it out (as zero).

Rule for Expressions or Quotations

You should spell out the numbers within quotations or expressions. For example,

• One day, you will come to know about my importance.

• A thousand splendid suns.

• You can ask questions one by one.

Spell out at the beginning of a sentence:

You should spell out the number at the beginning of a sentence. For example,

• Five hundred pages have been ruined.

Note: In case of years, you should use figures. For example, 1991 is my birth year.

Common Mistakes in Writing Numbers and How to Avoid Them

When writing numbers in AP Style, it’s easy to make common mistakes. Here are a few frequent errors and tips on how to avoid them:

Mixing words and numerals:

• Mistake: “She has 5 dogs and three cats.”
• Correct: “She has five dogs and three cats.”

Tip: Use words for numbers one through nine, and numerals for 10 and above.

Using ordinal numbers incorrectly:

• Mistake: “She is in her 1st year of college.”
• Correct: “She is in her first year of college.”

Tip: Avoid using ordinal numbers (1st, 2nd, 3rd) unless it’s a specific address, such as “5th Ave.”

Not following the correct date format:

• Mistake: “The event is on May 5th.”
• Correct: “The event is on May 5.”

Tip: Never use ordinal numbers (e.g., 5th, 10th) when writing dates.

Incorrectly formatting large numbers:

• Mistake: “The population is 3,000,000 people.”
• Correct: “The population is 3 million people.”

Tip: For large numbers, spell out millions, billions, etc., without commas.

Unnecessary zeroes in time:

• Mistake: “The meeting starts at 10:00 a.m.”
• Correct: “The meeting starts at 10 a.m.”

Tip: Do not use unnecessary zeroes when writing time.

What Did You Learn?

Writing numbers correctly in AP Style involves understanding when to use words versus numerals, following specific rules for dates, time, and other measurements, and avoiding common pitfalls like using ordinal numbers or unnecessary zeroes. By adhering to these guidelines, you can ensure clarity and consistency in your writing

AP Style distinguishes among the terms alumnus, alumni, alumna, and alumnae, each describing a specific group of graduates. Using these terms correctly is essential for clarity, as they vary based on gender and number.

What AP Style Suggests?

People often get confused between the words alumnus, alumni, alumna and alumnae. AP Style guide suggests writers to use each of these words correctly as these words are different from each other.

1. Alumnus:

Alumnus is used to refer a graduate and it should be a male graduate. It is a singular noun. So, it means that this particular word is for a singular male graduate.

Alumnus means a male graduate

For instance,

• My father is a Harvard alumnus.

2. Alumni:

The word ‘alumni’ is the plural of alumnus but it can also be used to refer a male and a female graduate group. At one side, alumnus means a male group of graduates. On the other side, it can also mean a group in which there are male as well as female graduates.

Important point

> Alumni cannot be used to refer only a group of female graduates.

3. Alumna:

Alumna is only used to refer a graduate who is, especially, a female. For example,

• My mother is a Harvard alumna.

4. Alumnae:

The word ‘alumnae’ is only used for a female group who should be graduates of any institute.

Understanding the Singular and Plural Forms of Alumni Terms

AP Style specifies distinct terms to address graduates based on gender and quantity, with “alumnus” and “alumna” as the singular forms and “alumni” and “alumnae” as the plural forms. Here’s how they break down:

• Alumnus: This term is singular and applies to a male graduate. For example, “John is an alumnus of Stanford University.”
• Alumna: This term is singular and applies to a female graduate. For example, “Jessica is an alumna of the University of Texas.”
• Alumni: This is the plural form of alumnus, often used for a group of male graduates or a mixed group of male and female graduates. For example, “The university welcomed alumni from the class of 2000,” which could mean an all-male or mixed group.
• Alumnae: This is the plural form of alumna and specifically refers to a group of female graduates. For example, “The alumnae of Smith College organized a reunion.”

When to Use Alumni for Mixed-Gender Groups

The term “alumni” is versatile because it serves as the plural for both male graduates and groups containing both male and female graduates. This is helpful in writing situations where a group includes people of different genders or when gender-specific terms are unnecessary.

• Example: “The university’s alumni network spans across several continents,” refers to a group that likely includes both men and women.
• Another Example: “The alumni of 2015 have donated significantly to the new campus project,” which could include both men and women.

Using “alumni” for mixed-gender groups is both inclusive and consistent with AP Style, which avoids terms that distinguish unnecessarily based on gender unless the context requires it.

Gender-Specific Terms for Graduates: Alumnus vs. Alumna

In cases where it’s necessary or relevant to specify the gender of an individual graduate, AP Style uses “alumnus” for a man and “alumna” for a woman. This can be especially useful in biographies, awards, or formal settings where knowing the gender of the person may add context.

• Using Alumnus for Men:
  Example: “Dr. Smith, an alumnus of Harvard Medical School, has been appointed to the board.” Here, “alumnus” indicates that Dr. Smith is male.
• Using Alumna for Women:
  Example: “Jane Doe, an alumna of Yale Law School, was named one of the top attorneys in the country.” The use of “alumna” confirms Jane’s gender.

When gender isn’t pertinent, “alumni” can often be used, but “alumnus” and “alumna” add clarity when individual graduates are being recognized or introduced.

Common Mistakes to Avoid with Alumni Terms in AP Style

Writers sometimes struggle with these terms, especially when referring to groups or when gender-specific terms are unclear. Here are a few common pitfalls:

• Using “alumni” for all groups, including all-female groups: “Alumni” should not be used for a group composed solely of female graduates. The correct term for such a group is “alumnae.”
  Incorrect: “The alumni of Wellesley College attended the event.”
  Correct: “The alumnae of Wellesley College attended the event.”
• Misusing “alumnus” and “alumna” interchangeably: Remember that “alumnus” refers to a single male graduate and “alumna” to a single female graduate.
  Incorrect: “Jane Doe is an alumnus of Brown University.”
  Correct: “Jane Doe is an alumna of Brown University.”
• Incorrectly pluralizing “alumna” as “alumnas”: The correct plural form of “alumna” is “alumnae,” not “alumnas.”
  Incorrect: “The alumnas of Smith College reunited for a special event.”
  Correct: “The alumnae of Smith College reunited for a special event.”

What Did You Learn?

By using alumnus for a single male graduate, alumna for a single female graduate, alumni for mixed or all-male groups, and alumnae for all-female groups, you can communicate effectively and respectfully.