CA-ROTEL Project Style Guide
This guide establishes the standards for document creation and formatting to ensure consistency, accessibility, and seamless collaboration within Google Workspace.
1. Tooling & Compatibility
To maintain formatting integrity and accessibility, one format (Google Suite/Microsoft Word) should be chosen and used consistently.
Options
Google Suite
Google has a proven record of easy collaborative functionality. CA-ROTEL Grant administration defaults to using the Google Suite (Google Docs/Slides/Sheets) for this purpose. Communication with the Publishing Support Team (PST) will be easier using the Google Suite.
Microsoft Word
Microsoft Word has a robust toolset for document design and formatting. If choosing to use Microsoft Word, creators may need to utilize templates and email to exchange information with the Publishing Support Team.
Known Conflicts
Below are the issues we have determined between Microsoft and Google. This list is non-exhaustive.
- Accessibility: Word image captions often break or fail to translate during conversion.
- Formatting: Proprietary fonts and spacing in Word frequently shift when imported into Google.
- Data Accuracy: Word counts differ between the two platforms, which can affect project requirements.
Version Control
Once a project is finalized, edits cannot be made to the documents in the PST folder.
- Action Required: Always keep personal copies of your work if you anticipate future adjustments or edits.
2. Typography & Alignment
The goal for all PST documents is readability and clean digital presentation.
- Font Family: Use Sans-serif fonts only.
- PST Default: Calibri
- Approved Alternative: Arial
- Alignment: Use Left-aligned text.
- Strict Rule: No justified text. Justified text creates “rivers” of white space that make reading difficult for users with dyslexia or visual impairments.
- Guideline: No right-aligned text. Right-aligned text can be missed by screen readers who are utilizing a magnifying tool rather than having it read to them. Design and accessibility best practices state to be consistent and predictable in alignment.
- Punctuation: The Oxford Comma is mandatory for all lists of three or more items.
3. Media & File Types
| Category | Supported File Types |
|---|---|
| Documents | DOC, DOCX, XLS, XLSX, PPT, PPTX, PDF, EPUB |
| Images | JPEG, TIFF, GIF, PNG, SVG |
| Audio | MP3, WAV, AIFF |
| Video | MP4, MOV |
| Course Content | IMSCC |
4. Formatting Standards & Style
PST defaults to specific academic and professional standards to ensure a unified “voice.”
- Citation Style: PST will adhere to the Chicago Manual of Style unless a project specifically requires MLA or APA.
- Web Accessibility: All documents must meet Web Content Accessibility Guidelines (WCAG).
- Color Usage: Color must be purely decorative. Never use color as the only way to convey meaning (e.g., “Items in red are urgent”). Use bolding, icons, or text labels instead.
- Tables: Tables must be used exclusively for data. Do not use tables as a layout tool for spacing or columns.
5. Accessibility Checklist
- Font is Sans-serif (Calibri or Arial).
- Text is Left-aligned. The Oxford comma is used consistently.
- Color is not the sole indicator of meaning.
- Tables are used for data, not layout.
- Final version is saved/copied locally outside of the PST folder.
- All videos are hosted on YouTube.
For more details, please reference the Accessibility Evaluation Rubric, which will be the PST’s standard for measuring accessibility.
6. Quick Reference Summary
| Element | Requirement |
|---|---|
| Primary Tool | Google Docs |
| Font | Calibri (Default) or Arial |
| Alignment | Left-aligned |
| Punctuation | Oxford Comma required |
| Style Guide | Chicago (Default) |
| Accessibility | WCAG Compliant |
| Video Hosting | YouTube |
| Version Control | Edits locked in PST folders; keep personal copies |
7. Creative Commons License
After selecting a Creative Commons license that aligns with your goals and chosen materials, be sure to include the license on all relevant documents you share to clearly communicate reuse permissions. If you need assistance with license selection or have any questions, please contact Rachel Oleaga at [email protected].