Copyediting REx

Goals:

  • To implement proofreader marks on hard copy
  • To learn electronic editing in Word
  • To practice line-editing/red-lining
  • To develop micro-editing skills as opposed to macro- (developmental) editing skills
  • To feed your inner Grammar Grrl.

Due Dates:

  1. Pre-production check = April 14
  2. Design/data edits = April 14
  3. APA check = April 21
  4. Proofread = April 28ish (work with your partners)
  5. Author query = May 5

Instructions:

Stage 1: Pre-production check

This stage is to ensure you have all the right files in the right places and that the contents of the files are working and in the right order. This is a big-picture review of the materials to spot initial inconsistencies for the Stage 2 editing phase. (Not everyone will have edits at this stage, fyi.)

  1. Sign up for the Slack site for dpi-wvu, if you haven’t already.
  2. Review the copy-editing matrix in Google Drive > 602 > REx
  3. Download your files from Dropbox>602>REx>REx1-RRReports-ORIGINALS. Also check to see if your author has supplemental files in the Associated Files folder, and download those too, if needed.
  4. Review each authors’ file to make sure it is working, is not corrupt, and matches the template file provided in the DropBox REx folder.
  5. Create a query doc in the Drive > 602 > REx > queries folder for EACH author. Name it with the same filename as the original with an appended -query. List any questions you have for your fellow editors or for the author. Your questions should be as contextually complete as possible so that others don’t have to guess what you mean. Each subsequent stage will add to this query.
  6. Create a style sheet doc in the Drive > 602 > REx > style-sheets folder for EACH author. This is the document each editor will use to track the changes ze made to each report. Each subsequent editor will add to that author’s report. This is how in-house styles are tracked and created.
  7. When you’re done checking everything, and it all looks in order, change the filename of each authors’ copy, removing the -RR and adding an -1 (e.g., Ball-Title-RR –> Ball-Title-1).
  8. Upload the new files to Dropbox, including the supplemental files to REx1-Stage1-REV folder.

Stage 2: Design/data edits

This stage is about fixing any template and supplemental file issues, as well as making sure that any graphics/figures included are of high enough quality (e.g., not pixelated, not copyrighted + not cited, etc.). (Not everyone will have edits at this stage, fyi.)

  1. Download the author files from the REx1-Stage1-REV folder.
  2. [Review the notes made by previous stage editors — not really necessary for our process, since you’re one and the same.]
  3. Follow your APA guide on Displaying Results and Captions for figures, etc. Keep or move all supplemental materials to secondary files following the conventions the editors set up for us.
  4. Make sure the template the editors provided is followed.
  5. Add any notes for the author or about future editing that will need to be completed by Stage 3 editor to the query. Add notes to the style sheet.
  6. Once design edits are completed, rename the file with -2 appended and upload to DropBox > 602> REx > Stage 2-Rev folder.

Stage 3: APA check

This stage is has three individual steps (paper editing, track changes, accepting changes) and is about redlining your copy and electronic editing.

  1. Download the files from Stage 2-REV folder on DropBox.
  2. [Check the style sheet & query for To Dos – not necessary in our process]
  3. Print a copy of your authors’ files. using proofreading marks in the APA guide, hand edit all copies. (Be prepared to turn these hard copies in on the 21st.)
  4. Take these line edits and input them into the electronic versions using Track Changes.
  5. Add queries, as needed, as Comments to the authors and editors. Mark author queries as “QA” and editor queries as “QE”
  6. Save a copy (using Save As, so that you end up with TWO copies of the same documents). One copy should be named “filename-queries” and you should clean out all Track Changes from that one but leave the margin Comments. The second copy should LEAVE all Track Changes as is and be named “filename-3”.
  7. Upload BOTH copies (the version with Track Changes AND the clean copy) to the DropBox > Rex> Stage3-REV folder.
  8. Add notes to the query and style sheet documents.
  9. Login to Slack and notify the next person in the Matrix that the author copies are ready for Stage 4 proofing by pinging them directly.

Stage 4: Proofread

For this stage, you will take up a partner’s group of texts (according to the copyediting matrix) for a final proofread and correction. Proofreading is a “pens-down” process, so don’t make any unnecessary changes at this point. Only correct grammatical or major template errors.

  1. Download the files from Stage 3-REV folder on DropBox.
  2. Check the style sheet & query for heads up to remember while proofing.
  3. Print a copy of your authors’ files. Using proofreading marks in the APA guide, hand edit all copies. (You do not need to turn in these hand edits.)
  4. Take these line edits and input them into the electronic versions using Track Changes.
  5. Add or remove queries, as needed, as Comments to the authors and editors. Mark author queries as “QA” and editor queries as “QE”
  6. Add any holistic style issues/suggestions to the overall style guide.
  7. Save this version, leaving all Track Changes as is, as “filename-4”.
  8. Upload this copy to DropBox > Rex> Stage4-REV folder.
  9. Add notes to the query and style sheet documents.

Stage 5: Author query

This is the final “assistant editor” stage before the documents go back to the editors and authors for final production. In this stage, you’re mainly just preparing the author query for the editors to send to the authors.

  1. Download the files from Stage 4-REV folder on DropBox.
  2. Clear all Track Changes (but keep query Comments) from all documents. Save the files with “filename-proofed”.
  3. Referring to the queries within each document (and any additional queries indicated in the style sheets for each report), create a separate Word document that directs the authors to respond to specific remaining questions you have. Each query in the Word document should refer to a specific Commented query in the report. Each report gets a separate query document. Save these as “filename-authorquery”. See an example in Drive.
  4. If there are QEs, write up a separate cover letter to the editors that lists these queries for them. Please remember to keep your audiences straight when writing the author query and the editor query documents. Author queries should be directive. Editor queries should be informational and/or questioning. Save these as “filename-editorquery”.
  5. Upload all three documents for each report into the DropBox > Rex> Stage5-REV folder.
  6. Notify me on Slack when you have finished all of your reports.

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