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Proofreading GWRJ

In Dropbox, use the GWRJ-information/first_proof/ PDF, which is this past Spring’s print version, as a reference for proofing the whole GWRJ manuscript.

In the same location, download the cover and fall2012 proof to proofread.

Use Annotation Tools in Preview or Adobe Acrobat to indicate where changes need to be made in the mss.

Watch for:

  • Repeating mistakes (and check for inconsistencies between; choose one that’s holistically correct according to style guide)
  • Cross-check titles with TOC & running headers — check EVERY element on the page, but also across all instances.
  • Check copyright notices
  • Formatting & style issues (does it match internal style guide; or external guides)

The KEY with this assignment is global/holistic checking. Do a passthrough, then go back and check front- and backmatter, then do another whole passthrough.

When you’re done, append your FIRST name onto the filenames and upload to dropbox/assignment-turnins/first-proofs





Making a Clean Copy

After you’ve exchanged the proofread hard-copies of your GWRJ articles:

  1. Use Track Changes to make the proofreading changes to the clean copy.
  2. Save the file as filename-YOURFIRSTNAME (e.g., Grayson2-clean-CHERYL.doc)
  3. Upload to Dropbox/assignment-turnins/stage5_copyedits
  4. Save a second, CLEAN copy of the proofread-changed version (with all your track changes removed — you won’t be uploading this one, but don’t save over your TC version in case something goes wrong with that one).
  5. Print out a clean copy of the chapter and write your name at the top and turn it in to me.

Proofreading assignment

Due: Wednesday, April 4, at the beginning of class
Turn-In: Bring your marked-up paper copy to class.


  1. Go into DropBox/GWRJ-information/articles_to_proofread. These are your classmates’ clean versions (as they uploaded them) of the Stage 3-4 edits.
  2. Choose an article by a DIFFERENT AUTHOR than the one you copy edited for Stages 1-4. (e.g., if you chose Phillips’ tattoo article for copy-editing, you CANNOT proofread any of the clean versions of Phillips’ tattoo article done by your classmates.)
  3. Print the article.
  4. Using the GWRJ style guide and your own style guide choices from your report assignment as style references, hand-mark any remaining changes to the text using the proofreading marks from Chapter 13.
  5. Mark your name in pencil/pen on the top-right of your marked-up copy.
  6. Another student will input your changes into the clean documents next week in class as part of an in-class assignment. (This prompts you to be assured, and neat, in your corrections.)


Stage 3/4 editing & author query

Due: Wednesday, March 21, by midnight
Upload: DropBox/assignment turn-ins/stage3-4_copyedits

  • “stage3-4edits_FIRSTNAME-tc” (for the Track Changed version)
  • “stage 3-4edits_FIRSTNAME-clean” (for the clean version)
  • “author-query_FIRSTNAME” (for your letter of transmittal to the author)

Take the same article you did Stage 1-2 edits on, and follow the Kairos 8-stage copy-editing model for Stages 3 and 4. That translates to editing for style (using the NEW Grassroots style sheet you made in class on Wed. March 7; see and proofreading that document. You should

  1. LEAVE the version that you turned in for the 1-2 edits in that folder (so I can check them separately; make a copy of it, if you need to),
  2. rename the file,
  3. clear/accept the stage 1-2 edits
  4. paper- and/or electronic-edit (the end version needs to be electronic and show Track Changes) for style
  5. save a COPY of the changed version as the clean version & remove/accept the changes
  6. write your letter of transmittal to the author
  7. upload BOTH versions and the letter to the dropbox folder

The versions you upload should be the “final” (best you can possibly do) version, ready for production.

Building Relationships Through Language

In this assignment, use the combined-changes.doc document in DropBox>GWRJ folder to write an email to the editors of Grassroots, in which you offer suggestions for revising their submission guidelines (at the end of the Grassroots Journal) to better meet the needs of their readers. You should use the “Language of Good Relationships” section of Technical Editing (Chapter 24) to create an email that is helpful and creates an atmosphere of “active listening” in its revision suggestions. Email this letter (in the body or as an attachment) to ME (cball at ilstu dot edu) by the start of class next Wednesday.

Pre-Test Instructions

There are two files in dropbox/pre-test/ folder. Download them both.

  1. The one labeled ‘copy-editing’, copy-edit it — whatever that means to you. Then write up a one-paragraph justification for your copy-editing changes.
  2. The one labeled ‘review’, write up a 1-2 paragraph review for the author to help them revise.

Turn both pieces back into me on paper or uploaded to dropbox/pretest/ folder by the start of next week’s class.