The proofreading stage is intended to improve the flow, clarity, grammar, formulation, and format of the article. It represents the last opportunity for the author to make substantial changes to the text, since the next stage is restricted to correcting the typography and format. The file to be corrected is in Word or .rtf format and therefore can be easily edited as a text document. Instructions for making corrections are displayed in two different ways. The first is based on the Change Tracking functionality of Microsoft Word and requires that both the proofreader, the editor and the author have access to this program. A second system, independent of software, has been taken, with his permission, from the Harvard Educational Review. The editor of the journal may modify these instructions, so that suggestions can be made to improve the process of this journal.
1. Microsoft Word Change Tracking Under the Tools menu, the Change Tracking feature allows the proofreader to make insertions (text appears in another color) and erase text (text appears crossed out with another color or in the margin when erased). The proofreader can send questions to both the author (Author inquiries) and the editor (Editor inquiries) by inserting these questions in square brackets. The corrected version is uploaded and the editor is notified. The editor reviews the text and notifies the author. The editor and author should leave the changes they agree with. If further changes are needed, the editor and author can make them to the inserts or initially deleted texts, as well as make inserts or delete text anywhere in the text. The authors should respond to all the queries made, with the answers within the brackets. Once the text has been reviewed by the editor and the author, the proofreader will make a final pass through the entire text accepting the changes when preparing the layout and galleys phase.
2. Harvard Educational Review Instructions for making electronic reviews of your manuscript Please follow this protocol to make electronic reviews of your manuscript: Respond to suggested changes For each of the suggested changes you have accepted, remove the bold from the text For each of the suggested changes that you DO NOT accept, re-enter the original text and make it bold Enter and delete text Indicate new text by making it bold Replace deleted sections with: [deleted text] If you delete a sentence or more, indicate it with a note , eg, [2 sentences deleted] Answer questions to the author (APs) Keep all APs intact and in bold within the text. Do not delete To reply to a PA, please add a comment below. Comments should be delimited using: [Comment:] eg, [Comment: Explanation of the extended methodology as suggested] Comment Use comments to explain organizational changes or major revisions eg, [Comment: This paragraph has been moved from the page 5 to 7] Note: When referring to page numbers, use the page numbers from the printed copy of the manuscript that was sent to you. This is important as page numbers can change when reviewing an electronic document.
Illustration of an electronic review
The original manuscript file Before making substantial changes to the structure and organization of your original manuscript, review it with other people responsible for your area. Once you have finished your reviews, rename the file from AuthorNamePA.doc to AuthorNamePAR.doc (eg, from LuzPA.doc to LuzPAR.doc). Print your manuscript on paper and mail it to a floppy disk with the file completely revised and renamed. Manuscript returned to author with questions and suggestions Before making substantial changes to the structure and organization of the manuscript that we are returning to you, review it with other editors. Once you have finished your reviews, rename the file from AuthorNamePA.doc to AuthorNamePAR.doc (eg, from LuzPA.doc to LuzPAR.doc). Print your manuscript on paper and mail it to a floppy disk with the file completely revised and renamed. [PA: In this paragraph it may be helpful to highlight the importance of following instructions carefully when conducting electronic reviews. Otherwise the editing process could be delayed considerably] Revised manuscript sent back to HER Before making substantial changes to the structure and organization of the manuscript that we are returning to you, please review it with other editors. Please note that not following the instructions exactly can delay the publication of your manuscript considerably. Once you have finished your reviews, rename the file from AuthorNamePA.doc to AuthorNamePAR.doc (for example, from LuzPA.doc to LuzPAR.doc). Print your manuscript on paper and mail it to a floppy disk with the file with [words deleted], completely revised and renamed. [Comment: I have added a sentence in response to your suggestion.] Notes: • If a text has been removed bold, it means that the suggestion for changes in the first sentence has been accepted. • Phrase added in response to the AP. Bold text indicates insertion of new text • [word deleted] indicates deletion of "completely" • Comment containing a response to the editors' APs.