Guide for Copyeditors



As a copyeditor, you'll be primarily responsible for polishing HelpGrams that have already been published to our site. Since we have set new editorial guidelines for our HelpGrams, you'll be responsible for making our HelpGrams conform to the guidelines set in all training guides. Read the guides thoroughly to understand our editorial standards. Then, follow the procedures listed below when copyediting HelpGrams.

Copyediting Procedures

The key to copyediting is to be aware of issues such as grammar, spelling and consistency. Follow the procedures below when copyediting and proofreading HelpGrams:
  1. Check the appropriateness of the title. If you can think of a title that will better capture the reader's attention, replace the existing title with your title.

  2. Ensure that the content, structure, and style (concise, conversational, flow, lively language) of the expert statement conforms to the editorial criteria set in the writing guide.

  3. If there are multiple paragraphs in the expert statement, make sure each paragraph doesn't exceed four sentences. Also, make sure the expert statement has no more than three paragraphs.

  4. Use one of our four organization schemes to organize the data points, and make sure the structure is suited for the HelpGram's topic.

  5. Check the consistency of numbers in the text. Make sure that all numbers from one through nine are spelled out, and use figures for 10 and above.

  6. Ensure the consistency and the completeness of data point sentences. Remember, each data point should follow a consistent pattern.

  7. Make sure the title, the lead-in and the subheadings are capitalized and punctuated according to our editorial style. Refer to the following page for guidelines: Structuring & Formatting Data Points.

  8. Make sure the data point lead-in and subheadings are bold. Refer to the following page for guidelines: Structuring & Formatting Data Points.

  9. Check, and if necessary, correct or modify grammar, spelling, punctuation and word usage. Follow all the spelling guidelines and usage listed in the AP Stylebook.

  10. Tighten, delete or replace any wordy sentences or phrases.

  11. Simplify jargon and pretentious words or phrases.

  12. Make sure the HelpGram is free of clichés. Replace any clichés with original language that communicates the same idea conveyed in the cliche.

  13. Ensure that the language, style, and tone of the HelpGram is consistent with the standards outlined in our writing and style guide.

  14. Check the consistency of special terms as well as the titles of any organizations or companies in the HelpGram.

  15. If there are second references to organizations or companies, make sure they are named according to AP guidelines.

  16. Ensure that references to statistics or facts that aren't well-known are cited correctly according to the rules in the Avoiding Plagiarism page of the writing guide.

  17. Review each link to evaluate the quality of information and to check for plagiarism (particularly for HelpGrams that have not been published to our site).

  18. Ensure that each link has the same title as the title of the page it links to.

  19. Make sure all links (including the recommended books and the nonprofit organization) functions. If they don't, replace them with functioning links.

  20. Delete the authors' names in the recommended books' section, so only the titles display in the HelpGram.

  21. Ensure that the recommended links and books provide slightly different information.

  22. Ensure that the recommended links and books provide comprehensive information that's written in a language and style that's appropriate for our readers.

  23. Make sure the nonprofit organization is appropriate for the HelpGram topic.

After you perform a copyedit, read your HelpGram aloud. And be sure to proofread your HelpGram carefully.

Adding Related HelpGrams to the template

Follow these instructions to add related HelpGrams to the template:

  1. Click the admin area URL that was sent to you via e-mail.

  2. This page will prompt you for a username and password. Input the confidential username and password that your e-ternship director has assigned.

  3. Click the App-HelpGrams link. This will bring you to a page containing all the HelpGrams that have been published to our site. Find related HelpGrams by scrolling down this page. Click the numbers under the "View" category to read the HelpGram. Then, input the number of the HelpGram (which is the number link you clicked to access the HelpGram) into the "Related HelpGrams " field on your HelpGram template. If you input more than one related HelpGram into the template, separate each number by a semicolon (NOTE: You must use semicolons for the related HelpGrams to display).

  4. Click the "HelpGrams" link in the admin area. This link will bring you to a page that contains all the HelpGrams that have been written and/or edited, but have not been reviewed and published to the site. Follow the same procedures as those above to input the related HelpGrams into the template.

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