Editorial Procedures
As an editor, you're responsible for making any changes you deem necessary
to HelpGram text. This includes everything from making minor spelling and grammar
changes to completely rewriting and researching HelpGrams. Follow the procedures
below when editing HelpGrams. They will ensure their quality and consistency.
When editing HelpGrams, perform the following procedures sequentially:
- Content Edit
- Language Edit
- Copyedit
- Proofread
Part I: Analytical Substantive Editing
Analytical substantive editing consists of content editing and language editing
procedures. It addresses the quality, depth, and overall presentation of content.
Unlike copyediting, which addresses text issues on a microcosm scale, analytical
substantive editing addresses the macrocosm. It involves analyzing how well
the author conveys purpose and relevance as well as the appropriateness of the
language and the organization of the content.
Content Editing
Read the HelpGram carefully to get a general sense of its purpose, intended
use, organization, language, relevance, and style. Read the HelpGram to yourself,
and read it aloud. Then, use your editorial judgment and the training guides
to modify or to rewrite the HelpGram according to the answers of the following
the questions:
- What is the purpose of this document?
- What feelings does the writer wish to evoke in the reader, and how effective
is the writer in achieving these aims?
- What action does the writer expect the reader to take after reading the
HelpGram?
- What does the intended audience already know about the topic?
- Does the HelpGram communicate common-sense information or does it provide
new, useful or surprising information?
- Does the writer give enough breadth and depth to the topic?
- Does the HelpGram motivate the reader and encourage the reader to take action?
- Do the data points complement the expert statement and vice versa?
- Are the recommended books and links appropriate and relevant to the HelpGram
topic?
- Do each of the recommended links provide slightly different information?
- Do the recommended links and books provide comprehensive information that's
written in a language and style that's appropriate for our readers?
- Do the links and books conform to our editorial criteria for selecting links
and books?
Language Editing
- Does the content of the expert statement conform to our editorial guidelines
(content,
structure, style:
concise, conversational,
flow, lively
language)?
- Does the expert statement lead capture the reader's attention or engage
the reader?
- Does the author use one of our four organization schemes to organize the
data points?
- Is the structure of the data points suited for the HelpGram's topic?
- Is the content of the HelpGram written in a tone and style that's appropriate
for our projected demographics and is consistent with our editorial style?
- Is the writing concise and
conversational?
- Can any words be simplified, shortened or deleted?
- Do any sentences need to be rearranged, restructured, or deleted?
- Do the sentences in the expert statement and the data points flow nicely?
- Are any sentences, phrases or words awkward?
- Does the writer use jargon or pretentious language that can be phrased more
conversationally?
- Is the content concrete and specific?
- Do any portions of the HelpGram need to be rewritten?
- Are there any clichés that can be replaced with original phrases
that communicate the same idea conveyed in the cliché?
- Does the HelpGram need more compelling information or new research?
Part II: Copyediting & Proofreading
Copyediting
The key to copyediting is to be aware of issues such as grammar, spelling, syntax,
and consistency. Follow the procedures below when copyediting and proofreading
HelpGrams:
- Check the appropriateness of the title--it should pertain to the topic and
should grab the reader's attention. If you can think of a title that will
better capture the reader's attention, replace the existing title with your
title.
- Ensure that the language, style, and tone of the HelpGram is consistent
with the standards outlined in the writing and style guide.
- If there are multiple paragraphs in the expert statement, make sure each
paragraph doesn't exceed four sentences, and make sure the expert statement
has no more than three paragraphs.
- 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.
- 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.
- Make sure the HelpGram is free of clichés. Replace any clichés
with original language that communicates the same idea conveyed in the cliché.
- Ensure that expert statement or data point 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.
- Ensure the consistency of special terms as well as the titles of any organizations
or companies in the HelpGram.
- If there are second references to organizations or companies, make sure
they are named according to AP guidelines.
- Ensure the consistency and the completeness of data points. Remember, each
data point should follow a consistent pattern.
- Make sure the title, lead-in and subheadings are capitalized and punctuated
according to our editorial style. Refer to the following page for guidelines:
Structuring
& Formatting Data Points.
- Make sure the lead-in and the data point subheadings are bold. Refer to
the following page for guidelines: Structuring
& Formatting Data Points.
- Make sure the links have the same titles as the titles of the pages they
link to.
- Ensure that the links for the "Recommended Links" and "Recommended
Books" sections function.
- Review each link to evaluate the information and to check for plagiarism.
- Make sure the author has chosen an appropriate nonprofit organization. If
you don't think the organization that the writer has selected is appropriate
or relevant to the HelpGram's topic, replace it with a more fitting organization.
- Input up to ten related HelpGrams. Make sure that each related HelpGram
closely pertains to the topic. Follow the procedures below to learn how to
add related HelpGrams to the template.
- Give the HelpGram a short title. This is the title that will appear in the
"Related HelpGrams" section of HelpGrams. The title should be short
enough to fit in the HelpGram (usually 1-4 words) and must reflect the HelpGram's
topic.
After your perform a content edit, a language edit, and a copyedit, read your
HelpGram aloud again. This will help you identify missing words and awkward
phrases and will help you evaluate the sound and flow of the HelpGram.
Proofreading
- Check your HelpGram for typos (such as extra punctuation marks, letters
that should or shouldn't be capitalized, missing words, inappropriate spacing
etc.)
Adding Related HelpGrams to the Template:
Follow these instructions to add related HelpGrams to the template:
- Click the admin area URL that was sent to you via e-mail.
- This page will prompt you for a username and password. Input the confidential
username and password that your E-ternship Director has assigned.
- Click on the App-HelpGrams link. This will bring you to a page containing
all the HelpGrams that have been reviewed, edited and 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 the HelpGram template. If
you input more than one related HelpGram into the template, separate each
number by a semicolon.
- 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 procedures
outlined above to input the related HelpGrams into the template. If your short
title doesn't immediately appear in a HelpGram after editing it, check to
see if the HelpGram you added has a short title. Unedited HelpGrams will not
contain short titles.
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