Australian Standards for Editing Practice (Draft revision)–March 2011
Australian Standards for Editing Practice
Revised edition
Draft — October 2010
Institute of Professional Editors
First published 2001 by Council of Australian Societies of Editors (CASE)
CASE Standards Working Group, 1998–2001
Kathie Stove, convenor (South Australia)
Catherine Gray, secretary (New South Wales)
Catherine Bruce (Tasmania)
Amanda Curtin (Western Australia)
Janet Mackenzie (Victoria)
Rhana Pike (New South Wales)
Loma Snooks (Canberra)
Janette Whelan and Mary-Jane Bosch (Queensland)
© Council of Australian Societies of Editors 2001
Revised edition published 2012 by
Institute of Professional Editors Limited (IPEd)
© Institute of Professional Editors Limited (IPEd)
Design and layout by TO COME
Printed in Australia by TO COME
All rights reserved. This publication may be reproduced without charge or written permission provided it is copied in total and without any change, and that appropriate acknowledgment is made of the source.
Institute of Professional Editors (IPEd) member societies
Canberra Society of Editors Inc., PO Box 3222, Manuka ACT 2603
Society of Editors (New South Wales) Inc., PO Box 254, Broadway NSW 2007
Society of Editors (Queensland) Inc., PO Box 1524, Toowong Qld 4066
Society of Editors, (South Australia) Inc., PO Box 2328, Kent Town SA 5071
Society of Editors (Tasmania) Inc., PO Box 32, Sandy Bay Tas 7005
Society of Editors (Victoria) Inc., PO Box 176, Carlton South Vic 3053
Society of Editors (Western Australia) Inc., PO Box 99, Subiaco WA 6904
Copies of the revised standards are available from the above organisations.
ASEP Standards Revision Working Group, 2005–2006
Shelley Kenigsberg, convenor (New South Wales)
Robyn Colman (Tasmania)
Helen Bethune Moore (Victoria)
Elizabeth Murphy (Canberra)
Sharon Neville (Queensland)
Helen Topor (Canberra)
ASEP Standards Revision Working Group, 2010
Ted Briggs, convenor (Canberra)
Hilary Cadman AE BLS (Canberra)
Elizabeth Manning Murphy DE (Canberra)
Kerie Newell (Canberra)
Contents
Preface
A. Professional practice
A1The publishing process
A2Legal and ethical concerns
A3Tools relevant to editing practice
A4Reproduction processes and maintenance procedures
A5Design, typography and formatting
B. Management and liaison
B1Project definition
B2Project documentation
B3Project management......
C. Substantive editing – substance and structure
C1Appraisal
C2Structure
D. Substantive editing – language and illustrations
D1Clarity
D2Voice and tone
D3Illustrations and non-text elements
D4Communication
E. Copy editing – accuracy, completeness and consistency
E1Standard tools and procedures
E2Conventions of English grammar, spelling and usage
E3Accuracy, consistency and clarity of text
E4Accuracy, consistency and clarity of non-text elements
E5Protocols for specialised and foreign material
E6Communication
F. Verification editing
F1Integrity
F5Format, layout and reproduction
Preface
Editors are central to any publishing project; they endeavour to reconcile the needs of the author, the reader and the publishing client. They ensure that the focus, structure, language, style and format of a publication – whether printed or onscreen– suit its purpose and readership. Theytake account of the publication as a whole as well as the detail.
In this revised editionof Australian Standards for Editing Practice editors and clients alike will find a clear and extensive explanation of the knowledge and skills expected of professional editors.
Australian Standards for Editing Practice has been developed for:
- editors:
–to use as a basis for judging the comprehensiveness of their knowledge and skills and to guide their professional development
–to use when promoting themselves and the editing profession generally
–to use as the basis for accreditation.
- publishing clients:
–to use to understand and select the range of services editors provide.
–to use as a benchmark for assessing the standard of work delivered by editors.
- educational organisations (institutions or societies):
–to use as a guide when developing and extending training courses in editing
–to use as a guide, within the constraints of the guidelines developed by IPEd in conjunction with Australian universities, when outlining editorial services available to students and researchers to assist them in the preparation of academic papers and theses.
The first edition of the standards was devised by the Standards Working Group of the Council of Australian Societies of Editors (CASE), approved by the members of all Australian societies of editors, and ratified by CASE.
This revised edition is the result of two working parties, one in 2005–06 in preparation for the first IPEd accreditation exam, and one in 2010 conducted on behalf of IPEd. The Standards Revision Working Group consulted with members of the Australian societies of editors throughthe IPEd Council and the committees of the member societies of IPEd.
These revised standards are set out as statements of the skills and knowledge that should be available to the professional editor. Individual editors specialise in certain aspects of editing, to certain levels of proficiency, and therefore will not necessarily be experienced in applying every aspect of these standards. Nor will an editor be expected to perform all of the activities mentioned in these standards in a single project. However, a professional editor has a sufficient understanding of the standards in their entirety to enable them to seek assistance in areas they are unfamiliar with and to quickly increase their skills in areas in which they feel they lack experience. Before quoting for an assignment, a professional editor will also make it clear to the author or the client what they are prepared to undertake.
[Note about what has changed in this revision – to come]
A. Professional practice
An editor understands the steps needed to produce printed and onscreenpublications in a smooth and effective process. The editor’s professional practices should complement the work of the rest of the publishing team.
This section describes what an editor must be able to do to contribute professionally to the publishing process.
A1The publishing process
A1.1Identify the steps in the publishing process, the relationships between them, and their effect on the final publication.
The steps include publication planning, budgeting, editing, designing, formatting/typesetting, proofreading, navigation, indexing, print production (for example, production checking, binding, distribution), onscreen procedures (for example, programming, testing, uploading or replication, site maintenance) and marketing.
A1.2 Keep up to date with the technology and terminology used in the industry, and with emerging trends in both.
A1.3 Understand and explain to a client the various roles that an editor may take in a publishing project, and the importance of properly definedresponsibilities, authorities and accountabilities.
A1.4 Understand and explain to a client the stages in the editing and proofreading processes, and confirm when stages should be repeated in order to ensure editorial integrity.
A1.5Suggest the extent of editorial intervention appropriate to a particular publishing project, and explain to the client the need to agree on a level of intervention.
A1.6Liaise closely with the author and/or client in making all significant editing decisions.
A1.7Understand and explain to the client the ways in which readers access and absorb information.
The various considerations include links between design and substance; media, formats, typography and legibility; readability.
A2Legal and ethical concerns
A2.1Identify and where necessary seek legal advice on potential instances of libel, defamation, obscenity, discriminatory language, inappropriate use of intellectual property, plagiarism, and infringement of moral rights and copyright, and explain the implications of each for a publication.
A2.2Identify and where necessary seek legal advice on the implications for publishing of legislation relating to trade practices and trademarks; privacy and freedom of information; social justice, access and equity; digital rights; and sub judice matters and parliamentary privilege.
A2.3Ensure that legal deposit requirements and registration practices are complied with.
Registration practices include cataloguing-in-publication (CIP) data, international standard book number (ISBN) and international standard serial number (ISSN).
A2.4Ensure that the information required by law to appear in a publication is inserted.
Information required by law includes the publisher’s name and address, acknowledgments and copyright notices.
A2.5Identify material that may need permission for reproduction, and explain the procedures and responsibilities for obtaining permission.
A2.6Act ethically at all times.
Professional objectivity, confidentiality and conflict of interest are examples of ethical issues.
Editors also need to be aware of ethical implications in editing academic material such as theses, and follow the guidelines developed by IPEd in conjunction with Australian universities.
A2.7Ensure that cultural or religious sensitivities relating to a project or person are resolved so that a publication is considered to be inclusive by both the author and the target audience.
A2.8Be aware of, and explain to the client, the legal and ethical implications of publishing material online.
Issues include privacy and confidentiality, visibility of material, the ease with which material can be copied and republished in other formats, and the differing copyright protections available in countries other than Australia
A2.9Understand and seek professional advice on requirements for appropriate levels of insurance – personal, public liability and professional.
A3Tools relevant to editing practice
A3.1Use word-processing software for editing.
Negotiate with client about the software to be used and obtain access if necessary. Be familiar with (or willing to learn) common editing tools and word-processing software. Features relevant to editing include templates (use and development), macros, styles, revision marking (comments, track changes, footnotes, endnotes); finding and replacing items; reviewing headings; and checking spelling and grammar.
A3.2Follow accepted techniques for handling electronic files.
Techniques include backing up, virus scanning, transmitting and receiving files, converting and saving files, archiving,version control (incorporating date and time-stamp, stage of editing, editor identification).
A3.3Explain the basic principles and requirements of software for design, formatting,web authoring, content management and reference management, and the interaction of word-processing software with these programs.
Includes understanding and explaining different document and graphic file formats and how they would be used in the publishing process.
Also includes understanding implications of single sourcing, which allows the creation of documents for different audiences and in different technical formats from the same content.
Editors need to have some understanding of the use of markup languages such as XML and of the difficulties of serving multiple target readers.
A3.4Explain the requirements for accessibility.
A3.5Identify typical errors that may arise with scanned material, text derived from voice-recognition software, material transferred from word-processing software to formatting software and material copied from websites into word-processing software.
A4Reproduction processes and maintenance procedures
A4.1Ensure that technical requirements associated with different reproduction methods are adhered to.
Technical requirements include colour systems, paper sizes, screen resolution and file size.
A4.2 Ensure that appropriate prepress, print production and validation processes are in place.
A4.3Ensure that advice is provided about the characteristics of different types of printing, embellishment, paper and binding styles.
A4.4Ensure that the production requirements for dissemination of onscreen publications are met.
Current options include memory sticks, CD-ROMs, DVDs and the internet; evolving technology is likely to produce further options.
A4.5Ensure that available production options are implemented to enable people with disabilities to access printed and onscreen material.
A4.6Ensure that the procedures for website and document maintenance are implemented.
Document maintenance includes backing up, archiving, handling responses, updating and authorisation procedures.
A5Design, typography and formatting
A5.1Recognise when professional design input would be appropriate and assist in acquiring it if necessary.
A5.2Understand and explain how typography and layout affect readability in different media, and suggest improvements where desirable.
Typographical characteristics include:
- alignment
- use of appropriate typefaces for different purposes (for example printed and onscreen publications)
- use of white space and margins
- uses and effects of kerning;
- leading,fonts,text size and weight
- capitalisation
- line and column widths
- colour (for example, visibility for readers who perceive colour differently).
B. Management and liaison
An editor can be expected to undertake a range of tasks from managing the entire publishing process to performing one very specific part of it. Regardless of the size of the publication or the extent of the editor’s role, all editors need to manage their own time and resources. They also need good communication skills, initiative, tact, perseverance, flexibility and respect for others’ points of view.
This section describes what an editor must be able to do to define, document and manage a project.
B1Projectdefinition
B1.1Define the project’s purpose, readership and delivery mode.
B1.2Clarify who the editor’s client is and what the lines of authority are.
A client (individual, group of individuals or organisation) is the entity to which an editor is answerable for a publishing project. The client may or may not be the author.
B1.3Explain to clients the different types of publication, their purposes and readerships, and the editing and production choices that these imply.
B1.4Identify the implications for accessibility, cost, scheduling, production and marketing of different types of publications and delivery modes.
B1.5Explain the need to balance time, cost and quality to suit the purpose of a publication, and the effects that choices within each of these categories will have on the final product.
B1.6Identify the components of the publication:
(a)front matter (including foreword, preface, acknowledgments, and lists of tables, illustration, maps)
(b)main content (including all parts, chapters, sections, sub-sections)
(c)additional matter (including glossary, index, appendixes).
B1.7Identify the quality required, and the resources needed to achieve such quality, including the:
(a)range of publishing skills and services
(b)time
(c)budget
(d)materials, equipment and facilities.
B1.8Find and engage the necessary publishing team members, and brief them on their accountability, responsibility and authority.
The publishing team may include project manager, editor, designer, illustrator, photographer, electronic publishing specialists, web designers, web maintenance personnel, typesetter, proofreader, indexer, prepress operator, printer, publicity and marketing personnel.
B1.9Negotiate an acceptable and achievable result from the available resources.
B2Project documentation
B2.1Prepare a project plan, identifying:
(a)the work required and those who are to accomplish the various tasks
(b)guidelines for writing, editing and design
(c)the equipment and facilities required
(d)a detailed, realistic timetable
(e)the budget and payment schedule
(f)approval processes
(g)a document management system.
A document management system controls drafts, file naming, tracking and marking of changes, the archiving of text and original illustrations, and back-up files.
B2.2Interpret and conform to formal agreements that detail at least:
(a)responsibility, authority and accountability of each party
(b)services and final output required
(c)schedule for receipt of material and handover of completed work
(d)methods of communication
(e)process for agreeing on variations
(f)remuneration.
B2.3Prepare a content outline.
For printed documents this could be simply a table of contents or a high level summary. For onscreen publications it could include flow charts, storyboards or site maps.
B2.4Prepare a brief for the designer. The brief should include a sample setting, outlining text elements and an estimate of the length of a publication.
The sample setting is material selected as representative of the elements of a publication (for example levels of heading, variety of lists).
B3Project management
B3.1Establish review and approval processes.
B3.2Track and record a project’s progress against budget, schedule, scope of work and required standard.
B3.3Liaise with the client and team members regularly to meet deadlines, contain costs and prevent problems.
B3.4Communicate with the client in a professional manner.
B3.5Keep copies of successive drafts and proofs identifying the sources of changes; see also B2.1(g).
B3.6Formally close off the project and review the extent to which it has achieved its objectives.
C. Substantive editing – substance and structure
This section describes what an editor must be able to do to ensure that the form, arrangement, focus and length of a publication are suitable for its purpose, taking into consideration the needs of the readership, the author’s intention, the available resources and the medium of publication.
C1Appraisal
C1.1Appraise the suitability and quality of the original material.
Material may include printed and onscreen text, media assets such as video and audio files, and interactive activities such as quizzes.
C1.2Evaluate whether the length, structure and focus are appropriate for the purpose of the publication, the intended readership and the medium.
C1.3Evaluate whether the text has sufficient devices for readers to find their way around the publication.
C1.4Identify material from the publication that could be reused for other purposes such as promotion and marketing.
An editor may be required to draft a blurb or select representative sections of the publication for use in promotional material.
C1.5Recognise when additional material would enhance publications that are being published in multiple formats.
For example, the e-book version of a publication might benefit from additional material such as author interview, animated diagrams, interactive quizzes, video tutorials or games.
C2Structure
C2.1Ensure publication is complete, coherent and balanced by restructuring and rewording where necessary, and by adding and deleting material.[ES1]
C2.2Identify material that would be better presented in another form and, if required, rewrite or reformat the material
For example, material in tabular form may be better presented as part of the text, dialogue as narrative text, number-laden text as a chart or table, a descriptive passage as a diagram, and a lengthy digression as dialogue or as an appendix. Photos and illustrations may also help to clarify the material.
C2.3Use paragraphing, emphasis and lists to help readers scan the text.
C2.4Use cross-references or electronic links to guide the reader through the publication.
C2.5Use headings and other labelling devices that are relevant, logically graded, consistent and appropriate to the publication and medium, and that accurately reflect the contents to which they apply.