Editing and Publishing Definitions
 
The following definitions have been adapted from Schedule A of the Standard Freelance Editorial Agreement published by the Editors' Association of Canada. The original document is available at http://www.editors.ca/hire/sfea/index.html.
 
Developmental (Project) Editing
Co-ordinating and editing a project from proposal or rough manuscript to final manuscript, incorporating input from authors, consultants, or reviewers. Unless specified, this type of editing does not include budgeting, hiring, design supervision or production coordination.
 
Rewriting
Creating a new manuscript or new parts of a manuscript on the basis of content and research supplied by the author. Unless specified, this task does not include doing research or writing original material.
 
Substantive (Structural) Editing
Clarifying or reorganizing a manuscript for content and structure. Unless specified, this type of editing does not include doing research, writing original material, negotiating changes with the author, incorporating the author’s responses to queries, or checking the input of the author’s corrections.
 
Stylistic (Line) Editing
Clarifying meaning, eliminating jargon, polishing language, and other non-mechanical line-by-line editing. Unless specified, this type of editing does not include checking or correcting reading level, creating or recasting tables or figures, negotiating changes with the author, incorporating the author’s responses to queries, or checking the input of the author’s corrections.
 
Copy Editing
Editing for grammar, usage, spelling, punctuation, and other mechanics of style; checking for consistency of mechanics and for internal consistency of facts; inserting head levels and approximate placement of art; editing tables, figures, and lists; and notifying the document designer of any unusual production requirements. Unless specified, this type of editing does not include Canadianizing or Americanizing of the text; metrication of the text; providing or editing the art manuscript; providing or changing the system of citations; editing the index; writing or editing captions or credit lines; writing running heads; obtaining or listing necessary permissions; providing front matter (prelims), cover copy, or CIP data; editing the preface or foreword; negotiating changes with the author; incorporating the author’s responses to queries; checking the input of the author’s corrections; or seeking approvals from clients’ representatives.
 
“Copy editing” is often loosely used to include stylistic editing or even structural editing, fact checking and mark-up. It is not so considered in agreements with this editor. Any additional tasks must be specified.
 
Proofreading
Checking proofs of already formatted and edited material for adherence to design and for minor, mechanical errors in copy (such as spelling mistakes or small deviations from the style sheet). It should be specified whether proofs are to be read in isolation or “to copy”; whether a style sheet will be provided; and whether the proofs are first, second (or subsequent) or final pages. Unless specified, proofreading does not include incorporating (or exercising discretion on) the author’s alterations; copyfitting; checking the accuracy of running heads and folios; checking page breaks; inserting or checking page numbers to contents and references; marking colour breaks; or flagging or checking the locations or art.
 
“Proofreading” is often loosely used to include copy editing and other tasks. It is not so considered in agreements with this editor. Any additional tasks must be specified.
 
Mark-Up
Inserting codes into manuscript, either on hard copy or electronically, to indicate design elements. Unless specified, mark-up does not include creating the design for an electronic file, creating art, incorporating the author’s responses to queries or checking the input of the author’s corrections.
 
Fact Checking and Citation Checking
Checking the accuracy of facts, quotes and citations by reference to the original sources used by the author or to other reference sources. Unless specified, this task does not include incorporating the author’s responses to queries or checking the input of the author’s corrections.
 
Indexing
Producing a key to the contents of a work. Includes reading and analyzing the work; choosing subjects, concepts, and other elements that together form a systematic guide to the information contained in the work; arranging these elements into entries consisting of headings and subheadings and their locators (for example, page numbers); and arranging the entries alphabetically or in some other searchable order. Unless specified, this task does not include incorporating the author’s responses to queries or checking the input of the author’s corrections. The client should specify whether a not a style sheet will be provided.
 
Permissions
Locating source information and obtaining permission releases for copyrighted material. Unless specified, permissions work does not include reading the manuscript and composing a list of permissions needed; setting and maintaining budgets; or negotiating usage fees.
 
Desktop Publishing
Creating a formatted document from an electronic manuscript according to a designer’s instructions or a style template. Desktop publishing includes the sizing and placement of art and the setting of front and back matter. Unless specified, it does not include establishing the design, creating the cover art, creating or formatting the index, incorporating the author’s responses to queries or checking the input of the author’s corrections.