Create Pre-editing/copyediting checklist page

[naushinthomson]

• [x] Exeter to come up with pre-editing checklist
• [x] Create page
• [x] Add description of what is being covered
• [x] Add description of checks required on this content, compiled from current protocol documents
• [x] Add examples covering correct and incorrect scenarios, as required to support checks
• [x] Review house style document to ensure all requirements are covered by GitBook and schematron
• [x] Becky approved page
• [x] Melissa approved page
• [x] Fred approved page
• [x] James approved page
• [x] Naushin approved page
• [x] Share page with Exeter and invite feedback

Definition of done

• [x] Page completed
• [x] Team reviewed and approved page?

[JGilbert-eLife]

I have copied Exeter's list into https://app.gitbook.com/@elifesciences/s/productionhowto/checklists/processing and have started editing it to add in useful links.

[JGilbert-eLife]

I think I have completed the pre-editing list, so feedback on that would be great!

https://app.gitbook.com/@elifesciences/s/productionhowto/checklists/processing

I've emailed Exeter about the copy-editing list to make sure I haven't listed out things that are covered by automated tools.

[fred-atherden]

If there is a mismatch between the author names in the export XML and the Manuscript file, the Manuscript should be followed.

Is it worth mentioning the same is true for affiliations, present addresses, corresponding author and equal author statuses?

[fred-atherden]

Each keyword in keyword section should be entered separatly, not grouped together.

Typo - separatly.

[fred-atherden]

For Insight articles, related articles reference should have eLocation ID.

And add DOI based on eLocation ID.

[fred-atherden]

Footnotes to the main text are not allowed. Any such footnotes should be incorporated as a bracketed statement at the point where they are cited in the text. An author query should be added to confirm this is acceptable: "As eLife does not support footnotes to the main text, we have integrated this note into the text at the point it was cited. Please confirm this is acceptable."

Is it worth formatting the author query as a bullet point, as used elsewhere in other pages?

[Melissa37]

Check and separate multiple grant numbers for the same funder in the funding table.

I think this could be clearer:

If there ate multiple grant numbers for the same funder in the funding table, repeat the funder name so each grant number is contained in a unique entry

? Or something like that!

[fred-atherden]

Suggest adding to the PDF section something about checking the blue background in appendices appears as expected. I've seen white blocks appearing randomly quite a lot recently (especially in tables).

[Melissa37]

Check if the funder gets validated against the Open Funder Registry, if not do a cursory check online to identify a correct funder name (see Funding for more information).

Suggest changing to:

Check if the funder validates against the Open Funder Registry, if not do a cursory check online to identify a correct funder name (see Funding for more information).

[Melissa37]

Raise an author query if complete information is not provided - author names or grant number

I did not realised we AQ if there was not a grant number for a funding entry?

[Melissa37]

Check for any journal reference missing a DOI and quickly Google to check if one exists (see Journal references for more details).

I don't think this needs to be done - if Schematron picks it up then act on it, but no need to check others anymore.

[JGilbert-eLife]

Raise an author query if complete information is not provided - author names or grant number

I did not realised we AQ if there was not a grant number for a funding entry?

Actually, we don't need to - that's straight from what Exeter provided to me, so I should correct that.

[Melissa37]

Check that the competing interests (if present) and funder links from page 1 go to the correct page. Check that the eLife digest section is included (for articles that have a digest).

We should check with Ayyappan whether this still needs to be done, this feels like something hanging over from the beginning. We don't do that do we?

[Melissa37]

Double check the tables and raise a query if the colours given in the table are against the eLife style.

Why are they doing this on the PDF and not in Kriya itself?

[Melissa37]

PDF

They should be checking the layout - that's the main thing! No widowed lines at ends of articles or between assets; no massive spaces around figure; no figure legends that start on a new page or have 1 line of the figure legend hanging at the top of a new page etc

[Melissa37]

Make sure that each display equation as an equation ID.

Typo has not as

[fred-atherden]

PDF

7. Check that the figures are legible in the PDFs. If they are not, the author should be queried to provide higher resolution images.

Check that Figures appear in the correct sequence and, as far as possible, that they are placed close to their first citations.

[Melissa37]

All the equations should be formatted the same as in the exported merged PDF file.

Should this be more explicit - cross check every equation with source file to ensure displayed and formatted correctly and nothing has been corrupted or changed in the conversion process?

[fred-atherden]

7. Check for any missing panel labels in the figure legends or images. If the image has panel labels but the legend does not, the authors should be asked to add panel labels to the legend. If the legend has panel labels but the image does not, the authors should be asked to provide a new image file. See the Figures and figure supplements page for more information.

Was this included in the list that Exeter sent over as a pre-editing task? I would expect (perhaps incorrectly) this to be a copyediting task. Just curious.

[Melissa37]

Copy editing: Each new sentence in a figure legend should start with a capital letter

(this is something I've seen missed a lot)

[fred-atherden]

Article details page

Author contributions should be semi-colon separated. Each one should be in sentence case.

[fred-atherden]

Content page

Section titles should be made sentence case.

[fred-atherden]

Content page

'i.e.' and 'e.g.' outside of parentheses changes to that is or similar.

[fred-atherden]

Content page

Do we need ordinals spelled out - first instead of 1st? Up to ninth according to the spreadsheet.

[fred-atherden]

'and' instead of ampersand

[JGilbert-eLife]

1. Check for any missing panel labels in the figure legends or images. If the image has panel labels but the legend does not, the authors should be asked to add panel labels to the legend. If the legend has panel labels but the image does not, the authors should be asked to provide a new image file. See the Figures and figure supplements page for more information.

Was this included in the list that Exeter sent over as a pre-editing task? I would expect (perhaps incorrectly) this to be a copyediting task. Just curious.

I added this. I assumed pre-editing would be better placement, but don't really mind.

[JGilbert-eLife]

Content page

Section titles should be made sentence case.

I thought I covered this? "Headers and titles for figures, tables, source data etc. should be in sentence case." Edited for clarity.

[JGilbert-eLife]

Copy editing: Each new sentence in a figure legend should start with a capital letter

(this is something I've seen missed a lot)

But this is covered by the schematron. Shouldn't that be covered in the figures page?

[fred-atherden]

Content page

Section titles should be made sentence case.

I thought I covered this? "Headers and titles for figures, tables, source data etc. should be in sentence case." Edited for clarity.

Ah sorry, I think I just missed this.

[naushinthomson]

7. Check and separate multiple grant numbers for the same funder in the funding table.

Suggest adding a link to multiple grant references in one entry

[naushinthomson]

13. If a URL is not present, add the identifier to the URL provided on the Data availability page (or query the author if the database is not in the reference table).

Suggest adding a link to database examples.

[naushinthomson]

PDF

Suggest adding something about avoiding unnecessary splitting of content over two pages (e.g. one sentence of a figure caption on the page after the figure, dataset table going over two pages unnecessarily, materials and methods section at the end of one page and KRT at the beginning of the next page - although this last one may already be covered in the issue about this)

[naushinthomson]

I think that's it from me - the only other thing is we are now making all hyperlinks bold just to make them stand out a bit as hyperlinks!

[JGilbert-eLife]

1. If a URL is not present, add the identifier to the URL provided on the Data availability page (or query the author if the database is not in the reference table).

Suggest adding a link to database examples.

I did! That's where the link in that line goes.

[naushinthomson]

1. If a URL is not present, add the identifier to the URL provided on the Data availability page (or query the author if the database is not in the reference table).

Suggest adding a link to database examples.

I did! That's where the link in that line goes.

Oh I don't know how I missed that sorry!

[naushinthomson]

Just had another thought, I don't know if this is the right place for it but should we include making sure that source code is zipped up in this list?

[bcollins14]

Who would be expected to check for data on request in the DAS or in the main text?

[bcollins14]

For Insight articles, related article reference(s) must have both an eLocation ID and a DOI.

Is it worth mentioning that they should also double check the author list/article title is also correct following previous errors with having to copy and paste this information?

[bcollins14]

Check for any 'no entity' character errors (on Greek letters, accented characters, maths terms etc).

My recent occurrence of this was on the figures PDF, would they be checking this at pre-editing or just the article PDF?

[bcollins14]

And finally, I'm not sure if I missed it but do we need to include removing the full stop after Inc?

[JGilbert-eLife]

And finally, I'm not sure if I missed it but do we need to include removing the full stop after Inc?

This is a schematron check, that I don't think needs to be covered here.

I've updated the page to cover (hopefully) everything the pre-editors and copy-editors need to do. Please let me know if I've missed anything else, or if anything is unclear.

https://app.gitbook.com/@elifesciences/s/productionhowto/checklists/processing

[fred-atherden]

Looks good :+1: - thanks James.

[Melissa37]

@JGilbert-eLife can we add to the Kriya 2 list of actions:

Each research organism in the research organisms section should be entered separately, not grouped together (sometimes multiple terms will be pulled into one entry).

They are in different fields in EJP so this is a technical issue Ayyappan should be able to. fix for them?

[Melissa37]

Each keyword in the keyword section should be entered separately, not grouped together.

Again, they are in different fields in EJP so this is a technical issue Ayyappan should be able to fix for them?

[Melissa37]

Content page

Should there be a "check export XML file to ensure all assets have been loaded"?

They sometimes miss this and I don't think it is fully automated :-)

[Melissa37]

Check for any 'no entity' character errors (on Greek letters, accented characters, maths terms etc) in either PDF.

It might be useful to show a screenshot of what this looks like?

[Melissa37]

Check that the blue background and border in appendices is consistent. Any white gaps in this background, for example around tables, should be corrected.

Will be redundant soon :-)

[Melissa37]

For LaTex articles, this query is mandatory:

Suggest adding "author" before query

[Melissa37]

Single quotation marks should be used for emphasis ('some text') . Double quotation marks should be used for direct quotes ("a quote from another article").

Extra space in front of full stop ('some text') .

[Melissa37]

All trademark ™, registered ® and copyright © symbols should be deleted.

Oxford comma required