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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Coordinating Proofreading

Once your galleys are uploaded to OJS, the next step is proofreading — a final check for typographical errors, formatting inconsistencies, and missing elements before publication. As Layout Editor, you are responsible for initiating and managing this process.

The Proofreader's Role​

A proofreader reviews the uploaded galley files against the accepted manuscript to check for:

What they checkExamples
Typographical errorsSpelling mistakes, wrong characters, garbled text
Formatting issuesIncorrect fonts, broken headings, inconsistent spacing
Figure and table accuracyCaptions match content; tables are complete
Reference completenessAll in-text citations appear in the reference list
Metadata consistencyTitle, authors, and keywords match what is on the galley
Layout and paginationPage breaks, headers, footers are correct
info

The proofreader does not make changes to the galley files directly. They report corrections to you and you make the edits. See Revising Galleys.

Who Is the Proofreader?​

The proofreader is typically added to the submission by the editor. Check the Participants panel on the Production tab to see who has been assigned. If no proofreader has been assigned, notify the editor before proceeding.

Method 1 — Notifying via Production Discussion Thread​

The preferred method for initiating proofreading is to start a discussion thread, which creates a permanent record of all communications.

  1. Open the submission and click the Production tab
  2. Scroll to Production Discussions and click Add Discussion
  3. In the Add Discussion dialogue:
    • To: Select the proofreader's name from the participants list
    • Subject: Enter a clear subject line, e.g. Galleys ready for proofreading – [Article Title]
    • Message: See the template below
  4. Click OK to send

Suggested message template​

Dear [Proofreader Name],

The galley files for [Article Title] are now ready for proofreading.

Please review the following galleys:

  • PDF galley
  • HTML galley (if applicable)

Check for typographical errors, formatting issues, and consistency with the accepted manuscript. Please report any corrections as a reply to this discussion thread by [date].

Thank you, [Your name]

The proofreader will receive an email notification and can reply directly from OJS or via email.

Method 2 — Notifying via Participant Email​

If the proofreader prefers email, or if there is no proofreader discussion thread yet:

  1. In the Participants panel, click Notify next to the proofreader's name
  2. Enter a subject and message (use the template above as a guide)
  3. Click Send
tip

Production Discussions are visible to all participants and create an audit trail. Prefer discussions over direct email so that editors can follow the exchange.

Communicating Which Galleys to Review​

Be explicit about which files to proofread. If you have uploaded multiple formats:

ScenarioInstruction to proofreader
PDF only"Please review the PDF galley."
PDF + HTML"Please review both the PDF and HTML galleys for consistency."
Multiple languages"Please review the [Language] PDF galley only — other language versions will be proofread separately."

If specific sections need special attention (e.g. tables with complex formatting, mathematical equations), call these out in your message.

Providing Access to the Galleys​

The proofreader can download galleys directly from the submission in OJS if they have been assigned as a participant. They do not need to leave OJS.

If the proofreader is not an OJS user, attach the galley file(s) to your email or notification message.

Receiving Proofreader Feedback​

The proofreader will reply to the discussion thread (or send an email) with their corrections. Feedback typically arrives as:

  • A list of corrections in the discussion message
  • An annotated PDF with comments
  • A marked-up Word document attached to the reply
Feedback formatWhat to do
List of corrections in messageWork through each item systematically
Annotated PDFDownload, review annotations, then make corrections
Marked-up Word fileAccept/reject tracked changes, then re-typeset

Acknowledge receipt of the proofreader's corrections with a brief reply in the discussion thread, then proceed to Revising Galleys.

note

If the proofreader finds no corrections, ask them to confirm this explicitly in the discussion thread so there is a record of sign-off.

Handling Proofreader Unavailability​

If the proofreader does not respond within the agreed deadline:

  1. Send a follow-up reminder via the discussion thread or email
  2. If still unresponsive, notify the editor via a new discussion thread
  3. The editor may re-assign proofreading or ask you to self-proofread as a last resort

Further Reading​