Proofing and Put it right

What authors type is what is printed: on the programme, in the book of abstracts, on badges and on certificates. A name in capitals or an institution written five different ways is your conference’s name looking careless. Proofing finds these across all the accepted work and corrects each one in a press.

Open Proofing on your conference or journal.

What it looks for

It finds	For example	Becomes
Names in capitals, or with a title in them	DR. JOHN K. MWANGI	John K. Mwangi, with the title moved to where titles belong
Several authors typed into one field	A. Roe, B. Poe and C. Doe as one author	Three authors
One person’s name written differently on different papers	With and without a middle name	You choose the form, once, for the whole call
Affiliations that name no institution	A department alone, or an abbreviation	The institution, where the author’s email shows it
One institution written several ways	With and without the town, or by its initials	One form
An ORCID iD on one paper and not on another	The same author, two papers	The iD on both
An ORCID iD given for two different people	One iD, two names	Check whose it is at orcid.org with the link, then press Take the iD off on the line of the person it does not belong to. It can be undone.
Keywords in mixed styles	Some in capitals, some not; “and”, “#”, repeats	One style for the whole call
Spelling slips in titles, abstracts and keywords	Renewble	Renewable

How it works

1. Each finding shows what is there now and what it would become, before anything changes.

2. Press Put right to correct every finding of one kind together, or Put just this one right for a single one.

3. A finding that needs your judgment offers choices, including keep it as it is. A choice you make is remembered, so the same question is not asked again.

4. Undo takes a correction back.

Nothing is changed without you. A finding is a suggestion: the system is careful, and you know your authors.

Titles, keywords and headings for the whole call

Above the findings, three choices set one style for every paper:

• Titles on this call: sentence case or title case. The checks for titles in capitals follow it.
• Keywords on this call: the style every keyword list in the book follows.
• Headings in the papers: section numbers as each writer wrote them, every paper numbered 1, 1.1, 1.1.1, or no numbers in any paper; and whether headings typed in capitals are printed in ordinary case. A line under it says how many papers number their own sections, type headings in capitals, or type a heading as a bold line, which is printed as a heading.

The heading choice changes how the papers are printed, in the PDF, the Word copy and on the published page. It does not change the manuscripts. It is the same setting as Section numbers under Design of the papers, where the look of the headings is chosen. See Set up your conference or journal.

What it will not do

• It does not rewrite an author’s text. It looks at names, affiliations, keywords and spelling only.
• It does not correct a word it is not sure of. Technical terms, names and abbreviations are left alone.
• It does not change an author’s account. Corrections apply to the work in your call.

At the registration desk

The same idea works on registrations. Where something is plainly wrong, the row offers Put it right:

• a name typed in capitals, or with the title in the name;
• a phone number without its country code;
• an email address with capitals or spaces;
• the same payment recorded twice;
• a payment message pasted where the reference belongs.

See Registration fees and the desk.

Send the proofs to the authors

When your own corrections are done, Send the proofs to the authors asks each corresponding author to read their accepted work once more and say it is right. What they change comes back to you to keep or undo.

Sending writes to every author, so the button asks you to confirm first.

• Sent by mistake? On the submission, press Take the proofs back. The work returns to “not sent”, and the authors are told that there is nothing for them to do.
• Authors who have asked to withdraw are not sent proofs until you have answered their request.

What authors are told

When you correct accepted work, its authors are told what was changed. If you are an author of the work yourself, another editor is told.

Before you print

• Proofing shows nothing left that you want to change.
• Authors have confirmed their names and titles. See Programme, badges and certificates.
• You have looked through the book of abstracts once as a reader. See Book of abstracts and ranking.