OMP Copyeditor Guide: Editing Books in Open Monograph Press

This guide is for copyeditors working with scholarly book manuscripts in Open Monograph Press (OMP). It covers the entire copyediting workflow—from receiving an assignment to delivering edited files ready for production.

Understanding the Copyeditor Role #

Copyeditors are essential to producing professional, polished scholarly books. You work with accepted manuscripts to improve their clarity, consistency, and correctness before they enter production.

As a copyeditor, you will:

• Correct grammar, spelling, and punctuation
• Ensure consistency in style, terminology, and formatting
• Verify references and citations
• Improve clarity without changing meaning
• Query authors about unclear passages
• Prepare manuscripts for layout and production
• Maintain the author’s voice while enhancing readability

When Copyediting Occurs #

In OMP’s workflow, copyediting happens after a manuscript is accepted through peer review and before it enters production:

Submission → Internal Review → External Review → Copyediting → Production

When a manuscript reaches the Copyediting stage, the press editor assigns you to work on it. You receive the accepted manuscript files and return polished, edited versions.

Types of Books You May Edit #

Monographs:

Single-author scholarly books with consistent voice throughout. You work with one author or author team.

Edited Volumes:

Collections of chapters by different authors. These require extra attention to:

• Consistency across chapters
• Varied writing styles
• Different citation approaches
• Potential overlap or contradiction between chapters

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Step 1: Receiving Your Assignment #

When assigned to a manuscript, you receive an email notification containing:

• The manuscript title and author(s)
• The editor’s name and contact information
• Instructions or special requests
• Deadline for completing the copyedit
• A link to access the submission in OMP

Step 2: Accessing the Submission #

Logging In:

1. Click the link in your notification email, or
2. Go to the press website and log in
3. Navigate to your dashboard

Finding Your Assignment:

1. In your dashboard, look for Tasks or My Queue
2. Click on the assigned submission
3. You’ll see the submission record with workflow tabs

Understanding the Copyediting Screen:

The Copyediting stage displays several panels:

Draft Files:

Contains the accepted manuscript files for you to download and edit. These are the files that came from the review stage.

Copyedited Files:

Where you upload your edited versions when complete.

Copyediting Discussions:

For communication with the editor and author during copyediting.

Participants:

Shows everyone involved in this stage (editor, copyeditor, possibly author).

Step 3: Downloading the Manuscript #

To download files:

1. In the Draft Files panel, locate the manuscript files
2. Click on each filename to download
3. Save files to a designated folder on your computer
4. Download all relevant files—there may be multiple documents

Files You May Receive:

• Complete manuscript (typically Word document)
• Individual chapters (for edited volumes)
• Front matter (preface, acknowledgments, table of contents)
• Back matter (index, bibliography, appendices)
• Figures and tables (sometimes separate)
• Style guide or press guidelines

Organizing Your Work:

Create a folder structure for the project:

Book_Title_Copyedit/
├── Original_Files/
├── Working_Files/
├── Final_Files/
└── Queries/

Keep original files untouched for reference.

Step 4: Reviewing Editor Instructions #

Before editing, carefully read any instructions from the editor.

Check for:

• Specific style guide to follow (Chicago, APA, press house style)
• Areas of particular concern
• Deadline and milestone dates
• Whether author review is expected
• Special handling for sensitive content
• Previous reviewer comments that affect copyediting

If Instructions Are Unclear:

Use the Copyediting Discussions to ask the editor for clarification before starting significant work.

Starting a Discussion:

1. Click Add Discussion in the Copyediting Discussions panel
2. Add the editor as a participant
3. Write your question clearly
4. Click OK to send

Step 5: Performing the Copyedit #

Setting Up Your Document #

Enable Track Changes:

Always use Track Changes so the author and editor can see your modifications.

In Microsoft Word:

1. Go to Review tab
2. Click Track Changes to turn it on
3. Verify changes are being tracked as you edit

Use Comments for Queries:

Insert comments for questions to the author rather than making uncertain changes.

Levels of Copyediting #

Light Copyedit:

Focus on errors only:

• Spelling and typos
• Obvious grammatical errors
• Punctuation mistakes
• Formatting inconsistencies

Medium Copyedit:

Address errors plus improve clarity:

• All light copyedit elements
• Awkward sentence structures
• Unclear passages
• Consistency in terminology
• Reference formatting

Heavy Copyedit:

Substantial revision for clarity:

• All medium copyedit elements
• Reorganizing sentences or paragraphs
• Rewriting unclear passages
• Addressing structural issues
• Extensive style improvements

Confirm with the editor which level is expected.

Core Copyediting Tasks #

Grammar and Mechanics:

• Subject-verb agreement
• Pronoun reference clarity
• Verb tense consistency
• Comma usage and punctuation
• Spelling (British vs American consistency)
• Capitalization rules

Style and Consistency:

• Number style (spelled out vs numerals)
• Date formats
• Abbreviation usage
• Hyphenation patterns
• Serial comma usage
• Quotation mark style

Terminology:

• Consistent spelling of key terms
• Consistent use of technical vocabulary
• Proper nouns spelled correctly throughout
• Acronyms defined at first use

Structure and Formatting:

• Heading hierarchy is logical
• List formatting is consistent
• Block quotation formatting
• Table and figure labeling
• Footnote/endnote format

Citations and References:

• Citation format follows required style
• All citations have corresponding references
• All references are cited in text
• Reference list is properly formatted
• URLs and DOIs are functional (spot-check)

Special Considerations for Edited Volumes #

Cross-Chapter Consistency:

• Spelling of names and terms
• Citation style uniformity
• Heading structure consistency
• Abbreviation usage
• Cross-references between chapters

Individual Chapter Issues:

• Each chapter may have different problems
• Some authors may need more editing than others
• Maintain each author’s voice while ensuring consistency

Editor’s Introduction:

Pay special attention to the volume introduction:

• Does it accurately describe all chapters?
• Are chapter authors named correctly?
• Is the framing consistent with chapter content?

Creating an Author Query List #

For questions you cannot resolve independently, create queries for the author.

When to Query:

• Unclear meaning that editing might distort
• Missing information needed
• Apparent factual errors
• Inconsistencies you cannot resolve
• Permission questions for quoted material
• Missing citations

Writing Effective Queries:

Be specific and provide options when possible:

Poor Query: “This is unclear.”

Good Query: “AU: This sentence could mean either (a) the policy was implemented in 2019 or (b) the policy was proposed in 2019 but implemented later. Please clarify which is correct.”

Query Format:

Use a consistent format, such as:

• [AU: Query text here]
• Or use Word’s comment feature

Number queries for easy reference in discussions.

Style Sheet Creation #

Create a style sheet documenting decisions made during editing:

Style Sheet Elements:

• Spelling choices (e.g., “policymaker” not “policy-maker”)
• Capitalization decisions
• Number treatment
• Abbreviation list
• Character name spellings (for case studies)
• Technical term definitions
• Special formatting notes

This ensures consistency and helps with production.

Step 6: Quality Review #

Before submitting, review your work:

Self-Review Checklist:

• [ ] Track Changes is complete (no missed sections)
• [ ] All queries are clear and numbered
• [ ] Style sheet is updated
• [ ] Spelling check completed
• [ ] Formatting is consistent
• [ ] References verified against citations
• [ ] Front matter matches content
• [ ] Chapter/section numbering is correct

Final Read-Through:

Do a final read for:

• Flow and readability
• Missed errors
• Consistency with style decisions
• Query completeness

Step 7: Uploading Copyedited Files #

When editing is complete, upload your files to OMP.

To Upload:

1. In the Copyedited panel, click Upload/Select Files
2. Click Upload File
3. Select your copyedited document
4. Choose the appropriate Article Component (e.g., “Book Manuscript”)
5. Review the filename (rename if needed for clarity)
6. Click Continue and then Complete
7. Repeat for additional files (style sheet, query document, etc.)

Files to Upload:

• Copyedited manuscript (with Track Changes visible)
• Style sheet
• Separate query document (if not using comments)
• Any supplementary files you edited

File Naming Convention:

Use clear names indicating the file status:

• BookTitle_Copyedited_2024-03-15.docx
• BookTitle_StyleSheet.docx

Step 8: Notifying the Editor #

After uploading, notify the editor that copyediting is complete.

Using Copyediting Discussions:

1. Click Add Discussion
2. Add the editor as a participant
3. Write a brief message:
   • Confirm copyediting is complete
   • Note any significant issues or concerns
   • List outstanding queries for the author
   • Mention any recommendations
4. Click OK to send

Sample Notification Message:

Subject: Copyediting Complete – [Book Title]

Dear [Editor],

I have completed the copyedit of [Book Title] and uploaded the files. Key notes:

• The manuscript required a medium copyedit with particular attention to reference formatting.
• I have 12 queries for the author, primarily regarding unclear passages in Chapters 4 and 7.
• The style sheet is included documenting key decisions.
• I noticed some inconsistency in how the author uses “data” (singular vs plural) and have standardized to plural.

Please let me know if you have any questions.

Best regards, [Your name]

Step 9: Author Review Phase #

The editor typically sends your copyedited manuscript to the author for review.

During Author Review:

• The author reviews your changes
• They accept or reject tracked changes
• They answer your queries
• They may have questions about your edits

If the Author Contacts You:

The editor may facilitate communication, or the author may respond via Discussions. Be prepared to:

• Explain your editorial choices
• Discuss alternative approaches
• Clarify queries if needed

Reviewing Author Responses:

If asked to review author responses:

1. Download the author-reviewed file
2. Check that queries are answered
3. Verify accepted/rejected changes are appropriate
4. Address any new issues
5. Upload final version if needed

Step 10: Final Handoff #

Once author review is complete, prepare files for production.

Final File Preparation:

• Accept all tracked changes (or as directed)
• Ensure all queries are resolved
• Remove comment bubbles (or as directed)
• Clean up formatting
• Verify document is production-ready

What Goes to Production:

The editor moves the final copyedited files to the Production stage, where layout editors will create publication formats (PDF, EPUB, etc.).

Your involvement typically ends here unless asked to review proofs.

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Working with Different Content Types #

Academic Prose #

Focus Areas:

• Argument clarity
• Evidence presentation
• Scholarly tone maintenance
• Citation accuracy
• Jargon appropriateness for audience

Figures and Tables #

Table Editing:

• Headers are clear
• Data is consistently formatted
• Numbers align properly
• Sources are cited
• Table is referenced in text

Figure Captions:

• Descriptive but concise
• Include source if applicable
• Numbered correctly
• Match text references

Block Quotations #

• Properly formatted and indented
• Accurate transcription (verify if possible)
• Appropriate citation
• Ellipses and brackets used correctly
• Permission considerations

Footnotes and Endnotes #

• Numbered correctly
• Consistent formatting
• Appropriate use (not overused)
• Cross-references work
• URL accessibility

Index (If Included in Copyedit) #

• Alphabetization is correct
• Page numbers will be updated in production (note this)
• Cross-references work
• Subentries are logical

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Style Guide Quick Reference #

Different presses use different style guides. Here are key areas to confirm:

Chicago Manual of Style (Common for Humanities) #

• Notes-bibliography or author-date system
• Headline-style capitalization for titles
• Serial comma used
• Percent spelled out in humanities

APA Style (Common for Social Sciences) #

• Author-date citations
• Sentence-style capitalization for titles in references
• Serial comma used
• Numerals for 10 and above

MLA Style (Common for Literature/Languages) #

• Author-page citations
• Works cited list
• Headline-style capitalization
• Limited use of numerals

Always confirm which style the press requires.

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Common Copyediting Challenges #

Inconsistent Author Style #

Problem: Author varies between British and American spelling.

Solution: Standardize throughout. Note decision on style sheet. If the author is British and the press is American (or vice versa), check press policy.

Unclear Antecedents #

Problem: “This shows that it is effective.” What is “this” and “it”?

Solution: Query the author or make a careful edit that clarifies without changing meaning.

Citation Chaos #

Problem: References don’t match citations, formatting varies.

Solution: Systematic approach—create a list of all citations, match to references, query missing items, standardize format.

Inconsistent Terminology #

Problem: “Decision-making,” “decision making,” and “decisionmaking” all appear.

Solution: Choose one form, document on style sheet, standardize throughout.

Long, Convoluted Sentences #

Problem: Sentences that are hard to follow.

Solution: Consider breaking into shorter sentences. If meaning is unclear, query rather than risk changing intent.

Translated Works #

Problem: Awkward phrasing from translation.

Solution: Smooth the language while preserving meaning. Be more conservative with poetry or philosophical works where phrasing matters.

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Troubleshooting OMP Issues #

Cannot Download Files #

Solutions:

• Check your internet connection
• Try right-clicking and “Save As”
• Try a different browser
• Contact the editor for alternative delivery

Cannot Upload Files #

Solutions:

• Check file size limits
• Try a different file format
• Compress images in the document
• Contact the editor about upload issues

Discussion Messages Not Sending #

Solutions:

• Ensure you’ve added participants
• Check required fields are complete
• Try refreshing the page
• Copy your message before troubleshooting (to avoid losing it)

Cannot See Assignment #

Solutions:

• Check you’re logged into the correct press
• Look under different dashboard sections
• Verify the assignment was sent
• Contact the editor for confirmation

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Professional Best Practices #

Time Management #

• Begin work soon after receiving assignment
• Build in time for challenges
• Don’t wait until the deadline to report problems
• Account for author review delays

Communication #

• Respond promptly to editor and author messages
• Be clear about any concerns or delays
• Document significant decisions
• Maintain professional tone

Maintaining Author Voice #

• Edit for clarity, not to impose your style
• Respect disciplinary conventions
• Be conservative with voice changes
• Query rather than assume on meaning

Continuing Education #

• Stay current with style guide updates
• Learn about the subject areas you edit
• Develop specialized knowledge
• Build relationships with editors

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Quick Reference: Copyeditor Checklist #

Upon Receiving Assignment:

• [ ] Read editor instructions
• [ ] Note deadline
• [ ] Download all files
• [ ] Confirm style guide to use
• [ ] Ask clarifying questions if needed

During Editing:

• [ ] Track Changes is on
• [ ] Building style sheet
• [ ] Documenting queries
• [ ] Checking references
• [ ] Maintaining consistency

Before Uploading:

• [ ] Self-review complete
• [ ] All queries numbered and clear
• [ ] Style sheet finalized
• [ ] Files properly named

After Uploading:

• [ ] Editor notified
• [ ] Summary of work provided
• [ ] Available for author questions

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OMP Support from Altechmind #

If your press needs help configuring the copyediting workflow, creating editor guidelines, or optimizing OMP, Altechmind Technologies provides comprehensive OMP support services.

Explore OMP Services →

Contact Us →

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About This Guide #

This guide is based on OMP 3.5. Interface elements may vary depending on your press’s configuration. For official documentation, visit the PKP Documentation Hub.

Related Guides:

• OMP Book Publishing Guide: Complete Workflow for Authors and Editors
• OMP Layout Editor & Production Guide