Proof Approval Instructions

When the PDF proof of your accepted JEED article is ready for your review and approval, you will receive a notification email containing instructions and a deadline. The deadline for approval of your proof will be specified in Janeway. You may view and download the proof at the URL provided in your notification email.

This will be your last opportunity to correct any errors or inconsistencies prior to online production and publishing. The contents of your PDF proof file will be used to create the online version of your article, so you must ensure that everything is accurate as presented. As corresponding author, you are reviewing and approving the proof on behalf of all authors.

Follow the instructions below to ensure that your manuscript continues to move smoothly through the production process. Allow yourself ample time to complete these tasks before the stated deadline. If you encounter problems while working with the file or have questions about the upload process, please contact Aimee Diehl, JEED Managing and Production Editor, at jeed@uvm.edu or refer to Janeway’s proofreading support guide. During proof approval, you will need to:

  • Note and respond to all comments and mark any needed changes in the PDF file. (Instructions for PDF markup are below.)
  • Enter any additional information or clarification in the Notes box within Janeway.
  • Provide instructions for a banner image in the Notes box within Janeway.
  • Upload approved PDF proofs and suggested banner images to the Files section within Janeway.

Please remember: Your PDF proof is the final version of your article. Acceptable changes at this stage include those that correct spelling, grammatical, punctuation, and mathematical mistakes; errors of omission; and factual errors. More substantial editing requests will delay your manuscript's publication.

Part 1:  Review and approve the PDF file(s) by the deadline. 

1. Click the link provided in your proof approval notification email to reach the Janeway typesetting portal, then download your PDF proof file(s).

  • Locate the PDF file(s) listed under "files for proofreading" and click the Download icon next to the file name. 
  • DO NOT click the View File icon. JEED PDF files are optimized for print and may not display accurately iin your browser.

2. Print a hard copy of each downloaded PDF file. It is easier to spot errors on the printed page. DO NOT review proofs on a screen; JEED PDF files are optimized for print and may not display accurately in your browser.

If you submitted supplementary material, you will have multiple proofs, each in a separate file.

  • Proofread each PDF file carefully. 
  • Check all text—every word, on every page—for accuracy, including:
    • the entire cover page (article type; article title; author names and order, affiliations, and contact information)
    • page headers and footers
    • all article text (including all headings, subheadings, in-text citations, and appendices)
    • all figures and tables (including image clarity/resolution, table alignment, number sequences, and captions)
    • all equations
    • all references.
  • Mark any errors you see on your printed proof(s) so you can transfer the information to the digital PDF.
  • DO NOT rephrase or rewrite; only note errors or omissions.
    • Publication dates and DOIs are placeholders that will be updated pre-publication.

3. Open each PDF file in Adobe Acrobat and turn on the comment tools.

If you are unfamiliar with document markup in Adobe Acrobat, visit the Adobe Acrobat help site for detailed instructions.

  • Check every link. Click all links—including the ORCID icons on the cover page, links in footers, and links in the references list—to ensure that they function and lead to the intended destinations.
    • If you find an error, use the highlight tool to mark the relevant text, then use the comment tool and "add a comment" feature to indicate necessary changes.
  • Click on each comment icon to see its contents and enter your response.
    • Respond to each comment in the file to indicate you’ve seen/considered it and instruct the typesetter on what to do.
    • DO NOT delete comments, click the trash can icon, or otherwise mark comments as completed or rejected.
  • Transfer information about typos and inaccuracies from your printed proof to the digital PDF file.
    • Use the highlight tool to mark relevant text, then use the comment tool and “add a comment” feature to indicate necessary changes.
    • DO NOT edit text, select and replace text, insert text, strike through text, or add text comments directly within the document.
    • DO NOT use the type replacement tool; only use the comment tool.
    • If you have a substantial change, like the need to replace or add a full sentence, place a comment at the insertion point with a brief explanation and add details in the Notes box within Janeway.
  • If you've been asked to provide new or corrected reference list entries, create these in a Word file and email it to Aimee Diehl, JEED Managing and Production Editor, at jeed@uvm.edu. Do not send your entire reference list: Only send the requested entries.

3. Save your comments and rename each PDF file.

  • Change the date in the filename to the current date.
  • Add “approved” to the end of the filename.

4. Upload the approved PDF(s) to Janeway where indicated.

  • As corresponding author, you are reviewing and approving the proof on behalf of all authors. If you have any concerns, resolve them with your co-authors before uploading the approved file.

Part 2: Provide a banner image by the deadline.

Your online article will have a banner image that appears atop the article itself and as a thumbnail image elsewhere on the JEED website. The image you suggest or provide should:

  • Use a landscape (horizontal) orientation.
  • Be twice as wide as it is tall.
  • Have minimum dimensions of 720 pixels wide by 324 pixels tall.
  • Evoke a key concept or theme from your article (avoid people or text in your image).

The image selected for publication will be the one that produces the best-looking result when displayed on both mobile and desktop devices. Click on any of JEED’s published articles for examples of images that work well as banners.

1. If you have photo(s) to provide for consideration, upload the file(s) to Janeway along with your proofs or provide link(s) to the photo(s) in the Notes box within Janeway.

  • If you prefer to use an image from your article, state this in the Notes box. We will confirm whether the image meets requirements.
  • If you search for images on a free photo site, such as unsplash.com or flickr.com, be certain to filter your search for "free" license or "Creative Commons" license.
  • If you do not have photo(s) or suggestions for a banner image, state this in your notes and we will provide some options.

2. For each photo, provide the following information in the Notes box. 

  • Indicate the photo source/credit and whether the image can be used/shared via Creative Commons license.
    • If a photo is under copyright, you must provide a written release indicating it can be used online for the purpose of serving as a banner image for your article. (If you need assistance or have specific questions about copyright or formatting, contact Aimee Diehl, JEED Managing and Production Editor, at jeed@uvm.edu.)

You must provide the information requested and approve the PDF files by the deadline for the production process to continue.