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.

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 have questions or encounter problems while working with the file, please contact Aimee Diehl, JEED Managing and Production Editor, at jeed@uvm.edu or refer to Janeway's proofreading help page. During proofreading, 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.
If you submitted supplementary material, you will have multiple proofs, each in a separate file.

1. Download and print a hard copy of each PDF file. It is easier to spot errors on the printed page.

    • Proofread each PDF file carefully. 
    • Check all text—every word, on every page—for accuracy, including the cover page, headers and footers, figures and tables, captions, and references. (Publication dates and DOIs are placeholders that will be updated pre-publication.)
    • Check all links—click every link, including the ORCID icons on the cover page, links in footers, and links in the references list—to ensure it is functioning and that it leads to the intended destination.

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

    • Click on a 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.
    • For typos or inaccuracies, use the highlight tool to mark the relevant text, then use the comment tool and “add a comment” feature to indicate necessary changes. (Visit the Adobe Acrobat help site for detailed instructions.)
    • Do not 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.

3. Save your comments and rename the files by adding “approved” to the end of each filename.

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

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 have a landscape (horizontal) orientation and be twice as wide as it is tall. The minimum image size is 720 pixels wide by 324 pixels tall.

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. Please avoid people and text in your images.

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

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, please 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.)
    • 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.

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