Proof Approval Instructions

When the PDF proof of your accepted article is ready for your review and approval, you will receive a notification email containing instructions and a deadline. The approval deadline will be specified in Janeway. You may 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 have questions or encounter problems while working with the file, please contact Aimee Diehl, MGR's Managing and Production Editor, at mgreview@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 to the Files section within Janeway.

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

Review and approve the PDF proof by the deadline. 

1. Download and print a hard copy of the PDF file. It is easier to spot errors on the printed page. DO NOT review your proof on a screen; MGR’s PDFs are optimized for print and may not display accurately.

    • Proofread the 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, table alignment, number sequences, and captions), and all references. DO NOT rephrase or rewrite; only indicate errors or omissions. (Publication dates and DOIs are placeholders that will be updated pre-publication.)
    • Mark any errors you see on your printed proof so you can transfer the information to the digital PDF.

2. Open the 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 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 file by adding “approved” to the end of the filename.

4. Upload the approved PDF file 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.
 

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