Proof Reading & Editing Guidelines

Proof Reading & Editing Guidelines

Nursing Essentially provides Consultancy Services which include research assistance and editing manuscripts. As such, Proof Reading and Editing Guidelines must be clearly deleniated.

Writing and Plagiarism

Nursing Essentially aims to develop you as a writer. As such, Nursing Essentially seeks to help you develop the skills required to develop, polish and revise your work.

Nursing Essentially will:

  • Identify patterns, problems and errors in a paper.
  • Work through a paper sentence by sentence with you to help improve style and grammar.
  • Work through the marking rubric with you to assist in you passing the assignment.

Nursing Essentially will NOT:

  • Take responsibility for the final paper’s grade or correctness.
  • Engage in ghost writing services. Having any other person write your paper for you is unethical and violates your academic responsibility.
  • Provide students with past assignments or exam papers. If a student is found to have plagiarised assignment or exam answers, OR, requests Nursing Tutoring Essentials to write assignments on their behalf, Nursing Essentially will be obliged to report the misconduct to the relevant university.

The student acknowledges and agrees that Nursing Essentially services are provided for the purpose of learning, not cheating. The student is not to inquire or hire tutors to complete assignments, write papers, take quizzes or otherwise do work on the students behalf. Further, the student is not to use Nursing Essentially services for any purpose that violates the academic integrity policy or other conduct policies of the student’s school, university, academic institution or workplace. As such, the student must adhere to the applicable University’s Academic Integrity policy.

The student states that they have permission to use the services of a tutor/editor for the work they have requested Nursing Essentially assistance on, and that the university’s guidelines comply with editorial guidelines on the following pages of this document.

Proof Reading and Editorial Work



The editing must never affect the content or structure of the student’s assignment/thesis. Consequently, the tutor/editor should not specify changes that go beyond simple correction of grammar, idiom, punctuation, spelling, and mechanics and must be particularly careful in applying structural editing standards, stylistic editing standards, copy editing standards, and proofreading standards. Rather than drafting alterations under these standards, the tutor/editor should depend on queries to the student phrased to put the onus on the student (e.g., “Please clarify this sentence,” not “Do you mean X = Y?”). If the tutor/editor must rewrite a sentence to illuminate a problem, he or she should retain the student’s own wording as much as possible. In all cases, communicate queries and suggested changes clearly and introduce no new content.



The styling of citations needs care. Student writers are often required to use a particular style, and their ability to do so is part of what is being tested. If the student has made errors, especially consistent errors, the tutor/editor should use queries to draw attention to them but should not correct them. The same applies in the case of failure to give citations where they would be expected; the tutor/editor should not supply them.


Statements of fact

When working on a thesis, the tutor/editor should not, of course, question the student’s statements of fact or conclusions drawn from them in the argument. What the tutor/editor watches for are the silly errors, often in incidental comments, that creep into almost everyone’s writing: e.g., “Edmonton is about 5000 kilometres east of Halifax,” or “the 500-kilometre drive from Edmonton to Halifax,” or “the police estimated the audience at 600, divided between 300 protestors and 700 supporters.”


Corrections of grammar, spelling or idiom

Tutor/editors will correct errors in spelling, grammar, or idiom. For example, “The cat sitted near the fire” and “The cat sat on the fire” are clear errors in, respectively, grammar and idiom. Correcting them is a matter of mechanical copy editing. Trickier problems tend to arise with editing for style and diction and are best dealt with by queries. “The cat roared by the fire” is probably an error in diction but could be exactly what the student intended. Rather than changing it to “The cat roamed by the fire,” the tutor/editor can query (via insertion of comment in word document) along the lines of “Please check ‘roared’ in your dictionary.” This approach and the tact it requires mean that editing ESL students can be time consuming. The tutor/editor should estimate accordingly, and encourage the student to view the experience as an opportunity to learn.

Proof Reading

“Proof reading” means checking formatted, edited material for accuracy of inputting, for adherence to a specified design, and for mechanical errors in text, such as spelling mistakes or small deviations.

Ensuring all elements are present:

Querying or correcting, if authorised to do so, typographical and formatting errors –

  • Querying or correcting, if authorised to do so, inconsistencies in elements such as headings, cross-references, and titles of websites.
  • Assessing end-of-line word divisions and marking incorrect or awkward line or page breaks for correction.
  • Querying or correcting, if authorised to do so, inconsistencies in spelling, punctuation, and visual elements.
  • Handling proofing stages after first proofs; e.g., checking alterations and the rest of the type, including line breaks, throughout the changed portion; checking all page breaks, and checking the consistency and accuracy of elements affected by text flow, including cross-references, page headers or footers, folios (page numbers), non-text items, and the table of content.

Copy Editing

“Copy editing” means editing for grammar, spelling, punctuation, usage, and other mechanics of style; checking for consistency of mechanics and for internal consistency of facts; indicating the hierarchy of headings and subheadings, and approximate placement of art (including graphs, tables, maps). If specified, it may include:

  • Metrication.
  • Applying a system of citation.
  • Editing captions and credit lines (e.g., citations of sources for art).
  • Editing front matter (title page, contents page, lists of tables, figures, and maps, and acknowledgements).
  • Correcting errors in grammar and syntax.
  • Correcting errors and inconsistencies in punctuation.
  • Correcting errors in spelling.
  • Correcting errors in word usage and amending infelicities and offensiveness in diction.
  • Establishing and maintaining consistent mechanical editing styles (e.g., capitalisation, abbreviations, treatment of numbers).
  • Following common practices and the faculty’s preferences for conventions such as the use of italics, boldface, and underlines, of metric or imperial measurements, and of abbreviations and symbols, the treatment of technical and trademarked terms, and the choice of spelling and punctuation styles.
  • Developing and/or following an editorial style sheet (a list of words or terms that must be spelled, capitalised, hyphenated, or otherwise treated in specific ways in this manuscript).
  • Querying errors or inconsistencies in the style of citations and references; querying any that appear to be missing.
  • Querying missing acknowledgments or permissions for the reproduction of copyright material. (The tutor/editor has no responsibility for obtaining reprint but may point out where they may be needed.)
  • Ensuring internal consistency of text and art or figures, and of cross references.
  • Ensuring consistency and accuracy in the styling of tables, graphs, and other art, including their labels, captions, and text mentions.
  • Treating non-English terms in English text appropriately and consistently.
  • Querying questionable items that should be checked for correctness (e.g., proper names, titles, dates, quotations) and apparent errors of other facts within the realm of general knowledge only.
  • Querying apparent errors in mathematical material (e.g., incorrect metric/imperial conversions).
  • Ensuring all elements are present and complete.

Stylistic Editing

“Stylistic editing” means working to clarify meaning, polish language, and other non-mechanical line-by-line editing such as:

  • Querying, or correcting if authorised to do so, confusing sentence structures, wrong word choices, and ambiguous passages.
  • Checking tables, figures, and visual material for clarity.
  • Querying, or correcting if authorised to do so, infelicitous or illogical connections and transitions.
  • Checking sentences and paragraphs for variety and consistency.
  • Querying or eliminating inappropriate jargon, redundancies, and verbosity.

Structural Editing

“Structural Editing” means assessing and shaping material to improve its organisation, content, and suitability for the intended audience and purpose. Among the few structural editing tasks that may be undertaken for theses are:

  • Querying imbalances in content.
  • Querying material that might be presented in another form (e.g., number laden text as a table)
  • Identifying and flagging possible legal problems (e.g., libel, plagiarism, privacy violations, missing reprint permissions, failure to give sources) or departures from social acceptability (e.g., gender, ethnicity, age, or other bias).

 Editing guidelines used with permission by Editors’ Association of Canada


Version Control

Related Acts, Polices and Documents

o  Scope of Practice for Registered Nurses and Midwives.

o  ICN Code of Ethics for Nurses.

o  Registered Nurse Standards for Practice.

o  Editors’ Association of Canada.

o  Nursing Essentially Privacy Policy.

Policy Custodian Dr. Geller
Responsible Officer Dr. Geller
Endorsed By Dr. Geller
Reviewed By CN Cristea



Approved By

23rd June 2017


Dr. Geller
15th July 2017


Dr. Geller
1st August 2017


Dr. Geller
18th September 2017


Dr. Geller
1st October 2017


Dr. Geller
22nd October 2017


Dr. Geller
12th November 2017


Dr. Geller
15th February 2018


Dr. Geller
1st January 2018


Dr. Geller
3rd April 2018


Dr. Geller