Proof-reading
What is proof-reading
Proof-reading is usually defined as the final quality check prior to submission of written work. More specifically, it is the systematic checking and identification of errors in spelling, punctuation, grammar and sentence construction, formatting, and layout in the text. This guidance applies to all forms of proof-reading, either professional (paid for) or non-professional (friends & relatives).
Academic writing is the active process involving students in the planning, researching, drafting, writing, reviewing, and editing of their own work, and at university you are are expected to develop and demonstrate levels of technical proficiency in written English which are both equal to the level of study and consistent with the norms and expectations of relevant subjects or disciplines.
What is allowed and what isn't?
As the author of your own work, the responsibility for proof-reading rests with you. Proof-reading is the final stage of producing written work and as such students should carry out their own proof-reading, which is an essential skill in academic writing.
All work submitted by a student must be their own and any use of third-party proof-reading or editing services must not compromise the authorship of the work submitted. Students should consult their School or Department where there may be specific rules or prohibition of the use of proof-reading tools or services.
Whilst students are allowed to use online dictionaries and thesauri and/or spelling and grammar-checking software, they should be aware of the limitations, particularly in relation to technical terms. Such systems support rather than replace the student’s own proof-reading.
Proof-readers may provide guidance and developmental advice on spelling, grammar, and syntax, either within the text of a submission or in the labelling of diagrams/figures/charts.
Within the context of students’ written work, to proof-read is to check for, identify and suggest corrections for errors in text.
Therefore, a proof-reader may:
- Identify typographical, spelling and punctuation errors.
- Identify formatting and layout errors and inconsistencies (e.g., page numbers, font size, line spacing, headers and footers).
- Identify grammatical and syntactical errors and anomalies or ambiguities in phrasing (where meaning is not clear).
- Identify minor formatting errors in referencing (for consistency and order).
- Identify errors in the labelling of diagrams, charts, or figures. For example, where the purpose of assessment is to determine abilities associated with linguistics.
- Identify lexical repetition or omissions (drawing attention to repeated phrases or omitted words).
Proof-readers must not make amendments to or edit any piece of written work. Submission of work in which such amendments have been made would constitute a breach of the academic misconduct regulations on the part of the student. In no cases should a proof-reader make material changes to a student’s writing (that is, check or amend ideas, arguments, or structure), since to do so is to compromise the authorship of the work.
A proof-reader must not:
- Add to content in any way.
- Check or correct facts, data calculations, formulae, or equations.
- Rewrite content where meaning is ambiguous.
- Alter argument or logic where faulty.
- Re-arrange or re-order paragraphs to enhance structure or argument.
- Implement or significantly alter a referencing system.
- Re-label diagrams, charts, or figures.
- Correct any information within the work.
- Reduce content to comply with a specified word limit.
- Translate any part of the work into English.
- Contribute any additional material to the original.
- Comment on how well the work answers the question.
Failure to adhere to these guidelines could constitute a breach of academic integrity and be an academic offence under the University Regulations; appropriate penalties would be applied. It is therefore the student’s responsibility to provide the proof-reader with a copy of this policy statement.
If there is any doubt, the student should seek advice from their Personal Tutor.