Work Study Editing Routine The Voice Handbook
The Voice Stylebook
Morgue (2008-2011)
Morgue (2003-2008)
Indices: Author | Subject

   Work-study students edit the publication. To ensure quality and continuity across the publication, please follow these steps, which mimic those used by professionals. 

I. Check for incoming copy/ Post to WordPress

A. Did you receive something through The Voice's email that's relevant to the campus? If so, check to see that it hasn't yet been posted in WordPress. If you're receiving a news release from Media Services, Sports Information or other organizations that send info to The Voice email, you will need to cut-and-paste the information into WordPress. If it hasn't been posted yet, you can post it to start the process.

B. Did you receive something in WordPress from a student writing for The Voice? Most staff articles will be written in WordPress for you to edit. If so, you can begin editing!

II. Edit the articles

   You will complete at least two read-throughs per article.

   A. First read-through, check for:

  1. Do you understand the topic after reading the article?
  2. Does the tone and point of view of the article match the seriousness of the subject matter?
  3. Do you notice any holes in the article (i.e. unanswered questions)? Are there any awkward breaks or stops in the text?

   B. Second read-through, check for:

  1. Assertions: Is everything clear? Is the information important for the campus community?
  2. Evidence: Does the writer provide strong evidence? Is the article reliable (i.e. check facts!)? Is the evidence relevant to the article? Is the evidence credible?
  3. Organization: Are ideas arranged in an order that guides the reader through the article?
  4. Mechanics: Are there any errors in spelling, punctuation, grammar or AP style?
  5. Overall Effectiveness: Does the article "work" to inform the campus community?
   While editors may fix some fact errors and most mechanics, other problems should be sent back to the writer to fix prior to publication. If they don't understand their article, it will be impossible for the reader to "get it." On breaking deadline articles, the editor might help the writer improve the article. BUT: DO NOT do the writer's work. You'll have enough to do on your own.

III. Working in WordPress

   Everyone edits everything that arrives. Everybody helps everyone else; those who don't do the work lose their work-study, to be replaced by someone who will help do the work. Before anything posts, multiple editors view it. Their status determines how many people need to view it prior to publishing:

  • 2 Sr. Editors
  • 1 Sr. Editor + 2 Jr. Editors
  • 3 Jr. Editors

     In Fall 2012, there will NEVER be fewer than three sets of eyes since only one person has finished the editing course. So what do you do once the article's in WordPress and you've edited it?

First, add the writer's name and title above the article. Then give it a DATELINE. Now we'll work on the photo.

A. Photos

  1. If the article comes with a paragraph: MAKE SURE the photograph you plan to use follows the instructions (including correctly naming the photo), put your cursor in the top left-hand corner of the article. Above the editing box, you will see an icon that looks like a camera. Click that icon to bring up a box that asks you to "drop files here" or "select files;" choose "select files" and search your computer for your photo. If you've placed it on the desktop, you'll find it there. If you've downloaded the photo, you'll need to go to the "Downloads" folder under "Users" on the Mac. Once you find the photo, choose it.

  2. Look in the box immediately below the "chooser" box to find your photo. If you have yet to rename the photo in the preferred manner (see the previous link to photo instructions), you can rename the TITLE at this time. You should also add the caption by the instructions listed in the previous link.

  3. Make sure we give the photographer credit at the end of the cutline (Photo by Danielle Kloap) or (Courtesy of Media Services)

  4. If the picture is small enough (i.e. 300 pixels wide or less), align the photo to the left or right, making sure it "looks into" the text. If it's bigger, you may want to keep it at the full width at the top of the page.

  5. Click "Use as Featured Image" if you want the photo to represent the article as we scroll down The Voice. Realize photos in the Campus Life section will appear as the featured photo at the top of The Voice. To show up as the featured photo on the front page, the picture MUST be at least 620 pixels wide.
  6. Insert the photo into the article.

  7. Look at the "Visual" tab to see the photo in place. Click once on it to bring up two boxes, i.e. a mini-picture and a "no" sign. If you need to delete the photo, hit the "no" sign. Otherwise, hit the mini-picture. If you have yet to enter the caption, here's another opportunity!

  8. Click on the "Advanced Settings" tab. Under "Image Properties," enter a border of "1," and enter "4" into vertical and horizontal space; this keeps the text from running into the photo. Under "Advanced Link Settings," click the "Target" box to open in a new window.

  9. Now press update.

  10. If the article does not come with a photo, choose one from the media library. Get to the vast majority of logos by typing logo or crest in the search bar for media. Get to logos for The Voice by entering "tv" into the search bar:
    • Around Campus - Use for campus briefs.
    • Arts & Entertainment - Used for A&E events
    • Connecting Campus & Community - used for events showing reciprocity
    • News From the Library - Book announcements, special presentations, etc.
    • News - fits News Values
    • Opinion/Editorial - Use for opinion pieces
    • Police Log - Use for Public Safety articles
    • Sports - For Spring sporting events
    • UAM Alumni Centennial Circle - Use for alumni articles
    • UAM health logo - for healthy UAM articles
    • UAM Sports - For fall sporting events
    • WeevilNet - Use for preregistration, 60 percent announcement, drop date, registration, financial aid

B. Categories

   Categorize by choosing from the provided list. If you cannot find the correct category, contact the adviser for a second check PRIOR to adding a new category. The vast majority of categories should be there as we went back through the morgue and yearbooks to get them.

C. Tags

   Tag any proper name within the article. For tagging purposes, even non-prominent individuals get tagged as they may become prominent over time.

D. Editor's Mark

   Once you've finished, add your editor's mark into the title so everyone can immediately see that it still needs attention. Then save as "DRAFT" prior to the final edit. If your button says "Update," you've already published! If you haven't had three sets of eyes, you'll need to copy the info in the box, make a new entry and delete the old entry a.s.a.p. and start over. PLEASE take CARE to keep this from happening, i.e. it's very embarrassing to prematurely publish an article.

IV. Final Edit

   If you are the final editor to view a piece, you perform a major, vital function, i.e. you're the last set of eyes to catch mistakes before they publish. Please take this task seriously.

   After going through the editing process previously described and re-reading one last time for understanding, you must do a few final things. First and foremost will be including html that gets stripped every time we switch from the "text" to the "view" option in the edit box.

  1. Make sure there's a least a paragraph between paragraphs, which will make it easier to view on the screen. You can add in the html <p> to put a full break between paragraphs.
  2. Add in a three-space indent before every paragraph (excluding the DATELINE, which should be flushed left). To do this, type &nbsp; three times in the "text" view.
  3. Add html for quotations in the "text" view, i.e. &quot; at the beginning and end of each quote.
  4. Add html for the dash after the dateline and after the lead-in to the cutline, i.e. &#151; which will produce a dash that looks like this: —
  5. Add html to the cutline to make sure it's in a sans serif font, i.e. use <font face="verdana" size="2"> before the info and </font> after the cutline. After the font intro, you should use <strong> prior to the lead-in and </strong> immediately prior to the dash (described in the previous step).
  6. Remove the -30- and any editor's marks remaining.
  7. Hit publish!
  8. Copy the link and paste it to facebook, which will alert the campus community that there's something new to read. :o)
  9. Send a "You're in The Voice" email to everyone in the article. Then post a "You're in The Voice" to facebook and tag the appropriate people.

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