Most editors recognize that the foundation of our business lies in the education we received. It is hard to tackle grammar issues in a manuscript without having been taught grammar. And deciding whether the correct word is there or their requires having been taught the difference.
Of course, there is the issue of subject matter knowledge as well. Granted that editors are rarely expected to be subject-matter experts — especially not at the common rates paid to editors — but editors are expected to have some familiarity with the subject matter and to be able to understand what they are editing.
I have lamented in past essays about the decline of editing and of education. Now I worry even more with the nomination of Elizabeth “Betsy” DeVos to be Secretary of Education in the forthcoming Trump presidency. Her selection is tantamount to declaring war on public education and on education standards — public and private. If her views on education permeate the educational system, what I see as a decline in quality of editors may well become a tsunami.
The foundation of America’s education system is that it is a public education system, meaning that every child has access to a “free” public education (and, yes, there is really no such thing as “free” in this context; public education is an expensive taxpayer burden, but a burden that since the early days of the republic taxpayers have been willing to bear in hopes that their children will do better economically and socially than they did). In DeVos’ world there would be no “public” education — all education would be by private schools, largely charter schools.
I admit that there was a time when I thought charter schools would be a panacea to our declining school systems, but that fantasy didn’t last long. The truth is that to fix our schools, we need to fix the way our teachers are taught and compensated. Rather than mid-level students choosing teaching as a career path, we need to find a way to make the highest-level students seek that career. And we need to require teachers to be subject-matter experts not generalists whose expertise is in classroom administration with a minor in subject matter.
Whereas I have progressed from thinking charter schools are the panacea to education’s ills, DeVos has not. In fact, DeVos not only abhors public schools, but she opposes setting standards for charter and private schools to meet. DeVos has been supporting proponents of her education views for years in Michigan. The result is that Michigan not only has more charter and private schools than any other state, but its educational ranking (in comparison to other states) has been steadily slipping, with no end in sight. (For an excellent review of DeVos’ history, see “Betsy DeVos, Trump’s Education Pick, Has Steered Money From Public Schools” by Kate Zernike [news item], The New York Times, November 23, 2016, and for why she would be a disaster for American education, see “Betsy DeVos and the Wrong Way to Fix Schools” by Douglas N. Harris [opinion piece], The New York Times, November 25, 2016.)
What does this mean for the future of editing? Even though education has been on the decline for years and this decline has been evident in the quality of new-generation editors and editing — as witnessed by the number of people hanging out shingles, proclaiming themselves editors, and then failing to do a quality job — there were rays of hope as colleges began to realize that they are a major part of the problem of education failure and steps have slowly been taken to revamp education curriculum and requirements for a teaching degree and license.
But what little progress has been made is now jeopardized because all of the controls that are exercised over education in public schools are nonexistent in the DeVos education world. DeVos believes that the free market, unfettered by chains of requirements to obtain a teaching license and unfettered by educational goals that part of standards such as the Common Core or national tests, will supply the needed fixes — even though this has been untrue in the 30 years she has pushed such an agenda.
If education further, significantly declines, then editing may be a doomed profession. After all, why would an author want a manuscript edited by someone without the skills necessary to edit her manuscript better than she can edit it herself? Why would publishers pay someone to simply run spellcheck?
This is not to say that our current system is the answer; it definitely has proven itself to not being able to solve the education crisis. The problem is that with DeVos we will swing from one extreme to another extreme, which is problematic when both extremes have conclusively shown that they are part of the problem, not part of the solution.
Do I have a solution? No, I don’t. I do know that for years I have complained about the low standards that have to be met to graduate from a college education program with a teaching degree (I attended such a college in my college days). I know that I have clashed with teachers who should never have been given a teaching license but who were teaching my children in public schools. And I know that the way to fix the problem is not to replace it with another “solution” that is just an exacerbation of the existing problem.
Betsy DeVos should not be confirmed as Secretary of Education because her “solutions” have proven, in Michigan, to be worse than the existing problem. To institute those policies nationally would be to jeopardize America’s future. I encourage you to petition your U.S. Senator to not confirm Elizabeth “Betsy” DeVos as Secretary of Education. Her confirmation would be disastrous for America and for the future of editing.
Richard Adin, An American Editor
EditTools: Duplicate References — A Preview
Tags: Bookmarks, Comment Editor, EditTools, Find Duplicate References macro, Journals macro
The current version of EditTools is nearly 1 year old. Over the past months, a lot of work has gone into improvements to existing functions and in creating new functions. Shortly, a new version of EditTools will be released (it will be a free upgrade for registered users).
New in the forthcoming version is the Find Duplicate References macro, which is listed as Duplicate Refs on the References menu as shown here:
Duplicate Refs on the References Menu
The preliminaries
The macro works with both unnumbered and numbered reference lists (works better when the numbers are not autonumbers, but it does work with autonumbered lists). It also works with the reference list left in the manuscript with the text paragraphs and when the reference list has been moved temporarily to its own file (it works, like other reference-specific macros in EditTools, better when the references are moved to a separate, references-only file).
Like all macros, the Find Duplicate References macro is “dumb”; that is, it only finds identical references. The following image shows references 19 and 78 as submitted for editing. (For all images in this essay: For a larger, more readable image, right-click on the image and click “Open link in new tab.” This will open a larger version of the image in a new tab that can be kept open as you read the description of the image.)
Original References
As the image shows, although references 19 and 78 are identical references and are likely to appear identical to an editor, they will not appear identical to the Find Duplicate References macro. Items 1 and 2 show a slight difference in the author name (19: “Infant”, 78: “Infantile”). The journal names are different in that in 19 the abbreviated name is used (#3) whereas in 78 the name is spelled out (#4). Finally, as #5 and #6 show, there are a couple of differences in the cite information, namely, the order, the use of a hyphen or en-dash to indicate range, and the final page number.
Because any one of these differences would prevent the macro from pairing these references and marking them as potentially identical, it is important that the references go through a round of editing first. After editing, which for EditTools users should also include running the Journals macro, the references are likely to look like this:
The References After Editing
If you compare the same items (1 and 2, 3 and 4, 5 and 6) in the above image, you will see that they now better match. (Ignore the inserted comments for now; they are discussed below.) One more step is required before the Find Duplicate References macro can be run — you need to accept all of the changes that were made. Remember that in Word, when changes are made with Tracking on, the material marked as deleted is not yet deleted; consequently, when the macro is run, the Tracked items will interfere (as will any comments, which also need to be deleted). The best method is to (1) save the tracked version, (2) accept all the changes, (3) use EditTools’ Comment Editor to delete any comments, and (4) save this clean version to run the Find Duplicate References macro.
After accepting all changes and deleting the comments, the entries for references 19 and 78 look like this:
The References After Changes Accepted
Running the macro
When the Find Duplicate References macro is run, the following message box appears.
Find Duplicate References Message Box
To run the macro, the macro has to be told where to begin and end its search. If the references are in a separate file from the rest of the manuscript, check the box indicating that the references are in a standalone document (#5) and click Run (#6). If the references are in a file with other material, use bookmarks to mark the beginning and ending of the list as instructed at the top of the message box (#1). To make it easier, the Bookmarks macro now has buttons to insert these bookmarks:
The dupBegin and dupEnd Bookmark Insert Buttons
The Find Duplicate References macro matches a set number of characters, including spaces. The default is 120 (#4) but you can change the number to 36, 48, 60, 72, 84, 96, or 108 using the dropdown arrow shown at #4 in the Find Duplicate References message box above.
The macro does a two-pass search, one from the beginning of the reference and another from the end of the reference, which is why a list of duplicates may have repetitions.
The results of the search appear like this:
List of Possible Duplicate References
(They appear as tracked changes only if the macro is run with Tracking on; if Tracking is off, the results appear as normal text.) Note the title of the duplicates is “Duplicate Entries (Nondefinitive).” The reason for “Nondefinitive” is to remind you that the macro is “dumb” and there is no guarantee that the list includes all duplicates or that all listed items are duplicated. Much of the macro’s accuracy depends on the consistency of editing, including formatting.
For the examples in this essay, the Find Duplicate References macro was run on a list of 735 references and the list of possibilities shown represents those likely duplicate references the macro found. Note that references 19 and 78 were found (#19 and #78 indicate the portions of those references found duplicated by each pass of the macro); however, if, for example, in editing the page range separator in #19 was left as an en-dash in reference 19 and in reference 78 as a hyphen, the macro would not have listed the material at #19 as there would not have been a match. Similarly, if the author name in reference 19 had been left as “Infant” and in reference 78 as “Infantile”, the macro would not have listed the material at #78 as there would not have been a match.
The next step is for the editor to determine which of the listed possibilities are duplicates. This is done using Word’s Find Navigation pane, as shown here:
Verifying Duplicate References
Copy part or all of what was found (#1) into the Find field (#2). Find will display the search results (“3 matches”) (#3); clicking the Browse button (the rightmost button at #3) lists the three matches found (#4 to #6). The first entry (#4) is always the text in the duplicates list (#1), which means that, in this example, the possible duplicates are #5 and #6. Clicking on the text marked #5 to see the complete text of that entry. Then compare that text to the text of the reference at #6. (It is possible for the macro to find more than two possible matches for the same text — and all, some, or none may be duplicates.)
The Inserted Comment
When editing of the manuscript is finished, have the Reference Number Order Check macro export a renumbering report to send with the edited file to the client. A partial sample report is shown here:
Sample Partial Renumbering Report
Every report bears the creator’s identification information (#1) and file title (#2). You set the creator information once and it remains the same for every report until you change it using a manager. The file title is set each time you create a report.
As the report shows, reference 78 was deleted and all callouts numbered 78 were renumbered as 19 (#3). The prewritten, standard message (a new feature) can be inserted with a mouse click; only the numbers need to be inserted or modified. The report shows that the renumbering stopped at callout 176 (#4) and started again at 197 (#5). Number 6 shows another deletion and renumbering.
Clients like these reports because it makes it easy for authors, proofreaders, and others involved in the production process to track what was done.
The Find Duplicate References macro is a handy addition to EditTools. While it is easy in very short reference lists to check for duplicate references, as the number of references grows, checking for duplicates becomes increasingly difficult and time-consuming. The Find Duplicate References macro saves a lot of time, thereby increasing an editor’s profits.
Richard Adin, An American Editor
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