Taylor Publishing : Education : Yearbook FAQs : Correcting Proofs

Correcting Proofs

Questions

What do we do if we discover a mistake on pages we've already sent to the plant?

What are proofs?

Can I get my proofs in other ways?

When do my proofs arrive and what do I do with them?

Can I keep proof pages that don't need corrections?

How can I tell if a proof represents a four color or spot-color page?

How do I correct plant cropping errors?

What do proof corrections cost?

On some of my proofs the folios seem to be missing. Why?

What are proofreader marks?

What do we do if panel pictures are not in the right order?

I've reviewed my proofs-now what?

Answers

What do we do if we discover a mistake on pages we've already sent to the plant?

In most cases, it's best to correct the problem when you receive proofs. For example, if you need to substitute a picture, make a copy change or replace an entire page, send the replacement back with the corresponding proof page. If your program doesn't include proofs, call your account executive for instructions.

Requesting a change through your AE (before receiving proofs) will incur a correspondence charge. That charge is almost always greater than a proof correction charge.

What are proofs?

You may want to see how the final page looks prior to printing at the plant. That's why Taylor offers printouts (proofs) of your pages for review prior to printing.

These laser-printed sheets show page elements in their exact positions for printing. They are black and white and printed at a resolution lower than your finished pages, so they can't be used to judge print quality or color accuracy.

They're generated by computer before film has been created, so corrections are less expensive to make than film-derived proofs such as bluelines.

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Can I get my proofs in other ways?

Yes. Your proofs can be viewed online using Taylor’s NetChek program. This innovative program allows you to see PDFs of your pages online. There is also a way to view your proofs on CD. See your Taylor Representative for details on both of these options.

When do my proofs arrive and what do I do with them?

While you're working on the next deadline(s), the proofs from the previous shipment may arrive. Take care of them right away. Return proofs within 48 hours to ensure your book stays on schedule. Proofs are for double-checking, not reworking the pages. If major changes are necessary, inform your representative for advice on the best action. Complete instructions for marking corrections will accompany your proofs, but here are some key points to remember:

•	Record the page number of each proof as you remove it from the envelope against the enclosed release information sheet.
•	Contact your AE about any discrepancies between pages indicated on the log and the proofs received.
•	A proof page may print to more than one sheet if there is overrun copy or a complex layout with multiple element lists such as screen percentages, rule lines, etc.
•	Mark all proof corrections concisely, legibly and directly on the proofs with a red ballpoint pen.
•	When in doubt, mark it on the proof. Often, minor flaws are actually artifacts of the proofing process, but it's better to mark it than not.
•	Use standard proofreader's marks.
•	If no correction is needed, write, "OK as is" on the proof.
•	If you're sending replacement copy or new copy, attach the copy to the proof indicating its placement on the layout.
•	If four-color or spot color is not properly noted, indicate correct spot color or four-color instructions on the proof.
•	If panel pictures aren't in order, write the correct picture number on each photo and if there's room, write in the person's name.
•	If panel names are out of order, note the error and attach a corrected list of names to the proof.
•	If a four-color picture is cropped incorrectly, return a new original with the proof. Note: These pictures are trimmed at the plant to fit picture areas and usually cannot be repositioned. Identify with a label on the back of the photo, place it in an envelope and staple the envelope to the front of the proof. Cross through the picture to be replaced on the proof.
•	If folio art, folio copy or a page number is missing, check for any element (picture, rule line, etc.) that conflicts with and occupies the space of the missing element. You can either accept the omission or move the conflicting element.
•	If in doubt about a screen percentage or spot color, write the correct percentage or color number on the proof as reinforcement.
•	The layout on pages between signatures (16-17, 32-33, etc.) may appear to have extra space in the gutter area (middle space between the pages). This space is necessary for bookbinding requirements.

Return all proofs even if there are no corrections. This may not seem important but it is. If proofs are not returned, Taylor has to assume they are still being reviewed and will not resume work on those pages.

Can I keep proof pages that don't need corrections?

Feel free to make photocopies of your proofs but send all proofs back as soon as possible, even if there are no corrections. Proofs of every page are required by Taylor to release those pages for further production. If proofs are not returned they are presumed to be under review and are not worked on at the plant.

How can I tell if a proof represents a four color or spot-color page?

Proofs of four-color pages will have a notation (sometimes an attached label or a stamp) that states if the page will be printed in color. If in doubt, mark on the proof any page that is supposed to print in color.

How do I correct plant cropping errors?

If a photo has been cropped too tight or off-center, send another print or photocopy of the print with correct crop marks. Sending a duplicate print or some other visual sample provides a means of showing the composition you want.

What do proof corrections cost?

Nobody likes mistakes but occasional errors do happen. After all, that's why we proof pages in the first place. Correcting errors requires labor, time and materials, and unless they are company mistakes, they are chargeable for some product lines.

There's no single cost because so many conditions affect the charge: the specific kind of correction, the production method used, how far into the production process the page has gone and whether the page is color or black-and-white.

Most corrections fall into three categories:

•	A charge affecting four lines of type or less is considered a minor alteration.
•	Most other corrections are considered major alterations.
•	Picture substitutions, new layouts or substitute pages incur higher costs. Substantial changes like this can affect your book's delivery.

Taylor wants to keep your costs down and has no interest in profiting from anyone's mistakes. Ask your representative about the cost of corrections and for ways to avoid unnecessary costs.

On some of my proofs the folios seem to be missing. Why?

If folio art, folio copy or a page number is missing, check your original design to see if any other element comes within three points of the missing element. Folios are omitted in such cases. You can either accept the omission or write an instruction to move the conflicting element. Be specific with your instructions.

What are proofreader marks?

Shorthand has been developed over the decades to help copy editors and proofreaders communicate corrections simply and accurately. You should try to use these marks whenever possible. Use a red ballpoint pen and write clearly and legibly.

What do we do if panel pictures are not in the right order?

On the proof, write the correct picture number on each picture. If there is room, write the person's name. Avoid drawing a lot of arrows, which can obscure the sequence rather than help. If panel names are out of sequence, attach a corrected list of names to the page.

I've reviewed my proofs-now what?

•	Return every proof page within 48 hours of receipt, even if there are no corrections. Write "OK as is," on all pages that need no corrections.
•	Organize pages in numerical order.
•	Sign the page release information sheet that came with your proofs. Circle the page number of any pages that need corrections.
•	Attach any missing materials directly to the appropriate proof. Make certain to label each item on the back surface with your customer number, page number and position number.
•	Send only materials for pages included in the proof shipment. Sending along items for other pages may cause lost or mis-routed materials.
•	Expedite proof returns by sending them via an express service. A FedEx label is enclosed with proofs for your convenience. Standard FedEx shipping is two-day, but you can upgrade the label to overnight status. All FedEx fees are charged directly to your yearbook account.
•	Call your AE if you have other questions or concerns.