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STEP ONE
- STYLE: checking for consistency of all the details of grammar, spelling, punctuation, capitalization, use of abbreviations and numbers, all based on the APA style manual. When desired, a style sheet is produced showing the choices made by the copy editor (based on what the author has requested).
The author has the option to look over the manuscript at this point, and can approve or make desired changes. Usually, this is not necessary here and just takes up your time and runs up your cost.
STEP TWO
- VOICE can be active (John threw the ball.), or passive (The ball was thrown by John.). When appropriate, active voice makes a stronger presentation.
- PERSON can be first, second, or third, singular or plural: I/you/he-she-it, or we/you/they. These should be consistent and correspond with verbs and nouns.
- TONE can be neutral or objective; convey humor, anger, satire, persuasion, or purpose appropriate for the intended audience and the required form such as a report, information, education, motivation, entertainment, and so forth.
- DICTION refers to the selection of words and the way they are used for clarity and effectiveness.
- The correct word, such as affect/effect, or assure/ensure/insure.
- The right word and grade level for the audience: ethnic terms, jargon, inclusive, or technical terms.
- Best word to convey the idea, for example: Mother - Mama - Mom - Ma.
- Usually preferred: short over long; concrete over abstract; specific over general.
- Words are always more clear than symbols, acronyms, or abbreviations.
- SYNTAX looks at the way in which words are put together to form phrases or sentences.
- Clarity: not confusing to the reader, not open to misleading interpretations.
- Parallel construction: papa bear, mama bear, and their cub is not parallel compared with: papa bear, mama bear, and baby bear.
- Not wordy: when effective in the context use paper production is instead of the production of paper is, or use choose rather than make choices about.
- Items in pairs, series, or compounds: use short to long, simple to complex, one word to many words.
- Options may address the use of commas and semicolons, and using a comma (or not) before the and or the or in a series. APA wants a comma in these series.
The author also has the option to look over the manuscript at this point, and can approve or make desired changes. Some authors want to check at this stage, however it is not usually an efficient use of your time.
STEP THREE
- CRITIQUE: examines sentence, paragraph, and content flow and makes suggestions for possible changes. Copy editors do not change the writer's ideas or the message. Instead the process helps transform thoughts and speech (what you think and say) into written materials that are easier to read, increasing the chances they will get read and achieve the purpose for which they were written.
The author has the option to look over the manuscript at this point, and can approve or make desired changes. Most authors want to check at this stage. Then the copy editor incorporates all requested changes and/or makes suggestions again. For these first three steps there may be several back and forth trips until the author is satisfied.
STEP FOUR
- FINAL REVIEW: This is the last step before the manuscript is ready for submission. It is a collaborative review by both the copy editor and the author to polish any loose ends and details. I recommend that both copy editor and author have the time to let it sit for a week before doing this review. Then they can come back to it fresh.
This whole process offers several advantages to a writer. Step One can save a lot of time and frustration getting all the little details right. It can minimize the chances the professor or committe will ask for corrections (although they all seem to find something!) and can increase the chances that they will focus on substance instead of the little details. Step Two addresses the subtle differences that can distract the attention of a reader away from the topic and the ideas and points the writer wants to make. Step Three provides the finishing touches, smoothing the flow of the presentation that helps keep the reader interested to the end. Step Four allows the copy editor and the author to fine tune any last minute details. This reduces the chance of expensive costs to make revisions to the printouts or galley proofs. In my experience, the Chair or committee almost always want some changes made after we have done our best. I do not charge you for making those changes or corrections unless it amounts to a rewrite. I want you to be proud of your work and proceed to graduation!
To find out more about costs click here 
For things you can do to reduce your costs click here
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