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Hello!

I previously explained why it is essential to create a digital portfolio and listed software you can choose from. Today, I am going to share a few tips and resources on editing your work with support from friends and experts.

Designing a research or teaching portfolio is not just about creating the ‘perfect’ output and being done with it. You continuously craft texts, images, and other features to tailor your content to the target audience, the purpose, and the medium of communication.

is much more than revising and proofreading. It covers copy editing, stylistic editing, structural editing, and proofreading. You might wonder which aspect is the most essential. Well, I am not a fan of hierarchy. Plus, some tasks overlap. If the stakes are high, you want to be meticulous and have a systematic approach (Aargh, Word auto-corrected my choice as “systemic”!) I am focusing on copy editing here for the sake of brevity.

It is absolutely necessary that your writing is original besides being clear, correct, and accurate. I am leaving out AI created texts due to their inability to capture your unique voice and style. Also, I’ll distinguish between correctness and accuracy later.

When you wear your copy editor hat, you review your text to ensure correct and consistent grammar, punctuation, spelling, and usage (e.g., word choice).

• Are you practising or practicing?
• Are you referring to yourself as Özlem or Ozlem?
• Do you put the comma inside or outside quotations?
• Are you implying, suggesting, or claiming?

You make choices. Whatever version you go with, you need to be consistent. I typically use Canadian grammar and spelling rules unless my target reader advises otherwise. The journal you are writing for will have a style guide. Do follow it to avoid desk rejection. If I am unsure, I turn to . When I need more information, I also look up , the Government of Canada’s linguistic data bank.

• Are the headings and caption styles consistent? e.g., Are you using (paper title) or sentence case (e.g., headings within a longer piece)?

Check for accuracy in your claims, quotations, URLs, and references. By accuracy, I mean informational fact-checking rather than the correctness of language. Sometimes, quotations come with a spelling or grammar error. You need to indicate that the error is in the original text.

The most common errors I see in student work is quotations without attributions or unsupported generalizations. Recently, one of my students wrote that the Spanish kicked the Ottomans out of the Iberian Peninsula with the Battle of Granada. Quite a fancy narrative, but they didn’t support their claim with insights from credible sources, and I have a feeling that, though they desired to gain control in the West Mediterranean and were supporting the group fighting the Spanish, the Ottomans were not even in Granada at the said conflict. What I am trying to say is this: check your facts and back up your claims with evidence from reputable sources to prevent embarrassing mistakes. (If you are reading this a historian with expertise in the 15^th century of the region, please correct me and share a few sources I can read in my free time.)

Editing also concerns asking questions about the completeness of your work. For example, did you promise to discuss and only mention those in Ontario? What about the eccentric delicacies in other provinces and territories?

• How about the visuals? Have you used elements that require copyright acknowledgement?

Using visuals created by others is a delicate issue, so you may need to receive their written permission. Queen’s University libraries has some , and they are working on the student version. I am using a photo I took to accompany this text to bypass the copyright hurdle. 

Basically, you need to know about : clarity, coherence (a.k.a. coherency), consistency, and correctness.

Let’s now turn to some resources around us.

Use the “Read Aloud” feature in Word.

Two significant differences between English and my mother tongue concern prepositions (e.g., “in,” “on,” “at,” and “for”) and the definite article (“the”). I often forget to use them because my language teacher brain doesn’t always click when I am writing. The “Read Aloud” feature in Word is my closest ally when I am proofreading. Click “Review” and then “Read Aloud.”

Have a friend skim your work.

I often exchange drafts with colleagues. Simple peer comments and questions like “Something funny!” “Is this what you mean?” will get me to think more about the less than perfect sentence or paragraph. (I am sending a special shout-out to Colette and Elyse at Gradifying for reading the first draft of this and other posts!)

Seek feedback from an expert.

Several units within the University will help student and fresh alumni writers. Remember, though, that the units I am listing are not offering editing services. They aim to help you gain control over your self-presentation through reflection.

Student Academic Success Services (SASS)

Are you working on an article or your dissertation? Bring your work to our sessions at SASS. Our goal is to assist you in becoming independent writers. We will answer your writing skills questions and alert you to the repeating concerns in the sample you share with us.

Are you using English as an additional language (EAL)? I mean, like me, were you exposed to English after you learned to read and write in your first language? Or are you multilingual? The SASS EAL team will help you . Some of those sessions could be dedicated to writing.

Centre for Teaching and Learning (CTL)

Are you crafting your Teaching Dossier or developing a fresh course? Educational Development Associates at the Centre for Teaching and Learning may help you. Check out their website for more information.

Career Services

Are you drafting cover letters and polishing your resume or curriculum vitae? Career Coaches may help you streamline your job-related documents including personal statement. You can choose and .

Finally, if you need additional support, you can connect with professional copy editors. You can work with one on the School of Graduate School and Postdoctoral Affairs editor listing.

As I mentioned last month, I am currently exploring opportunities in my areas of expertise: Communications, Cultural Studies, and Writing Across Disciplines. Therefore, having a solid digital content strategy is crucial. I am spending the rest of this month crafting my digital portfolio as a researcher and writer.

How are you preparing for the professional world after graduation? Are you making use of any writing aids? What professional platforms are you using? Academia? ResearchGate? LinkedIn? Your own webpage?