Adding Proofing Stamps to Adobe for Marking up Assessment Material

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RFT (Right First Time) Working Instruction

Owner: Assessment Production

May 2016

Working Instruction Issue 1

Owner: Assessment Production Scope: OCR Staff Date: 2016-05-24

Adding_Proofing_Annotations_v7

Contents

1. Purpose of this Activity ...... 2

2. Scope of this Working Instruction ...... 2

3. Requirements ...... 2

4. Creating the Stamp Palette ...... 3

5. Finding the Proofing Palette in Adobe Reader XI ...... 4

6. Finding the Proofing Palette in Adobe Reader DC ...... 5

7. Creating a ‘Favourites’ Palette ...... 6

8. Showing a Palette on your Screen ...... 6

9. Using the Proofing Stamps ...... 7

10. Additional Stamps ...... 8

11. Frequently Asked Questions ...... 9

1. Purpose of this Activity

To have a consistent approach in marking up all assessment material, using an e-markup tool.

2. Scope of this Working Instruction

These instructions are for Assessors involved in marking up amendments to assessment material using an e-markup tool for the Right First Time process.

3. Requirements

It is important to note that if you already have Adobe Acrobat Reader installed you do not need to upgrade as the stamps can be added to any version.

Adobe Acrobat Reader PC or Mac N.B. Mac users will need to contact [email protected] for further guidance.

Free Downloads are available if you do not have these already installed, using the links below:

• The most up-to-date version of Adobe Reader – this can be installed using the following link: https://get.adobe.com/uk/reader/

• The most up-to-date version of Java – this can be installed using the following link: https://www.java.com/en/download/

** Before you get started, it is useful to print a copy of these Instructions **

4. Creating the Stamp Palette

• You will receive an email from OCR Assessor Communications showing the location of the stamps on the OCR website. Save the attached PDF (Proofing Stamps), to your desktop.

• Navigate to My Computer. Normally Adobe products will be installed on the C: Drive. If you know you have installed them on another drive, select the relevant drive, otherwise select the C: Drive.

• Open the ‘Program Files’ folder. Depending on the version of Windows you are using, there may be multiple ‘Program Files’ folders. Check them all until you find the one that contains the ‘Adobe’ folder.

• At this point the folder structure will vary depending on which version of Adobe Reader/Acrobat you have installed. Therefore the simplest way to install the stamps is to press ctrl-F and type ‘stamp’. A list of all folders named stamp in the ‘Adobe’ folder will appear.

• Return to the desktop (without closing the folder) and right click and press copy on the Proofing Stamps PDF. Return to the (stamp) folder on your C: Drive and right click on each folder in turn (you may only have one folder), pressing paste each time.

• Now whenever you open a PDF in either Adobe Reader or Adobe Acrobat, you should find the proofing stamps in the stamps section of the comments pane.

• You can delete the Proofing Stamps PDF from your desktop, or save it elsewhere on your computer in case you need to install the stamps again.

5. Finding the Proofing Palette in Adobe Reader XI

Open a pdf that you wish to annotate (or view).

• Select the ‘Comment’ tab.

• Select the ‘Stamp’ icon.

• Select ‘Proofing’ from the list – this is the palette you have just created.

• Navigate across and you will see a list of all the stamps you have added. Not all the stamps will show in the main list; you can move down the list using the small arrow at the bottom. Provided you added them in the correct order they will show in the order of the Canon/BSI Marks for proof correction document (attached to the end of these working instructions).

6. Finding the Proofing Palette in Adobe Reader DC

• Open the PDF to view or amend – it will automatically open in Reader if this is your only version of Adobe.

• Select the stamp icon from the toolbar at the top of the page.

• Select ‘Proofing’ and all the stamps will be listed.

7. Creating a ‘Favourites’ Palette

When you select a stamp from the Proofing palette you can add this to a ‘Favourites’ palette.

You must select a stamp first. From the list below you will see the option to ‘Add Current Stamp to Favourites’. Continue to select and add the stamps from the Proofing palette that will be used more frequently.

8. Showing a Palette on your Screen

To permanently see a palette on your screen:

Select the Stamp icon from the Comment tab. Select ‘show Stamps Palette’. Select ‘Favourites’ – this will now show the stamps you have previously added from the Proofing palette and should now be a condensed list.

The palette can be re-sized to fit your screen (and can be placed anywhere on your screen). This will remain open until you close it.

9. Using the Proofing Stamps

To select the stamp you wish to use from the list, select the stamp by clicking your left mouse button when the stamp is highlighted.

* You will be prompted to enter your identity information. You will only need to complete your name. Tick the box at the bottom ‘Don’t show again’ and then select ‘Complete’.

It is essential that you use the correct Canon/BSI markups on the assessment material that correspond to the error. Stamps must be used in the margin (left or right) and the appropriate markup within the text.

The Canon/BSI Marks for proof correction document at the end gives clear instructions on each stamp and how it should be used (in the margins and within the text).

You must only use the Canon/BSI document.

Please do not use what you think might work as this could cause delays and potential queries with our typesetters.

If you cannot find a stamp – please add a text box and write instructions for the change required.

10. Additional Stamps

Only the toolbar highlighted below must be used in addition to the BSI/Canon proofing document.

* Instructions must be shown in a box * ** Replacement/additional text must not be shown in a box **

• Text boxes - Select ‘Comment’.

Select the Drawing Markups palette highlighted above. The small box with a T in the left corner should be used to create a text box.

Select the icon and on the pdf draw a box in the area where you want to show the replacement or new text and add the stamp within the text to show where it should be.

Right click on the text box. You can select ‘text style’ and if you want to make a word bold or italics this is where you can select the option. If only one word should be bold or italics, you should select the word individually before right clicking.

You can also copy and paste text from a Word document into a text box. Ensure that the text is red in Word before you paste.

• Lines - Select ‘Comment’.

Select the Drawing Markups palette indicated. The small horizontal line should be used to create a line.

Select the icon and on the pdf draw a line through the text you wish to delete or underline.

Right click on the line. You can select ‘properties’ and you can change the start and end line to an arrow or buff lines at each end. Do not change anything else. Colour should stay red.

• Circle - Select ‘Comment’.

Select the Drawing Markups palette indicated, the small circle should be used to draw round text you want to highlight.

Select the icon and on the pdf draw a circle around the area you want to highlight to typesetters.

This should only be used if no other stamp will correspond to the error.

PLEASE DO NOT USE ANY OTHER STAMPS from the Drawing Markups Palette

11. Frequently Asked Questions

Do I need to update Reader? No, if you already have Adobe Reader on your computer this will be sufficient. The only reason we suggest it at the beginning is if you haven’t installed Adobe Reader at all.

How do I delete a stamp on the pdf? Select the stamp and select the delete button on the keyboard.

How do I re-size a stamp? Select the stamp and drag the bottom left corner to enlarge and drag inwards to reduce. Sizing will be limited as the stamps are not images.

How do I delete a stamp from the proofing palette? Select ‘Comment’ Select ‘Stamp icon’ Select ‘Custom stamp’ Select ‘Manage stamps’

You will see a list of all the stamps you have recently added. Select the stamp – the image will show on the right Select ‘Delete’ Select ‘OK’

What if I have missed a stamp? Follow the process again to add a stamp, this time select the stamp you require. Note that any new stamps will be added to the bottom of the stamp list.

Do I have to call my palette Proofing? No, Proofing was selected for consistency.

Why do I have to use stamps for marking up? British Standard Institution proofing markups are standard process for Cambridge Assessment. Using BSI stamps will save queries and delays from typesetters. If documents are printed, Adobe comments do not print out – stamps will be clearly visible.

Why can I not use the Comment tool? The reason for this is the comments for typesetters need to be clearly visible on the pdf when the document is printed. When comments are used only the yellow speech bubble is visible on the page – the typesetters will not accept this as an agreed BSI markup. Electronic files will not be sent to typesetters.

What do I do if I cannot add the Proofing palette? In the first instance you must contact [email protected]

Can I use the other annotations in the Annotations Tab? The only Annotations we advise you to use are the ‘Highlight Text’ and the ‘Strikethrough (Del)’. These are clear for typesetters and will not require you to add comments off the page.

© OCR Marks for proof correction Write corrections in red pen. For each proof correction instruction, a distinct mark shall be made: • in the text: to indicate the exact place to which the instruction refers; • in the margin: to signify or amplify the meaning of the instruction. Where a number of proof correction marks occur in one line, the marginal marks shall be divided between the left and right margins where practicable, the order being from left to right in both margins. General Instruction Marginal Mark Textual Mark end of change (make after every change that none is not an insertion or deletion)

leave unchanged, ignore any marks made or STET under text to remain refer to appropriate authority anything of circle content affected doubtful accuracy ?

Deletion, insertion and substitution Instruction Marginal Mark Textual Mark

insert the text indicated in the margin text insert additional matter identified by letter in a diamond A

delete through single character or through all characters to be deleted substitute character or substitute part of one or through character or more word(s) new text through all characters

wrong font, replace by correct font circle character(s) to be changed

remove extraneous marks circle mark(s) to be removed

set in or change to italic under text to be set or changed

change italic to non‑italic type circle text to be changed

set in or change to bold type under text to be set or changed

change bold to non‑bold type circle text to be changed

set in or change to bold italic type under text to be set or changed

change to non‑bold and non‑italic circle text to be changed

set in or change to capital letters under text to be changed

change capital letters to lower case letters circle text to be changed

2 or 2 under character superscript – insert or substitute or as required e.g. 2

subscript – insert or substitute over character e.g. 2 or as required 2

insert or substitute full stop or colon or : or as required

Studio/Proof Correction Marks v 2.0 PUBLIC January 2014 © OCR Deletion, insertion and substitution Instruction Marginal Mark Textual Mark

insert or substitute comma or semi‑colon or or as required

insert or substitute apostrophe or or as required

insert or substitute hyphen or as required

insert underline circle characters/words

Positioning Instruction Marginal Mark Textual Mark

start new paragraph text text

run on (no new paragraph, no new line)

transpose characters or words text text

transpose lines text text text text

centre text text

indent or move beginning of line(s) to the right cancel indent or move end of line(s) to the left

take over character/text to next line text

take back character/text to previous line text

over matter to be raised raise matter under matter to be raised over matter to be lowered lower matter under matter to be lowered close up, delete space between characters or te xt words insert or substitute space between characters or words or as required

reduce space between characters or words between characters or words affected

make space equal between characters or words between characters or words affected

insert or substitute thin space or as required

insert space between lines or paragraphs or line extends from margin into text

reduce space between lines or paragraphs or line extends from margin into text

from BS 5261‑2:2005 Proof correction mark‑up should be clear and distinct, ambiguous instruction will inevitably lead to misinterpretation. Where extra space is required it is helpful to give a measurement. Note: It is recommended that you keep a copy of the marked proof, as returned to Canon, for reference.

When supplying an illustration brief, please supply as much detail as possible, the more accurate the brief the more likely it is that it will be interpreted as required.

Always supply clean originals for scanning, keep ﬂ at, do not staple or use paper clips and never paste onto a backing sheet. Use a photocopy to show position and to mark any changes required.

Unless any reasonable interpretation is acceptable, avoid one-word briefs. If you have a specifi c requirement provide more detail, e.g. chicken farmyard/oven ready/dinner on a plate feet human/animal/monster/cartoon/realistic dog small/big/specifi c breed person age/gender/ethnicity

If a grid is required for a graph, refer to the Grids & Graphs Library; or provide reference to a question paper containing the type of grid you require.

For line graphs, do not supply only the equation of the line, provide essential plot points; it is also helpful to provide a sketch of the desired shape of the line, this will help to highlight any plotting errors.

1 Do other points need to be precise? If so 0 0 10 20 30 40 50 provide data. Number of cigarettes smoked by mother each day

If a scale is required on a map, give size and detail.

1 1

2 2 N N

insert insert scale 3 scale KEY 3 (2 cm = 500KEY km) 0 km 500 00 km km 500500

International boundary International boundary