Editing Terms and Conditions
This agreement outlines the terms and conditions of service between Editarians and our clients, and each party’s respective roles and responsibilities.
I. Copyright, Confidentiality, and Nondisclosure
Clients warrant that they are the creator of the material to be edited or have the right to request changes to the text.
Copyright: Editarians agrees that the product produced in the performance of this agreement shall remain the exclusive property of the client. We will not sell, transfer, publish, disclose, or otherwise make the product available to third parties without the client’s prior written consent. Any rights granted to Editarians under this agreement shall not affect the client’s exclusive ownership of the product.
Nondisclosure: Editarians agrees that, except as directed by the client, it will not at any time during or after the term of this agreement disclose any confidential information to any person whatsoever. Editarians further agrees to bind its employees and subcontractors to the terms and conditions of this agreement. Editarians personnel are willing to sign a nondisclosure agreement, either our own or one of our client’s choosing.
The client hereby agrees that Editarians is not a publisher and cannot comment on the suitability of a work for publication. Completion of edits is not a guarantee a manuscript will be published. Our responsibility is to offer advice and suggestions to the client on how to improve the written manuscript without in so doing jeopardizing authorial integrity, and to notify the client of any legally questionable material as soon as it is discovered.
Although the editor will make every effort to meet editing standards and bring questionable material to the attention of the client, the client hereby agrees to indemnify and hold harmless Editarians and the editor against any and all claims, actions, demands, etc., including legal fees, arising out of any alleged defamation or copyright infringement committed by the client in creating the work, or arising from the edits or their subsequent publication, or their lack of publication, as the case may be. This includes, but is not limited to, actions involving plagiarism, fraud, and theft. Neither Editarians nor the editor shall be required to purchase professional indemnity insurance.
The client and/or the publisher of the work agree to bear ultimate responsibility for errors of any type, including those that might give rise to litigation.
III. Respective Roles and Responsibilities for Student Work
This section applies only to clients completing degree programs and submitting work for grading. Our terms and conditions addressing the ethical editing of student work are based on guidelines established by Editors Canada in conjunction with university administrators. The basic rule of thumb is that the student writes the paper, the supervisor reviews the content, and the editor polishes it to perfection.
1. Students should inform their supervisors that they are working with a professional editor. If required by the university, they should get permission in writing (email is usually considered adequate).
2. Students should share this agreement with their supervisors. If a supervisor would like the scope of the edit revised, it is the student’s responsibility to inform Editarians accordingly. Everyone should agree on what work will be undertaken.
3. Students should note on the appropriate page of their research paper, such as the acknowledgements page, that it has been edited.
4. The editor will apply proofreading, copy editing, and stylistic editing standards as appropriate. Definitions and examples of these standards will be provided to the client for reference.
5. As an overarching rule, editing of student work is undertaken such that edits affect content as minimally as possible. If the editor must rewrite a sentence to show a problem, he or she will keep to the client’s own words as much as possible. The editor will minimize rewriting by querying and by marking spots where the text could be improved. If the editor thinks more extensive content revision would be beneficial, that will be suggested to the client in a comment. Under no circumstances will the editor write sections for the client.
6. If the university requests a specific template or has written exceptions to a style manual, and the client wishes to include adherence in the scope of edit, the client must confirm this with Editarians and provide any needed documentation. The editor will make all reasonable efforts to meet such requirements.
7. Notwithstanding Items 5 and 6 above, the onus of ensuring the content and layout meet university standards rests with the client and the faculty supervisor.
8. Editarians warrants that our editors have the experience and ability to perform the services required by this agreement and that said services will be performed in a professional, competent, and timely manner.
IV. General Terms and Conditions
1. This agreement becomes effective as of the date the client fills out and submits our sign-up form. It remains in effect as long as the client chooses to work with us, unless otherwise agreed in writing.
2. Before work commences, Editarians will provide an estimate, if applicable, indicating the anticipated number of hours and price per hour. If appropriate to the circumstances, Editarians may estimate an overall project price rather than a per hour rate.
3. In the event of changes made to the project by the client, additional instructions provided to Editarians or the editor by the client, additional material submitted for editing, or any other changes created by the client that may affect the number of hours required to complete the project, Editarians reserves the right to exceed an existing estimate. The client hereby agrees and acknowledges the possibility of final costs and/or deadline being different from the original estimate.
4. The client agrees to pay a retainer fee of $150 at the project’s outset. This fee will be deducted from the final invoice. If the client decides not to proceed with editing after having paid the retainer, a $50 administration fee will be charged (i.e., $100 will be refunded). Editarians will bill the client monthly for all hours charged in the previous month. The client agrees to make payment within two weeks of receipt of each invoice. Any payment outstanding for more than 30 days from the invoice date will incur interest charged at a rate of 2 percent per month or partial month, including the month following the invoice date. No interest is due on timely payments.
5. The editor will keep the client apprised of time accrued as the project unfolds.
V. Work Procedure
1. The editor and the client both agree to follow Editarians’ Editing Procedure. A copy of this document will be provided to the client at the outset of the project.
2. The editor agrees to indicate errors using track changes and comment balloons. In projects where such tracking is not feasible, the editor agrees to otherwise communicate the nature of the edits to the client.
3. The client agrees to review edits, work with tracking and comments in accordance with the Editing Procedure, and keep the editor informed of work completed. This includes working from the most recent version, not revising material already submitted for editing, accepting tracking before returning files, replying to but not deleting comments, and not making any unmarked changes. If the client makes unmarked changes, adds or deletes material without otherwise notifying the editor of the changes, does not reply to or address comments, or in any way proceeds other than as stipulated in the Editing Procedure, the editor and Editarians do not and will not take responsibility for any resultant errors or inconsistencies.
4. The editor will keep working copies showing tracking and edits, as well as other pertinent material such as correspondence and queries. Editarians will archive these materials as back-up for the client.