SCHOOLMAG GUIDE NO 2:This week, Louise Holdenlooks at the role of the sub-editor

EVEN THE MOST competent writers forget the odd apostrophe. Every piece of copy that goes into your school mag should be sub-edited carefully, more than once if possible. If you let poor grammar, bad spelling or patchy punctuation creep into your publication, all your good work will be undermined.

Don't leave the sub-editing to the editor. Choose a sub-editor who has the exact skills required for the job. They include: a superb grip on language, a sense of responsibility to the publication and a creative way with words that will help them to come up with appropriate headlines. A thick skin is also an advantage. Subs very often have to put up with grumpy journalists unhappy about edits they have made.

There are thousands of grammar and spelling rules that a good sub should spot instinctively. There's not enough room to cover them here. Broadly speaking, however, a sub needs to be sensitive to the following at all times:

1. Is the copy clear?

If there is the slightest doubt that readers will understand what it being said, then it is the sub's job to clarify. Sometimes reading copy out loud highlights sloppy or ambiguous wording.

2. Does the copy contain mistakes of grammar, punctuation or spelling?

If it does, clean it out scrupulously or it will make your publication look amateurish.

3. Does the article make any claims likely to get you and your team into trouble?

Does it make wild and unfounded allegations against named individuals? Is it libellous? Could subject matter be offensive to any of your readers (or indeed anyone likely to pick up your mag)? If it does contain risky material, can it be justified?

4. Does the intro to the piece give readers a sense of what's coming?

The intro or standfirst should encapsulate what the article is about in just a short few words.

A good standfirst should whet the reader's appetite and give them a taster of what to expect in the main copy.

5. Does the article have/need headlines, sub-headlines, pull quotes or panels that will make it more accessible and attractive to the reader?

As a sub-editor you have to make some ruthless decisions sometimes. If an article is riddled with cliches, unfounded opinions or unfinished trains of thought, it's your job to get it sorted. Work with the writer to improve the copy. Writers - don't get touchy when subs make changes to your work. It's all in the name of a great School Mag.

Next: the printing process