Taking on editing work for a student’s academic project – whether it’s an essay, dissertation or thesis – is a rewarding but complex task. As editors, our goal is to polish and refine the student’s writing while maintaining their unique voice and upholding academic integrity. However, without a clear understanding of the scope and the expectations, misunderstandings can arise, leaving both the editor and the student feeling frustrated.
This is where a written contract becomes essential. A formal agreement is more than just a document; it’s a cornerstone of professionalism and ensures a smooth, transparent working relationship. Let’s explore why having a written contract is crucial when editing student work.
1. Setting clear expectations
A written contract outlines the specifics of the work to be done. It covers details such as:
- The scope of the editing (eg grammar and syntax, formatting and structural feedback).
- Deadlines and turnaround times.
- Fees and payment terms.
- The number of revisions included in the agreed fee.
This clarity protects both parties. The student knows exactly what they’re paying for, and the editor has a framework to guide their work. It also reduces the risk of scope creep, where additional tasks are added without renegotiating terms, which can strain the relationship.
2. Upholding academic integrity
Academic institutions have strict guidelines about what constitutes ethical editing. A contract should state explicitly that the editor’s role is to refine the student’s work – not to rewrite content, alter arguments or contribute to plagiarism.
This transparency protects the editor from being accused of overstepping ethical boundaries and ensures that the student’s academic integrity remains intact. It also helps the student to understand the fine line between professional editing and academic dishonesty.
3. Ensuring professionalism
4. Avoiding miscommunication
Without a contract, misunderstandings are almost inevitable. A student may assume that the editing includes in-depth rewriting or multiple rounds of revisions, whereas the editor may intend to provide only a single round of proofreading.
A written agreement eliminates ambiguity, creating a shared understanding of what will – and won’t – be included. It serves as a reference point in the event that questions or disputes arise during the process.
5. Protecting both parties
In any professional arrangement, unforeseen issues can arise: delayed payments, missed deadlines or a dispute over the quality of work. A contract acts as a safety net, outlining the rights and responsibilities of both the student and the editor.
For example, if a student cancels the project after significant work has been completed, a contract ensures that the editor is compensated for their time. Similarly, if the editor fails to meet the agreed-upon standards or deadlines, the contract protects both parties by ensuring that the student retains their professionalism and responds appropriately.
6. Enhancing the editing process
When both parties are clear about their roles, the editing process becomes more efficient and focused. A contract helps the student to feel confident that their work is in good hands, and the editor can concentrate on delivering high-quality results without the distraction of unclear expectations or last-minute changes.
This level of organisation ultimately benefits the student, as their project is completed on time, meets academic standards and reflects their ideas and efforts.
7. Key elements of an editing contract
To ensure that your contract is comprehensive, include the following:
- Scope of work: Define what aspects of the document will be edited (eg language, structure, formatting).
- Deadlines: Specify submission and delivery dates.
- Fees and payment terms: Include the total cost, payment schedule and any additional charges for revisions. Charge reasonable fees. Excessive fees may turn students away or create expectations that you cannot meet.
- Ethical boundaries: Clearly state that the editing will not involve rewriting or altering content. Include how you will deal with plagiarism or AI-generated text.
- Revision policy: Outline how many rounds of revisions are included and any associated costs.
- Termination clause: Address what happens if either party cancels the project.
Finally, a well-constructed contract isn’t just about avoiding problems; it’s about creating a collaborative and respectful relationship that helps students to achieve academic success.
For a sample contract, see https://editors.org.za/resources/sample-contracts-and-letters/
