Frequently Asked Questions (FAQs)

What does the Office of Scientific Writing (OSW) offer to UTHSC investigators?

How do I use the services of the OSW?

How do I submit my document to OSW?

1. Review guidelines and collect all required application materials.
2. Fill out the OSW service request form.
3. Upload the document to be edited (MS Word) and the iThenticate report (pdf), following the prompts. If desired, upload your reference library, reviewers’ comments or summary statement, and any other materials you would like us to review.
4. Once you submit your request, you will receive an automated email confirmation. If you do not receive this message, please contact Kyle Johnson.

Does the OSW provide editing services for other documents?

Is there a fee for the OSW editing service?

No, OSW editing services are free to UTHSC investigators.

Does the OSW consider my documents to be confidential?

The OSW upholds the strict peer-review confidentiality guidelines of the UTHSC Office of Research, most peer-reviewed journals, and both non-federal and federal funding sponsors, including NIH and NSF. Your document will not be shared with, not will its contents be disclosed to, anyone who has not been officially designated to participate in the review process. However, unlike the anonymous nature of the peer review process, OSW will be happy to discuss your project with you or your designated representative.

Does the OSW provide writing assistance for all UTHSC campus locations?

Yes, we assist faculty, post-doctoral staff, and students working on our Memphis, Chattanooga, Knoxville, and Nashville campuses.

What is the turnaround time for OSW assistance – when can I expect to receive my edited proposal or manuscript back from OSW?

What if I have an “emergency” deadline, due to unforeseen problems with writing, or with the sponsor– can I negotiate an “emergency” two - or three-day turnaround?

Inform us at the time of submission when you have a hard deadline that is imminent, and we will do our best to provide a faster turnaround. This may not be possible if the pipeline is already full, or we are already processing multiple “emergency” submissions.

What is iThenticate?

How do I access and use iThenticate?

1. Log in to iThenticate.
2. Under "Submit a Document", select "Upload a File" or other applicable option and follow the prompts.
3. You can check the progress of the analysis in the My Documents folder. While in progress, the Report column will say “Saving” and then “Processing.” 
4. When the analysis is complete, a shaded box will appear in the Report column marked with a number and a % symbol. 
5. The number in this box reflects the percentage of your document’s contents that iThenticate was able to locate in a search of the internet. If the number is very high, you may need to revise your document to reduce it. OSW can help with this. Often the number is inflated by the bibliography section of a manuscript or grant proposal, as most references already appear on the internet somewhere. Click the box to access your report. 
6. A new document review window will open in iThenticate. The Match Overview section of the report will show you what elements of your document match existing wording on the internet and the source where that wording was found. 
7. Select the printer icon at bottom left to download a pdf file of your iThenticate report.
8. Upload the resulting report to the OSW Portal during document submission.

Is the OSW service only for faculty? Can postdocs and students use the OSW?

Services are open to UTHSC faculty, post-doctoral, and graduate student investigators. Students, postdoctoral fellows, and residents needing assistance with grants and manuscripts should solicit their mentor's permission prior to submission. We are unable to edit projects for student courses.

Can students receive assistance in writing papers for coursework or for dissertations?

The OSW prioritizes services pertaining to basic and clinical research including grant proposals seeking extramural funding, regulatory documents, and manuscripts for submission to peer-reviewed journals. The OSW is unable to edit dissertation materials but can edit dissertation-related materials that are being prepared for publication in a scientific journal.  OSW is unable to edit projects for student courses unless they will be submitted for publication. Resources for writing all types of scientific content can be found on the OSW website. 

Will the OSW provide any training for proposal or manuscript writing, in addition to providing editing services?

The OSW does not provide face-to-face training, although the OSW Director is available to present about our services at departmental meetings, either in person or by Zoom. A self-paced curriculum in scientific writing is available in the form of e-books, printed resources, and files and websites that can assist you in your quest to become a better scientific writer. See the Resources tab or the UTHSC Library Research Guide for these and other helpful resources. Once you have reviewed these training options, contact OSW if you need further guidance in designing your self-training regimen.