Frequently Asked Questions (FAQs)

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

How do I use 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 your document in MS Word format 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. After submission, 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 UT Health Sciences investigators.

Does the OSW consider my documents to be confidential?

Your work stays confidential. We follow the same strict confidentiality standards as peer-reviewed journals and federal sponsors (NIH, NSF, and others). Nothing you share with us will be disclosed to anyone outside the review process.

One difference from traditional peer review: our process isn't anonymous — you're welcome to discuss your project directly with us or send a 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?

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. We will do our best to provide a faster turnaround. 

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, the Report column will show a percentage number reflecting how much of your document’s content was found in a search of the internet. If the number is very high, you may need to revise your document; OSW can help with this. The bibliography section can often cause an inflated number (most references already appear on the internet somewhere). Click the box to access your report. 
5. 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 of that wording. 
6. Select the printer icon at bottom left to download a PDF of your iThenticate report.
7. 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?

Post-doctoral and graduate student investigators can also use the OSW services. Students, postdoctoral fellows, and residents should get their mentor's permission prior to submitting grants and manuscripts requests. We are unable to edit projects for student courses.

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

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. 

Does the OSW provide training for proposal or manuscript writing?

The OSW does not provide face-to-face training.

If you would like a presentation about OSW services for a departmental meetings (either in person or by Zoom), please contact the OSW Director.