The Esteemed Scribe Notes

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Happy Holidays!

I was listening to a TV commercial when I heard the phrase, “Copy that!” It occurred to me that this phrase, which means “I heard that” or “I understand” is relevant to my work.  As a copy-editor, my task is to demonstrate to my clients that I understand how to improve their writing in areas such as grammar, spelling, consistency of usage, punctuation, and capitalization.

If you have material that you want copy-edited, what should you be looking for as far as a finished product?

For a quick demonstration, I provide an excerpt of a transcript I produced from a Red Cross interview.

The audio of this interview is located here: In the following sections, you will see my copy-edited version.

Reynolds Wolf: This is the AMHQ WEEKEND. You know, summer is a very busy season for American families. You guys already know that, right? Of course you do. But think about this before you pack up the car and the kids on vacation: someone in this country needs a blood transfusion every single, [sic] well every two seconds.  Chris Hrouda is the executive vice president of biomedical services. He’s with us this morning. And we are chatting with him about the American Red Cross. Chris, thanks so much for spending time with us.  And it’s hard to believe, the summer months, really a difficult time to collect blood to meet patients’ needs.”

To improve the writing of this excerpt, I consulted William Zinsser’s classic writing instruction manual, On Writing Well.

I followed three of his principles for writing well:

1.Write in the first person.

2. Write clearly and simply. Eliminate wordiness and clutter.

3. Avoid jargon and clichés.

Here is a quick summary of how I applied Zinsser’s tips:

1.Write in the first person.

I removed the second-person and third-person references (e.g., you and we, respectively).

2. Write clearly and simply. Eliminate wordiness and clutter.

I removed the words, “right,” and “Of course you do” to eliminate wordiness. While Zinsser’s manual does not explicitly forbid using the conjunction “and” at the beginning of a sentence, I removed the two occurrences in this excerpt because they are repetitive. I also removed extra punctuation and inserted an appropriate active verb and pronoun to convey clarity of thought in the last sentence.

3. Avoid jargon and clichés.

I removed the commonly overused phrase, “you know.”

The following section is my copy-edited version of the excerpt after applying Zinsser’s tips:

Reynolds Wolf: This is the AMHQ WEEKEND. Summer is a very busy season for American families. I believe most people know that. I encourage you to think about this before you pack up the car and the kids on vacation: someone in this country needs a blood transfusion every two seconds.  Chris Hrouda is the executive vice president of biomedical services. This morning we are chatting with him about the American Red Cross. Chris, thanks so much for spending time with us.  It’s hard to believe that the summer months are really a difficult time to collect blood to meet patients’ needs.”

In short, my copy-edited version exhibits clearer, efficient writing while maintaining as much of the interviewer’s message and style of speaking as possible.  Whether the copy-editing is for a transcript, a newsletter, a website, or other material, the finished product should be clear, concise, and compelling. Along with reviewing the writing of the finished product, it is a good idea to read it out loud to see how it sounds to you.

Who doesn’t like winning money?

Picture source: www.123rf.com

As a college instructor who likes to stay on top of my professional development, I attend conferences when my schedule permits. Over the last three years, I have been fortunate to win several scholarships valued at $2,000 for conference expenses such as registration, travel, food, and hotel accommodations. These scholarships were one of two types: those for which I received reimbursement for eligible expenses and those in which a conference sponsor paid the expenses.  Both types of scholarships involved an application process which required writing a statement of financial need. If you a college instructor who needs financial assistance to attend a conference, here are some tips to help you craft a letter that gets money!

First, answer the question, “Why do you need a scholarship?”

As one of the most important questions on a scholarship application, a response that is clear, informed, and compelling is essential. However, before you answer this question, take the following steps:

1.Compile an estimate of costs for registration, food (which may or may not be included with registration), and optional expenses such as workshops or field trips.  Using a best case scenario approach for your estimate, include the costs that feature money saving options such early bird or discounted registration for professional memberships as well as conference negotiated rates for nearby hotels.

2.Research travel options. Travel costs tend to be the most variable of conference costs but, with early and persistent searching, this cost can be manageable. Consider checking travel sites such as STA travel, which has a variety of discount travel options for teachers such as 15% off Amtrak and discounted airfare.

3. Determine if there are any financial resources from your department to support your attendance. Any support you can obtain can help you determine whether you need a partial or full scholarship. If department funding for attending conferences is limited or not available due to budget cuts, mention this situation in your statement of financial need (more about this shortly).

For either a partial for full scholarship, you may need to revise your estimate to adjust to scholarship amount offered. These adjustments may include finding less expensive travel or hotel accommodations, reducing your days of attendance, and/or eliminating optional expenses. To build a case for receiving a scholarship, see the section, “Writing a statement of financial need."

Picture source: www.goodletterwriting.com

Writing a statement of financial need

Whether requesting a partial or full scholarship, the objective of writing a statement of financial need is to convince the scholarship committee that you not only have an interest in attending but your attendance will promote conference sponsorship goals such disseminating new knowledge and ideas, providing professional development opportunities for attendees, or recruiting new members to a field. Be mindful that the scholarship committee wants to award scholarships to individuals for which there will be a good return on their investment. In other words, individuals who can show passion about an issue in the field, commitment to disciplinary endeavors, or enthusiasm about working with others will have a greater chance of being selected.

You can present yourself as an excellent candidate by covering as many of the following items as appropriate in your letter:

What do you bring to the conference? To begin your letter, briefly describe attributes such as your most recently earned degree and major, a synopsis of your research, professional accomplishments, years in the discipline or profession, and other related experiences. Think of your description as snapshot that could highlighted in the conference program materials for potential networking purposes.

Connect your professional activities to the theme of the conference

Conference organizers often a devise a theme as an attempt to unify disciplinary perspectives or provide a direction for future disciplinary endeavors. The conference scholarship committee will often select individuals whose passion, professional activities, or accomplishments most closely align with the theme.

Here is a scenario to use as an example:

A theme for a Science, Technology, Engineering, and Mathematics (STEM) conference is “Advancing undergraduate STEM education for 21st century.”  You are an instructor who has been teaching undergraduate chemistry for six years. As you think about your professional activities, describe how you have been an advocate for using technological resources to help students understand chemical reactions. Mention that you were awarded a $2,000 grant to purchase a computer software tutorial and lab materials to help students learn about chemical reactions. As a result of using these resources, your students have demonstrated increased mastery of the subject as demonstrated by test scores which have improved by 30 percent over the last two years.

In a nutshell, this example shows that you are: 1) committed to excellence in teaching, 2) actively involved in advancing STEM education for undergraduates, and, 3) someone who has been awarded money in the past for STEM activities (always an attractive plus!)

Why do you want to attend this conference? 

Picture source: www.aals.org

As you look through the program, select a few workshops, plenaries, or other forums of interest to you. Think of how you can express your interest in these events in a way that the scholarship committee would want to invest in you. For instance, consider what real world experiences you can bring to back to the classroom from attending the conference. Perhaps you can state that you will share the insights and perspectives of experts from a panel discussion about climate change with your environmental science students. Or, perhaps you can describe how you are looking forward to networking with other instructors to discuss scholarship resources to support students majoring in fine arts.

Offer to volunteer at the conference 

In some cases, serving as a volunteer is a condition for receiving scholarship assistance. In cases where it is not required, offering to volunteer may enhance your prospects of being selected to receive a scholarship. Volunteers are often needed for activities such as registration, distributing conference materials, escorting attendees with special needs to and from events, and moderating panel discussions. Offering to volunteer can also be a way that you express your gratitude for being selected to receive a scholarship. Whether required or offered, volunteering your time shows a willingness to be contribute toward a successful conference experience for everyone.

Bring these ingredients together for a winning scholarship letter!

As you incorporate these areas into your statement of need, do not forget to describe any special circumstances to emphasize your need for a scholarship. These may include limited or no departmental funding, possible childcare costs, or particularly expensive but necessary costs. For instance, I was successful in convincing a scholarship committee that traveling from Connecticut to attend a conference in California required airfare which would be a significant and potentially prohibitive cost for me. Lastly, make sure to close your statement of financial need by thanking the scholarship committee for their time and consideration of your request. If you have questions or you need assistance with your letter, visit my website, www.theesteemedscribe.com or feel free to contact me at [email protected].

Summer is almost gone! Soon we will be falling into the autumn season...

Picture source: amolife.com

In many ways, the “higher” in higher education means higher costs for education. Having completed my higher education many years ago and now serving as a college instructor, I remember textbooks costs as one of my top expenses.  As the back-to- school season is well underway, I wondered what the textbook purchasing experience is like for my students.  I learned that while options for purchasing textbooks have grown, the cost of textbooks have remained as one of the top expenses for college students. Here are a few trends I discovered:

In its “Covering the Cost” report, the nonprofit organization Student Public Interest Research Groups (PIRG’s) reported that the cost of a college textbook has risen by 73% since 2006 .  This trend follows what began in the 1990’s when textbook costs leaped almost exponentially.  This was the period when I was pursuing undergraduate studies.  The American Enterprise Foundation  shows this trend in the following graph:

On the corporate side, for at least the last 2 years, Barnes & Nobles has been expanding into college bookstores. Among the 17 stores that Barnes and Nobles (B&N) has been awarded contracts to include the University of Connecticut, where I currently teach. Among the 17 stores that Barnes and Nobles (B&N) has been awarded contracts to include the University of Connecticut, where I currently teach. In May 2014, Reuters reported that that B&N launched the expansion in an effort to offset its sagging bookstore sales due in part to Amazon’s dominance in e-book and online book sales. An executive with the B&N college bookstore business shared that B&N offers large-scale textbook rental programs in which schools receive a percentage of the sales rather than rent. In essence, although these textbook rental programs may provide some savings as opposed to buying books new, traditional publishers still maintain the upper-hand as far as textbook prices in these stores. 

At the same time B &N has been expanding into college bookstores, they have also been facing stiff competition from online textbook retailers. Rebecca Koenig with the Chronicle of Higher Education reported that one of these online retailers, Chegg, has used marketing tactics such giving away free products to attract students as customers. In defense of his company’s tactics, Dan Rosensweig, Chegg’s chief executive, argued, “Everything we can be doing to help kids save money and time, we should. The school should not be working against the interest of the student financially." Caught in between this corporate competition and profit-driven incentives for schools are students, many of whom are facing rising textbook costs and limited financial aid. While some are finding reasonably priced textbooks by comparison shopping, others skip purchasing textbooks altogether because they find them too expensive. In these cases, some students borrow books from classmates. For some students, expensive textbook costs can create problems with their performance, such as dropping classes or withdrawing from school.  

Picture source: financialplan.byu.edu

Returning for a moment to my undergraduate years, as a biology major, I recall purchasing several textbooks, study guides, laboratory manuals, and associated supplies costing about $300 to $500 each semester. The College Board now estimates that students spend about $1,200 for textbooks and supplies each year. 

Given my first-hand experience with the hefty costs of textbooks, I try to lessen this burden on my students. When possible, I select editions that have been published within the last five years as they tend to be less expensive than the most current edition. In alignment with industry changes, I also offer digital resources such as scanned articles, videos, or links to websites to supplement learning and eliminate the need for multiple textbooks. On many occasions, I leave a copy of the textbook on reserve at the campus library for students to borrow free of charge. I also encourage my students to explore purchasing options, whether they do comparison shopping of bookstore vs. online costs, rent, or buy used textbooks.  

Picture source:picturesofmoney.org

In closing, it looks like textbook costs have not only gotten more expensive since my time in college but college students must become savvy about the corporate interests that are competing for their dollars. A promising step toward affordability are “open-source textbooks,” licensed online textbooks that are authored by faculty and are available to students for little to no costs. In the meantime, unless the textbook market undergoes strict price controls, students, faculty, staff and other higher education advocates will need to communicate their concerns and work together so that, ultimately, the tools used for obtaining higher education (namely, textbooks) build rather than dismantle the higher education learning process.

Where are you headed to this summer?

Some of the world’s most famous authors such as Agatha Christie, Mark Twain, and F. Scott Fitzgerald often devoted their summer months to writing, traveling to summer homes to write what later became classics. Today, many writers, such as myself, want to be just as productive during the summer as these literary icons were at their summer retreats. You may be a writer who is considering setting aside time to write this summer. Whether you are starting a new writing project or finishing an old one, taking a trip to write may a great way to get away from distractions, stay motivated, and become inspired.

So, what should a writer consider to maximize comfort and convenience, be cost-effective, and leave the driving to someone else while traveling to your destination?

First, let’s look at train vs. air travel.

I performed a quick comparison of travel tips from USA Today, Independent Traveler, and Amtrak and found a few things to consider. USA Today mentions that traveling by train is often slower and may at times be inconvenient. However, it mentions that some of the benefits of train travel include scenic routes, comfortable seating, and a speedier boarding experience. On a similar note, Independent Traveler  reports that traveling by train is often more cost-effective (especially for relatively short distances) and has more comfortable seating than those available on planes. Additionally, the website mentions benefits such as the convenience of stepping off the train and being minutes away from a hotel as opposed to having to take a taxi from an airport for an expensive ride to a hotel. Lastly, as expected, Amtrak  presents similar benefits of taking a train as well as no added fees, city-to-city service, and better food options than what is offered by short flights.  In addition to these benefits of train travel, a few hours of quiet with a leisurely view of the passing scenery may promote creative and reflective writing.

 So far, it looks like train travel has several advantages over air travel as far as comfort, convenience, and saving money. But wait! What if you want to travel internationally, as in crossing an ocean to get to your destination? Since a train ride obviously will not work for this kind of travel, air travel is now back in consideration. If you are willing to consider destinations that offer an “off- the- beaten trail” experience, Cheapair reports a few examples such as Lisbon, Portugal, Nha Trang, Vietnam, and Cancun, Mexico (which, according to Cheapair, slows down during the summer as the humidity increases). Flights to these destinations range from $300 to around $1,000 roundtrip. Another incentive to consider is that if you have frequent-flyer miles, some airlines such as United allow for free stopovers for international roundtrip flights. This means a traveler can spend a few days in the cities on their itineraries all for the same roundtrip miles. Even without this roundtrip incentive, the cost of living is relatively inexpensive at these destinations and most have amenities of cultural, historical, and architectural significance. If you need new inspiration for your writing, destinations may be worth checking out!

Out of curiosity, I am looking for more of an informal, thoughtful response to this question in the title. Before I share my answer, I want to give a few perspectives on this topic. 

It appears that some writers have studied the environment of coffee shops and their potential as places to write. Freelancer Kylie Jane Wakefield believes coffee shops offer a productive, vibrant environment that helps writers overcome isolation associated with some writing pursuits such as novel writing. From a psychological perspective, author Robin Story reports that people fear being seen in public with no purpose, so working in coffee shops offers writers an opportunity to look and be productive. On a slightly different note, author Malcolm Gladwell, who wrote most of his book, Blink  in coffee shops, sees the activity around him as “the right kind of distraction.” Humorously, Gladwell uses an “Outlier” approach as far as his use of cafes: he prefers to be the only person with a laptop as opposed to being amidst a sea of customers with laptops. 

After reviewing these perspectives, I considered my writing experiences. As a freelance writer, coffee shops are often my office. When looking for a coffee shop to work, I am drawn to free Wi-Fi, ample lighting, a casual ambiance, and music that is not distracting. The buzz of conversations stimulates my mind without dividing my attention. I appreciate pleasant and upbeat baristas and the availability of outdoor seating to enjoy nice weather. Plus, I see coffee shops as great places to meet current and potential clients.  When I am in New Haven, Connecticut, one of my favorite coffee shops is Willoughby’s Coffee & Tea. Both of their two locations have the amenities I look for in a coffee shop. And of course, having my favorite coffee makes work much more pleasant. I am a fan of Willoughby’s spicy and earthy Sumatra blend. 

As far as my productivity, I find that I can proofread and copy-edit comfortably, but if I need to transcribe I use headphones and listen to my own music. To stay organized and focused, I need to have things such as pens, highlighters, a notepad, and a schedule book with me.  On the other hand, when I am involved in reflective creative writing, there are times when I prefer silence.  For this type of writing, I am more productive when I visit my local library or, when the weather is nice, sit on a park bench and observe nature around me. Whether a coffee shop is your office or an occasional escape from the office for you, Kevin Purdy offers some practical tips for us all regarding productivity: 

Returning to my question, I believe writing, coffee, and productivity are related in at least three ways:

• They must be suited to your tastes and preferences. Are you a café latte person who prefers to sit in the rear of the store to write? Or, are you a cappuccino person who person who writes best when sitting next to a window?

• They all require balance. Your writing output depends on adequate preparation and assessing your comfort and surroundings. For example, do you have everything you need for your writing tasks for the day? Is the draft from the door bothering you?  If you are Inadequately prepared or uncomfortable, your writing may be hindered or your attention may wander, perhaps toward the man who looks like Santa Claus sitting across from you. 

  • And then, for some of us, there must be a balance between caffeine intake and your mental performance. In other words, do you have just enough to get you energized or have you had so much you are too wired to concentrate?

So, what about you? If you are a writer, are coffee shops ideal places for you to write or are they too distracting? If you are not a writer, do you use coffee shops for work related activity? Just for fun, take my 3-minute survey here   and let me know what you think!

Do you or your organization have a plan for dealing with disasters or emergencies? 

If not, now is a good time to consider putting one in place. As a volunteer with the American Red Cross for four years, I am trained in emergency preparedness measures. To demonstrate my commitment to emergency preparedness, I am announcing a free service offered by the Red Cross called Ready Rating. The service assists businesses, schools, and organizations with preparing for disasters and other emergencies. When I signed up for the service, I learned some valuable tips for backing up data files and software for my business. With the 2016 hurricane season starting on June 1,  the Red Cross also recommends steps such as building an emergency kit, creating an evacuation plan and staying informed with the Red Cross emergency apps. 

Here is a scenario: You just completed a series of interviews and you are considering whether or not you should transcribe them. You are considering a few matters: • Transcribing is time-consuming   • You have a modest budget for research expenses • You are not sure how to use the transcripts

As an individual who transcribed interviews and focus group discussions for my doctoral research, here are some benefits you can consider:

• Reading the transcripts can give you an opportunity to reflect upon your role as a participant in the conversations. Also, reading the transcripts can help you gain insight into perspectives shared by your participants and the meanings they associated with the phenomena of your study. From this insight, you can summarize and develop a theoretical standpoint that connects your research questions to your findings.  Click here for an extract of a summary of a Focus Group Discussion (FG1) I prepared from my research transcripts.

• Using hard copies of your transcripts, you can manually code and prepare a thematic analysis by marking or highlighting relevant portions of discussions.

• You can compare your manual thematic analysis to one produced by software products such as NiVivo or AtlasTi and see if there are noteworthy differences that may change or enhance your analysis.

• You can use portions of the transcript for research papers, journal articles, Powerpoint presentations, social media, or blogs simply by cutting and pasting comments. Of course, make sure you comply with procedures for confidentiality before using this material. 

• Having both electronic and physical hard copies of transcripts can be lifesavers in the event that something happens to your audio recordings.

Whether one or more of these benefits apply to you, having transcripts can preserve the quality of your research, aid with your analysis, and is money well spent. 

Please take my 5- minute survey about Grammarly: https://www.surveymonkey.com/r/98R3BLF

Get a 10% discount on your first writing service from www.theesteemeedscribe.com for completing the survey!  Thanks for your feedback!

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