Instructions for Submission of Electronic Theses and Dissertations (ETD)

Submitting Your Electronic Thesis or Dissertation (ETD) to the Graduate School

Once you have successfully defended your thesis or dissertation and the content of your thesis or dissertation has been approved by your committee, you must electronically submit your final thesis or dissertation to the Proquest ETD site.

Your submission will not be complete until you have both uploaded and submitted your thesis/dissertation AND submitted the required approval forms.

Final items submitted to the Graduate School

1. Upload your electronic thesis or dissertation (ETD) to the ProQuest ETD site. see below for full details.

2. The following items are submitted to the Graduate School AFTER  or DURING uploading your document and prior to the final graduation deadline:

  • Thesis/Dissertation Submission Form and Document Approval
    Your ETD will not be accepted by the Graduate School until we receive both pages of this form. The completed and signed forms can be uploaded to the ProQuest site during ETD submission (as an Administrative Document) or can be submitted hardcopy to the Graduate School by 5pm on the deadline day.
    • Submission Form (page 1): Provides student contact information, ETD upload date, and information about the citation/footnote/endnote style used in the ETD. Student signature is required at the bottom of the page.
    • Document Approval (page 2): Requires signatures of you and your chair or co-chairs and advisor (if applicable). The chair or co-chairs must have the approval of all of your committee members to allow your document to be certified.
       
  • Ph.D. Students Only: Complete Doctoral Survey Form: It is important that you complete the Survey of Earned Doctorates. Individual reports are kept confidential and are used for statistical purposes only.  The information provided by this national survey is extremely helpful to graduate schools, workforce planning and funding agencies.

Doctoral Survey - Online Submission

 

Instructions for Uploading and Submitting your Electronic Thesis or Dissertation (ETD)

Scroll through the following instructions for submitting your thesis or dissertation electronically.  You can also select from the bulleted list below to jump to a particular set of instructions:

 

Before You Begin

DO NOT wait until the last minute to submit your ETD. The process will take longer than you think and there may be heavy traffic on the submission website near submission deadlines. The deadlines for submission are unable to be extended due to technical difficulties. Deadlines for submission for each term are available here. All ETDs AND the required forms are due by 11:59 p.m. Pacific Time on the applicable due date. Paper submission/approval forms must be received in the Graduate School office before 5:00 p.m. on the due date. A step by step guide to ProQuest submission is available here.

The ProQuest ETD site for the University of Oregon is available here. When you access the site the first time you will be required to create an account. Keep track of your username and password because  - you will need to access the site more than once during the ETD process. Be sure that the email address you list on your account is one that you will continue to check frequently for correspondence from both ProQuest/ UMI and the UO Thesis Editor. 

Once you establish an account, you will receive a email from the ProQuest ETD system (this email and others generated from the ProQuest ETD system, may get caught in your spam filter, so please watch for this). Use the link provided in the email to confirm your account. Once you confirm your account you will be taken to the Submit my ETD page of the ETD Administrator website. We suggest you explore the entire site in advance; the submission steps are detailed on the left menu. We also suggest you review all of these supplemental instructions in advance.

You will be asked to make decisions about traditional versus open access publishing and copyrighting your work. We suggest you review these materials in advance (see Duke University's ETD Publishing Concerns article for more information) so that you can have made these decisions by the time you are ready to submit. All theses and dissertations will be automatically added to Scholars' Bank, the University of Oregon's open access institutional repository, at no charge.

No mandatory fees are associated with your ETD submission. Optional charges include ProQuest fees for open access publishing ($95) (see below) and for registering a copyright for your ETD ($55). Have your credit card ready when you make your final submission.

If you would like to purchase additional copies of your thesis/dissertation for yourself, you may order bound copies through ProQuest (Order copies page), or you may order copies on your own through other outlets.  Trappist Abbey Bookbindery in Carlton, Oregon is a small local buisness that offers traditional hard cover binding for theses and dissertations from electronic or paper copies.  Other online options, such as http://www.thesisondemand.com/, allow you to upload your manuscript as a PDF and order copies online.  In any case, the student is responsible for investigating the costs and quality of the chosen vendor. The University does not endorse or recommend any specific printing service.

 

Submitting Your ETD

A step by step guide to ProQuest submission is available here

From the Submit my ETD page on the Proquest Administrator website, the submission steps are outlined on the left menu. You will see the items checked off as you progress through the submission steps. You must click "Save & Continue" at the bottom of each page, even pages on which you do not enter any information (e.g., the Instructions page, the Supplemental files page, etc.). Using the left menu, you can return to any page and make changes until the point of final submission (make sure you save the changes at the bottom of the page).

 

Instructions

The ETD that you submit must be a PDF file. If you are using MS Word, you can use the PDF Conversion tool provided on the Instructions page to convert your manuscript to a PDF; the PDF Conversion tool ensures that your fonts are properly embedded. Once you submit your document for conversion, it can take 10-30 minutes (or more) before the document is returned to you via email (again, don't wait until the last minute to start the submission process). This email from the ProQuest UMI/ETD system may be caught in your spam filter; please watch for this.

We recommend you submit your MS Word document for conversion at this point (i.e., from the Instructions page); again, it will take several minutes before it is returned to you. While you are waiting, you can complete the next several steps in the submission process.

Once the converted PDF is returned to you, you will need to save it to your desktop or some other location you will remember. You will be asked to upload this PDF at a later stage in the ETD submission process (PDF page).

If your fonts are not properly embedded, the conversion will fail and you will receive an email telling you that the fonts were not properly embedded.

If you are using LaTeX, you cannot use the PDF Conversion tool. From the ProQuest Creating PDFs page (available here), scroll down to the instructions for converting LaTeX files to PDFs.

 

Publishing Options

Once you choose either Traditional or Open Access at the top of the page, then click Save & Continue, you will be taken to the detailed publishing agreement for the publishing option you chose. You will need to click Accept at the bottom of the page.

If you choose Open Access, you will have to pay the $95 Open Access fee. Remember that your thesis or dissertation will be automatically placed in Scholars’ Bank, the University of Oregon’s open access institutional repository, at no charge.

You may choose no search engine access or third party sales at your discretion.

If you want to prevent immediate access to your ETD, you may choose a 6-month, 1-year, 2-year, or date-specific embargo period. For more information on these options, see the UO Thesis and Dissertation Style and Policy Manual.

 

Creative Commons License

Copyright automatically provides five exclusive rights commonly labeled as “all rights reserved.” Creative Commons (CC) licenses allow you to assign “some rights reserved” for your work. By choosing a CC license you are not giving up the copyright of your ETD, just selecting what rights you would like to protect and what uses by others you would like to permit without having to ask for your permission. For more information on Creative Commons, see their website.

Please note that the Creative Commons License selection does not apply to ProQuest’s use of your dissertation or thesis. ProQuest's use of your work is governed by the ProQuest Publishing Agreement that you accepted earlier in the submission process.

If you do not want to use the Creative Commons License, you must choose “No thank you” to be able to continue your ETD submission.

 

Contact Information

Your name on this page must be your official name of record with the University of Oregon (see DuckWeb) and must exactly match the name as listed on the Title Page of your ETD.

The UO Thesis Editor or ProQuest will need to contact you in the days or possibly weeks or months after your submission, so make sure your email address and future mailing address are those you will check regularly and often.

 

Dissertation/Thesis Details

The Title provided must exactly match the title on the Title Page, Approval Page, and Abstract of your ETD.

For the Advisor/Supervisor/Committee Chair, list your committee chair first and then your advisor (if you have an advisor that is not the chair of your committee). Do not repeat these names in the box of Committee Members below.

Keywords are used to provide keyword subject access to your ETD and to the Library of Congress subject headings that are assigned by library catalogers. 

The text of your Abstract will be entered in the box. Above the Abstract box is a link for information about formatting your Abstract in html code. These codes are needed for correct display of nonstandard characters and formatting in the ProQuest Dissertations & Theses database and other websites and databases. You should use html formatting for any character not on a standard keyboard (e.g., Greek letters, letters with accent marks) and any italic text. A more complete list of characters you might wish to format for html is available here. The ProQuest editors carefully compare the text of the abstract in your ETD document to what is entered in this text box to ensure that the formatting is correct for display. If they have any questions about your intention with formatting, they will not guess; they will contact you directly to clarify.

 

PDF

Whether you use the PDF Conversion tool provided by ProQuest or you convert your document to PDF yourself, review your PDF to ensure your formatting remains as you intended after conversion.

Upload your ETD in its final PDF format. Note that your file size limit is 1000 MB.

 

Supplemental Files (optional) 

If supplementary materials - such as audio, video, and spreadsheets - are an integral part of your ETD, you can submit them as supplementary files during the online submission process. The maximum file size for all files that you submit (ETD plus supplemental files) is 1000 MB.

  • Do not embed media files in your PDF
  • Upload media files as supplementary files
  • Add a description of each supplementary file to your abstract and list them at the end of your ETD Table of Contents

Also use this page to upload copies of any permission letters giving you permission to include materials copyrighted by others. Clearly name the file(s) so that the processors can identify them as permission letters. Click here for more information about copyright and permission letters.

Be sure to click "Save & Continue" at the bottom of the page even if you do not add a supplementary file.

 

Administrative Documents (optional)

These documents will not be archived by ProQuest or the UO Library or delivered to any databases. These documents could include:

  • Scanned copies of signed Thesis/Dissertation Submission and Document Approval forms.
  •  Your ETD in Word format. The advantage of uploading a Word copy of your ETD in addition to the PDF is that you will always have a copy in a safe place in case you need to make corrections or the Thesis Editor needs to clarify formatting points in your PDF. Having a Word doc available will also shortcut problems such as your computer has crashed or been stolen or lost or your original Word file has become corrupted or lost.

Be sure to click "Save & Continue" at the bottom of the page even if you do not add an administrative document.

 

Notes (optional)

You may use this page if there is a short message you would like to send to the Graduate School to assist us with reviewing your dissertation. Be sure to click "Save & Continue" at the bottom of the page even if you do not add a note.

 

Register U.S. Copyright

If you have not already done so, read the information about copyrighting your thesis/dissertation here.  If you choose to have ProQuest register your copyright, you will have to pay the $55 fee. You also of have the option of contacting the U.S. Library of Congress and registering your copyright yourself.

 

Order Copies

If you would like to purchase additional copies of your thesis/dissertation for yourself, you may order bound copies through UMI (Order copies page), or you may order copies on your own through other outlets.  Trappist Abbey Bookbindery in Carlton, Oregon is a small local buisness that offers traditional hard cover binding for theses and dissertations from electronic or paper copies.  Other online options, such as http://www.thesisondemand.com/, allow you to upload your manuscript as a PDF and order copies online.  In any case, the student is responsible for investigating the costs and quality of the chosen vendor. The University does not endorse or recommend any specific printing service.

Be sure to use the “Continue with order” button at the bottom of the page whether you order additional copies for yourself or not. (If you order additional copies from ProQuest and then click the “Decline - do not order” button, your order for additional copies will be lost, but you will be allowed to continue with your ETD submission.) 

 

Submit 

When you click the Submit Dissertation/Thesis button at the bottom of the page, your submission will be complete. Do not complete this step until you are sure you are ready to submit. After your final submission, you will receive an automated confirmation email within minutes. (This email may be caught in your spam filter.) The Graduate School will contact you after we have reviewed your ETD and/or if we have any questions about your submission.

 

After You Submit Your ETD

Keep your original Word document! Back it up in more than one location and/or upload it as and Administrative Document to the ProQuest site! If revisions are needed, you will need to revise the Word document and then convert the revised document to a PDF. 

IMPORTANT: Your manuscript will not be reviewed until you have submitted both the Thesis/Dissertation Submission Form and the Thesis/Dissertation Document Approval, available here.

Once the UO Thesis Editor has reviewed the formatting of your dissertation, you will receive an email to let you know whether any corrections are required. You will then have 7 days to make the changes and upload the revised PDF. You will not be certified for graduation until the formatting of your ETD has been fully approved by the Graduate School. You will always receive a confirmation email of final acceptance. Check your email account listed on the ETD details page regularly and often.

 

Submitting Revised PDF

When you are ready to submit your revised ETD, do not confuse the “convert to pdf” option with the “upload pdf” option. Two ways to submit a revision:

1. Convert the revised word processing file to a pdf file with your own conversion tool (Word, Adobe) and upload the pdf file to the ProQuest site

2. Ask UProQuest to convert the word processing file to a pdf file for you. After you receive notice that the file has been converted, you must download this pdf file to your computer, go back to the submission page, and upload this revised pdf file.

Be sure to click the “resubmit” button at the bottom of the page or your revised PDF will not be uploaded.

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