Crossing the Finish Line Uploading Your Electronic Thesis or Dissertation (ETD)

Fall 2020

Valerie EmersonETD Administrator Gelman Library

Barrett MatthewsCompliance Officer Gelman Libary

GW ETD Website

httpslibrarygwueduetd

This Workshop Covers Preparing your document to upload

Creating your account on the ETD Administrator website

What will you be asked when you submit your thesisdissertation

Forms and Surveys

Resources

Fall 2020ETD Approval Deadline

Dissertations and Theses5pm December 11 2020

Criteria for meeting the ETD Approval deadlinesbull Submitted final correctly formatted version of your

Dissertation or Thesisbull Passed the formatting reviewbull Submitted a completed ETD AccessApproval Form to

your graduate schoolbull Completed and submitted confirmations for all

required surveysbull Received final approval from your graduate school

University Formatting GuidelinesWhy Formatting Guidelinesbull Your thesisdissertation is a scholarly workbull Potential employers may view your work so you want it to have a professional

appearancebull Practical publishing considerations

Expectationsbull You have reviewed University Formatting Guidelines bull Reviewed the information on the ETD Website including information

on copyright and publishing issues

University Formatting Guidelines apply toPage margins Page Order Page numbering Line SpacingFront pages content amp formatting

Formatting Guidelines can be found athttpslibrarygwueduetdformatting-content

Fall 2020ETD Approval Deadline

Dissertations and Theses5pm December 11 2020

Criteria for meeting the ETD Approval deadlinesbull Submitted final correctly formatted version of your

Dissertation or Thesisbull Passed the formatting reviewbull Submitted a completed ETD AccessApproval Form to

your graduate schoolbull Completed and submitted confirmations for all

required surveysbull Received final approval from your graduate school

University Formatting GuidelinesWhy Formatting Guidelinesbull Your thesisdissertation is a scholarly workbull Potential employers may view your work so you want it to have a professional

appearancebull Practical publishing considerations

Expectationsbull You have reviewed University Formatting Guidelines bull Reviewed the information on the ETD Website including information

on copyright and publishing issues

University Formatting Guidelines apply toPage margins Page Order Page numbering Line SpacingFront pages content amp formatting

Formatting Guidelines can be found athttpslibrarygwueduetdformatting-content

University Formatting GuidelinesWhy Formatting Guidelinesbull Your thesisdissertation is a scholarly workbull Potential employers may view your work so you want it to have a professional

appearancebull Practical publishing considerations

Expectationsbull You have reviewed University Formatting Guidelines bull Reviewed the information on the ETD Website including information

on copyright and publishing issues

University Formatting Guidelines apply toPage margins Page Order Page numbering Line SpacingFront pages content amp formatting

Formatting Guidelines can be found athttpslibrarygwueduetdformatting-content

Resources for MS Word and LaTeXMS Word Help

LinkedIn Learning Available campus-wideMicrosoftcom Word Help for PCs and MacWord Help on ETD Website httpslibrarygwueduetdword

Word Settings for Theses amp Dissertations Front Pages Step by step guide on how to set up word documents for the front pages covers page margins to page numbers

Guides for Troubleshooting Formatting Issues These guides were designed specifically tohelp with common formatting revisions needed to meet GW dissertation and theses formatting guidelines

Check Page Margins (Word)Show Ruler tool for identifying formatting issues with page margins tab stops or tab indentsView Page Margins provides a visual of the page margins in your document

Check Page Margins (Adobe Acrobat Pro)As a PDF instructions for checking the manuscript page margins as a pdf

Ctrl + R Displays a ruler at the top and left hand margin of the page

Embedding Fonts Word 2010 Word 2016

LaTeX httpslibrarygwueduetdlatexWikibooks LaTeX

Create an AccountCreate an account on the GW ProQuest ETD Administratorhttpswwwetdadmincomcgi-binschoolsiteId=55

Email address GW email address required You may add a secondary email address that you check on a regular basis and can handle pdf documents

Add proquestcom to your address book to ensure delivery of email notifications

Optional ORCID (Open Researcher and Contributor ID)a unique persistent digital identifier

ProQuestPublishing Options

1 Publishing Options in ProQuesta Open Access $9500 feeb Traditional Publishing $0 fee

Theses amp Dissertations are published Open Access (depending on embargo option) in the GW Institutional Repository GW ScholarSpace

2 Do you want to embargo yourdissertation or thesisa Why embargo your manuscriptb Embargo options

6 months 1 year or 2 years

Ask your DissertationThesis Advisorif you should embargo your dissertationor thesis

ProQuest Submission ProcessEmbargos

ProQuest Submission ProcessDiscoverability

3 Do want your work discoverable by major search engines such as Google Yahoo etc Yes or No

Yes Your work will be indexed in major search engines Unembargoeddissertations amp theses will be discoverable and accessible through Google Scholar Embargoed works will not be available for indexing in Google Scholar until after the embargo has expired

If you change your mind please contact ProQuest Support to opt-out

No Opt out making your works discoverable in major search engines

2 Do you want to embargo yourdissertation or thesisa Why embargo your manuscriptb Embargo options

6 months 1 year or 2 years

Ask your DissertationThesis Advisorif you should embargo your dissertationor thesis

ProQuest Submission ProcessEmbargos

ProQuest Submission ProcessDiscoverability

3 Do want your work discoverable by major search engines such as Google Yahoo etc Yes or No

Yes Your work will be indexed in major search engines Unembargoeddissertations amp theses will be discoverable and accessible through Google Scholar Embargoed works will not be available for indexing in Google Scholar until after the embargo has expired

If you change your mind please contact ProQuest Support to opt-out

No Opt out making your works discoverable in major search engines

ProQuest Submission ProcessDiscoverability

3 Do want your work discoverable by major search engines such as Google Yahoo etc Yes or No

Yes Your work will be indexed in major search engines Unembargoeddissertations amp theses will be discoverable and accessible through Google Scholar Embargoed works will not be available for indexing in Google Scholar until after the embargo has expired

If you change your mind please contact ProQuest Support to opt-out

No Opt out making your works discoverable in major search engines

ProQuest ETD SubmissionCopyright

4 Do you have permissions to use third party intellectual property

4 Do you needhave permission to use thirdparty intellectual property a Copyright Information available on GW ETD Website httpslibrarygwueduetd Gelman Library Research Guides ProQuest Resources (ETD Administrator)

b Include permissions at the end of yourmanuscript in an Appendix

Redact all sensitive personal information such asmailingemail addresses phone numbers etc

Include permissions at the end of your manuscriptbull e ProQuest to file for copyright on your behalf Fee of $5500

for copyright registration due to ProQuest at time of submissionbull File for Copyright Registration file for copyright electronically directly with the US Copyright Office for $3500 - Post

Previously Published Workbull If your work contains copies of articles and other works

yoursquove previously published you may need the handle the upload slightly differently

bull Most publishing agreements that you sign will forbid you from publishing the work on a commercial database ProQuest the service we use for ETDs is considered a commercial database

bull If you have such a restriction on your previously published work there are alternate ways to submit your ETD

bull Please check your agreements to understand your restrictions You can contact bmatthews51gwuedu for assistance

ProQuest Submission Process

5 Should ProQuest to file for copyright on your behalf

Fee $7500 for copyright registration

File for copyright registration yourselfFee $45 (US Copyright Fee Schedule)

You do not have to file for copyright to get your copyright

Uploading Your Documentbull Embed the fonts when saving your Word

document (See httpslibrarygwueduetdword)

bull Save your document as a single pdf file (except for supplementary files)

bull Review the pdf file for readability amp formattingbefore moving to the next step

bull If you have problems uploading your document contact the ETD Administrator (etdsgwuedu) or ProQuest Tech Support(httpssecureetdadmincomcgi-binmainsupport)

ProQuest Submission ProcessPrint Copies

6 Order copies of your manuscript(OPTIONAL)

7 Order Status of Print Copies bull Allow 3-4 months to receive your print copybull Order Production and Shipping Informationbull Contact the ProQuest Author and School Relations

Group at disspubproquestcom if you have any questions about your order

ProQuest Submission ProcessReview your selections

BEFORE you submit your ETD

1 Once you click on the final submission button these optionsCANNOT be changed in the ProQuest ETD Administrator

Publishing OptionRequest to have ProQuest file for CopyrightOrders for Hard Copies

NOTE Services can only be removed ndash not added

2 To make changes contact the ProQuest Author and SchoolRelations Group directly (disspubproquestcom) BEFORE thesubmission has been delivered to ProQuest

3 Please be sure your ETD Approval form is updated to reflect anychanges to your publishing option

Review ProcessFormatting Review Library ETD Administratorbull Reviewed for compliance with University Formatting

Guidelinesbull Submissions are reviewed in the order they are receivedbull Turn-Around Time is 2 business days (M-F)

Final Review amp Approval School ETD Administratorbull Checks relevant content in front pages (varies by

schoolcollege)bull ETD AccessApproval Form is needed to complete this stepbull Turn-Around Time (varies by schoolcollege)

ETD Submission Flowchart

Status of Submission

The Administrator listed is currently assigned to review the submission Questions should be directed to this person

Formsbull Download and complete the ETD

AccessApproval Form httpslibrarygwueduetdforms-surveys

bull The completed ETD AccessApproval form should go to your graduate school at the time you upload your submission OR as directed by your graduate school

bull This form is required for the final reviewprocess and be cleared for graduation

ETD Submission Flowchart

Status of Submission

The Administrator listed is currently assigned to review the submission Questions should be directed to this person

Formsbull Download and complete the ETD

AccessApproval Form httpslibrarygwueduetdforms-surveys

bull The completed ETD AccessApproval form should go to your graduate school at the time you upload your submission OR as directed by your graduate school

bull This form is required for the final reviewprocess and be cleared for graduation

Status of Submission

The Administrator listed is currently assigned to review the submission Questions should be directed to this person

Formsbull Download and complete the ETD

AccessApproval Form httpslibrarygwueduetdforms-surveys

bull The completed ETD AccessApproval form should go to your graduate school at the time you upload your submission OR as directed by your graduate school

bull This form is required for the final reviewprocess and be cleared for graduation

Formsbull Download and complete the ETD

AccessApproval Form httpslibrarygwueduetdforms-surveys

bull The completed ETD AccessApproval form should go to your graduate school at the time you upload your submission OR as directed by your graduate school

bull This form is required for the final reviewprocess and be cleared for graduation

SurveysSurvey of Earned Doctorates (PhD Candidates only)

bull Survey may be completed online

bull Forward the Survey of Earned Doctorates confirmation email to your SchoolAdministrator

Student Graduation Survey (all graduate students)

bull Complete the survey online and forward the confirmation email to your graduate school

bull Completion of this survey is required to receive tickets the University Commencement Ceremony

You have crossed the finish line when helliphellipDear [Your Name]

Congratulations Your submission [ETD Account No] has cleared all of the necessary checks and will soon be delivered to ProQuestUMI for publishing

Regards

[Your ETD School Administrator]

Online Resources and Guidesbull ProQuest ETD Administrator Site ProQuest

Resources and Guides httpswwwetdadmincomcgi-binmainresources

bull GW ETD Website httpslibrarygwueduetd

bull ETD Workshop PowerPoint Presentation httpslibrarygwueduetdsubmission-publication

You have crossed the finish line when helliphellipDear [Your Name]

Congratulations Your submission [ETD Account No] has cleared all of the necessary checks and will soon be delivered to ProQuestUMI for publishing

Regards

[Your ETD School Administrator]

Online Resources and Guidesbull ProQuest ETD Administrator Site ProQuest

Resources and Guides httpswwwetdadmincomcgi-binmainresources

bull GW ETD Website httpslibrarygwueduetd

bull ETD Workshop PowerPoint Presentation httpslibrarygwueduetdsubmission-publication

Online Resources and Guidesbull ProQuest ETD Administrator Site ProQuest

Resources and Guides httpswwwetdadmincomcgi-binmainresources

bull GW ETD Website httpslibrarygwueduetd

bull ETD Workshop PowerPoint Presentation httpslibrarygwueduetdsubmission-publication

Assistance is available byappointment for hellip

Copyright Issues-Barrett Matthews httpscalendlycombarrettm

ETD Administrator submission questions httpscalendlycomvemerson

For all other questions contact your School ETD Administrator httpslibrarygwueduetdcontacts

• Crossing the Finish Line Uploading Your Electronic Thesis or Dissertation (ETD)Fall 2020
• This Workshop Covers
• Fall 2020ETD Approval Deadline
• University Formatting Guidelines
• Resources for MS Word and LaTeX
• Create an Account
• ProQuestPublishing Options
• ProQuest Submission ProcessEmbargos
• ProQuest Submission ProcessDiscoverability
• ProQuest ETD SubmissionCopyright
• Previously Published Work
• ProQuest Submission Process
• Uploading Your Document
• ProQuest Submission ProcessPrint Copies
• ProQuest Submission ProcessReview your selectionsBEFORE you submit your ETD
• Review Process
• ETD Submission Flowchart
• Status of Submission
• Forms
• Surveys
• You have crossed the finish line when helliphellip
• Online Resources and Guides
• Assistance is available byappointment for hellip