ETD Submission ProcessETD Submission ProcessFall 2011Fall 2011

Valerie EmersonValerie EmersonETD Administrator, Gelman LibraryETD Administrator, Gelman Library

etds@gwu.edu / (202) 994-2041 / (202) 994-2041

Before you Submit ……Before you Submit …… Review the information on publishing options (Open Access vs. Review the information on publishing options (Open Access vs.

Traditional) and copyright information BEFORE you submit!Traditional) and copyright information BEFORE you submit!

Open Access vs. Traditional Publishing: (ProQuest Resources)Open Access vs. Traditional Publishing: (ProQuest Resources)

Publishing Options: Publishing Options: http://www.etdadmin.com/UMI_PublishingOptionsGuide.pdf

Embargos and Restrictions: Embargos and Restrictions: http://www.etdadmin.com/UMI_EmbargoesRestrictionsGuide.pdf

Intellectual Property and Copyright (ProQuest Resources)Intellectual Property and Copyright (ProQuest Resources)

Copyright Law and Graduate Research: Copyright Law and Graduate Research: http://www.proquest.com/en-US/products/dissertations/copyright/

Protecting Your Intellectual Property: Protecting Your Intellectual Property: http://www.etdadmin.com/UMI_CopyrightGuide.pdf

Publication OptionsPublication Options

Publication OptionsPublication Options

Review the approved and final version of Review the approved and final version of your document to ensure it meets the your document to ensure it meets the University’s and your graduate school’s University’s and your graduate school’s formatting guidelines before you convert it formatting guidelines before you convert it to a .pdf and upload your manuscript.to a .pdf and upload your manuscript.

ETD Style GuideETD Style Guide http://www.gwu.edu/~etds/standards.html http://www.gwu.edu/~etds/standards.html

School GuidelinesSchool Guidelineshttp://www.gwu.edu/~etds/schoolguidelines.htmlhttp://www.gwu.edu/~etds/schoolguidelines.html

Submission ProcessSubmission Process Create an account on the ProQuest ETD website, http://www.etdadmin.com. Create an account on the ProQuest ETD website, http://www.etdadmin.com.

(Hint: The link for GWU is under “The” George Washington University.)(Hint: The link for GWU is under “The” George Washington University.)

If you create one or more accounts, please withdraw all submissions that will not be submitted for actual If you create one or more accounts, please withdraw all submissions that will not be submitted for actual review.review.

About You: About You: You will receive emails (from ProQuest) at various stages in the submission process.You will receive emails (from ProQuest) at various stages in the submission process. Use an email address you check on a regular basis and can handle .pdf documents.Use an email address you check on a regular basis and can handle .pdf documents. Add Add proquest.comproquest.com to your address book to avoid these emails going to your spam box. to your address book to avoid these emails going to your spam box.

Complete the ETD Details pagesComplete the ETD Details pages

Upload your manuscript as a .pdf. Upload your manuscript as a .pdf.

The main manuscript must be submitted as a single .pdf file. You may also upload supplementary files as needed.The main manuscript must be submitted as a single .pdf file. You may also upload supplementary files as needed.

You may use the PDF converter in your Word Processor, Adobe Acrobat or the .pdf converter provided on the ETD You may use the PDF converter in your Word Processor, Adobe Acrobat or the .pdf converter provided on the ETD Submission site.Submission site.

If a single file or the main document + supplementary files combined is greater than 250MB, please contact the If a single file or the main document + supplementary files combined is greater than 250MB, please contact the Library ETD Administrator for instructions on how to proceed. Depending on the circumstances, all or part of your Library ETD Administrator for instructions on how to proceed. Depending on the circumstances, all or part of your submission will have to be submitted on CD Rom or DVD.submission will have to be submitted on CD Rom or DVD.

Hand in your completed ETD Approval Form to your graduate school office: Hand in your completed ETD Approval Form to your graduate school office: http://www.gwu.edu/~etds/contacts.html http://www.gwu.edu/~etds/contacts.html

Submission ReviewSubmission Review Submission is reviewed to ensure it conforms to Submission is reviewed to ensure it conforms to

the University and/or school specific formatting the University and/or school specific formatting guidelines.guidelines.

If revisions are required, you will receive an email If revisions are required, you will receive an email detailing the required changes.detailing the required changes.

Make the corrections and upload your revisions. Make the corrections and upload your revisions. You will need to make the corrections to your word You will need to make the corrections to your word

document, embed the fonts when you save it, and then document, embed the fonts when you save it, and then convert it to a .pdf to upload your revision to your ETD convert it to a .pdf to upload your revision to your ETD account.account.

NOTE: NOTE: You must click on theYou must click on the Save and Continue Save and Continue buttons until you buttons until you

see asee a Submit Submit button. button. You then MUST click on the final You then MUST click on the final SubmitSubmit button to button to

automatically notify the ETD/School Administrator that your automatically notify the ETD/School Administrator that your revisions have been made.revisions have been made.

Submission ReviewSubmission Review Once your submission meets the formatting requirements, it will be Once your submission meets the formatting requirements, it will be

locked and forwarded to your ETD School Administrator for final locked and forwarded to your ETD School Administrator for final approval.approval.

Your School Administrator must have the following information in hand to Your School Administrator must have the following information in hand to complete the final review process:complete the final review process:

Graduation Application:Graduation Application:

Completed ETD Approval Form:Completed ETD Approval Form: (http://www.gwu.edu/~etds/2pgetdfinal.doc) (http://www.gwu.edu/~etds/2pgetdfinal.doc)

For Doctoral Candidates only: a confirmation email certifying the For Doctoral Candidates only: a confirmation email certifying the Survey of Survey of Earned DoctoratesEarned Doctorates has been completed. has been completed. (http://www.norc.org/projects/Survey+of+Earned+Doctorates.htm )(http://www.norc.org/projects/Survey+of+Earned+Doctorates.htm )

Surveys may be completed online by going to the above URL. Forward the Surveys may be completed online by going to the above URL. Forward the

confirmation email you received upon completion of the Survey to your confirmation email you received upon completion of the Survey to your School Administrator to verify you have completed the survey, ORSchool Administrator to verify you have completed the survey, OR

You may complete a paper survey to be turned in to your School You may complete a paper survey to be turned in to your School AdministratorAdministrator

Both Master’s and Doctoral Candidates are asked to complete theBoth Master’s and Doctoral Candidates are asked to complete the Graduate Student SurveyGraduate Student Survey ( (http://www.gwu.edu/oapa/graduation/ ) online.http://www.gwu.edu/oapa/graduation/ ) online.

Submission ProcessSubmission Process

When your submission has been accepted, you When your submission has been accepted, you will receive an email from ProQuest indicating will receive an email from ProQuest indicating that you met all the requirements for graduation.that you met all the requirements for graduation.

Please allow 6-8 weeks for ProQuest to process Please allow 6-8 weeks for ProQuest to process and publish your manuscript once it has been and publish your manuscript once it has been delivered. Submission with very large files will delivered. Submission with very large files will take longer to process and publish. take longer to process and publish.

Monitoring the ProcessMonitoring the Process

Links located on the left-hand column of the ETD Links located on the left-hand column of the ETD Details page allows you to track the progress of Details page allows you to track the progress of your submission.your submission.

View Decisions:View Decisions: this is a record of communication from this is a record of communication from the ETD Administrators, including emails detailing the the ETD Administrators, including emails detailing the revisions requested by the ETD/School Administrator.revisions requested by the ETD/School Administrator.

View Revision History: View Revision History: this displays all of the different this displays all of the different versions of your submission uploaded to the system. versions of your submission uploaded to the system. The most current version should always be checked.The most current version should always be checked.

View History:View History: Follows the progression of Follows the progression of decisions/changes made for your submission.decisions/changes made for your submission.

Monitoring Your ProgressMonitoring Your Progress

ETD Status box: (upper right-hand corner of the Details page)ETD Status box: (upper right-hand corner of the Details page)

AdministratorAdministrator StatusStatus ExplanationExplanation

AssignAssign Submitted Submitted ETD has been submitted, but no action ETD has been submitted, but no action has has been taken. been taken.

Contact Email Group, GWU Waiting for Revisions (Minor)* Contact Email Group, GWU Waiting for Revisions (Minor)* ETD has been reviewed ETD has been reviewed and minor changes have and minor changes have been requested. been requested.

Your School Administrator Ready for ChecklistYour School Administrator Ready for Checklist ETD conforms to formatting standards ETD conforms to formatting standards and has been and has been assigned to your graduate assigned to your graduate school administrator.school administrator.

Your School Administrator Register Decision: Accepted*Your School Administrator Register Decision: Accepted* ETD has passed final review, you have ETD has passed final review, you have met all the met all the graduation requirements, and your graduation requirements, and your manuscript manuscript is ready to be delivered to is ready to be delivered to ProQuest.ProQuest.

Your School Administrator Scheduled for Delivery Your School Administrator Scheduled for Delivery Your submission has been scheduled for Your submission has been scheduled for delivery to delivery to ProQuest. ProQuest.

Your School Administrator Delivered*Your School Administrator Delivered* Your manuscript has been delivered to Your manuscript has been delivered to ProQuest. ProQuest. Please allow 6-8 weeks for your Please allow 6-8 weeks for your submission to be submission to be processed and published. processed and published.

* The ETD website will automatically generate an email at these points in the process.* The ETD website will automatically generate an email at these points in the process.

PublicationPublication

Once delivered to ProQuest, your thesis/dissertation will be published by Once delivered to ProQuest, your thesis/dissertation will be published by ProQuest in approximately 6-8 weeks. Submissions that have very large files ProQuest in approximately 6-8 weeks. Submissions that have very large files will take longer.will take longer.

Electronic copies of theses/dissertations are sent to Gelman Library’s Electronic copies of theses/dissertations are sent to Gelman Library’s Institutional Repository as they are published.Institutional Repository as they are published.

Catalog records on the ETD Details page are created and uploaded into the Catalog records on the ETD Details page are created and uploaded into the ALADIN Catalog on a monthly basis.ALADIN Catalog on a monthly basis.

The full text will be available through the The full text will be available through the ALADIN CatalogALADIN Catalog or the ProQuest or the ProQuest database, database, Dissertations and Theses OnlineDissertations and Theses Online unlessunless you have requested an you have requested an embargo. embargo.

In the case of an embargoed dissertation/thesis, bibliographic information In the case of an embargoed dissertation/thesis, bibliographic information

including the abstract you supplied on the ETD Details page will be available in including the abstract you supplied on the ETD Details page will be available in the both Catalog and the ProQuest database.the both Catalog and the ProQuest database.

If you choose to allow search engines to discover your work, only the citation If you choose to allow search engines to discover your work, only the citation information will be displayed.information will be displayed.