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ETD Preparation & Submission: Guidelines for Graduate Students: FAQ

Electronic Theses & Dissertations (ETD) LibGuide

FAQ

Submission

When is the filing deadline?

What do the publishing options on the Approval Form mean?

Who reviews my formatting? When does that happen?

Why do I have to pay the microfilm fee?

Does the microfilm come directly to me or to the library?

Copyright

Should I file for copyright?

What is Open Access?

Does my ETD being made available online prevent me from publishing material from it in the future?

Editing/Formatting

My ETD is too large to send by email. How can I send it to the Digital Scholarship Librarian?

What will the Digital Scholarship Librarian look for when I submit my ETD?

I am off campus/out of town. How can I communicate with the Digital Scholarship Librarian regarding editing my ETD?

Where can I go for formatting help?

How do I orient the page numbers on a landscape-oriented page?

How do I turn on/off line numbers in Microsoft Word?

How do I get Roman numerals in the Front Matter, then switch to Arabic numerals for the body?

How long will it take to receive the suggestions for corrections once my ETD is submitted?

How long will it take me to correct my ETD once I receive suggestions from the Digital Scholarship Librarian?

How do I create an automatic Table of Contents in Word?

PDF

Why won’t certain characters show up in my PDF?

Why won’t my PDF upload correctly to ProQuest?

Embargo/Highly Confidential

Can I extend my embargo period?

I accidentally uploaded the PDF of my Highly Confidential ETD to ProQuest. What should I do?

I have determined that my ETD should be considered Highly Confidential. What do I need to do?

Citation

How do I cite [information medium] in [citation style]?

After Graduation

Can I order a hard copy of my dissertation/thesis if I didn’t during my submission process?

How can I view my ETD after it has been approved?

Is there anything else I need to do once my ETD has received final approval?


Submission

When is the filing deadline?

The filing deadline is generally four weeks before graduation. Check the front page of this guide for the upcoming filing deadlines. ETDs must be defended and submitted by this date during the semester you plan to graduate.

What do the publishing options on the Approval Form mean?

Part B: Publishing Restrictions for the Gumberg Library Digital Repository & ProQuest

Part B of the Approval Form asks whether you would like to release your entire work immediately for access worldwide, or delay release in the library repository for one year. If you choose to delay the release, only the full-text document will be withheld. Title, abstract, and keywords will be released immediately. 

Following graduation, you may contact ProQuest directly and ask them to extend your embargo period. Regardless of embargo period selected for ProQuest, all ETDs will be available in the library repository after one year.

Part C: ProQuest Publishing Type

How would you like your work published on ProQuest? There are two choices: Traditional Publishing and Open Access Publishing. Regardless of your choice, your ETD will be freely accessible worldwide via Gumberg Library's ETD Collection.

Traditional Publishing means that the full-text ETD document will be freely accessible through the ProQuest Dissertations and Theses database to Duquesne students and faculty. To other users, a 20-page preview will be available in ProQuest, with the option to buy the full-text document. Because they are selling your work, as the author you are eligible to receive royalties.

Open Access Publishing means you agree to allow ProQuest to provide full-text access to your work free of charge, via their service PQDT Open. Access to the full-text in ProQuest is not limited to users at your institution, or to those who can pay for access.

 

Who reviews my formatting? When does that happen?

ETDs submitted before the filing deadline will be reviewed by the Digital Scholarship Librarian. Formatting review is conducted following ETD submission and prior to graduation. The month between the filing deadline and graduation provides a period of time to address any issues related to formatting and/or third-party copyright.

Why do I have to pay the microfilm fee?

The microfilm provides a physical backup of your ETD that will be stored in Gumberg Library. It is required for all students.

Does the microfilm come directly to me or to the library?

The microfilm will be delivered to Gumberg Library, generally a few months after your ETD has been released.

Copyright

Should I file for copyright?

That depends on the nature of your ETD, as well as your personal preferences. It is best to discuss this issue with the Digital Scholarship Librarian if you are not sure.

What is Open Access?

Open Access is an alternative licensing model that promotes access to scholarly publications without requiring users to pay. If you choose to publish your ETD as Open Access, anyone will be able to access it for free, which will generally increase the visibility and use of your work. All ETDs are made available Open Access through the Duquesne Scholarship Collection.

To publish your ETD as Open Access through ProQuest, so that all users will be able to locate the full text when using ProQuest Dissertations and Theses Global, you must pay a fee. Additionally, you will not be eligible to receive royalties from sales of your ETD. This decision is ultimately best left up to the student and their chair/advisor.

Does my ETD being made available online prevent me from publishing material from it in the future?

Libraries have been making theses and dissertations available in print for a long time; the transition to a digital copy is the newest method of preserving and making graduate student work accessible. Just as printing a dissertation does not generally constitute prior publication, neither does making an ETD available (COPE, 2017). However, ETDs may be subject to embargo restrictions if they reprint chapters or sections of your work which has already been published elsewhere.

 

Editing/Formatting

My ETD is too large to send by email. How can I send it to the Digital Scholarship Librarian?

There are a number of free file sharing services. You may also break your ETD into multiple documents and send them one at a time by email. The Digital Scholarship Librarian is happy to work with students to figure out the best way to send large files.

What will the Digital Scholarship Librarian look for when I submit my ETD?

The Digital Scholarship Librarian will perform an in-depth examination of your ETD, looking for formatting errors, consistency in headings, style, margins, and the other areas listed on the ETD Formatting Checklist. They will also perform an in-depth examination of your citations for errors.

I am off campus/out of town. How can I communicate with the Digital Scholarship Librarian regarding editing my ETD?

Generally phone or email work well. You may also try one of the many conferencing programs that allow you to screen-share. Discuss with the Digital Scholarship Librarian what options may be available to you.

Where can I go for formatting help?

In general, the Digital Scholarship Librarian is the best person to ask, as they are well-versed and experienced in ETD formatting-related issues. The Document Formatting page of this guide also has links to useful resources.

How do I orient the page numbers on a landscape-oriented page?

The ETD LibGuide has a convenient video explaining how to do this. Find it here.

How do I turn on/off line numbers in Microsoft Word?

Page Layout -> Line Numbers -> None

How do I get Roman numerals in the Front Matter, then switch to Arabic numerals for the body?

The ETD LibGuide has a convenient video explaining how to do this. Find it here.

How long will it take to receive the suggestions for corrections once my ETD is submitted?

In general, expect a 1-2 week turnaround. However, it will depend on how many other ETDs need to be finished, how many errors your ETD has, the length of your ETD, and the number of citations.

How long will it take me to correct my ETD once I receive suggestions from the Digital Scholarship Librarian?

That depends on a number of factors, including how quickly you can work, how much time you have to edit, the type of corrections you need to make, the number of corrections you need to make, and whether or not you need help from the Digital Scholarship Librarian. There is no “average” number.

How do I create an automatic Table of Contents in Word?

See the Formatting Techniques PDF on the ETD LibGuide

​PDF

Why won’t certain characters show up in my PDF?

Attempt to save your document as a PDF again, making sure to select “Embed Fonts."

Why won’t my PDF upload correctly to ProQuest?

Sometimes there are unknown factors that prevent PDFs from being uploaded to ProQuest. Generally, the problems can be resolved by uploading your Word Doc directly to ProQuest and allowing ProQuest to convert it to PDF.

Embargo

Can I extend my embargo period?

You can extend your embargo with ProQuest indefinitely by contacting ProQuest directly. As far as Duquesne University’s embargo, extensions are generally granted only when the graduate has a manuscript based on the ETD in the final stages of preparation for publication. Requests to extend the embargo within the Duquesne ETD Collection must be directed to the Digital Scholarship Librarian (phillipsg@duq.edu).

Citation

How do I cite [information medium] in [citation style]?

It depends on the information medium and the citation style. Check your citation style manual, contact one of the librarians at Gumberg Library, or contact the Digital Scholarship Librarian. You may also consult the Citation page of this guide.

After Graduation

Can I order a hard copy of my dissertation/thesis if I didn’t during my submission process?

Yes. You can order one by contacting ProQuest directly. Students may order hard copies at any time by contacting ProQuest directly. They will receive reduced pricing since they are the author. Please refer students to the ETD Coordinator for ordering information.

How can I view my ETD after it has been approved?

  1. From Duquesne: Duquesne Scholarship Collection
  2. Other institutions: ProQuest Theses & Dissertations

Is there anything else I need to do once my ETD has received final approval?

As far as ETDs are concerned, no, once you have received confirmation that your ETD was accepted and the registrars were notified. However, you may have other holds on your graduation even after submitting your ETD. If in doubt, contact the registrar directly.

Questions?

Contact the Digital Scholarship Librarian or visit our FAQ page!