Transcript DGS Meeting Fall 2009 - Marquette University

How to Submit Your Electronic
Thesis or Dissertation Online
Carl Wainscott
Assistant Director for Student Records
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What is an Electronic
Thesis or Dissertation (ETD)?
The digital (electronic) representation of your thesis or dissertation. It
is the same as its paper counterpart in content and organization and
follows the Directives set forth by the Graduate School.
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Advantages
• Save money on printing copies.
• Additional information (data or multimedia files) that could not be part
of a paper submission can now be uploaded digitally.
• Much faster publishing than paper, to a much wider audience.
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Resources
• There are two Web sites for the ETDs:
1. Graduate School (www.marquette.edu/grad/etd.shtml):
Informational, review first
2. ProQuest ETD Administrator (via Grad School ETD Web site)
Functional, go here to submit, publish, & copyright
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Who is ProQuest?
• ProQuest is a private company that has acted for more than 60 years
as the publisher and distributor for the majority of theses and
dissertations written in the United States.
• Published theses and dissertations are listed in the ProQuest
Dissertations & Theses (PQDT) database (www.proquest.com/enUS/catalogs/databases/detail/pqdt.shtml).
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What are the Steps to
Submit My ETD?
1. Write your document and save in Word or other appropriate format.
2. Go to the ProQuest ETD Administrator Web site (through the
Graduate School’s Web site:
http://www.marquette.edu/grad/etd.shtml).
3. Create a new account the first time you log in.
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Steps…
4. Embed your fonts (Page 6-7 of “General Questions” hand out).
5. Convert your document to PDF using ProQuest’s PDF converter.
(Instructions on ProQuest Web site and handout)
May take 10-20 minutes to convert.
6. Submit.
ProQuest sends you an email confirming your submission. Make sure
to keep an eye out for it in your “junk email”.
7. ProQuest emails me to let me know there is a new submission.
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Steps…
8. Assistant Director for Student Records (me) will review the document
to make sure the formatting is according to the directives. If changes
are needed, I will let you know (via email) what changes are required.
If changes are necessary, you would make the changes to the
original document and re-upload.
9. When approved by the Graduate School, we will submit your
document to ProQuest who will log, index and publish it.
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Steps…
The Library provides free, long-term, full-text access to Marquette
University ETDs on and off campus through the ePublications@Marquette. The Library receives a copy of the PDF
file for access and archiving once the thesis or dissertation is
submitted and approved by the Graduate School.
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Publishing Options
• Traditional Publishing:
–
–
–
–
Makes the work available for purchase by others;
Provides the author the ability to receive royalties based on those purchases;
Will not receive the widest possible dissemination
Provides income to ProQuest
VS.
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Publishing Options
• Open Access Publishing:
– Is the broadest possible method of disseminating your work;
– Is freely accessible world-wide on the Internet
– Results in higher recognition of your research work, wider dissemination of
scholarly information, and acceleration of research.
– Because your research is available free of charge, there is no income to
ProQuest (or to you via royalties). For that reason, this is the more expensive
choice of publishing for you.
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In summary, what are your choices? And
what will they cost?
1. Traditional Publishing through ProQuest
(Free)
2. Open Access Publishing through ProQuest
($95 payable to Marquette University)
3. Open Access through Marquette’s Library (Select “Traditional” in ProQuest, Select
“Open Access” with “Publishing through MU’s Raynor Memorial Library” form)
(Free)
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Embargoes and Restrictions
• Student may choose:
– Immediate access
– Block access for patent or proprietary purposes for a designated
period of time (6 mos., 1 year, or 2 years)
• If student chooses to delay access, the work will default to whichever
publishing method was selected at the expiration of the embargo.
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The Library, Open Access,
and your Dissertation
Or, where does your electronic dissertation go after you graduate and
will you ever see it again?
Ann Hanlon, Digital Projects Librarian
Where your Dissertation goes to die
(or live)
1.
The ETD submission process automatically submits your dissertation
to the ProQuest Dissertations and Theses database
2.
Your dissertation will also be submitted to the library and deposited in
the online repository, e-publications@Marquette, where the library will
maintain an electronic copy in perpetuity
Choosing Open Access
• ProQuest options: Traditional vs. Open Access
– Open access in the ProQuest database is more expensive
– Open access in the library’s e-publications repository is free
• It is possible to choose Traditional access in ProQuest, and Open
Access in e-publications
– Save $95
– Gain same advantages of open access
Advantages of Open Access
• Broader exposure for your research
– Researchers can find and use your dissertation, and cite it
– You will be able to find and use your dissertation after you leave
Marquette
– Search engines (Google et al.) index your dissertation, making it
more discoverable for all
• Use of dissertations on shelf vs. open access
– Shelf usage of dissertations
– Online usage of open access dissertations
Advantages of Open Access
• Use of dissertations on shelf vs. open access
– Shelf usage of dissertations:
•
•
•
•
Dentistry: 4 total; 1 checked out this year; 2 never checked out
English; 120 total; 23 checked out this year; 271 checked out total
Philosophy: 183 total; 11 checked out this year; 222 checked out total
Theology: 346 total; 48 checked out this year; 707 checked out total
– Online usage of open access dissertations
• West Virginia University example:
• Second university in world to require ETD submission (1998)
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Questions for Library?
Ann Hanlon
Digital Projects Librarian
[email protected]
288-1675
http://epublications.marquette.edu
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Copyrighting Your Work
•
It is optional to copyright your work with ProQuest.
•
You already own the copyright to your work as soon as it is published. International
copyright law provides full protection and establishment of the author’s rights.
•
However, ProQuest offers an additional copyright registration service that registers
your copyright, establishes your claim to copyright, and provides certain protections
if violated.
•
The cost to have ProQuest register your copyright with the Library of Congress is
$55. This fee is between ProQuest and the student, and is not administered
through Marquette University. The additional fee must be paid via credit card at the
time of the electronic submission.
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Still due in the Graduate School
• By the Graduation Deadlines: Hard copies of:
–
–
–
–
–
Thesis or Dissertation Approval Form,
Signature Page,
Publishing Fees,
Publishing through MU’s Raynor Memorial Library Form,
and Survey of Earned Doctorates (for PhD students).
• The electronic thesis or dissertation must also be submitted in its
final approved format by the same deadline.
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Ordering Additional Copies
• ProQuest can bind your document. Follow the directions at the
ProQuest Web site regarding their full range of binding options. You
select the binding option you prefer at the “Order Copies” step of the
submission process.
– Brilliant white 32 lb. paper stock: acid-free and archival-grade, this photographic-quality stock is
brighter and more opaque for better ink contrast and readability.
– Any color graphics included in the digital copy of the thesis or dissertation received by ProQuest
can be reproduced in color—at no extra charge! Photographs, charts, and other illustrations are
printed as they were provided electronically.
– Durable hardbound copies are 8½”x11” with elegant black covers made from 2.5 mm-thick board
covered in washable linen. Titles are embossed in gold foil on the spine. Handmade thread-sewn
bindings and generous margins enable volumes to be opened flat.
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Any Questions?
Carl Wainscott: [email protected]
414-288-5319
Technical Support at ProQuest: 1-877-408-5027
Monday through Friday: 8 a.m. – 5 p.m.
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This is where you begin with a new
submission or a re-submission.
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Create an account your first time in.
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Multiple accounts may
appear. Select yours.
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Here is where you select your publishing
option. We highly encourage you to select
“Traditional Publishing” through ProQuest and
“Open Access” through Marquette.
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Embargo options.
Distribution options.
Such as Google or Amazon.
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Do this FIRST in your original
document BEFORE converting to PDF.
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Select the Word icon in
upper left-hand corner, then the
“Word Options” on the bottom of
the drop-down menu.
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Select “Save” under the Word Options menu bar.
Select ONLY “Embed fonts in the file”.
UN-check the 2 sub-choices.
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Now convert to PDF.
If your original document consists of
multiple parts, they must be
combined into one document and
then be converted into a single PDF.
This is NOT where you convert to PDF.
After you convert your original document
to PDF, this is where you find your saved
PDF and upload it to ProQuest.
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Once your document has been
converted, the email address you
provided will receive this message.
Click here to go to your document.
Save the document to your desktop.
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In “Conversion History”,
you can check on the
status of your conversion.
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Select your PDF from
your desktop (or
wherever you save it).
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This is where you would upload any
supplemental files, if necessary.
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Here you can write any “Notes”
to the Graduate School Administrator.
(They will not be included in your
document’s final submission.)
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Final brief review prior to the
ultimate submission.
If you need to make changes to
your PDF - this is NOT where you
do it. You will need to go back to
your original document, then
convert again to PDF and re-upload
to ProQuest.
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This page will provide a total for
what you owe which will include
Copyright fees (if you choose it)
and if you order copies.
You do NOT pay ProQuest for the
publishing costs.
Publishing costs must come to the
Graduate School Office.
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The end!
Your thesis or dissertation has been
submitted to the
Graduate School for review.
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