Transcript ETD Process - Makerere University

ETD Submission Process
Fall 2010
Valerie Emerson
ETD Administrator, Gelman Library
[email protected] / (202) 994-2041
Before you Submit

Read the information and make a decision on a publishing option
(Open Access vs. Traditional) and copyright BEFORE you submit!


Open Access vs. Traditional Publishing: (ProQuest Resources)

Publishing Options:
http://www.etdadmin.com/UMI_PublishingOptionsGuide.pdf

Embargos and Restrictions:
http://www.etdadmin.com/UMI_EmbargoesRestrictionsGuide.pdf
Intellectual Property and Copyright (ProQuest Resources)


Copyright Law and Graduate Research:
http://www.proquest.com/en-US/products/dissertations/copyright/
Protecting Your Intellectual Property:
http://www.etdadmin.com/UMI_CopyrightGuide.pdf
Before you Submit (cont’d)

Review the approved and final version of your
document to make sure the formatting is correct
before you convert it to a .pdf and upload your
document.


ETD Style Guide
http://www.gwu.edu/~etds/standards.html
School Guidelines
http://www.gwu.edu/~etds/schoolguidelines.html
Submission Process

Create an account on the ProQuest ETD website
(http://www.etdadmin.com).

Complete the ETD Details pages and upload your submission. There
is a .pdf converter available for use on the ETD Submission site.


If a single file or the main document + supplementary files combined
are over 250MB please contact the Library ETD Administrator.

Depending on the circumstances, all or part of your submission will
have to be submitted on CD Rom or DVD.
Hand in your completed ETD Approval Form to the appropriate
school administrator: http://www.gwu.edu/~etds/contacts.html
Submission Process (cont’d)
From this point forward, you should receive
emails (sent to the email of record in your
account) as each step is completed.


Use an email address you check on a regular basis and can handle .pdf
documents.
Add proquest.com to your address book to avoid emails going to your spam
box.
Submission Process (cont’d)

Submission is reviewed to ensure it conforms to
the University and/or school specific formatting
guidelines.

If revisions are required, you will receive an email
detailing the required changes.

Make the corrections and upload your revisions.


NOTE: You will need to make the corrections to your word
document and convert it to a .pdf to upload your revision to
the ETD System.
NOTE: You must click on the SUBMIT button to automatically
notify the ETD/School Administrator that your revisions have
been made.
Submission Process (cont’d)

Once your submission meets the formatting requirements, it will be locked
and forwarded to your school’s ETD administrator for final approval.


Your School Administrator must have the completed ETD Approval form
(http://www.gwu.edu/~etds/2pgetdfinal.doc) to complete this part of the process.
Doctoral candidates must have completed the Survey of Earned Doctorates
(http://www.norc.org/projects/Survey+of+Earned+Doctorates.htm )
online or in hard copy.



Surveys may be completed online. To verify you have completed the survey,
forward the confirmation email sent to you upon completion of the Survey to
your School Administrator, OR
A hard copy of the completed survey may also be turned in to your School
Administrator
Both Master’s and Doctoral Candidates are asked to complete the
Graduate Student Survey (http://www.gwu.edu/oapa/graduation/ ) online.
Submission Process (cont’d)
Once your submission has been accepted
and you have been cleared for graduation,
your dissertation / thesis will be delivered
to ProQuest for publication.
Monitoring the Process
Links located on the left-hand column of the ETD Details
page allows you to track the progress of your
submission.



View Decisions: this is a record of communication from the ETD
Administrators, including emails detailing the revisions requested
by the ETD/School Administrator.
View Revision History: this displays all of the different versions
of your submission uploaded to the system. The most current
version should always be checked.
View History: Follows the progression of decisions/changes
made for your submission.
Monitoring the Process
(cont’d)
ETD List:
Last Event
Status:
Administrator

Submitted
Unassigned
Assign

Requested Minor Revisions
Waiting for Revisions (Minor)
Contact Email Group, GWU
Submitted with Revisions
Revision: PDF
Ready for Checklist
Contact Email Group, GWU
Administrator Assigned
Ready for Checklist
Name of Your School Administrator
Registered Decision:
Accepted
Ready for Delivery
Name of Your School Administrator




Scheduled for Delivery

Delivered to ProQuest/UMI

Published by ProQuest/UMI
Name of Your School Administrator
Publication

Your thesis/dissertation will be published by ProQuest in approximately 6-8
weeks. Submissions that have very large files will take longer.

Electronic copies of theses/dissertations are sent to Gelman Library’s
Institutional Repository as they are published.

Catalog records are created and uploaded into the ALADIN Catalog on a
monthly basis.


The full text will be available through the ALADIN Catalog or the ProQuest
database, Dissertations and Theses Online unless you have requested an
embargo.
In the case of an embargoed dissertation/thesis, only the abstract you
supplied in the ETD Details will be available in the both Catalog and the
ProQuest database.