How to Submit Your Electronic Thesis or Dissertation Online Carl Wainscott Assistant Director for Student Records 1

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. 2

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. 3

Resources There are two Web sites for the ETDs: 1.Graduate School ( Informational, review firstwww.marquette.edu/grad/etd.shtml 2.ProQuest ETD Administrator (via Grad School ETD Web site) Functional, go here to submit, publish, & copyright 4

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 ( US/catalogs/databases/detail/pqdt.shtml). US/catalogs/databases/detail/pqdt.shtml 5

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: Create a new account the first time you log in. 6

Steps… 4. Embed your fonts (Steps 7-9 of walkthrough slides). 5. Convert your document to PDF using ProQuest’s PDF converter. (Instructions on ProQuest Web site and handout) May take minutes to convert. 6. Submit. ProQuest sends you an confirming your submission. Make sure to keep an eye out for it in your “junk ”. 7. ProQuest s me to let me know there is a new submission. 7

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 ) 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. 8

Steps… The Library provides free, long-term, full-text access to Marquette University ETDs on and off campus through the e- 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. e- 9

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. 10

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. 11

12 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)

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. 13

Or, where does your electronic thesis/dissertation go after you graduate and will you ever see it again? Ann Hanlon, Digital Projects Librarian The Library, Open Access, and your Thesis/Dissertation

Where your Thesis/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, 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

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: 18 Advantages of Open Access

Use of dissertations on shelf vs. open access Statistics for December 2009 – October 2010 – Dissertations: 43 items (not including embargoes) 2798 downloads Average per document: 65 downloads Highest use: 385 downloads – Theses: 54 items (not including embargoes) 2131 downloads Average per document: 39 downloads Highest use: 363 downloads 19 Advantages of Open Access

Publication Options (same as in Proquest): Immediate Open Access 6-month embargo, then OA 1-year embargo, then OA 2-year embargo, then OA 2-year restricted to Marquette, then OA 20 Advantages of Open Access

Questions for Library? Ann Hanlon Digital Projects Librarian

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. 22

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. 23

Ordering Additional Copies 24 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.

Any Questions? Carl Wainscott: Technical Support at ProQuest: Monday through Friday: 8 a.m. – 5 p.m. 25

26 This is where you begin with a new submission or a re-submission.

27 Create an account your first time in.

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29 Multiple accounts may appear. Select yours.

30 Here is where you select your publishing option. We highly encourage you to select “Traditional Publishing” through ProQuest and “Open Access” through Marquette.

31 Embargo options. Distribution options. Such as Google or Amazon.

32 Do this FIRST in your original document BEFORE converting to PDF.

33 Select the Word icon in upper left-hand corner, then the “Word Options” on the bottom of the drop-down menu.

34 Select “Save” under the Word Options menu bar. Select ONLY “Embed fonts in the file”. UN-check the 2 sub-choices.

35 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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37 Once your document has been converted, the address you provided will receive this message. Click here to go to your document. Save the document to your desktop.

38 In “Conversion History”, you can check on the status of your conversion.

39 Select your PDF from your desktop (or wherever you save it).

40 This is where you would upload any supplemental files, if necessary.

41 Here you can write any “Notes” to the Graduate School Administrator. (They will not be included in your document’s final submission.)

42 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.

43 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.

44 The end! Your thesis or dissertation has been submitted to the Graduate School for review.