Overview of the Electronic Submission Process for Health Science Campus Theses and Dissertations Fall 2010

Program Overview ETDs OhioLINK vs. ProQuest Benefits The Essentials Where do I start? ProQuest overview Live submission Questions

What is an ETD (Electronic Thesis and Dissertation)? An internationally recognized acronym for a thesis or dissertation that can be accessed online. Hundreds of ETD repositories exist worldwide. Provides a technologically advanced medium that explains the research or scholarship of a graduate student.

OhioLINK and ProQuest Our institutional ETD repository: ◦ OhioLINK ETD Center OhioLINK ETD Center ◦ Free, online database of Ohio’s theses and dissertations. ◦ Currently has more than 23,000 online thesis and dissertation documents from Ohio universities. ProQuest/UMI ◦ National repository and seller of theses and dissertations. ◦ Used by many universities throughout the United States. ◦ Includes many other thesis and dissertation documents from around the world.

What are the Benefits of ETDs? Increased Accessibility Reduced Cost for University and Student Permanent Archive of Research Electronic Formats Enable Inclusion of Multimedia

Where Do I Start? – The Essentials 1) KNOW YOUR DEADLINES! ◦ College/Program/Advisors: Deadlines, procedures within colleges, departments and programs may vary – check with your advisor! ◦ COGS Deadlines are posted on our website at ◦ Deadlines are strictly adhered to 2) Step 2: Proper Format ◦ Follow formatting guidelines and regulations as outlined in the Handbook for the Preparation of Graduate Dissertations and Theses found on the COGS website ( Handbook for the Preparation of Graduate Dissertations and Theseswww.utoledo.edu/graduate

Steps Before Submission 3) Find Your Resources for Assistance: ◦ ETD Page for HSC COGS ETD Page for HSC COGS  Deadlines  Format Handbook(s)  Forms specific to ETD and Defense Procedures ◦ Library  UT LibGuides Electronic Theses and Dissertations UT LibGuides Electronic Theses and Dissertations ◦ OhioLINK & ProQuest UMI  ETD Center FAQ’s ETD Center FAQ’s  UMI Preparing Your Manuscript Guide UMI Preparing Your Manuscript Guide

Steps Before Submission 4) Converting your document to a PDF file. ◦ Ask a Mulford Library Librarian ◦ OhioLINK Resources ◦ Department

ProQuest/UMI for HSC Students At the University of Toledo HSC, both dissertations and theses are required to publish with ProQuest/UMI. When submitting to OhioLINK, indicate that your thesis/dissertation should be forwarded to ProQuest/UMI. As of Fall 2010, HSC student are responsible to upload a pdf placeholder document to ProQuest and pay the publishing fees. o Fees vary depending on publishing options

ProQuest/UMI Copyrighting ◦ Complex series of rules and regulations. ◦ Check with your advisor concerning copyright options. ◦ Resources:  ProQuest/UMI ProQuest/UMI  UT LibGuide UT LibGuide Intellectual Property & Patents ◦ Discuss with your Advisor ◦ Intellectual Protection and Patent Sign-Off Form (form required for all submissions) Intellectual Protection and Patent Sign-Off Form  The student can decline or accept but must turn in form  Do not hold up publication unless absolutely necessary

ProQuest/UMI Open Access publishing ◦ Freely available for viewing or downloading by anyone with access to the internet. ◦ Extra fee for this option Traditional publishing ◦ the owner of intellectual property and author of the work contracts with the publisher to reproduce, distribute, and sell copies of the work. UMI Publishing Options Guide

Before Uploading to OhioLINK & ProQuest 1) Submit Acceptance of Thesis/Dissertation Form ◦ Announcement created and distributed by COGS ◦ to Student with additional defense forms and informational links 2) Defend by Deadline 3) Finalize Changes to Document 4) Print One Copy of Title Page and Have Committee Sign You are now ready to upload!

Uploading to OhioLINK & ProQuest Upload Links Provided on HSC ETD website Upload Full Document to OhioLINK (no fee) ◦ There will be an option for OhioLINK to send your document to ProQuest. Be sure it is checked. Upload pdf placeholder only to ProQuest ◦ Must pay the publishing fee to submit ◦ OhioLINK will send document to ProQuest The COGS receives separate s from OhioLINK & ProQuest upon submission

Upon Submission to OhioLINK & ProQuest 1) Graduate College spot checks formatting. ◦ Submitted document should be final edited version 2) OhioLINK notifies the Graduate College that the submission has been made. Graduate College provides general review and notifies the student if there are any problems. 3) Gather all hardcopy documents (See checklist on ETD website) and submit to the COGS in sealed envelope with Degree Completion Checklist & Timeline Form attached to envelope ◦ COGS personnel will date stamp your envelope 4) Document is released after all degrees are conferred.

OhioLINK Submission Demonstration Provided by: Gerald Natal, Mulford Library ProQuest Submission Demonstration Provided by: Michelle Arbogast, COGS

Additional Resources Thesis and Dissertation Message Board Adobe ETD Tutorials Association for Support of Graduate Students Association for Support of Graduate Students How to Organize Your Thesis

Questions? Formatting and document issues Consult the Handbook for the Preparation of Graduate Dissertations and ThesesHandbook for the Preparation of Graduate Dissertations and Theses Dr. Dorothea Sawicki, Associate Dean for HSC College of Graduate Studies Mulford Reference (Mulford Library) or OhioLINK submission questions, additional information regarding PDF conversion Michelle Arbogast HSC College of Graduate Studies forms, deadlines, reference and referral to information HSC Graduation and submission of theses and dissertations