This document summarizes an instruction session on electronic theses and dissertations (ETDs) given by Michael Janakis, the ETD Coordinator. It outlines the ETD process, including submission deadlines and required forms. It discusses formatting guidelines, front matter, citations, permissions, copyright, release options, publishing options, and highly confidential ETDs. Resources for the ETD process are provided, including the Digital Scholarship Librarian, citation style guides, templates, and the ETD LibGuide. The formatting review and acceptance process is explained.
2. WHAT IN AS ETD?
• Electronic Theses and Dissertations
• Basically your thesis or dissertation in electronic (PDF)
form
• Formatted correctly for uniformity & online
distribution
• Meets minimum standard formatting guidelines
5. ETD TIMELINE
• Submission deadline 4 weeks before graduation
• Detailed schedule on pages 4-6 of ETD Guidelines
6. REQUIRED SUBMISSION ITEMS
• 3 ETD forms, signed
• ETD Approval Form
• ETD Formatting Checklist
• ETD Submission Checklist
• CD with 2 versions of your ETD
• Word
• PDF
• Completed UMI/ProQuest Account
7. UMI/PROQUEST ACCOUNT
• ProQuest Account must be completed BEFORE you
submit your forms to be signed by School ETD Rep.
• You are not done until you pay your $20 microfilm
fee.
9. FORMATTING GUIDELINES
• Found in Chapter 2 of ETD Guidelines
• Fonts
• Line Spacing
• Margins
• Pagination
• Headings
• Tables, Figures, and Equations
• Footnotes, Endnotes, and References
10. FRONT MATTER & FRONT MATTER
TEMPLATE (FMT)
• Front matter is everything before your actual dissertation
begins
• Title page
• Copyright page
• Signature page
• Abstract
• Table of Contents
• Dedication/Acknowledgement
• Lists of Tables/Figures
11. FORMATTING FRONT MATTER
• Front Matter must match line numbers as per ETD
Guidelines
• Front Matter Template (FMT) has everything pre-
formatted
• Line numbers listed in ETD Guidelines
12. CITATIONS
• Use EndNote to help manage your citations
• EndNote is not perfect. Double check citations
individually!
• Buy a hard copy of your chosen style manual (Chicago,
APA, etc.)
• Help available on ETD LibGuide
13. PERMISSIONS
• You must secure permissions for tables, figures, etc. that you
did not create
• May also claim Fair Use
• Must also cite all tables, figures, as well as quotes, ideas, data,
etc.
• ETD LibGuide provides advice
• This is a copyright issue and can get you into trouble- Be
Vigilant!
14. COPYRIGHT
• Very complicated legal matter
• Digital Scholarship Librarian (DSL) will help
• When in doubt, ASK the DSL!
• When in doubt, ASK PERMISSION TO USE!
• ETD LibGuide provides tutorial, but not every answer!
15. RELEASE OPTIONS
• Immediate, worldwide release
• 1 year embargo period
• Only abstract and metadata released
• Notified 1 month before release
• Extensions granted only for certain circumstances
(publishing)
16. PUBLISHING OPTIONS
• Traditional Publishing
• No extra charge
• Able to receive royalties
• People may have to pay for your work
• Open Access Publishing
• Costs you $95
• Anyone can view your work
• Increases visibility and use
• Duq database is Open Access
17. HIGHLY CONFIDENTIAL ETDS
• Designation for highly-sensitive ETDs
• Patent considerations
• Must notify Digital Scholarship Librarian IN WRITING when submitting
• Must LABEL CD
• DO NOT upload PDF to UMI Account. MUST UPLOAD BLANK PDF
INSTEAD
• Highly Confidential ETDs are held for 1 year, then embargoed for 1
year (only ProQuest)
• Stored under lock and key in departmental office
24. ETD LIBGUIDE
• ETD LibGuide currently being updated
• Will change shortly
• Provides walkthrough of ETD process
• Includes links to download forms
• Citation resources
• Copyright tutorial
25. FORMATTING REVIEW
• After ETD forms signed, turn in to Gumberg Library
• UMI/ProQuest Account MUST BE COMPLETED BEFORE
• Digital Scholarship Librarian will review
• Formatting (margins, font, spacing, etc.)
• Front Matter (especially line numbers)
• Citations/Bibliography
26. EDITING
• You will need to edit/reformat based on Digital
Scholarship Librarian’s review
• Can call/schedule appointment with Digital
Scholarship Librarian for 1-on-1 help
• ETD LibGuide provides help/tutorials for most
common issues
27. ACCEPTANCE
• Once Digital Scholarship Librarian grants final approval, you,
ETD School Rep, Dissertation Chair, and Registrars will be
notified
• ETD will be uploaded to Duquesne repository
• ETD will be sent to ProQuest at end of semester
• Embargoed ETDs will be sent/uploaded, but only metadata
available for 1 year
• Highly Confidential ETDs not uploaded locked away
28. AFTER GRADUATION
• YES you can view your ETD online afterwards
• Gumberg Library and ProQuest
• YES you can still order hard copies afterwards
• Contact ProQuest directly (see ETD LibGuide)
• YES you can still file for copyright afterwards
• Through US Copyright Office
