About ETD
General Information
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About ETD
Preparing Your ETD
Converting Your ETD
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To learn more about how to create a PDF file, go to the online training facility offered by the University at http://elementk.uncg.edu/. Request an account (the instructions are on the opening page) and you are ready to go. Element K offers over 1200 tutorials, and you may find other areas of interest. It will also help with word processing skills!
About ETD
An electronic theses or dissertation is the student's original research produced, submitted, archived and accessed in an electronic format. The components and structure of the document are basically the same as paper theses and dissertations. However, in the final stage, the documents are converted to and stored as pdf files instead of printed and bound as books. A pdf is a Portable Document File, created in a universal file format that allows data saved in one format to be converted into a format that can be read on any computer utilizing free Adobe Acrobat Reader.
The University of North Carolina at Greensboro, together with universities around the world, is accepting electronic theses and dissertations (ETD's). The submission of electronic theses/dissertations offers numerous benefits. The ETD process helps to train students in the electronic publishing and technical skills they will need as professionals. On a larger scale, the immediate and wide-spread availability of ETD documents provides world-wide access to scholarship. ETD's allow researchers to build on the work of those before them, even those whose work was completed in recent months or even weeks. The world-wide access displays the scholarship of the University.
ETD's contribute to UNCG's Mission to be a "....diverse, student-centered research university, linking the Triad and North Carolina to the world through learning, discovery, and service. As a doctorate-granting institution, it is committed to teaching based in scholarship and advancing knowledge through research." (The University of North Carolina at Greensboro, The Mission of the University, 2003)
In addition to the standard use of words, tables and figures, electronic submission allows a variety of opportunities for students to display their research/creative work. ETD's can include examples of scholarship and creative ability that are not possible in print. These can include video images, audio clips, and even 3-D models.
The ETD Submission Process
For detailed instructions regarding pdf conversion options and maneuvering the ETD online submission site, please see the "Guide for the Preparation of Theses and Dissertations." The following information provides a detailed order of events relating to the submission of electronic theses and dissertations.
The Approval Copy-Doctoral Students
- Submit the approval copy of the dissertation (pdf file) via the online submission site. Please note that there is a deadline for the submission of the approval copy. See the University calendar.
- Mail or deliver the signed originals of the Title Page and Approval Page to The Graduate School. Items must be received by the approval copy deadline.
- The Thesis/Dissertation Evaluator will respond to your online submission, informing you of any necessary corrections. In addition, The Graduate School will send you "The Survey of Earned Doctorates."
- Make the corrections in your original document and save again as a pdf.
The Approval Copy-Master's Students
- Submit the approval copy of the thesis (pdf file) via the online submission site. Please note that there is a deadline for the submission of the approval copy. See the University calendar.
- The Thesis/Dissertation Evaluator will respond to your online submission, informing you of any necessary corrections.
- Make the corrections in your original document and save again as a pdf.
The Final Copy-Doctoral Students
- Submit the final copy of the dissertation (pdf file) via the online submission site. Please note that there is a deadline for the submission of the final copy. See the University calendar.
- Mail or deliver the completed ETD Release form and the Survey of Earned Doctorates directly to The Graduate School, UNCG, 241 Mossman Bldg, 1202 Spring Garden Street, Greensboro, NC 27412
The Final Copy-Master's Students
- Submit the final copy of the thesis (pdf file) via the online submission site. Please note that there is a deadline for the submission of the final copy. See the University calendar.
- Mail or deliver the signed originals of the Title Page and Approval Page and the completed ETD Release form directly to The Graduate School, UNCG, 241 Mossman Bldg, 1202 Spring Garden Street, Greensboro, NC 27412
Preparing the ETD
Columns- Consider using tables without borders instead of tabs to format text or numbers into neat columns.
Equations- MS Word users should not use Word's Equation Editor. Instead, use italic Times Roman font and Symbol font, along with superscripts and subscripts to create equations.
Fonts- It is best to use standard fonts such as Times New Roman or Arial. If using unusual fonts, be sure to use embeddable Type 1 or TrueType fonts. In Word, you can also choose to embed fonts as you prepare the document by choosing Tools, Save, and check "Embed TrueType Fonts." Fonts that are available to all pdf viewers and do not need to be embedded include: Arial, Courier, and Helvetica (Bold, Oblique and BoldOblique), Times (Roman, Bold, Italic, BoldItalic), Symbol, and ZapfDingbats. For more information of embedded fonts, visit the ProQuest ETD submission website: http://dissertations.umi.com.
Graphics- The best method to include graphics is to use EPS (Encapsulated PostScript) files rather than bitmaps, GIFs, or JPEG images. Use a high resolution such as 600 dpi. Avoid using graphic editors that are part of a word processor.
Landscape Page Numbers- Remember that page numbers must be placed in a header or footer in portrait orientation even when the text of the page is in landscape orientation. For detailed instructions on how to make this change in Word, visit the Microsoft website: http://support.microsoft.com/default.aspx?scid=kb;en-us;265436
Multimedia Objects- In Word, use the Edit, Copy and Paste functions to add a multimedia object in your document. Remember to reference the figure in the text and to provide a figure number and title.
Pagination- When preparing the preliminary materials, use Insert, Page Numbers, and uncheck the box to "suppress the number on the first page." This change will prevent the preliminary page number i from printing on the Title Page. Use Insert, Page Numbers, and Format to set the small Roman numerals for the preliminary materials and then the Arabic numbers for the text of the document.
Also, you may want to use the section break feature (Word) to separate the three sections of the document that are paginated differently: abstract and title page (no page numbers), other preliminary materials (small Roman numerals centered at the bottom of the page), and the text, references and appendices (Arabic numbers). If you write the document in a series of sections, remember that all sections must be saved as one file.
You may want to use your word processor's tool for cross referencing to ensure that pagination is consistent. Remember that page numbering is sometimes altered by the pdf conversion process. After converting the document to a pdf file, be sure to check the page numbering in the text against the Table of Contents to be sure the two are still consistent with each other.
Spacing- Use tabs to align text instead of a series of spaces. Use line breaks to force a new line instead of starting a new paragraph. Insert page breaks instead of a series of paragraphs or returns to start a new page. Use section breaks to change the format between pages in the document (for example, sections where pagination style differs).
Table of Contents- The key to structuring the Table of Contents is the use of tabs. First, be sure the ruler bar is visible at the top of your page. In Word, select Format, Tabs.
To place the word "Page" at the right margin…In the dialog box, choose the right margin as the ruler position for your first tab (6 for example). Then, for Alignment, choose right. For leader, choose none. Set and OK. At the left margin on your Table of Contents, press tab and type the word "Page"-it should position itself right flush.
If you have preliminary items to list before the chapters (ie. List of Tables, List of Figures, etc.), the next tab will set the position for the page number with dot leaders. In the dialog box, choose the right margin as the ruler position (6 for example). Then, for Alignment, choose right. For leader, choose 2…… Set and OK.
After the word CHAPTER, begin setting the tabs for the Roman numerals, chapter titles, page numbers with dot leaders and any subtitles. First, in the dialog box, choose the location for the Roman numerals. Type in the ruler position (.04 for example). Then, for Alignment, choose decimal. For Leader, choose none. Set and OK.
Choose a nearby location to start your chapter titles. Type in the ruler position (.07 for example). Then, for Alignment, choose left. For Leader, choose none. Set and OK.
The next tab will set the position for the page numbers with the dot leaders. In the dialog box, choose the right margin as the ruler position (6 for example). For alignment, choose right. For leader, choose 2…… Set and OK.
Add other tab positions as needed to distinguish each new level of subtitles/subheadings.
Converting the File to a PDF
Adobe Acrobat is the most commonly used software for creating pdf files. A pdf file is a Portable Document Format that allows the document to be read on any computer using the free Reader download.
Creating pdf files within Word
If Acrobat is on the computer, the Adobe Acrobat application symbol should appear on the Word toolbar.
- Click on the Acrobat button to "Create Adobe pdf."
- In the Acrobat dialog box, "Choose Acrobat PDFDistiller" and click the "Create" button.
- In the Save as dialog box, choose a location and type in your filename. Click "Save."
If you select the View Result option, Acrobat will automatically open your new pdf file as a temporary, unsaved file. When you close this file, you are prompted again with a Save as dialog box. Be sure to type in the filename and click "Save" or the file will be deleted.
Creating pdf files manually using Adobe Acrobat Distiller
The manual option for converting the file to a pdf uses the word processor to print directly to Adobe Acrobat Distiller. Distiller converts and saves the file.
- From the open file, choose File and Print.
- In the print dialog box, select "Acrobat Distiller" as the printer name and click OK.
- The Print to File dialog box will appear. Choose the location for the file and type in the filename. Click "Save."
No matter what method you use, you will need to search for your new pdf file, open it in Acrobat Reader and review it carefully to ensure that the conversion was accurate and complete.
Bookmarks
In a pdf file, bookmarks can be used to take the reader quickly from one location to another. For example, the author can bookmark the Table of Contents to the text or the data results with corresponding tables or figures in the appendix. Bookmarks can also be used to allow an action, such as run a video clip or play a sound. For additional information on these action features, use the Help Guide in Adobe Acrobat.
To establish standard bookmarks, open the pdf file in Adobe Acrobat. Scroll to the location you'd like to access with the bookmark. Select Window, Show Bookmark. Then, right click in the bookmark window and select New Bookmark. Right click on the name of the bookmark and rename it by typing over the existing name.
Combining Multiple PDF Files
Open the file in Adobe Acrobat. Select Document and Insert Pages. In the dialog box, choose the file you wish to insert and click the "Select" button. The "Insert" dialog box will appear. Choose the location, before or after the current file. If you want to select the page where the file should be inserted, choose "After" for location and then choose the page that the new file should follow and click OK. Repeat these steps to insert additional files. Save the revised file and check it carefully to be sure each new file is placed in the proper position and that page numbering is accurate.