About ETD
Frequently Asked Questions
About the ETD
Will I be required to file an electronic thesis/dissertation?
During the 2005-2006 academic year, electronic submission of theses and dissertations was optional for students. Electronic submission became mandatory in Fall 2006.
Is there anything that will still be submitted on paper?
Yes. The signed Title Page and Approval Page, along with additional supporting documents, will still need to be submitted on paper.
Is there a limit to the size of the file I can submit?
Yes. Large files should not be uploaded. Instead, save the pdf on a CD or DVD and submit two copies to The Graduate School. Appropriate deadlines still apply. For additional items required with this type of submission, please contact
the Thesis/Dissertation Evaluator.
Why save in pdf format?
PDF is a file format that can “translate” data across platforms. As a result, it is not necessary for an interested individual to have the same software you used to create the file in order to read it. Instead, the
software to read pdf files is available worldwide and free of charge.
What should I consider before submitting my ETD?
Before logging onto the website to submit your ETD, you should think about whether or not you plan to copyright the document. You may want to discuss this with your advisor/committee chair. If you decide to copyright, be sure to
include a copyright page in the actual document (see the instructions in the “Guide”). When you enter the ETD submission site, you will be asked to choose whether or not you wish to file for copyright. You will not be
able to return to this screen, so be sure your decision is made prior to logging on.
Also, think about whether or not you would like to order personal, hard-bound copies of the document. Your committee chair or other individuals involved in the research process may wish to have a bound, paper copy. When you enter the ETD submission site, you will be offered the option of purchasing bound copies through ProQuest. You will not be able to go back to this screen, so be sure your decision is made before moving forward. Keep in mind that binding through ProQuest is not your only option. Other printing and binding companies may be able to meet your needs locally.
How do I submit a two-paper thesis (option available for the MA in English)?
See the instructions in the “Guide for the Preparation of Theses and Dissertations” for details regarding two-paper theses (page 13). As you submit the preliminary data online, include both titles on the title
line, separated by a period. Include both abstracts.
After submitting an approval copy of my document, how do I submit the revised version?
The Graduate School Evaluator notifies you via email if changes are necessary for acceptance of the thesis/dissertation. The email includes the link to the site where you should upload your revised pdf file. Be sure to use this
revision link rather than start over with a new submission.
ETD Access Issues
Why submit electronic rather than paper theses and dissertations?
Electronic theses and dissertations are valuable for several reasons. On a grand scale, the speed with which electronic theses and dissertations become accessible increases the availability of recent research to a larger
audience. On a more individual level, the skills required to develop an electronic document are the skills the current generation will be using in an ever-expanding digital world. Part of graduate education is to prepare students
for participation in research and publication. In addition, ETD’s offer students multiple opportunities to express their information in new ways, using audio, video, 3-D models, animations, simulations, and more. ETD’s also allow students to save the expense of printing the final copies on 100% cotton paper. They are also easier to store than their paper counterparts.
Why should I choose world wide access?
It is in the very nature of education to share information. The increase of knowledge and innovation depends upon the spread of information. The sharing of knowledge stimulates new research and new inspiration. ETD’s
allow the rapid sharing of knowledge on a broader level than has ever been possible before.
In addition to the contribution to scholarship, the ETD provides greater exposure for your work than the paper format could have ever offered. Most paper copies of theses and dissertations spend their “lives” on library shelves, seldom looked at by students at the home university and even less likely to be considered by others outside the university.
Under what circumstances should I restrict access to my thesis/dissertation? How do I request access restriction?
It is possible that you might have a document that needs protection from immediate public accessibility for the purposes of confidentiality, publication, commerical interestst, patent protection, or proprietary hold. The ETD Release and Hold Harmless Agreement form includes an option to restrict access
to the work for one year or two years. This option requires the signature of your committee chair and approval by The Graduate School. Please contact the office for additional information.
Publishing and Copyright Questions
Can I publish an article or book based on my ETD?
In some cases, students may wish to publish an article or book based on their thesis or dissertation. If you are pursuing this option, be sure to check with the publisher to determine their policy regarding
internet-accessible ETD’s.
What should I know before signing agreements with publishers?
It is very important that you read all publishing agreements carefully before you sign them. Some publishers will want you to sign a contract giving them exclusive rights to the article or book. You may want to consider
reminding them that your thesis or dissertation will be published as an ETD and ask to revise the contract. Keep in mind that you can always discuss/negotiate the terms of the agreement, possibly with the advice of legal counsel.
The agreement should clearly indicate the future rights that you retain. If you want to include the information from your document in teaching, for a chapter in a book or for another journal article, make this clear to the
publisher.
In most cases, publishers will not be concerned that your thesis/dissertation is available online. The editorial process that occurs prior to publication will likely result in substantial changes to the original document.
At times, publishing an ETD online can help to generate greater sales of books based upon the thesis/dissertation. The ability to show a publisher a large number of internet accesses to the document may show a substantial amount of public interest and help you acquire a contract.
As you work with a publisher, keep in mind that you do have the option to request a delay in the online availability of your ETD (for one or two years) if the publisher insists. Contact The Graduate School for additional information.
Should I copyright my ETD?
Copyright is the legal mechanism available to protect original works, including those published online. Copyright applies to the work as soon as it is created in a tangible form. Therefore, your ETD is automatically protected by
copyright laws. You may wish, however, to include additional protection by registering your copyright with the U.S. Copyright Office. This process can be done by simply choosing the “Yes” option for copyright during
the online submission process. An additional fee, $65, should be included with your publishing/archiving fee. If you prefer not to have ProQuest file for the copyright on your behalf, you can file directly through the
U.S. Copyright Office. For more information, visit www.copyright.gov.
What if I want to include a journal article as a chapter in my thesis/dissertation?
If you have already published a journal article and wish to include it in your thesis/dissertation, you should discuss this option with your committee and the publisher. If you include the article, you will need to cite the
publication in your references. Or, if the publisher gives you a signed release, you can include the publication in your document, as allowed by the release. If the publisher restricts access to the article, you will need to
exclude the article from the thesis/dissertation submitted to The Graduate School.
In many cases, the thesis or dissertation includes a larger quantity of information and discusses the subject in a different way than the published article. Since articles are often quite short, the thesis/dissertation may be the only place to include the specifics such as tables, figures, raw data, etc.
If the article has already been published, you have three options which should be discussed with your committee and possibly the publisher. First, you can cite the publication in your references. Second, it may be possible to link to an online publication (with the permission of the publisher). Or, the publisher can supply a signed release allowing you to include the publication in the thesis/dissertation. If the publisher restricts access to the release, you may need to develop two versions of your document—one with and one without the published article.
Faculty Training
Will thesis/dissertation committee chairs need specific ETD training?
Thesis/dissertation committee chairs will not need specific ETD training. The process of research, writing, and review remains virtually unchanged. It may, however, be helpful if faculty increase their familiarity with
alternative ways of expressing data (multi-media objects, etc.).
Questions & Resources
What other resources might be helpful?
A very useful, five-lesson ETD online tutorial is available from Adobe Acrobat:
www.adobe.com/education/higher_ed/main.html
In addition, The Graduate School offers a training session early each semester. Students registered for 699/799 or 801/802 will be notified via email.
Who can I contact for questions about using MS Word or pdf conversion?
Visit the Superlab in the Jackson Library or contact Student Computing at:
Email: 6-tech@uncg.edu
Telephone: 336-256-8324.
Who can I contact for questions about ETD format and submission?
For questions regarding ETD format and submission, contact The Graduate School Evaluator at mgearly@uncg.edu or 336-334-4886.