proquest dissertation submission

ETD Administrator- Electronic Submissions

• What is ETD Administrator?

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• Submission Process
• Unique Features

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The ProQuest ETD Administrator system is a web-based tool which helps in managing the electronic submission of dissertations and theses that any university plans to publish with ProQuest. It simplifies the dissertations & theses submission process for students and administrators by moving all steps through a systematic organized online process. Configurable to each institution’s workflow needs, it provides an online submission, review, and approval process for electronic theses and dissertations.

The ETD Administrator site allows authors of dissertations or theses to publish with ProQuest without the need to produce paper copies of their work. Authors can submit their manuscripts to the appropriate institutional staff for review, approval, and delivery to ProQuest in an efficient and cost-effective way.

This tool is freely available to any institution to use.  Request a local site setup by submitting a case to ETD Support .   To review the tool, access the Demo Site :

• ETD Support

For more information, navigate to the Submission Process and Unique Features pages.

This webinar will walk through the step-by-step process a student will go through as they submit their dissertation or thesis.  It will identify resources and guidelines, ordered steps for submission, publication and copyright options, payment, and completion of submission. Duration: 21 minutes

This session will review essential functions in the ProQuest ETD Administrator site for administrators, including management of site settings and users, the process for communicating for revisions, submission options for dissertations and theses, and running reports.  Duration: 19 minutes

This session will review essential functions of Committee Review functions in ProQuest ETD Administrator site.  

• ProQuest Electronic Thesis and Dissertation (ETD) Administrator Student Submission
• ProQuest Electronic Thesis and Dissertation (ETD) Administrator Administration
• ETD Committee Review
• ETD Administrator_Guide_2023
• ETD Administrator: Frequently asked questions
• ETD Administrator help: student table of contents
• ETD Administrator help: administrator table of contents
• Submit a Support Case for ETD Administrator

If you would like to inquire about the status of your submission after it has been approved and sent by the graduate school,  please submit a Dissertations & Theses support case .  You can also use the direct link https://support.proquest.com/s/submit-a-case?language=en_US to submit your case.  Please include your manuscript ID with your query; the ID will have been included in the confirmation email sent to you by the ETD Administrator.

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• Last Updated: Jul 1, 2024 4:14 PM
• URL: https://proquest.libguides.com/proquest_etd

University of South Florida

Office of Graduate Studies

Main navigation, etd process requirements, proquest thesis/dissertation submission.

ProQuest is the website USF uses to facilitate the Electronic Thesis and Dissertation (ETD) Review. It saves all versions of the ETD, and allows us to work with you on revising your document to meet the format requirements. 

To start, you'll need to create a new account and then upload your thesis or dissertation in PDF format for review. You will receive a confirmation email once you've submitted the ETD.

Initial review of the ETD generally takes 5-10 business days (and begins only once all submission requirements [ETD Registration, COA Packet, and ProQuest Submission] have been completed by the student). Note that ETDs submitted close to or on the deadline may require longer review times.  Keep an eye on your email inbox so you don't miss any updates to your submission. 

NOTE: Please double-check your inbox and spam folder for emails from ProQuest before reaching out to the ETD Administrators for an update on your submission.

Making Revisions & Submitting the Revised ETD

If the Office of Graduate Studies (OGS) requires modifications to the submitted ETD, the student will receive an email with instructions on how to view the requested revisions. In order to see the comments, download the PDF, containing the ETD Administrator's commentary, from ProQuest and then open it. 

NOTE: Make the needed revisions in the Word or LaTeX document you originally used. Do not try to make corrections to the ProQuest PDF or try to save the PDF as a Word document. Doing so messes with the formatting and makes it nearly impossible to make the corrections. We strongly suggest saving the revised word document as a new copy so that you have the original version. This protects your work if anything happens to the document as you revise it.

The student must make all corrections and resubmit the corrected ETD to ProQuest at least a few days before the OGS deadline. 

Be sure to click all "Submit Revision" confirmations within ProQuest – this lets us know you are ready for your revisions to be annotated!

The Office of Graduate Studies will then re-review the corrected ETD as described above. 

Reviews may require an additional 5-7 business days - depending on the current number of ETDs in review and the level of revision required.

Late ETD Submission

ETDs submitted after the respective deadline without an extension request form from the Dean of Graduate Studies may not be processed for that semester's graduation. You may have to register again in the following semester.

Publishing Options - Embargo

An Embargo allows students to withhold the release of their ETD for one year (1Y) . Reasons for an embargo include patentable rights; sensitive/classified information; interest of academic/commercial press in acquiring the rights to publish as a book; or content likely to be submitted to a peer-reviewed journal.

If you would like to embargo your ETD for one year, you must select the correct option in ProQuest.

ProQuest Asks: Delaying Release “Do you want your work to be available in ProQuest as soon as it is published?” Choose either:

○ Yes (Immediate Worldwide Access – No Embargo) ○ No (One-Year Embargo)

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• The thesis is in its final version. Once submitted, revisions cannot be made to your thesis unless you are instructed by Graduate Student Services and Progress (GSSP) to do so. More information on formatting requirements can be found below.
• The full text is in one file.
• The full text is in Adobe PDF format.
• The complete file size is no more than 1,000 MB
• A user account is created at ProQuest ETD Administrator (different than your UMN username and password).
• Once you have fulfilled the requirements, submit your thesis at ProQuest ETD Administrator . 
• In addition, fill out and submit the Thesis/Dissertation Approval and Deposit Agreement .

You must follow the University of Minnesota formatting and submission guidelines . The guidelines found in your department or in the University Library to format your thesis may not meet current formatting guidelines. The Graduate School website includes additional writing resources for graduate students that may support you while writing your dissertation or thesis. GSSP cannot provide technical support.

Formatting your thesis or dissertation

+ the full text of the thesis.

Requirements: The full text must be in Adobe PDF format and must be one file. "Full text" refers to all introductory pages, the body of the manuscript, bibliography, and appendices.

Requirements: Every page of the thesis, including all appendices, notes, and the bibliography, must have top, left, right, and bottom margins of 1 inch (2.6 cm).

Additional recommendations: If intending to print your manuscript, a left margin of 1.5 inches (3.9 cm) is recommended.

+ Pagination

Requirements: You are responsible for correctly numbering and organizing sections in your thesis. Page numbers cannot be placed on the left-hand side (portrait orientation) or the top margin (landscape orientation) of the thesis.

• The title and copyright page must not be numbered or counted. Page numbering for the rest of the introductory material is required and is expressed in lowercase Roman numerals, beginning with page “i”.
• The main text, illustrations, bibliography, and appendices are considered the body of the manuscript.
• Every page in the body of the text, through the bibliography and appendices, must be numbered in Arabic numerals starting with page 1.

+ Tables and figures

Requirements: Color may be used in tables, charts, or graphs. However, references to color may not be made, as reproductions may be in black and white. Identification of lines and figures on graphs and charts must be made clear by the use of line symbols rather than variation in color. Captions may be single-spaced.

Additional recommendations: A list of figures is recommended if you include figures, and a list of tables is recommended if tables are included in the dissertation. Students should follow the standard within their field of study. If included, each list must contain the page number of where each figure or table can be found in the thesis. The list of figures or list of tables must be represented in the table of contents if included in the thesis.

+ Bibliography

Requirements: The bibliography may be single-spaced and should appear either at the end of each chapter, or before the appendix . Students should follow the standard within their field of study. If a cumulative bibliography is used, the bibliography must be represented in the table of contents.

It is recommended that students include an abstract following the standard within their field of study. 

Requirements: If included, the abstract may appear as a comprehensive section in the introductory materials or as a section in each chapter.   

Request to delay the release of your thesis/dissertation

You may need to delay the release of a thesis or dissertation to the public. During this holding period, GSSP will not release the thesis/dissertation to the public. Any copies of the thesis/dissertation purchased through ProQuest will be fulfilled after the hold expires. ProQuest has assembled a  guide to help you decide if you need to hold your thesis/dissertation .

At one time, you may request a hold that is:

If needed, you may also submit an extension to your first hold request. You can hold your thesis/dissertation for up to 4 years total. This is in accordance with the University of Minnesota Board of Regents’ policy regarding the withholding of research results. You are responsible for extending the hold request before the expiration date if necessary.

When your hold or your extension expires, your thesis/dissertation will be released for circulation to ProQuest, University Libraries, and the University Digital Conservancy (part of University Libraries). We will not contact you when the hold or extension expires. We are unable to honor any hold requests that we receive after the thesis/dissertation has been released.

If you have questions or would like to release the hold on your thesis/dissertation before the expiration date, please  contact GSSP .

Submit a hold request

• Your major, degree, and graduation month and year
• The title of your thesis/dissertation
• The reason and a brief explanation of your hold request
• The length of time for the hold request
• Your advisor’s/co-advisor’s UMN email
• The form will be routed to your advisor(s) for approval.
• The hold period begins immediately after the official degree conferral date (last working day of graduation month).
• You’ll receive an email confirmation when the form is processed.
• Keep a record of the expiration date of your hold.

Submit an extension

• Your student ID number and UMN email
• Length of your previous hold request
• Length of time you wish to extend the hold (total hold cannot exceed 4 years)
• A brief explanation for the extension request
• Keep a record of the expiration date of your extension.
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Theses & Dissertations

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UWG Format Guidelines

Students should follow the guidelines in the  Thesis & Dissertation Formatting Guidelines Handbook (PDF, 525K) .  Each thesis/dissertation needs to be reviewed by the student and Thesis or Dissertation Chair for compliance. The student has full responsibility for ensuring that all copies of the thesis or dissertation are correct in content and form.

For convenience, the Graduate School created a word template with the formatting already styled.

Thesis & Dissertation Template (38.6K)

Proquest Submission  

Once the student has defended their dissertation/thesis, they are ready to begin the ProQuest Process. When the document is completed and all required formatting has been reviewed and approved by your faculty advisor/chair, submit the request to upload to ProQuest by clicking the button below.

The final format review occurs after submission to ProQuest. Prior to that, students must work with their Dissertation Chair to make sure their submission follows the UWG formatting guidelines and the appropriate style guide (APA, MLA, Chicago, etc.). The submission to ProQuest must be considered the student's final draft to minimize any needed changes. 

Any needed changes will be communicated via email from ProQuest. Students should list an email address they check daily when creating their account in ProQuest. Any requested revisions must be addressed and resubmitted promptly. 

ProQuest Submission Request and Format Approval Verification

After the advisor approves the format review, the student will receive instructions for uploading to ProQuest. If you have questions about the process, please email [email protected]

Proquest Deadlines

Submit the thesis or dissertation to ProQuest by the deadlines listed below. If the deadline falls on a weekend or holiday, then it is due on the following workday by 5:00 PM.

Electronic Theses and Dissertations Submission

Submit your final thesis or dissertation by the posted submission  deadline .

Submission to the Graduate School must include:

• Thesis or Dissertation PDF electronically uploaded in ProQuest.
• Use this form if you have one major professor:  Thesis & Dissertation Approval and Publishing Options Form – 1 Major Professor  (PDF)  
• Use this form if you have two co-major professors:  Thesis & Dissertation Approval and Publishing Options Form —Two Major Professors  (PDF) .
• Complete the online Survey of Earned Doctorates (PhD students only)

Steps to Publish Your ETD

The process of submitting a thesis or dissertation electronically includes the following:

• Follow Graduate School Formatting Requirements .
• Write and save your document (MS Word, LaTeX, Pages, etc)
• Embedding the fonts.
• Converting your document to PDF format. You may need assistance in preparing a PDF for submission. ProQuest has a very helpful Resources & Guidelines site .
• Uploading the document to ProQuest.
• Ordering personal hard copies (optional).
• Registering the copyright through ProQuest with the Library of Congress (optional).
• Submission.
• ProQuest automatically sends you an e-mail confirming that your submission is complete. Keep for your records. It is your proof that you submitted online and before the deadline expired.
• ProQuest will then notify the UWM Graduate School of your submission.
• The Graduate School will review your document to make sure the formatting adheres to the above-mentioned Thesis & Dissertation Formatting Guidelines. The Graduate School will request necessary changes on your original work if required, and you will re-upload the revised document to ProQuest.
• When approved by the Graduate School, after your degree is awarded, your document will be submitted to ProQuest, who will log, index and publish your thesis or dissertation.
• The UWM Libraries provide free, long-term, full-text access to UWM ETDs on and off campus through UWM Digital Commons . They also receive a copy of the PDF file for access and archiving once the thesis or dissertation is submitted and approved by the Graduate School.

Your Thesis in UWM Digital Commons

After your submission to ProQuest, the UWM theses and dissertations are automatically published in the UWM Libraries’ Digital Commons . Digital Commons is the digital extension of the physical library. Historically, theses and dissertations were made available on a physical library shelf and, since the conversion to digital, theses and dissertations are now made available electronically. Your thesis or dissertation will be searchable by Google and other third-party apps through Digital Commons.

Publishing Options

By default, theses and dissertations by UWM students are made openly available via UWM Libraries’ Digital Commons . This means that they are available to read both inside and outside of UWM. Sharing your thesis or dissertation is an important part of obtaining a degree at UWM.

There are two ways to publish through ProQuest—traditional or open access.

• Open Access means free access to scholarly research. Some open access publications are also licensed for reuse, often via a Creative Commons license.
• Theses and dissertations can be made openly available for anyone to read via ProQuest for $95.
• Your thesis or dissertation will still be free to read via the UWM Libraries’ Digital Commons, whether or not you choose this option in ProQuest.
• Traditional Publishing Traditional Publishing makes your work available for purchase by others and enables you to receive royalties based on those purchases. However, the need for others to purchase your document means that it will not receive the widest possible dissemination. Your document is, however, listed in an online database. Those who choose not to purchase it have access online only to an extract consisting of the title page and the first few content pages.

There are two possible publishing options. You are responsible for one of the following:

• Open Access through the UWM Library: Free. Traditional publishing through ProQuest: Free.
• Open Access through the UWM Library: Free. Open Access Publishing through ProQuest: $95—paid to ProQuest at time of submission.

Embargoes (Delaying Publication)

While most dissertations will be published immediately after submission, in rare cases a student will need to delay the publication of their thesis. Such circumstances may involve:

• Disclosure of intellectual property that preclude patents rights.
• Disclosure of sensitive data about persons, institutions, or technologies that violate professional ethics regarding protection of confidentiality,
• An academic or commercial press has expressed interest in acquiring the rights to publish the work as a book. The works in creative writing are qualified for an embargo.
• A part of the content has already been submitted to a peer-reviewed journal that may require an embargo. Many journals consider each submission on a case-by-case basis. To clarify the policy consult with the journal editor.

When an exception is necessary, an embargo provides a temporary, delayed public release of the work.

Embargo periods of six months, one year, or two years are available. If needed, select the embargo option on both the Approval and Publishing Options form, as well as in the publishing options section in ProQuest.

Copyright is automatically generated when an author publishes his or her work. For theses and dissertations, a student includes the copyright notice in the contents of their thesis or dissertation, and then has copyright on the work after its publication.You may wish to register your copyright with the U.S. Copyright Office in order to protect your rights in a dispute or to be compensated for damages caused by infringement. You can do this in one of two ways:

• You may register the copyright yourself by paying the registration fee ($35) and following the directions at: https://www.copyright.gov/registration/
• You may also designate ProQuest to act as your agent in registering the copyright by electing to do so during the submission process (the registration fee is $55).

For more information regarding copyright registration and the advantages, please visit the ProQuest site.

• Copyright and Your Dissertation or Thesis: Ownership, Fair Use, and Your Rights and Responsibilities (PDF)
• See also: The U.S. Copyright Office

Ordering Bound Copies

ProQuest can bind your document. Follow the directions at the ProQuest Website regarding their full range of binding options. You select the binding option you prefer at the “Order Copies” step of the submission process. Orders can be placed at the time of submission, or after publication.

ETD Submission PowerPoint

PhD and Master’s Dissertations and Theses Dissemination Agreement

License for inclusion of the work in the proquest program..