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FREQUENTLY ASKED QUESTIONS ABOUT ETD
UPLOAD QUESTIONS
1. How do I submit my thesis/dissertation to the Graduate School for a format
check? Do I need make an appointment?
Appointments are not necessary. Upload your pdf at the ProQuest submission
site: http://dissertations.umi.com/siu/
You will receive email back from the ETD Administrator with notations about
any necessary revisions.
2. How many times am I allowed to make revisions? Do I have to pay each
time?
You may upload your revised pdf as many times as needed prior to the deadline.
You will only pay during the initial upload process. You must pay during the first
submission process, but there are no additional charges to upload revisions.
3. Can I upload my thesis/dissertation prior to my oral defense?
You should probably wait until you have successfully defended your thesis.
However, if your oral defense is scheduled close to the deadline, then you may
submit prior to your defense if your department or advisor approves of this.
4. How long does it take to get formatting feedback?
Allow 1 to 3 days. During the peak time, you should allow more time. This is a
good reason to start early.
5. Can I submit my thesis prior to the deadline and make revisions after the
deadline?
No. All revisions are due prior to the deadline. If you submit revisions after the
ETD submission deadline, then your graduation will be considered for the next
semester.
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FORMAT QUESTIONS
6. How do I add a portrait page number to a landscape page in Microsoft
Word?
From Microsoft Word's Knowledge Base: If a page of your document is formatted
with landscape orientation, the header and footer of the page are also are
formatted with landscape orientation. This article describes how to use rotated
text in a text box or table to add a page number in portrait orientation to the
header or footer layer of a landscape-oriented page.
http://support.microsoft.com/?kbid=211930
7. How are the pages in the thesis/dissertation numbered?
Different sections of the thesis/dissertation have different requirements for the
numbering.
Pages with No Numbers - The Title page and the Thesis/Dissertation Approval
page do not have any page numbering. If you are copyrighting the
Thesis/Dissertation, the Copyright page is included after the Title page and does
not have a page number. Also, if you have one Appendix or more, you must
include an Appendices cover sheet before the first appendix, which also has no
page number, written or inferred. For instance, if the last page before the
Appendices cover sheet is page 100, then the page immediately following the
Appendices cover sheet is page 101. See the templates at
http://www.gradschool.siuc.edu/ETD_templates.htm for more details.
Pages with Lower Case Roman Numerals - The front matter (ie Abstract,
Dedication, Acknowledgements, Preface/Foreword, Table of Contents, List of
Tables, and List of Figures) contain lower case Roman numeral page numbering
centered on the bottom of the page.
Pages with Arabic Numerals - The body of the thesis/dissertation contains the
traditional Arabic numeral page numbering located either right-aligned on the top
of the page or centered on the bottom of the page. The body starts at the
beginning of Chapter 1 and continues to the Vita page. Caveat: if you have one
Appendix or more, you must include an Appendices cover sheet, which has no
page number, written or inferred.
8. How do I create a manuscript with the required page numbering?
This can be accomplished in both MS Word and Adobe Acrobat Professional
(cannot be accomplished in Acrobat Reader).
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In MS Word, you must use Section breaks between the different types of page
numbering. In MS Word 2003, please go to Help Microsoft Office Word Help
then type ‘Section Breaks’ in the ‘Search for:’ box and click the green arrow to
learn more about Section breaks. Remember, Section breaks should only be used
between each type of page numbering. To set the Section break, click Insert
Break… then under Section break types, click the type you need. For other
versions of MS Word, please locate Help on the menu bar and follow the same
instructions to learn more about Section breaks. The thesis/dissertation must then
be converted to .pdf.
In Adobe Acrobat Professional, you must create several files in your word
processor before creating a document in Adobe Acrobat Professional. The files
will be created based on the page numbering style. Please ensure that all page
numbering is correct and free from errors prior to converting document in Adobe
Acrobat Professional.
File 1: Contains only the front matter without any page numbering (Title page,
Copyright page (Optional if copyrighting is desired), and the Thesis/Dissertation
Approval page).
File 2: Contains the front matter with Roman numeral page numbering (Abstract,
Dedication, Acknowledgements, Preface/Foreword, Table of Contents, List of
Tables, and List of Figures).
File 3: Contains the body of the thesis/dissertation with Arabic numeral page
numbering. (Beginning of Chapter 1 to the Vita page)
File 4: Contains the Appendices cover sheet (Only needed for those
theses/dissertations with one or more Appendix).
In Adobe Acrobat 7.0 Professional, click on Create PDF From File… (ensure
that ‘All Files (*.*)’ is selected in the ‘Files of type:’ dropdown menu) and select
your File 1. Once this is done, you will need to add the rest of the files to create
your complete thesis/dissertation. To add the rest of the files, click on Document
Insert Pages… then follow the instructions and be careful to note where these
files are to be placed in the thesis/dissertation (choices will be First, Last, or
Before/After a certain page number).
For further assistance, please contact ETD Support at (618) 453-4514 or
9. Where are table and figure headers placed?
Table headers, containing the table number and title, are placed above the table.
Figure headers, containing the figure number and title, are placed below the
figure. For the actual formatting of your tables and figures, please consult your
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citation standard. Please note that the place of tables, figures, and their respective
headers must be standardized in the formatting throughout the thesis/dissertation.
10. What if I have a table or figure that is too wide for the portrait page layout
format?
You must change the page orientation for the table or figure that is too wide to
landscape page orientation. To change the page orientation from portrait to
landscape, you will need to use the Section break formatting. In MS Word 2003,
please go to Help Microsoft Office Word Help then type ‘Section Breaks’ in
the ‘Search for:’ box and click the green arrow to learn more about Section
breaks. You must create a Section break at the end of the page immediately before
the page(s) that require the landscape formatting and another Section break at the
end of the final landscaped page. To set the Section break, click Insert Break…
then under Section break types, click the type you need.
11. How do I insert landscaped pages in my thesis/dissertation?
To change the page orientation from portrait to landscape, you will need to use
the Section break formatting. In MS Word 2003, please go to Help Microsoft
Office Word Help then type ‘Section Breaks’ in the ‘Search for:’ box and click
the green arrow to learn more about Section breaks. You must create a Section
break at the end of the page immediately before the page(s) that require the
landscape formatting and another Section break at the end of the final landscaped
page. To set the Section break, click Insert Break… then under Section break
types, click the type you need.
12. What are the margin requirements for the thesis/dissertation?
The left margin is 1.5 inches and the other margins (top, right, and bottom) are 1
inch. There are no exceptions to the margin requirements!
13. Who can help me with the pdf conversion?
You may call the Morris Library at 618.453.3028
14. Is there are limitation on number of pages for thesis or dissertation?
No.
15. Is there a limit on the length of an abstract?
No.
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16. Is there a limitation on length of a title of thesis or dissertation?
A title must be less than 240 characters.
17. Are List of Tables and Figures optional?
Only if you do not have any tables or figures in the text.
18. Can the body of the table have smaller size font?
Yes. However, the headings should be of same size font as rest of the document.
FORMS AND PAPER WORK QUESTIONS
19. Do I need to submit a hard copy of my paper to the Graduate School?
No. Your department may want a hard copy, but the Graduate School only
requires the electronic submission.
20. What paper work do I need to submit to the Graduate School?
One original Approval form, one Oral Defense form, Human Subject Approval
form (if applicable), and a Survey of Earned Doctorates (for Doctoral students
only)
21. Where do I get these forms?
Check with your department; your advisor might already have created the
Approval and Oral Defense forms.
Human Subjects Approval forms were sent to you (if you used human subjects in
your study) when your research was approved. Contact the SIU Office of
Sponsored Projects Administration at [email protected] with questions.
Blank forms are available on the Graduate School website at
https://gradschool.siu.edu/about-us/forms.php .
For doctoral students, the Survey of Earned Doctorates is available online at
https://sed-ncses.org/login.aspx?redirect=true
PAYMENT QUESTIONS
22. How do I pay the ETD submission fee?
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For ETD, you will need to pay online with a credit card at the time of your first
submission for formatting check.
23. How much are the fees?
ETD submission using Traditional Publishing option = $25 + tax
Copyright Registration (optional) = $55
Open Access (optional) = $95 (Note: Open Access is free through OpenSIUC.)
DEADLINE QUESTIONS
24. Can I request for an extension of the deadline?
No. Our submission deadline is firm. No exceptions.
25. What happens if I do not make the deadline?
Your graduation application will be automatically moved to the following
semester. ALL REVISIONS ARE DUE BY THE DEADLINE DATE.
26. Do I have to meet the deadline if I am not attending the commencement
ceremony?
YES.
USE OF COPYRIGHTED MATERIALS AND PERMISSION QUESTIONS
27. What is copyright and copyright infringement?
Copyright law limits the use of certain material in your ETD to what is considered
“fair use.” Sometimes educational and research use is fair use, but not always,
especially when the new work will be published. If you include any copyrighted
material in your thesis or dissertation, you MUST obtain permission from the author
or publisher and include a copy of this permission letter or email in the Appendices
of your ETD.
Consult with your advisor, and for more information, visit:
http://www.umi.com/assets/downloads/products/UMI_CopyrightGuide.pdf
JOURNAL ARTICLE QUESTIONS
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28. Can I have published journal articles in my thesis/dissertation?
If you have published an article or articles during your academic career, and you
wish to include those articles in your thesis or dissertation, discuss with your
committee and your publisher. Consult the agreement you signed when you
submitted your work for publication. At that time, you may have assigned your
rights to the publisher and are no longer the copyright holder. If the publication
agreement does not clearly state that the work may be used in your ETD, you must
get permission from the publisher.
1) You can cite that publication in your references. 2) If the publisher has the
publication online, you can link or point to it (with permission of the publisher, who
usually has protection so that paying customers or subscribers are the only ones
allowed access). 3) If you retain copyright or if the publisher as the copyright holder
gives you a signed release, you can include the publication in your thesis or
dissertation as allowed in that release.
The Graduate Council is on record as saying a successful thesis or dissertation
usually represents the most extensive and intensive scholarly work the student has
performed to date. Completing the thesis or dissertation will lead the student up to
the cutting edge of research (however defined by the discipline) conducted at that
time in his or her field of research. A thesis or dissertation must address a
significant question and demonstrate that its author can interpret findings and
formulate conclusions that are the result of INDEPENDENT thinking and sustained
evaluation of source materials. These findings must be expressed in clear and
grammatical language that is well-organized into cogent and coherent argument. A
dissertation or thesis that contains the student's published or in press manuscripts, or
excerpts from these manuscripts, shall, in the preface, describe these materials and
their contribution to the dissertation. In the case of multi-authored manuscripts, the
student's contribution to each such manuscript must be clearly delineated in the
preface and attested in a separate statement by the chair of the dissertation
committee addressed to the Graduate School.
The thesis or dissertation is a final document and not a copy document for
submission to a journal.
Given that the Graduate School enforces general rules and departments may impose
more restrictive ones, the above language has clear, unequivocal implications:
1. Departments, not the Graduate School, shall decide whether or not students may
include their own previously published or in press or multi-authored materials
(e.g. journal articles or excerpts there from), and how many they may include, in
their dissertations. This is a matter of departmental discretion, decided in
accordance with each department's relevant procedures.
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2. Departments are not required to permit students to include their own previously
published materials in their dissertations.
3. A dissertation may not consist solely of previously published materials,
formatted as published. A dissertation does not consist solely of journal articles,
photocopied and stapled together. (See next point).
4. Whether they include students' previously published materials or not,
dissertations must meet the formatting requirements of the Graduate School's
"Guidelines for Preparation and Submission of Dissertations," they must be
prepared for electronic submission; and they must conform to their respective
departmental styles sheets
(Source: http://gradschool.siu.edu/thesis-dissertation-researchpaper/etd-
guidelines.html)
There should be only ONE comprehensive References at the end. Not at the end of
each chapter.
PUBLISHING QUESTIONS
29. What publishing decisions will I need to make for my ETD?
1. Availability – Do you want your ETD to be available without charge to
anyone who has access to the internet? (Open Access Publishing) Or, do you
want those who want to read your ETD to pay for this access? (Traditional
Publishing)
2. Timing – Do you want your ETD to be available right away, or do you want
to delay (“embargo”) the release of your ETD? This option is used, for
example, when there is a patent pending or the work has been submitted for
publication. It is possible to embargo for 6 months, 1 year, 2 years, or
indefinitely. To embargo indefinitely, choose 2 years and then write in the
“Note to administrator” box, “I want to embargo indefinitely.” It is also
possible to embargo for a certain period and then later arrange for that
embargo to be extended or removed.
3. Search Engines – Do you want major search engines to discover your ETD?
4. Copyright – As the author of the ETD, you retain the copyright of the work,
but ProQuest offers you the option (for a fee) to have them register your claim
to copyright with the U.S. Copyright Office. For more information, visit
https://media2.proquest.com/documents/copyright_dissthesis_ownership.pdf
5. Bound Copies - If you want a bound copy of your ETD, ProQuest offers this
service (for a fee) and promises to ship them to you in approximately 8-12
weeks after they receive your ETD. However, you may take your printed
paper to the SIU University Bookstore in the Student Center, and they will
arrange for professional binding to be completed within 4 weeks for only $30.
30. How can I restrict my ETD from being published if there is a patent
pending?
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You may request for restriction your thesis or dissertation during the upload
process. You can choose duration of the embargo: 6 months, 1 year, 2 years. If
there are extenuating circumstances, please notify [email protected] so that the
ETD can be held and not submitted to ProQuest.
31. What is Open Access Publishing?
The now-common usage of the term "open access" means freely available for
viewing or downloading by anyone with access to the internet. Sometimes a
distinction is made for "limited open access" meaning that material is available free
of charge to a limited group of authorized users. Our usage of "open access" means
the former; that is, dissertations and theses published for Open Access with
ProQuest/UMI and/or OpenSIUC will be available at no charge for viewing or
downloading by anyone with access to the internet, indefinitely.
(Source: http://www.etdadmin.com/UMI_PublishingOptionsGuide.pdf)
32. What is the charge for Open Access Publishing?
There is an extra $95 charge for Open Access Publishing through ProQuest;
however, Open Access through OpenSIUC is free.
33. What is OpenSIUC?
OpenSIUC is the institutional repository for Southern Illinois University
Carbondale. Through OpenSIUC, the university maintains an electronic copy of
every thesis and dissertation submitted to ProQuest/UMI as part of the degree-
granting process. The electronic copy is identical to the final, approved document
that students upload to ProQuest. After graduation, ETD’s are sent to OpenSIUC.
By default, access to ETD’s in OpenSIUC is restricted to on-campus users and to
those remote users who are current faculty, staff, or enrolled students. Any
embargos placed on theses and dissertations via the ProQuest/UMI ETD
Administrator are also placed on the theses and dissertations in OpenSIUC. There
is also a bound paper copy of the work placed on the shelves in the SIU Morris
Library.
Authors have the option to provide open access to their thesis or dissertation via
OpenSIUC. Selecting this option removes the restriction to on-campus and valid
remote users and allows access to anyone with internet access.
34. How do I arrange for Open Access through OpenSIUC?
To arrange for open access publishing through OpenSIUC, choose the
“Traditional Publishing” option when you submit your ETD in ProQuest. About
4-12 weeks after the graduation date, graduates will receive an email from
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OpenSIUC with instructions on how to accept open access through OpenSIUC. If
you have not received the email, you may contact OpenSIUC at
[email protected] for assistance. For more information, visit
https://opensiuc.lib.siu.edu/faq.html.
35. For more information about Traditional publishing and Open Access
publishing through ProQuest, visit
http://www.etdadmin.com/UMI_PublishingOptionsGuide.pdf
36. What if I need to make a change to my embargo after my ETD has already
been published?
To request embargo changes after your ETD has already been sent to ProQuest
and OpenSIUC, you must contact both organizations:
ProQuest Customer Service 800-521-0600
OpenSIUC [email protected]
July 19, 2018
