Good morning, everyone. My name is Mary Roach. I'm an executive associate dean in the libraries, and I've been working with others for a number of years now and working on training people to use the Etd submissions system to upload their thesis and
dissertation. So today I'm joined with several of my colleagues that also are going to participate in in this workshop here this morning, and we each have a part in this Michaela Russell will start off on talking a little bit about the
timelines, and that paperwork and things like that are necessary to fulfill the graduation requirements generally.
Departments, might have some other requirements. Marianne will talk about copyright and embargoes, and the general process of uploading thesis or dissertation.
Paul Thomas will talk about formatting documentation, setting things to Pdfs and he's our expert on Endnote and other kinds of things, so he'll cover that.
And then finally, I will actually work through a submission. So you can see how that works and anywhere along the line feel free to ask questions, put something in the chat.
If you'd like. We do believe that this will last.
They usually do around an hour and a half. We recognize that some of you have other obligations.
If you have to jump off at any point, we understand that, and we hope that you'll come back and look at the recording.
So with that I think I'll turn it over and let's as we go through each section.
I'll let everyone do their own introduction. So, Michaela, turn it over to you.
Wonderful. Thank you, Mary.
Sorry, Marianne, you're on mute.
Would you like me to show the slides now?
Yeah, that would be great. Thank you.
All right. So I'm gonna start off by just giving a general overview of the path to degree completion for students and and kind of these steps that take them to submitting their thesis and or dissertation.
So at the start, one of the our first step is for students is to apply for graduation.
This can happen through enrollment pay, and you'll click into graduation.
K, you apply to graduation. K, you apply to graduate and then follow the steps from there.
I think, an important note about applying to graduate and enrollment pay, or just in general, is that this step can be done at any point.
In the term. If you're trying to meet the final deadline.
But deadlines may apply if a student is aiming to meet the early deadline or they, if they're trying to have their name included.
For example, in the commencement program. And so that deadline is is march first, then student is going to work on planning their defense so they'll work with their department to finalize that defense State in their committee composition and then work with their
department on scheduling that a note here is that oral exams the final defense can be conducted remotely through video conferencing.
But if a student does prefer that departments will do their best to honor that preference, then the department will be announcing that dissertation, defense, and at this point a student will want to create their title and acceptance page to be able to bring that to their defense
for their committee members to sign after. Then then, of course, the defense happens.
You'll successfully defend, and then get those signed title and acceptance pages and then, as part of that, you'll be working to complete some of that required documentation for your school to turn into the school or college, and so most schools, or the college require at
least the school or college require at least the signs, title, and acceptance pages, a signed title and acceptance pages, a signed Etd.
Release form at least the signed title and acceptance pages a signed Etd release form, which is essentially has some copyright information, and doctoral students will also be submitting proof of their proof that they've completed the doctoral survey and so you'll submit
that, with your with the school or college, and then you'll also want to be a student will be then submitting their electronic submission of their thesis or dissertation.
And this will be directly to proquest through the et administrator system.
Okay, then works to publish your work also in case scholar works using that process that will be reviewing more in-depth today.
And then, of course, celebrating with friends and family and checking online regularly for information updates regarding different schoolwide celebrations or the University wide celebration commencement as well.
So kind of behind the scenes. The administrative timeline of that a student will submit.
Of course, their thesis or dissertation a proquest, as I mentioned, and then graduate, the office of graduate studies will assign.
That submission to the appropriate school or college that the student is in.
Then the next step is that school administrator reviews the final version for any formatting revisions that need to take place, and if that is the case, they'll have some communication back and forth with the students.
That includes also a link for the students to complete those revisions and upload a new copy to proquest, and then, finally, of course, that school administrator will be putting on the stamp of approval and letting the student know that the dissertation.
Or thesis is accepted in pro quest. The final step of that is, after conferral of the degree, and the school administrator will then deliver that file to proquest, and the student will receive an email confirmation, saying, it has been delivered your work is is
on its way to being published. And that's that point. That's when, then, the work is also passed along to our team at Ku, to be published in Ku Scholar.
So just a quick review again of some of the required documents that students will be required to deliver to their school or the college.
The first is the title page, and this is a page that is signed by all the committee members.
And just stating that the thesis or dissertation was successfully defended.
The acceptance page is the second page, and this is signed only by the committee chair, and saying that the work is ready to go.
Revisions are all made. Sometimes the committee, after the defense, will request further revisions before the work can be submitted to request for publishing, and so that signature from the committee chair is just saying that the students work is ready to go.
We've included a couple links here, some resources for templates for both of these pages as there's kind of a specific template that we follow, and want to make sure there are things included like the date defended and the date.
That the work was accepted as well. Another requirement is that electronic thesis or dissertation release form.
And as I mentioned this Etd release form has some important copyright information, the student is confirming their title of the work, and also will.
The student will note if they would like to request an embargo on this form.
So very important. Both pages of this document are completed, and then finally, for doctoral students only, there is a certificate of completion that is often submitted to the schooler college that just notes that the student has completed that final doctoral completion survey a couple
of things real, quick. And all the deadlines to submit.
These materials can be found on the graduate calendar, on the on graduate studies website.
Also many schools. I know the college we have and this all this information on our website as well.
So you can find all those dates and final graduation deadline.
Or if you're trying to meet in the University's early graduation deadline that will be noted on this calendar. And I just wanted to make sure to note that electronic signatures on the title acceptance page in etd release form are valid.
So finally, as I mentioned on the graduate studies website, you can find all this information and more underneath the student graduation hub.
Then you'll route to thesis and dissertations, and then there's a ton of information regarding formatting and embargoes which I briefly mentioned, binding instructions.
And there's also the graduation calendars on there.
So would highly recommend checking this page out or these pages, I guess, because there's some really great information and resources there.
Alright. Maybe we'll just take a minute to pause here.
Thank you, Michaela, for all of that very useful information. Take a minute to see if there's any questions.
If anybody in the Zoom audience has a question and feels comfortable, unmuting, feel free to do so, or send your questions through the chat.
Been getting a number of those, so you can put it there, or wait until the very end.
Also cause, because your question may be answered as we move along alright.
Thank you. Right. Yes, go for it.
I have a question. I am from. I'm from KU Med, and that what she just showed about all the graduation and stuff is that on Ku's website, or like, is there an option for KU
Med, that has all of that info about binding and stuff because we haven't. I haven't seen that.
That is a great question. Mary, are you able to speak to that?
I am not aware of what specific information is on pages on the Med Center pages, but they do follow the same process and submit through the portal and fill out the Etd.
Release forms. I don't know what if they have different deadlines, it would be best to contact someone over there for that information, but certainly they use the guidelines and refer people to the web pages here on the main campus in terms of formatting
and filling out the appropriate forms, the signatures being on the title page and acceptance page.
I am on the site right now, and it's it.
It's very similar, and it has everything that it needs between like the dissertation template and the the recording of this stuff.
From last year, and the Edt paperwork and formatting stuff and copyright, and everything.
Okay.
So I think, Brney, if you just type in in Google, Ku and C office of graduate studies, and then you can navigate into a look electronic thesis and dissertation, it's under the 4 students section.
Okay, yeah. I saw that. I just didn't see anything for us about binding.
And all of those things that's what I was more talking about.
Oh, okay.
But I will. I'll talk to. I'll talk to someone here if I have questions about it.
Yeah.
Okay, thank you for sharing that information.
Thank you.
Alright, Marianne, do you? Is there somebody else that wants to ask a question here?
There was a question in the chat about if somebody needs to be here for a bachelor's social worker, and I think the answer is no, because it's a different process.
Oh yes!
If they, if this is something they would use, and the bachelors don't go through purpose.
So we appreciate your attendance. Thanks.
And some degrees may require projects of some sort. Publication of a project, Summary.
Those don't go through pro quest at this point.
So you can follow whatever your unit's guidelines are for those projects, requirements.
But.
So you might want to stay around for the next slide or 2, because we're talking about copyright stuff that's gonna follow everybody.
So that's that's not gonna be harmful to you, because there's lots of things that people need to know about copyright.
And so I'm Mary Ann Reid and I work in the libraries, and one of the things that we want people to understand is that they really need to think about copyright issues.
Yeah. As soon as possible. You are they able to use the materials that they're using in their thesis or dissertation?
Do they have to have permission to do that? How did they cycle things like that?
And so we just wanna make sure that people know that they need to pay attention to this.
And you know most by the time that you get to the stage most people are already doing that and doing better.
But it's just a good reminder if you're using stuff, if you're using graphs, portions of text images, etc.
Just make sure that you've done either a fair use, analysis, or you have permission, and that's a great way to to make sure from the Etd release form.
There is a statement, and this is why this is important, because you are actually signing something that says you've taken a pair of your platforms.
So that if you look, there's 3 choices here.
The first choice generally is for people like creative writers who are not including a lot of other content from other places and other people.
The other 2 are just depending on whether you had to get permission or not.
So almost everybody would would choose that second option that material usage falls under fear use, and we can help you with figuring out whether it does fall under fair use.
We can get you some tools, that you can use to determine that, and also the third one is, if you've had to get permission, then that you would click that too.
So usually, it's the the middle one, and then sometimes the middle one, and the third one.
So just to kinda let you know whether that's what you would normally be doing.
Let's go on to the next page. If you need some home, we have some. A copyright at K.
Dot account, which will have a buff of people, including Paul and myself too.
Who can help answer some of these questions for you? We are.
We can't answer it like lawyers would answer it because we're not lawyers, but we could certainly get you connected to tools and things so that you can make these determinations for so.
Alright, so the thing about copyright is, you have 2 roles in it.
You have copyright in the things that you produce until you transfer them to the publisher, and so usually the publishers hold copyright for published things, and then you have a copyright for the things.
Well, except you're the user of copyrighted materials, and your producer of copyright materials.
Let me just state it that way. And so the things that you have published articles that you published are transferred to the publisher almost always.
Not totally, but almost always so. One of the things to be aware of.
If you are in one of those disciplines that uses previously published articles as chapters, is that you have the permission to use that in your thesis or dissertation.
Yes, it's your work. But the copyrights have been signed over to the publisher, so in most simple senses it's really the publishers, right to say whether or not so what you do is you can check to see if there are policies.
If you've signed a copyright agreement, as you publish the article, it should say that you can check with your publisher after the fact.
There is a really great resource that says about using previously published materials this chapters, these slides are going to be uploaded to can you spell it works so you will be able to get all of the links and things you don't have to take notes but this
is inside the the guide, stop! Live that! Can you get me?
You slash copyright guide. And again, you'll have the rights. So that's a really good resource for figuring out whether this is something that is okay or not.
Here's some resources. This is that copyright live guide, especially the part of thesis and dissertations I strongly suggest.
You look at that, because, frankly, it's darn helpful when you're trying to figure out these things.
We have a copyright resources guide that includes information generally for copyright use, including for teaching, because I know many of you are teachers, and there's pay us center resources.
And this lovely article by Kenny Bruce Kenneth Chris, who was a lawyer, and he talks about copyright law and graduate research.
It's kind of eye opening, because if you've been told that it's educational.
So it's okay. The answer is not. It's really not.
It might be, but it may not be too so it's always a good idea to go through the motions to find out.
Alright, so your other role in copyright as well as the using of copyright copyright.
It works, use protecting your own work and your own. You are a holder of Portuguese, and so when you're ready, your thesis or dissertation, you own the copyright to it, you don't have to put a symbol, on it, you don't have to register it with you know as copyright office et
cetera, nothing. It's not that is not really.
But if you register your word, it lets you seek stat statutory damages from anybody that uses your work without permission.
There's 2 ways to register your work. It's there's a very kind of complicated thing to go to directly to the copyright office, and you absolutely can do that.
But frankly, I would suggest that if you let, if you pay $75 if you got the month, let request do it for you, so that you don't have one less thing to worry about, as you're getting ready to graduate, you don't have to do this, but
it does. You already have copywriting your work, but it's it's an additional thing to do that would help protect your work a little bit more.
So how do you get this into our system? And how do?
How does it end up in spell? It works well, it ends up in spell.
It works because it's submitted electronically. And these electronic submissions and ways to disseminate your research are really great because they improve the visibility and accessibility the work they make things more visible to the world at large, which is great because one of the things as as new
scholars. One of the challenges is power, become more visible, as in my scholarship, and then there's the other side of it.
What do I need to protect in my own scholarship with?
So we'll talk about Embargo's, which is the protective factor in just a minute.
Here. So Bcs and dissertations, Etv's electronic thesis and dissertations are made available in both places.
Pro quilest dissertations, and theses is a subscription database.
Now many libraries subscribe to a special university libraries, not all public libraries do so.
You may or may not be able to access things. Your own pieces or dissertation in the process.
Software after you graduate, because you, you will lose that access.
So you can find things from the paying the Lawrence campus. And for the so it's really awesome.
There's you can find those things. We all have subscriptions.
Hey? You mad! And Ku live, Lawrence, have subscriptions so you should be able to get to the progress copy of your work.
There's a second copy of your work that's identical.
It's it's going to be stored in pain. Stellar works.
If Ku Stellar works is the institutional repository of the University of Kansas, it's K.
Use, public open, digital, archive, and we will make sure your dissertation or thesis is protected and is available for the world to see.
But we'll make sure it's in good shape, and it will be preserved so that's always a nice thing to know that your thing will be around for us or at least as far as forever actually works for anybody or anything.
One of the nice things about these submissions is that you can add supplemental data and media, and many people do not.
All it's not a requirement. But many people want to add data, or, you know, auto video things like that.
I see shapefiles, I see spreadsheets, etc.
Etc. All those can be included in your submission, and Mary will show you how that works when she actually gets the point of doing submission.
And so I get on. The lot like, well do I have to submit to request and to scholar works.
And the answer is, no. We try to make this as easy as possible for you, because we realize that at the end, you know your brains are kind of fried.
It's you're becoming zombies at the end, because you've worked so hard and you're so tired, and you've got so much on your plate that we've made this as simple as possible.
You submit it. Once using that submission tool, it's looked at.
And, as Michaela told you, you, it's looked at by your calendar school and approved you.
Graduate. And yet the point of grudging your thesis or dissertation is sent to 2 places.
It's sent to the University of Pennsylvania, which is going to be end up in spellwork, and it's sent to.
So 2, both places. One thing to realize is that there's processing time on both ends for both copies, and so it can take up to 12 weeks before the Ku.
And purpose copies are available. If it's been longer than 12 weeks and still not available, feel free to contact me at pain spell it works at pay.
You that we do, and we'd be happy to look and see what's up, because sometimes there's paperwork that we need, or something.
Maybe there's a little bit of a update that you need to do to the pieces of dissertation that hadn't been done.
Anyway, we could figure it out if you contact us.
So there's 2 copies, as we saw in the previous slide.
Hey, use, copy is open access is made available through speller works.
It doesn't cost you anything to make that available.
And that makes your research incredibly visible because institutional repositories tend to end up on the first page of Google.
Search results. It's required for graduation, and it provides public access to work.
The pro cost copy is a subscription. It's a subscription today. Database.
So a library has to have subscription in order for you to be able.
It costs to provide open access, that's what this open access fee is, and we say that you should not do that.
Don't pay that 95 bucks because you don't need to.
It's going to be made openly available in scholar works.
So save your money if you're gonna spend money on anything, spend it on maybe getting it bound.
If you want to, or paying that copyright registration fee, don't spend money on making it open because you're gonna have that happen, no matter what.
So when you're in the process, and you'll see this when Mary goes through the process of actually showing you what the step by step, looks like, there's a point where you're gonna say traditional publishing versus open access publishing always choose traditional publishing because open access publishing has that
cost. You don't wanna have to pay, and you don't need to pay.
Now, sometimes you need to protect your from being distributed for a while, and there's all sorts of reasons for this.
Sometimes there's a pattern, sometimes there's sensitive data, sometimes you're waiting for publication, and sometimes the the research infrastructure that doesn't happen too much with occasionally.
And there's 3 options you can check 6 months, one year, or 2 years, and you can renew those infinitely awesome.
So you don't have to have it. Just be stuck with 2 years.
If you need it for longer, you can absolutely renew that the thing that's interesting, though, is that these are in 2 different places.
You have to request those embargo. So. And I'm gonna show you how to do that.
So and I see there's some questions. Let me get through this, and then I can answer questions.
At the end of my presentation. I'd be happy to help.
So, requesting an embargo on the Speller works copy so as you're going through all the paperwork, remember Mikaela said, that one in place that you have to turn in is the Etd release form. That's the thing.
That also has those 3 copyright statements on it that I was talking about earlier.
What you do is on that form. You can request the embargo.
And again, there's 3 options, 6 months, one year, 2.
Request it before you graduate. Please try to not do it afterwards, because it's already out there in the wild, and sometimes it's really difficult to.
The renewal is amazing. They do a great job in graduate studies to have this very simple embargo renewal.
And so you follow that link and get there. It's also on the graduates.
Hub, if you need to just go through the menus in order to have an embargo on your work, you have to have the approval and the signature of the director of graduate studies in your department.
That's just part of the policy. This is a universities, not a library policy.
And so there's information on that embargo policy.
If you are interested, you could follow that, and you could get all the leakletes about how this all works, and and what's up, allowed them.
What's not allowed?
So that was the stellar works copy. So that's the Etv release form.
Now for the pro quest copy while you're submitting, you're going to see an option that says I want my work to be available as soon as it's published.
Well, most people choose that if you need to delay access, then you would choose no.
And then another part of the screen kind of opens up if you say no, and that's when you choose your embargo, you choose the 6 months, one year or 2 years, and it embargoes the purpose.
The 2 have to be the same, at least to start with.
So when you're doing your submission, and you've chosen on the Etp release form.
You've chosen a 2 year embargo.
You need to choose a 2 year embargo. Your school administrators will be looking to make sure that you've chosen the same amount of embargo on both places for both places.
And now I'm gonna turn. Whoa!
Before I turn things over to Paul. Let's answer some questions.
Would you like to talk, or do you want me to read that from the chat?
What would be the helpful thing?
Sure!
I just haven't a straight up quick question. I literally need to send my dissertation to my committee.
Come like April eleventh. So this is like a very timely talk right now.
But I was wondering I'm submitting 2 of my papers for, like going through the review process like today or tomorrow, and how you cite them and getting copyright from them when they're still kind of under review like, how does that work and this might be something that I can just email you
individually on to hmm.
Well, I'll just give you a brief answer. Until you've signed things over to the publisher.
Okay.
You still on copyright in it, although there are sometimes we requirements about. You're not.
You're not using this anywhere else, so you might want to just be upfront with your publisher and say, you know, I'm gonna use these.
They might pieces or dissertation, and see what happens.
But or read their policy. You know the publications agreements are often out on the websites, and you can figure out what their policies are.
Oh, okay.
But just as far as copyright goes, until you have signed over those copyrights to the publishers, it's it's just that there may be rules and regs about your when you submitted it.
That may apply it, but it won't be popularizing.
The context.
Yeah. Well, I mean, it will be submitted before I default.
And I so I'm planning to submit these articles and then go through that review process and then, like embargo my station until everything's published.
Sure. That's pretty typical.
Okay, okay, I just wanted to make sure. I was on the right track.
And then site it correctly, or like submitted to, and those types of things in the formatting which is a call question. So.
Yeah. Paul could probably answer that better than I know.
There's ways to ways to say. Something is in press for if you know what the finals are going to be, you can sign it as the final.
But that's all would be a good question, a good answer for that one.
Anyone else. Oh, you're welcome, happy to home!
Hi! Yes, I have a question so I put it in the chat.
But said, We're, I guess, submitting our dissertation to through one portal.
Do we pay the proquest copyright fee through that same portal, or we're pro quest.
Send us an email. How does that work?
It's in the same portal proquest realizes that your time and your attention are often needed elsewhere.
Yeah.
And so it's. It's all in one place, because if it wasn't I think that people would just.
It would be hard.
Okay. Awesome. Thank you.
Yeah. And Mary will show you as we go into the process. She'll show you where that is.
I will show that. But there is also the option of going directly to the office of copyright, and they charge slightly less, but it is perhaps more inconvenient to actually have to do that as a separate step.
So it's it may be worth your while just to pay a slightly more and have it go through pro quest to have it all taken care of at one time.
Sounds good.
Yeah, it's very smooth. It's proclaimed for you.
And and you know, I know there's people who wanna wanna do their own, and they can surely.
But man, it's so much easier. It's one less thing to have to worry about when you have something to do, something for you.
If you have the money. Are there other questions I haven't.
If I open the chat, it kind of puts it on top of the shared screen that I'm doing here. So I I can unshare temporarily and look at the chat.
I haven't.
Okay, let me check any other questions. So it's not open access through pro quest and open access to seller works. That is correct.
That is correct purpose meeting.
I have a question kind of following up on the one that was asked earlier about.
We, you know, publishing after? Are there any restrictions?
Or you know, if you know that your stuff is in embargo while you're waiting to publish it.
But it will eventually be published, as is. You need to make that also known to the publishers when you're submitting those things.
But eventually this will be on embargo.
You know, it just sort of depends and if your discipline does this as a matter of course, like, there's a lot of people, or most people in your discipline do this.
The published probably have policies already in place that allow this.
It's just one of those things to be. Be careful of stuff that you've sign, or that you're going to sign, so that you're not saying, you know, through the contract of the publisher that I'm not going to ever make this available anywhere else, and then whoops there it is it's in
Yeah.
your dissertation. So it's just one of those things to be aware of, like I said, though most disciplines that have this kind of arrangement where they put articles in the Cs.
And dissertations the publishers, for the most part, make arrangements for that.
They understand that. And usually it's allowed without any problem.
Awesome. Thank you. Ours is like, I mean, we've always been publishing. Permit.
But it's newly trying to put the papers exactly as they will go to press in the dissertation. So we're all kind of learning what's that means.
Well, and it could be kind of touchy in terms of timing, you know.
Is it already published? Is it about to be published?
Who owns, it at the point that you're gonna make an available.
There's just a lot of considerations, and we can work through some of those considerations with you. If you'd like.
But that's there's just a lot of things to think about.
But again, the you own the copyright until the point at which you, signing over the publisher.
But there may be contractual things that you've signed on submittal.
That. Say, oh, you can't do this, or sure you can do this.
So just be aware and read your. It's my favorite thing to say.
Thank you.
Read your contracts, and if you need some help figuring out what the heck that says again, we're not lawyers, but we we know the language, and we can kind of help you figure out what it's saying.
Anyone else? Are there more questions?
I think we've seen all the questions I will go ahead and share again, and also talk to us about formatting.
Alright!
Just a second.
Alright, thank you. See the formatting.
Yup looks good.
Okay. You let me know when you need me to change things here.
Alright. Perfect! Well, good morning, everyone. My name is Paul.
Oh, Marianne, it's my face now. Oh, there we go!
My name is Paul Paul, Thomas. I work for the Watson Library, and I am the formatting contact for the thesis and dissertation.
Submission process. When real quick. I want to make clear that when we talk about formatting, we're not talking about things like, is your apa right?
Did you do your Ml headings properly? What we're talking about is the I often call them the boring technical details of the document.
These are things like page numbers and margins, the graduate studies and request itself has pretty strict requirements about certain things that need to be done kind of by the books, and those are the things that we focus on.
So first things first, all of the formatting requirements for the thesis and dissertation process, submission process can be found on graduate studies, webgraduate studies website.
But I also will drop in the chat here a live guide that we've created, that basically synthesizes everything in those formatting requirement documentuments and sort of breaks them down into more manageable sections, their step-by-step instructions on how to do specific
things like. If you need to know how to adjust page numbers or you're curious about embedding fonts for instance, that that guide is going to walk you through all of those steps there are also some templates there that I would highly.
Recommend. You use these can effectively be downloaded, and then you can just paste your content into the templates and as long as you're you know the formatting doesn't go too off the rails, most of the trickier things like page numbers, and margins are already taken care
of for you with those templates so those are gonna be a time saver.
Some things to note about the formatting process that people often stumble with is that mainly I have to do with page numbers and margins.
First thing. First margins, you need to have a one inch margin on all sides.
They can be slightly bigger, but it can't be smaller, and you can't have anything in those margins except for page numbers.
So if you're an Apa user, for instance, and you want to have like a running header while that might be acceptable for, like a paper submitted in class or a paper submitted for publication, a journal or whatnot for this process, you don't want to do that you just want page numbers
also you can't have anything bleed into the margins.
So if you have figures or tables, you need to make sure that they are within those one inch margins that trips up to a lot of students, they'll submit a table, and it'll be kind of going off the page.
And that can get it kicked back, and you'll get asked for to make some revisions to that also, all pages need to be going portrait.
They can't be landscape, and if you do, oftentimes people want to put landscape pages in there to fit like a figure or a table into the document.
If you do that, there's several options. But to work with that.
But basically at when you go to submit it, you need to make sure that all of the pages have been rotated back to portrait mode.
And if you do like, insert a section breaking word and have a page rotated or whatnot, be mindful of where your page number is located, because if you put the page number at the bottom of of document throughout the entire thing, and you rotate a page it's gonna put it what would effectively, become the side
of the document, and that's gonna you know. Get caught.
So you'll need to need to be careful with that.
Another thing to be aware of is, you don't want to have any blank pages a lot of times people want to put in blank pages before Chters or like after references, or something like that for aesthetic purposes, but that is not allowed you need to make sure
that every page has substantive content on it. So just be aware of that.
Finally, page numbers are also coming a headache, because the opening pages of the document, the preliminary pages, like title acceptance page, abstract table of contents, then any list of tables or list of figures, and it.
You know that that kind of stuff those are going to be the page numbers for those are going to be lowercase Roman Numeral.
The title page is going to be implied to be lowercase, Roman numeral, one.
But it's not actually shown on the page itself. The numbering starts on the second page, which is the acceptance page with lowercase, Roman numeral, 2.
And then once you get to the body text of your document, the introduction or the chapter one, or what have you, then the numbering restarts, it switches from lowercase from a numerals to Arabic, and then you go from there, and that can be quite a pain to set up and again the templates
that we have created have that already taken care of for you, so you don't have to worry too much about making sure that that's properly situated.
That, said the live guide, that I dropped in the chat also goes through step by step, includes, step by step, instructions as to how you can form, map, page numbers for yourself in case you know in the future you you need to work with page numbers for different projects it.
Can be a very good skill to learn again I want to emphasize the title page.
The number isn't implied to be one, but is not actually shown, and then the final thing to mention with this slide is that you need to embed your fonts again.
The link that I dropped into the chat is going to include a tab that goes through how to embed fonts that basically that just ensures that if you're using a font package that is not common systems font if it's not something like times, in Roman arerial helvetica that sort of
thing, that other people can read it, because if you have, you know, a very specific fe that you're using and someone hasn't downloaded it.
If you haven't embedded your fonts in your file, then they won't be able to actually see the figures and the characters so embedding fonts is very important.
All right, Maryianne, if you want to jump to the next.
Another thing, a little trick that I like to let people know about is that you can use.
You can use word style tools to very quickly set up table of clients.
Of course you can, you know, create a section by hand and write. You know, chapter one dot dot dot dot dot page one, chapter 2 dot dot dot dot you can do that, but it's very tedious, and if you adjust things move stuff.
Add, content, remove, content the page table of continents very quickly can become kind of outdated.
So what you can do in word is you can use styles, so you'll see that I have a little snapshot of a Microsoft word here the styles panel is located in the home tab to the right of the text formatting tools.
Things like you know, the font color, and whether or not you can center it, and that sort of thing, and there are going to be certain styles that are called like heading one heading 2, heading, 3, heading, 4.
If you hire your own chapter, titles or subsection titles, or what have you?
If you highlight those, and then click on a corresponding heading, you can actually update formatting to the text in the document.
And this will basically allow word to keep track of it.
The default word heading styles are kind of strange.
They're like, 16 Cambria blue, or something like that.
So if you wanna adjust how they look the instructions on the screen here kind of explained that you can write, you can format the text the way you want it to appear in the document.
So, for instance, in this example, chapter one introduction is bold, left a aligned time in Roman.
Then I could highlight that, and you could go to the appropriate heading, and in this case chapter level heading is going to be heading one.
If you right, click on the specific heading style, you can click, update our update heading one to match selection, and that'll take that like Timing's dream and bold formatting and apply it to the heading style itself and then you can go through the rest of the document and
apply that style to the specific levels. And what we'll do is it'll know where exactly you've applied that formatting, and it will keep track of it for you, Marion, if you could jump to the next page so now what you can do is you can go to the section in your
document, where a table of contents is supposed to go, and the instructions on the the screen here kind of are basically all there is to it.
You will go to the references Tab, and then from that on the left hand side of the screen there is a table of contents, and when you click on that you can choose to insert a specific table of contents style and word will scan through the document it'll locate all of those heading
levels, that you've set up, and then it'll spit out a table of contents audatically with the section named the Little Dots, and then the page number on which the section appears, and then, if you ever change the section, if you add something new you delete something you completely you know expand or
shrink, a chapter. You can simply right click, on the table that has been generated in the table of Contents section and choose Update.
And it will refresh the entire table. It'll scan through the document, and it'll look for any changes that you've made again this automatic table of content system has been set up in those templates that we offer.
If there's templates for Apa, Mla and Chicago, so if you download those already, all you have to do is paste in your content and then highlight your chapter titles or your subsection titles, or what have you and apply the appropriate style to the
subsections, and then you can update your table of contents.
So you don't necessarily have to adjust all of that stuff.
You again if you're wanting kind of more in-depth sort of a play by play of how to do this, that guide that I linked in a chat is going to include a step-by-step instructions on how exactly you go in to word where exactly you go what exactly you click
and that alright. So if we could jump to the next slide, perfect!
Okay. So if you are the last thing to be aware of is embedding fonts this is what this is, an older view of word, but it's effectively the same for the for the newest iterations on a PC to embed your fonts.
You will go to the file option in the upper left hand corner, and at the bottom of the little window window that opens up there's an oions Link if you click on that, it'll take you to the word options window, which is what you'll see on the right hand side of the screen here
and you'll notice that there's kind of like a table of contents of where to jump to and the word options table, and one of them is called save if you click on save the bottom of the page.
You'll have a preserve fidelity when sharing this document, and you can choose to embed fonts in the file, and you can uncheck.
Do not embed common systems, fonts, and that will ensure the font that you used as package into the Pdf.
Itself. If you are a Mac user, the steps are slightly different.
Instead of going to file, you'll go to the upper left hand corner and click on word, and one of the options should say preferences, and if you click on preferences you'll get a pop-up box.
It doesn't look exactly like the PC version, but there is going to be an option that says Save, and when you click on the save option, there is also going to be a section that asks if you want to embed the fonts near the bottom of the of the little window so a similar process
just with slightly different, aesthetic. I guess you could say alright.
We can jump to the next one, and then, before you submit, make sure that your document has these sections. In this order.
You want the title page with the typed names of your committee members listed, but no signatures.
You don't want to actually upload to pro quest a Pdf copy with signatures on it.
The signature copy. If you get one signed physically or digitally, will be are sent to your department.
And this is just for privacy reasons. The acceptance page is gonna come next.
And it's gonna have the type name of your committee chair or co-chairs again.
No signature, will be uploaded to proquest.
Following the acceptance pages the abstracts, pages the abstract, where you summarize what your thesis or dissertation is about, then acknowledgements, which is optional.
But lots of people include them, followed by a table of costs as well as any list of people, including them, followed by a table of contents as well as any list of figures or list of tables, and after that, the main section of your document, starts this is where the page numbering is going to restart into
arabic, numerals. And you're gonna have, you know. Ch.
Chapter 2. What have you for most people at the very end of the document?
You're gonna have your references. If you are in a field that has references at the end of each chapter.
That's fine, too. It's very common in the sciences.
Just make sure that you format your references consistently throughout.
So that it all matches consistency is going to be key here, especially if you've published with different journals, for instance, make sure that those references are consistent because we don't want you to just literally copy and paste a Pdf, that uses submitted to another journal and you'll need to kind
of adjust it so that everything is sort of in line with one another.
And then at the very, very end, after references, if you need to or you have any, you can list out any dependencies.
Some people just have one appendix. Some people have multiple appendices.
Again, it sort of depends on the project and the requirements for whatever it is your're doing.
And then finally, you can convert the thesis or dissertation of Pdf.
And to do that in you can just use word by file, save as, and instead of saving it as a docx file, you can just switch that to Pdf, and it'll spit out a Pdf.
And you are ready to go alright if we could jump to the next page.
If you are using latex I'm also kind of the de-facto latex contact.
I'm not an true blue expert by any means, but I know enough that I can help you if you ever get like a hit, a roadblock, or something.
We do also have a latex template that is accessible through the that guide, that all again, just to be safe.
And then I've also been working on kind of an updated one.
So, if you're finding that template isn't working or there's some issues just reach out to me, and I can share the experimental one I've been working with.
But yeah, more than happy to help with that.
So I see in the chat there was a question.
There's a couple of options for Phd. Dissertation templates which one should.
You all select. That's entirely up to you. Whatever your committee or chair is comfortable with some professors are like, you will use Apa or nothing, and other professors are like, just do whatever so just ask, see what they're kind of wanting, and then go from there there is actually no wrong.
Or right, like citations, style to use. I often try to emphasize this by saying, if you wanted to, you could probably make up your own as long as you did it consistently and nicely, but you know who who would do that the point being here is that you have a lot of control
over that over how headings! Look how citations are formatted!
It's just you need to make sure it's done consistently and in line with the rest of the formatting requirements.
Margins and page numbers, and that sort of thing.
Is there another slide after this one's mine, or, okay?
There is not. Yeah, no problem. There was a question earlier.
Oh, about if you are previously published, or it's going to be published.
A chapter is going to be published. I know that I don't think he, Lawrence, has a super strict requirement about how exactly you're supposed to identify that.
But I know that the Med center does. Let me see if I can find this document really quick on my end.
They have, like a statement that they want you to use just link that like guide, link, or live guide, page.
This is the page that kind of goes over the Kmc. Requirements.
They have a specific wording that they recommend that their students use.
If something has been previously published, or is going to be published, and so it might not be a bad idea, just kind of defer to what they have said.
Again. As far as I know, K. Lawrence does not have like one correct method, but I think the medical centers approach is pretty sensible and elegant, so I would just defer to them diverted that approach for that specific question.
Are there any other questions that I can feel about the wonderful, wonderful world of thesis and dissertation forming?
Alright. Well, if yeah.
Already. Thank you. Thank you, Paul, for all that great information.
Paul's a great resource, so don't hesitate to contact him with your specific situation.
The next thing we want to do is actually go through a submission here, fake submission.
But before we do that there's some things that before you would actually do your submission, there are some things that you need to have handy as you start that process.
First of all, you will need to set up an account in the proquest portal in order to do that, and you can do that at any stage like very Early on, just to get that out of the way or right before you're ready to submit.
But we would also ask you to have a non Ku email address, because once you walk away from Ku graduate and you're not employed here anymore.
You're email address is not valid anymore. So there's also something that is optional but recommended.
It's called an orchid Id. We've left a link here for you to get some more information about that.
But if you plan to be doing and publishing your research on a regular basis and orkid Id will will identify you as the author and link orid Id will identify you as the author and link your appropriate publications together, when you use that organizations together when you use that orkid id when you
publish so that's a good thing to. There's no charge for that, and it's a good thing to set up early on in your career.
If you plan on doing publications on a regular basis, you will need your title and abstract information.
A copy of your abstract to paste in in the process.
You'll need your, of course, your thesis or dissertation in Pdf.
Format, there are subject categories. That pro quest asked you to use their very general, and we'll look at those in just a minute.
So you asked to select from that plus you have the option of adding keywords.
We talked about supplemental files. If if you have those, those should be handy ready to upload and permission files.
If you have a permission file to use copyrighted, infirm sources, those are submitted.
At this point, too. Finally, if you are going to have proquest, file for copyright on your behalf, or you wish to purchased hardbound or softbound copies through proquest, you need to have your credit card handy, so that piece of plastic out when you start the
process. What other thing that I didn't note here on this, the previous slide, but also you will have to include your committees, names, and your chair's name, and they would really appreciate it if you got the spelling right.
Because people search by chairs and commee members when they're trying to see what other, what other committees, what other students work.
They were cheering. And so, anyway, that's just a courtesy to spell their name correctly.
So, I think we'll get started here. Then, with going through the submission process, are you going to Marianne?
Are you going to walk that through to? But you did before.
I'd be happy to do that, or I can give you rights to share.
Which would you prefer?
Oh, well, let let me see if we can do this.
I can do the sharing, and then we'll.
Yes, you should have rights to share now.
Okay, let's see if I can pull that up.
Let's.
But I had it ready to go here.
Are. You were able to see my screen?
I am not saying your screen.
There it is!
There it is already!
One of the.
Let me move my screen. Here!
Things are in the way.
Alright! One of the quickest ways to get to the submission site.
If you're don't know the exact addresses type.
Ku etd submission.
And it'll take you right to the top of the top entry would be submitting your thesis or dissertation electronically, you're now in the graduate studies website.
You scroll down!
Mary, we're just seeing the Pd website.
Here's you're not seeing it.
We're just saying, Okay, you.
Interesting.
Well, there, the mouse just hit that, so let me try it again. See if it works.
You seen it now?
Yes, thank you.
So you're at the Ku.
Etd website. And I'm going to log in.
I have a couple of different roles here, but I'll log in as a student if you don't have an account.
You can create an account and continue with your submission. I already have an account here, so I will sign in as a student role.
And I've got lots and lots and lots and lots of test workshops.
I have to get them to delete these, but going to submit a new thesis or dissertation.
So this is the screen that you will see when you first log in it.
Again. It reminds you what the things that you need a Pdf, the abstract optionsal files, advisors, names and committee names, and the subject categories.
And so there's a list here. So you can actually look at those ahead of time.
There's no fees at all to submit unless you're having proquest file for copyright on your behalf, or if you are ordering print copies of your work, down the side on the left side, you see the various stages that you might be in you can start the
process anywhere and and just come back to it later. It will all remain in tax sa so you don't have to resubmit things again.
So this just gives some general information again, about what you might be charged.
If you're paying my credit card, and I will continue with the process here.
So some of this is what we saw from Mary Ann's screens.
Just a bit ago the traditional publishing versus open access $95.
If you choose, which we do not recommend unless you just have a lot of cash to throw around, because your copy will be openly available through scholar works.
It's not all institutions have repositories like Ku.
Scholarworks, so they might. Somebody might choose to have it openly available through progress.
But we have the wonderful K use dollar works, open repository.
So I am going to select traditional publishing I want to make my work available, and then I skip down here about access options.
Maryanne talked about that earlier, too, that you want your work to be available on progress as soon as possible.
If you yes, if no, then it comes down here with the options, and you will see that there's another option.
There is one exception to the 2, the 6 month, one year, 2 year, embargoes, and that impacts only those that are in in English or creative writing.
Where they can choose to have a different embargo.
They have a special form. So if you're in that field, you have another option to to work with, there.
But I'm going to say that I want my work available as soon as possible, and this will be discoverable through Google scholars.
So now again you can see, as we each of these steps, it's ticking them off that you've done that.
We're here at the publishing agreement that you have to have to click through here in order to finish the process here.
It states that proquest has non exclusive rights to reproduce and display your work that's right to reproduce and display you're choosing an embargo.
We talk about copyright here, the delivery of your work, and so forth.
So you scan through this document and accept the information. And we're now down to the contact information.
If you already have, if you already have it in your account, set up.
If I went through the administrator role this would have already been filled in for me.
But I'm it's going to fill it in here now.
I don't have my work at id handy I'm just gonna use Mike Ku email address, even though I told you that it's preferable to use in non Ku email address as your contact information.
So, so like the country United States.
Continue alright. So here's the information, the basic method, data information about your work in your abstract.
You'll want to make sure that your title is well, first of all, you indicate the primary language of your work.
You want to make sure that your title that you include here is identical to the title on your account, because this is the way it's going to be indexed and accessible.
So we want that to match up. But I'm just gonna do.
And here's where you would paste your abstract.
There used to be a limit on how long an abstract could be for print, but there is no longer that limits, so abstract goes here.
Just copy it. You have it on your some drive, and just copy it into here.
If your work is not in English, they ask you to include a copy of your app stack in the language of the text and in English, so would you like to enter an optional translated version of your title under text.
So, I'm gonna say no at this point. But if you do indicate yes, your manuscript completed, which may or may not be the same.
The date of your degree, so you could complete your manuscript in December of 22.
But you're actually not graduating until May of of 23.
So most often they're the same.
But not always.
So in the degree awarded you select. These are the official degrees that are awarded here at Ku.
So you select what's appropriate, and then your department Dropdown list again.
These are the official departments. If we if there's reorganization and new departments, we need to have that information to add add to this list and get it updated.
So I will just select history of art, and then your primary subject category.
These come from the lists that I indicated earlier to review on the very first screen where it says, the general subject, categories.
So what do we have our history? And then additional subject categories?
You can pick several more of those, and after that you can put keyword here up to 6 key words that are a little bit more specific than the general ones up here.
This is where it's good to have your chair and committee members names handy and appropriately spelled here so.
You usually have. Several committee members might have co-chairs, but generally there's one chair you save and continue.
And you'll see down here on the side that you're now ready to upload your your work.
So I'm just going to click on upload file.
And see if I can.
Upload, file, complete. And do I have any copyright permissions to submit?
I'm going to say no, and I'm going to save and continue.
And now it's optional for uploading.
Supplemental files. So if I upload these, they want.
They wanted some additional information. I'll just the same thing just so you could see it.
So the upload was complete, and then describe the up. What's in the content of this?
So that is done, I hit upload, and should.
Save it, continue!
Here's an opportunity. If there's any special information you want to leave for the person there's a person that in the school or in the college oversees the administration of the Etds in that they will give review them for formatting and send them off to proquest so if
you're notes that you want to leave the administrator.
This would be the place to do that, so you can see where we are now.
Notes. I'm gonna skip that part, and then we're onto the registration of us.
Copyright for your work. And that asked if this was copyright was previously filed I'm gonna say no.
Are you requesting copyright registration? I'm going to say no, because if I say yes, and get to the end, they're gonna ask me for my credit card, which I don't have handy.
So I'm going to say No, although again it's easy to have them procrast. Do that on your behalf, and save you some time.
What they indicate. You know that it's custom, money.
If you do it.
So here's the opportunity to order various kinds of copies hard copies or soft cover copies.
We also have some information out there on the graduate studies web pages that have a couple different vendors that will provide print copies for you.
Likely a bit cheaper than pro quest. So that's another option.
But here again it's like all in one place. So if you, wanted, for convenience sake, not to have to go fill out another form and upload another copy to a different vendor, then then you might wanna use this so I'm going to decline the order and it.
Gives me a summary review of what I've just done.
Hi! I have the opportunity to change any of this at this point.
And I am going to submit the dissertation.
So, at this point it says, you successfully submitted.
You will receive a follow-up email from your administrator in your your area, your school, college.
If there are things that need to be revised again, these would be, you know, blank the administrator sees blank pages, the margins haven't been followed. That kind of thing.
The administrator is not going to look at the content of your document.
Only the formatting of that, so you you may receive additional information from your administrator that indicates that something might need some minor revision.
And their emails that go out with all of those steps.
But once the administrator sends the item to pro quest, which is after the graduate.
Shortly after the graduation date they will upload everything to pro quest.
You'll get some further information if you're wanting to know about the status before then.
You there the list of school and college administrators are on the graduate studies web pages so you can contact your appropriate person.
There. If you have specific questions about your work as it goes through their, the process.
So that is the steps to actually submit it.
Doessertation, if it needs to be removed. You guys, an email from your administrator that it's, you know, needs a few revisions.
You just go back into your into the portal and update it with a new upload.
You do not need to redo any of the metadata.
Do not set up a new account. Just use the account that you've already used to set it up for the first time, and it's really easy to to go back and do a revision.
If necessary. So I think that covers basically what I wanted to include here, I think just to summarize again something Marianne said, that it takes it takes a bit of time for progress to process the dissertation or thesis especially the May graduation, because there's so many that come through
that time, so it can be up to 3 months before it might get published by proquest, and at which point we also would have the opportunity to put it in case dollar works.
So that is my part here. And I'd be happy to entertain questions.
Any of you have questions on this.
And I can't see if there's questions coming in. Marianne.
I'll stop sharing.
I don't see any right now. I don't want to put the link to the scholar works record where this recording will be so that you can get to it later if they want to, or people that weren't able to come today would be able to.
So I'm running that in right now.
And I think the.
The Powerpoint showed a few, a few additional resources at the very end that are helpful.
Would you like me to share that right now?
Yeah, thank, you.
Let me share that just once. Second, let me get the link in here, because it takes over my screen and I can't do anything.
So 7, okay, this is the link to the spellers.
Record that this recording is gonna be in it has last year's recording.
It'll also have the same with clickable links.
So that's gonna be awesome. Good for you guys.
Share.
Alright, Mary! Is there anything on this page you want to talk about?
Or should I go on?
Yeah, you can go on things. And I think we've we've covered this.
There are 3 official graduations for Ku of May, August, and December, so your work might hit one of those.
More likely the May one, but it could may. In December are the highest, have the highest number.
Of graduations, few in August, but this is a handy slide for that.
Again summarizes some of the resources, and then the last page of the of the slides.
Here just again, has our names and links out to our emails.
And I want to thank Michaela, Marianne, and Paul for their part in this workshop, and we hope we found this valuable feel free to reach out to any of us with questions we're here to help you and hope that you make it through
this process with too many headaches. So it's daunting to spend all these years through the through the graduation days, and then finally get to submit and and enjoy as as Michaela said, celebrate your accomplishments here all that you've achieved through your study
so thank you all for joining us, and good luck with your next phase of your careers.
So any last thoughts.
Thank you.
I just want. Thank you.
Pardon me. No, okay, thank you. Again it we do these twice a year.
So if you wanna join us, if you're not graduating this spring and wanna join in the fall, we'll do another one.
So, and share the word with others that are that you're colleagues in your area, that we have these workshops and are happy to try to guide you through the process and help it be an easy step at the very last part of your career here.
We're here for you. Please let us know how we can help.