Paul Thomas: If you want to get sent the link to the recording to find this
Paul Thomas: alright. And Scott, you think we should get started.
Scott R McEathron: Probably.
Paul Thomas: Sounds good. I will click the record button. Or is it already recording.
Scott R McEathron: Yeah, Hardy did.
Paul Thomas: Okay, excellent.
Paul Thomas: all right. Well, let's see, everything's working perfect. Well, good midday, everyone. So my name is Paul Thomas. I work at the center for graduate initiatives and engagement here at Ku libraries, and today the Ku libraries, as well as graduate studies will present information about the thesis and dissertation submission process to proquest.
Paul Thomas: We'll talk a little bit about formatting tips and tricks, as well as the actual process to upload to the proquest site, as well as just kind of
Paul Thomas: facts and information that you should be aware of as you prepare to submit your thesis or dissertation.
Paul Thomas: Obviously it's better to know this stuff beforehand than the week before it all happens. So what I'm going to do then is I'm going to go ahead and share my screen hopefully. If you're online, you should be able to see this Powerpoint. If not, let me know. I will also mention that we, this will. The video for this will be
Paul Thomas: distributed afterwards. So if you would like to see you know, review a part or something like that.
Paul Thomas: that's certainly possible. Let me check.
Scott R McEathron: Bottom.
Paul Thomas: Is is this sharing.
Scott R McEathron: Yeah, we can see your 1st slide.
Paul Thomas: Can you see if I jump here? Can you see this one.
Scott R McEathron: No, okay, it's moving.
Paul Thomas: Oh, it is okay. Okay.
Scott R McEathron: Well, you're on your 1st slide. Basically, it's what we're seeing.
Paul Thomas: Did this jump to the introduction slide.
Scott R McEathron: No.
Paul Thomas: Okay.
Michael Douglas: Okay. Now it is.
Paul Thomas: Here, I'll just we'll just. I'll just have it open.
Michael Douglas: Give me a second to change like.
Paul Thomas: This one. This computer, for some weird reason, does not like to share the desktop. It likes to share the active window, which means that I think that we won't be able to run the Powerpoint, but we can just have it.
Michael Douglas: Perfect. All right.
Paul Thomas: Oops sound like there was a name.
Michael Douglas: We might wanna turn off their speaker.
Michael Douglas: Okay, there we go.
Paul Thomas: They're.
Michael Douglas: Think.
Paul Thomas: I feel like I hear a bit an echo.
Michael Douglas: So so is there someone in here that has the mic on?
Michael Douglas: If you have.
Paul Thomas: Could you get out for? Because it's gonna echo like, here, one second, all right.
Paul Thomas: Okay. So here
Paul Thomas: is kind of just a brief introduction to the folks who will be talking today. Mary Rich is the executive associate Dean at Ku. She is unfortunately not able to join us today, but she normally does the bit about proquest. Elle, how do you say your last name? I want to make sure, Favikia. Okay, the Latinist in me wants to say, Favicia. But that's probably not right. So policy coordinator, graduate studies.
Paul Thomas: Paul Thomas Center for graduate initiatives, that's me. And then Marianne Reed, digital Publishing and Repository manager Ku libraries.
Paul Thomas: And so
Paul Thomas: let's see, Marianne, is it? You're up all right, so I will hand this over to Marianne, and we will proceed from there.
Paul Thomas: Can everybody hear me? Okay.
Paul Thomas: usually I don't need a microphone to be heard. So let me know if it's too loud.
Paul Thomas: Good morning. I'm so happy to be here today to talk to you about copyright a little bit, and about submitting and embargoes. So we're going to kind of throw little pieces of information at you that you might find useful. I'd like to start with talking about copyright, because that is one of the things that you're going to have to agree that you have not violated somebody's copyright.
Paul Thomas: When you turn in all your paperwork. You may not have seen this paperwork yet, but if you look in the bottom part of the slide. There are 3 little choices when you say, Hey, my document does not infringe on someone's copyright.
Paul Thomas: so usually the 1st one is chosen only pretty much, for, like creative writers, people who don't use anything of anybody else's stuff.
Paul Thomas: But mostly most graduate students choose number 2. If you are having to upload permission forms. You can also choose number 3. So you choose 2 and 3.
Paul Thomas: But if you have any questions, call us, that's what we're here for. We're happy to help you.
Paul Thomas: and you'll have some contact information at the end.
Paul Thomas: All right, let me go on.
Paul Thomas: If does anybody have any questions right now about copyright, because we can do follow ups later, too.
Paul Thomas: Okay, to start. Okay, let's go on.
Paul Thomas: Okay. So
Paul Thomas: you are, you use copyright in a lot of different ways. Right? You are a user of copyrighted materials. But you are also the owner of a copyright because you're creating this thing. So we're going to kind of deal with those a little bit one at a time here, so that you kind of understand what's involved in each, so stuff that you are using
Paul Thomas: natural scholarship right? You use other people's stuff, and you transform it into your own scholarship, and you cite it and do all the normal, scholarly things that somebody does with that. So this happens all the time. And one of the things to realize when you are publishing is that when you do a paper like an article.
Paul Thomas: That copyright is almost always transferred to the publisher. So you need to read your copyright transfer, you know, like the publication agreement to make sure that you still have the rights to use it in ways that you want to use. So again, we can help you with this, if you ever come into this as an issue.
Paul Thomas: And in some disciplines.
Paul Thomas: actually, it's becoming more and more common. Part of the dissertation is previously published stuff, you know, like articles and things
Paul Thomas: in the disciplines that tend to do this, that tends to be written into the article's publication agreement that you can do this, but you need to look at your publication agreement and make sure if you're planning on using the article verbatim, you know the whole thing
Paul Thomas: and check those publisher policies. If you have a question, we have a really good resource called using previously published materials as chapters in On Our Live Guide that should be able to help kind of walk you through the process. The only thing I would say is, make sure you give yourself enough time.
Paul Thomas: you know. Read those publication agreement when you're publishing the article, make sure if you need to ask for permission, because it's not your stuff anymore, because you've signed the rights away, or somebody signed the rights away that you give yourself some time to get that permission, because I can tell you they're not responding within a week.
Paul Thomas: Now, sometimes it's okay. And they've already given that permission, because that's kind of built into their their model, but not always. So just make sure you you check into this early and give yourself some time.
Paul Thomas: We've got some resources that would help people who are users of copyrighted materials.
Paul Thomas: This copyright for theses and dissertations is a really good resource. That thing about how to reuse materials that you've already published is on that page. So that's really helpful. There's a whole copyright resources guide. How many of you are also like teachers?
Paul Thomas: You're doing instruction.
Paul Thomas: There's a page for people who are doing copyright as as instructors, as opposed as opposed to people who are using it for their research. Because there's special considerations for that. So you might find this a really helpful resource. And it's going to be available to you even after you graduate, because it's not one of those things that gets locked away and that you lose access to after you graduate
Paul Thomas: Ku Med Center. Is there anybody here from the Ku Med Center?
Paul Thomas: Any students.
Paul Thomas: Scott, are you seeing anything in the chat or any hands raised.
Scott R McEathron: I'm not sure. Maybe one person.
Paul Thomas: We've got some resources for medical students, people from Ku Med Center as well. It's just one of those things. They have their own graduate studies office that can give you some really good guidance. So please, they and the library are wonderful at taking care of people, and we'll have some resources at the end for you.
Paul Thomas: And then this article by Kenny Cruz about copyright law and graduate research. It's an oldie, but, Goody, he's a he's a copyright lawyer. He's very famous in his field, and he goes into all the policies and thinks it's really a good piece of work.
Paul Thomas: all right. So you, as a copyright owner. Right? You've created this dissertation or thesis.
Paul Thomas: You own copyright in the pieces that you've created right?
Paul Thomas: And so that happens the moment it's fixed in a tangible format. And what that means is written down, or it's more than just an idea. It's written down, or it's it's printed. It's somehow it's in some sort of thing that somebody could see
Paul Thomas: or experience in some way.
Paul Thomas: and so registering your work as a thesis or dissertation author, it allows you to seek statutory damages. In other words, you could sue people and get damages if they use your work without permission, and it infringes on your copyright.
Paul Thomas: There's 2 ways to register your work. You can do it yourself through the copyright office or proquest can do it for a fee of. I think it's varied between 75 and 95, I think it might be 95. Now it also might be 75. So let's look when we actually do the submission and see what it says.
Paul Thomas: But do realize you already have copyright in your work.
Paul Thomas: And so, putting that copyright symbol is always a nice, a nice touch saying copyright whatever 2025, and then your name. You don't have to do that, but it's kind of a nice thing, because it tells other people that you really do own the copyright on this. And you do. Ku does not take your copyrights.
Paul Thomas: Okay, now, we're going to get to the thing about how do you actually get this thing into scholarworks and to proquest and get it out there so that people can read your stuff?
Paul Thomas: Well, there's a couple ways we do that. It's 1 submission
Paul Thomas: you, even though it goes to 2 different places. And you'll I have a little graphic here in a minute you can see, but even though it goes to 2 different places, you only submit it once.
Paul Thomas: and the way you do it, it goes to the proquest dissertations and theses database. It's a subscription database. If you are not affiliated with a large institution or a library of some sort, you probably don't have access to it.
Paul Thomas: and I don't know about you. But a lot of scholars that are just getting started really need people to see their work. That's part of, you know, enhancing your visibility as a scholar. So we also make it available in Ku scholarworks, which is Ku's online institutional repository. It's the thing that I manage.
Paul Thomas: And so it's an open access. It's public. Everybody can see everything, and you have some choices about when it's released to scholarworks. But it's it's going to be there.
Paul Thomas: You are also able, when you submit, to include supplementary materials, like videos or audio files or a lot of people use code, you know, if they're if they're writing like our scripts and things, they'll include scripts and things if they wish to. So there's lots of flexibility there. It's just a sec, another file. That's all.
Paul Thomas: All right. This is how you do it. So I'm gonna and this is what I'm going to show you how to do that submission part. So first, st you submit it once
Paul Thomas: by using this called the proquest Etd administrator. Etd stands for electronic thesis or dissertation.
Paul Thomas: So you use the proquest Etd. Administrator to submit it after you finalize the actual paper. Right? You've gone through your community, your your
Paul Thomas: excuse me, your committee, your committee has given you feedback. You've incorporated that feedback, and then you submit it. You make sure you follow the formatting guidelines, and you've submitted it for review by your departmental administrator, your college administrator, who will look at it and see if it fits the formatting guidelines. They're not looking at it for content. They're not going to say, Hey, this is a good argument, or this is a bad argument. They're just looking at it for formatting, and there's rule. There's guidelines out there that you can refer to.
Paul Thomas: So what happens is, it's then reviewed by your college or school, that for formatting.
Paul Thomas: and then it goes into hold.
Paul Thomas: It is not. It doesn't go anywhere until you graduate.
Paul Thomas: So that could be end of May. It could be end of August. It could be end of December, but once you graduate, then it moves on to proquest
Paul Thomas: because it doesn't go until then.
Paul Thomas: So once that happens, once that button is pushed.
Paul Thomas: and it literally is a button which is kind of fun. It goes in 2 places.
Paul Thomas: It goes to the University of Kansas to scholarworks for me and other people in that help with that to be able to add it to scholarworks. And then a copy goes to proquest. So it's like, at the same time
Paul Thomas: one of the things to realize is that this process, after it's submitted like after graduation, it generally takes about 12 weeks for processing.
Paul Thomas: So if you're looking for your thesis or dissertation the next day. It's not going to be there because it just takes longer to process. So check back with us about 12 weeks after like 3 months after you graduate, if you don't see your thing in scholarworks, and you would like to have it made available sooner rather than later, because your job hunting usually, or somebody else is asking to see it contact me. I'm emreed at Kuedu. You can contact me, and I will look, and as long as we have the paperwork we can go ahead and make it available.
Paul Thomas: Yeah, I'll repeat the questions, too.
Paul Thomas: Just curious. When the office they are really good about giving you specific guidance about what you have to fix.
Paul Thomas: No, no, they will. They'll come back to you, and they'll help you if you have questions. You could talk to your local administrator, and I'll show you where you can find their name. So which school are you in? English? So college of liberal arts and sciences. So you're in the college office of graduate affairs. Is that right? Elle.
Paul Thomas: yeah, that they're the ones that can can help answer some questions, if you need to alright.
Scott R McEathron: Oh, we have a question in the chat as well.
Paul Thomas: Yes.
Scott R McEathron: So basically, the question is, why does it take 12 weeks, or why does it take so long?
Scott R McEathron: Could you maybe elaborate on that part of it?
Paul Thomas: It's mainly proquests for proquest processing, and sometimes it takes a little less. Sometimes, you know, it takes the full 12 weeks. So it depends on how many things, how many submissions they've gotten. And believe me, in May they get a lot of submissions, and in August they get a lot of submissions, because that's people finishing up, you know, at the end of the school year.
Paul Thomas: So it depends on how many things they have, etc. So you know, it's nothing we can control.
Paul Thomas: But if you want us to check a little earlier, like, after you know, 8 weeks, I'm happy to check scholarworks to see if we've gotten it already. It's just one of those things where it tends to take
Paul Thomas: 12 weeks.
Paul Thomas: Is that does that answer your question?
Scott R McEathron: So another question is, does someone review the drafts of our theses dissertations that we have submitted to canvas?
Scott R McEathron: For formatting?
Scott R McEathron: So I'm.
Paul Thomas: The point of you submitting it through the Etd. Administrator. Your your college administrator will look so. Yes.
Paul Thomas: but that's after the content is mostly finalized pretty much, I mean. Occasionally people will make revisions, but mostly it's you've gone to your committee. Your committee has given you some feedback. You've incorporated that feedback, and then you turn it in generally.
Scott R McEathron: One more question.
Scott R McEathron: So the question is, we submit to proquest? And then it's approved by the college question. It sounded like we have.
Scott R McEathron: like, we have it reviewed, and then it does.
Scott R McEathron: Go go to proquest, but that is not reflected in the visual oh.
Paul Thomas: Well, the reviewed and approved by the college or school is there, and then your graduation hits. Usually that happens before graduation, because it's all ready to go. Sometimes it happens after graduation if you're submitting after that, if the the timeline works. But yeah, it's that's the process.
Scott R McEathron: Yeah, yeah, I can see the yeah. I mean the
Scott R McEathron: if you look at the diagram, I mean, there's there's stuff that happens before you start the submission process. You know the whole review by your committee and all that stuff that's not reflected in this graph.
Paul Thomas: We should actually add that I think that's a great idea. Thank you.
Scott R McEathron: Yeah, yeah, it might be less confusing then, because I mean the review.
Paul Thomas: It's it's finalized pretty much by the time it's submitted.
Scott R McEathron: Yeah, that.
Paul Thomas: Great idea. Thank you.
Scott R McEathron: The review by the college and school in our graph is really just an editing
Scott R McEathron: review. It's you know, it's and maybe it's should be called a format review. Even.
Paul Thomas: Right?
Paul Thomas: Exactly. We'll we'll change that, too. That makes a lot of sense. Thank you.
Paul Thomas: Okay, so there are 2 copies of your dissertation or thesis. One is in scholarworks, or one is going to be in scholarworks, and one is going to be in proquest. And so what happens is this, Ku's copy is open access.
Paul Thomas: Now you can choose embargoes, and we'll talk about that in a minute. But it's done at no cost to you.
Paul Thomas: It's required for graduation that a copy be made available, although again, we'll talk about embargoes. That's a possibility, and it provides public access to your work.
Paul Thomas: This is really often very important for for new scholars, because they need that visibility.
Paul Thomas: There are, if you need to delay publication for whatever reason there's some options to do that, too, and we can talk about that now. Proquest copy is subscription. Only only people who are affiliated with universities or big libraries have access.
Paul Thomas: So for maximum eyes on your work. You probably want to you. You will probably link to the cave scholarworks copy, because that's open to anybody in the world
Paul Thomas: which is kind of nice because you could. You never know when you can find new colleagues to collaborate with across the pond.
Paul Thomas: One of the things is that proquest offers an open access option, and we'll go through that when we actually do the submission. There's no need to pay, and it's for money, right? It's for like 95 bucks. No need to pay that, because you'll have an open copy through scholarworks.
Paul Thomas: And that scholar work copy will be found through Google and all the other things proquest, copy proquest will make sure that the copy is listed in Google Scholar. So there's you're going to be visible once it's all done.
Paul Thomas: Now, when you're actually in the middle of the submission process, you can look for this screen because I'm going to be showing it to you, but you will choose the traditional. That's the traditional column at the bottom. See the green, the green button. Don't select open access unless you have lots and lots of money, and would like to spend it because it's not necessary. And again, some people would like to do that, and they have the money. That's fine. But if you're strapped for cash, do not choose that open access publishing because you've got it through a different way.
Paul Thomas: Hate to see people spend money they don't need to.
Paul Thomas: Now let's talk about embargoes. An embargo is a delay in releasing the thesis or dissertation to the world.
Paul Thomas: and there's all sorts of reasons for that. Sometimes it's patents, sometimes there's sensitive data, sometimes it's pending publication. That's probably the most common one is that you're going to be publishing an article or something from the dissertation, or maybe even a book, or it's restricted research. So these there are some exceptions. But for the most part your options are 2 years embargo, one year, embargo or 6 months embargo.
Paul Thomas: and then you can infinitely renew it through this wonderful form that graduate studies has created. That makes it so simple. It's like 3 questions to go ahead and you tell them to to renew your embargo, and they just do it. It's great. So there's lots of options. Now, if you are in creative writing.
Paul Thomas: or I think fine arts, is that the other one? L. Yeah. Fine Arts, masters of fine arts, the those
Paul Thomas: there are options for you, for a permanent embargo, which means it would never be made available. Because there's for that those disciplines. There's very little difference between the dissertation or thesis and the published work that's going to come out of it. So those have the this. The Ku policy allows those people to choose a permanent embargo, and I'll show you how to do that when we get up to that point.
Paul Thomas: and you have to request those embargo separately. It'll make sense to you when you're actually in the process. But just to, I'll show you.
Paul Thomas: Okay. So for the scholarworks copy you, fill out an Etd release form that's on the graduate studies site. I'll show you where that is at some point. But if you go to fill that out that's turned in as part of your paperwork. It's required paperwork.
Paul Thomas: Once you've done that, you've set your embargo for the scholarworks copy, it should match what you're going to do for the proquest copy, and I'll show you how to do that, too.
Paul Thomas: But when you want to renew it, I would suggest a month or so before it expires. Come in, fill out that form. Give us some time to get this thing protected for you, and extend that protection. We don't want your stuff to be made available when you don't need it to be made available, and you can do this infinitely. You can do this every 2 years for forever. If you want to put a tickler on your calendar, though, because people forget.
Paul Thomas: And then, in order to request embargoes, you have to get the approval and the signature of the director of graduate studies in your department.
Paul Thomas: There is information about the policy itself available. There's this is the the actual University of Kansas policy right there. You're welcome to look at that. If you'd like to to get some more information
Paul Thomas: now for the Proquest copy, it's it. It's just as easy, because when you're submitting, you'll see an option here that says.
Paul Thomas: Do you want to delay release? Let's see what they actually say, I said, I want my, I want my work to be available on proquest as soon as it is published. That means no embargo. And so, if you say yes, there's no embargo.
Paul Thomas: if you say no, I want it to be held back for a bit. That's when the options come up
Paul Thomas: and we'll we'll look at that when we actually do the submission.
Paul Thomas: if you are one of those people needing a permanent embargo,
Paul Thomas: talk to me because, you have to fill this out a certain way just to say I'm requesting a permanent embargo, and people forget all the time. So if you're one of those people that needs to protect things. Let me know, and we'll see how we can help you.
Paul Thomas: And then you also have to choose a reason. There's a list of reasons, including other. So you can always have if it. If what you want, why, you're wanting to do this is not in that list. You can just choose other.
Paul Thomas: and then I'm going to turn the floor over to my colleague, El Favia. Yeah. Did I get it?
Paul Thomas: I keep wanting to. I want to like Paul, I want to do the so yeah, it's a lovely name, anyway. My colleague Elle. Will take you through this next piece, and then Paul will talk about formatting, and then I'll come back to show you how the actual submission process works. Thank you.
Scott R McEathron: So we do have a couple of questions.
Scott R McEathron: before you start. I think L will cover some of these. One deals with
Scott R McEathron: deadline to submit for 2,025 spring graduation.
Paul Thomas: It'll look at, and we'll re will answer that one.
Scott R McEathron: Okay, another one talking about some creative works in the social sciences.
Scott R McEathron: Related. So so the visualized data.
Scott R McEathron: So so I do, you know. So basically, I think the question is, how do we? How do you embargo like a
Scott R McEathron: portion of your maybe the data portion?
Scott R McEathron: of your dissertation. If that makes sense, because it's a creative work.
Paul Thomas: Well, the policy only applies to people in certain degrees. So that's not the permanent embargo policy. If you're trying to protect other something that's actually in the dissertation or thesis. You just need to keep renewing that embargo.
Scott R McEathron: Okay.
Paul Thomas: Yeah.
Scott R McEathron: So that's enough.
Paul Thomas: Policy is is very specific by discipline.
Scott R McEathron: And then, just to another question is so, we request the embargo. When we submit to proquest.
Paul Thomas: Yes.
Scott R McEathron: It's okay.
Paul Thomas: Yeah.
Scott R McEathron: And then, okay, I think that's it, for now.
Paul Thomas: And you'll see that when I actually did start doing the demo.
Scott R McEathron: Yeah, it's right.
Paul Thomas: Right. I'm going to turn this over to Elle.
Paul Thomas: Alright. Thank you.
Paul Thomas: So I'm just going to walk you through a little bit. The steps on your way to actually completing this process leading up to graduation. So you're going to want to start with, of course, applying for graduation to do that. You're going to log into your enroll and pay account. Click on graduation. Ku, apply for graduation, and then
Paul Thomas: pretty straightforward. Just follow the steps there. This can be done at any point in the semester, but there are deadlines that might apply. If you want to be included, for example, in certain graduation materials, booklets, etc, and I'll talk about where you can find those dates after
Paul Thomas: then you're going to want to make sure you plan your defense. Finalize that with your committee solidify a date and time, they can be conducted fully, remotely. That is an option.
Paul Thomas: Make sure to notify your department for your committee approval, and for scheduling the the defense.
Paul Thomas: your department will announce your defense, and then you're going to make sure to create your title and acceptance pages. Make sure you bring those with you to your defense, because you'll want to ideally get those signed, although you can use electronic signatures.
Paul Thomas: Then you'll of course, successfully defend and make sure you get those pages signed.
Paul Thomas: Then afterwards, as far as paperwork goes.
Paul Thomas: you can be in touch with the staff member in your school and department. They will have a list of all of the things exactly that you need to include in order to graduate. But
Paul Thomas: for the most part most schools require at least these 3 things, the signed title and acceptance pages, the signed Etd. Release form and the Doctoral completion, survey and Sed, which talk a little bit more about that in a minute as well, and those are both for doctoral students only.
Paul Thomas: Next, of course, you're going to electronically submit your thesis or dissertation to proquest.
Paul Thomas: and then, of course, take a minute to celebrate and congratulate yourself. Make sure you're checking online at these websites here for doctoral hooding and the commencement to find out where you can celebrate which recognition ceremonies you might want to attend.
Paul Thomas: Yeah.
Paul Thomas: And then kind of walk through this a little bit. But the administrative timeline. Once you submit your final version, the version that's been approved fully by your committee to the proquest website.
Paul Thomas: it will then be assigned to an Etd. Administrator that comes to my office, and the graduate assistant in my office assigns those all to the individual school administrators to be approved.
Paul Thomas: Again, like, Marianne said, just for formatting review.
Paul Thomas: Once. The formatting requirements have been reviewed by that staff member, you might get some contact from them, asking for revisions or changes if necessary, but then that will eventually finally go to a final approval. And again, as mentioned, after your degree, conferral, the Admin delivers those files to proquest. And you will see an email confirmation at that time. Once it's been finally approved and uploaded.
Paul Thomas: Excuse me alright.
Paul Thomas: And again. Just a little bit more about that paperwork that needs to be submitted.
Paul Thomas: the title page needs to be signed by all of your committee members. The acceptance page, though, only needs to be signed by your committee chair.
Paul Thomas: And there are
Paul Thomas: really nice formatting guides that Paul has worked extensively on. So thank you and you can. You can find those on our website as well. The formatting requirements for really for the full thesis and dissertation actually, but for the title and acceptance page. You can also find some templates here.
Paul Thomas: and the electronic thesis and dissertations Etd release form. You can also find that, as mentioned on our website, and then again for doctoral students only the doctoral Completion survey and the survey of earned doctorates.
Paul Thomas: You'll want to turn both of those into your school, the survey of earned doctorates. You'll actually get like a certificate of completion at the end. You're going to want to save that. And that's going to be the document that you send to your school staff member.
Paul Thomas: And then here's where those deadlines come in. We have a graduate calendar that outlines pretty much all of the key dates for everything related to graduation. So things pertaining to applying for graduation. For when all of your requirements, including
Paul Thomas: all these documents, here, need to be submitted by in order to graduate, etc. All of that can be found on the graduate calendar. And I actually just put the 2025, 2026 calendar up yesterday, so that should be there for you. Thank you.
Scott R McEathron: Did have a question.
Paul Thomas: Yes.
Scott R McEathron: In the chat. So the question is, can you defend
Scott R McEathron: the same day as the submission deadline for the paperwork? Or is that not advisable.
Paul Thomas: That's a good question, I would say, maybe in a very, very technical sense. Yes, but it would be highly unadvisable, because there are instances where, for example, your committee might want you to make revisions to your thesis or dissertation after you defend, even if you have a successful defense, which you, of course, will. They still might want you to, just, you know, make a few changes, etc. So
Paul Thomas: all of all of these things that might potentially require even an additional 24 h. You know you kind of don't want to save that for the very last minute, and
Paul Thomas: run the risk of not being able to graduate for that reason. So yeah, it would be advisable to not do it on that very last, that very last possible day.
Paul Thomas: Brain plus your brain will be dead. Yes.
Scott R McEathron: Another question as well from the chat.
Scott R McEathron: And this is sort of more of logistical couple of logistical questions. Again.
Scott R McEathron: what is the best way to get faculty to sign the acceptance page. My, my kid, excuse me, my committee will be meeting virtually.
Scott R McEathron: so. Do I send them a form to sign it. I mean I don't I don't. I? Maybe adobe will
Scott R McEathron: could be used, for example. But what what say you.
Paul Thomas: Yeah, that's a good question. Yeah, I would. I would recommend checking with your school staff
Paul Thomas: member, because they will have more specific information on what tools they prefer to use in their in in that department for gathering electronic signatures. But yeah, I would. I would recommend reaching out to your to your school staff
Paul Thomas: contact or your department staff contact and asking them, you know, hey, we're doing this electronically or virtually, I should say, how how do I go about collecting these electronic signatures from my committee members?
Paul Thomas: there are. Yeah, there are adobe, I know is something that some departments have used. And I think there's like Panda Doc, or something like that. That is also one that's used pretty commonly. But yeah, definitely, check with your school or department level staff Member for specifics on that
Paul Thomas: any other questions.
Scott R McEathron: Yeah, we got a couple more. Actually, I shall
Scott R McEathron: wanted you to just briefly go back to the paperwork to submit, slide for a second.
Scott R McEathron: and then another question is just for clarification. If you defend and submit in the fall semester, do you
Scott R McEathron: do the hooding ceremony and graduation in May of the following spring.
Scott R McEathron: It looks like on the calendar. That's how it works.
Paul Thomas: Yes, correct. Yeah, if you're graduating in the fall semester. You're
Paul Thomas: welcome and encouraged to attend the doctoral hooding ceremony. But that does only happen once a year in the spring semester, so that would be in the spring semester.
Scott R McEathron: Thank you.
Paul Thomas: Thanks
Paul Thomas: and all of all of these links. Well, I'm actually about to show you this next. So let me just get right to that. But all of that information, the paperwork to submit, and the links to that and the different templates and guidelines, etc. You can find on the graduate studies website, graduatekuedu. If you go to the student graduation hub, there's a section of with theses and dissertations. And you can find all kinds of stuff workshops.
Paul Thomas: you know, dates and stuff for for upcoming workshops, but also, videos of past ones. Sample formatting
Paul Thomas: information about submitting embargoes. And then there's also, we have a page about binding instructions. If you do want to get that physical copy of your thesis or dissertation, have some recommendations and suggestions there and then for published research again, because these databases are open and accessible, you can
Paul Thomas: take a look at past published theses and dissertations if you would like to. For if you want to see example formatting, or just for your own personal interest, whatever it may be, so we have information on how to access all of those different things on our website. I believe that's the last for me. Are there any other questions I can answer while I'm up here?
Paul Thomas: Alright? Thank you. Then.
Paul Thomas: Oh, thanks.
Paul Thomas: all right. Well, hello, everyone again. So I'm going to talk briefly about some of the formatting tips and tricks and features that are important to be aware of 1st things. First, st Scott alluded to it earlier, but I think it is worth repeating that when we talk about formatting, what we're talking about is kind of the boring stuff like page numbering margins, making sure things are within certain boundaries, and that sort of thing. When you submit your
Paul Thomas: thesis or dissertation to proquest
Paul Thomas: someone, an administrator in your school will go through it. But they're not going to be looking to make sure that, like your Apa is correct, or that your sentences, you know, are logically sound, and they're going to be again looking at this sort of stuff I like, I said I, jokingly. Call it the boring stuff, the things like page
Paul Thomas: numbering. And so really quick, I'd like to go over some some formatting tips and tricks here 1st things first, st the formatting requirements as well as sample sample documents are available on the graduate studies website here, we'll send this link out after this session. But if you go there, you can download the entire like rule set for what exactly you need to do in terms of
Paul Thomas: following the guidelines. We also have thesis and dissertation templates for both word and latex typesetting programs that can be downloaded through the Ku Library's website. Again, we'll include that link here in a bit
Paul Thomas: when it comes to page formatting some important things to note. You want to have margins on all sides at least one inch. You can have slightly larger margins, but you can't have anything smaller than that, and you do not want to have anything within those margins, with the exception of page numbers. So if you have a text box or an image, or something that bleeds over into the margin, you'll want to resize that so that it's all within the margin boundary.
Paul Thomas: You'd also don't want to have any landscape page orientations. Everything in the finished Pdf. Needs to be going portrait one way you can get around this, if you're dealing with tables and images, is to well tables, especially if you put a table within a text box. In word, you can then rotate that text box because you can't rotate the
Paul Thomas: the table in and of itself. So that's a little trick to kind of get around that images. You can just rotate, and that's no issue. And then you don't want to have any blank pages in your document at all. Every page needs to have some sort of text on it somewhere. Page numbers are going to be the big thing that cause a lot of people problems. You do not want to have a number on the title page, but you want the number to be implied, and that number that is implied is going to be lowercase Roman numeral one.
Paul Thomas: So to kind of rephrase that you will not actually have lowercase, Roman numeral one on the title page. It will just be implied. The second page, which is your acceptance. Page will have lowercase, Roman numeral 2 actually featured on it and made visible.
Paul Thomas: and you will continue this all the way until the end of the preliminary section of your dissertation or thesis, which is, you know, everything like the table of contents and lists of figures.
Paul Thomas: Once you hit your chapter one, or your introduction or whatnot. You will restart your numbering, and you will switch to Arabic numerals, and you will go 1, 2, 3, 4, until the end of your document, and those numbers will be visible on all pages. This is a huge reason to use the template, because we've already done this for you. We've set this up for you so that you don't have to kind of worry about adding in page breaks
Paul Thomas: and funds and section breaks and stuff like that, because it can be kind of a hassle to deal with. But that is something to be aware of. Again, the specifics on how to do this as well as those templates will be included in the email that we send out after this session.
Paul Thomas: Another thing I would really recommend is that you can obviously create your table of contents by hand. But if you use Microsoft Word's automatic table of contents tools, you can very quickly generate a table of contents that allows you to update your listings with just a click of a couple buttons.
Paul Thomas: So what you can do is when you're writing in your document. And you have like, for instance, on this image. Here we have chapter one. If you highlight chapter one, and then go to the home tab and choose the heading one option. You can click on that. You can either modify it to change the formatting, or you can click update heading one to match selection, and it will tag that text
Paul Thomas: as a heading, one level. And then what word does is it will remember where, in the document that heading is located on what page. So if you move stuff around or you rename things or whatnot word will still remember that. Okay, that specific heading is tagged on this specific page now and then. What you can do is you can generate your automatic table of contents. So this next slide here.
Paul Thomas: if you go to the place in your document where you want your table of contents to go. If it's in the template, it's already going to have the table of contents kind of loaded in already. If you do not have that table in, you can place your cursor where you want it to go, and from word go to the references, tab and choose table of contents.
Paul Thomas: and then you can either choose custom, or you can choose one of the options available for you, and it will list out a table of contents. It'll generate for you, automatically based on those headings that you have set up in your document, and it'll spit it out with the title. You'll have a nice little dotted line, and then it'll also have the page number as well. Again, the templates that we have set up. Have this table of contents already added in
Paul Thomas: what you need to do, then, is to go through the document, apply the heading level to the specific, like chapter titles and section headings and stuff like that. And then you can go to where the table of contents is located. You can right click on it, and then you can choose update table, and that will update it to reflect the newest version of your dissertation or your thesis outline.
Paul Thomas: And again, this is really useful because it doesn't. It means you don't have to go through and manually check every single chapter or every single page number. You can just kind of
Paul Thomas: update it all at once. A little bit more detailed instructions on how to do that will also be provided in the follow up email. But this is something to be aware of. And then finally, also, when it comes to saving your
Paul Thomas: thesis or dissertation, you want to make sure that your fonts are embedded, because when you save your file and you submit it, you're going to be submitting it as a Pdf. And in order for people to read that. Pdf, if you've used fonts that maybe other people don't have access to, you'll want to embed your fonts and to do that for PC. Users from word you will go to file, and from the drop down, menu, you'll choose options.
Paul Thomas: and from the options, menu, you have this little pop-up window that will appear, you will click the save option.
Paul Thomas: and from save you will choose embed fonts and file, and then you can also uncheck both the embed only the characters and embed common systems fonts that way you won't have.
Paul Thomas: It'll basically just use the the font package and the specific files that you need. And then you can click Ok, and you can save it as a Pdf, and that will that should be readable on all computers. If, again, if you're using a font package that someone doesn't have access to. Since it's been embedded within the Pdf, they'll be able to actually read that
Paul Thomas: this is the order or the outline, or the page order that you want your thesis or your dissertation to be in. You'll have your title page, which is going to announce the name. Your name, your committee, your chair, that sort of thing. That's the page that is going to have that implied page number of lowercase, Roman numeral one, but will not actually be featured. The next page is your acceptance page, where it's just your name and the title of the document, as well as your committee chair.
Paul Thomas: you will actually get copies of the title and acceptance pages printed out and signed by your committee and your chair. However, the Pdf. Copy that you upload to proquest will not actually include those signatures on them. They will just include the type name of your committee and your chair members after the acceptance page you will have your abstract, which summarizes your research.
Paul Thomas: followed by an acknowledgement section which is optional. If you don't want to add it, then your table of contents, which outlines your dissertation or your thesis, as well as any lists of figures or tables.
Paul Thomas: And at that point that's when the numbering stops and restarts with Arabic style one, and that's when your thesis or your dissertation proper will begin, and you'll go all the way to the end. You'll finish with your references and then appendices if you have them.
Paul Thomas: It's often very common in certain disciplines to have references at the end of each chapter, and that's totally fine. We have put them here at the end, just to simplify things. Likewise, if you don't have any appendices, you don't have to include them they are again. It's in this outline just to make things a little simpler. And then finally, once you have everything in the correct order, you can convert it to a Pdf. And save it.
Paul Thomas: If you are using latex overleaf lix any of those tools to typeset your program. There is a template available for graduate students again at this link, which we will include
Paul Thomas: in the Follow up email here. I guess I'm sort of the de facto latex contact here at Ku libraries. I am by no means an expert at it, but if you have troubles with the template, or you are having difficulties figuring something out, feel free to reach out to me, because I'm happy to kind of play around and figure out what's going on. If I can't find the answer, I often can find someone who can. And so it'll be a bit of a collaboration. But we can definitely
Paul Thomas: get to the bottom of that. My side of things I generally focus more on, like the Microsoft word template stuff. But again, I can help with Latex as well. So now, before we talk about the actual submission process. Are there any questions about the formatting features, tips, or tricks that I've mentioned so far?
Paul Thomas: I should also say again, I will include some information that goes into greater detail about some of these processes in follow up email to this workshop. So definitely stay tuned for that. But yeah, Scott, are there any online.
Scott R McEathron: Yeah, yeah, there is. And so Elizabeth asked if if I heard correctly.
Scott R McEathron: we could change our margin slightly like, could I have one inches all around except the bottom, maybe point 9 5.
Paul Thomas: Oh, I see so you wanna have. The minimum will be one inch on all sides. You can increase the margins make them larger than one, but you can't be under one. I'm not sure why, but that's that's the rule.
Paul Thomas: A lot of these are just the rule. Because they said so, which can be frustrating. But something to be aware of.
Scott R McEathron: And you get some thumbs up, too. So.
Paul Thomas: Okay, excellent. And a question in person here, yeah, all right, if you're getting paid that's.
Paul Thomas: oh, yeah, so the question was about like, does the word document already know the format of the headings. As you're you're adding them. So for the templates that we have available online, we've set them up so that they are labeled Apa Mla, in Chicago. And so if you download one of those
Paul Thomas: templates, the heading style will be formatted in that appropriate style. I should also mention at this point. You don't have to use those templates you don't have to use Apa, Mla or Chicago. You could use a different style if you want. Ku actually does not have like one prescribed
Paul Thomas: style, you need to follow. So if you are, you know, using, like I, triple E, or something like that, and you just want to make it your life simple. I would just recommend downloading one of those templates and just kind of going from there when it comes to the headings and not worrying too much about it. Big thing is going to be consistency as long as they're formatted appropriately. Yeah.
Paul Thomas: any other questions? Let me see.
Paul Thomas: Okay.
Paul Thomas: Oh, I saw a nice shout out about the formatting workshop. Thank you so much. I will mention that we do offer formatting workshops every every month or 2, kind of going over the entire processes of how to lay out everything. Page numbers, margins, and that sort of thing. So all right. Well, then, now we are up to the submitting the thesis and dissertation process which is normally done by Mary Mary Ann, are you going to be standing in? All right, so I will turn it over to you.
Paul Thomas: Hello again.
Paul Thomas: I'm gonna show you what you need to do to do the actual submission. We're going to go through the process, or at least as much of it as we can without paying money for for registering copyright, or whatever. So just before you submit it is goes much smoother. If you have these things ready to go
Paul Thomas: 1st of all, and it doesn't say this here, and I think we should create your account in the Etd Administrator. Now.
Paul Thomas: while you, while your brain is working and you're you know you're not tired, and at the end of your your long marathon of school it just works better if you can get as much done in advance as possible.
Paul Thomas: so feel free to go ahead and and sign in and create your own account. Now, the only thing I would suggest well, not the only thing but one of the most important things that I think Paul and I, and probably L. 2, see is that if you can use your Ku email address. What happens is you lose your Ku email address after you graduate
Paul Thomas: after a while. There's there's a is it? 210 days, I think.
Paul Thomas: And so what happens is
Paul Thomas: you want to make sure your Etd administrator, your college or school person can contact you. And so the way to do that is to make sure you have another email address in there, not your Ku one
Paul Thomas: just just a word to the wise, because we've both seen things where people are trying to contact people with dead email addresses. And that just isn't great.
Paul Thomas: The other things to do. I don't know how many of you have orchids in the room here. How many of you do you already have orchids? It's really common in some disciplines like the sciences. If you do not. There's a nice Youtube video that says, why, it's a good idea.
Paul Thomas: It's even more of a good idea now, because it helps you populate grant applications. If you're going to be doing grant applications. So getting an orchid, it's a it's a an identifier like 4 separate little sets of digits that belongs only to you.
Paul Thomas: and you connect it with your work to say this is mine. It's the right. This Mary Ann read as opposed to all those other Mary Ann reads out there. So it's a very helpful thing.
Paul Thomas: You need to have your title and abstract, and I would have it in a form that you can copy and paste from, because it's just easier
Paul Thomas: to paste it into the form. When you're ready.
Paul Thomas: there's subject categories. I'll show you where to find those, and you could pick those on in advance. And again, that's why doing it now is kind of nice, because you can think through this stuff.
Paul Thomas: If you have supplemental files like scripts or graphs, or whatever you might have as as an additional file, have those ready
Paul Thomas: and have any permission files, so most times you will not necessarily have to be asking for permission to use some material in your thesis or dissertation, but sometimes you do, and if you do, you can keep that permission, form and upload that saying, yes, I do have permission. It won't show up in the database, but it's sort of a behind the scenes thing, and I'll show you where that would be done.
Paul Thomas: Okay, down.
Paul Thomas: And I'm going to show you how to do this. We're going to jump into a web page. So I'm going to stop sharing for a second.
Paul Thomas: Well, maybe I can just go to the web page. Should we try that and see?
Paul Thomas: I'm going to use Firefox.
Paul Thomas: Go ahead and click, submit to proquest.
Paul Thomas: Oh, that's it's we're not in the slideshow mode. Let me do slideshow mode so I can click
Paul Thomas: current slide. There we go. Submit to pro post.
Paul Thomas: Tell me if this shows up
Paul Thomas: there's going to be a web page that should show up.
Paul Thomas: I suspect you're not going to be able to see it, so let me go ahead and cancel that for a minute. I mean I will.
Paul Thomas: I will not share, and I will just share.
Paul Thomas: How do I share what's ever on my screen, Paul? I'm not seeing that choice here. This is different.
Paul Thomas: I'm going to go into a web page.
Paul Thomas: So right here, I guess I'll just choose this. Okay, thank you.
Paul Thomas: And share. Now, can you see our beautiful Ku homepage.
Scott R McEathron: Yeah.
Paul Thomas: Okay.
Paul Thomas: So what I'm gonna do is I'm gonna do a search. And it's a very quick and easy thing to search for.
Paul Thomas: Actually, I have a note. If you just go here.
Paul Thomas: let me get this kind of on my way. Click here and say, Etd submission.
Paul Thomas: That should work, we'll see.
Paul Thomas: And if you see, here's a submitting your thesis or dissertation electronically, it's the 1st one that comes up.
Paul Thomas: So on the Ku website, just search for Etd submission. And there it is.
Paul Thomas: So there's a lot of information. Graduate studies has done a wonderful job of collecting a lot of information that's very helpful to you. You can go through this page. There's things about policies about master's theses, dissertations, etc, formatting requirements. They have a nice link there. This can be kind of one stop shopping, which is wonderful. But if you scroll down.
Paul Thomas: see, this is the the link to Ku scholarworks as a whole, to see if your work's been posted. You can check for that. But the thing you want to start with and see, here's your Etd administrators, as we call them
Paul Thomas: see College of Liberal Arts, Arts and Sciences, etc, etc.
Paul Thomas: But you're going to scroll all the way down to the bottom.
Paul Thomas: And to start this process. You click here.
Paul Thomas: and I don't know why, but people miss it. I I think it's maybe because of where it is on the page, or they don't see it the button, but it's a button.
Paul Thomas: and here we are.
Paul Thomas: I am going to go ahead. You can see the Etd administrator right now, Scott.
Scott R McEathron: Yeah.
Paul Thomas: Okay. Great, thank you.
Paul Thomas: Let me. The 1st thing you have to do is accept the the cookies question. Otherwise it won't let you click anything.
Paul Thomas: That's why it was all gray.
Paul Thomas: I'm going to log in.
Paul Thomas: and this is, you're going to create your own account if you haven't already. And here's where you do it. You click that login and then see where it says, create new student account.
Paul Thomas: That's where you do it.
Paul Thomas: See? If I typed everything correctly.
Paul Thomas: also forgetting passwords happens, too. And that's also on that same page.
Paul Thomas: All right. Now, I'm right. Now I'm an administrator, so I can see everything. So I'm going to be a student here.
Paul Thomas: and because I have done these workshops before, or have tested to get screenshots and things, I have a bunch of submissions in progress. You will not have that. You may have one, but you shouldn't have more than one. I'm going to just scroll on down and do submit a new one.
Paul Thomas: and the screen appears.
Paul Thomas: This screen has a lot of information on it that's really helpful. You might want to go ahead and read it when you're when you're ready to submit, but getting the having that Pdf copy of your dissertation or thesis ready, and Paul showed you how to create a Pdf. Out of it, having the abstract. Any optional files like supplementary files or copyright stuff.
Paul Thomas: Your advisor and other committees names
Paul Thomas: make sure you're spelling them correctly.
Paul Thomas: It is really easy to get that wrong, so just make sure double check with them, maybe to see how they want their name spelled, and do that also subject categories. Here's the list.
Paul Thomas: and you would just go through and choose these.
Paul Thomas: I'm gonna go back to my thing here, and you have one to 3 that you can choose.
Paul Thomas: and then there's fees. The only fees are. If you're going to ask proquest to register your copyright, or if you're going to order copies, paper, or hardbound copies of your dissertation or thesis from them, other than that there are no fees. So this kind of worries people because they say what fees? No fees unless you do those 2 things, either of those 2 things.
Paul Thomas: So let's go ahead and go on. They have a good contact right here, if you need, if you have any questions, and you can also just grab any of us, Paul, myself, L. Or Mary, and we'd be happy to help you.
Paul Thomas: Okay, now, remember how I told you that you do not have to pay for open access
Paul Thomas: because you're going to get it automatically through scholarworks. So save yourself 95 bucks scroll on down.
Paul Thomas: And you're going to select traditional publishing.
Paul Thomas: And it's also going to be available through Google scholar, which is always helpful to you as a scholar.
Paul Thomas: Okay, now, if you need to do an embargo, this is where you would choose that if you say yes, there's no choices that comes up because you're not choosing an embargo. If you do need to do an embargo because you're going to be publishing, or whatever. Again, reasons vary from person to person.
Paul Thomas: but choose. No, if you need the embargo that no, I don't want it to be available as soon, and then you can choose this. Remember, these are infinitely renewable. You can renew it on that, using that simple form that grads disease created
Paul Thomas: as long as many times as you want. So if you think you only need a year feel free to use a year, most people publication could take longer than you might think so. You might want to choose 2 if you're going to choose an embargo because of publication, but it really varies, depending on your discipline.
Paul Thomas: All right, and then you have to choose the reason. Now, the one thing I want to draw your attention to see the red dot
Paul Thomas: the red dot means it's gotta be. You've got to fill something in there. So
Paul Thomas: if it's optional, it'll say optional if you choose. Other like, if you're one of those ones that's in creative writing or in fine arts.
Paul Thomas: That's when you have to put something in there, because they don't know what that means. If you don't say if you don't say what it is, what's going on.
Paul Thomas: So here we are. You choose your reason mostly. It's this.
Paul Thomas: Sometimes it's a patent or copyright. There's just all sorts of other reasons, but almost always it's I'm wanting to publish from it.
Paul Thomas: and it takes a while to retool it and to cut it down into article form, etc. So usually, that's the common one. Now, I'm not going to embargo this copy just because it it makes it a little simpler if I move forward. So I'm going to say yes, I want it to be made available as soon as published. Most people choose that not everybody, but most people do, because they realize that they need to be visible as scholars that are just starting out. But you are free to do an embargo if you wish to.
Paul Thomas: So I'm going to go down back here and say, yes, I would like it to be available as soon as possible.
Paul Thomas: and I'm going to save and continue.
Paul Thomas: This is the traditional publishing agreement, full of lots of legalese, etc, etc. Read it carefully. It's always a good idea to read anything legal that you're signing carefully before you sign it, and then just accept.
Paul Thomas: And then here we get to the nuts and bolts of the actual submission where it wants your name.
Paul Thomas: I'm gonna say, Marianne.
Paul Thomas: Well, I'm not gonna say, Marianne, I'm gonna say room.
Paul Thomas: middle name. If you want to do a middle name or a middle initial.
Paul Thomas: an orchid. An orchid looks like this. It's number number dash number number
Paul Thomas: whoops 4 numbers. Excuse me, let me get back to there.
Paul Thomas: and those X's are normally numbers, but they can also be letters. It depends on what your what orchid you're assigned. So it could be anything, and you can also look up now, if you don't remember. If you've created an orchid, you maybe haven't. You can do a lookup. But if you have a common name. I swear it will be very frustrating for you, because you're going to look at page and page and page of people who have your name. So if you know, if you don't think you've done an orchid, you probably haven't.
Paul Thomas: and then you can just create one. They've made it very easy here to just create that orchid and give them some information. Permanent email address. Well, mine is em read
Paul Thomas: at ku.edu.
Paul Thomas: I am doing as I say, and not as I. I'm I'm I'm actually giving you a bad example. Here, let me do this here emreed@gmail.com whoops.
Paul Thomas: I'll do, Gmail, because, remember, you want to use a non ku address.
Paul Thomas: There we go.
Paul Thomas: It wants me to select the country which is my mailing address country, which in my case, is the United States. But, as we know, people come from all over the world to attend Ku, and then
Paul Thomas: you would, of course, really type your address as opposed to my address, just to say, that
Paul Thomas: city is sometimes Lawrence, sometimes it's other places.
Paul Thomas: If I had so much talent typing. I don't know.
Paul Thomas: and that's why you want to check your spelling because you're going to fumble. You're going to be tired. You're going to fumble, so just make sure you check your spelling. Select state or province. Kansas comes up right away, which is very convenient for those of us who live here, and then
Paul Thomas: the Zip code and future services.
Paul Thomas: this is where they contact you later about information with about, you know.
Paul Thomas: binding a copy, etc. I I don't know if people choose this or not. It's 1 of those things that's your choice. I'm going to say no, because I already know what I want to do, but you don't have to. You could say Yes.
Paul Thomas: alright. Primary language is English, or it could be another language. We've had dissertations in Spanish, German or all sorts of other languages. So your language should be here.
Paul Thomas: I've never had somebody say they couldn't find the language that they published their dissertation in. This is the title.
Paul Thomas: I can't say this enough. Make sure it matches what the title is on that. Pdf, that you're turning in.
Paul Thomas: because what happens is, if there's a mismatch, it gets very confusing. So just make sure they match.
Paul Thomas: and that they're spelled properly another spelling area and the abstract.
Paul Thomas: I'm just going to say, this is my abstract.
Paul Thomas: Here we go, although it would normally be a real abstract. You all know what those look like.
Paul Thomas: Do I want an optional translated version of my title or abstract to expand my potential researcher audience. If I say yes, I can choose it. And I actually have to put in the translation. It's not like they're going to translate it for you. But this is very helpful, for some people so feel free to use that if you wish to. I'm going to say no, because I don't need to do that right now. Mine is in English, but you sure could. Now you'll notice. It has 2 dates here, the date, the manuscript was completed, and the degree date
Paul Thomas: this varies, you know, for people who finish like they finish in December, and they graduate in January or May.
Paul Thomas: There's 2 different years. And so what you do is you just choose whatever the thing applies. So I'm going to say 2025. Now, most of the people in this room are probably going to graduate in 2025. So I'm going to choose that for both, but it might be 2026. Just make it match with your whatever your circumstances are.
Paul Thomas: what degree you're being awarded. So here's a list to choose from.
Paul Thomas: I'm going to do a Master of Arts.
Paul Thomas: and my department would be anthrop anatomy and cell biology is not my department. Anthropology is.
Paul Thomas: and my subject category is.
Paul Thomas: I can choose whichever one the primary is, you know, like, so suppose I'm doing ethnographic studies or something I can go through here and choose one
Paul Thomas: They are not always as close as one wishes they were.
Paul Thomas: I can suppose I'm doing environmental studies, and you could choose more subject categories. These are really helpful because they kind of
Paul Thomas: tie you into the way that databases think.
Paul Thomas: because they categorize you and categorize your your work. So it's kind of helpful to choose all 3 of these, and the keywords are things that you provide. So go ahead and just put it in. Put as many keywords as you want up to 6.
Paul Thomas: And so a keyword might be something like person's name. If you have a biography that you're writing, or if there's a process that you're talking about in your dissertation or thesis. You could include that. There's all sorts of different reasons. But just think about it as kind of like subject turns.
Paul Thomas: Thank you for coming.
Paul Thomas: Now, here's where you want to make sure things are spelled correctly.
Paul Thomas: not used to this keyboard. Sorry about that.
Paul Thomas: And these are committee chairs. I don't know how frequently you have 2, but if you have 2 you can put both here most times I've seen it's 1. Paul, do you see, people with 2 committee chairs, often
Paul Thomas: yeah, it's it's possible yeah.
Scott R McEathron: Cheers.
Paul Thomas: To put them there, and then you can go down. And again, here is committee members.
Paul Thomas: and it's a nice. It's a nice thing to ask them how they want to be listed.
Paul Thomas: That's a good courtesy.
Paul Thomas: etc. I don't know how many people tend to be on committee. I've seen as many as 8, but mostly it's, you know, 3 or 4,
Paul Thomas: sometimes 5, save and continue.
Paul Thomas: And this is where you can upload that. Pdf, so let's
Paul Thomas: is that on the desktop, Paul?
Paul Thomas: The Pdf, I didn't actually say.
Paul Thomas: okay, so let's just see you would go to wherever it is. I think there may be one in documents.
Paul Thomas: I'm just going to use that and then open it.
Paul Thomas: They say, that's not a Pdf, okay.
Paul Thomas: here's some Pdfs. I hope. Nope.
Paul Thomas: Well, there it is.
Paul Thomas: Okay. So here is my Pdf, I've uploaded it. Make sure it has a nice name, so that you remember, this is my. This is my final thing here. It tells you when it's been uploaded. Now, if, after you defend or later, you think Oh, I forgot something like I didn't spell something right, or I needed to change something until this thing is sent to proquest. You can come in and replace it
Paul Thomas: like if you're defending your dissertation or thesis, and they ask for a few revisions.
Paul Thomas: You can do. Make those revisions, and then it can be uploaded here, so don't forget your sign in, because you can come back in and you can replace it right here, and you'll notice that that's in the Pdf. Section on the Sidebar. You can go directly there after you've submitted, or
Paul Thomas: after you're ready, stay out of it
Paul Thomas: for the title, the title itself. Yeah, not necessarily unless you want to the person was, the gentleman was asking, do you need to name the document? The same thing as the title? And the answer is, only if you want to. You don't need to.
Paul Thomas: The things to be careful about is the actual title
Paul Thomas: And so remember, you can come in and replace this if you need to, up until the time it's it's submitted.
Paul Thomas: And that happens. That's very helpful, because if they find a formatting issue that they'd like you to change. You're going to come back in and do this. Do not start another account, because it makes things very confusing, and it puts you a lot more work on you because you have to fill in all that stuff again.
Paul Thomas: So just make sure you come back to the same account and upload.
Paul Thomas: Do you have any copyright permission documents to submit? I'm going to say no, because most people don't. Sometimes they do, and then they can say yes, and it gives you rights. I'll show you what it looks like if you say yes, it just gives you an upload file right there, and it's a separate thing. This will not be visible to people looking at your work online.
Paul Thomas: I'm going to say No, though, for this purpose, and save and continue
Paul Thomas: supplementary files again, if you have like.
Paul Thomas: and the things I see the most often are things like graphics. If you have it as a separate thing, or if it's like a script or just supplementary thing. That's that's not necessarily something that you have in your dissertation or thesis, but it contributes to the understanding of it. You can upload things, those things as a file right here
Paul Thomas: and again, there's 3 separate areas. You've got the Pdf of your dissertation or thesis. You've got copyrighted material copyright material. If you have permission forms, and then there's the supplementary stuff.
Paul Thomas: All right. This is notes to the administrator. If there's any questions or whatever you can contact your administrator directly, but you can also leave a note here. They do see these, but sometimes contacting them directly is a little bit more efficacious. It works a little faster because they may not be looking at these instantly. They may be looking at these things down the down the road a little bit before you graduate.
Paul Thomas: I'm going to do no notes for the moment, and I'm going to save and continue.
Paul Thomas: And it says congratulations and congratulations are definitely in order. You guys have worked hard to get here.
Paul Thomas: They have information about copyright here. And so what people have can choose. Remember, you have copyright in your dissertation or thesis, even before you do anything here.
Paul Thomas: Just remember that because you you already have it. But if you want to register that copyright with the Us. Copyright Office. This is what you can do, and I would suggest that if you were planning on registering your copyright, that you do it here. If you have the money.
Paul Thomas: because it's so much easier.
Paul Thomas: it just saves you a lot of trouble. Proquest will turn it in turn. The paperwork in on your behalf.
Paul Thomas: and it's a cost of at this point $75. Good! I'll change my my slides to show the rights the right number.
Paul Thomas: But $75, and that's if you've got the $75, it's definitely worth it, because it's a lot less hassle. If you're planning on registering.
Paul Thomas: So if you have a work that the copyright was already filed on like you did it yourself. You can say yes, but almost always you say no.
Paul Thomas: And then if you want to have somebody file for copyright, you click that and then you click the checkbox and you have to realize that you're going to have to pay with a credit card before it's submitted.
Paul Thomas: So it's part of the submission process. You don't have to do it instantly. But before it's actually submitted to be reviewed by your Etd administrator in the school. You've got to pay
Paul Thomas: just 75, just 75. The 95 is a misprint, because they they sometimes have talked about getting it up to 95, and I'm never sure exactly when that's gonna happen.
Paul Thomas: So no, it's just 75 this time. Yay cheaper is good
Paul Thomas: in this case I'm going to say no, just because I don't want to have to come up with a credit card at the end here.
Paul Thomas: but I would highly recommend. If you have the money to go ahead and do it. It's easier saving
Paul Thomas: all right now. Sometimes people like to order copies like paper copies.
Paul Thomas: Give it to your folks, give it to your family, keep a copy for yourself, and so you can choose. If you wish to. Now do realize that this is optional. And on the grad studies website, there are other publishers that will do. Print this for you. So if you want to do it here. Fine, but you don't have to
Paul Thomas: realize that you don't have to. If you want to get a paper copy, there's many other ways to do that.
Paul Thomas: but you can choose whether it's hardcover or softcover, you know, paperback or hardcover like hardcovers, literally hardcovers.
Paul Thomas: And you can choose options, and I'm going to decline the pre-order, because I know I'm going to go someplace else and get it printed, or I don't want to print copy at all. I'm just going to use my digital copy.
Paul Thomas: Now, you'll notice that each each thing see they want to say, are you sure
Paul Thomas: each thing has its own price?
Paul Thomas: So you can see if you get one to 2 copies. It's 62 bucks for a hardcover, 8 and a half by 11, that's you know, the usual paper size.
Paul Thomas: But each one has a price, and it kind of adds up, and once you've got the total, it'll appear down here at the bottom.
Scott R McEathron: Bring in.
Paul Thomas: Yes.
Scott R McEathron: Do we have any recommended printers right now, or binders.
Paul Thomas: There's 1 called. It's grad grad, what grad works? Yeah.
Paul Thomas: And they're they're people who used to be affiliated with the University of Utah. I don't know if they still are.
Paul Thomas: Yeah. But they do a really good job. They do a really good job for, and they're at byu pulses. So but yes, and they I don't know if they're cheaper, but you might want to kind of investigate both and see
Paul Thomas: it's up to you. And again, if you do this early you can see the prices, and then you can make your decision. You don't have to move forward instantly.
Paul Thomas: you said. Continue with pre-order.
Paul Thomas: It says, No, you have to select something. Well, I'm going to decline, because I don't want to do this right now.
Paul Thomas: and they do that last ad saying, Are you sure people say we're wonderful? Well, yeah, that's that's very nice. But you can say decline.
Paul Thomas: You do not have to give in
Paul Thomas: all right. So if changes are needed, here's the actual submation of all the choices that you've made when you go through the process, right? You've got your degree, your language, the title, the abstract. And again it will show the actual whatever you've pasted in
Paul Thomas: as opposed to my short thing, because I didn't want to spend all that time.
Paul Thomas: And it also says traditional publishing. If you see it saying open access publishing, go back in and change it to traditional, because save yourself that 95 bucks. Otherwise it'll cost you
Paul Thomas: all right. I'm going to submit now. I can wait and not submit this at all. I can just let this stay in this kind of limbo land where I can come in. I can change things. I can modify anything. I can upload new things. I don't have to submit it right away, but until you submit it, your departmental administrator, the college administrator that looks at the formatting will not be able to see it
Paul Thomas: so, and you've got to submit it before they can see it.
Paul Thomas: And that's who it goes to. Next. It goes to them.
Paul Thomas: So I'm going to just hold off on submitting, and I think what I'd like to do is ask. See if there's any questions.
Scott R McEathron: Nothing, in chat.
Paul Thomas: It's it's a little. It's a long time we've been talking a long time, and I know people sometimes have to get other places. So do realize, and I'll show you. I'll go back to my, to our slides. Do you realize we're here to help you? We know that this can be hard, and this that you may need some help towards the end. To Paul has helped people with formatting. I help people with the repository questions. We can. If you get to one of us we'll we'll find who you need.
Paul Thomas: Don't worry about. Oh, no, I have to know if it's Marianne or Paul. No, just grab us, and we'll help you. We are here for you to help you through these last steps, because what you're doing is so important. And we just wanna support that any way we can.
Paul Thomas: Okay, I'm gonna stop sharing. And then I'm gonna open up that Powerpoint and share again.
Paul Thomas: Share.
Paul Thomas: Now go back to Powerpoint.
Paul Thomas: and this will probably have a little bit of rep of repetition. But it probably doesn't hurt.
Paul Thomas: Okay, there we go. This talks about the submission process and what what you do realize that these slides are already on the scholarworks page, and I will give you that link towards the end. I've got a printout of it here
Paul Thomas: and again 3 months. Give me give us 3 months, if you need to do it earlier, I would say no earlier than 6 to 8 weeks, because it probably won't come to us by then.
Paul Thomas: So 12, 3 months is better. But again, if you need to do it earlier. Just grab us, and we'll check at least to see if we've got it.
Paul Thomas: Okay, let me all right. Now. You've submitted your thesis or dissertation. Yay, you will get a confirmation
Paul Thomas: that your submission worked. Now, that's just technically, that means technically, the thing was submitted.
Paul Thomas: And then what happens is your thesis or dissertations. Formatting is reviewed by the Etd. Administrator for your school or college, or the college Office of Graduate Affairs. If you're in any of the College of liberal arts and sciences, classes or departments.
Paul Thomas: You also have to do the paperwork that Elle was talking about. You know the 3 different pieces and parts, and there may be something else that your department wants you to do too. So just just make sure that you know what those things are, and you may receive a request for minor revisions. It's often just formatting.
Paul Thomas: so don't panic. If you get something from your administrator saying you need to change this, just do it as quickly as you can and get it uploaded, and that that helps
Paul Thomas: after graduation you receive a confirmation of the final submission. So once it's approved by the formatting person. You get a note that says, Hey, congratulations! It's approved for formatting, and then it can then wait until graduation, and then it's sent on to proquest.
Paul Thomas: But remember, after your dissertation defense or thesis defense, you may have to make some minor revisions, so
Paul Thomas: the process allows that to happen
Paul Thomas: all right now. It after your graduation requirements have been met and you graduate. That's when it's sent on to proquest. And then remember that dual area where it goes to proquest and scholarworks, but it comes to scholarworks after proquest has processed it.
Paul Thomas: 12 weeks copy comes to the library
Paul Thomas: all right now. This is where you can find the recording of today's workshop
Paul Thomas: and the there's a Pdf with the slides from today, including all working links. There's a lot of resources in here, so you might want to go. Take a peek and and see if there's something helpful. There.
Scott R McEathron: And we do have some questions.
Paul Thomas: Yes.
Scott R McEathron: Okay? Just to confirm, how long?
Scott R McEathron: How long is it after the submission? Does the review usually take.
Paul Thomas: It depends on when you submit. There's some people that have submitted in early February, and it depends on the time, the amount of time. The person who's reviewing your formatting can spend on it. So sometimes that happens a little later in the semester, sometimes earlier, it just kind of depends. But it will happen definitely
Paul Thomas: by the time you're almost ready to graduate, because that it needs to be figured out by then. And usually the administrators try to look at things pretty quickly. But again, depending on what other things they're doing, it may take a little bit longer.
Paul Thomas: and if you have any questions you can always contact your your local
Paul Thomas: school administrator to see what their timeline is.
Scott R McEathron: Another question. And this one's kind of unique. I think if we are defending this semester. But we are going into to do an internship and still enrolled in at Ku and graduating next spring
Scott R McEathron: or summer. Does that change the timing of submission
Scott R McEathron: or process that are required in the same semester are basically, are you required to
Scott R McEathron: to submit? The same semester you defend is, I think, what that gets down to.
Paul Thomas: Elle is not in the room to help answer this, but my sense would be that it's when you're getting ready to graduate that you would submit that semester. But again, you might want to check with your local school administrator or with your advisor, to see if they have other guidance for you.
Scott R McEathron: Yeah. So I think it. Once you defend it.
Scott R McEathron: And you know it's approved. I mean, I think you could.
Scott R McEathron: Start the process and probably finish the process. But.
Paul Thomas: Very likely. Yes.
Scott R McEathron: Yeah.
Paul Thomas: But but the thing is that when do you have to do it? That previous semester? The answer is probably not because you're not really graduating until later. But you might want to do it just to have it done.
Paul Thomas: Any other questions.
Paul Thomas: These resources that I've listed here are awfully helpful, including our wonderful. Here's the submitter, the list of Etd administrators that's on that same page where you click to start the process for submission. It's up above that in an accordion menu where you open up your department and then you can see who your department administrator is.
Paul Thomas: The writing center has resources. There's a lot of support services for writers. So this formatting guide is incredibly popular. And it's something that you can go to to see. And you can talk to Paul.
Paul Thomas: copyright assistance, research, data, management, etc, etc, etc.
Paul Thomas: So there's lots of resources here. If you can think of any others that would be exceptionally helpful. Let us know, and I'll add it.
Paul Thomas: And for those of you who are from the Med Center, here's the Etd. Support and contacts for the various pieces and parts because they have their own graduate studies department that reviews the formatting and the the library is, are the people who can help you with a lot of the questions and and helpful things with formatting, etc. Just kind of helping you out. Get things moving.
Paul Thomas: And the writing center there, too. They've got a good writing center.
Paul Thomas: See if there's anything else here.
Paul Thomas: Our last slide is contact information. Yay.
Paul Thomas: Paul's email is here. My email is here. Els is here. Mary Roaches is here, although Mary wasn't here to do the week the workshop today. But if you get to any of us, one of us will will be able to find someone who can try to help you.
Paul Thomas: I mean, we know that it's kind of bewildering some time to navigate all the the people and parts of Ku. And so we're happy to help you find what you need to find and get you to the right person.
Paul Thomas: and we work very closely with the departmental administrators.
Paul Thomas: I all the time. So again, if you need to talk to your departmental administrator or your college administrator. We're very.
Paul Thomas: very familiar, and we pass people on to them all the time, and they pass people on to us, depending on what's going on.
Paul Thomas: Any other questions.
Paul Thomas: Not at it's breaker, the audit based capacity
Paul Thomas: that's actually in the graduate studies website. I'll show you where it is after the what he was asking is, How do I see who my school administrator is? And that's on the graduate center, the graduate studies website in the same page as the submitter
Paul Thomas: button.
Paul Thomas: It's right above them.
Paul Thomas: I'll show you if you need some help.
Paul Thomas: There's a lot of stuff on that page. There's a lot of really useful information on that page.
Paul Thomas: Anything else.