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Submitting an ETD  :  SUBMISSION PROCEDURE

  1. Collect all the files for your ETD in a directory.

    2.  
  2. Ensure that all your files have standardized names and extensions.

    Filenames     - Filename cannot contain any spaces or slashes.

    If you need to break your ETD manuscript into several files, make sure each filename has a numerical label that enables readers to understand the order in which they should read files.

    e.g. 01chapter1.pdf, 02chapter2.pdf, 03chapter3.pdf

    Extensions

    3.  
    Portable Document Format (PDF) Files 
    .PDF
    PowerPoint Presentations
    .PPT
    JPEG Files
    .JPG
    Compuserve GIF
    .GIF
    TIFF format
    .TIF
    PNG
    .PNG
    MPEG Movies / Movie Clips
    .MPG
    QuickTime
    .MOV & .QT 
    Audio Video Interleaved
    .AVI
    Windows standard sound files (WAV)
    .WAV
    AIFF
    .AIF
    MPEG-3
    .MP3

     
  3. You can link from one file to another using the hyperlink feature of Adobe Exchange.
    For example, one can link from smithchapter1.pdf (which has the title page information, table of contents, etc.) to other files (chapters, etc.).
 
Proceed with your ETD submission
  1. Go to the Submit Area - To do this, click the ‘Submit’ link.

    2.  
  2. Login

    3.  
    1. If you already have an ID for the ETD system, you can enter your username and password to log in.
    2. If you do not have an ID for the ETD system, you will have to create one using the ‘create one now’ link. If you are planning to share your password with faculty, consider using an uncommon password.

  3. Submit relevant descriptive information about your thesis/dissertation

    1. Add New Main Record

      After you login, you can add/update your Title Page Information. If you have not entered any Title Page Information earlier, you will see a link called “Add Main Record” under ETD status. If you have submitted your title page information, this link will appear as “Update Main Record”. In either case, you can click this link to add/update your Title Page Information.

      Enter Title Page Information

      The title page information enables you to provide information about yourself, your school, and your ETD. You will also be able to restrict the availability of your ETD files. This information will be stored to serve as a description of your work and also to help interested readers find your ETD. It is important that you provide accurate and relevant information in this form.

      1. First Name (Enter your first name in this textbox)

      2. Last Name (Enter your last name in this textbox)

      3. Email Address (Enter your email address in this textbox)

        4. The radio button below the Email Address textbox asks if you want to display your email address in your ETD Library alongside your ETD.

      4. Degree (Select your Degree program from the list)

      5. Document Type (Select your document Type: Master’s Thesis / Dissertation)

      6. Department (Select your Department from the list)

        7. If your Department is not in the list, enter your Department name in the ‘Other Department’ textbox.
      7. Defense Date (Select your Defense Date)

      8. Title (Enter the title of your ETD in this textbox)

      9. Keywords (Enter words or phrases descriptive of your ETD in this textbox)
        Entering words or phrases not entered in your title page or abstract is likely to improve the probability that searches will retrieve your ETD.

      10. Abstract (Enter your abstract in this textbox)


        1. Copy the abstract from the final version of your ETD document and paste it into the textbox for Abstract. You can copy and paste from a text document (e.g. Word) or use the Text Select Tool in Adobe Acrobat to select out your abstract from your PDF file.

        2. In the textbox for Abstract, type-in ‘<p>’ tags at the beginning of each new paragraph.



      11. Copyright Statement (Please read the Copyright Statement)

        12. You will need to select/check the checkbox below the statement.
         
      12. Availability (Choose the desired availability of your ETD files)

        Deciding the level of access to your work is an important step.

        The ETD Library makes scholarly theses/dissertations easily accessible to interested readers based on each author’s decision about whether to make his/her work available through the GW ETD website and university consortium websites (WRLC and NDLTD).

        1. Unrestricted works (files) are immediately released for access worldwide.
        2. Restricted works (files) are limited to GW access for a period of 1 to 3 years. After this time, the work is released for worldwide access. Extensions beyond 3 years require approval by your school’s Graduate Study Office of a written request describing the reason for delayed release.
        3. Withheld works (files) are made inaccessible for patent and/or commercial purposes for a period of one year. During this period, the author also agrees not exercise his/her ownership rights, including public use in other works, without prior authorization by The George Washington University. A request for permission to exercise this option should be submitted to the Office of the Associate Vice President for Research and Graduate Studies. After one year, the works (files) are either made available worldwide, or restricted to GW access only for another three years (after which the works are made available worldwide).
        4. Mixed release enables authors to make some works (files) accessible worldwide, some works (files) available for GW access only, and/or some works (files) inaccessible (withheld).

        We have taken steps to ensure that each ETD is inaccessible/accessible based on the desire of the author. However, we cannot guarantee that an extraordinary event will not compromise restrictions on access (for example, that a skillful hacker will not gain access to a restricted or withheld work).

    2. Committee Information

      You can add/update your Committee Information. If you have not entered Committee Information earlier, you will see a link called “Add Committee Information” under ETD status. If you have submitted your title page information, this link will appear as “Update Committee Information.” In either case, you can click this link to add/update your Committee Information.

      To enter information about a Committee Member under ‘Add New Committee Member’

      1. Enter the Committee Member Name
      2. Select his/her Title
      3. Enter his email address
      4. Click the “Add Advisor” button

      To modify information about a Committee Member, click the Modify link for the Committee Member under committee information.

  4. Uploading your ETD files

    If you have not uploaded any files, you will see a link called “Add File Information” under ETD status. If you have uploaded files earlier, this link will appear as “Update Committee Information”. In either case, you can click this link to add/manage your files.

    To upload files from your local hard disk to the ETD server, under Add New Files -

      1. Select all your files, one at a time.
      2. Click "Add Files" to upload your files to the server.

      To delete a file click the ‘Delete This File’ link next to the file in the Files table.

If you have entered information about your ETD (Title Page Information), your committee (Committee Information), and uploaded the final version of your ETD (File Information) that represents your approved thesis/dissertation, you are ready to get your ETD approved for addition to the GW ETD Library using the ETD Approval form.