| Don't
see your question? Contact the ETD
office at the Gumberg library.
General Questions
1. What are ETDs?
2. Why does Duquesne University require
ETDs?
3. How long has Duquesne University
required ETDs?
4. Where can I get help with the
ETD process or more information about ETDs?
5. How long will it take for my ETD
to be approved?
6. How will I know if my ETD has
been approved?
7. When I search the ETD database,
I see various availability descriptions? What are they and
what do they mean?
PDF Questions
1. Why is PDF required?
2. What should I name my file?
3. How do I embed fonts and images
in my PDF file?
4. Can I include other types of files
in addition to the PDF file?
5. Is there a limit on the size of
the PDF file I submit?
6. May I upload multiple PDF files?
Copyright
Questions
1. How do I register the copyright
for my ETD?
2. Should I register the copyright
for my ETD?
3. Do I need permission to use material
under copyright in my dissertation or thesis?
4. How do I obtain copyright permission?
What should I do once I receive permission?
5. Where can I get more information
on copyright?
6. How will making my ETD available
online affect my ability to later publish an article or
book?
UMI/ProQuest
ETD Account Questions
1. When should I create a UMI/ProQuest
account?
2. What materials and information
will I need to create an account?
3. What fees are required and what
fees are optional?
4. When will my credit card be charged?
5. When will my account be reviewed?
6. How can I purchase a bound
print copy of my thesis or dissertation?
7. When will I receive copies of my
document from UMI/ProQuest?
8. How can I change my order after
I have submitted?
9. My submission was approved, but
I found a mistake in my document. How do I submit revised
files?
Formatting
and Microsoft Word Questions
1. Where can I find the University's
requirements for ETD formatting?
2. How can I get help with document
formatting?
3. What are the margin settings for
an ETD and how do I change them?
4. When should I use a landscape
page and how do I create one?
5. How should I paginate the ETD?
A landscape page?
6. How do I create an automatic table
of contents?
7. How do I create an automatic list
of tables or figures?
8. Where can I find Microsoft Word
handouts from the ETD workshop?
General Questions
What are ETDs? (Return
to top)
ETDs (electronic theses and dissertations) are electronic
versions of traditional print theses and dissertations. They
are created using word processing software and then converted
to PDF (portable document format).
Why does Duquesne University require
ETDs? (Return
to top)
- They offer immediate and world-wide exposure of research
- They enhance presentation and communication by providing
opportunities for hyperlinks, interactive elements, and
multimedia
- They provide a chance to learn basic skills of scholarly
publishing
- They supply an electronic document for a personal website
or an electronic c. v.
- They save storage and binding costs
How long has Duquesne University
required ETDs? (Return
to top)
ETDs have been mandatory since July 1, 2003.
Where can I get help with the ETD
process or more information about ETDs? (Return
to top)
Contact the ETD coordinator at
the Gumberg library for assistance with any part of the ETD
process.
How long will it take for my ETD
to be approved? (Return
to top)
After you have completed your account and submitted all ETD
paperwork and materials to your school representative, your
ETD will be reviewed by the ETD coordinator. This process
can take as little as a few days, or as long as a couple of
weeks, depending on the number of ETDs waiting to be approved.
How will I know if my ETD has been
approved? (Return
to top)
You will receive an email notification that your ETD has been
approved.
When I search the ETD database,
I see various availability descriptions? What are they and
what do they mean? (Return
to top)
When a student files an ETD, they sometimes place restrictions
on access to all or part of the ETD. The availability description
field lists one of the following access types for each ETD:
Availability Description |
Access Limitations |
Worldwide Access |
None |
| Limited Access (Formerly
Campus Only) |
PDF file accessible off campus via
authentication only
Microfilm may be available through interlibrary loan |
Abstract Only Access |
No access to PDF file |
Keywords Only Access |
No access to PDF file or to abstract |
Embargo (6 month, 1 year, 2 year) |
No access to PDF file until embargo
expires |
PDF Questions
Why is PDF required? (Return
to top)
PDF is necessary to ensure that ETDs look the same when viewed
with different web browsers and operating systems.
What should I name my file?
(Return to top)
Name your PDF file using your last name and document type,
such as LastnameDissertation.pdf or LastnameThesis.pdf.
How do I embed fonts
and images in my PDF file? (Return
to top)
Fonts
UMI/ProQuest requires embedding of all fonts used in
the PDF file. If a font is not embedded, Acrobat may substitute
a similar font in its place, which may produce unexpected
results. For assistance embedding fonts, contact the ETD
office.
UMI/ProQuest offers an information
page about embedding fonts. In addition to the UMI/ProQuest instructions,
the ETD office also recommends the following for Microsoft
Word users:
1. Make sure that "Do not embed common system fonts"
is NOT checked (Word 2003: Tools> Options> Save; Word
2007: Office Button> Word Options> Save).
2. For the Word 2007 "Save As PDF" option, make
sure that "ISO 19005-1 PDF/A Compliant" is checked
(Click Options when saving file).
Images
All images should be inserted, not pasted, in the word
processing document. Pasted graphics sometimes "float,"
adding pages or obscuring text in the PDF file (Word 2003:
Insert> Picture> From file...; Word 2007: Insert tab> Illustrations
group> Picture).
Can I include other types of files
in addition to the PDF file? (Return
to top)
The text of the ETD must be in PDF; however, you may upload
other file types as supplemental files to your UMI/ProQuest ETD Account.
Is there a limit on the size of
the PDF file I submit? (Return
to top)
The current limit is 100MB total for the PDF file and any
supplemental files.
May I upload multiple PDF files?
(Return to top)
No, you are required to upload a single PDF file. Contact
the ETD office if you need assistance
combining multiple PDF files (your submitted CD, however,
may contain multiple word processing files in addition to
the single PDF file).
Copyright Questions
How do I register the copyright
for my ETD? (Return
to top)
You may register your copyright through UMI/ProQuest as part of completing
your ETD account. Any author also may register a copyright
through the US
Copyright Office.
Should I register the copyright
for my ETD? (Return
to top)
Copyright registration is recommended, but not required for
copyright protection. Registration carries a number of legal
benefits, such as the ability to pursue infringement claims
and seek statutory damages. More information is available
from the US
Copyright Office.
Do I need permission to use material
under copyright in my dissertation or thesis? (Return
to top)
Use the University's Fair
Use Checklist to evaluate your use of material under copyright.
You must consider all four factors in your evaluation: nature
of use, type of work used, amount used, and effect on potential
market. If you do not satisfy the standards for fair use,
you must request permission for use from the copyright holder.
When you submit your ETD, you must sign
and verify
that you have received all required copyright permissions.
How do I obtain copyright permission?
What should I do once I receive permission? (Return
to top)
To obtain permission, contact the copyright holder (often
the publisher) or use a licensing service, such as the Copyright
Clearance Center. Obtaining permission can sometimes take
several weeks or even months, so ask well in advance. Once
you receive permission, follow all terms and conditions, which
may include a fee for use and/or specifics for wording the
copyright permission note. If you do not receive permission,
and your use does not meet fair use guidelines, you may not
use the material in your ETD.
When you create your UMI/ProQuest account, upload copyright permission
letters as supplemental files. Submit copies of these letters
with your ETD paperwork. Contact the ETD
office if you need assistance scanning copyright permission
letters.
Where can I get more information
on copyright? (Return
to top)
For more information, see the following websites:
How will making my ETD available
online affect my ability to later publish an article or book?
(Return to top)
Please consult the author's rights statements of potential
publishers to determine their specific policies concerning
ETDs.
UMI/ProQuest ETD Account Questions
When should I create a UMI/ProQuest
account? (Return
to top)
As soon as you have the final version of your thesis or dissertation
after your defense, and when you are ready to submit your
ETD materials to your school representative.
What materials and information
will I need to create an account? (Return
to top)
In addition to general information (such as your mailing address
and the names of your committee members), you will need the
following materials to complete your account:
- The final PDF file of your thesis or dissertation
- The final title, abstract, and keywords
- Supplemental files, such as copyright permission letters
(if required)
- A credit card
What fees are required and what
fees are optional? (Return
to top)
All students are required to pay:
- A microfilm fee of $20.00 plus tax to provide a microfilm
copy for the library.
- One of the following publishing fees:
| |
Thesis |
Dissertation |
| Traditional Publishing |
$0.00 |
$0.00 |
| Open Access Publishing |
$95.00 |
$95.00 |
Optional: students may also order bound copies or copyright
registration for an additional charge.
When will my credit card be charged?
(Return to top)
As soon as you complete your account and click "Submit
Dissertation/Thesis & Pay."
When will my account be reviewed?
(Return to top)
After you complete your account and when the ETD office has
received the ETD filing materials from your school representative.
How can I purchase a bound print
copy of my thesis or dissertation? (Return
to top)
You may order through UMI/ProQuest or from a bindery. Two
regional companies are:
Mechling
Bookbindery
Wert
Bookbinding
When will I receive copies of my
document from UMI/ProQuest? (Return
to top)
Orders are typically shipped in about 3 months; however, orders
placed during peak times (the end of semesters) may take longer.
Contact UMI/ProQuest customer service
or the ETD office for further information
or assistance.
How can I change my order after
I have submitted? (Return
to top)
Contact UMI/ProQuest with your
request. Refunds are processed immediately. For additional
services, such as extra hard copies, you must wait until you
receive notification from UMI/ProQuest that the work has been
published before placing your request.
My submission was approved, but
I found a mistake in my document. How do I submit revised
files? (Return
to top)
Contact the ETD office to submit
your revised Word and PDF files. The ETD coordinator will
replace your CD as well as the PDF file on the Duquesne ETD
site. You also need to email your revised files to UMI/ProQuest.
Be aware that UMI/ProQuest may charge a "vault correction"
fee if they have already finished processing your filing.
Formatting and Microsoft
Word Questions
Where can I find the University's
requirements for ETD formatting? (Return
to top)
The University's ETD Guidelines, as well as formatted
Word templates, are available on the ETD
site.
How can I get help with document
formatting? (Return
to top)
Contact the ETD coordinator at
the Gumberg library for assistance with formatting or technical
help with Microsoft Word.
What are the margin settings for
an ETD and how do I change them? (Return
to top)
The right and left margins should be 1.25 inches and the top
and bottom margins should be 1 inch.
In Word 2003: File> Page Setup> Margins; in Word 2007:
Page Layout tab> Page Setup group> Margins> Custom
Margins. Make sure that the margin settings apply to the whole
document, not only a single section.
The margins for a landscape page are reversed: 1 inch on
the right and left and 1.25 inches on the top and bottom.
When should I use a landscape page
and how do I create one? (Return
to top)
A portrait page allows 6 inches of space for tables or figures.
Use a landscape page when you need more room (up to 9 inches
total).
To create a landscape page, you must insert a section break
before and after the page. In Word 2003: Insert> Break>
Next Page; in Word 2007: Page Layout tab> Page Setup group>
Breaks> Next Page.
Once you have the breaks inserted, click on the page, and
choose landscape orientation. In Word 2003: File> Page
Setup> Landscape; in Word 2007: Page Layout tab> Page
Setup group> Orientation> Landscape.
How should I paginate the ETD?
A landscape page? (Return
to top)
General Pagination
The first two pages of an ETD are not paginated. Page numbers
begin with iii, appearing on the signature page. The body
of the ETD begins with page 1.
*You must insert a section break between the title and copyright
page, the copyright and the signature page, and the end of
the frontmatter and page 1. In Word 2003: Insert> Break>
Next Page; in Word 2007: Page Layout tab> Page Setup group>
Breaks> Next Page. Once you have the section breaks in
place, follow these instructions:
Word 2003* |
Word 2007* |
- Click on first page (title page)
- Select Insert> Page numbers> Alignment center>
uncheck show number on first page> OK
- Click on second page (copyright or blank page)
- Select Insert> Page numbers> uncheck show
number on first page> OK
- Click on third page (signature page)
- Select Insert> Page numbers> Format> Number
Format> Select Roman> OK> OK
- Click on first page of chapter 1
- Insert> Page numbers> Format> Page Numbering>
Select Start at: 1> OK> OK
|
- Click on third page (signature page)
- Insert tab> Header & Footer group> Footer>
Edit Footer
- Navigation group> Link to Previous (remove link)
- Header & Footer group> Page Number> Bottom
of Page> Center
- Header & Footer group> Page Number> Format
Page Numbers> Number Format> Select Roman>
OK
- Scroll and then click on first page of chapter 1
- Header & Footer group> Page Number> Format
Page Numbers> Page Numbering> Select Start at:
1> OK
- Close group> Close Header and Footer
|
Landscape Pagination
Landscape pages should be numbered so that, when turned sideways
for binding, the number appears in the same position as the
portrait pages.
See this page for methods for
paginating landscape pages.
How do I create an automatic table
of contents? (Return
to top)
Step 1
Mark all headings in your document using Word's Heading Styles:
Word 2003 |
Word 2007 |
- Open the style pane: Select Format> Styles and
Formatting
- Highlight text and click on Heading 1, 2, or 3 in
the style pane
- To modify the appearance of Headings (font size,
etc.): right click Heading 1, 2, or 3 in the style
pane and select Modify, make changes, and select OK
|
- Open the style pane: Home tab> Styles> Launch
the style pane by clicking the arrow on the lower
right of the styles group
- Highlight text and click on Heading 1, 2, or 3 in
the style pane
- To modify the appearance of Headings (font size,
etc.): right click Heading 1, 2, or 3 in the style
pane and select Modify, make changes, and select OK
|
Step 2
Insert the automatic table of contents in the frontmatter:
Word 2003 |
Word 2007 |
- Select Insert> Reference> Index and Tables
- Select Table of Contents tab
- Click Modify on lower right to make any formatting
changes for each ToC level (double spacing, etc.)>
OK> OK
To update the table of contents:
- Right click table of contents
- Select Update Field
- Update page numbers only –or–
Update entire table
|
- References tab> Table of Contents group> Table
of Contents
- Select Insert Table of Contents
- Click Modify on lower right to make any formatting
changes for each ToC level (double spacing, etc.)>
OK> OK
To update the table of contents:
- Right click table of contents
- Select Update Field
- Update page numbers only –or–
Update entire table
|
How do I create an automatic list
of tables or figures? (Return
to top)
Insert a list of tables or list of figures in your frontmatter
when you have 5 or more tables or figures.
Word 2003 |
Word 2007 |
| Insert captions under all tables, figures,
etc.:
- Select Insert> Reference> Caption
- Choose label type (Figure, Table, etc.)
- Type any descriptive text and select okay
Insert automatic list of table, figures, etc. in frontmatter:
- Select Insert> Reference> Index and Tables
- Select Table of Figures Tab> Select Caption label
type> OK
|
Insert captions under all tables, figures,
etc.:
- References tab> Captions > Insert Caption
- Choose label type (Figure, Table, etc.)
- Type any descriptive text and select okay
Insert automatic list of table, figures, etc. in frontmatter:
- References tab> Captions group> Insert Table
of Figures
- Select Caption label type> OK
|
Where can I find Microsoft Word
handouts from the ETD workshop? (Return
to top)
The handouts are available here: Word
2003 and Word
2007.
| 
