5/25/2016
Submitting your Dissertation, Thesis
or Report to the Graduate School
May 24, 2016
© Debra Charlesworth
2016
Overview
• Finding information
• Preparing for your Oral Defense
• Copyrighted and collaborative work
• Scheduling your Oral Defense
• Accessing Turnitin.com
• After your Oral Defense
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Overview of changes effective fall 2015
• The University will no longer offer binding services or
require bound documents
• Deadlines have changed
New: deadline to schedule a defense
New: deadline to defend in order to graduate in fall
Changed: deadline to submit final document is earlier
• Students will now submit final documents directly to
Digital Commons (Library) and ProQuest
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Who helps you with your submission?
• Reviewers & Academic Assistance
Nancy Byers Sprague, Debra Charlesworth
• Billing
Heather Suokas
• Cataloging
Library staff
• Graduate School Communications Assistance
Program
Harriet King
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Who should I email?
gradschool@mtu.edu
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What’s important on the web?
Quick Links are on
every page:
mtu.edu/gradschool
Resources
Resources
All forms
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Online
seminars
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What is the Degree Completion Timeline?
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Dynamic forms – technical items
• Form will only work in Adobe Reader (v9.0) or Adobe
Acrobat (v9.0 or newer).
Works best on the Windows or Macintosh operating system
Public computers available in the Library
• Macintosh users may not use preview; some
browser plug ins are incompatible
“Right click” or “Control click” to save the file to your hard
drive; open with an Adobe product
If your computer opens the file automatically with Preview,
saving this file will make it inoperable in Acrobat or Reader
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What are the deadlines?
Quick link: Forms and Deadlines
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MyMichiganTech
• Log into MyMichiganTech.mtu.edu with your ISO ID
and password (what you use for email, Canvas, etc.)
• A personalized web page with your…
Student checklist: time sensitive items needed and received
Degree completion timeline: all items needed and received
Overall status for dissertation, thesis, or report
• See issues? Let us know! (gradschool@mtu.edu)
• Items require a human to check things off in
database - allow ten business days for forms
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My Michigan Tech – Current Students
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Degree completion timeline – diss. area
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Find help for entire process
Quick link – Theses and Dissertations OR Reports
Resources
Links to each step
FAQ
Blog
Step-by-step tutorials
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Preparing for your Oral Defense
© Debra Charlesworth
2016
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To graduate in a given semester, you must:
• Schedule your defense no later than Tuesday, Week 10
• Have your defense no later than Tuesday, Week 12
• Submit your corrected document and associated
paperwork no later than Monday, Week 13
• Complete final formatting by Friday, Finals Week
• This timeline assumes that the document you give
your committee only requires minor revisions.
• Missing a deadline will make you ineligible to
complete your degree in that semester
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Defenses after Tuesday, Week 12
• You can still have a defense after Tuesday, Week 12,
but you won’t be eligible to graduate in that semester
• Must still be scheduled two weeks in advance
• Successfully defending after Tuesday of Week 12
but before the next semester begins will allow you to
be eligible to register for 1-credit and be full-time in
the next two semesters
Example: Successfully defend in finals week of summer
semester. You will be full-time with 1-credit in the fall and
spring.
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Deadlines for summer 2016
• Last day to schedule a defense
July 12, 2016 (Tuesday, Week 10)
• Last day to hold a defense
July 26, 2016 (Tuesday, Week 12)
• Submit final document and paperwork
August 1, 2016 (Monday, Week 13)
You will receive a review by August 15th
• Complete any formatting changes (as needed)
Aug. 19, 2016 (Friday, Finals week/“15th week”)
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I need to finish my degree by <insert
date>. When should I defend?
• Answer – we have no idea – eight weeks before that
date is a good guess
• On average, it takes six weeks after a defense to
submit a final document.
About 46% submit a final document in two weeks or less
Range –day of defense to three years after defense
• On average, it takes 2-3 weeks for the Graduate
School to review and approve your final document
About 38% were accepted within two weeks or less
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How do I format my document?
• Quick link: Theses and dissertations OR Reports
Click on “Formatting and Preparing”
Follow the requirements outlined in the Guide
 Requirements
are all underlined and focus on basic items
that will ensure good formatting and archiving
• Additional resources
Forms and Deadlines: TDR-Review – Guide in a checklist
form shows differences for dissertation, thesis, reports
Online seminar archive
 Adobe
Acrobat, EndNote, Word, LaTeX
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Style for documents
Graduate School Guide
Follow all underlined rules
Advisor + Committee + Program
Read the Guide – it’s helpful!
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Formatting help
• The Graduate School will provide 12 hours of group help
beginning in July. See our blog or the University events
calendar for dates and locations.
• Ask the Graduate School!
• Blog has many tutorials – your review will point you to
relevant ones or search.
• Google it!
• One-on-one help or group tutorials available for a fee
from the Graduate School Communications Assistance
Program
 http://mtu.edu/gradschool/gscap
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References
• Highly recommend using software such as EndNote
to manage your bibliography – it’s free at Tech!
Maintain a database of all references
Insert citations easily into Word documents
References are automatically formatted, and can be
changed to fit journal formats easily – formats must match
exactly – order, punctuation, capitalization, etc.
• Graduate School has output styles to assist you
• Contact the Library for additional workshops
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Title and Approval pages
• Have very specific format
• Word templates are available with instructions online
Anybody can use to create PDFs and insert into their
documents – even LaTeX users
• No signatures required on the Approval page
• LaTeX template is available online and current
template has correct formatting
• Old pages are not accepted!!!
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Copyrighted or Collaborative Work
© Debra Charlesworth
2016
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For all items you did not create or for any
published papers or other materials…
• Include a full citation to the source material in an
appropriate location (caption, text, footnote)
• Include a credit line in an appropriate location (not
needed for citing facts or paraphrased ideas)
See a style guide of your choice for format
Note that some publishers have special requests for the
formatting of the credit line (“With kind permission…”)
• This is an expectation for all scholarly work, not a
Graduate School requirement
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Step 1: Determine if permission is needed
• See Section 5.3.1 of the Graduate School “Guide”
and Nora Allred’s presentation on copyright
http://www.gradschool.mtu.edu/td/copyright
• Permission is not needed for:
Public domain
Expired copyright
Fair use
Figures or text that have been substantially altered from
their original source
Papers where you have retained the right to republish
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Step 2: Obtain permission as needed
• See Section 5.3.2 of the Guide for links
• Permission must be in writing
Email
Fax
Paper letter
• If there are signatures on any pieces, and you wish
to include them in your dissertation, thesis, or report,
they must be redacted (obscured)
This helps to prevent identity theft
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Step 3: Document ability to reprint
• See Section 5.3.3. of the Guide
• Follow any instructions given by the rights holder
Special credit line text
Embargo of work until it’s published?
• Send all documentation to the Graduate School
Explanations of fair use of public domain – URLS are
acceptable (but may not stay in place forever)
Copyright transfer agreements for papers you have
published
Permissions
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Step 3: Continued
• Organize all documentation:
 An appendix to document OR
 A single PDF file (upload to ProQuest and Digital Commons) OR
 A comment in Digital Commons (for very simple items)

Example: All figures are public domain because they were
created by employees of the federal government.
• Label each item with a cross reference:
 Ex: This letter is for Figure 4.5.
 Ex: Documentation for Chapter 2.
• Remove all signatures (see redaction tool in Acrobat)
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How to reprint a paper you have
previously published
• Document that you have the ability to reprint
See Steps 1-3 that we just discussed
• Add a preface to the document (Guide 4.7)
More discussion on next slide
• Add a footnote to each chapter or section (Guide
4.12.2)
See Guide for suggested text; alter as needed
Credit line as needed by publisher
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Preface is required for two reasons
1. Published materials republished in their entirety
Published materials are items in print, accepted for
publication, in review, planned for submission
2. You include materials developed collaboratively
A chapter, which is not published, was prepared by you and
another person
Preface describes the contribution of all
collaborators, including you! Contributions include
things like writing the paper, analyzing data, planning
experiments, collecting data, etc.
Guide 4.7
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Scheduling your Final Oral
Examination (“defense”)
© Debra Charlesworth
2016
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At least two weeks before your defense
• Set a date and time for your defense
• Reserve a room for your defense
• Submit the Pre-defense form to the Graduate School
• Submit a draft of your dissertation, thesis, or report
to the Graduate School (via Canvas) and your
committee (via method of their choice)
• See the Degree Completion Timeline web page for a
helpful list.
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Log into Canvas
• Visit mtu.instructure.com
• Log in with Michigan Tech ISO ID and password
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Select the Course – “Graduate Candidates”
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Select Modules
Things you
can do
Left hand
column holds
navigation
Ways to get help
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Select the assignment to submit
Only pre-defense
documents are now
accepted on Canvas.
The link icons will take you
to our online instructions to
finish your submission.
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Read the instructions
Click “Submit Assignment”
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“Browse…” to find the file
Click “+” to add more than one file
Type comments here – better than e-mail
Click “Submit Assignment” when done
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Your verification of a complete submission
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Click “Re-submit Assignment” to revise
prior to your review
• The Graduate School will
only review a single draft
• Revisions will delay your
review, as items are
reviewed in the order they
are received.
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Obtaining your review
• The Graduate School will e-mail you when your
review is complete. Please allow two weeks. Return
to Canvas to view it and any comments.
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MMT – Your Degree Completion Timeline
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MMT – Student checklist and status area
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What do I do after my review?
•Read everything
 The Guide – sections are highlighted in your review
 Your review – helpful comments are throughout
 The blog – your review points you to helpful tutorials for common
issues
•Ask questions!
 If you don’t understand a correction, it’s still required
 If you misinterpret a correction, it will require revisions
• Reminder: Only the required portions of the review are
required. These sections are clearly marked at the top of
the page.
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Accessing Turnitin.com
© Debra Charlesworth
2016
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What is Turnitin.com?
• It is plagiarism detection software
• It compares your document to its sources
Web pages, journal articles, etc.
• The report shows you what text matches a source,
and the source of that text
• When you use the Graduate School site to submit
your work, it is completely private. Only authorized
Graduate School staff will have access, and we don’t
look at your documents unless you ask us.
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How can I access Turnitin?
• Go to www.turnitin.com
• Create an account using the course information
available on Canvas - use your mtu.edu email!
• Submit an assignment – there are three available
Contains the course ID
and password
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Will the Graduate School submit my
document to turnitin.com?
• No
• We can assist in interpreting reports and point you to
additional resources if you need assistance
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After the Oral Defense
© Debra Charlesworth
2016
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New in fall 2015
• Professional binding services are no longer offered
through the University
You are welcome to bind your copies through ProQuest,
Thesis on Demand, The Print Shop (Houghton), Book
Concern Printers (Hancock), or any printer of your choice
Simplifies forms, submission process, final approval
• Approval form contains access/embargo options
• Final submissions are submitted directly to:
Digital Commons (all submissions; new this semester)
ProQuest (theses and dissertations)
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To graduate in summer
• You must submit your final document and associated
paperwork by 4pm on August 1, 2016 in order to be
eligible to complete your degree
 If you meet this deadline, but are not able to make required
revisions by the August 19th deadline, you will be eligible to opt
out of paying tuition in summer and will instead pay the
resubmission fee when you complete your corrections
• If you are not able to make this deadline, you must
register for at least one credit in the semester you plan to
complete your degree
 If your successful defense was in summer, one credit will allow
you to be full time in fall and spring
 International students should consult with IPS
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Don’t wait until the last day!
• 60% of students wait until the last day to submit.
• We have more questions after that than before.
Since we moved the deadlines back, only 25% of
submissions are accepted with the first submission
• 45 students submitted on the fall 2016 deadline day.
62 students graduated in fall 2016!
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After the oral defense…on your checklist
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After the oral defense…
These items are required
for a complete submission
• Incomplete submissions will not be reviewed
• Allow two weeks for review
• Submissions must be complete by 4pm, August 1,
2016 to be eligible to graduate in summer
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An incomplete submission…on MMT
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A complete submission…on MMT
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Approval form
• Must arrive and be dated within one week of your
final document
It indicates that your committee and program are satisfied
with your written corrections
It contains your ETD access and embargo options
TIP: Make your corrections, get the signatures on this form,
submit to Graduate School, and then submit your materials
to Digital Commons and ProQuest
• E-mails and/or scans and/or faxes are allowed for off
campus advisors/department chairs/school deans
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What is an ETD?
• ETD = Electronic Thesis or Dissertation
• Available electronically through the library’s
institutional repository (Digital commons)
• Access can be:
Open Access: anyone in the world can access your
document
 Select Traditional or Open Access PLUS on ProQuest
Campus Access: Only Michigan Tech patrons (people with
an ISO id and password or people physically in the library)
can access your document
 Select Traditional Publishing on ProQuest
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What is an embargo?
• An embargo completely restricts publication of your
document until after the period has ended
Digital Commons and ProQuest will have the title and
abstract available
No documents are released until after degrees have been
granted for the semester
• An embargo may be necessary to protect intellectual
property while a patent is being filed
• A reason is needed for all embargoes
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Submitting to Digital Commons
• A link to the submission area is on….
MyMichiganTech (checklist, timeline, status area)
Graduate School web page
• http://digitalcommons.mtu.edu/etdr/
Select “Submit Research” at the bottom of the left column
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Log in with Michigan Tech ID and password
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Read the Publishing Agreement and
agree to its terms
Check box, and click “Continue”
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Provide the required information
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Document Type
• Access (Campus or
Open) must match
Approval form
• Type (dissertation,
thesis, report) must
match degree earned
• Graduate School will
correct as needed to
match form and degree
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Uploading your document
• Click “Upload file from your computer,” then you
will have a button to browse for it.
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Uploading file – click “Choose File”
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Select date for embargo, or leave blank
Must match Approval form
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Check box to upload additional files
Click “Submit” when done
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Supplemental content – click Choose File
and upload as many files as needed
Click continue when finished
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Choose the sort order for supplemental
files, and which ones will show
• For example, copyright documents can be uploaded
as supplemental files, but be chosen not to “show”
with your published submission
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Click “My Account” to see all of your
submissions
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Click on the title of a submission to revise
it or view decisions (contains your review)
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View Decisions – most recent on top –
click subject to view message
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Attachments are at the bottom of the title
block
• The email notifying you of your review will have a
link directly to this page
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ProQuest – required for theses and
dissertations
• ProQuest archives your work and makes it more
broadly available
dissertations.umi.com/michigantech
• Traditional Publishing is the minimum requirement –
it is FREE for online submissions, and required if you
selected Campus Access for your ETD
• Open Access Plus and copyright filing are optional
(and require additional fees paid to ProQuest)
• You may order bound copies at an additional cost
from ProQuest. Bound copies are now optional.
• Graduate School blog has a “how to” tutorial
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Why submit early?
• 216 students earned degrees with a dissertation,
thesis, or report in 2015
• 62% of these students required at least one revision
of their document – each review can take up to two
weeks at the end of the semester
• 12% of these students were required to pay the
resubmission fee
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If your document requires revision
• You will receive a notice from Digital Commons
• Update your Digital Commons and ProQuest
submission - no need to create new submissions
• Wait for your next review
Photo credit: Paul Charlesworth
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Resubmission fee
• If you need to revise your document…
A revision must be submitted by 4pm on August 19, 2016 in
order to complete your degree in summer
It could take two weeks to review – don’t worry! Your
graduation semester is based on when you submit, not
when we review it
• If you cannot make the August 19th deadline, the
Graduate School will enroll in you in UN5951 (no
fee, no tuition) and you will pay a resubmission fee
(25% of one credit of tuition) when you complete
your degree
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When your document has acceptable
formatting
• The Graduate School will bill you for any fees due
(resubmission fee, fee for GS-CAP services). Your
document will not be accepted (or your degree
awarded) until your fees are paid.
• If no fees are due, your document is accepted
• Check MyMichiganTech.mtu.edu for any other items
that are due to complete your degree
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When is ETD available?
• All documents will be released after the degrees are
granted for the semester
• With an embargo, the title and abstract will be
available on Digital Commons and ProQuest until the
release date
• Without an embargo, volumes will be available on
Digital Commons as soon as they are released. On
ProQuest, they are generally published and
available within a few weeks after delivery.
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The best dissertation…
Photo courtesy of Paul Charlesworth
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…is a finished
dissertation!
Photo courtesy of Paul Charlesworth
Congratulations!
You’re almost Finished!
© Debra Charlesworth
2016
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