Dissertation Format and Submission Requirements: FAQs

This is an entry guide for questions about formatting and printing your dissertation, as well as submitting it to the library.

FAQs

General Questions about ETDs

Access and Repository Questions

Submitting my work


General Questions

What is an ETD?

An ETD is an Electronic Thesis or Dissertation. You will format your ETD mostly the same as a a print version (e.g. spacing, page numbers, tables) but instead of submitting a print copy to be bound and kept on the library shelves, you will submit a PDF to be archived and made available open access in the UHCL Institutional Repository.

What does it mean for my thesis or dissertation to be "open access?"

It means that your work will be available for the global audience of internet users to download and read free of charge. The Neumann Library, in partnership with the Texas Digital Library, will archive, preserve, and make the work available in the UHCL Institutional Repository. Researchers, practitioners, and members of the public will be able to find your work in Google Scholar, Texas Digital Library, the National Digital Library of Theses and Dissertations, or library catalogs based on searches for your name, the title, or the keywords from the abstract. Researchers will be able to cite it easily because it will be assigned a stable and permanent URL. You will be able to view usage statistics, including how many people download it and what cities they are from.

Am I giving up my copyright? What does “non-exclusive rights” mean?

You are the copyright owner of your thesis or dissertation, regardless of whether you choose to register it with the U.S. Copyright Office. As copyright owner, you have a bundle of rights, enumerated in the United States Copyright Law

When submitting your thesis or dissertation, you are asked to agree to a license to grant the Texas Digital Library, UHCL, and your academic department "the non-exclusive rights to copy, display, perform, distribute and publish the content I submit to this repository...and to make the Work available in any format in perpetuity as part of a TDL, Institution or Department repository communication or distribution effort."

Non-exclusive rights allow us to archive, preserve, and make your work available but do not give us ownership over your work. You retain copyright of your work, and can still exercise all of your rights under copyright. Because the license is non-exclusive, you still have the right to publish the work yourself, or transfer exclusive rights to another publisher.

What if I want a personal copy of my thesis or dissertation printed and bound?

Printed and bound copies are not required by the University of Houston - Clear Lake, but you may want to have physical copies for yourself or others. You can print personal copies of your dissertation from the UHCL Copy Center. You can print/bind using an online service such as GradWorks Online or a local book binder here in Houston such as The Bookbindery. These vendors are optional and provided here for informational purposes only. The University of Houston-Clear Lake does not endorse these vendors.

Access & Repository Questions

Will I still be able to publish my dissertation in a journal or book if it’s available to everyone in the institutional repository?

Generally, in order to publish journal articles or books from your dissertation or thesis, the publisher will require significant revisions; for instance, the language may need to be condensed and modified to suit the journal's reader base, the format will need to conform to the publisher's specifications, and the peer reviewers may suggest rewriting or rethinking portions of the work. For these reasons, many publishers do not regard theses and dissertations as publications, and will publish articles and books based on those works. Review the policies of publishers you intend to work with, and speak with your Committee Chair. Embargo options are available if the publisher requires it.

Will my dissertation be more susceptible to plagiarism if it’s open access?

Although making your work available open access can make it technologically easier for potential plagiarists to find and copy your words, at the same time its openness can also serve as a form of protection against plagiarism. Your work will be posted with a publicly documented date of publication and author information. If people search for your words, the search results will include your work. Therefore it will be easier to detect plagiarism of your work, in comparison with a work that is only available in print form or in a closed access database.

What if I want to restrict access to my work?

If you wish to temporarily restrict access to your work, you can embargo it. An embargo is a temporary withholding of access, typically for pursuing publishing options.

You may select a 6 month, one year, and two year embargo. See more information on Delay of Publication on the Dissertation Submission page.

How will people access my work?

Your work will be accessible directly from the UHCL Institutional Repository. Researchers, practitioners, and members of the public will be able to find your work in Google Scholar, Texas Digital Library, the National Digital Library of Theses and Dissertations, or library catalogs based on searches for your name, the title, or the keywords from the abstract. Researchers will be able to cite it easily because it will be assigned a stable and permanent URL. You will be able to view usage statistics, including how many people download it and what cities they are from. It will also be available in the ProQuest Dissertations & Theses Database.

Submitting my work

How do I create a PDF?

Please see Section V of the Format & Submission Guidelines.

Do I need to submit my signature page?

Yes. Submit a scanned copy of your signature page with signatures on Step 4 of the Vireo submission process.

Am I required to submit a copy to ProQuest Dissertations and Theses Database?

Yes, submitting your work to the ProQuest Dissertations & Theses Database is required. There is no extra charge for submitting it to ProQuest. ProQuest will archive it and make it available in their database. Approved ETDs will be uploaded to ProQuest once your degree is certified, or after the embargo has expired. Universities that pay for access to ProQuest may then download your work, or individuals without a subscription can pay ProQuest for a copy.

I just submitted my dissertation. When will it show up in the UHCL Institutional Repository?

If you have not embargoed it, it will be available in the UHCL Institutional Repository by the following semester. If you have embargoed it, it will be available within one month of the expiration of the embargo.

I was notified that I need to make corrections. How do I do that?

After you have submitted your dissertation, the only corrections you may make are those required by the Neumann Library. Additional corrections requested by the student, the chair, or other committee member will not be accepted.

You can monitor the dissertation status by logging in to Vireo. The Neumann Library will contact you via your UHCL email address after review of the manuscript with any required corrections. Log-in to Vireo and you will notice that the Status of your work is "Needs Corrections."

For step by step instructions about how to make corrections and resubmit your manuscript, please watch this brief video tutorial on YouTube: https://youtu.be/xYbHUIYvdNc. Click the Edit button and enter the View Application screen, where you can upload a corrected document. The screen will provide instructions, highlighted in red, for uploading a corrected document. You can replace the ETD using the upload tool on this screen and selecting “Complete Corrections” at the bottom of the screen when finished. You will be asked to confirm that you have completed the replacement and will then see a screen confirmation indicating that corrections have been successfully submitted.

All corrections must be made promptly and meet the deadlines at http://libguides.uhcl.edu/dissertation. Graduation will be postponed if corrections are not made on time.

I graduated from UHCL when paper copies of theses and dissertations were submitted. How do I request that my thesis or dissertation become accessible online?

We are very interested in adding your work to our digital collection of ETDs. Please email Clarke Iakovakis at iakovakis@uhcl.edu or call 281-283-3910 and someone will be in touch with you.

281-283-3910    library@uhcl.edu   UHCL Neumann Library    UHCL Pearland Campus Library