Why must I submit?

ETDs are required by the Graduate School for graduation from Virginia Tech.

Some benefits of creating an ETD:

• learning about electronic document preparation
• exposure to digital libraries.
• better presentation of the research in your thesis or dissertation
• color images or diagrams
• hypertext links
• audio,video or animations
• spreadsheets
• databases
• presentations
• simulations
• virtual reality worlds
• other formats not listed

By submitting electronically you also allow your university to fulfill more economically its responsibilities of recording and archiving your thesis or dissertation.

Note that electronic submission is totally separate from electronic access. So, please realize that regardless of what is arranged in terms of access to your work, electronic submission is required, unless special circumstances arise and are accepted by the Graduate School.

Why is there no paper version required any longer for University Libraries?

The University only requires electronic submission (though your committee and/or department may still want a paper version). It commits to electronic archiving of works received, making sure that these will be accessible in the future, regardless of changes in media and standards.

By not accepting paper, the University reduces handling and library costs, saves you money, and makes it possible for access to increase.

How does the ETD project relate to UMI?

UMI is a corporation in Ann Arbor, Michigan that maintains a microform archive of about 1.5 million dissertations, as well as an online service called Dissertation Abstracts. Most dissertations written in the US are submitted to UMI for archiving on microfilm, from which microform or paper copies can be produced. UMI functions as an on-demand book publisher that eliminates the editorial process. One of the services they offer is to help you regarding copyright and working with publishers.

They accept electronic submissions as well as paper submissions. The latter are scanned in using OCR software, but in most cases current technology does not yield as good a result as would come from an electronic submission. UMI plans to make available online electronic versions of all works they receive after 1996.

Few masters theses are sent to UMI. The ETD initiative aims to handle the hundreds of thousands of theses that UMI does not receive each year.

UMI has a representative on the Steering Committee and on the Technical Advisory Committee for the NDLTD. More information about UMI can be found at http://www.umi.com.

The NDLTD project focuses on graduate education and raising the level of knowledge transfer. Since students may wish to read a thesis or dissertation that was prepared many years before, it is imperative that the NDLTD arrange for archiving of ETDs, so they can be accessed even when media and technology change. UMI, as well as OCLC, is interested in providing such archival services.

What About publishing? What if I want to write a book related to my thesis or dissertation? What do I need to know about signing agreements with publishers?

Since publishers vary widely in their policies, it may be wise to discuss your plans with publishers to which you are likely to submit your work. In the attempt to ease this process for you we have included these suggestions and a sample letter to a publisher.

What if I want to have a journal article I have published as a chapter in my thesis?

If you have published an article or articles before you turn in your thesis or dissertation, and you wish credit for that for your graduate requirements, you have a number of options. These should be discussed with your committee, and possibly with your publisher. Some of your options may be:

• Cite that publication in your references.
• Link to the publication if it is online.
• Include the publication in your thesis or dissertation (with a release from the publisher)

What are the options regarding electronic access?

Virginia Tech gives you four options regarding affording electronic access to your ETD. Virginia Tech Electronic Submission Approval Form, that must be signed by you and your committee when you turn in the your final work:

1. Freely available worldwide.
2. Freely available to the University community but at the same time disallow access from others. (This option may be extended for one year increments by the Graduate School with a maximum of three years.)
3. Restrict access for a period of a one year, even disallowing access by the University community. This option addresses situations such as when a patents application is planned, or when proprietary interests are at stake.
4. Release the entire work for Virginia Tech access only, and partial access worldwide.

You should consider these options carefully. Feel free to ask about Virginia Tech Intellectual Property or Legal Counsel for advice, and to discuss this with your advisor. If you intend to work with a publisher regarding journal or book publications, be sure you understand their policies and any agreements you would sign.