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FAQs about VT ETD Submission and Access

1. How can I view current VT ETDs?
You can browse by author or department, search the ETD database, and you can search the library's online catalog, Addison, by author, title, keyword, etc.
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2. Can I make or request changes to my ETD after the Graduate School approves it?
No.
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3. I have changed my name since I finished my ETD. Can I have it changed in my ETD?
Once your committee and the Graduate School have approved the ETD, it is archived and cannot be changed.
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4. How does UMI/ProQuest get VT ETDs?
When an electronic dissertation is approved by the Graduate School and it becomes publicly available, an email is automatically generated notifying UMI/ProQuest. The ETD author must also have submitted the UMI/ProQuest forms and paid the appropriate fees.
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5. What do my ETD fees cover?
All ETD authors are charged a $20.00 Archiving Fee to support access, maintenance, and preservation of their ETDs.

Doctoral students submitting Electronic Dissertations also pay $65.00, which covers various UMI/ProQuest services and products, including Dissertation Abstracts Online.

Authors of Electronic Theses may choose to also have their works available through various UMI/ProQuest services and products, including ProQuest Dissertations and Theses for an additional fee of $55.00.
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6. When will my ETD be available online?
Upon approval by Graduate School, ETDs become immediately available in the ETD Database according to the level of access selected on the ETD Approval Form. Restricted and withheld ETDs are released after one year unless the author contacts the Graduate School in writing requesting a one year extension.
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7. How long after I submit my ETD will the Graduate School approve it?
It typically takes 4–6 weeks from the date of submission of your ETD and signed approval form for the Graduate School to approve your ETD.
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8. Is the library going to bind my ETD?
No.
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9. If I want a bound copy of my ETD, where can I take it?
You can take printed copies of your ETD to the University Bookstore for traditional library binding. Copy centers also provide binding services, including spiral binding.
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10. After making an ETD available, can I withhold or restrict it again?
No.
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11. How do I withhold or restrict my ETD for an additional year?
You can request an extension by emailing the Graduate School.
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12. Can my withheld or restricted ETD be released before the year is up?
Yes, both the author and his/her committee chair should email the Graduate School (gradappl@vt.edu) with their permission to remove the restrictions.
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13. How long do I have to submit the ETD after my defense?
You have 2 weeks after your defense to submit your ETD and the original signed ETD Approval Form.
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14. Can I take longer than 2 weeks to submit my ETD?
If you don’t submit your ETD during the semester in which you defended, you will be required to pay additional fees such as the Defending Student Status fees.
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15. What are the formatting requirements for my ETD?
Consult:

Develop your ETD
Standard ETD Format - Formatting Requirements
Manuscript ETD Format - Formatting Requirements

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16. Where can I get help for writing and/or reviewing my documents?
The Virginia Tech Writing Center provides help with writing projects. The Center's services are free of charge. You may make an appointment or walk-in for help.
For appointments call (540) 231-5436 or go to 340 Shanks Hall (Monday - Friday 9am to 5pm).
After-hours help is also available at several locations:

Night Owl – Newman Library (outside Rm. 2005) – Drop-in – Sunday, Monday and Tuesday nights 8 pm to 10 pm

Graduate Life Center – Room 30 – Drop-in – Monday 6 pm to 8 pm,Wednesday 4 pm to 7 pm

Femoyer Hall – By Appointment – Monday – Thursday 6pm to 8pm. Visit www.caee.vt.edu or call (540) 231-5499.

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17. Where can I get help formatting my references?
EndNote and similar software applications are available from the Library:
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18. Where can I find information about the style guides for citations?
See the Library's Citations and Style Manuals.
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19. What file formats should I use for my ETD?
You must submit your ETD as one PDF/A-1b file, which conforms to the ISO standard for long-term preservation of electronic documents.
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20. Can I submit other file formats?
You must request permission from the Graduate School in order to submit other file formats. Send an email to etd@vt.edu with the subject line as “File format request”
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21. How should I name my ETD file?
Your ETD file name must have these three elements in this order: your Last name, First and Middle Initials, T/ D to indicate if your document is a thesis or dissertation, and year of defense.

Last name_first (and) middle initials_T or D_yyyy of defense
For example, Doe_JA_D_2008 is the file name of Jane Anne Doe's dissertation, which she submitted in 2008.

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22. If I submit multiple files, how should I name them?
If the Graduate School has granted you an exception and has permitted you to submit your ETD in multiple files, each file should be named as above in #21 with the addition of sequential file numbers, e.g., _f1, _f2, _f3...
For example, Jane Anne Doe's dissertation is comprised of 4 files, which she submitted in 2008:

Doe_JA_D_2008_f1
Doe_JA_D_2008_f2
Doe_JA_D_2008_f3
Doe_JA_D_2008_f4
Doe_JA_D_2008_Copyright

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23. How do I copyright my ETD?
You do not have to do anything! You own the copyright to your ETD because you created.
However, you may choose to officially register your copyright. You may do this directly through the US Copyright Office for $30. UMI/ProQuest will also register copyright for $45.

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