FAQs about VT ETD Submission and Access


  1. How can I view current VT ETDs?
  2. Can I make or request changes to my ETD after the Graduate School approves it?
  3. I have changed my name since I finished my ETD.
  4. How does UMI/ProQuest get VT ETDs?
  5. What do my ETD fees cover?
  6. When will my ETD be available online?
  7. How long after I submit my ETD will the Graduate School approve it?
  8. Is the library going to bind my ETD?
  9. If I want a bound copy of my ETD, where can I take it?
  10. After making an ETD available, can I have access to it restricted or withheld?
  11. How do I withhold or restrict my ETD for an additional year?
  12. Can my withheld or restricted ETD be released before the year is up?
  13. How long do I have to submit the ETD after my defense?
  14. Can I take longer than 2 weeks to submit my ETD?
  15. What are the formatting requirements for my ETD?
  16. Where can I get help writing or reviewing my documents?
  17. Where can I get help formatting my references?
  18. Where can I find information about the style guides for citations?
  19. What file formats should I use for my ETD?
  20. Can I submit other file formats?
  21. How should I name my ETD file?
  22. If I submit multiple files, how should I name them?
  23. How do I copyright my ETD?

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.
Go to top


2. Can I make or request changes to my ETD after the Graduate School approves it?
No.
Go to top


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.
Go to top


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 have also submitted the UMI/ProQuest form(s) and paid the appropriate fees.
Go to top


5. What do my ETD fees cover?
All ETD authors are charged a $20.00 Archiving Fee to support access to and maintenance, and preservation of their ETDs by Virginia Tech.

Doctoral students submitting electronic dissertations are also charged $45.00, which covers various UMI/ProQuest services and products, including ProQuest Dissertations and Theses Database.

Authors of Electronic Theses may also choose to have their works available through various UMI/ProQuest services and products, including ProQuest Dissertations and Theses Database. for an additional fee.
Go to top


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.
Go to top


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.
Go to top


8. Is the library going to bind my ETD?
No.
Go to top


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.
Go to top


10. After making an ETD available, can I withhold or restrict it again?
No.
Go to top


11. How do I withhold or restrict my ETD for an additional year?
You can request an extension by emailing the Graduate School.
Go to top


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 (grads@vt.edu) with their permission to remove the restrictions.
Go to top


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.
Go to top


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.
Go to top


15. What are the formatting requirements for my ETD?
Consult:

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

Go to top


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:

Go to top


17. Where can I get help formatting my references?
EndNote and similar software applications are available from the Library:
Go to top


18. Where can I find information about the style guides for citations?
See the Library's Citations and Style Manuals.
Go to top


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.
Go to top


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 grads@vt.edu with the subject line as “File format request”
Go to top


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.

Go to top


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

Go to top


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.

Go to top


Valid HTML 4.01 Transitional