ETD Submission Process

Summary: Within two (2) weeks of your thesis/dissertation defense, submit a completed Thesis and Dissertation Approval Form with original signatures, upload your ETD, and submit applicable supporting documentation (e.g., copyright permissions, IRB approval or exemption notices, Survey of Earned Doctorates)

Submission Timeline
See the Graduate School's Graduation Requirements and Commencement Deadlines for dates and deadlines

Steps to Submitting an ETD

  1. Gather all the files that comprise the ETD.
  2. Naming the file(s): You MUST name your file(s) with these 3 elements
    • LastName_FirstandMiddleInitial(s)
    • Document type: T or D for a Thesis or Dissertation
    • Year of defense
    Doe_JA_T_2008 is an example of a Masters student named Jane Anne Doe who defended her thesis in 2008.
    The generic file name format is <Last name>_<first (and) middle initials>_T or D_<yyyy of defense>
    If you have more than one PDF file or additional multimedia files, number them sequentially (e.g., f1, f2, f3, etc.). Examples are at this FAQ.
  3. Go to the ETD submission website
  4. Login with your Virginia Tech PID and password.
  5. Copy the requested information such as name, email address, degree, committee, etc. from your ETD's title page and abstract. Complete the Web form in one sitting or begin but save and return to it at a later date.
  6. Select an availability option for your ETD.
    • Provide immediate open access.
    • Restrict access to only the Virginia Tech community for one (1) year.
    • Withhold all access for one (1) year for the following reason: Patent, Security, Other (requires justification).
    • All VT ETDs become publicly available (i.e., open access), even if they are restricted or withheld temporarily--usually 1-3 years.
  7. If you have copyright permission letters and Fair Use Analyzer results for materials used in your ETD, create a separate PDF file containing a copy of the title page of your ETD and the permission letter(s) and fair use justification(s). Name the file _Copyright, using the above convention (e.g., Doe_JA_D_2008_Copyright).
  8. Upload your ETD file(s) using the “Browse” button and click “Add Files.”
  9. Complete the ETD Survey.
  10. Submission Form
    After you submit your ETD, turn in the signed Thesis and Dissertation Approval Form and IRB notice, if appropriate, to the Graduate School.
  11. The Graduate School will review your ETD after they have received your ETD and the Approval Form with original signatures.
  12. The Graduate School will send an email with instructions if changes are needed.
  13. After your ETD is approved, you and your committee will receive email notification from the Graduate School.

Practice ETD Submission
This site is for demonstration purposes only.

ETD Submission Checklist

  1. One PDF/A-1b file named according to the convention specified above.
  2. A separate file with a) Copyright letters of permission, fair use determination, and/or public domain statement, whatever is appropriate b) IRB approval memo(s) if appropriate
  3. Separate media files (audio and video)
  4. Thesis and Dissertation Approval form with original signatures

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