Thesis/Dissertation Information Session

Transcription

1 The Graduate School Thesis/Dissertation Information Session March 31, 2016 Marina Gano (Graduate School) Thom Deardorff (Libraries) Tim Jewell (Libraries)

2 The Graduate School Grad School Topics 1. The Big Picture: Graduation 2. Dates & Deadlines 3. Student Responsibilities 4. Required Sections for Your Document 5. Common Formatting Mistakes to Avoid 6. Committee Approval Forms 7. After Submitting your ETD UW Libraries Topics 1. Electronic Submission Process & Publishing/Distribution Agreements 2. Copyright Considerations 3. Open Access and Delayed Release

3 The Graduate School The Big Picture: Graduation

4 The Graduate School The Big Picture Student Faculty Supervisory Committee (Master s students) Reading Committee (Doctoral students) Department Graduate Program Advisors (GPAs) UW Graduate School UW Libraries Graduation and Academic Records (GARS) Office Office of Ceremonies - Commencement

5 The Graduate School Graduation Timeline Student: last day to file a Master's Request 6/3/2016 Student: last day to submit ETD 6/10/2016 Student: last day to submit approval form 6/10/2016 Faculty: 5:00 p.m. deadline to submit grades 6/14/2016 Department: last day to recommend student graduation to Grad School 6/15/2016 Grad School: Deliver ETDs 7/12/ April May June July 2016 Grad School: Review ETDs 3/28/2016 First Day of Quarter Grad School: Process Graduation 6/10/2016 Last Day of Quarter 4/4/2016-7/12/2016 6/15/2016-7/12/2016

6 The Graduate School What are your responsibilities? Meet deadlines! Student Make sure the required sections (title page, copyright page, abstract) are complete, accurate and proofread before submission Read the publishing/distribution agreements Understand copyright basics Understand open access and delayed release options Ask questions!

7 The Graduate School ProQuest Dissertation Publishing Preparing Your Manuscript for Submission (Including Supplemental Files) Provides guidance on how to embed fonts and other issues important to preparing your manuscript for submission File Formats manuscript and multimedia Margins Fonts Line Spacing Color And more See Resources & Guidelines tab

8 The Graduate School Required Sections for Your Document Title Page Copyright Page - Abstract Review the sample documents available on the Graduate School s website! Copyright Page Master s Thesis Title Page Doctoral Dissertation Title Page

9 The Graduate School Required Sections for Your Document Title Page Copyright Page - Abstract What are we looking for? Completeness Is all of the information there? Accuracy Is your degree title correct? Is your name listed as it appears on your official UW record? Proofread Does your ETD title match? Are your committee members names spelled correctly? Refer to the ETD Checklists:

10 The Graduate School Title Page- Common Corrections Name must appear as it does in your official UW record Ensure you are using the correct sample pages (Ph.D. vs Master s) Name of Degree Ex: Master of Science (Civil Engineering) VS. Master of Science in Civil Engineering Not sure? Refer to your unofficial transcript Year is the year you are graduating (not: ) Committee Member Names Omit Professional Titles (Dr., Professor, PhD ) Avoid using nicknames

11 The Graduate School ETD Title Page- Common Corrections Cont d Program Authorized to Offer Degree: Not sure what to list? Refer to the dropdown selection in ProQuest Avoid using specifics from your degree title Contact your GPA or GEMS at uwgrad@uw.edu with questions!

12 The Graduate School ProQuest: Administrative Documents Section Committee Approval Forms Master s Supervisory Committee Approval Form Doctoral Dissertation Reading Committee Approval Form ETDs are reviewed only after a completed approval form is received by the Graduate School Survey of Earned Doctorates (SED) Certificate of Completion

13 The Graduate School Committee Approval Forms Signatures certify that the committee has examined the final copy of the thesis or dissertation and is satisfied with the final result Scan the completed form and submit electronically via the Administrative Documents Section of ProQuest Note on signatures: If necessary, you may obtain signatures on separate forms, but you must upload the forms as one PDF file. Deadline: 11:59 p.m. PST on the last day of the quarter

14 The Graduate School After Submitting I ve submitted my ETD and Committee Approval Form... what s next? Submission in progress You have started, but not completed submission of your dissertation or thesis to the UW Graduate School (GEMS). Submission in review Your submission is being reviewed by GEMS. Revisions requested Revisions have been requested. You should have received an with the requested revisions. Check your spam folder if you have not received the . Submission approved Your submission has been approved by a GEMS advisor and is in the queue for delivery to ProQuest.

15 The Graduate School A Few Notes Dates and deadlines are posted on the Graduate School website Bound copies can be ordered through ProQuest or the UW Copy Centers ETDs are delivered to UW Research Works and ProQuest for publication after degrees are conferred

16 The Graduate School Commencement Students who graduated Summer 2015, Autumn 2015, or Winter 2016 are eligible to walk in commencement and their names will appear in the Commencement bulletin. Students who plan to graduate Spring 2016 are eligible to walk in commencement and have their names appear in the Commencement Bulletin; however, they must submit their master's requests or doctoral final exam requests to the Graduate School no later than April 15, 5 pm if they want their name to appear in the Commencement Bulletin. Students who plan to graduate Summer 2016 are eligible to walk in commencement; however, their names will appear in next year s Commencement Bulletin Office of Ceremonies: ceremony@uw.edu, Bothell: Seattle: Tacoma:

17 The Graduate School Questions for the Graduate School? Dates & Deadlines Title Page, Copyright Page, Abstract Supervisory Committee Approval Forms Contact us: Graduate Enrollment Management Services (GEMS)

18 UW Libraries Topics 1. Electronic Submission Process and Publishing/Distribution Agreements (Tim) 2. Copyright Considerations (Thom) 3. Open Access and Delayed Release Options (Tim) Electronic Theses and Dissertations Copyright, Open Access and Publishing FAQ

19 UW Libraries Topics 1. Electronic Submission Process and Publishing/Distribution Agreements (Tim)

20 ETD Process Overview: ETD Administrator Menu System

21 ETD Process Overview (2) 2 identical e-copies made: ProQuest UW Libraries ResearchWorks Both provide services Preservation Distribution/access Both offer control, require your choices

22 ProQuest Primary distributor of theses and dissertations Provides long-term preservation Provides access Libraries subscribe to their database Indexing, abstracts Full text Sell copies to individuals If authors permit Offers copyright registration for added fee

23 ProQuest/UMI: Traditional Publishing Agreement You agree they can distribute/sell You retain copyright You verify that You hold copyright You ve obtained needed permissions to use others work (note importance of Fair Use ) You are responsible for 3rd party claims

24 UW ResearchWorks Suite of UW Libraries Digital Initiatives services: Digital Collections (media publishing), Data Service, Geospatial Service, Journal Hosting Archive of UW research Preservation Access Open Access is important goal, but restrictions available

25 UW Libraries Thesis and Dissertation Submission Agreement: You grant UW rights to reproduce, distribute, display, transmit, preserve You retain copyright You warrant that It s your work You re not violating others rights (Fair Use, again) You ve obtained any needed permissions to use others work

26 Questions on Submission Process and Publishing/Distribution Agreements? You can ask us now or contact Tim Jewell at

27 UW Libraries Topics 2. Copyright Considerations (Thom)

28 Copyright: General Copyright Scope and Duration Creating works You own your copyright immediately ( at the moment of creation ) You don t need to register, but doing so provides some benefits No transfer of copyright to PQ or UW

29 Copyright: Using Others Works Most materials you will use are copyrighted Fair Use section of copyright law allows for some unauthorized use criticism comment news reporting teaching (including multiple copies for classroom use) scholarship research

30 Copyright: Fair Use & ETDs Purpose and Character of use Educational, non-profit, transformative Nature of the work used Usually published, non-fiction, fact-based and academic Amount Usually you are not using entire works. Effect on the Market Usually does not impact the market for the original work

31 Copyright: Using Your Own Works You will need to investigate the status of articles that you have previously published to see if you need permission. Typically you would have assigned your copyright to the publisher Most publishers allow inclusion of articles in theses and dissertations Check your publication agreement, author's rights pages or contact the publisher for permission

32 Copyright: Fair Use and ETDs Much of third-party copyrighted material typically used in a thesis or dissertation can be included in your work without permission but you do need to do a fair use analysis of each work. Look at the information that ProQuest provides at:

33 Permissions: Non-Copyright Issues Culture of your discipline Relationships with colleagues Future relationships with individuals and organizations

34 Questions on Copyright? You can ask us now or contact Thom Deardorff at

35 UW Libraries Topics 3. Open Access and Delayed Release Options (Tim)

36 ETD Submission and Access Policy Electronic deposit required for all theses and dissertations (effective spring 2012+) All ETD s must ultimately be Open Access Students can exercise some control over timing and pattern of release

37 Open Access Essentials Digital, online, free of charge, free of most copyright and licensing restrictions (P. Suber) Partly due to 20+ years of high journal prices Now broad movement to reshape, facilitate scholarly publishing using web Eventual Open Access the most common policy for ETD programs Honors and updates tradition that graduate research results be made public

38 Different patterns for ProQuest UW ResearchWorks Release Options

39 Release Options: ProQuest Immediate access via ProQuest database 6 month delay 1 year delay 2 years delay

40 Release Options: UW ResearchWorks Immediate Open Access UW only access, followed by Open Access 1 year 2 years 5 years No access, followed by Open Access 1 year with possible 1 year extension (to request extension, send to rworks@uw.edu)

41 Most Common Delayed Release Patterns Immediately available via ProQuest and Open Access through UW s ResearchWorks Available via ProQuest, UW only up to 2 years, then Open Access Delay ProQuest availability, UW only to 2 years, then Open Access No Access (not recommended)

42 Delayed Release Scenarios Journal article(s) published, submitted or in process Plan to publish revised version as a book Need patent/ip protection Contains confidential information

43 Scenario 1: Journal Articles Surveys indicate majority (80% +) of journals will consider publishing articles based on open access ETD s UW Libraries recommends immediate open access unless target journal has a restrictive policy. If so, consider limiting access to ProQuest and UW users for 1 year.

44 Scenario 2: Publish as a Book Some university presses may be reluctant to publish books based on open access ETD s, but surveys indicate 80% would consider it. UW Libraries still recommends immediate open access If concerned, consider limiting access to ProQuest and UW for 5 years.

45 Questions on Open Access/ Delayed Release Options? You can ask us now or contact Tim Jewell at

46 Copyright: Contact Information Thom Deardorff Open Access, delayed release options, etc.: Tim Jewell Electronic Theses and Dissertations - Copyright, Open Access and Publishing FAQ