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Electronic Theses and Dissertations:
Frequently Asked Questions


What are electronic theses and dissertations?

Electronic theses and dissertations (ETDs) are digital representations of the traditional work by a graduate student in fulfillment of requirements for a graduate degree. An ETD can be a simple textual document converted to a standard electronic format such as Adobe Portable Document Format (PDF) or a complex combination of images and formats.

What are the objectives of electronic theses and dissertations?

The objectives of electronic theses and dissertations are to offer several advantages over traditional paper-based documents:

  1. To empower students to convey a richer message through the use of multimedia and hypermedia technologies
  2. To improve graduate education by allowing students to produce electronic documents, use digital libraries and understand issues in publishing
  3. To increase the availability of student research for scholars and preserve it electronically
  4. To lower the cost of submitting and handling theses and dissertations
  5. To empower universities to unlock their information resources
  6. To advance digital library technology

What other institutions are experimenting with electronic theses and dissertations?

Over 100 institutions worldwide currently have Electronic Thesis and Dissertation projects. Most of these institutions introduce ETDs as an optional format for a period of time before they are required. A growing number of institutions, such as Virginia Polytechnic Institute and State University, West Virginia State University, University of Texas at Austin, University of North Texas, and the University of Hong Kong require electronic submission.

The UNESCO ETD Guide lists many exemplary ETDs from all over the world. Follow the link through "ETD Models" and select "Exemplary ETDs" to view.

What will students need to learn to submit an ETD?

Creating an ETD is easy. Students will need to learn how to:

What file formats are acceptable?

Currently, the following formats are acceptable:

Will ETDs be preserved?

VCU's theses and dissertations are records of permanent enduring value and will remain available indefinitely. Challenges to digital preservation include the problem of hardware and software obsolescence and the absence of established standards for saving and regenerating data. Copying data to the next generation of hardware and software will preserve access to ETDs at VCU. Standards will be applied as they evolve.

What about proprietary information in ETDs?

In some cases, students may need to limit access to their ETD because they are publishing significant portions of their work, or if they contain proprietary materials. Students and their advisers can select different levels of ETD accessibility:

Who should I talk to?

First talk to your advisor. Let your advisor know you want to submit your work electronically. If you have questions about ETD, contact Patricia Selinger in the VCU Libraries, at 804-828-1096 or by email at patricia.selinger@vcu.edu.

What happens after I click on SUBMIT?

Your work is immediately loaded into the ETD database. Your work is still available to you by entering the username and password created to submit the work. The VCU Libraries reviews the ETD online. You will be notified via email that your work has been approved or that there is a message in the "Notice" box on the Main Page of your record. You will receive a notice if there is a problem viewing your ETD or with its formatting. Once your work has been approved, your work is complete. The document is locked at this point and changes are no longer possible. Congratulations!

What about my signature sheet?

A completed signature page is required to approve your ETD. When your Advisory Committee approves the work, you are responsible for gathering original signatures on the signature sheet. The final signature on the signature sheet is for the Dean of Graduate Studies. Please indicate that you are submitting electronically and the Graduate Studies Office will retain this sheet.

What if my department still wants a print copy?

Some departments and certain Advisory Committee members may require printed final copies of your thesis or dissertation. It is up to you to understand the policies and procedures of your department and committee.

What about payment?

ETD is free! Doctoral students are required to pay for publishing with Digital Abstracts International (DAI), currently set at $55. Authors must provide the library with one print copy for this service. The electronic dissertation is sent to UMI for publication and archiving. UMI requires an original signature on the Dissertation Publishing Form (http://www.library.vcu.edu/preservation/umi_phd.pdf). Copyright service is optional and can be ordered for an additional $65 when you pay for publishing with DAI.

The ETD Project and print binding are separate operations. The minimum number to bind is based on the Graduate School Manual. The processing fee for dissertations ($60) includes four copies (2 for the dept, 2 for the library). The library catalogs one print copy for Special Collections and Archives, and the other is an access copy that is in circulation. When the dissertation author contributes to the ETD Project at the time print work is received, the access copy will go to the author as a personal copy. The processing fee for theses ($45) includes two copies (1 for the dept, 1 for the library). The VCU Libraries' Business Office located in Cabell Library, room 201, now accepts payments for all theses and dissertations with check, Visa or Mastercard. The processing form is at http://www.library.vcu.edu/services/binding.html and offers online payment by Visa, Mastercard, Discover, or American Express.

What assistance is available?

Training is offered throughout the year. Questions can be directed to Patricia Selinger, VCU Libraries, and to Lori Floyd, VCU Graduate School. Technical assistance on digital multimedia is available at the VCU Libraries Media Resource Center.

Where can I learn more about electronic theses and dissertations?

The Networked Digital Library of Theses and Dissertations, based at Virginia Tech, has an international membership of institutions and consortia. You can search ETD projects around the world through the NDLTD membership list or use the NDLTD Union Catalog to search ETDs across institutions.

NDLTD also hosts e-mail lists developed to discuss the project. All are invited to subscribe and contribute to the discussion.

Questions? etd@vcu.edu