Steps in Submission
These are the steps you will pursue as you finish your thesis or dissertation, prepare to graduate, and, at last, submit your final, approved manuscript to ProQuest.
1. Write the thesis or dissertation using your preferred word processing program using university formatting guidelines and incorporate any additional guidelines put forward by your school or college in the graduate student handbook.
2. Be Sure to Put the Correct Dates on the Title Page of Your Manuscript. The date degree conferred should be on the title page of your manuscript. University conferral dates are listed on the ETD Approval Deadlines page.
3. Familiarize yourself with the material at this website and at the GW ProQuest ETD Administrator website so that you can start thinking about what is involved in preparing and submitting an electronic thesis or dissertation. You may create a login and password at the ProQuest submission site if you wish, but we recommend that you only submit the final, approved thesis or dissertation.
4. Copyright Considerations.
Get Permissions to Use Others' Works. If your dissertation includes extended quotations, published scales or tests, or other materials owned by others, be sure you have sought permission from the author(s). Additional information can be found under the web page Fair Use. You can obtain permission from an author or publisher using this sample copyright permission letter.
Use of Your Previously Published Works in Your Dissertation or Thesis. Inclusion of your own previous or future publications, (including co-authored works) requires permission be granted by a publisher and may impact your ETD publishing options. Information on this topic can be found at Using your own previously published works: A guide.
Obtaining copyright permissions can take time, so please start the process well before you are ready to submit your document to the ProQuest ETD Administrator. Please direct all questions and requests for guidance to Barrett Matthews, the Library’s Compliance Officer.
5. Defend the dissertation and make any changes requested by your committee after the defense or if you are completing a Master's thesis, make all final changes requested by your Thesis Advisor.
6. Obtain final signoffs: Show the final version with the last changes to your thesis advisor or dissertation director, obtain his or her approval of the final version, and ensure that school or college procedures are followed. Both you and your advisor or director should sign the ETD Access Approval Form and submit it to your college or school's graduate office.
7. Doctoral Candidates Only: Complete the Certification Page (this replaces the signature page in the electronic document) and insert it in the electronic dissertation right after the title page; fill in the date of your dissertation defense and the names and professorial titles of the members of your committee (Only include your dissertation director(s) and the two readers who are members of the core research proposal committee). Please use the GW Online Directory for names and professorial titles.
8. Take care of other preparation for graduation tasks: Be sure you have (a) completed all course work required for graduation, (b) applied for graduation, (c) registered for the semester in which you will graduate, (d) paid any unpaid GW bills, (e) updated the address to which your diploma is to be sent on GWeb, and (f) complete the the online Student Graduation Survey (g) Doctoral Candidates only: Register and complete the Survey of Earned Doctorates online or in hard copy and submit to your graduate studies or doctoral program office.
9. Convert your thesis or dissertation to pdf: You need to convert your manuscript to a single Adobe pdf file. Supplementary files such as data sets, oversize pages, etc. may be added as Supplementary Files in any format.
An easy to use converter for Microsoft Word or RTF format documents is provided on the ETD Administrator site once you log into your account or you can upload a pdf file directly. Simply upload your file(s) to the converter utility and the file will be converted for you. Please note that there may a considerable delay in this process during periods of peak activity. If your dissertation is not in Microsoft Word or RTF format, the ProQuest page, ETD Administrator FAQs, provides options for converting Native, Postscript, and TeX/LaTeX files to PDF format. Adobe DC is also available for download, free of charge, as part of Creative Cloud. Alternatively, Acrobat DC is available for students to use to convert their manuscripts to Adobe PDF format in Gelman Library and computer labs on the Foggy Bottom and Mount Vernon campuses. For information on the availability of the student computer labs, please go to the Academic Support Services page describing the facilities.
10. Carefully check the pdf file: Strange things can happen when a document is converted to pdf (strange formatting, missing pages), so it is important to check the pdf page by page before you submit it.
11. Prepare for going to the submission site: Have your pdf file and any supplementary files you want to upload, your Abstract in Word or another word processing program, your thoughts about keywords for your dissertation, forwarding address information, and your credit card when you go to submission site.
12. Submit the final, approved copy of the dissertation: Go to the GW ProQuest ETD Administrator website and follow the instructions for submitting a thesis/dissertation. You should have your credit card handy so that you can pay ProQuest online for any optional services you order. You can start the process, logout, and login again later; your work will be saved. If you have any questions or encounter problems, contact ProQuest electronically or by phone: 1.877.408.5027 (9 am-6 pm E.S.T.). You may also check the Best Practices pages on this website. If that does not work, try the ETD Administrator in Gelman Library.
13. Submit the completed ETD Access Approval Form. This form should be submitted to your ETD School Administrator or Program Coordinator when you have uploaded your dissertation or thesis to the GW ProQuest ETD Administrator website.
14. After you have submitted: You will receive an email acknowledging receipt of the thesis or dissertation. The document will be reviewed by the ETD Administrator in Gelman Library and then by your college or school’s graduate studies or doctoral program office before it is approved and transmitted to ProQuest. If there is something wrong with the file(s), you will be contacted by the ETD Administrator of The George Washington University (via proquest.com) at the email address you provided in your ETD Account. ProQuest provides instructions for revising and re-submitting your manuscript can be found under ETD Administrator: FAQs on this page.
15. Status of your submission: To check the status of your submission, log in to your ETD Account and click on the tab labeled My ETDs. The status is displayed as a hyperlink next to the Status field. For a detailed explanation, please click on the link. Information the status of your submission can also be found by clicking on the HISTORY tab in the left-hand navigation bar in your ETD Account.
16. You will receive an email when your submission meets all requirements and has been accepted. Once it has been delivered, please allow 6-8 weeks for ProQuest to complete its checks, convert the document to microfiche, and make the dissertation available through the ProQuest Dissertations & Theses Global database.
16. If you ordered hard copy(s) of your thesis or dissertation, generally it takes 4-6 weeks after ProQuest has received your submission. Please check the ProQuest Support Site (Orders) page for updates.