UCI Theses and Dissertations Manual - 7.5. Frequently Asked Questions (FAQ)

How do I get the final confirmation email?

1. How do I get the "final confirmation email"?
Please follow the electronic submission steps outlined here in Section 6 of the manual.
We will review your thesis/dissertation for formatting and if revisions are needed, we will reply within 2 business days. If the manuscript clears all formatting requirements, you will receive a final confirmation email from the University Archives.

2. Can I get the "final confirmation email" through a pre-submission critique?
No. The pre-submission critique will only provide feedback on your formatting. Please follow the electronic submission steps outlined here in Section 6 of the manual.

3. Is a pre-submission critique required?
A pre-submission critique is available to all students who would like to have their formatting reviewed prior to meeting with their committee members. It is not a required step in the filing process.
If you have already met with your committee members, please bypass the "pre-submission critique" and follow the electronic submission steps outlined here in Section 6 of the manual.

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How long does it take to get the final confirmation email?

4. When can I expect a response once I've electronically submitted my thesis or dissertation in ProQuest?
You will receive an automatic confirmation of receipt of your manuscript as soon as you submit it. We will review your thesis/dissertation for formatting and if revisions are needed, we will reply within 2 business days. If the manuscript clears all formatting requirements, you will receive a final confirmation email from the University Archives.

5. I received a notice stating I need to make minor revisions. What do I do next?
Once you make the revisions in your manuscript, please resubmit in ProQuest. We will reply with additional feedback within 2 business days. If the manuscript clears all formatting requirements, you will receive a final confirmation email from the University Archives.

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Access to University Archives

6. Where is University Archives located and how can I reach you?
Room 525 of UCI's Langson Library. Take the north elevators (near the Check-Out Desk) to the 5th floor and enter the door to the Special Collections and Archives Reading Room. You can reach us by using the Electronic Thesis/Dissertation Consultation Request Form.

7. When are you open?
During the academic quarter we are open 11:00-5:00 p.m. Monday-Friday. During summer and intersessions we are open 1:00-5:00 p.m. Monday-Friday. We are closed on all University holidays. More information on hours and our location is available here.

8. Do I need an appointment?
Yes. Please request an appointment using the Electronic Thesis/Dissertation Consultation Request Form. You may also submit a draft of your thesis or dissertation and we can remotely review your formatting of the manuscript. You can also ask any questions regarding the process or any formatting questions.

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Formatting Requirements

9. What are the formatting requirements for my thesis/dissertation?
Follow the instructions in the UCI Thesis and Dissertation Manual, located at http://etd.lib.uci.edu/electronic/tdmanuale . Please note that the Manual will answer most, if not all, the questions you may have about formatting your thesis/dissertation. There are templates available for Word and LaTeX. The Special Collections and Archives Department maintains the official thesis and dissertation Word templates. The LaTeX template is for dissertations only. It is not official and it is not maintained by Special Collections and Archives. However, it is accurate as of September 2013.Links to thesis and dissertation Word and LaTeX templates are available at the top of this webpage: http://etd.lib.uci.edu/electronic/td7e

10. Can I use a manual from another UC?
No, you must use UCI's manual.

11. Can I use an old version of UCI's manual?
No, you must use the current Manual. Policies and procedures change over time.

12. How do I determine the correct name of my degree?
The degrees awarded by UCI are listed in the latest UCI General Catalogue, as well as in the Manual. Use the exact wording specified for your degree. Note that the name of your degree may not match the name of your department. More information about graduate degrees is here: http://www.grad.uci.edu/academics/degree-programs/index.html

13. What are the margin requirements?
1 inch (at least) for the left, right, top, and bottom margins.  You must adhere to these margin requirements, which are established to allow binding and/or microfilming of your T/D without loss of information.  Be sure to measure each section with a ruler; don't rely on the margins setting of your word processing software without verifying the results on a printout.

14. What is the correct spacing of the preliminary pages? How many blank lines should I use between sections?
Consult the samples at the end of the Manual.  Although there is no strict spacing requirement for most of these pages, the end result should generally look like the samples.  Note that the margin requirements also pertain to the preliminary pages.

15. Where can I get help creating a PDF version of my manuscript?
The ETD submission site provides help for converting your manuscript to PDF.

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16. What are the submission deadlines for upcoming academic quarters?
Available at http://www.grad.uci.edu/academics/filing%20deadlines/index.html.
*Dates are subject to change.

17. Is it possible to obtain an extension to the submission deadline?
The University Archives is not able to approve extensions.

18. What is the final day to turn in my thesis/dissertation without paying fees for the following quarter?
The "drop-dead" deadline changes from quarter to quarter; sometimes it is only a few days after the initial submission deadline, other times it is as much as several weeks later.  In general, the "drop-dead" deadline falls on the day before the official start of the following quarter. Note that for any manuscript submitted after the initial submission deadline, the degree is awarded for the following academic quarter.  It therefore is not necessary to obtain an extension in order to submit by this date.

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Critique/Submission Procedures

19. Is a critique of my thesis/dissertation required prior to bringing the full manuscript in for submission?6
No, but it is strongly advisable, or you may find yourself in the position of having to go back and revise portions of your thesis/dissertation when you come in to submit the final manuscript.

20. Do I need to bring a complete copy of my thesis/dissertation if I come in for a critique?
No, but you should at least bring the preliminary pages and a chapter or two, plus any figures or tables about which you may have questions.  These samples may be on any type of paper.

21. How long does a critique or a submission take?
Usually no more than 10 minutes, depending on your questions and how carefully you have followed the Manual.

22. Do I have to pay any fees when I submit my thesis/dissertation?
No fees are required for Ph.D. submissions, but if you are including a form authorizing ProQuest Information and Learning Company to apply for registration of your copyright, you must include the fee specified on that form (currently $55.00) in the form of a money order or certified check payable to PQIL.  If you are ordering copies of your manuscript through UMI, you must include a money order, certified check, or credit card information. If you submit electronically you can pay these fees online using your credit card.

Master’s students must bring their Master’s Thesis/Signature page to the Cashier’s Office (228 Aldrich Hall) to pay the $55 Master’s Thesis Submission Fee. The cashier will stamp the form to indicate receipt of payment. Your final degree paperwork will not be accepted unless the Master’s Thesis/Signature page has the Cashier’s payment stamp.

23. Where do I obtain the necessary forms to accompany my thesis/dissertation?
The forms for a master's thesis are online in section 5.2 of the manual. The forms for a doctor dissertation are online in section 5.3 of the manual.

24. Is it possible for me to delay publication of my thesis or dissertation through UMI/ProQuest and eScholarship?
Yes, occasionally there are circumstances under which you may want to withhold your thesis or dissertation from publication in the UMI/ProQuest system and eScholarship. If you wish to delay publication with an embargo, you must complete the embargo section of the Ph.D. Form II/Signature page or the Master’s Thesis signature page. If you are requesting an embargo for more than 6 years, you must attach a brief memo of explanation addressed to the Graduate Dean for approval.

Options for the period of time an embargo may be granted are: 6 months, 1-6 years and by exception only, more than 6 years. Currently, there is not an option to renew an embargo.  It is important that you and your committee realize that you must actively make a selection regarding whether to request an embargo or not. There are no defaults either way, this is an option you must select.

25. What are the benefits to me of having my thesis or dissertation available in eScholarshop Open Access?
With eScholarship, UCI’s ETDs would be accessible to scholars around the world, online, for free.

  • There is no additional cost to students to make their dissertations available online in eScholarship.   They will not need to pay the optional $95 open access fee to ProQuest.
  • ETDs would be accessible in eScholarship in less than a week after students submit them. 
  • If students provided supplementary material with their dissertations (e.g., data sets, photographs, video, or other attachments), this material would be available with the ETDs in eScholarship.  eScholarship supports supplementary material in a wide variety of formats, including images, data sets, presentations, executable files, downloadable audio/video, and streaming media.
  • eScholarship is optimized for Google searches. Therefore, students will gain increased exposure and citation rates to their ETDs (50-250%).
    • Greater visibility will help recent graduates build their reputations and find employment.
    • Greater visibility makes it harder for others to steal students’ work without proper credit.
  • Open access to UCI’s ETDs in eScholarship may enhance UCI’s reputation as a center for advanced research and scholarship.
    • With greater citation rates, UCI’s scholarship will have a broader impact.
    • Open access to the ETDs allows UCI to demonstrate the quality of its research more easily.
    • Access to ETDs may enhance efforts to recruit students and faculty.

26. If I do not want my dissertation or thesis available in eScholarship, what are my options?
Students who do not want their dissertation or thesis available in eScholarship may submit their thesis or dissertation in paper rather than as an ETD. Masters theses submitted in paper are bound and made available for circulation, but are not available online.  This is a good option for MFA students who do not want their theses distributed on the web.

Paper dissertations are still sent to ProQuest, where they are scanned for inclusion in the ProQuest Digital Dissertations Database.

27. Which publishing option do I select in ProQuest?
The release options available on the ProQuest agreement are separate from the University's ETD release options. To avoid the additional optional fee associated with ProQuest's "Open Access Publishing" option (currently $95), selection of the free "Traditional Publishing" option on the ProQuest publishing agreement is recommended.

28. How can I get bound copies of my thesis/dissertation for my department or myself?
For Ph.D. dissertations, you may order copies from ProQuest at a reduced rate available only at the time of initial submission. You can purchase copies in the ETD submission system by credit card.

Alternatively, you can locate binders by looking in the local yellow pages or online, e.g. Yahoo business directory.

29. I received a "final confirmation email" but I need to make additional changes to my submission.
Once you have received a "final confirmation email" from the University Archives, you are unable to make any additional revisions. Before submitting your thesis/dissertation in ProQuest, please ensure your committee members approve of your manuscript.

[7.6. Points to Double Check]