Submitting your Dissertation, Thesis or Report to the Graduate School

Transcription

1 Submitting your Dissertation, Thesis or Report to the Graduate School January 26 and February 3, 2016 Debra Charlesworth 2016 Overview Finding information Preparing for your Oral Defense Copyrighted and collaborative work Scheduling your Oral Defense Accessing Turnitin.com After your Oral Defense 2 1

2 Overview of changes effective fall 2015 The University will no longer offer binding services or require bound documents Deadlines have changed New: deadline to schedule a defense New: deadline to defend in order to graduate in fall Changed: deadline to submit final document is earlier Students will now submit final documents directly to Digital Commons (Library) and ProQuest 3 Who helps you with your submission? Reviewers & Academic Assistance Nancy Byers Sprague, Debra Charlesworth Billing Heather Suokas Cataloging Library staff Graduate School Communications Assistance Program Harriet King 4 2

3 Who should I ? gradschool@mtu.edu 5 What s important on the web? Quick Links are on every page: mtu.edu/gradschool Resources Resources All forms 6 Online seminars 3

4 What is the Degree Completion Timeline? 7 Dynamic forms technical items Form will only work in Adobe Reader (v9.0) or Adobe Acrobat (v9.0 or newer). Works best on the Windows or Macintosh operating system Public computers available in the Library Macintosh users may not use preview; some browser plug ins are incompatible Right click or Control click to save the file to your hard drive; open with an Adobe product If your computer opens the file automatically with Preview, saving this file will make it inoperable in Acrobat or Reader 8 4

5 What are the deadlines? Quick link: Forms and Deadlines 9 MyMichiganTech Log into MyMichiganTech.mtu.edu with your ISO ID and password (what you use for , Canvas, etc.) A personalized web page with your Student checklist: time sensitive items needed and received Degree completion timeline: all items needed and received Overall status for dissertation, thesis, or report See issues? Let us know! (gradschool@mtu.edu) Items require a human to check things off in database - allow ten business days for forms 10 5

6 My Michigan Tech Current Students 11 MyMichiganTech - Checklist Green Check Completed item These go away after a defined period of time Red Exclamation Mark Needs immediate attention Open Check Box Needs attention soon 12 6

7 Degree Completion Timeline and Dissertation, Thesis, Report Status Help with forms Your Timeline Graduate School overall timeline 13 Top of the timeline requirements for all students 14 7

8 Each degree is listed along with requirements for each 15 Degree completion timeline diss. area 16 8

9 Find help for entire process Quick link Theses and Dissertations OR Reports Links to each step Resources FAQ Blog Step-by-step tutorials 17 Quick Link: Professional Resources Online seminar archive Summer 2013 Seminar Series An Office Full of Tips, June 18 Copyright for Dissertations, Theses or Reports, July 24 Summer 2012 Seminar Series Introduction to Adobe Acrobat (Margin checking, embedding fonts, hyperlinks, bookmarks, etc.) Technology for a Paperless Office Secrets to Successful Research Summer 2011 Seminar Series Great images for Papers and Presentations May 26, 2011 An Introduction to LaTeX June 23,

10 Tips for Graduate Students Don t listen to former students! Always go to the website for the most current forms and information Sometimes, the programming on a form is updated to make it work better without announcing the changes If something doesn t work, ask and let us know! Read the instructions Ask the Graduate School questions if something in your review or on the web site is unclear 19 Preparing for your Oral Defense Debra Charlesworth

11 Sample Timeline to Graduation Week Task 1 Give first draft to advisor 2 Revise draft based on advisor s comments 3 Give second draft to advisor 4 Revise second draft based on advisor s comments 5 & 6 Give draft to Graduate School; Prepare for defense and defend 7 & 8 Revise based on committee and Graduate School comments 9 Submit documents to Graduate School 10 Documents accepted and you are done! 21 To graduate in a given semester, you must: Schedule your defense no later than Tuesday, Week 10 Have your defense no later than Tuesday, Week 12 Submit your corrected document and associated paperwork no later than Monday, Week 13 Complete final formatting by Friday, Finals Week This timeline assumes that the document you give your committee only requires minor revisions. Missing a deadline will make you ineligible to complete your degree in that semester 22 11

12 Defenses after Tuesday, Week 12 You can still have a defense after Tuesday, Week 12, but you won t be eligible to graduate in that semester Must still be scheduled two weeks in advance Successfully defending after Tuesday of Week 12 but before the next semester begins will allow you to be eligible to register for 1-credit and be full-time in the next two semesters Example: Successfully defend in finals week of spring semester. You will be full-time with 1-credit in the summer and fall. 23 Deadlines for spring 2016 Last day to schedule a defense March 22, 2016 (Tuesday, Week 10) Last day to hold a defense April 5, 2016 (Tuesday, Week 12) Submit final document and paperwork April 11, 2016 (Monday, Week 13) You will receive a review by April 25th Complete any formatting changes (as needed) April 29, 2016 (Friday, Finals week) 24 12

13 I need to finish my degree by <insert date>. When should I defend? Answer we have no idea at least 4 weeks before that date is a good guess On average, it takes two weeks after a defense to submit a final document. About 43% submit a final document in two weeks or less Range same day of defense to 1049 days after defense On average, it takes 2-3 weeks for the Graduate School to review and approve your final document About 57% were accepted within two weeks or less 25 How do I format my document? Quick link: Theses and dissertations OR Reports Click on Formatting and Preparing Follow the requirements outlined in the Guide Requirements are all underlined and focus on basic items that will ensure good formatting and archiving Additional resources Forms and Deadlines: TDR-Review Guide in a checklist form shows differences for dissertation, thesis, reports Online seminar archive Adobe Acrobat, EndNote, Word, LaTeX 26 13

14 Style for documents Graduate School Guide Follow all underlined rules Advisor + Committee + Program A new Guide is available that clarifies some of the rules, and points you to appropriate web resources 27 Formatting help The Graduate School will provide 10+ hours of group help beginning in April. Times and location(s) to be announced. Ask the Graduate School! Blog has many tutorials your review will point you to relevant ones or search. Google it! One-on-one help or group tutorials available for a fee from the Graduate School Communications Assistance Program

15 References Highly recommend using software such as EndNote to manage your bibliography it s free at Tech! Maintain a database of all references Insert citations easily into Word documents References are automatically formatted, and can be changed to fit journal formats easily formats must match exactly order, punctuation, capitalization, etc. Graduate School has output styles to assist you Contact the Library for additional workshops 29 Title and Approval pages Have very specific format Word templates are available with instructions online Anybody can use to create PDFs and insert into their documents even LaTeX users No signatures required on the Approval page LaTeX template is available online and current template has correct formatting Old pages are not accepted!!! 30 15

16 Copyrighted or Collaborative Work Debra Charlesworth 2016 For all items you did not create or for any published papers or other materials Include a full citation to the source material in an appropriate location (caption, text, footnote) Include a credit line in an appropriate location (not needed for citing facts or paraphrased ideas) See a style guide of your choice for format Note that some publishers have special requests for the formatting of the credit line ( With kind permission ) This is an expectation for all scholarly work, not a Graduate School requirement 32 16

17 Step 1: Determine if permission is needed See Section of the Graduate School Guide and Nora Allred s presentation on copyright Permission is not needed for: Public domain Expired copyright Fair use Figures or text that have been substantially altered from their original source Papers where you have retained the right to republish 33 Step 2: Obtain permission as needed See Section of the Guide for links Permission must be in writing Fax Paper letter If there are signatures on any pieces, and you wish to include them in your dissertation, thesis, or report, they must be redacted (obscured) This helps to prevent identity theft 34 17

18 Step 3: Document ability to reprint See Section of the Guide Follow any instructions given by the rights holder Special credit line text Embargo of work until it s published? Send all documentation to the Graduate School Explanations of fair use of public domain URLS are acceptable (but may not stay in place forever) Copyright transfer agreements for papers you have published Permissions 35 Step 3: Continued Organize all documentation: An appendix to document OR A single PDF file (upload to ProQuest and Digital Commons) OR A comment in Digital Commons (for very simple items) Example: All figures are public domain because they were created by employees of the federal government. Label each item with a cross reference: Ex: This letter is for Figure 4.5. Ex: Documentation for Chapter 2. Remove all signatures (see redaction tool in Acrobat) 36 18

19 How to reprint a paper you have previously published Document that you have the ability to reprint See Steps 1-3 that we just discussed Add a preface to the document (Guide 4.7) More discussion on next slide Add a footnote to each chapter or section (Guide ) See Guide for suggested text; alter as needed Credit line as needed by publisher Reference to documentation if included in Appendix (ex: See appendix A for copyright transfer agreement.) 37 Preface is required for two reasons 1. Published materials republished in their entirety Published materials are items in print, accepted for publication, in review, planned for submission 2. You include materials developed collaboratively A chapter, which is not published, was prepared by you and another person Preface describes the contribution of all collaborators, including the student! Contributions include things like writing the paper, analyzing data, planning experiments, collecting data, etc. Guide

20 Scheduling your Final Oral Examination ( defense ) Debra Charlesworth 2016 At least two weeks before your defense Set a date and time for your defense Reserve a room for your defense Submit the Pre-defense form to the Graduate School Submit a draft of your dissertation, thesis, or report to the Graduate School (via Canvas) and your committee (via method of their choice) See the Degree Completion Timeline web page for a helpful list

21 Log into Canvas Visit mtu.instructure.com Log in with Michigan Tech ISO ID and password 41 Select the Course Graduate Candidates 42 21

22 Select Modules Left hand column holds navigation Things you can do Ways to get help 43 Select the assignment to submit Only pre-defense documents are now accepted on Canvas. The link icons will take you to our online instructions to finish your submission

23 Read the instructions Click Submit Assignment 45 Browse to find the file Click + to add more than one file Type comments here better than Click Submit Assignment when done 46 23

24 Your verification of a complete submission 47 Click Re-submit Assignment to revise prior to your review The Graduate School will only review a single draft Revisions will delay your review, as items are reviewed in the order they are received

25 Obtaining your review The Graduate School will you when your review is complete. Please allow two weeks. Return to Canvas to view it and any comments. 49 MMT Your Degree Completion Timeline 50 25

26 MMT Student checklist and status area 51 What do I do after my review? Prepare for a successful defense Your review will point you to sections in the Guide read them! Ask questions! If you don t understand a correction, it s still required Ask for help or clarification as needed Reminder: Only the required portions of the review are required. These sections are clearly marked at the top of the page

27 Accessing Turnitin.com Debra Charlesworth 2016 What is Turnitin.com? It is plagiarism detection software It compares your document to its sources Web pages, journal articles, etc. The report shows you what text matches a source, and the source of that text When you use the Graduate School site to submit your work, it is completely private. Only authorized Graduate School staff will have access, and we don t look at your documents unless you ask us

28 How can I access Turnitin? Go to Create an account using the course information available on Canvas - use your mtu.edu ! Submit an assignment there are three available Contains the course ID and password 55 Will the Graduate School submit my document to turnitin.com? No We can assist in interpreting reports and point you to additional resources if you need assistance 56 28

29 After the Oral Defense Debra Charlesworth 2016 New last semester Professional binding services are no longer offered through the University You are welcome to bind your copies through ProQuest, Thesis on Demand, The Print Shop (Houghton), Book Concern Printers (Hancock), or any printer of your choice Simplifies forms, submission process, final approval Approval form contains access/embargo options Final submissions are submitted directly to: Digital Commons (all submissions; new this semester) ProQuest (theses and dissertations) 58 29

30 To graduate in spring You must submit your final document and associated paperwork by 4pm on April 11, 2016 in order to be eligible to complete your degree If you meet this deadline, but are not able to make required revisions by the April 29th deadline, you will be eligible to opt out of paying tuition in summer and will instead pay the resubmission fee when you complete your corrections If you are not able to make this deadline, you must register for at least one credit in the semester you plan to complete your degree (summer or fall) If your successful defense was in spring, one credit will allow you to be full time in summer and fall International students will need to fill out a reduced course load request with IPS 59 After the oral defense on your checklist 60 30

31 After the oral defense These items are required for a complete submission Incomplete submissions will not be reviewed Allow two weeks for review Submissions must be complete by 4pm, April 11, 2016 to be eligible to graduate in spring 61 An incomplete submission on MMT 62 31

32 A complete submission on MMT 63 Approval form Must arrive and be dated within one week of your final document It indicates that your committee and program are satisfied with your written corrections NEW: It contains your ETD access and embargo options TIP: Make your corrections, get the signatures on this form, submit to Graduate School, and then submit your materials to Digital Commons and ProQuest s and/or scans and/or faxes are allowed for off campus advisors/department chairs/school deans 64 32

33 What is an ETD? ETD = Electronic Thesis or Dissertation Available electronically through the library s institutional repository (Digital commons) Access can be: Open Access: anyone in the world can access your document Select Traditional or Open Access PLUS on ProQuest Campus Access: Only Michigan Tech patrons (people with an ISO id and password or people physically in the library) can access your document Select Traditional Publishing on ProQuest 65 What is an embargo? An embargo completely restricts publication of your document until after the period has ended Digital Commons and ProQuest will have the title and abstract available No documents are released until after degrees have been granted for the semester An embargo may be necessary to protect intellectual property while a patent is being filed A reason is needed for all embargoes 66 33

34 Submitting to Digital Commons A link to the submission area is on. MyMichiganTech (checklist, timeline, status area) Graduate School web page Select Submit Research at the bottom of the left column 67 Log in with Michigan Tech ID and password 68 34

35 Read the Publishing Agreement and agree to its terms Check box, and click Continue 69 Provide the required information 70 35

36 Document Type Access (Campus or Open) must match Approval form Type (dissertation, thesis, report) must match degree earned Graduate School will correct as needed to match form and degree 71 Uploading your document Click Upload file from your computer, then you will have a button to browse for it

37 Uploading file click Choose File 73 Select date for embargo, or leave blank Must match Approval form 74 37

38 Check box to upload additional files Click Submit when done 75 Supplemental content click Choose File and upload as many files as needed Click continue when finished 76 38

39 Choose the sort order for supplemental files, and which ones will show For example, copyright documents can be uploaded as supplemental files, but be chosen not to show with your published submission 77 Click My Account to see all of your submissions 78 39

40 Click on the title of a submission to revise it or view decisions (contains your review) 79 View Decisions most recent on top click subject to view message 80 40

41 Attachments are at the bottom of the title block The notifying you of your review will have a link directly to this page 81 ProQuest required for theses and dissertations ProQuest archives your work and makes it more broadly available dissertations.umi.com/michigantech Traditional Publishing is the minimum requirement it is FREE for online submissions, and required if you selected Campus Access for your ETD Open Access Plus and copyright filing are optional (and require additional fees paid to ProQuest) You may order bound copies at an additional cost from ProQuest. Bound copies are now optional. Graduate School blog has a how to tutorial 82 41

42 Why submit early? 216 students earned degrees with a dissertation, thesis, or report in % of these students required at least one revision of their document each review can take up to two weeks at the end of the semester 12% of these students were required to pay the resubmission fee 83 If your document requires revision You will receive a notice from Digital Commons Update your Digital Commons and ProQuest submission - no need to create new submissions Wait for your next review Photo credit: Paul Charlesworth 84 42

43 Resubmission fee If you need to revise your document A revision must be submitted by 4pm on April 29, 2016 in order to complete your degree in spring It could take two weeks to review don t worry! Your graduation semester is based on when you submit, not when we review it If you cannot make the April 29th deadline, the Graduate School will enroll in you in UN5951 (no fee, no tuition) and you will pay a resubmission fee (25% of one credit of tuition) when you complete your degree 85 When your document has acceptable formatting The Graduate School will bill you for any fees due (resubmission fee, fee for GS-CAP services). Your document will not be accepted (or your degree awarded) until your fees are paid. If no fees are due, your document is accepted Check MyMichiganTech.mtu.edu for any other items that are due to complete your degree 86 43

44 When is ETD available? All documents will be released after the degrees are granted for the semester With an embargo, the title and abstract will be available on Digital Commons and ProQuest until the release date Without an embargo, volumes will be available on Digital Commons as soon as they are released. On ProQuest, they are generally published and available within a few weeks after delivery. 87 The best dissertation Photo courtesy of Paul Charlesworth 44

45 is a finished dissertation! Photo courtesy of Paul Charlesworth Congratulations! You re almost Finished! Debra Charlesworth