Post-Defense Essentials: To-Do Items

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POST-DEFENSE FORMATTING REVIEW

After you have successfully defended, make any changes recommended by your committee in the draft in addition to those requested by the Associate Director of Programs if you received an optional predefense review of the manuscript, then submit the revised, post-defense draft to the Associate Director of Programs to begin the post-defense review at grad.dissertation@miami.edu .

The Associate Director of Programs will review the manuscript to make sure it conforms to the Graduate School’s formatting guidelines, available at http://grad.miami.edu/electronic-thesis-and-dissertation/formatting-the-etd/index.html, and e-mail comments to you regarding revisions if any are needed. The Associate Director of Programs can review a post-defense draft in the form of (1) one Word file of the entire manuscript; (2) the entire manuscript separated into no more than 4 Word files; (3) one PDF of the entire manuscript (preferred). If the draft is too large to send by e-mail, send a Dropbox or Google Docs to the Associate Director of Programs, grad.dissertation@miami.edu .

Several iterations of review at this stage of the process may be needed before a manuscript is deemed final, so factor that in when planning the amount of time this stage might take. The goal is to correct all formatting issues in the original word processing file(s), after which the final file(s) will be converted into one final PDF of the entire manuscript that must be approved for upload to the Scholarly Repository.

CREATE THE FINAL PDF

The ETD Support Web site provides conversion guides, troubleshooting tips, and appointment scheduling with an ETD Support Team information specialist. Contact the ETD Support Team in Richter Library by e-mail dfs@miami.edu, or phone, (305) 284-4811. 

The final PDF should be sent to the Associate Director of Programs, grad.dissertation@miami.edu for review. If the final PDF meets all technical requirements, the Associate Director of Programs will send you a permission-to-upload e-mail with instructions about how to upload the final PDF in the Scholarly Repository. Before sending the permission-to-upload e-mail, the Associate Director of Programs will check to make sure Master's and doctoral students have submitted the following three forms to the Graduate School that are required to complete the ETD submission:

(1) Certificate of Defense Approval Form: You should prepare this form before the day of your defense as part of the Defense Day Essentials: To-Do Items for your committee to sign after your successful defense. This form, when electronically signed by all committee members, is your proof that you passed the defense.

(2) Electronic Thesis and Dissertation (ETD) Final Content Approval Form: (NOTE: The ETD Final Content Approval form replaces the function of the signed hard copy of the Signature page from the thesis or dissertation, which was collected to formally document the committee's approval of the final content of the ETD.) Every thesis, dissertation, doctoral essay, or lecture recital essay must have the final content approved by each member of the committee. The ETD Final Content Approval Form documents the committee's approval of the final content of your document. Please access the form here in our Forms section. Fill in the name and e-mail address of each of your committee members. Each committee member will receive notification that he/she must electronically sign the form to confirm his/her approval of the final thesis, dissertation, doctoral essay, or lecture recital essay. This form, when electronically signed by all committee members, is your proof that the committee approved the final document.

(3) Electronic Thesis and Dissertation (ETD) Availability Agreement Form: This form lets the Graduate School know what online availability option you and your main advisor want for your final PDF in the Scholarly Repository. When you've produced a final PDF that's been approved by the Associate Director of Programs, you should discuss with your main advisor which online availability option to select for your thesis or dissertation before completing this form. The three availability options are (i) Open Access; (ii) UM Campus Only; (iii) Embargo. When you and your main advisor have agreed upon an online availability option, please access the form here in our Forms section. Fill in your name and e-mail address and the main advisor's name and e-mail address so you can both sign the form electronically.

The article "Open Access and the Graduate Author: A Dissertation Anxiety Manual," by Jill Cirasella and Polly Thistlewaite, provides helpful insights about making availability choices for your electronic thesis or dissertation.

The permission-to-upload e-mail will not be sent to a student until receipt of the above-mentioned three forms is confirmed by the Graduate School.

(4) Survey of Earned Doctorates (SED) Survey (Ph.D., D.M.A., and Ed.D. Students only): Ph.D., D.M.A., and Ed.D. students must complete the SED Survey online, https://sed-ncses.org. The SED Survey is administered by an independent organization that collects information about every student in the U.S. who receives a Ph.D. degree. Make sure you cc the Graduate School, grad.dissertation@miami.edu, with an e-mail informing us that you filled out the SED Survey. A forwarded copy of the e-mail confirmation you received from SED upon completion will also be accepted.

(5) UM Exit Survey (Ph.D., D.M.A., and Ed.D. Students only): Ph.D., D.M.A., and Ed.D. students must complete the UM Exit Survey online. The Associate Director of Programs will send you the link to the UM Exit Survey by separate e-mail at the time you receive the permission-to-upload email.

(6) ProQuest/UMI Publication Agreement Requirement (Ph.D., D.M.A., and Ed.D. Students only): Besides publication of your dissertation in the UM ETD database, doctoral students are required to publish their manuscript with a second outlet, ProQuest/UMI Dissertation Publishing. The ProQuest/UMI publication agreement, www.etdadmin.com/miami , must be submitted online by all doctoral students. The ProQuest agreement is similar to the upload made in the UM Scholarly Repository and requires a second upload of the final PDF file. You will be asked to create an account, input information about you and your document, then upload the final PDF. There is no charge for submitting this publication agreement. A fee is charged, however, if you engage ProQuest/UMI to handle the official copyright of your manuscript.

Once you have completed your ETD submission, your final dissertation/doctoral essay/lecture recital essay will be available in two places: the University of Miami Scholarly Repository and the ProQuest Dissertations and Theses database. The Scholarly Repository provides a publicly available, searchable, full text repository of UM theses and dissertations. The ProQuest Dissertations and Theses database contains dissertations and theses from universities around the world and is subscribed to by thousands of libraries.

BINDING: One-Sided Printing ONLY

Students interested in having a bound copy of the final electronic thesis or dissertation made should keep in mind that the final PDF that was uploaded in the Scholarly Repository is formatted for printing on one side of the paper only. The offset 1.5-in. left margin necessitates printing on one side of the paper only. Printing on both sides of the paper will result in a bound copy that will not look right. Make sure you ask the binder to print the copy on one side of the paper only if the volume will be printed from the final PDF you produced.

Doctoral Students Take Note: When you upload the final PDF in the ProQuest database, you will be offered a chance to order bound copies of your dissertation from ProQuest. Make sure you call ProQuest, 1-800-521-0600, to ask about printing before ordering bound copies from them. In the recent past, ProQuest has printed bound copies on both sides of the paper only so it's best to inquire about printing before ordering copies.

 IA Digital Print located on UM's Marine Campus, 4600 Rickenbacker Causeway, Miami, FL 33149; phone 305-421-4184; Website info@iadigitalprint.com, binds non-cloth hard cover copies.

For cloth-covered hard copy binding, please search the Web.

Signature Page from Your Document: If you would like to have a signed, original copy of the Signature page to bind in your hardcover thesis, dissertation, or doctoral/lecture recital essay, please print out the page from your document, obtain signatures from your committee members, then turn the form in to the Associate Director of Programs. After obtaining the Dean of the Graduate School’s signature, the Graduate School will send the signed form back to you for your personal use if you provide a self-addressed, stamped envelope.