PhD and DME—Final Copies of Dissertation

PhD and DME—Final Copies of Dissertation

PhD dissertations

• Preparation of final copies
• Electronic submission
• Survey of Earned Doctorates

DME dissertations

• Preparation of final copies
• Electronic submission
• Bound copies submission
• Some bindery options
• Survey of Earned Doctorates

Students should submit an application for graduation no later than the beginning of the semester in which they plan to graduate. Click here for dates and information.

PhD Dissertations

PhD students need to work directly with the Graduate School on some steps of this process. Contact that office early in the process so you will know details about procedure and deadlines. You are responsible for following any regulations and deadlines required by the Graduate School.

Preparation of final copies—PhD

After the defense is passed and the student has made any final changes required by the research committee, the student has one option for final submission: the "electronic" method in which the student submits one electronic copy to ProQuest.

Carefully follow the instructions on the Graduate School web site for submission of final copies (for either option), and don't forget the abstract.

Instructions and tools for the "electronic" method are available here: https://www.etdadmin.com/main/home. The submission process includes creating an account, logging in to the system, completing the author agreement, and uploading the relevant files and information about your submission. Note that all dissertations must be submitted as either PDF, Microsoft Word, or RTF files. (ProQuest requires that you convert your document to PDF using their online converter before submission if your document is in Microsoft Word or RTF.)

The on-line instructions walk you through the procedure and will remind you of any other necessary details. There is also an e-mail address for questions that come up: support@dissertations.umi.com. Please note that there may be fees for some ProQuest services.  

PhD Dissertations "Electronic" method

With this option, the electronic submission is accepted by the Graduate School in place of bound and unbound copies submitted to the Graduate School. See also the Graduate School guidelines.

Students may bind paper copies for personal use, but there is no requirement to submit bound copies to the university for graduation with the "electronic" method of submission.

DME Dissertations

Preparation of final copies—DME

After the defense is passed and the student has made any final changes required by the research committee, the student has two options for final submission: the "electronic" method submitted to the Music Graduate Office and ProQuest or the "bound copies" method in which the student submits two bound copies to the Music Graduate Office. DME Dissertations are submitted to the Music Graduate Office (not the Graduate School).

The final copies for either method must be accepted by the Music Graduate Office by the last day of the semester or summer session in which you want to graduate. If the copies are not submitted on time, it could delay your graduation until the following semester. You would be responsible for any resulting tuition and fees.

DME Dissertations "Electronic" method

With this option, the electronic submission is accepted by the Music Graduate Office in place of bound copies.

Students may still bind paper copies for personal use, but there is no requirement to submit bound copies to the university for graduation with the "electronic" method of submission.

Students submit their dissertation electronically to the Music Graduate Office via this online form for a Styles Guidelines check.  The deadline for this submission is the last day of classes for the semester or session in which you want to graduate.

Submitting your Dissertation for the Style Guidelines check

1. Click on this link to get to the online electronic submission form. 

Do not submit your document until you have first confirmed that you have followed all of the style guidelines.

2. Complete the information requested on the form and upload your document file (in PDF/A format for standard documents, as a ZIP file for multiple-file submissions) using the form.

3. Submit the online form.

4. You will be emailed to confirm that the file was received and that it complies with the formatting guidelines. If there are problems with the formatting, you will be informed and asked to resubmit.

5. You will be given final approval of the formatting by email. 

6. You will upload your dissertation to Proquest.

These six steps must be completed by the last day of the semester (or JSoM summer session) in which you plan to graduate.

Instructions and tools for the electronic submission to ProQuest are available at https://www.etdadmin.com/main/home. The submission process includes creating an account, logging in to the system, completing the author agreement, and uploading the relevant files and information about your submission. Note that all dissertations must be submitted as either PDF, Microsoft Word, or RTF files. (ProQuest requires that you convert your document to PDF using their online converter before submission if your document is in Microsoft Word or RTF.)

The on-line instructions walk you through the procedure and will remind you of any other necessary details. There is also an e-mail address for questions that come up: support@dissertations.umi.com. During the submission process, you will have the option to request that ProQuest file for copyright on your behalf. Please note that ProQuest may charge fees for some of their services.

ProQuest will give you the option to embargo your dissertation so that it is not accessible for a period of time.  The policy of the Music Graduate Office, however, is that dissertations should not be embargoed, so do not choose that option.

After your dissertation has been successfully uploaded to ProQuest, the process is completed.

DME Dissertations "Bound Copies" method

With this option, the student submits two bound copies of the dissertation to the Music Graduate Office.

In dissertations submitted this way, the signature page must be printed on the same kind of paper on which the document is submitted and should be signed by the appropriate members of the faculty.  All signatures must be real, not scanned or copied.  

When submitting your final copies in bound form, be especially careful of the formatting of your title and signature pages.  They must exactly match the style guidelines.

For your convenience, one bindery is listed below, but you are free to use any bindery you wish. The Music Graduate Office must receive the actual bound document by the last day of final exams for you to graduate. If the copies are not submitted on time, it will delay your graduation until the following semester. You would be responsible for any resulting tuition and fees.

Binding Details

• You must use a black binding.
• The binding must use the oversewn method. Velo binding available from some photocopying businesses is not acceptable.
• Ask the bindery to put the dissertation title and your full name on the front cover and the title and your last name on the spine of the bound copies. 

*Students may also bind additional copies for personal use.

For your convenience, a link to one bindery option is listed below, but you are free to use any bindery you wish.

One Bindery Option 

Indiana order form for Thesis On Demand

Cost is based on the number of pages and other factors. For a quote, complete the order form on their web site far enough to see a projection of the cost, or call the HF Group for more information. 1-800-334-3628.

Survey of Earned Doctorates

The Survey of Earned Doctorates is required for all PhD and DME students prior to graduation. More information about the Survey can be found on their web site.