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The Graduate School Reference Center

An online reference portal designed to provide information to faculty, researchers, and students in The Graduate School.

1. Recommended Formats

Recommended formats for Theses and Dissertations

Text

  • PDF or PDF/A (.pdf)

Image

  • TIFF (.tiff)
  • JPEG (.jpeg)
  • JPEG2000 (.jp2)
  • GIF (.gif)

Video

  • MPEG-4 (.mp4)

Audio

  • WAV (.wav)
  • AIF (.aif)
  • MPEG-3 (.mp3)

2. File Name Format

When naming your file, please use your last name, an underscore, your first name, an underscore, and your degree.  For example, Smith_John_PhD.pdf

3. PDF Conversion Software and Services

Microsoft Office 2007 has the ability to save to a PDF.  We recommend a secure PDF enabling users to copy portions of copyrighted materials.

Adobe Acrobat Pro

The Web offers free PDF conversion services and software. Here are some options:

Adobe Online Service
Cute PDF
Ghostscript
PrimoPDF 
doPDF

4. Create a Secure PDF using Adobe Acrobat Pro

Create a Secure PDF

  1. Open the Tools Pane.
  2. Under "Protection" expand the "Encrypt" section.
  3. Select "Encrypt with a Password."

create a secure PDF using Adobe Acrobat Pro_image 1

  1. On the "Password Security--Settings" page under "Permissions" select "Restrict editing and printing of the document.  
  2. You willl need to create a password at this time.  This will insure you have access to make changes to this PDF in the future.
  3. Change the "Printing Allowed" to High Resolution.
  4. "Enable copying of text, images, and other content" should be unselected.
  5. "Enable text access for screen reader devices" must be selected.

create a secure PDF using Adobe Acrobat Pro_image 2

5. Should I use the copyright registration service through ProQuest?

Should I Register the Copyright?

ProQuest/UMI offers a copyright registration service when you deposit your thesis or dissertation.The fee for this service is $65, which includes the $35 copyright office fee. Although registration is not required to preserve your copyright, most copyright specialists feel that it is advisable since registration offers certain legal benefits if someone infringes on your copyright and you wish to bring suit. Note that if you choose not to register your copyright through ProQuest/UMI, you can still register it on your own. Information on self-registering your copyright can be found at eCO:Electronic Copyright Office.

6. Does a co-first authored paper count as a first authored paper for the alternative format dissertations?

Yes, the Graduate School accepts co-first authored articles for the alternative format. The student must get permission from the co-first author and if the co-first author is also a graduate student, they must agree NOT to use the same paper in their dissertation. In addition, the manuscript must include a statement that the first authors contributed equally.

7. Is there a page limit in either dissertation formats (traditional or alternative)?

There is no page limit to either traditional or alterative formats. 

8. Is there a specific type of publication that is required?

It must be a peer reviewed original research manuscript. A review article is not acceptable.