PUBLISHING & COPYRIGHT QUESTIONS
1. What is the ETD Database?
The ETD Database is the Electronic Theses & Dissertations Database. It began in December, 2004, as an alternative to collecting bound copies of theses and dissertations, and to provide greater access to the scholarly work produced by the university. Currently, almost all departments require students to submit their theses and dissertations electronically.
The ETD Database is designed so that students may submit their thesis or dissertation themselves - once it has been approved by the appropriate graduate office, it is then available over the Internet.
2. Why must I submit an ETD?
As most theses and dissertations are created electronically (usually through word-processing programs), there's no reason why they can't be stored and accessed electronically as well.
Additionally, ETDs allow you the chance to better convey your message through the use of audio, video, animation, databases, and simulations, far exceeding the limitations of print media.
There is also a greater possibility of access to your work through an ETD - studies have shown that ETDs are accessed much more than their paper counterparts.
3. What are the benefits to greater access to my work?
Prior to the ETD database, if someone wanted to access your work, he or she would either need to visit the GSU Library, or request your thesis or dissertation through Interlibrary Loan. Now, all that's needed is an Internet connection. Greater access to your work means that other scholars have a chance to build upon and further that work. Also, your ETD stands a greater chance of citation and use if it is published electronically.
4. Who do I contact for my user name and password?
You will need to contact the Graduate Coordinator of your college for the departmental user name and password to access the site. These contacts are as follows:
College of Arts & Sciences - Amber Amari
College of Arts & Sciences Honors Program - Shundra Presti
Andrew Young School of Policy Studies - Wanda Cooley
College of Health & Human Sciences - Barbara Smith
J. Mack Robinson College of Business - Libby Crawley
College of Education - John Haydock
Once you have logged in, you will need to create your own user name and password to upload your thesis or dissertation. See the ETD-Help section for more information on uploading your work.
5. Who do I contact for assistance with the ETD database?
For assistance in uploading or accessing your ETD, please contact:
Joel Glogowski
Learning Commons Librarian
404/413-2806
jglogowski@gsu.edu
Any questions regarding content, approval, or formatting procedures of your ETD should be directed towards your Graduate Advisor or your committee.
6. What format should my ETD be in?
Generally, ETDs are modeled on their paper counterparts, and students must adhere to strict guidelines regarding the formatting of their thesis or dissertation. This means that theses or dissertations are usually written using Microsoft Word, and the .doc files are converted into PDF format (software to read PDF files is widely installed and globally available), which preserves both the content and look & feel of the original document.
The ETD database, however, can accommodate a variety of file formats - if your thesis or dissertation contains separate multimedia files (such as video or audio files, for instance), you may include them with your traditionally-formatted document. Please contact the Library if you need any assistance in this matter.
For examples of creative use of technology in ETD creation, please see these examples at Virginia Tech.
7. Is there a limit to the size of the files we submit as a part of our ETDs?
Our file upload page can support files of up to 20 Megabytes in size. It is recommended that you keep your files under this size, as it increases the usability of your research over the Internet. However, if you need to submit a larger file, ftp access is also available on request by emailing etdhelp@gsu.edu. You can also split up your ETD into multiple files (saving each chapter or the appendices as a separate file).
8. How do I correct my ETD after it appears on the library server?
Once your committee and the graduate school have approved the ETD, that version is a matter of Institute record and will be archived as such. You may not make any corrections. For this reason, you and your committee must check the ETD thoroughly before submitting it.
PUBLISHING & COPYRIGHT QUESTIONS
1. How does the ETD database relate to UMI?
UMI is a corporation in Ann Arbor, Michigan that maintains a microform archive of about 1.5 million dissertations, as well as an online service called Dissertation Abstracts. Most dissertations written in the U.S. are submitted to UMI for archiving on microfilm, from which microform or paper copies can be produced. UMI also functions as an on-demand book publisher that eliminates the editorial process. They accept electronic submissions as well as paper submissions. UMI plans to make available online electronic versions of all works they receive after 1996.
One difference between the ETD database and UMI is that only dissertations are required to be submitted to UMI; the ETD database contains both dissertations and theses. Also, the ETD database is publicly accessible, while only subscribers to UMI can access the available content.
UMI is now offering an "open access publishing option" - by paying an extra $95, you can choose to have your thesis or dissertation made freely available in PQDT Open, their online repository of open access graduate works, launching in late 2006. However, as your thesis or dissertation is already made freely available through the ETD database, you may question the wisdom of paying the extra money for a service that is already provided to you for free.
2. How does UMI get their copy for filming and copyrighting?
Your Graduate School will collect payment and send your thesis or dissertation to UMI. Please contact your Graduate School for further information.
3. What if I want to publish a book or article related to my thesis or dissertation?
Generally, books or articles derived from theses and dissertations have been revised significantly before publication, so the online version will bear little or no resemblance to the final published product. However, since publishers vary widely in their policies, it may be wise to share this documentation about the ETD initiative with publishers to which you are likely to submit your work. You should also educate yourself about your rights regarding copyright and publishing agreements before signing anything. See the Create Change web site for more information on your rights as an author.
Studies have shown that prior publication of an ETD on the Internet does not deter later publication by a publishing company. Indeed, maintaining an accessible copy of your work in the ETD database might increase interest in your work, and help you land a book contract.
4. What do I need to know about signing agreements with publishers?
When you have your research published in a conference, book, or journal, you usually sign some type of agreement with the publisher. You should read that agreement carefully before signing, making sure you understand AND AGREE with the terms and conditions. If you don't, you may want to change the agreement in connection with discussion/negotiation with the publisher, and possibly with advice of legal or other counsel. The agreement should be explicit about what future rights of use you retain. If you want to include the materials in a dissertation or to reuse the materials for teaching or a book chapter, ensure that your contract gives you permission to do so before you sign it.
As the author, you are entitled to discuss your plans with the publisher. We encourage you to obtain an agreement that allows you to include your research in a freely available electronic thesis or dissertation.
During these negotiations, you may want to discuss matters of timing and revision. You have the right to negotiate with a publisher to reduce access to your ETD to the Georgia State University community only for a limited amount of time, if they request this as a condition on publishing your article. However, most publishers consider a thesis or dissertation to be quite different from a journal article. Typically the article is much shorter than the chapter or full work, has been revised as a result of the editorial process and peer review, and sometimes contains several authors.
5. What if I want my published journal article to be a chapter in my thesis?
You have several options. These options should be discussed with your committee, and possibly with your publisher: