FAQs: Format Check and Final Copies
- Is a format check required?
Yes, format checks are REQUIRED for all theses and dissertations.
- Do I need to make an appointment for my format check or final copies check?
An appointment for a format check is not necessary, but the format check IS REQUIRED. Students who would like to turn in FINAL dissertation copies in person can make an appointment to meet with Missy Coleman (firstname.lastname@example.org), although it is not necessary to do so.
- Can I mail or email my format check/final copy instead of delivering them personally?
Format Check: Copies submitted for format check must be electronically submitted to the Graduate School's electronic submission site (web address appears below). This eliminates the need to deliver a hard copy for format checks.
Final Copy: Students must electronically submit a final copy to the electronic submission site and deliver a hard copy to the Graduate School. Hard copies may be sent to:
Missy Coleman, The Graduate School, Granada Center 400, 1032 W. Sheridan Road, Chicago, IL 60660.
- What do I send in and where do I send it?
Students should upload a complete manuscript, including all front and back matter, tables, and figures as a PDF to the Graduate School's electronic submission site: http://www.etdadmin.com/luc. The manuscript should be formatted according to the directions in the manual. Students should also submit reliable contact information including a functioning email address.
- What happens when I upload my PDF to the ETD Administrator? Does it go straight to ProQuest?
When you upload your PDF, a draft is saved to the online submission site. This draft undergoes an electronic format check. Only administrators in the Graduate School are able to view your submission. Only the Graduate School can send your submission to ProQuest for publication. Your dissertation/thesis will only be sent to ProQuest after the Graduate School has confirmed completion of ALL requirements for degree conferral.
- I've uploaded my PDF - is that all I have to do?
No - make sure you complete all the steps required to "submit" your thesis/dissertation - EVEN FOR FORMAT CHECK. This ensures that the Graduate School staff will receive notification of your submission. You will be able to revise and resubmit a final copy later.
- I don't want to order copies for my format check/I don't know how many copies to order.
You don't have to order copies when you submit your document for a format check. You will be able to revisit this step when you submit your final copy. At that time, you might be better positioned to know how many copies you would like to order, if any.
- Will I be contacted with the results of my format check?
Students will be contacted via email regarding the results of their format checks. They will also receive important information about final copies and required forms that are to accompany them. It is important that students check their email regularly, including their LUC email account, before calling to ask about their results.
- Do I need to have defended my Thesis/Dissertation to have my manuscript format checked?
No. Students should have completed, but need not have defended. Students should allow adequate time after their defense to make changes, gather signatures, make copies, and deliver copies to the Graduate School by the appropriate deadline.
- Do I need to have original signatures?
Yes - for final copies. Students should obtain original signatures on the approval sheet for EACH COPY of their final copy.
No - for the ballot from the defense. Students with special situations can submit a Xerox copy of the ballot, but not the signature pages (the last page of the dissertation).
- What is the difference between an approval sheet and the Approval Ballot for Text and Oral Defense?
The approval sheet is a student-created form, formatted according to the guidelines outlined in the Format Manual for Theses and Dissertations. One copy of this form must accompany the final hard copy; another copy of this form must be submitted to the Graduate School for its records. Both copies must bear original signatures from the committee chair.
The Approval Ballot for Text and Oral Defense can be found on the Graduate School's website at . A signature from each committee member is required, although students with special situations can submit a Xerox copy of the signatures.
- Why are there two different sets of instructions for formatting the title page and abstract?
One set of instructions are for materials to be included within the manuscript itself. One set of instructions are for extra materials to be submitted along with the manuscript.
- How can I get extra copies of my manuscript?
Extra copies can be ordered from UMI/ProQuest or from the University Library. Ordering from the library is less expensive and quicker, but you must provide a copy of the manuscript. Further information about each is included with the results of the student's format check.
Students who wish to order copies of their manuscripts may do so from ProQuest after final copies have been uploaded and approved.
- Where do my copies go?
One hard copy is held by the Unviersity Library as an archive copy.
An additional abstract is used by UMI to create Dissertation Abstracts International, a research database. Students should think of their abstract as a published document and treat it accordingly.
Data provided on NORC forms become part of a large-scale database. Student's individual information is confidential.
Extra title pages are used by the Graduate School to ensure that the correct number of copies are received, that the copies are distributed correctly, and that information on the student's transcript is correct.
- How do I complete the exit survey?
Several weeks after the deadline to submit final copies, an email will be sent to students who applied for graduation with a link to the exit survey.