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Thesis and Dissertation FAQs

About Deadlines and Forms

What deadlines must I meet to graduate?

There are several deadlines students must meet to graduate. To make sure that you stay on track, review the graduation deadlines chart. These are in addition to any departmental deadlines that may apply; your advisor can tell you about departmental requirements.

What happens if I miss a deadline?

We try to help you make sure that missing thesis/dissertation deadlines won’t delay your graduation. Depending on which deadline you miss or how late you are, though, you may have to pay fines or delay your graduation. Refer back to the About Deadlines section on the Thesis and Dissertation overview page for details. Plan ahead so that if problems crop up, you’ll have time to fix them. Be sure to stay in frequent contact with your committee as your defense approaches and immediately afterward so you will know about any travel plans or other circumstances that might make getting a member’s signature on your GS7M or GS7D form (see next question) and other paperwork difficult. Ask your advisor to contact Jill Bunch, the Graduate School’s Director of Communications, if you know you are going to miss a manuscript-related deadline. If you are going to miss another type of deadline (for defending your paper, filing the GS2 or GS7, etc.), contact Enrolled Student Services at 656-5339.

What is the GS7 form?

The GS7 is the form on which your advisor and committee verify with their signatures that you have successfully completed your final comprehensive exam, and have successfully defended and properly formatted your thesis or dissertation (if you’re in a program that requires a thesis or dissertation). You can review the graduation deadlines chart to determine the last date for filing the GS7. There are separate versions of the form for master’s and doctoral candidates. The GS7 should NOT be included in your electronic manuscript file.

What should I do if my advisor or one of my committee members is unavailable to sign my GS7?

We cannot overstate the importance of planning ahead. You can foresee and avoid most situations in which a committee member is unavailable shortly before the submission deadline by staying in contact with all of your committee members in the days and weeks leading up to your defense. Emergencies do come up, and in the case of a committee member who is incapacitated or called away for an urgent matter, the Graduate School and Enrolled Student Services can work with you and your advisor to keep your graduation on track. Check with Enrolled Services beforehand if you think you’ll need to transmit your GS7 form to one or more committee members via fax or as a scanned email attachment. Communicate with your committee to plan your defense, allowing enough time between the defense and the final submission deadline to make any revisions that your committee requires or recommends. If the plan changes, check in with the committee to find out if they will be available to review your manuscript and sign your GS7 either in person or electronically before the deadline.

Somebody mentioned a GS32 form. Do I need one of those?

No — the GS32 is obsolete now that Clemson University’s thesis and dissertation publishing is done electronically.

About formatting

Why are the Graduate School’s formatting requirements so important?

Now more than ever, your thesis or dissertation will be viewed by many other scholars, since it will be available to an international audience via ProQuest’s website and the Clemson University libraries’ TigerPrints archive. Proper formatting makes the manuscript easy to read, presents your valuable work in a professional form, and upholds Clemson University’s reputation for high standards by ensuring that all of the published theses and dissertations conform to minimum common formatting requirements.

Where is the thesis and dissertation info on the Graduate School website?

The PDF guidebook Your Clemson University Thesis or Dissertation: Guidelines, Tips & Tools is now the comprehensive source for ETD information, but abridged online info is currently available in the Students section on the Graduate School website. Look for “Theses & Dissertations” in the side menu; the direct link to the ETD overview page is http://www.clemson.edu/graduate/students/theses-and-dissertations/index.html. The formatting instructions begin with some introductory information that answers several formatting-specific questions. The remainder of the ETD info is organized by step, as is the guidebook.

What date should be on my title page?

The date on your title page should be the month and year of your actual graduation ceremony (even if you don’t plan to attend) and not the date your paper was submitted or approved, or the date you completed all your program requirements. Also, it’s just the month — no day and no comma. So, “May 2018,” not “May 7, 2018” or “May, 2018,” or “April, 2018,” for example.

Does the text in my figures, tables or charts have to be the same font as my regular text?

No, but to the extent possible, all figures, tables and charts should use the same font(s). At the very least, all table titles and figure captions must be in a consistent font, even if the data inside those figures/charts is not in the same font.

What if my manuscript is made up of individual journal articles?

Journal style is used when your thesis or dissertation consists of discussions of separate bodies of research. If your thesis or dissertation is made up (in full or in part) of journal articles you have written, this is the model you will likely use. When you use journal style, you typically list works cited at the end of each article. You may want to include a preface (which introduces the bodies of research to be discussed) at the beginning of the manuscript and a conclusions section (that comments on the bodies of research as a whole) at the end of the manuscript. You may include your co-authors or co-researchers under the chapter title, have a separate abstract at the beginning of that article, and separate references at the end of the article. Slight formatting variations between articles are permitted when your articles were previously formatted for different journals, BUT you must maintain 1.25″ page margins and single-column body text, per the Graduate School guidelines.

What's happening with the rows of dots in my table of contents? Why can’t I make them line up?

Word does have a set of table of contents tools that work nicely to create and update your table of contents, but you do need to use the heading styles from Word’s styles menu to make the automatic table of contents. If you assemble your table of contents by hand, you’ll run into ellipses, also called leader dots: the series of dots that link entries to their page numbers in your table of contents (these things: . . . . . .). If you type a series of periods in an attempt to create ellipses, you will never be able to line them up precisely because the spacing between the periods is affected by the letters to the left of the ellipses and the numbers to the right. To make uniform ellipses, use the “tab leader” function of Word or your other word processing program. If you use one of the Graduate School’s Word templates, the ellipses shouldn’t be a problem. If you accidentally delete the pre-set ellipses leaders, or don’t want to use the templates, we’ve provided a “cheat sheet” — an ellipses instructions PDF — for creating your tab and ellipses leaders.

Where can I get help with Microsoft Word?

Your first resource should be the Help files in Word itself. Depending on what issue you’re having, they can be extremely useful. Microsoft’s online Help section on Word is also very helpful. If a quick check of the Help documentation doesn’t solve your problem, you can email the CCIT Help Desk or call 656-3494. You will probably get best results if you go to one of the Help Desks in person with the file you’re working on (click here for hours and locations). The Manuscript Review staff can answer specific document-formatting questions about MS Word, but we are limited in the time and amount of help we can provide each student, particularly near a submission deadline.

The Manuscript Review staff tells me one thing about the format of my paper, and my advisor tells me another. Who’s right?

In many cases, formatting is more an art than a science, so there are rarely right and wrong answers, with the exception of the Graduate School’s basic requirements for title page and front-matter order and format standardization. Whenever possible, we accommodate the requests of your advisor or committee (except for the non-negotiable items listed in the formatting instructions). We know that some programs have very different standards, or provide their own template. If in doubt, email manuscriptreview-l@clemson.edu with specific formatting questions.

What do I do after I secure my committee members’ signatures on my GS7 form?

If your committee has signed your GS7 — whether or not they’ve asked for further content revisions — submit your GS7 to Enrolled Services (104-D Sikes Hall) by the GS7 submission deadline.

About manuscript review and the Manuscript Review office

What do I do if I’ve moved away from Clemson, or if it’s difficult for me to get to campus during business hours?

The implementation of electronic thesis and dissertation submission is a huge benefit to students whose classes and research aren't near the main campus, or who have moved or are otherwise unable to make frequent trips to campus. When you return to campus for your defense, if your committee approves your manuscript that day, you can take your GS7 form to Enrolled Student Services and then complete the rest of the review and submission process from any web-enabled computer. If your manuscript is not yet approved and you must leave town, arrange for a reliable colleague or committee member to make sure your GS7 gets to Enrolled Student Services after your committee signs off on it. You will not have to return to campus to take care of your manuscript after your GS7 is submitted. In some cases you may submit your GS7 electronically. Contact Enrolled Services to find out how.

Email is the best way to correspond with the Manuscript Review office, so the reviewer can provide detailed help — including screen shots — if you’re stuck at any point in the formatting or submission process.

Where is the Manuscript Review desk?

The Manuscript Review desk is in E-106 Martin Hall (Campus Map), within the Graduate School offices.

When is the Manuscript Review desk open?

The Graduate School offices are open from 8:00am until 4:30pm, excluding weekends and University holidays.

I went to the Manuscript Review desk earlier today, and there wasn’t anyone there. Why not?

The Manuscript Review staff is composed of one full-time reviewer and the Director of Communications, both of whom have many other responsibilities. We try to make sure that someone is always available in the office, but meetings, business trips, or other obligations may mean that the staff members are out of the office at the same time. If your need is time-sensitive, it’s best to email questions to manuscriptreview-l@clemson.edu or to email or call ahead (864-656-5338) to make an appointment with one of the staff members. The staff is sensitive to the urgency students feel about manuscript issues and endeavor to answer email even when they’re out of the office or otherwise physically unavailable.

What if I have trouble converting my manuscript to PDF or uploading my manuscript?

If you’ve checked the Convert and Submit steps in the ETD guidebook and are still having trouble, contact ProQuest support for uploading issues and issues related PDF conversion. The Manuscript Review staff also can assist with PDF conversion issues. We have never met a manuscript that absolutely cannot be converted to PDF using one of the many available methods, so above all, remain calm and ask for help before you find yourself in danger of missing a deadline.

Can I submit my manuscript before I defend to get a preliminary review? And how do I do that?

Yes, but please do so at least two weeks before the first submission deadline. Closer to the deadline, the Manuscript Review staff must devote their time to students who have already defended and obtained committee signatures.

If you do choose to submit a draft of your manuscript for format review, you can do it by uploading to ProQuest, as you would your final submission. This gives you the advantage of setting up your ProQuest personal account well ahead of the final submission deadline. You’ll use that same account for your final submission. In ProQuest’s Submission Steps menu, there is a step for “Notes (optional).” This is where you should indicate to the review staff that your initial submission is a pre-defense draft for a format check. We want to make sure we don’t mark your draft as “accepted” when you plan additional work on it.

How long does a review take? How will I know you’ve reviewed it?

You must allow at least one to two full business days for each review. Please plan ahead. You’ll receive an email (sent to the addresses you used to set up your ProQuest account) when the review is completed.

Can I use the computers/printers/copier in the Manuscript Review office?

The computers, printers, and copier in the Manuscript Review office are reserved for staff use. Please call the CCIT Help Desk at 656-3494 to locate the computer lab nearest you.

Can I submit a paper copy for review instead of using the electronic process?

No; all submission and review is now done online. Part of the review process is making sure your digital file is complete and correctly formatted for electronic publication. However, if you are still working on your manuscript and have a question that you think we could better address if we could actually see your original document, feel free to bring in your laptop or a CD, DVD, or USB key with your manuscript on it.

About ETD submission and archiving

What is ProQuest?

ProQuest Dissertation Publishing is the world’s oldest and largest publisher of dissertations. Virtually all doctoral institutions in the U.S. use ProQuest to archive and disseminate dissertations.

So ProQuest is a corporation. What happens if they go out of business?

ProQuest is the designated digital dissertation archive for the U.S. Library of Congress. If in the future ProQuest were to cease operation, it is contractually obligated to surrender all holdings to the Library of Congress, assuring continued access and preservation of its content.

How can I or someone else get access to my thesis or dissertation after it’s published?

Anyone with internet access will be able to view your thesis or dissertation in its entirety on the Cooper Library’s website by searching the TigerPrints ETD database (beginning six to nine weeks after your graduation). In addition, anyone can order a printed copy from ProQuest, and can access the digital file through ProQuest’s extensive database. If you select “traditional publishing” through ProQuest, you will be paid royalties for any copies sold by ProQuest (except those you order yourself). If you select “open access publishing” through ProQuest (which we don't recommend, as it requires a fee from you and the Cemson Libraries provide open access for free), you do not qualify to receive royalties.

How does the Clemson Library system get my ETD?

The university’s digital librarians access your electronic file (the PDF you submit to ProQuest) and your metadata for cataloging (the information you enter in your ProQuest account that includes your name and degree, graduation date, ETD title, abstract, subject categories, keywords, committee members) at the same time that ProQuest does — two to three weeks into the next semester following your graduation, if you haven’t requested a publishing delay. You don’t have to submit your work directly to the Libraries. You will get an email notification from TigerPrints when your work is published and available to read and download.

When will my manuscript be available online? If I ordered bound copies, when will I receive them?

You should be able to access your manuscript online and receive your printed copies about six to nine weeks after your graduation.

I’m in a non-thesis master’s program, but I’ve written a paper or completed a project that I’d like to publish and have archived by the Clemson Libraries. Do I need to submit it for review?

No; format review is not required for non-thesis master’s projects, nor is submission to ProQuest. You may have your work published online and archived by the University Libraries by visiting TigerPrints > Author Corner > Author FAQs, then clicking Submit Research and following the instructions.

About copies of my manuscript

Do I have to order bound copies of my manuscript?

You may be required to order a single hardbound copy or multiple copies for your department; the Graduate School and the Cooper Library no longer require print copies. To see if your department requires that you purchase a copy for the department, be sure to check the  Department List and ask your advisor. If you'd like to place a bound copy order AFTER you've submitted, you will need to wait until your ETD has been published online. ProQuest offers more info at this link.

Do I still have to submit copies of my manuscript to the library?

Good news — no more bound books required by Cooper Library! Your manuscript will be archived in digital form in both ProQuest’s dissertation archive and Clemson University’s libraries.

What if I want to order extra printed and bound copies after graduation?

If you decide to order additional bound copies of your work AFTER your submission and acceptance process is complete, you will need to do so from ProQuest. To place your order online via ProQuest and receive an author discount, click the “Order Copies” button on your submission details page. For additional ways to order dissertation hard copies, please visit ProQuest’s Order a Dissertation page. ProQuest’s link to contact their customer service staff may be found in their FAQs. A new link about ordering is hosted by ProQuest Customer Service here.

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