ETD (Theses & Dissertations) Guide

Final Stages (Phase 3)

The final stages take place during your final semester. As you near graduation, you'll be very busy. Planning ahead means you won't skip over the important steps listed below.

1. First Month of Final Semester - Apply for Graduation
   • Review the graduation application deadline on MU Grad Studies' Deadlines & Dates page:
     • https://www.marshall.edu/graduate/deadlines-dates/.
       • For instructions, including the "Guide to Applying for Graduation Online," scroll down to the "Graduation" section on MU Grad Studies' Forms & Information page: https://www.marshall.edu/graduate/current-students/forms-and-information/.
   • Apply online by following the “Apply for Graduation” instructions on MU Registrar's Forms page: 
     • https://www.marshall.edu/registrar/forms/.
2. Three months before Graduation - Schedule your defense 
   • Work with your committee to select a defense date at least 1.5-2 months before graduation.
   • Allow enough time after your defense to make any changes your committee suggests before the ETD deadline, which is typically a month before graduation and can be found on the Grad Studies' Deadlines & Dates page: 
     • https://www.marshall.edu/graduate/deadlines-dates/.
3. Two months before Graduation - Defend your manuscript 
   • You'll present your work to your committee, and "defend" it against any questions they may have. 
4. Right after your Defense - Revise and Proofread
   • Revise your manuscript based on committee comments 
   • Get committee members' signatures on the Committee Approval page once they have approved your final draft:
     • Committee Approval page (MS Word) 
       • Please note this takes place after your defense. 
   • Proofread your manuscript (or hire a copy-editor) so that it is publication-ready.
   • Review the Final Draft Checklist: 
     • ETD Final Draft Checklist 2025-2026 (MS Word)
     • ETD Final Draft Checklist 2025-2026 (PDF)
5. Then - Complete and submit the Distribution License Electronic Form
   • When you are ready to submit your final manuscript, fill out and submit the  "Non-Exclusive Distribution License and Dissertation, Thesis, and Project Availability Agreement"  form first.
     • What is this form? This is a separate attachment which clarifies that students retain the rights to their own thesis or dissertation work and can publish it elsewhere. It also emphasizes student and committee
       responsibilities regarding: 1) Reuse of copyrighted or previously published materials as part of
       the ETD, and 2) Funding agency obligations, data privacy and confidentiality, etc. 
6. By the ETD Deadline - Submit your manuscript for ETD Review (Policy Check) 
   • The ETD Deadline is on the Deadlines and Dates page, but typically is about one month before commencement.
   • Create an account with the ProQuest ETD Administrator platform. This is where you'll submit your finished manuscript for publication: https://www.etdadmin.com/
   • Convert your finalized manuscript to a PDF file and upload it to your ProQuest ETD Administrator account (https://www.etdadmin.com/) on or before the ETD submission deadline.
     • Late ETDs will not qualify for graduation until the following semester.
     • ETDs must be complete (i.e., include all signatures and a copy of the IRB letter) to be considered on time.
     • See the "Submitting Your ETD for Review" section of the ETD Guidelines for ProQuest submission instructions.
   • What is the ETD Review (Policy Check)? The ETD Librarian will check your manuscript for copyright compliance and adherence to Graduate Studies Policy. This includes, but is not limited to:
     • IRB Letter (required as Appendix A regardless of type of research conducted)
     • Committee approval signature page (completed upon a successful defense)
     • Proper attribution of any content included in your manuscript that is not your original work (copyright compliance)
     • Proper formatting (as per Graduate Studies policy; the ETD Template has all proper formatting guidelines in place for you already). 
7. After that - Wait for ETD Review (Policy Check) comments (takes place between ETD Deadline and Graduation)
   • The ETD librarian will check your manuscript for adherence to university policy and copyright compliance and will either approve it for publication or return it to you for corrections.
     • ETDs are checked on a first-come, first-served basis. If you used the ETD Template and Checklist, you'll fly through approval. 
     • If corrections are necessary, you'll receive a deadline unique to you for those corrections.
     • Submit your corrected manuscript as a revision via ProQuest ETD Admin.
   • When your manuscript passes the checkpoint, it will be published, and you will have met your thesis or dissertation graduation requirement.
   • Your ETD will be published online in ProQuest (login required) and in Marshall Digital Scholar (MDS).
8. Lastly - Plan for commencement! 
   • All information about the ceremony, regalia, diplomas, etc. can be found on MU's Commencement page:
     • https://www.marshall.edu/commencement/.

To - Do prior to Commencement: Deliverables

1. Apply for graduation

2. Schedule your defense 

3. Defend your manuscript in front of your committee, then revise it based on their comments. 

4. Proofread your manuscript or hire a copy-editor to do so. 

5. Complete and submit the Distribution License Electronic Form.

6. Submit your manuscript for ETD Review (Policy Check) and make any requested changes.

7. Plan for graduation!