Category: Digital Tools

Using Approval of a Dissertation, Thesis or Report Form

The Approval form indicates to the Graduate School that your technical corrections are complete, and your dissertation is ready for formatting review by the Graduate School. It also defines the access (open or campus) and embargo options for your dissertation. Your dissertation must be completely submitted by the deadline for the semester in order to complete your degree in that semester.

Where Do I Find the Form?

The Approval of a Dissertation, Thesis, or Report form can be found on the Forms and Deadlines page or by clicking here here.

Please note that this form, like many of our forms, is dynamic. As a dynamic form, it will only work in Adobe Acrobat or Reader.  If the hyperlink above doesn’t open the PDF as expected, we recommend right clicking on the link, selecting “Save link as…” (or similar option in your browser) and saving the file.  If you are still having trouble opening the form, check out this link which offers some more troubleshooting options. After you have saved the file, open Adobe Acrobat or Reader and open the saved form.

Now that you know where to find this form and where we can open it, let’s talk about filling it out.

Submission Instructions

The first section of the form consists of the Dissertation, Thesis and Report submission steps and instructions (click on the button that matches your document type to reveal the instructions). Please read the instructions carefully before filling out the form.

Steps to follow and Instructions for submission of form.
Steps to follow and Instructions for submission of form.

Providing Personal Information

Personal Information including Last Name, First Name, and M Number should be entered in the first section of the form.

Please enter the Personal Information including Last Name, First Name, and M Number should be entered in the first section of the form.
Please enter the Personal Information including Last Name, First Name, and M Number in the first section of the form.

Entering Degree Information

Once you have your M Number entered, move on to selecting your degree type. Depending on your degree, there are a few options you will need to select from before moving on to the next step.

Doctor of Philosophy (PhD) Options

If you are a PhD student, you only need to select your graduate program from the drop down list.

Graduate program selection. All students should use the dropdown menu to select their program. If your program is not listed, double check your degree option.
Graduate program selection. All students should use the dropdown menu to select their program. If your program is not listed, double check your degree option.

Master of Science (MS) Options

If you are an MS student, you will see two degree options appear. Please indicate whether you are preparing and submitting a Thesis or a Report. You will also need to select your graduate program from the drop down list.

Degree options and graduate program for MS students. All students should use the dropdown menu to select their program. If your program is not listed, double check your degree option.
Degree options and graduate program for MS students. All students should use the dropdown menu to select their program. If your program is not listed, double check your degree option.

Master of Forestry (MFor) Options

If you are a MFor student, you will see only one degree option “Report” appear as shown below.

Selection of degree options for MFor students.
Selection of degree options for MFor students.

Entering Details about Dissertation, Thesis or Report and Advisors

In this section you will need to provide us with the title of your document, the year of publication, and your Advisors name. If you have Co-Advisors, please answer
“yes” to the appropriate question as shown below and a second blank will appear. If you only have one advisor, choose “No” to the co-advisor question and proceed to the next step.

Details about the dissertation, thesis or report and details of your advisor and co-advisor.
Details about the dissertation, thesis or report and names of your advisor and co-advisor.

Selecting the Access Options for Electronic Thesis or Dissertation

In this section of the form, you should select one of the two options provided. The Open Access permits anyone in the world access to your thesis or dissertation while Campus Access restricts the access to library patrons on campus including faculty, staff, and current students. Please note the special instructions in the red box below the options while selecting Open or Campus Access. This information is vital to properly submitting your document to Digital Commons

Open Access option.
Open Access option.
Campus Access option.
Campus Access option.

Selecting the Embargo Option

Read the instructions carefully in the embargo options section of the form. Please note that Embargo options selected on ProQuest, Digital Commons, and below must match. In the event of a discrepancy, submissions will be updated to the date on this form.

If you require an embargo, fill in the date of embargo release and state the justification for the choosing embargo option. All embargoes must be approved by the Graduate School so please be specific in your justification.

Choosing embargo option.
Choosing embargo option.

Once this section is complete, you are done with the form. Please print the form and obtain the required signatures. Once the form is signed, submit it to the Graduate School. This form can be submitted as a hard copy or via email to gradschool@mtu.edu.


Using the Report on Final Oral Examination Form

Welcome back to the Graduate School blog. Our quest to reduce student errors on forms continues! This post is for students enrolled in a research degree: PhD, MS(Thesis and Report Options), and MFor.

Where Do I Find The Form?

The Report on Final Oral Examination Form can be found on our Forms and Deadlines page under “Forms” and then “Current Students”, by following this link or on your MyMichiganTech page. Please note that the Report on Final Oral Examination Form, like all of our forms, is dynamic. As a dynamic form, it will only work in Adobe Acrobat or Reader.  If the hyperlink above doesn’t open the PDF as expected, we recommend right clicking on the link, selecting “Save link as…” (or similar option in your browser) and saving the file.  After you have saved the file, open Adobe Acrobat or Reader and open the saved form.

Now that you know where to find this form and how open it, let’s talk about filling it out.

Providing Personal Information

To begin you will need to fill in your personal information. This includes your name and M Number. If you do not know your M number, you can always find it on MyMichiganTech.

Name_MNumber
Providing your Last Name, First Name, and M Number allows us to keep accurate records of your progress towards your degree.

Entering Degree Information

Next you need to enter information about the degree you are pursuing.  Please find your degree type below and follow the directions accordingly.

PhD Students

If you have chosen PhD as your degree type, you will next need to select your Graduate Program from the dropdown menu as pictured below.

PhD_Grad Program Selection
Please choose your Graduate Program from the drop-down menu.

Once this is done, please proceed to the “Entering Advisor/Co-Advisor Information and Examination Date” section of this post.

Master of  Science Students

Once you have chosen MS as your degree type, you will be prompted to choose whether you are defending a Thesis or a Report. Both options will then ask you to select your Graduate Program from the drop-down menu.

MS_Grad Program Selection
MS Students should choose whether they are defending a Thesis or a Report before selecting their Graduate Program from the drop-down menu.

Once this is done, please proceed to the “Entering Advisor/Co-Advisor Information and Examination Date” section of this post.

Master of Forestry Students

If you have chosen MFor as your degree type, the form will automatically select “Report” as your Degree Option and you will not need to select a Graduate Program. Please continue to “Entering Advisor/Co-Advisor Information and Examination Date.”

MFor_Grad Program Selection
Master of Forestry students do not need to select a Degree Option or Degree program before proceeding.

Entering Advisor/Co-Advisor Information and Examination Date

After you have selected your Graduate Program, please provide information about your advisor(s). If you have multiple advisors please choose “Yes” to having a Co-Advisor and the extra line will appear(pictured below). In this section you will also need to provide the date of your Final Oral Examination.

Advisor_Co-Advisor Information
Enter your Advisor and Co-Advisor’s name(s) and Examination Date.

Entering Committee Member Information

After you have named your advisor, please scroll to the top of Page 2. Here you will find boxes to enter the name(s) of your committee member(s). Please fill these in and disregard the other information in this section as it is for your committee to fill out after your defense. If you need additional boxes for committee members, please click on the grey box titled “Add Additional Committee Members.”

Committee
Please fill in your Committee members prior to saving and printing.

Once you have completed this step, please save and print the form and take it with you to your defense. Once the form has bee filled out and signed by your Advisor(s) and Committee Members, please send this form to the Graduate School for processing.

Thanks for reading this blog post on using the Report on Final Oral Examination form. Please stay tuned for more posts. As always, feel free to email us with any questions, comments, or concerns at gradschool@mtu.edu and we will do our best to assist you.


How to schedule a meeting using the Google Calendar

The Google Calendar makes it easy for you to invite Graduate School staff to a meeting.

To start, log into the Google Calendar with your full MTU e-mail address and password.

Schedule an appointment by using the “create” button, or click and drag on the calendar. Click on “Edit Event” to add more details and invite guests. To drop off final paperwork, schedule a 15 minute appointment.  For other questions, select 30 or 60 minutes. Need more help? Check out the video tutorial from Google.

Click and drag to create an event.

Type the name of the staff member you’d like to meet with in the “Guests” box. Click on the “Find a time” tab to help you schedule an appropriate time.

On the “Find a time” tab, you’ll be able to see your schedule, along with all of your guests.   Need help? Google has a tutorial on using the find a time and invitation tools.

Please indicate in the description if you would like to visit in person, conduct a video-conference, or call. In person meetings, unless otherwise agreed upon, will take place in the Graduate School, on the 4th floor of the Administration building.

You will receive an e-mail when the appointment is accepted, unless you have changed the default settings on your account.


How to submit an assignment to Canvas

Canvas is the learning management system that Michigan Tech uses for classes, and the Graduate School uses to collect theses, dissertations, and reports. This post will explain how to submit an assignment for the Graduate School.

First, log into Canvas by visiting http://mtu.instructure.com and logging in with your Michigan Tech ISO ID and password (the same one you use to access Banweb or your e-mail).

The Canvas log in screen. Use your Michigan Tech ID and password.

From the “Courses” menu, select the course “Graduate Candidates.” Contact Debra Charlesworth if you are not enrolled in this course.

Select the course “Graduate Candidates” after you log in.

The home page of the course contains links to resources that will help you prepare a thesis, dissertation, or report.  Click on “Modules” in the left hand menu to go to the submission modules.

Select “Modules” from the left hand navigation.

There are three modules available:  MS Students – Report Submission, MS Students – Thesis Submission, and PhD Students – Dissertation Submission.  Note that each module allows you to submit a pre-defense document or post-defense document with Degree completion form.  Since a pre-defense submission is required for all students, this must be submitted before the second assignment will be available.  In this example, we’ll submit a pre-defense thesis, so click on “Pre-defense Thesis Submission.”

Options under Modules tab.

The main area of the page will contain instructions on what you need to submit, and links to helpful resources applicable to each part of the submission process. In the upper right area, click on “Submit Assignment”

Click on “Submit Assignment”

In the submission area:

  1. Click on “Browse” to navigation to a location on your computer where the document is stored.  Note that you can also link your Google Doc folder to Canvas if you use that service to store your files.
  2. Click on the “+” icon if you need to “Add Another File.”  When submitting multiple files, please submit all files at once.
  3. Type comments to the Graduate School, such as the reference format you have used, in the comments box.
  4. Click “Submit Assignment” when you are ready to submit.
The submission area – browse for a file (or files), add comments, and submit.

The “Submission” box in the upper right now shows that your assignment is submitted, the time it was submitted, and allows you to view the details of the submission. Verify that all of the files the Graduate School needs to review your submission are present in the outlined box.

The upper right will show you that you have submitted the document.

The Graduate School will e-mail you when your review is complete.  Go back to the assignment on Canvas, and you will find any text comments and attachments in the “Submission” box. The Graduate School will only review one pre-defense submission, and once your document is accepted, no changes may be made to the document. You can revise your submission anytime before the Graduate School has begun your review by clicking on the “Re-submit assignment” link.

Revise your submission anytime before your review begins. This will delay your review.

How to submit a document to ProQuest

All students completing a masters’s thesis or doctoral dissertation must submit their work to ProQuest.  This tutorial is divided into four sections, which match the sections on the ProQuest submission webpage:

Logging into ProQuest

Create an account on the ProQuest site.

Click on the “Log in” button in the upper right (select Student), or the “Submit my dissertation/thesis” in the “Ready to begin?” box.

On the next screen, select create new student account if you have never had a ProQuest account.  Provide the required information and follow the prompts to create your account.  If you have previously created an account, enter your username and password.

Publishing Information

The left hand navigation of the submission screen (boxed in red below) will allow you to see what steps you have completed.  To navigate, click “Save & Continue” at the bottom of each screen to save data you have entered, or click on any link in the left hand menu to navigate to different areas of the submission process.  The help icon in the upper left is also available to assist you on every page.

The first screen includes instructions on what you will need to complete your submission, and the fees for certain options available as you submit.  Scroll to the bottom of the screen and click the “Continue” button.

The "Instructions" page for a ProQuest/UMI Submission.
The “Instructions” page for a ProQuest/UMI Submission.

On the “Publishing Options” page, select the type of publishing you want for your document.

  • Traditional Publishing is the minimum option, and is free.  You must select this if you selected “Campus Access” for your work on your Approval form.
  • Open Access Publishing PLUS will give your work broader access, but has a cost associated with it. You will pay this fee directly to ProQuest.

Scroll down and select if you want your work available as soon as it is published, or if you need to delay access to your work.  This selection must match what was selected on your Approval form.  The remaining questions on this page are your choice.

proquest-04
The bottom of the “Publishing Options” page for a ProQuest submission.
The next screen will present a Publishing Agreement based on the options you selected (Traditional or Open Access PLUS).  Read the agreement, and click on “Accept” to proceed.  You will then be prompted to enter your contact information.  Complete all of the required items.

About my dissertation/thesis

The “Dissertation/Thesis Details” page will ask about the title of your document, and other facts about your committee and program.  Note that if you have special characters in your abstract, you will need to use html codes.  The Graduate School will verify that the names of your committee members and advisors match our records in Banner.

proquest-05
The “Dissertation/Thesis Details” page in a ProQuest submission.
On the “PDF” page, upload your dissertation or thesis as a pdf file.  Click on the “Browse…” button (boxed below) and use the pop-up screens to navigate to the file.  You will immediately be told if your pdf file is in the format required by ProQuest.

Need help with embedding your fonts?

Click “Save & Continue” after you have uploaded your file.

The "PDF" screen in the ProQuest/UMI submission module.
The “PDF” screen in the ProQuest submission module.

The next two screens allow you to upload supplemental files (such as an appendix available in digital format, or permission letters to reprint copyrighted materials) and add notes to the administrator.  The information on these pages is optional.

Submission and Payment

In the final section, the “Register U.S. Copyright” page will ask if you want to register your U.S. copyright.  There is an additional charge for this service that will be collected from ProQuest. It is optional. You are not required to file your copyright, and you may do so on your own at a later date if you wish.

proquest-07
The “Register U.S. Copyright” page for a ProQuest submission.
The “Order copies” page will ask you if you want to order copies of your document.  The Graduate School no longer provides a binding service, so this is one way to obtain personal bound copies of your thesis if desired.  Click “Decline-do not order” if you do not wish to order copies from ProQuest. Ordering any copies is optional.

The "Order copies" page on a ProQuest/UMI submission.
The “Order copies” page on a ProQuest/UMI submission.

On the “Submit” screen, if any items are incomplete, you will be asked to complete them before submitting.

If your submission is complete, you will be given a final opportunity to review your information, and change anything you have selected.  Click “Submit Dissertation/Thesis” to submit your document.  You will need to pay any fees due to ProQuest before you can submit your document.

The "Submit" screen for a complete ProQuest/UMI submission.
The “Submit” screen for a complete ProQuest/UMI submission.

The Graduate School will review your submission, and let you know of any changes that are necessary.  You may return to ProQuest and “Revise” or “View” your submission at any time prior to acceptance by the Graduate School.

You can "View" or "Revise" your submission until the Graduate School reviews it.
You can “Revise” or “View” your submission until the Graduate School accepts it.

How to access a document in Perceptive Content (formerly ImageNow)

Graduate School forms submitted by students are electronically stored in Perceptive Content (formerly known as ImageNow).  All member of the graduate faculty and authorized staff may access these forms by opening the Perceptive Content program, and logging in with their Michigan Tech ISO ID and password.  Students do not have access to Perceptive Content.  Dissertation, thesis, or report reviews are available to students through Canvas (for pre-defense documents) or Digital Commons (for post-defense documents).

Faculty can also choose not to utilize Perceptive Content to access the student’s review.  These faculty may ask their student to share the review file with them, or contact the Graduate Program Assistant for access to the file. The email notification lets the faculty member know that the review is available.

Contact the IT staff in your unit if you need the Perceptive Content software installed on your PC.  Mac and Unix users can access Perceptive Content on the web.  PC users who do not want to install the software may also use the web site.  For web use:

  • Make sure you have a campus IP address.  You either need to be on campus, or establish a VPN – contact IT for support.
  • Make sure you allow pop-up windows in your browser.
  • Your browser and Java must be compatible with the web client.  If the screen is blank when you load in a web browser, try a different browser.  Contact IT for support if that does not solve the problem.
  • Ensure your browser is set to open PDF files using Adobe Acrobat or Reader.  Alternative PDF viewers will not open the review files properly.  Contact IT for support or see our web tips.
  • There are a limited number of licenses available. Please disconnect when you have completed your session.

Once logged in, click on the “Documents” icon.  If you have access to more than one set of documents, click on the arrow next to the “Documents” icon and select “Graduate School.”  Note that the name of the software is now Perceptive Content, but most of the windows in the program still list ImageNow in the title bar of the window.

The ImageNow main menu.
The ImageNow main menu.

Using the “Quick Search” tab, enter the student’s M-number in the circled box and click “Go.”

The ImageNow Explorer.
The Perceptive Content Explorer.

A listing of files for the student will appear.  Double click on a file to open it. To access a review of a thesis or dissertation find the file title “TD-Review – Draft” or “TD-Review – Final” as circled below.

The column “Seq” refers to the degree sequence.  Each degree a student earns at Michigan Tech has a unique degree sequence number.  A student may earn multiple degrees, and have multiple degree sequences.  The column “Document Type” describes the file, and “Pages” lists the number of pages associated with that file.

The ImageNow Explorer window showing the list of files available.
The Perceptive Content Explorer window showing the list of files available.

For a dissertation, thesis, or report review (shown below), each “page” refers to an individual review.  Use the scroll bars on the side of the open file to scroll through a single review.  Use the “Next page” button (circled below) to navigate between individual reviews.

For other types of imaged files, use the “Next page” button to navigate to different pages in the document.

The ImageNow Viewer shows each page of the document.
The Perceptive Content Viewer shows each page of the document.