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Final Submission of Your Thesis/Dissertation

To graduate with a master’s (thesis program) or doctoral (dissertation program) degree, students are required to submit an Electronic Thesis/Dissertation (ETD) and a Committee Approval Form to the Graduate School through the UW ETD Administrator Site. ETDs are distributed by ProQuest/UMI Dissertation Publishing and made available on an open access basis through UW Libraries ResearchWorks Service. This page outlines information necessary for the successful, final submission of your thesis/dissertation.


ETD Checklist

Master’s students

  1. Submit a master’s degree request via MyGrad – Student View.
    Note: Make sure to select “Thesis Program” and enter a thesis title.
  2. Check your name and thesis details on record with the UW and the Graduate School:
    • Go to MyGrad - Student View
    • Select "Start Your Electronic Thesis/Dissertation (ETD) process"
    • Login in with your UW NetID and password
    • Verify your name and thesis details entered in the UW ETD Administrator Site match this MyGrad record exactly.
  3. Review Required Sections for Your Document. Follow the guidelines and sample pages: title page, copyright page, and abstract.
  4. Obtain the necessary signatures on your Master’s Supervisory Committee Approval Form.
  5. Upload your thesis to the UW Electronic Thesis/Dissertation (ETD) Administrator Site.
  6. Upload your Committee Approval Form to the Administrative documents section of the UW Electronic Thesis/Dissertation (ETD) Administrator Site.
  7. SUBMIT your (1) thesis and (2) Committee Approval Form via the UW Electronic Thesis/Dissertation (ETD) Administrator Site by the quarterly deadline.
  8. Confirm submission: after a successful submission, the message “Your dissertation / thesis has been submitted” will appear in the UW ETD Administrator site.
    Note: You will also receive an e-mail from “Administrator of University of Washington” that you have “submitted to the University of Washington.”

PhD students

  1. Schedule a doctoral final exam via MyGrad – Student View.
  2. Check your name and thesis details on record with the UW and the Graduate School:
    • Go to MyGrad - Student View
    • Select "Start Your Electronic Thesis/Dissertation (ETD) process"
    • Login in with your UW NetID and password
    • Verify your name and thesis details entered in the UW ETD Administrator Site match this MyGrad record exactly.
  3. Review Required Sections for Your Document. Follow the guidelines and sample pages: title page, copyright page, and abstract.
  4. Obtain the necessary signatures on your Doctoral Dissertation Reading Committee Approval Form.
  5. Upload your dissertation to the UW Electronic Thesis/Dissertation (ETD) Administrator Site
  6. Upload your Committee Approval Form to the Administrative documents section of the UW Electronic Thesis/Dissertation (ETD) Administrator Site.
  7. Complete the Survey of Earned Doctorates (SED) online.
      Note: Upon completing the SED, you will receive an SED notification email from SEDWEB@norc.uchicago.edu, which includes your SED Certificate of Completion.
  8. Upload the SED Certificate of Completion to the Administrative documents section of the UW Electronic Thesis/Dissertation (ETD) Administrator Site.
  9. SUBMIT your (1) dissertation, (2) Committee Approval Form, and (3) SED Certificate of Completion via the UW Electronic Thesis/Dissertation (ETD) Administrator Site by the quarterly deadline.
  10. Confirm submission: after a successful submission, the message “Your dissertation / thesis has been submitted” will appear in the UW ETD Administrator site.
    Note: You will also receive an e-mail from “Administrator of University of Washington” that you have “submitted to the University of Washington.”

Deadlines

  • SED Certificate of Completion (PhD students only)

  • The deadline for submission is 11:59 p.m. PST on the last day of the quarter.

Committee Approval Forms

The Master’s Supervisory Committee Approval Form and the Doctoral Dissertation Reading Committee Approval Form are signed by committee members who have read and approved the final copy of your thesis or dissertation. These forms were previously only accepted in person, but we have now moved to an electronic (scanned) submission process. Committee Approval Forms are now uploaded to the Administrative Documents Section of the ETD Administrator Site at the time of your electronic thesis/dissertation submission.

Note: These forms should not be mistaken for the Warrant for Master's Degree or the Warrant for Final Examination for the Doctoral Degree, which are also forms required for graduation, but are signed and kept by your department (not submitted to the Graduate School).

If you have questions, see your Graduate Program Advisor (GPA) or contact GEMS at uwgrad@uw.edu.


The UW ETD Administrator Site

Overview

There are three major sections in the UW ETD Administrator Site:
  • My ETDs – step-by-step ETD submission instructions
  • Resources & Guidelines – information such as format guidelines; copyright issues; creating PDFs; UW contacts for formatting help, copyright and open access questions
  • PDF Conversion – a tool that may be used to convert Microsoft Word, WordPerfect, or RTF (rich text format) documents into PDF format. Your thesis/dissertation must be uploaded as a PDF; the maximum file size that can be uploaded is 1,000 MB.

Activate your account

To get started, you must activate your account in the UW ETD Administrator Site. You are encouraged to do so well before you submit your thesis or dissertation so you can become familiar with the UW ETD Administrator Site.

  1. Go to the UW ETD Administrator Site
  2. Select “Submit my dissertation/thesis” under “Ready to begin?”
  3. Select “Create an Account” under “New user?”
  4. Fill in the required fields and select the “Sign Up” button
  5. Check for an email message from UMI ETD Administrator with the subject line UMI ETD Administrator: Account Confirmation for [your name]
      Troubleshooting: If the email message is not in your inbox, it may have been blocked or filtered into your spam or junk email box. If it is not in one of these locations, you can try to login to re-send the email message but first make sure your account is set-up to accept email messages from the domain@proquest.com. If you need further technical assistance retrieving the email message, please call ProQuest at 1.877.408.5027 – available 9:00 a.m. – 6:00 p.m. EST, Monday through Friday (excluding U.S. holidays).
  6. The email message includes a link to activate your account. Select the link to confirm your account. You should be taken to Instructions under the My ETDs section.

Submit your thesis/dissertation

  1. Go to the UW ETD Administrator Site
  2. Select “Submit my dissertation/thesis” under “Ready to begin?”
  3. Login with your username and password
  4. Read the Instructions under the My ETDs section
  5. Begin the submission process. Submission steps are outlined in the left-hand column.

Need help with your ETD submission?

If you need help with the ProQuest site or submission process, select “Help” in the UW ETD Administrator Site for instructions (see Contents), frequently asked questions (see FAQ), and customer service (see Support). For technical assistance with the site, call 1.877.408.5027 – available 9:00 a.m. – 7:00 p.m. EST, Monday through Friday (excluding U.S. holidays). Graduate Enrollment Management Services (GEMS) is also available to help you with this process and can be contacted at 206.685.2630 or uwgrad@uw.edu.


Important Notes about your Final Submission

  • If you need to finish your submission later (for instance, if you need to update your PDF file before uploading it), you can save your information and come back to finish. No information will be lost.
  • Once your thesis/dissertation is submitted, no additional changes to the document are allowed with the exception of a major data error in the document. In this circumstance, a letter outlining the necessary changes is required from your supervisory committee chair.
  • Submissions are reviewed by GEMS advisors for formatting requirements (title page, copyright page, abstract) before they are delivered to ProQuest for publication. For example, if you do not format your title page correctly, you will receive an email from a GEMS advisor requesting revisions and your graduation may be delayed as a result. To ensure timely review and graduation, be sure to carefully review the sample pages above and contact us ahead of time with any questions.
  • ETDs will be reviewed by GEMS advisors as they are received, in the last two-three weeks before the quarter ends, and after the last day of the quarter.
  • When your ETD is successfully submitted and pending review, the status will read “Submission in Review”.
  • When your submission has been accepted by a GEMS advisor, you will receive email confirmation.
  • Your submission will be delivered to ProQuest/UMI for publishing 4-6 weeks after graduation and you will receive email confirmation.


Fees and Ordering Bound (Paper) Copies of Your Document

There are no required fees, although you have the option to register your copyright via ProQuest for a fee. If you want to order bound (paper) copies of your document, you may do so through the UW Copy Centers or through ProQuest. Questions should be directed to the UW Copy Centers or to ProQuest at 1.800.521.0600, ext. 77020 – available 8:00 a.m. – 5:00 p.m. EST, Monday through Friday (excluding U.S. holidays).

 


Office of Graduate Enrollment Management Services
G-1 Communications  |  Box 353770  |  Seattle, Washington 98195
Email: uwgrad@u.washington.edu  |  Phone: 206.685.2630