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ECU's Electronic Thesis and Dissertation Submission Service: Vireo: FAQs

East Carolina University Submission Guide for the Graduate School Theses and Dissertations.

Frequently Asked Questions about ETDs

Is it required to submit an electronic thesis/dissertation?

Yes. All theses and dissertations must be submitted electronically through the Vireo submission process.

Why submit electronically rather than paper these and dissertation?

Electronic theses and dissertations are valuable for several reasons. To list a few: electronic theses and dissertations become accessible much quicker and are available to a larger audience. ECU research is accessible to the world via the Internet. The skills required to develop an electronic document are the skills needed for participation in research and publication in this era of digital publishing. In addition, ETD’s offer students the opportunity to present information in new ways by including audio, video, 3-D models, animations, simulations, and more in their papers. Students benefit from a savings on the cost of paper copies and the library benefits from space savings.

Is there anything that will be submitted on paper?

No. All documents are submitted electronically, including the signed signature page (by all except the Dean of the Graduate School) and the ECU Non-Exclusive Distribute License (NEDL) through the Vireo submission process.

What is the format required by the University?

Students should consult their committee chair to determine their department’s preferred manual of style. In addition, students should refer to the Graduate School’s formatting guidelines found in the Manual of Basic Formatting Requirements for Electronic Theses and Dissertations.

Are signatures required on the signature page?

For security reasons, a signed signature page is NOT to be a part of the pdf document submitted to Vireo that contains the entire thesis/dissertation. The signature page included in the thesis/dissertation should include the typed names of the committee members and the Dean of the Graduate School, BUT NO SIGNATURES.

The student is to submit a signed signature page and the ECU Non-Exclusive Distribution License form to the Vireo site separate from the text of the thesis/dissertation as administrative forms.

When do I submit a thesis or dissertation?

Only after the student has successfully defended their thesis/dissertation and all final edits are approved by the committee. Documents will only be reviewed after a signature page bearing committee signatures is on file in Vireo. After submissions, please patiently allow sufficient time for the thesis/dissertation editor to review the document for formatting. The student will be notified if revisions are needed and/or if their document has been approved.

What is the due date for submissions of theses/dissertations?

The last day to submit a thesis or dissertation should be 10 business days prior to the last day of final exams of the semester after which graduation is desired. The dates for the last submission day for upcoming semesters can be found on the Home Page for ETDs . Please note that submissions close to or on the deadline may result in a delayed response from the Graduate School with the revisions needed and a shorter period of time to submit revisions to meet degree requirements for that term.

Where can a bound copy of a thesis/dissertation be obtained?

Students are not required to order a bound copy of their thesis/dissertation. However, if students wish to order bound copies of their work for personal reasons, or otherwise, they may do so without any restrictions. Some recommended companies are listed below:

Proquest (Author Copy Order Form)
Thesis on Demand 
Print on Demand 

Whom is the contact for information about "in process" ETD's?

After submission of an ETD, the Graduate School asks that students practice patience and understanding when waiting to hear back concerning approval/revisions for their work. As the deadline for submissions approaches, there is a higher volume of submissions for the reviewer to go through. That being said, any questions or concerns regarding an “in process” ETD after it has been submitted can be directed to the Graduate School staff located on the Home Page for ETDs

 

What formats are accepted?

PDF is the only accepted format for the text-based portions of the thesis/dissertation. This includes the body of the work, and any separately uploaded administrative forms.  Scanned, signed documents must be converted to pdf format.  Additional digital files may be attached including audio, video, pictures, etc for the supplementary files.

Is there a file size limit?

Yes. No individual file may exceed 512 MB, and the total of all files submitted must not exceed 4 GB. Contact the Graduate School for concerns with file size.

Is it possible to restrict the release of a thesis/dissertation to the public (due to patent publication concerns)?

Yes. The submission process provides embargo options up to two years initially and access options to limit the audience upon publication. Students should discuss all options with their committee chair. See the page Publishing Agreements, Embargoes, and Copyright for Theses and Dissertations linked on the right for more information.

Is a copyright page required?

Yes. A copyright page is required by ECU. This page should immediately follow the title page of the thesis/dissertation. The copyright notice should take one of the following forms (unless decided on differently with the committee chair):

Copyright 2015, Jane E. Student 

- Or -

© 2015, Jane E. Student

See the page Publishing Agreements, Embargoes, and Copyright for Theses and Dissertations linked on the right for more information on this and other copyright concerns. Also see ECU's copyright website and the U.S. Copyright Office

How should a journal article be included as a chapter in a thesis/dissertation?

If the student has already published a journal article, the option to include it in the work should be discussed with their committee and the publisher. If the article is included, the student will need to cite the publication in their references. If the student wishes to use another’s journal article, or section of publication, the publisher must give the student a signed release saying the extent to which the article can be included in the work. This release must be included in the appendix of the work. If the publisher restricts access to the article, the student will need to exclude the article from the thesis/dissertation submitted to the Graduate School

If the article has already been published, there are three options which should be discussed with the committee and possibly the publisher. First, the student can cite the publication in their references. Secondly, the student may be able to link to an online publication (with the permission of the publisher). Lastly, the publisher can supply a signed release allowing the student to include the publication in the thesis/dissertation.

Will printed copies of a thesis/dissertation be given to the student or to the student's department?

No. Printed copies of a thesis/dissertation will not be provided to anyone since all theses/dissertations will be available in a printable pdf format on the library website. Some departments may continue to require students to provide a bound copy to them. Students should check with their department or committee chair to see if that is required.

Where are electronic theses/dissertations stored after submission?

After approval, all theses/dissertations are stored subject to the publishing agreements (embargo and access options) in the ECU Institutional Repository The ScholarShip (within ECU Libraries) and in the Proquest database PQDT. See the page Publishing Agreements, Embargoes, and Copyright for Theses and Dissertations for more information.

Whom can be contacted for questions about creating an electronic document using MS Word, PDF conversion, creating supplementary files, or other document processing questions?

There are several resources located within these web pages that were created to help the student successfully create and format an ETD. It is encouraged that students thoroughly read these pages for all content. Also, be sure to see the Workshops page (on left) for upcoming ETD workshops and the Documents and Links page for examples of proper formatting. If help is still required, please call the Graduate School office 252-328-6012.