How does your IR accept submissions?
Jason Skoog
Bailey, Jody Elizabeth
Hi Jason,
We have a Samvera-based, custom-made ETD repository that includes a web-based submission system. You can see a demo of the submission process in this video if you are interested. All dissertations (not theses) are automatically submitted to ProQuest after they are approved by their school and published in the repository.
All students submitting their work to the repository must complete and sign a submission form that makes it clear to students that they retain their copyright in their work and gives Emory University permission to distribute their work and to submit their dissertation to ProQuest for distribution on the ProQuest Dissertations and Theses Global database. You can see examples of the forms on the repository homepage. The form allows students to specify whether they want to embargo their work and if so, for how long. They also are reminded about using third-party copyrighted materials in their work and the need to either get permission for that reuse or do a fair use analysis.
I’m not sure where you work, but under U.S. copyright law (and the copyright laws of most nations), the right to distribute a copyrighted work is the exclusive right of the copyright holder. So, if your institution does not already have a distribution agreement in place for theses and dissertations, you may want to get that set up as soon as possible.
Best regards,
Jody
Jody Bailey, MA, MLIS (she, her)
Head, Scholarly Communications Office
Emory University
https://orcid.org/0000-0002-4226-4173
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Jason Skoog <jaskoo...@gmail.com>
Date: Tuesday, October 7, 2025 at 10:48 AM
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Subject: [External] [etd] How does your IR accept submissions?
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Jason Skoog
Bailey, Jody Elizabeth
You’re welcome, Jason. Our partners in the various schools* that require students to submit a thesis, dissertation, or other capstone project to the ETD repository communicate all requirements to their students, so we (in my office) do not send the form at all. AFAIK, students are instructed to go to the ETD website, download and complete the form, sign it and obtain their advisor’s signature on it, then submit it to their school, which keeps it as part of the student’s record. We have considered moving the form into DocuSign, but that hasn’t happened yet. One school is different, however. Our partners in Laney Graduate School (the only school to award PhDs) decided to move the submission form into a website that includes other types of required documentation, so all Laney students complete the form on that website, their advisor approves it, and Laney retains the forms as part of the student’s permanent record.
*Schools we work with (besides Laney) are the College of Arts and Sciences (for the undergraduate Honors Program), the Candler School of Theology, the Rollins School of Public Health, and the Nell Hodgson Woodruff School of Nursing. Students in the School of Medicine, School of Law, and Goizueta Business School are not required to submit an ETD.
Best,
Jody
Jason Skoog
Bailey, Jody Elizabeth
Hi Jason,
All our theses and dissertations have only a single author. Certain programs we work with allow or encourage their students to include previously published works (e.g., journal articles) in their dissertation, and those works might have more than one author, but when the dissertation is submitted, its authorship as a whole is attributed only to the student submitting the work.
Bailey, Jody Elizabeth
I’m so glad you chimed in, Kimberly! You reminded me that we recently discovered one school (School of Nursing) we work with does allow their doctor of nursing practice students to submit a jointly authored work. These DNP students do not submit a thesis or dissertation – the school calls them “scholarly projects,” and this school is relatively new to using our repository. We have not yet received any multiauthor works from students in this program, but we have instructed the school to tell their students with multiauthor projects that they must each individually submit a copy of the work with their own title page indicating authorship. This is necessary because students must individually log into the repository system using their netID and password, and their ETD record is published only after we get a graduation report each semester from the registrar’s office confirming that they actually graduated.
Best,
Jody
I sometimes work flexibly and send emails outside normal office hours.
No need to respond to my emails outside yours.
From: Chapman, Kimberly A - (kimberlychapman) <kimberl...@arizona.edu>
Sent: Monday, October 20, 2025 3:57 PM
To: Bailey, Jody Elizabeth <jody....@emory.edu>; 'Jason Skoog' <jaskoo...@gmail.com>; 'ETD' <e...@ndltd.org>
Subject: RE: [External] [etd] How does your IR accept submissions?
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Hi Jason,
Chiming in here – while we do not use a system similar to Jody’s, I did recently experience a dissertation that had three authors – it was the outcome of a specific project, and each author submitted the same item individually, with their own title page and a page explaining their role in the research study; other than that the dissertations were identical. We also have some group project senior capstones that are submitted, with multiple authors. In all those cases, each author fills out a form. So in your scenario, I would expect each author to fill out the required form or login to the required website, to have their permissions on file.
All best,
Kimberly Chapman
University of Arizona Libraries
From: Bailey, Jody Elizabeth <jody....@emory.edu>
Sent: Monday, October 20, 2025 12:51 PM
To: Jason Skoog <jaskoo...@gmail.com>; ETD <e...@ndltd.org>
Subject: [EXT] RE: [External] [etd] How does your IR accept submissions?
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