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Graduate School

Frequently asked questions

About the ETDR Program

Why is the paper version of the manuscript no longer required for the Library?
The University requires only electronic submission (though your committee and/or department may still want a paper version). By the University not accepting paper, it reduces the handling and library costs, saves you money, and increases access to your work. Paper copies are also limited in the format of information that can be included with your manuscript.

What are the benefits for submitting an electronic manuscript?
By submitting electronically, students gain skills in electronic document preparation that can be used later in their careers as they submit journal articles and other manuscripts for publication. Students will also learn about the organization of and access to digital libraries. Electronic submission also expands the range of materials that can be presented along with a manuscript, such as audio, video, animations, spreadsheets, databases, simulations, virtual reality worlds, etc.

Creating Your ETDR

Do I have to use the Microsoft Word Template?
No, but it is recommended. The Graduate School Word template utilizes features in Word, such as the automatically generated Table of Contents. If you have already started work on your document, you can transfer your text over to the template. See Using Word for information on using the template.

I use LaTeX. What support and help is available to me?
There is a LaTeX template available, as well as brief instructions (PDF) for using the template. The template contains the formatting required by the Graduate School and has some time-saving features such as automatic creation of the table of contents. Even with the template, however, you will need to be familiar with LaTeX commands in order to use it to write your ETDR.

Does my ETDR need to be in a certain format?
Yes. The text of your ETDR must be in Adobe Portable Document Format (PDF). There are number of ways to convert Word and other documents to PDF. See the Convert Your ETDR to PDF page for details.

In addition to your text, you have the option of submitting supplemental files, such as images, music, videos, etc. These supplemental files can be in a variety of formats. See the Supplemental Files page for details and suggested formats.

Do I need to keep my manscript together in one file or can I break it up into multiple files?
It is your decision if you would like to keep your files as one file or multiple files when creating your manuscript. When you submit a draft for review or begin the process of electronic submission, the Graduate School requires that you submit a single PDF file named as FirstnameLastnameYYYY.pdf. Example: JoeSmith2005.pdf

How do I ensure that my ETDR survived the transition to PDF?
Use Acrobat Exchange or Acrobat Reader to review your PDF file. Make sure all pages are formatted correctly and that all fonts converted correctly, paying close attention to particular maps. Make sure all pages are numbered correctly (no skipping pages), and that the table of contents matches the numbering. Additionally, your major professor should review your PDF before giving final approval on the Approval to Schedule Final Examination form.

When you submit your ETDR, it will be reviewed for completeness and formatting by the Graduate School. If there are problems, you will be notified, asked to correct them, and resubmit. If your ETDR is complete and properly formatted, you will be notified that it has been added to the K-State Research Exchange collection (K-REx). At that point, it will no longer be possible to make revisions to your ETDR.
What procedure will be implemented to verify that the final copy (PDF file) has been approved by the major professor?
The major professor will sign and complete a separate area on the final examination ballot indicating their approval. The final examination ballot will be submitted to the Graduate School once the final PDF file has been reviewed by the major professor.

Submitting Your ETDR

Do I have to have my ETDR approved before I actually submit it?
No. Once your final exam ballot and final ETDR ballot have been submitted to the Graduate School,, submit your ETDR to the K-State Research Exchange (K-REx).

I saved my Thesis/Dissertation/Report and my supplementary files into one file, a ZIP file. Can I just submit this one file?
No. You must submit your main Thesis/Dissertation/Report as a PDF file, separate from the supplementary files. The supplementary files can be compressed into a single file.

I started my submission, but when I try to choose "All Electronic Theses and Dissertations" in the Choose Collection menu, the menu is blank.
This happens when you have more than one e-mail address entered in the system. Contact Angie Pfizenmaier, (785) 532-6191, akt@ksu.edu to correct the problem.

I got an e-mail saying my submissions was rejected. What do I do now?
This will happen if there is a problem with the submission. Ususually, these are minor issues such missing data or problems with formatting of the text. The e-mail will specify changes you'll need to make. You will be able to log back in to K-REx and make corrections to your submission; you will not have to restart your submission from the beginning.

Do I have to submit my ETDR to both K-State and ProQuest?
Doctoral students need to submit their dissertations twice: once to to K-State and once to Proquest. Masters students need to submit their ETDRs only to K-State.

When will my ETDR be accessible?
After you submit your ETDR, it is reviewed again by the Graduate School to make sure it is complete. In most cases, your ETDR will be available online within a few days of when you submit it. It there is a problem with your submission, you will be notified by e-mail.

My student submitted a dissertation, but I cannot see it on the K-State Research Exchange (K-REx). I am the student's major professor.
All submissions are reviewed by the Graduate School before becoming available on K-REx. Normally, this process takes only a few days. If the student has requested their manuscript be embargoed, however, it will not be available in K-REx until after the embargo has expired. Students typically embargo their manuscripts if they plan to apply for a patent based on their research. The embargo period may last a year or longer.

Do I have to pay to have my ETDR copyrighted?
Registering for copyright on your ETDR is suggested, but not required. See the Copyright page for more details.