Electronic Thesis and Dissertation

Spring 2022 Thesis and Dissertation Workshop: What do I need to do before I graduate?

Covers: Online Submission, Copyright, Deadlines, and Formatting

Feb 16, 2022
10:00 am - 11:30 am
Zoom Video Conference
Please register for this workshop here.

The workshop is offered once in the spring and once in the fall. For those unable to attend this session, there is a recording and slides from a previous workshop (with the same content) linked below. To find more information about the workshop, please review the links below. If you have questions about this workshop, please contact Marianne Reed.

This workshop covers what you need to know as soon as you get ready to submit your thesis or dissertation, including:

  • Copyright considerations and resources for assistance
  • Increasing the visibility of your work through KU ScholarWorks
  • Considerations for delaying the release of your thesis or dissertation
  • Path to completion and deadlines
  • Required paperwork
  • Tips and tricks for formatting your thesis/dissertation, including resources for LaTeX help
  • Step-by-step demonstration of the online submission process
  • Dealing with supplementary files during submission
  • Optional fees

No RSVP is necessary. We look forward to seeing you there!


ETD Contacts

This workshop is co-sponsored by the KU Libraries and the Office of Graduate Studies.

KU Office of Graduate Studies
Lawrence Campus:
Medical Center:
  • Main Office: 1005 Dykes Library
  • 913-588-1238
  • Marcia Jones: mjones@kumc.edu
KU Libraries: Watson Library
Formatting, Citation Software, and Data Support:
ETDs in KU ScholarWorks

Watch the Spring 2018 ETD Formatting and Copyright Workshop

This hands-on workshop guides students through the process of formatting their thesis or dissertation, exploring copyright considerations for theses and dissertations, and resources in the KU Libraries that can help. You can view the video from the Spring 2018 ETD Workshop here.

Previously Published KU Research

We encourage you to explore theses and dissertations previously published by students from your department and related fields. This can be a great way to learn more about how students are handling field-specific requirements or challenges, like large numbers of images or large data sets. Please be aware, however, that KU Graduate Studies' formatting requirements have changed over time, so older thesis or dissertation formatting may not conform to KU's current requirements. Current formatting requirements are posted here: http://graduate.ku.edu/etd-formatting-and-working-multimedia-files.

KU ScholarWorks

KU ScholarWorks is a digital repository for student theses and dissertations as well as scholarly work created by the faculty and staff of the University of Kansas. KU ScholarWorks makes important research available to a wider audience and helps assure its long-term preservation. For more information about KU ScholarWorks, contact them.


Abstracts and citation information for all theses and dissertations previously submitted to KU are available through ProQuest. In many cases, the full text of the thesis or dissertation may also be available. This database is the same for both KUMC and the Lawrence campuses, however, due to differences in licensing, it is accessed through different links. To increase the impact of research produced at KU, a dissertation or thesis may be available in both KU ScholarWorks and ProQuest.

Embargoing Your Electronic Thesis or Dissertation

Embargo is the term used to describe a delayed release or delayed availability of scholarly work. Under certain circumstances, scholars may need to embargo their work. The Embargo Policy allows for embargoes of 6 months, 1 year, or 2 years, with the approval of a faculty member in the student's department. These embargoes are renewable, when necessary, in increments of 6 months, 1 year, or 2 years. However, please note that embargo renewals must be submitted at least one month before an existing embargo expires. Embargoed materials are automatically released for discovery by search engines upon expiration of an embargo, after which time the research will remain permanently accessible online.

ETD Release Forms:

Considerations that may warrant an embargo include:
  • Patentable rights in the work or other issues in which disclosure may be detrimental to the rights or interests of the author
  • The need to prevent disclosure of government information about persons, institutions, technologies, etc.
  • The interest of an academic or commercial press in acquiring the rights to publish your dissertation or thesis as a book
  • Content that is likely to be or has already been submitted to a peer-reviewed journal
  • Approval for delay granted by Restricted Research Committee (see Restricted Research for more information)
Steps for Acquiring Approval to Embargo a Thesis or Dissertation:
  1. Discuss the need for an embargo with your advisor or dissertation committee chair
  2. Complete the Electronic Thesis and Dissertation Release Form -- sign it and select the length of the embargo
  3. Get an approval signature from the Director of Graduate Studies in your department on the Electronic Thesis and Dissertation Release Form
  4. Submit the Electronic Thesis and Dissertation Release Form to the graduate support staff in your school or College
Embargoing at KU requires 2 steps:

Once your embargo has been approved, you must take both of the following steps to ensure effective implementation of your embargo. You must ensure that you select the same embargo duration in each step (i.e., for each repository). If either of these steps is not taken or if your embargo durations do not match, your scholarly work will be made publicly available and may be searchable though internet sites such as Google.

  • KU ScholarWorks (a public KU database)
    • Sign the paper Electronic Thesis and Dissertation (ETD) Release Form and select the length of your embargo (if applicable).
    • Get the Director of Graduate Studies for your department to approve the embargo and sign the form.
  • ProQuest (a national database)
    • During the electronic submission process you will complete a section concerning Publishing Restrictions. Select "delayed release" and the appropriate length of time for your embargo.
Renewing your Embargo

Thesis and dissertation embargoes are renewable. To renew the embargo on your work, you must take two steps, like you did to establish the initial embargo. If you neglect one of these steps, your work will be made publicly available and may be searchable through internet sites such as Google.

  • KU ScholarWorks (a public KU database)
    • Complete the Embargo Renewal form on the KU Graduate Studies website.
    • Ensure that you select the time frame for which you want to extend your embargo (6 months, 1 year, or 2 years) and that you provide the title of your thesis or dissertation so we may find it in the system.
  • ProQuest (a national database)
    • Contact ProQuest directly to complete their embargo renewal process. An agent can extend your embargo if you contact them using the Live Chat function in the support center. Select the "Dissertations" team when prompted.

Download the printable PDF diagram of Embargoing.

Still have Questions?

Remember to check with your department or school for questions about bibliographic style, including styles for citations, illustrations, tables, charts, etc.

Problems using software? Contact Instructional Services, 785-864-0410

Looking for an open computer lab? Look up the computer labs or ask KU Info 785-864-3506

Questions about submitting and revising your document? Visit UMI FAQ's

The KU IT Customer Service Center (KU IT CSC) offers walk-in technical support at Anschutz Library. Call or email the IT CSC at 785-864-8080 or itcsc@ku.edu. Please check Service Updates at technology.ku.edu for holiday and academic break hours.

Remaining unanswered questions? Contact Graduate Studies by phone, (785) 864-8040, or via email at graduate@ku.edu

Donate to the Graduate Student Emergency Fund
COVID-19 Updates and Information

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