You will submit a digital copy of your dissertation to ProQuest UMI/ETD. The sooner you establish correct formatting in your documents, the less work you will have to do in preparing the final product -- you will be able to focus on content, not formatting! Please read this guide carefully, and refer to your Dissertation Handbook, resources from ProQuest, the example dissertation available in this guide and in Canvas, and the Turabian Guide for more detailed guidelines.
You must submit your dissertation to ProQuest by May 1 for May graduates, August 1 for August graduates, and December 1 for December graduates.
Please note that if you have images in your dissertation that are not in the public domain, you will need to upload permissions documentation along with your dissertation. Please gather these documents (in pdf format) prior to sitting down to submit.
Before you submit you will also need to embed your fonts in Word and convert your dissertation document to an archival format, PDF/A-1b. This process ensures your document will be accessible across operating systems and software through time. If you do not have access to Adobe Acrobat Pro, then the Librarian will need to complete these steps for you. If you have access to the software and would like to convert your document on your own, the instructions are as follows:
1. In Word:
Save As PDF
2. In Adobe Acrobat Pro:
3. Submitting to ProQuest
The text of your cover page will be centered (Ctrl+E in Microsoft Word) and read as follows:
SALVE REGINA UNIVERSITY
A DISSERTATION SUBMITTED TO THE FACULTY OF HUMANITIES PROGRAM IN CANDIDACY FOR THE DEGREE OF DOCTOR OF PHILOSOPHY
NEWPORT, RHODE ISLAND
Please ensure that the elements in your text appear in the following order:
1 inch on all sides (Turabian A.1.1)
Times New Roman, Size 12 (Turabian A.1.2)
No extra space between paragraphs. Edit this by navigating to Paragraph > Indents and Spacing > No extra space between Paragraphs
Double-space the text. This is different from paragraph spacing; if there is extra space between paragraphs and the document is double-spaced, after each paragraph there will be far too much blank space. See Turabian A.1.3 for additional information on block quotes, indentations, etc.
Use subsections and subheadings sparingly. See Turabian Guide A.2.2.4 for instructions and examples regarding the use and formatting of these elements. If the subsections and subheadings reflect a complex hierarchy of ideas, then the formatting must reflect that.
Footnote & Page Numbering
Your front matter will be numbered with lowercase Roman numerals (i, ii, iii) and the main text will be numbered in Arabic numerals (1, 2, 3). Additionally, your footnote numbering will start over every chapter. To accomplish this:
Figures, Graphs, & Illustrations
The Turabian Guide specifies how to format and number figures, illustrations, and their captions. They are not formatted in the same way. Please follow the instructions. See Turabian Guide Chapter 8; Figures A.12, A.13 (p. 396-397 in 8th edition).
If you have graphs, diagrams, or complicated figures with multiple elements (such as a diagram with multiple shapes linked together), these will need to be flattened into an image in order to convert them to a PDF/A for digital preservation. Otherwise, in twenty years when someone tries to open a copy of your dissertation, the existing software might not be able to understand and put together the many elements of the figure.
Copyright of Materials Used in Your Dissertation
Increasingly, dissertation writers are using images and media from other sources in their dissertations. Understanding copyright rules is an important competency for scholarly communication in the 21st century. Please note that the usual Fair Use guidelines for using other people’s photographs, artwork, infographics, etc. for educational use – say in a classroom paper or an unpublished PowerPoint presentation – do not apply to dissertations because dissertations are published works.
It is not enough to cite the source of media you did not create; you need to have permission to use anything that is not in the public domain. You are responsible for obtaining copyright clearance for all non-public domain material used in your dissertation. In general, anything created after 1923, including media found on the Internet, is still in copyright. Just because copyright has already been violated elsewhere in the use of an item does not give you permission to violate copyright by putting it in your dissertation; for example, an image may circulate on social media without attribution, but scholarly publications are held to a much higher standard.
If you use materials created by others - for example, images, tables, etc. -- in your dissertation, you will be required to file copyright clearance information with ProQuest which proves you have permission to use those materials.
Copyright of Your Dissertation
As the creator of a work, you automatically own the copyright of your dissertation. Submitting your dissertation to ProQuest does not affect that.
When you publish with ProQuest, you can choose either the Traditional Publishing Agreement or Open Access. The Traditional Publishing Agreement is non-exclusive, which means you can also publish your dissertation elsewhere. Under this agreement, your dissertation will be accessible only to people in the Salve Regina community logged in on the library's website. Users at other institutions will only be able to see your abstract, and can request a copy of the dissertation via interlibrary loan. If they are not affiliated with another institution, they can buy a copy from ProQuest.
Open Access makes your dissertation available to anyone who finds it, whether through ProQuest, a web search, etc. ProQuest charges a $95 fee for this service (subject to change). If you wish to make your dissertation available Open Access, you can do so through Salve Regina's institutional repository, Digital Commons, for free. To do so, select the Traditional Publishing Agreement with ProQuest and then upload your same PDF file here. Your Open Access dissertation will appear in this collection and you will receive reports from Digital Commons about the usage statistics of your work. If you submit your dissertation to Digital Commons for Open Access, you still must submit to ProQuest, and the library recommends Digital Commons submission as the last step. Providing Open Access to your dissertation is not the same as putting it in the public domain, so you are not giving up any of your rights as author, just maximizing your readership.
Through ProQuest, you have the option of asking ProQuest to file for US copyright for your dissertation. There is a fee associated with this, usually $55 (subject to change). You are not required to register for copyright. Regardless of whether you register copyright, you can still publish via the Traditional Publishing Agreement, ProQuest's Open Access, or through Digital Commons.
It is your responsibility to make sure your document is formatted correctly. Library staff cannot help troubleshoot Word, proofread your document, or make edits for you. Remember that your dissertation will be published and formatting gives a new reader a first impression of your scholarship.
If you need your final dissertation document to be converted into an archival pdf for submission or have questions about the information on this page, please contact library director Dawn Emsellem at firstname.lastname@example.org.