The document provides information about depositing dissertations and theses at the Graduate Center library. It discusses the library's role in preserving works and providing access. Key steps to deposit include registering intent, uploading the PDF, and submitting a signed approval page before deadlines. Formatting must follow style guides, and preliminary pages like the title page and abstract are outlined. Copyright issues, fair use, and prior publications are also addressed. Students can choose to embargo works from immediate access for up to two years. The library archives all submitted works.

1. DISSERTATIONS
& THESES DEPOSIT
INFORMATION SESSIONS
ROXANNE SHIRAZI
DISSERTATION RESEARCH LIBRARIAN

2. INTRODUCTIONS

3. THE LIBRARY’S ROLE
 We are the last step to graduate!
 Preparing your manuscript for long-term research
use; layering a scholarly apparatus
 Guidance on copyright + plagiarism concerns
 Preservation + access

4. STEPS TO DEPOSIT

5. STEPS TO DEPOSIT
1. Register intent in Banner *
2. Remove holds, complete voluntary exit surveys*
3. Upload final, formatted PDF version
4. Submit signed Approval Page
* Do before defense or EO review

6. DEADLINES
BEFORE THE END OF THE BUSINESS DAY:
1. You must have uploaded your dissertation
2. You must have submitted your Approval Page
These *may* be done on the last day but it will still
take 2-3 days for the library to review your submission.
YOU WILL GET CREDIT FOR UPLOADING PRIOR
TO THE DEADLINE.

7. FORMATTING

8. FORMATTING
 Follow the style guide for your discipline
(Chicago, MLA, APA, ACS)
 Consistent margins, pagination, text alignment
 Prepare digital projects according to department
guidelines and consult with the library regarding
preservation
 LaTeX template available on the library website

10. PRELIMINARY PAGES
Follow the required page sequence carefully:
Title Page (counted in pagination but suppressed)
Copyright Page (page ii)
Approval Page – unsigned (page iii)
Abstract (page iv)
Acknowledgements (optional)
Preface, Dedication, Foreword, etc. (optional)
Table of Contents
List of Figures/Tables/Illustrations

11. TITLE PAGE

12. COPYRIGHT PAGE
 page ii
 indicates the
rightsholder
 choose:
Creative Commons
license or All Rights
Reserved

13. APPROVAL PAGE
 page iii
 include your name
 unsigned in PDF
 print this page only;
Chair + EO sign
(Advisor signs for
master’s theses)

14. ABSTRACT
 page iv
 title, author, advisor
 no word limit

15.  give thanks
 list funding sources
 prior publications
ACKNOWLEDGEMENTS

16. ACKNOWLEDGEMENTS

17.  Include References
or Bibliography
 Can be as detailed
or simple as you like
TABLE OF CONTENTS

18.  Include References
or Bibliography
 Can be as detailed
or simple as you like
TABLE OF CONTENTS

19. FIGURES, TABLES, ETC.
 Include figure
number, caption,
page number.
 Create separate
lists for each:
illustrations, tables,
figures, appendices,
abbreviations, etc.
as applicable

21. IMAGES, TABLES, FIGURES

22. IMAGES, TABLES, FIGURES
 May be inserted into the text or grouped together
at the end.
 Numbered and captioned, including source
information if reproduced from another publication.
 Color or B&W
 Unless absolutely necessary, use low-resolution
images and compress to avoid large files.

23. IMAGE CITATIONS

24. LANDSCAPE PAGES

25. FIGURE CAPTION

26. COPYRIGHT

27. COPYRIGHT
 You hold the copyright to your dissertation or
thesis from the moment of creation. The University
makes no claim; you assign a non-exclusive license
to distribute to ProQuest + CUNY Academic Works.
 Registering your copyright is optional but useful if
you plan to resolve disputes through litigation.
 Balance of your rights and others’ rights.

28. FAIR USE + PERMISSIONS
 Section 107 of the U.S. Copyright Act provides
for the reuse of existing work without permission
under certain conditions, and it forms the legal basis
of our work as scholars and critics.
 Evaluate on a case-by-case basis; there is no
one-size-fits-all determination.
 It is your responsibility to assess whether a claim
of “fair use” can be made, or if you should seek formal
permission.

29. PRIOR PUBLICATIONS
 Did your publication agreement allow you to
retain the copyright for your own work?
 YES: No permission necessary, but your
contract may require you to include a formal
citation to the published work.
 NO: You must request permission from the
publisher to reproduce the material in your
dissertation or thesis.

30. EMBARGO

31. EMBARGO
 Delayed release of the full-text
 Remains available to the Graduate Center
community and researchers through ILL
 Choose between immediate access,
6-month, 1-year, 2-year delay
 Renewable upon request; separate settings in
ProQuest vs. CUNY Academic Works

32. DIGITAL PROJECTS

33. DIGITAL PROJECTS
 Determine what the “deliverables” will be
 Online components (e.g., a website) will be
archived by the library using Archive-It and
WebRecorder.io
 Upload data, code as Supplementary Files in
.zip format – no size limit, any number of files
 Include a manifest of technologies used

34. UPLOAD YOUR FILES

35. UPLOAD YOUR FILES
All graduates
(PhD, MA)
Dissertations
only

36. SUBMIT PAPERWORK

37. APPROVAL PAGE
 include your name
 hardcopy original
must be submitted
to room 2304
before the deadline

38. WHAT HAPPENS NEXT?

39. DEPOSIT CONFIRMED
 Final confirmation email is sent to your
Graduate Center email address
 The Library notifies the Registrar that you’ve
deposited your dissertation or thesis
 If you need proof of completion before the degree
date, visit the Registrar’s Office (7th floor)
That’s it! You’re officially done.

40. QUESTIONS
Roxanne Shirazi
rshirazi@gc.cuny.edu
212.817.7069
http://libguides.gc.cuny.edu/dissertations