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Submitting Your Electronic Thesis or Dissertation

The University of New Mexico encourages open access to all theses and dissertations produced for graduate degrees. Therefore, all theses and dissertations are submitted electronically in PDF format to Graduate Studies. These electronically submitted theses and dissertations (ETDs) are uploaded on a server housed in the UNM Digital Repository where they are accessible for search and download through web search engines such as Google.  In most cases, students submitting ETDs benefit from having their work available in the open access repository. In some special cases, however, students may want to delay making their work available for varying lengths of time.  For this reason, UNM has implemented an embargo policy that enables students, with approval from their advisers and Graduate Studies, to delay public-wide access to their work in the UNM Digital Repository. While under embargo the manuscript nonetheless remains available to the University of New Mexico academic community in order to satisfy requirements for the degree. Before submitting your thesis or dissertation, please consult with your committee chair and review the embargo restriction policy at the Graduate Studies Website-Graduate Studies Forms-Manuscript Block to determine whether or not you should release your work to open access or petition for an appropriate embargo option. For more information on the embargo policy please see Embargoing your Electronically Submitted Thesis or Dissertation. If the decision is made to request an embargo restriction then the form must be submitted to Graduate Studies at the same time as you submit the Announcement of Examination form— at least two weeks before your dissertation defense.

Steps to Create the One Document File (Microsoft Word 2007 or 2010)

For the best results to set up the one document file, please do NOT Copy/Paste the two Template pages before this file is generated with the following instructions.

1)   Create a number of pages (Page breaks)—Go to Insert (Ribbon)—Click on “Page Break” any number of times (10-20). You need to estimate how many pages you may need for the Front Matter. Please use the Examples of Front Matter (Thesis or Dissertation) at the Graduate Studies Website-Thesis/Dissertation icon-Manuscript Submission (Left side)-scroll down to the Examples for Front Matter. Review the example to decide on the number of pages in the Front Matter.

2)   In order to be able to create page numbers for the Front Mater (lower case Roman numerals) and Body of Research (Arabic numerals), pick the halfway placement of the pages to set the Section Break. Place the cursor on the page in which the section break will be set at the beginning of that page.

3)   Set the Section Break: Go to Page Layout (Ribbon)—Click on “Breaks—Click on Section Break (Next page). Do NOT use “Continuous” section break.

4)   At this point, you want to set the lower case Roman numeral page numbers for the Front Matter. Go to the first page of the file and place the cursor at the first page. Go to Insert (Ribbon)—move to the right and Click on Page Number. You will need to pick the location placement of your page numbers (window examples). You need to pick either Upper right hand corner or Bottom center. Once the location is set and make sure your cursor is still at the first page of the file. You should be able to go back to Insert (Ribbon)—Page Number (which may have moved to just below to the left from the ribbon. Scroll down to Format Page Numbers and Click to show the Window box. At this time, click on the arrow and select the ”i,ii,iii,iv”-lower case Roman numerals which will be highlighted in gray. Move down to the page numbering section and Select the Start at:  type in “i”. Click on the “OK” button.

5)   The previous step should have incorporated the lower case roman numbers for the Front Matter. You will see that at the transition page where the section break was set for the Body of Research that an Arabic number is in place instead of the lower case number. Example: I,ii,ii,vi,v,vi,vii,viii,ix,x,11,12,13.

6)   The first page of the Body of Research should start as p.1. You will need to reset the page numbers for the Body of Research. Place the cursor on this page of the Body of Research and follow the previous step to incorporate correct Arabic page numbers. Go to Insert (Ribbon)—move to the right and Click on Page Number. You will need to pick the location placement of your page numbers (window examples). You should be able to go back to Insert (Ribbon)—Page Number (which may have moved to just below to the left from the ribbon. Scroll down to Format Page Numbers and Click to show the Window box. At this time, click on the arrow and select the  ”1,2,3,…”-Arabic numerals which will be highlighted in gray. Move down to the page numbering section and Select the Start at:  type in “1”. Click on the “OK” button. This step should have renumbered the Body of Research correctly to start as p.1.

7)   At this time, this is the one document file that can now be formatted to become the Microsoft thesis or dissertation file. You will now continue with the format criteria for margins, line spacing, fonts, and all other style (APA, MLA, or Chicago) criteria that you can confirm with your committee chair if necessary.

8)   You can create the two template pages (Approval page and the Title page) which can be copy/pasted to the p.i and p.ii of the Front Matter.  Please use the Examples of Front Matter for Thesis or Dissertation at the Graduate Studies Website-Thesis/Dissertation icon-left side second grouping to decide on how the Front Matter pages will be generated –Approval page, Title page, Dedication page(optional), Acknowledgement page(optional), Abstract page, Table of Contents, List of Tables(optional), List of Figures(optional).

9)   For Microsoft 2010 to copy/paste the Template pages, follow the next instructions.  When you want to create the Template pages, you must unlock the template to complete typing within the gray fields but, also, to Save the template page to your laptop/computer. Go to “Review” (Ribbon) and click on “Review” icon. Move to the far right side and Click on “Restrict Editing”. Look down the right side to the bottom area to view  “Stop Protection”. Click on ”Stop Protection”. This will allow you to complete the template page and save it to your computer.

10)  With the Microsoft document file, you will want to copy/paste your  Template pages(Approval page and Title page), Abstract page, Table of Contents to the Front Matter section. You can copy/paste individual files (Introduction or Chapter 1, Chapter 2,…) to the Body of Research section. You want to complete all your edit/revisions within this file. When you  ”Paste”  the documents to the Microsoft one document file, use the “Paste Special” option and then the “Picture” option to move the selected text to  your Microsoft thesis/ dissertation file.

11)  Most important, please Backup this Microsoft thesis or dissertation file to a USB stick or External hard drive. Be sure to save this file to multiple places so when you have a Final thesis or dissertation file, you will be ready to convert this file to a thesis.pdf or dissertation pdf for final submission to the electronic digital repositories to meet the final degree requirement for your degree program.

Steps for Submitting Your Manuscript

Once your thesis or dissertation committee approves your final manuscript and you have made all necessary revisions and corrections, you are ready to submit your work as a single pdf file to the UNM Digital Repository and, for dissertation writers, the ProQuest/UMI UNM Administrator archive following the instructions below. At the minimum, you must submit your thesis or dissertation to Graduate Studies within (90) ninety days of your final defense or by the graduation deadline for the term in which you are graduating, whichever comes first.

Note: You must submit the manuscript as a pdf electronic file, thus you will need to convert your Microsoft Word document or any other document to the pdf format. As of May 2011, Graduate Studies has learned that when using either a PC or Macintosh platform with recent versions of Microsoft Office you may lose some formatting when converting your Word document into pdf or when submitting your pdf document to the UNM Digital Repository. To protect against such problems, it is important that you create and save all changes to your document on the same computer platform and using the same version of Microsoft Office. Thus, when you complete your final manuscript do not shift between computers and different versions of Word. If you encounter these problems, contact the Manuscript Coordinator at Graduate Studies for assistance.

Manuscript Completion Forms.   You must submit all required manuscript forms listed on the appropriate Electronic Master’s, MFA, or Doctoral Graduation Checklist to Graduate Studies. These forms are available at the Graduate Studies web page, under the heading “Manuscript.”

These forms may include the Information Cover Sheet form, the Certification of Final Form, the ETD Release form, the Title page (template). You may submit these forms as email attachments to dwein@unm.edu, or you may submit the hard copy manuscript forms to Graduate Studies—attn: Manuscript Coordinator. If you prefer to meet with the manuscript coordinator, arrange an appointment with Doug Weintraub, dwein@unm.edu.  Please register at the UNM Digital Repository BEFORE submitting your manuscript forms to the Manuscript Coordinator. 

You will not be able to submit your manuscript to the UNM Digital Repository until the Graduate Studies coordinator reviews your manuscript forms and activates your email registration at the appropriate UNM Digital Repository collection.  You must submit your thesis or dissertation electronically to the UNM Digital Repository; if you are a doctoral student submitting a dissertation, you must also submit your manuscript to the ProQuest/UMI Administrator-UNM.