Quarterly Timeline

For students intending to graduate in December:

Before Autumn Quarter Begins:

  1. Consider copyright issues. If your dissertation uses previously copyrighted material beyond fair use, you must obtain permission from the copyright holder to include the material. It's a good idea to take care of this prior to the quarter you plan to graduate because you need this permission before you submit the final version of your dissertation.
  2. Schedule your defense. The defense (and any revisions recommended by your dissertation committee) must occur before you submit the final version of your dissertation.
  3. Contact your Dean of Students if you have already defended and completed your dissertation and you would like to be exempt from the quarterly registration requirement. With advance permission from the area dean of students, doctoral candidates who submit their approved dissertation by 4:30 p.m. on Friday of the first week of a quarter and apply to graduate in that quarter are not required to register. Please note that some divisions may have earlier deadlines and/or other requirements.
  4. Register for an optional information session explaining Dissertation Procedures for Students.

First Week

  1. Apply to graduate. Remember to check with your department to be sure you will meet departmental requirements.
  2. Register for one of our optional information sessions explaining the draft review service or dissertation procedures for students.
  3. Review the University-Wide Requirements for the Ph.D. Dissertation, and let staff in the Dissertation Office know if you have any questions about formatting.
  4. Request a draft review if you wish to do so and we have not reviewed your draft previously. We do not review more than one version of a draft.

Second Week

  1. Take advantage of Dissertation Office services by requesting a draft review or registering for an information session explaining Dissertation Procedures for Students.
  2. You will be submitting your dissertation online using the ProQuest ETD Administrator, a web-based submission system. Sign up for an ETD account, activate the ETD account, complete your contact information, and explore the ETD Administrator site. Completing the contact information section promptly is an important step. The Institutional Student ID is your 8-digit University of Chicago Student ID and the first two numbers are 10.
  3. Look at the Publishing information section of the ETD Administrator Submission steps, and consider your options. Will you choose Traditional or Open Access Publishing? Say yes or no to search engines? Embargo your dissertation? Have it added to UChicago's IR? Contact us with questions about your publication decisions now instead of waiting until the last minute.

Third Week

  1. Request a draft review if you wish to do so and we have not reviewed your draft previously. We do not review more than one version of a draft.
  2. Provide information about your dissertation (title, department, etc.), but do not complete all of the ETD Administrator Submission steps if you are uploading a dissertation draft. However, feel free to submit the final version of your dissertation as soon as you have successfully defended, finished all revisions and edits, and have provided copies of any additional material you need, such as permission letters.
  3. Review your ETD Administrator Contact information. Use the same name that appears on official records in the Office of the University Registrar and on your title page, and make sure the rest of the information is accurate and complete. Your contact information allows ProQuest to contact you with any questions regarding your submission and to send you any royalty payments.

Fourth Week

  1. Review the contact information for your ProQuest ETD Administrator account. The Institutional Student ID is your 8-digit University of Chicago Student ID.
  2. Request a draft review if you wish to do so and we have not reviewed your draft previously. We do not review more than one version of a draft.
  3. Let us know this week if you still have questions about formatting or submitting your dissertation.

Fifth Week

  1. The draft review deadline is Wednesday, October 30, 2019. You may request a draft review any time before 4:30 p.m. on Wednesday, October 30, and we will do our best to send you comments within the next two weeks.
  2. Complete the Publishing information section of the ETD Administrator Submission steps. Note the Rights Verification section in the ProQuest Agreement. If you choose to embargo your dissertation in ProQuest and to include it in our Institutional Repository, you should delay release to the repository for the same amount of time. You should resolve any copyright issues prior to the quarter you plan to graduate.
  3. Print a copy of the ProQuest Agreement and of pages showing your decisions. Retain this information for your files.

Sixth Week

  1. Complete your ETD Administrator Dissertation/Thesis details from Primary language through Abstract. Check your dissertation details for accuracy. It is all too easy to select the wrong department or subject category from a drop box.
  2. Please be especially careful with your title. We ask that you use headline style (upper and lower case) to enter your title so that it looks the way it will look in the convocation program. Except for the capitalization, the title here should match the title on the title page of your dissertation. If you change the title at some point, be sure you change it in both places.
  3. Review your abstract. An abstract is required, and it should be no longer than 350 words.

Seventh Week

The final version of your dissertation is due no later than 4:30 p.m. on Friday, November 15, 2019.

  1. Please complete the Survey of Earned Doctorates and the University of Chicago questionnaire shortly before or after submitting the final version of your dissertation. (You may upload your Survey of Earned Doctorates Certificate of Completion in your ETD Administrator Administrative documents (optional) or you may email it to Colleen Mullarkey in the Dissertation Office.)
  2. Upload the PDF of your dissertation and copyright permission documents if you have any to submit. Then upload supplemental files or administrative documents you wish to include.
  3. Complete the Submission & payment section of the Submission steps. This section offers two fee-based services: copyright registration and dissertation printing and binding. These services are optional. Once you have indicated whether or not you wish to take advantage of either service, you will be asked to pay for author copies (if ordered), along with any applicable Open Access and/or copyright registration fees. (Open Access is free through the University of Chicago Repository and is a better choice if you are interested in open access.) These fee-based services cannot be edited online. To change them after you have clicked on Submit, you will need to contact ProQuest directly.
  4. Carefully review your publishing information, contact information, your dissertation details, your PDF, and any other files you have chosen to include and make any necessary revisions before clicking on Submit.

Eighth Week

Your graduate program administrator should send the Departmental Approval Form to the Dissertation Office no later than 4:30 p.m. on Wednesday, November 20, 2019.

  1. Expect to hear from Dissertation Office staff and possibly from your graduate program administrator. Graduate program administrators coordinate the approval process within departments and professional schools. You will be contacted by your program administrator if you need to make any changes before the department chair or dean of the school approves your dissertation.
  2. Once your dissertation is approved, your program administrator will send a completed Departmental Approval Form to the Dissertation Office.

Ninth Week

  1. Dissertation Office staff will audit the material on the ETD Administrator to ensure that your submission meets the specifications in the University-Wide Requirements for the Ph.D. Dissertation. We will let you know whether or not these specifications have been met in time for you to make revisions. Check your email regularly in case we need additional material from you.

Tenth Week

  1. Please continue to check your email regularly as we continue to audit dissertations and accompanying information on the ETD Administrator, and we may have questions.

Finals Week

  1. Accept our congratulations as you prepare to graduate.

After Graduation

  1. Wait for your dissertation to be added to ProQuest Dissertations & Theses Global. ETDs are are delivered to ProQuest shortly after convocation. Once ProQuest receives your dissertation, it may take 8-12 weeks before your dissertation appears online.
  2. Wait for bound copies of your dissertation. If you have ordered copies of your dissertation from ProQuest, it will take slightly longer than 8-12 weeks before you receive your copies.
  3. Contact the Dissertation Office if you need to renew an embargo or to initiate an embargo after graduation. Dissertation Office staff members coordinate post-convocation embargo requests with University Administration and with ProQuest.