Submission Portal

NEW: After Dec 2, 2020, students will submit drafts and final copies to the submission portals instead of submitting through emailPlease continue reading for information on this system:

Students will upload drafts and final PDF versions of their ETD through the Graduate School's ETD Submission Portal. Each submission portal has a submission checklist for students to complete prior to submission.

Draft Upload

Students will submit drafts of their ETD to the ETD Submission Portal. They will recieve feedback from the Formatting Advisor on changes that need to be made to their formatting.

ETD Final Upload

After your ETD draft has been reviewed; you have successfully defended; and you are ready to submit a final document, upload your final PDF to the ETD Submission Portal.

Formatting Checklist

The Formatting Checklist summarizes the formatting requirements and covers some of the most frequently seen formatting errors. Please review this checklist before submitting your ETD.

The Submission Checklist is a shorter version of the Formatting Checklist, listing the most commonly seen formatting mistakes.You will be required to complete all of the checklist steps before the final PDF can be submitted.

Submission Procedures

Important: Your ETD must be approved on or before the deadline date of the semester in which you plan to graduate. To ensure your ETD is approved by the deadline, it is highly recommended that you submit a draft for initial review in advance of the deadline. Please do not submit your ETD for the first time on the deadline day; this may result in your having to take a one-credit extension or graduating in the following semester.

Master's Degree and Doctorate of Nursing Students 

Update: After Dec 2, 2020, ETDs will be submitted through the ETD Submission Portal, instead of being emailed to the Formatting Advisor.

Submit your ETD via email to the Formatting Advisor for initial review. After you have completed your defense and made all the changes required by your committee, submit your final ETD as a PDF. The Graduate School does not require a bound paper copy of your thesis or dissertation.

Filmmaking Students

Science and Natural History Filmmaking students must also submit a copy of their film. Submit a compressed H264 file (under 5GB) or a sharable link to the Formatting Advisor. If your film is larger than 5GB please contact the Formatting Advisor for alternate submission options. Films will be archived on the ETD Film archive with MSU Domain access only.

Doctoral Students (Ph.D. and Ed.D)

Update: After Dec 2, 2020, ETDswill be submitted through the ETD Submission Portal,instead of being emailed to the Formatting Advisor.

Submit your ETD via email to theFormatting Advisor for initial review. After you have completed your defense and made all the changes required by your committee, submit your final ETD as a PDF via email to the Formatting AdvisorThe Graduate School does not require a bound paper copy of your thesis or dissertation.

After approval, you can optionally submit your ETD as a PDF through ProQuest/UMI Dissertation Publishing. Please read the Publishing Guides and Publishing Agreement sections of UMI's website for important information. There is no fee for Traditional publishing. Open Access publishing is $95. (NB: your document will be in the MSU Library's open access database ScholarWorks.) Please note that ProQuest/UMI only prints double-sided so if you choose to order hard copies of your dissertation through ProQuest/UMI, your recto/verso margins may appear to shift.

Complete a Survey of Earned Doctorates (SED).

Supplemental Files

Files containing data partaining to your ETD should be emailed to the Formatting Advisor

Update: After 2020, supplemental files will be able to be uploaded to the ETD Submission Portal during the final upload, instead of being emailed to the Formatting Advisor.

If doctoral students choose to submit through ProQuest/UMI, they should also submit the same supplemental files. Non-proprietary, openly documented formats are always preferred:

  • Text: plain text (ASCII, UTF-8), PDF/A, CSV, TSV, XML
  • Image: PDF/A, JPEG/JPEG2000, PNG, TIFF, SVG (no Java)
  • Audio: FLAC, AIFF, WAVE
  • Video: AVI, M-JPEG2000
  • Compressed/archived formats: GZIP/TAR, ZIP
    • Files should only be compressed and/or archived when it is necessary due to large file size or the need to gather files together in a particular directory structure in order for them to be understood.
    • We encourage the use of structured organization, such as the BagIt format, within a compressed/archived file.

Please notify the Formatting Advisor if you have any supplemental files.

Raw Data Files

Raw data files can be included in ScholarWorks along with your ETD and any supplemental files. The library may also suggest you publish your data through an online repository; find out more by viewing the ETD Seminar slides. Please review the preferred file formats in the Supplemental files section.

Visit the Library Data Services for more information on a data management strategy.


Update: We are working to transition to a submission portal system for uploads. After Dec 2, 2020, students will no longer be required to submit a Certificate of Approval form. The final upload through the ETD Submission Portal will serve a a replacement for the COA form.

Along with your ETD, you must submit a signed Certificate of Approval (COA) to our office. Please allow enough time for your committee to sign your COA before the published deadline to ensure there are no delays in publishing your ETD.

The Certificate of Approval (COA) serves as the official record of your ETD submission to The Graduate School and documents that your ETD has received final approval from your advisory committee. Because this form is used to archive your ETD with the MSU Library, please ensure all information is legible. The information on your COA should include the same information approved on the title page of your ETD. Original signatures are preferred; electronic signatures are acceptable.

Important: If sending your Certificate of Apporval (COA) electronically, it is considered safer to list the last four digits of your GID on the form, instead of the full GID. For help using DocuSign to sign your COA form, watch this DocuSign video tutorial.