Help for the Submission Process

The Submission Process

Before you begin the final submission process, you will need to collect some information and then complete a few steps. It is strongly recommended that you visit Submission Steps before beginning the submission process.

Upon your submission of your final paper PDF to 114 West David Boyd Hall, you will be asked to complete one or more forms for graduation.  You will also be emailed a logon id and password for the ETD system.  Do not share this access with anyone else.  You must use this id to submit your final electronic documents.

Once you have obtained your secure logon id, you may proceed to the "logging in" step noted below.  This first page after login will request several pieces of information from you:

  1. The complete title of your document.  This must be entered in mixed case letters.  Titles entered in all caps are not acceptable.  Your title must match the title on your title pages signed by your committee. 
  2. The degree you are seeking; i.e. Ph.D., M.S., M.F.A. 
  3. Your abstract which can be copied and pasted into the submission form. Use the same abstract you use in your document.  Do not use the "Extra Abstract" format with your name, etc. at the beginning.
  4. Keywords which will aid in searches for your document. Consult your major professor for assistance. Enter a comma between keywords but do not enter a space after the comma before beginning the next keyword.
  5. The names and email addresses of your committee members. Committee members should be listed by full name only.  Do not include titles such as "Dr.," "Mrs.," etc.  Do not use titled professorship names.  Please use the faculty member's name as printed in the LSU General Catalog.  Email addresses must be included and are available in the LSU Campus Directory.
  6. The location of your document file on your local computer.

You may alter the information submitted until your document has received final approval from the Graduate School.  At that time you will be locked out and no alterations may be made to your document.

Consult the Graduate School if you have any difficulties with the submission process.  Email messages to gradetd@lsu.edu .


Logging In

Use the login page to log in to the LSU ETD submission site. Use the practice site before you use the official submission site;  you may create an id for testing purposes.  For final submissions, you must have received an id from the LSU Graduate School.  If you have not requested your official logon id, please email etdrequest.

Once you have begun the process of submitting your ETD, you must use the same username and password to continue making changes to your information until your ETD is approved by the Graduate School.  Once your document has been approved by the editor, no changes can be made.

The security system used by the submission process requires that your browser support and allow cookies.  Please note that many commercial and governmental sites have security firewalls that will not allow you to upload your files.  Alternate choices include campus computer labs, your home computer, and commercial businesses that supply computers for hire.


ETD status

The submission process uses a persistent ETD Status message to keep you aware of what you've already done, and what still needs to be done before your ETD can be approved. You should also use this status window to navigate among the different steps of the submission process.

In order to be considered complete, your ETD collection page must include:

  • all of its title page information (author, title, keywords, etc.) entered correctly.
  • all committee members and their email addresses.
  • your document file (a single file) with appropriate file name: 
  •     Thesis:  (lastname)thesis.pdf
  •     Dissertation:  (lastname)diss.pdf
  • Not have any notices from the Graduate School that need to be dealt with.

Pay special attention to any items in the status message which are displayed in red, these are items that must be corrected/completed before your ETD can be approved.

Sample ETD Status message (links removed)

ETD Status

Items in red represent information that must be added or changed before your ETD can be approved.

  • Start Over
  • View Main Record
  • Update Main Record
  • Update Committee Information
  • Add File Information
  • Log Out

Adding Files

The ETD submission process requires you to upload files using a Web browser.  You may submit files from any computer which can connect to the LSU ETD site.   Campus labs have all the necessary software to convert and load documents to the ETD site.

File uploads through a browser window are supported by all versions of Netscape greater than 3.0 and all versions of Internet Explorer greater than 4.0. File uploads will not work properly if your browser is using a proxy server of any kind.  Additionally, most governmental agencies and commercial firms will have firewalls that prevent you from exporting your file to our site.

Our file upload page can generally support files of up to 20 Megabytes in size. It is recommended that you keep your files under this size, as it increases the usability of your research over the Web.

As a rule, a correct filename will not contain any spaces or slashes. The Graduate School requires that your document be named with the following protocol:

    thesis:        (name)thesis.pdf       where (name) is your last name;  i.e.,  smiththesis.pdf

    dissertation:  (name)diss.pdf        where (name) is your last name; i.e., smithdiss.pdf


Entering Abstract

In general, you can copy and paste your abstract from a standard word processing program into the abstract field in your browser window. Be aware that special characters such as é and this section sign, §, often will not copy correctly if you cut and paste them into the form. Instead of these special characters, you should use the equivalent HTML entity (i.e. " instead of " and é instead of é).


Entering Keywords

To improve access to your ETD, select keywords or phrases that are NOT already in your abstract or title page. All of those words are already indexed for searching. Selecting additional words and phrases that are descriptive and unique will increase the probability that searches will retrieve your ETD. Consult your chapter subheadings and conclusion for different but appropriate search terms. If you cut and paste your keywords from your word processor, you should be aware of any special characters (umlauts, accent marks, quotation marks), and replace them with the appropriate HTML entity.

Keywords should be entered with a comma between each keyword or keyphrase.  Do not use spaces after commas.


HTML entities

Some special characters do not display in a browser window. For a number of these cases, there are HTML entities which can be used to safely display the special characters. An HTML entity consists of an ampersand (&), a word or number (quot, for example), and a semicolon (;). The following is a short list of special characters and the HTML entity equivalents.

Name

Syntax

Character

Description

aacute

á

á

Small a, acute accent

agrave

à

à

Small a, grave accent

ccedil

ç

ç

Small c, cedilla

eacute

é

é

Small e, acute accent

egrave

è

è

Small e, grave accent

ntilde

ñ

ñ

Small n, tilde

ouml

ö

ö

Small o, dieresis or umlaut mark

uuml

ü

ü

Small u, dieresis or umlaut mark

(double) quotation mark

"

"

(double) quotation mark

ampersand

&

&

ampersand

less-than sign

<

< 

less-than sign

greater-than sign

&gt;

> 

greater-than sign

For a more complete list of HTML entities, please visit the following URL, which is maintained by the World Wide Web Consortium:

http://www.w3.org/MarkUp/HTML3/latin1.HTML


Browser Compatibility Issues

In order to use the ETD submission process, your browser must support cookies and file uploads. There are known incompatibilities with the Macintosh versions of Netscape 3.02 and earlier; you will need to upgrade if you are using one of these older versions. As noted above, there have been numerous problems loading files using AOL and Juno.


Cookies

A cookie is a bit of information about a user or session that is stored in a local file by a compatible browser. Whenever the browser requests a page from a host for which it has cookie information, it also sends the cookie information along, which can be used by any scripts or CGI programs capable of processing cookie data. In our case, this cookie is used to store a unique session ID, so that it is not necessary for you to log in repeatedly before visiting each subsequent page in the process.

Most recent browsers come with cookies enabled, but people often disable them for various reasons. If your browser has cookies disabled, consult the documentation (online or otherwise) that comes with your browser for instructions on enabling cookies.

The session cookies issued by our scripts are set to expire in 15 minutes, but are renewed by each subsequent script. If you remain on the same page for more than 15 minutes, your cookie will expire, and you will be required to log in again. If this happens, you can still use the "back" button on your browser to return to the page you were working on before your cookie expired.


Problems using proxies

A proxy is a machine which allows your browser to download pages as though it were coming from a different location. Proxies are typically used to allow access to materials restricted to a particular location. Proxies are also used to allow access between networks. LSU does not use Proxy servers on campus and you should have the Proxy server setting turned off on any computers on the LSU campus.  

If you are submitting your ETD from a machine not connected to the LSU campus network you will need to check that you are not using a Proxy server.  Users of some versions of AOL's default browser use this type of proxy arrangement to connect to the internet. To use the file upload feature of your browser, you must not be making use of a proxy. Proxy settings for most browsers can be changed as needed.  For more information consult the help files for your particular browser.


The Graduate School Review Process

Once you have submitted all of the minimum information needed to make up an ETD, your ETD will be reviewed by the Graduate School. Processing time depends on the number of documents awaiting approval.  You will receive a message when your document has been approved.


Notices

If anything about your ETD needs to be changed before it can be approved, the Graduate School will notify you with a brief message describing the steps you need to take to complete your ETD. Notices are generally delivered as email messages to whatever author email address you entered for your ETD. Notices may also be sent to your committee chair if there are problems reaching you. Once you receive a message indicating that you have a notice, you should login again and make the requested changes.


Starting Over

If you would like to stop work on a partially completed ETD and completely start over, the "Start Over" link in the ETD Status block that appears on most pages will give you the ability to completely remove all of the files and information you have already added and start again.


etd.lsu.edu

LSU Graduate School

This page was last updated: 01/27/08
Questions? Comments? gradetd@lsu.edu