Ucla Grad Division Dissertation Filing Ucla

1. Where can I find UC Dissertations and Theses online?
2. Does UC require me to make my dissertation/thesis open access?
3. If my campus has an open access requirement, can I delay access?
4. I’m working on my dissertation/thesis and I have copyright questions. Where can I find answers?

1. Where can I find UC Dissertations and Theses online?

Seven of the UC campuses currently make their electronic theses and dissertations (ETDs) openly accessible to readers around the world. You can view them in eScholarship, UC’s open access repository. The campuses currently sharing ETDs in eScholarship are:

  • Berkeley
  • Irvine
  • UCLA
  • Merced
  • Riverside
  • San Diego
  • Santa Cruz

2. Does UC require me to make my dissertation/thesis open access?

It depends on your campus. Seven campuses (see list above) make their theses and dissertations open access in eScholarship, at no cost to students. By contrast, ProQuest, the world’s largest commercial publisher of ETDs, charges a $95 fee to make an ETD open access. Institutions worldwide have moved toward open access ETD publication because it dramatically increases the visibility and reach of their graduate research. To learn more about the policies at your campus, visit your graduate division website on dissertation and thesis requirements:

3. If my campus has an open access requirement, can I delay access?

Some campuses allow students to elect their own embargo; others require approval from graduate advisors or administrators. To learn more about the potential problems or advantages of choosing an embargo, you can read this memo from Rosemary Joyce, the Associate Dean of the Graduate Division of UC Berkeley:

Discussions have also appeared in:

4. I’m working on my dissertation/thesis and I have copyright questions. Where can I find answers?

Students writing dissertations or theses most commonly have questions about their own copyright ownership or the use of other people’s copyrighted materials in their own work.

You automatically own the copyright in your dissertation or thesisas soon as you create it, regardless of whether you register it include a copyright page or copyright notice. Most students choose not to register. Those who do register their copyrights do so because they value having their copyright ownership officially and publicly recorded. Getting a copyright registered is required before you can sue someone for infringement.

If you decide to register your copyright, you can do so

  • directly, through the Copyright Office website, for $35
  • by having ProQuest/UMI contact the Copyright Office on your behalf, for $65.

Incorporating the works of others in your dissertation – such quotations or illustrative images – is often allowed by copyright law. This is the case when the original work isn’t protected by copyright, or if the way you’re using the work would be considered fair use. In some circumstances, however, you will need permission from the copyright holder.  For more information, please consult the Berkeley Library’s guide to Copyright and Publishing Your Dissertation.

For more in depth information about copyright generally, visit the UC Copyright site.

Final Oral Exam

Preparation:

Students must schedule the Final Oral Exam at least four weeks in advance of the Final Oral with the Graduate Advising Supervisor.

If any of your doctoral committee members have changed, complete a Reconstitution of Doctoral Committee Form (see below under FORMS) and submit it to the Graduate Advising Supervisor with the appropriate signatures (except the Department Chair's signature). This form must be submitted AT LEAST four weeks prior to the Final Oral.

A projector is installed in the Orals Room (3463 Franz). If you require other equipment, such as a laptop or cables, make a reservation through the IT Department. Students typically provide committee members with a copy of the dissertation 10-14 days prior to the Final Oral (discuss the timing with your chair).

Forms:

Submit these forms below to the Graduate Advising Supervisor at least four weeksprior to your Final Oral Exam.

  • Final Announcement Form: Please print out the SAMPLE announcement and use this as a guide. Be sure to accurately list your committee member's full title (i.e., If committee member is a Professor in Residence, this entire title must be listed on the announcement.)

Dissertation Filing

  • Please note that you must be registered the quarter you file your dissertation or the previous quarter.
  • Doctoral Filing Fee Status: Complete the form (paper form or electronic form) if you are eligible to submit a filing fee in lieu of registration. Read the terms on the form carefully. You must obtain your Doctoral Chair and committee member's signatures, but the Graduate Advising Supervisor will submit the form on your behalf. Submit this form to the Graduate Advising Supervisor no later than Friday of Week 1 of the quarter you plan to file.
  • Information about the electronic filing process and formatting requirements for the dissertation can be found on the Graduate Division's Electronic Thesis and Dissertation website.
  • Submit a copy of your dissertation to the Graduate Advising Supervisor (3437 Franz) in a black three-ring binder. This copy must be printed, but does not have to be printed on high quality paper. We keep these dissertations on file for other students to reference.
  • Once you have filed, declare non-attendance on myUCLA for the subsequent quarter in order to not be assessed fees.

Filing Deadlines 

Graduate Division Official Filing Deadlines: UCLA has specified dissertation filing deadlines each quarter. Degrees to be officially conferred during a particular quarter must be filed by the posted filing deadline for that quarter. Please review the posted filing deadlines and remember that the deadline is at 5pm on the specific days noted.

The filing "grace period" (also known as the interim period) begins the day after the official filing deadline and ends prior to the first day of classes in the upcoming quarter. Students who file AFTER the official filing deadline of one quarter but PRIOR to the first day of classes of the upcoming quarter will not have to pay additional fees.

If you file your dissertation by the official filing deadlines for each quarter, your degree date will be the last day of the quarter in which you filed. If you file your dissertation after the official filing deadline but before the start of the next quarter (during the interim period), your degree date will be the last day of the subsequent quarter.

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