Skip to Main Content

Dissertation & Doctoral Project Formatting & Clearance: Submitting to the Library

After you successfully defend your dissertation or doctoral project, what happens? This is a guide to submitting your dissertation or doctoral project for the formatting check and final copy.

Submitting Your Dissertation to the Library - Steps

Students must be registered in dissertation (or dissertation extension if they have already completed all regular dissertation sequence courses), during the term in which they achieve dissertation clearance. Dissertation clearance means not only successful defense, but completion of any required revisions and submission of the dissertation in its final form to the University library.

  1. CONTACT ACADEMIC & ADMINISTRATIVE SUPPORT SERVICES for an informational meeting. Review any questions about your program's or university's requirements for completing the dissertation clearance process. Ensure you are meeting deadlines relevant to DEX and related fees.
  2. FINAL ORALS: successfully complete the final orals for your dissertation and make all edits requested by your committee.
  3. FORMAT your final draft: follow both APA and Alliant's style guidelines. See "APA Style 7th Ed." and "Formatting Manual & Forms" tabs above.

    If you need an editor to help with formatting or writing, see the "Editors" tab above for recommendations.
  4. LIBRARY DISSERTATION CLEARANCE FORM: obtain program director, chair, and committee member approval of the revised document in writing on the "Library Dissertation/Doctoral Project Clearance Form." See "Formatting Manual & Forms" tab above.

    Note that ‘Section 1’ of the Library Dissertation/Doctoral Project Clearance Form’ must be signed by the dissertation/doctoral project committee and the Program Director after all final edits have been made and approved. Committee signatures on this form indicate that the student has successfully defended the dissertation and that the final written dissertation/doctoral project as submitted to the library is acceptable in content and format.  The Program Director signature indicates that the student has successfully completed all program requirements related to the dissertation (e.g., submitted departmental forms or any supplemental documentation the program requires for the dissertation/doctoral project).

  5. CATALOGING FORM: Complete the "Alliant Library Dissertation/Doctoral Project Cataloging Form," found under the "Formatting Manual & Forms" tab above.
  6. CONTACT THE LIBRARY: Phone or send an email to the person listed under "Who to Contact" on the right side of this page to schedule a preclearance meeting, if you have any questions about what you are supposed to do. If you do not have questions, you can just email the two forms (below) to the DCR. Schedule this appointment at least seven business days in advance. When you meet with the dissertation clearance representative, bring the following two items:
  7. SUBMIT: After this meeting, you can then upload an electronic (pdf) copy of the manuscript to ProQuest.  See "Submitting to ProQuest ETD" tab above.

a)      As soon as you upload, library staff is notified that your
         dissertation is
ready for review.  This review does not
         include proofreading.

b)      Within three business days of your submission, you
         will receive e-mail
notification of revisions you need to
         make, if necessary. 
Make the changes and re-upload.
         Repeat until all necessary revisions
have been made
         and the library approves the format.

c)      If this three-day period must be extended due to
         unusual circumstances, the DCR will notify the
         student about when he or she can expect feedback.

d)      The student repeats this process until the document is
         acceptable.  Allow three business days for review of
         any revised, reuploaded version of the manuscript. 
         The time frame for completing the entire clearance
         process will vary depending on the time of year (e.g.,
         allow more time as graduation or other due dates
         approach), the extensiveness of problems,
         responsiveness of the student to initial feedback, etc.

  1. ACCEPTANCE! Once the manuscript has been accepted, The DCR officially verifies that the electronic version has been uploaded to ProQuest and cleared.  Library DCR completes ‘Section 3’ of the Library Dissertation/Doctoral Clearance Form and sends the form to the Registrar, retains a copy, and e-mails a copy to the student, the dissertation chair, the Academic Affairs Staff member associated with the Program, and the student’s Program Director..
  1. PUBLICATION! The Library DCR approves and delivers the electronic copy of manuscript to UMI/ProQuest.

Additional Personal Copies of your Dissertation

Want personal copies of your dissertation?

  • You can purchase bound copies through ProQuest/UMI (University Microfilms).

  • You can make copies on any paper of your choice and find a local bindery to do the binding.

  • Alliant Campuses have used the following binderies. You must work with them separately from Alliant.  We do not request copies on your behalf:

Valley Library Bindery
1203 E Divisadero St  Fresno, CA 93721
(559) 237-5224
(They can work with you by mail and accept electronic files.)

Kater-Crafts Bookbinders
4860 Gregg Road, Pico Rivera, CA 90660-2199
(562) 692-0665
(They can work with you by mail and accept electronic files.)

Golden Rule Bindery
242 Bingham Dr. #101, San Marcos, CA 92069
(760) 471-4331

Who to Contact for Help

Dani Hunt

Adan Ortega

Scott Zimmer

Scott Zimmer

Scott Zimmer

Scott Zimmer

Scott Zimmer

Chat With Us!

Chat requires JavaScript.

What was the hardest part about writing your dissertation?

What was the hardest part about writing your dissertation?
Starting: 20 votes (8.77%)
Writing the Literature Review: 41 votes (17.98%)
Writing the whole darned thing: 35 votes (15.35%)
Deciding what to write about: 3 votes (1.32%)
Finding research sources: 1 votes (0.44%)
Balancing work/life/family obligations: 54 votes (23.68%)
Organizing the document: 13 votes (5.7%)
Staying awake: 2 votes (0.88%)
Nothing - I enjoyed every aspect of it! :D: 7 votes (3.07%)
All of the above!: 52 votes (22.81%)
Total Votes: 228