phd thesis submission letter

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Official Letter - Thesis and Completion Research Degrees Only

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Official letters are printed on University letterhead, and can be requested for:

1. Confirmation of Thesis Submission

2. Confirmation Of Completion date (if you require details of your graduation ceremony please indicate this in the comments)

Please indicate which campus GGRS Office  you would prefer to pick up your letter from.

Alternatively, you can have this mailed (shipped) to your student mailing address and/or emailed to you.

Please allow five (5) working days for processing this request.

"This product can be used to request an official letter relating to a research degree only. If you require a letter relating to an undergraduate or postgraduate degree please refer to the  Student Administration  page."

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• Dissertation & Thesis Submission
• Refer to the Timeline: Snapshot   below for a sample/general timeline to degree completion.
• The doctoral dissertation/master's thesis must be submitted to each member of the doctoral/thesis committee at least four weeks before the final examination/defense. 
• Review the requirements regarding committee participation at the defense found here for doctoral students and here for master's students
• A student must  make an appointment  with the Graduate Education and Postdoctoral Affairs for a preliminary check of his/her dissertation/thesis. Appointments will continue to be conducted via Zoom .  At that appointment the format is checked and instructions on the final preparation and submission of the dissertation/thesis are given.
• The final version of the dissertation/thesis must conform to procedures outlined in the " Preparation and Submission Manual for Doctoral Dissertations and Master's Theses ."
• A student must  schedule a final document review  with the Graduate Education and Postdoctoral Affairs for the submission of all final degree paperwork and the final dissertation/thesis. Please see the  "Preparation and Submission Manual for Doctoral Dissertations and Master's Theses"  for detailed instructions. 
• Please download the  Dissertation/Thesis Release Form ; it will be discussed during your preliminary appointment.
• All forms and co-author permission letters are submitted electronically, via ProQuest or email.  Please review the guidelines on acceptable electronic signatures .
• SDSU Joint Doctoral students need to continue following the process below:
• Students initiate the dissertation/thesis signature page through DocuSign. Committee member signatures will be collected electronically through DocuSign and the form will be routed electronically to the Graduate Education and Postdoctoral Affairs. (See page 12 in the formatting manual for detailed instructions.) Students use the  JDP signature page link here .

The slides from the January 25th  Winter 2023 dissertation/thesis formatting webinar can be found  here .  They provide an overview of the dissertation/thesis submission process and formatting guidelines. Please refer to the full formatting manual for detailed information.

Dissertation/Thesis Appointments

Request preliminary and final dissertation/thesis appointments via the online calendar. Appointments should be scheduled during the planned graduation quarter.

Schedule Now

• Degree Completion
• Dissertation & Thesis Manual
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• Doctoral Dissertations & Master's Theses ›

Formal Submissions

Formal submissions must be completed by 5:00 p.m. on the date of the submission deadline (see the Academic Year Deadlines for dates). See the appropriate document-type checklist below ( Doctoral Dissertations or Master's Theses ) for the list of required submission components.

The Graduate School editor will review all submission components in the order in which they are received, and will contact the student at their Notre Dame email address if the editor has questions or identifies problems with any submitted materials. Depending on the number of submissions received and proximity to the deadline, final reviews may take up to three weeks. If outstanding issues are not resolved as communicated by the editor, the Graduate School reserves the right to request a dean's hold on the student's diploma or reject a submission and remove the student from the graduation list. 

If there are no issues with the components of the formal submission, the student will receive an email stating that the dissertation or thesis has been approved by the Graduate School.

If you have questions about any component of the formal submission checklist, please contact the dissertation editor:

Laura Patzschke The Graduate School 117 Bond Hall Notre Dame, Indiana 46556 E-mail:  [email protected]

Formal Submission Components

These checklists apply to formal submissions only. Do not submit  formatting checks  to the CurateND intake site. If the formatting of your formal submission does not match the requirements set by UMI/ProQuest and the Graduate School, your dissertation or thesis may be rejected. It is the student's responsibility to ensure compliance with formatting guidelines.

All checklist items for the listed submission type are required unless specified as “optional.”

Doctoral Dissertation Checklist

Note: This checklist assumes you have already defended the dissertation and received the results of a preliminary formatting check.

• The doctoral dissertation : Upload your primary submission file as 1  PDF  to the  CurateND formal dissertation submission portal . Additional supporting materials may also be uploaded, but be sure to designate which file represents the actual dissertation, and keep in mind that the editor will rename files during the final review.  Submissions made to the CurateND website prior to a successful defense will be deleted without exception.
• Faculty with Active NetIDs: Curate ND will send faculty designated as a "Research Director" an access link by email, inviting them to review and approve the dissertation submission. If the dissertation director has not logged in to CurateND before, they will need to set up their own contributor account before proceeding to your submission record. Once they are able to access the record, they will have two options: send the record back to you for edits, or approve the submission to proceed to the Graduate School review.
• External Research Directors: Co-directors who do not have an active NetID should send an email to [email protected] stating that they have seen and approved the student's dissertation for formal submission to the Graduate School. The dissertation editor will then approve the record in CurateND on their behalf.
• Both the agreement form and the payment are now collected through the ProQuest website. You will not need to upload your dissertation file; we will transfer the approved files when we close out each graduation cycle.
• Refer to the National Archives website to find out why we still require microfilming for doctoral dissertations.
• The  Survey of Earned Doctorates  ( SED ): This survey, conducted on behalf of the  NSF ,  NEH , and four other federal research agencies, will send a confirmation email to you and to the Graduate School when you press the “Submit” button at the very end. For more information about the  SED  and how the data is used, please see the  NSF’s  SED  description .
• Graduate Outcomes Survey :  All doctoral level graduates will receive an email invitation to take this survey approximately 2 months prior to their graduation date.  Please be on the lookout for an email from the  Office of Strategic Planning & Institutional Research.

Master's Thesis Checklist

Note: This checklist assumes you have received the results of a preliminary formatting check.

• The master’s thesis : Upload your primary submission file as 1  PDF  to the  CurateND formal thesis submission portal . Additional supporting materials may also be uploaded, but be sure to designate which file represents the actual thesis.
• Faculty with Active NetIDs: Curate ND will send faculty designated as a "Research Director" an access link by email, inviting them to review and approve the thesis submission. If the thesis director has not logged in to CurateND before, they will need to set up their own contributor account before proceeding to your submission record. Once they are able to access the record, they will have two options: send the record back to you for edits, or approve the submission to proceed to the Graduate School review.
• External Research Directors: Co-directors who do not have an active NetID should send an email to [email protected] stating that they have seen and approved the student's thesis for formal submission to the Graduate School. The dissertation editor will then approve the record in CurateND on their behalf.
• Both the agreement form and the payment are now collected through the ProQuest website. You will not need to upload your thesis file; we will transfer the approved files when we close out each graduation cycle.
• Graduate Outcomes Survey :  All master's level graduates will receive an email invitation to take this survey approximately 2 months prior to their graduation date.  Please be on the lookout for an email from the  Office of Strategic Planning & Institutional Research.

The formal review, approval, cataloging, and microfilming processes take time, so it may be several weeks before the dissertation or thesis becomes available in the University library system or on the  UMI/ProQuest  website.

After the Submission

Students who submit early in the semester and plan to begin a new job shortly after submission can request a Letter of Completion for their employer. Refer to the Active Student Registration & Student Records page for details. 

All requests concerning extending or lifting embargoes, or updates to dissertation and thesis records on CurateND or ProQuest should be directed to [email protected] .

Once a work is published to the ProQuest catalog, a $47 Vault Repair Fee is required to update the ProQuest record or PDF. Please contact  [email protected]  to initiate this process if an amendment is needed. The Acknowledgments page is the most commonly corrected page; be sure to double check it for accuracy and inclusion of all required acknowledgments, especially if your work was sponsored by an external grant or governmental office.

Alumni are encouraged to contact the Graduate School editors at [email protected] with any book publication information.  This information will be included on their CurateND record and will direct patrons to their published work.