A preliminary review is required prior to final submission via the ProQuest ETD Administrator. Candidates should be aware of all deadlines when scheduling a meeting with their assigned Reviewer

Uploading to ProQuest

Upload to ProQuest

Candidates will submit a complete draft of the thesis or dissertation as PDF to the ProQuest ETD Administrator website for official review by Cal State LA staff. Suggested edits from the preliminary review will be incorporated into this draft. The Candidate may not make additional edits to the thesis or dissertation at this point except as requested by their Committee or Reviewer. Most candidates will submit a completed, Committee-approved thesis by this deadline.

Candidates are advised to create an account on ProQuest well in advance of the final deadline. Unfinished work may be saved until the candidate is ready for the final submission. Allow approximately 1 hour to complete the upload and submission process.

Preparing and Uploading the PDF

The Candidate must convert the original document into Portable Document Format (PDF). Prepare the approved Word document for uploading:

  • Check that the preliminary pages and end matter are in the correct order and are paginated correctly.
  • Embed all fonts (Mac users do not typically have to do this as fonts are automatically embedded when you convert files into PDF).
  • Convert file to PDF, or use easy conversion tool in ETD Administrator.
  • Check PDF security settings. Must be set to "No security."
  • Check that the file size does not exceed 250 MB.
  • Open the document and check it again for accuracy. Occasionally, errors pop up in the PDF conversion process and you need to do it again.

After converting your document to PDF, proceed with the submission process at the ProQuest ETD Administrator website

Publishing Options

ProQuest provides Candidates with two publishing options:

  • Traditional Publishing
  • Open Access Publishing PLUS

Through "Traditional Publishing," a master's candidate's thesis or project report will never be made available to the public; only CSULA students, staff, and faculty may access the entire text of the thesis. However, the abstract and citation will be publicly available via the Dissertation Abstracts database. If a master's candidate wishes to make the thesis or project report available to the public, they should select "Open Access Publishing PLUS" and pay the required fee.

Doctoral dissertations will be made available to the public regardless of the publishing option chosen. 

Requesting an Embargo

In rare cases, a Candidate may require the delay of publication of the thesis/dissertation citation and abstract by ProQuest, the release of the dissertation to ProQuest, and/or the release of the thesis/dissertation to the CSULA Library Digital Repository. This may be due to the Candidate seeking publication of part or all of the thesis/dissertation with another publisher, pending patents, material under another copyright, sensitive material, or other similar reasons. Candidates may request an embargo of six months, one year, or two years with the permission of their Committee Chair.

The deadline to submit the embargo form is the same as for the GS-13. The Candidate may not request an embargo once the thesis or dissertation has been sent to ProQuest for processing.

GS-13 Form

SPECIAL NOTE: Please use Adobe Reader (a free download) to fill out these forms. Other applications work, but the correct formatting will be lost in translation.

Name File Type Degree
GS-13 Form (3 signatures) .pdf Any
GS-13 Form (4 signatures) .pdf Any
GS-13 Form (5 signatures) .pdf Any
GS-13 Form (6 signatures) .pdf Any

Candidates must obtain the signatures of all Committee members and the Department Chair(s) on the GS-13 Form in order for the thesis or dissertation to be offically accepted by the University. Download the appropriate form above, fill out the required fields on your computer, and print the form in order to obtain these signatures. Submit the signed GS-13 Form with original ink signatures to your Thesis/Dissertation Reviewer by the end of finals week.

A few special notes:

  • If the Department Chair is also on the Committee, they will sign the GS-13 twice: once as the Department Chair, and once as a member of the Committee.

  • PhD candidates in Special Education will forward to their Reviewer the dissertation approval email from UCLA Graduate Division in lieu of a GS-13 Form.

Reviewers may request additional format edits and other information at this stage. If the Committee has requested edits to content, the last day of the quarter is the final day to submit the edited thesis to the ProQuest ETD Administrator website. Candidates who do not submit their GS-13 and final content edits by this date risk not completing their theses/dissertations in the current quarter.

Submission of Non-Print Materials

Candidates will submit supplemental CDs and DVDs, such as music compositions or videos, to the Thesis/Dissertation Reviewer by the same deadline to upload the thesis or project report to the ETD Administrator. CDs and DVDs must be stored in a traditional jewel or DVD case (not the slim cases) and must include both a liner note and a label on the disc with the following informaton:

  • Name
  • Title of project
  • Department or program
  • Quarter and year

At the bottom of the report’s table of contents, the following phrase should be typed: 

This report is accompanied by a [name of the medium, e.g., “DVD”], which is housed in the Special Collections of the Library.

One copy is required and must be submitted to the Thesis/Dissertation Reviewer by the last day of the quarter.

For more information on non-print media, see Chapter 4 of the ETD Guide.

Final Format Edits

[Watch on YouTube]

The Thesis/Dissertation Reviewer will check the Candidate's submitted documents and certify that all information is complete. If errors are found in an account or PDF document, the Thesis/Dissertation Reviewer will email instructions to the candidate to make changes and re-submit. Final format edits must be done before the posted deadline. Once all corrections are made, the Candidate will receive an email confirming that the thesis or dissertation has cleared all checks. 

At this stage, documents are now eligible for submission by the University to ProQuest. No edits or changes will be accepted after this date. If a candidate misses this deadline, s/he must register in the following quarter to submit the thesis.

The Thesis/Dissertation Coordinator submits all approved files to the publisher and notifies the Registrar's Office, College Graduate Dean, and the Graduation Office that the document has been accepted. ETDs become available to campus users in 8–12 weeks via the Library's catalog and digital repository.

Inquiries regarding items or services purchased via ProQuest should be directed to ProQuest Customer Support.