[Coe-grad] Summer 2017 Manuscript Clearance Information for Thesis and Dissertation Writers

FSU College of Education coe-grad at lists.fsu.edu
Wed May 17 15:17:12 EDT 2017


Thesis-track MS/EDS Program Students and Doctoral Programs Students,

Good afternoon! Please see the important email below from The Graduate School. For questions, please contact The Graduate School directly at gradschool at fsu.edu<mailto:gradschool at fsu.edu>.

From: "Horn-Hoeflich, Ute" <uhornhoeflich at fsu.edu> on behalf of "Marcus, Nancy H."
Date: Wednesday, May 17, 2017 at 2:26 PM
Subject: Summer 2017 Manuscript Clearance Information

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Dear Colleagues,

With the beginning of a new semester, we wanted to once again remind you of information that will keep you up to date regarding deadlines, workshops and all things related to the manuscript clearance process for your graduate students. Below is a summary of events and deadlines for the Summer 2017 semester. Please share this information with your faculty, staff and students.

IRB and ACUC Approval
Please make sure that your students have obtained Institutional Review Board (IRB) and/or Animal Care and Use Committee (IACUC) approval prior to commencing any research involving human or animal subjects, including secondary data analysis of human subjects’ studies. The student’s name must appear on the IRB approval and/or application form as a PI or co-investigator for the period of time when the student’s research was conducted. Students must be listed on an ACUC protocol in order to conduct any animal research.  Failure to be listed or obtain the required approvals may result in the thesis, treatise, or dissertation being permanently embargoed and unpublishable in any form.  Additionally, graduation may be delayed or not approved.

It is the policy of FSU to review and approve research proposals that meet the definition of “exempt”. The Principal Investigator does not make the decision whether a protocol qualifies as exempt; only the HSC/staff has the authority to determine whether a proposal meets the exempt requirements prior to commencing research.

ETD Workshops
We will once again offer a range of dates and times for the ETD workshops in an attempt to reach as many graduate students as possible. These workshops are designed to provide students with needed information regarding the formatting of their thesis/treatise/dissertation, to answer questions they may have about formatting, to review deadlines and to walk them through the manuscript upload process. In addition to the workshops listed below, our staff is available to host workshops for specific colleges or departments if the need arises. Please contact our Manuscript Clearance Advisor if you are interested in this type of workshop. The dates and times for the Summer workshops are:

Strozier Library Scholars Commons 5A

·         May 23                 10-11:30 a.m.

·         June 1                   12-1:30 p.m.

·         June 12                 3:30-5 p.m.

·         June 23                 3:30-5 p.m.

We encourage students to attend a workshop at least one semester in advance of when they will be writing their thesis/treatise/dissertation. Please provide students the link to our web site, http://gradschool.fsu.edu/professional-development/professional-development-workshops for details on the ETD workshops as well as other Graduate School workshops.


University Representative Defense Reports
Defense Reports should be received in the Graduate School office within one week after the defense date or before the semester forms deadline, whichever is earlier. To assist those who serve as a University Representative, we are currently sending reminder emails with the correct form attached so they have the form to take to the defense. Please use the most recent version of the form included in the email, or found on our website. If you have any questions or concerns about this process, please contact the Manuscript Clearance Office in the Graduate School at 644-0045 or clearance at fsu.edu<file:///FSU.EDU/CTSMgd/GS/GS-Shared/Manuscript%20Clearance/Pamela%20Brown/Semester%20Emails%20to%20Deans%20and%20Colleges/clearance@fsu.edu>.

Manuscript Clearance Deadlines
Manuscript deadlines are shown below. The deadline closest to the student’s successful defense date (Semester vs. 60-Day) is the deadline that applies.

60-Day Deadline
The final, defended, content-approved manuscript and all required forms must be submitted to Manuscript Clearance within 60 calendar days after a successful defense. Students under the 60-day deadline must receive an email from Manuscript Clearance confirming final clearance no later than 1 week after the 60-day deadline. This allows time for additional formatting corrections to be made, if necessary. If a student defends early in the semester of graduation, or in a semester prior to graduation, the manuscript clearance deadline that applies is the 60-day deadline. For example, a student that defends on 5/3/2017 would have to submit their final manuscript and forms by 7/3/2017, even though the Summer semester clearance deadline is later in the semester. Weekends and University Holidays are not excluded from the 60 days, so please take this into account when planning to meet this deadline. No exceptions will be made for this policy.


Summer 2017 Semester Clearance Deadlines
June 26 – Last day to submit doctoral dissertation or treatise for initial format review.
July 10 – Last day to submit master’s thesis for initial format review.
July 24 – Last day to submit the final version of the successfully defended thesis, dissertation or treatise, and all required forms; all forms must be received and approved by the Manuscript Clearance Office by 5 p.m. of this date. All content changes must be completed and approved by committee prior to this submission.
August 4 – Last day for thesis, dissertation and treatise students to receive an email from Manuscript Clearance confirming final clearance of their manuscript.
Missing a semester deadline will result in the student automatically being ineligible for graduation that term.

Manuscript Submission
All manuscripts must be submitted to the Manuscript Clearance Office via the ProQuest ETD web site. We strongly encourage students to submit their manuscript at the same time that the manuscript is submitted to the committee for review rather than waiting until the last day for submission. For thesis students, this means two weeks before the defense and for treatise/dissertation students, four weeks before the defense. At the latest, a manuscript must be uploaded to the ETD web site by the initial submission deadline in order for the student to remain eligible to graduate in Summer 2017, unless the student falls under the 60-Day deadline. The process for uploading is outlined in the Graduate Bulletin, and the steps to submission can be found in GradSpace on Blackboard. Manuscripts not formatted in full accordance with the most recent version of the Guidelines brochure will not be reviewed and will not count as an initial submission to meet any deadline.

Please encourage your students to attend one of the ETD Workshops and to visit GradSpace on Blackboard for further information about the manuscript clearance process. In GradSpace, students can find the Guidelines & Requirements for Electronic Theses, Treatises and Dissertations, which should answer any questions they have regarding the correct formatting of their manuscripts. Additionally, students and faculty can find the latest versions of required clearance forms in GradSpace or The Graduate School – Faculty/Staff site. If you have questions about a form or need updated forms, please let us know, as the Graduate School will not accept outdated forms.

Please note that after the manuscript formatting is approved, the submission is locked and no further changes will be allowed.


Dr. Nancy Marcus
Dean, The Graduate School
Florida State University
Westcott 314
Florida State University
Tallahassee, FL 32306
Phone: 850 644-3501
FAX: 850 644-2969
Email: nmarcus at fsu.edu<mailto:nmarcus at fsu.edu>
Website: http://www.gradschool.fsu.edu



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