This tutorial shows you the steps involved in successfully submitting the PDF of your thesis/dissertation to the Editorial Office of the Graduate School.

Signing into the EDM (Editorial Document Management) System
Selecting your Degree Segment
Following the EDM Checklist

• Uploading your PDF
• Uploading Support Files
• Entering Text of your Academic Abstract
• Making sure your Title is correct
• Entering Keywords
• Setting your Release Level
• Changing your Package Status

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Signing On to the EDM (Editorial Document Management) System

Before you submit your document, make sure you review our tutorial on PDF creation.

The next step is to visit the Editorial Office's ETD Submission page at the following link:

https://apps.rgp.ufl.edu/edm_app/etd_login.cfm

When you first visit the page, you will be presented with a page that resembles the image below:

By scrolling downward on the page, you will see the input fields represented in the following diagram:

If it is your first time visiting the page, log in on the LEFT hand side using your Gatorlink username and password. This will allow you to set up your graduation package (this is also known as "setting up a record" or "selecting your degree segment").

Once you've selected your degree segment, you will log in on the RIGHT HAND side, for all future visits to the ETD Submission website.

Depending on what you're planning to do, you can also click on any of the 3 buttons labeled:

• First Login This Semester
• I Have Set Up A Record For This Semester
• Clear Prior

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Selecting Your Degree Segment

After your first login, you will see a screen containing a summary of your degree package information. Review this page carefully, and if everything is in order, press the button labeled Select This Degree Segment. Doing this will advance you to the next step of your submission.

Below is a screen capture of the interface you will see:

Once you've selected your degree segment, you will log in on the RIGHT HAND side of the main ETD submission page for all future visits.

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Following the ETD Editorial Document Management System Checklist

Once you've selected your degree segment, you will see one of the following screens. You will see a blue background if you are a masters candidate and a yellow background if you are a doctoral candidate.

Masters view:

Doctoral view:

Then simply follow the checklist presented at the top of the page. The items include:

• Uploading the PDF of your file (along with any support files).
• Enter the text of your academic abstract.
• Make certain that your Title is correct.
• Enter any keywords you wish to have associated with your Thesis/Dissertation.
• Select the Release Level of your Thesis/Dissertation
• Change the Package Status selector to "Document Submitted to Editorial Office for Review"

Make sure you follow the instructions on each page you visit.

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Step #1 - Uploading the PDF

The first step in the process is uploading the PDF of your thesis/dissertation to the EDM system. When you click on the Upload PDF button, you will be presented with an interface resembling the screen capture below:

You will then use the Browse... button to navigate to the location of your PDF. Once the file has been selected, click Upload to transfer the file from your computer to the EDM computer.

Note: Depending on the size of your ETD and your Internet connection speed, this process can take as little as a few seconds, to as long as a minute or more. If you have any difficulties with uploading your document to the EDM system, contact ETD Technical Support in any of the following ways:

• telephone: 352-392-HELP
• e-mail: etd@grove.ufl.edu

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Step 1a - Uploading Support Files

If you are including multimedia or additional files with your document, you will use this section to upload those items.

When establishing support files, make sure that your original PDF of your ETD is in the same folder as your support files. That way, when your hyperlinks are created, the links will use relative addresses (as opposed to absolute addresses); otherwise, your links might not work once the document is transferred to the UF Library's system.

Below is a screen capture of the interface used for uploading support files:

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Step 2 - Entering the Text of your Academic Abstract

In this section you will copy/paste the content of your academic abstract.

A text input field is provided for you. You will then select the text of your academic abstract from your wordprocessor-based document, and paste it into the text input field accordingly.

If your abstract contains special characters (such as greek letters, super/subscripted variables, etc.) you must spell them out according to the usage of your discipline (e.g. omega, delta, lambda sub one, etc).

Note: Do not attempt to enter special characters as html-escaped codes. The software that sends your abstract to the web will remove all such codes.

Below is a screen capture of the Masters candidate view of the academic abstract entry page:

Once you have completed the pasting and modification of your academic abstract click on the Save Changes to Abstracts button.

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Step 3 - Make certain that your Title is correct

This step allows you to verify that the Title of your thesis/dissertation listed in the EDM system is identical to the current title (as your title may have changed during the course of the semester).

If you need to modify your title, click on the Update Title button and you will be presented with an interface resembling the screen capture below:

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Step 4 - Entering Keywords

This is where you get to enter the searchable text that will be associated with your document.

This text (also known as 'metadata') is used by Internet search engines to find your document. Therefore when someone visits the UF Library's website and types a combination of words into their search field, your document will be one of several that is retrieved. The more keywords the person enters, the narrower the search will become.

Below is a screen capture of the Keyword entry interface:

You can have as many keywords as you like, however, when entering keywords, the following rules will apply:

• You can only use letters and numbers for your keywords.
• All punctuation (including hyphens) will be removed.
• Only type one word per line.
• Enter hyphenated words as separate keywords.

When you've finished entering your first 10 keywords, press the Save These Keywords button, and you can add an additional 10 keywords. Once you've completed your keyword entry, press the Return to Main Page button to continue your ETD submission.

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Step 5 - Selecting the Release Level

This is where you electronically establish the release level for your document. With this menu choice, you will be able to choose who will be granted access to view your document once it is published with the UF Libraries. The menu choices are as follows:

• Public - Available to anyone worldwide
• UF Only - Available to UF Affiliated users for 1 year
• UF Only - Available to UF Affiliated users for 2 years
• UF Only - Available to UF Affiliated users for 3 years
• UF Only - Available to UF Affiliated users for 4 years
• UF Only - Available to UF Affiliated users for 5 years
• UF Only - Available to UF Affiliated users for 10 years
• Secret for 6 months - Available only to ETD staff

Most degree candidates choose "Public - Available to anyone worldwide", however you and your committee chair should discuss whether temporary restriction is necessary. If you restrict viewership to the University of Florida community, it will be released for public viewership after the pre-determined time has elapsed.

Once you and your committee chair have agreed upon a release level, you and your committee chair can print and sign the official ETD Rights & Permissions Form. This form is accessible via the Editorial Office's website, and it's also generated automatically once you've selected the appropriate release level on the Editorial Document Management System.

Once the release level has been selected, you can click on the Print Form button to generate a customized ETD Rights & Permissions Form (as a PDF) that you and your committee chair can sign.

Below is a screen capture of the doctoral candidate's version of the interface you will use:

In regards to "UF Only" restriction, this release level allows only currently affiliated UF faculty, students and staff to view the document through the UF Library System.

Note: Once you graduate, you are no longer considered "currently affiliated" with the university and you will not be able to view your document on the UF Library System. So make sure you keep a copy of your ETD in PDF form should you need it in the future.

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Step 6 - Changing your Package Status (Final Step)

By changing your package status you are notifying the Editorial Office that your document is ready to be reviewed.

Note: If you fail to complete this step, the Editorial Office will not be able to review your document.

This is an essential step in the process, and it marks the final submission of your document. Once this step has been completed, and your document successfully accepted by the Editorial Office, it will be processed by the UF Library system for archival.

Below is a screen capture of the doctoral candidate's version of the interface you will use:

Once you've chosen "Submit Document to the Editorial Office for Review", you will be taken to the submission confirmation page. A close-up view of the interface is depicted below:

Note: This page will only appear if all items in the ETD Editorial Document Management System checklist have been completed.

If everything on the submission confirmation page appears as you expected, click Submit Document to Editorial Office, and the submission of your electronic thesis/dissertation is complete.

At this point, all previous inputs will be locked and the Editorial Office will begin reviewing your document for the following:

• Successful creation of hyperlinks within the document.
• Acceptable image quality.
• Correction of items noted during first submission.

You can then log out of the system and return in a few hours to check the status of your submission.

When you revisit the ETD Editorial Document Management System website, click on View Editorial E-mail to see whether your document has been "Accepted" or if modifications to your document have been requested.

The direct link to the ETD Editorial Document Management System is as follows:

https://apps.rgp.ufl.edu/edm_app/etd_login.cfm

A screen capture of the masters candidate's view of the interface is depicted below:

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We hope this tutorial has been useful to you!

If have challenges with the electronic submission of your document, please feel free to contact us at etd@grove.ufl.edu, visit the ETD Consulting Lab in BLDG 105, Room 110 or call 392-HELP (4357) and ask to speak to an ETD Consultant.