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How to Deposit your Thesis


Instructions for Depositing Help with Metadata Screen Fields View as PDF

 

Instructions for Depositing


  1. Log into CaltechTHESIS at: http://thesis.library.caltech.edu/
    1. Use your IMSS account information as your username and password
  2. Begin on the "Manage Deposits" screen
  3. Choose "Submit a Thesis"
    1. "Description" should be the first screen tab
  4. Fill in the screen fields, continuing through each tab at the top of the screens until you reach "Upload Open Files"
    1. Starred fields are required.
    2. Tips are viewable via the question marks to the right of each field.
    3. There are 6 screens tabs. Begin inputting your thesis information in the fields in the Description screen and work your way through the tabs to make sure you don't miss anything.
    4. You will get an orange warning box if any of the required fields are blank.
    5. You will also be prevented from depositing your thesis if any required fields are blank.
    6. Either the blue Next button or the next tab at the top of the input screen can be used to get to the next input screen.
  5. For indexing purposes, files that will be viewable either on- or off-campus are loaded in a separate section from the files that are to be hidden from public view for any length of time. The viewable files are the so-called "open files", and the hidden files are the so-called "withheld files".
    1. All text files must be in PDF format.
    2. Supplemental files such as images, maps, videos, software programs, etc., that are related to your thesis may also be added. Software programs should be compressed (.zip or .tar.gz).
    3. If the thesis is quite large (<1 Mb), please split it into several smaller chapter files.
    4. If at least part of your thesis is going to be withheld from view, split it into separate chapter files that can have separate viewing designations. In addition, provide us with the complete thesis in one file, which can be withheld in its entirety.
    5. You can upload your file either directly from your computer or from the web ("Open Files" only).
  6. The "Upload Open Files" tab is used to load files that will be viewable either to anyone worldwide restricted to Caltech-IP ranges only.
    1. Each file must be loaded separately, and in the order in which you want them to appear.
    2. Browse and locate the file, then click the Upload button.
    3. Fill in the screen fields.
  7. The "Upload Withheld Files" tab is used to load files that will NOT be viewable to the public. These can include thesis files as well as written permission statements from owners of third-party copyrighted matter included in your thesis.
    1. ----If you do NOT have any files that need to be withheld from public view, you may skip over this tab. ----
    2. Each file must be loaded separately, and in the order in which you want them to appear.
    3. Browse and locate the file, then click the Upload button.
    4. Fill in the screen fields.
  8. The Deposit tab is the last step in the submission process, once you have filled out all the other tabs and you are ready to submit your thesis to the library thesis coordinator for review.
    1. Before you deposit your thesis, be sure that you have obtained all written permission statements necessary from any owners of third-party copyrighted matter included in your thesis. You can add copies of these as withheld files.
    2. The "Save for Later" button can be used if you are not ready to submit your thesis for review. You may come back at a later time to continue the submission process.
    3. By clicking on the "Deposit Item Now" button, you are agreeing to the statement above it. Once you do this, you will have completed the submission process.
  9. A new screen will appear after you have submitted your thesis.
    1. The Summary tab shows you what the record will look like to the public. If you have any withheld files, they will not appear.
    2. The Action tab allows you to grab back the thesis so that you can continue to work on it, then re-deposit it.
    3. The Export tab allows you to create a citation or metadata file that you can use elsewhere.
  10. You may check on the progress of your submission in several different ways.
    1. You will receive email notifying you of the progress when:
      1. your submission has been deposited for review
      2. the library reviewer has sent the thesis information to the Grad Office for their final approval
      3. the library reviewer has received the final approval from the Grad Office and has released the thesis
      4. OR has received the final approval from the Grad Office and has withheld the thesis
    2. You may also log back in, go to the Details tab, and scroll down to check the "Review Status".

 

Help with Metadata Screen Fields


DESCRIPTION SCREEN: Information about the thesis

ADVISOR/COMMITTEE SCREEN: Information about student's research advisor and thesis committee members

DIVISION/OPTION SCREEN: Information about the degree being awarded

UPLOAD OPEN FILES: Information on files that will be viewable to the public

UPLOAD WITHELD FILES: Information on files that will NOT be viewable to the public