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Student Publication Submission Procedures & Policies

Click the corresponding tabs for instructions on how to submit your tutorial, thesis, or other publication to the JKM Library!

How-To: Submit your graduate thesis!

As a graduate student completing a thesis, you must submit all of the following items in order to receive your Chatham diploma and have access to your transcripts:

  1. JKM Library Thesis Release Form: A short form in myChatham - visible only with a Chatham student account.
  2. Bound Print Copy: Please double-check with your department for this procedure. For most departments, you will be required to drop your thesis off to the library after it has been signed by your advisor(s). You can get your thesis bound at the Chatham Copy Center, located in the basement of Falk Hall. If your department requires you to submit a CD or DVD with your thesis, the library requires a copy of this as well.
  3. Electronic Copy: Upload an electronic copy of your thesis in Moodle. You may submit multiple files if needed. Word documents are preferred, although unlocked PDFs are also accepted.

The version of the thesis being submitted must be the finalized, error-free copy. (Please check your title page! Spell check does not check words written in all caps.) Resubmissions are not permitted.


May graduation: June 1st
December graduation: January 1st
August graduation: September 1st

If you have any difficulties or concerns with this process, please consult the Thesis Submission FAQs below.

Thesis Submission FAQs

1. I can't find the Thesis Release Form/Thesis Release Form won't load.
The thesis release form is only available within a student myChatham account. If you also have a staff myChatham account, please make sure to log into your student account to complete the form.

2. My thesis is too large to upload. What do I do?
Please contact the Thesis Contact Person listed on this page to arrange an alternative way to submit the electronic copy of your thesis.

3. Will I be notified when I have submitted everything?
No. However, you will receive notification if a hold is placed on your account, as well as additional notification when the hold is removed.

4. What happens if I don't submit my thesis by the deadline?
A temporary hold will be placed on your student account preventing the release of your diploma and transcripts. As soon as you submit your print copy, electronic copy, and release form, we will remove the hold and let the Registrar know that your diploma can be mailed. You will also be notified by email when the hold is lifted.

5. If I do not turn in my thesis by graduation, can I still walk?
Yes! The requirement to submit your thesis to the Library does not affect walking at graduation. It just affects the mailing of your diploma and your ability to request transcripts.

6. The incorrect advisor is listed on my release form. What should I do?
Nothing. We don't record your advisor in our files, so it is fine if it is the wrong one.

7. Do I need to include the signature page in the electronic copy I submit through Moodle?
No. If your department requires a signature page, the Library only needs a copy with your print thesis, not with your electronic copy.

8. I can't get the page numbers to work correctly. I need Roman numerals and Arabic numerals in different sections of my paper. What do I do?
This is a very common problem. Microsoft has instructions on their website for how to do this. It can be a bit tricky, so if you prefer, you can split your Word document into several files and then upload them to the Moodle upload page. We will then use software to combine it into one file.

9. I was told to leave a 1.5 inch margin on the left side of the page. Is this really necessary?
Nope! The binding used by the Copy Center is very minimal. Plus, many students double-side their works, which puts the 1.5 inch margin on the wrong side on the back of each page. 1 inch margins are perfect.

10. I do not have to complete a thesis -- why do I keep getting these emails?
We work off a list of graduating students assembled by the Registrar. While we make every attempt not to email those who do not have to complete a thesis, the information isn't always accurate. If you are getting email notifications but will not be completing a thesis, simply email the Thesis Contact Person listed on this page.

11. I'm not graduating yet/I have an extension on my thesis -- how do I stop getting emails?
Email the Thesis Contact Person listed on this page to let them know that you are not graduating this semester or that you have an extension on your thesis. They will then remove you from the list.

12. I thought I submitted everything, why am I still getting emails?
If you think you have submitted everything, please email the Thesis Contact Person listed on this page and ask which parts are missing.

13. I'm not able to come to campus to get my thesis bound at the Copy Center. What do I do?
The helpful folks at the Copy Center are happy to coordinate with you to print and bind your thesis even if you can't come to campus. Please give them a call at 412-365-1108 to set this up.

14. Is there anyway to save money when printing and binding my thesis?
To print your thesis, first use your print quota. If you are out of print quota, have the Copy Center both print and bind your thesis. They will print black and white for 5 cents/page instead of the 10 cents/page that additional print quota amounts cost. It costs $2 to bind each copy of your thesis at the Copy Center. (All monetary amounts are accurate as of Spring 2017. The Library does not have any role in deciding these costs.)

15. Who can access my thesis through the Library?
This information can be found on the Collection and Access Policy for Student Publications page of this LibGuide.

16. I don't want my thesis to be made available through the Library. What options do I have?
All theses must be submitted to the Library and will eventually be made available. If you do not want your thesis available immediately (because you are trying to publish it, obtain a patent, or similar), you can petition for an embargo. You will need to fill out our embargo form, obtain the appropriate signatures, and submit it with your print copy.