Thesis / Dissertation Formatting Manual (2025)

Electronic Submission via ProQuest

• Manuscripts received 2+ days prior to the filing deadline will be reviewed by UCI Libraries staff for basic formatting:
  • Check that all required preliminary pages are present.
  • All requirements specified by ProQuest for ETD submission have been met.
• Manuscripts received less than 48 hours prior to the 5pm filing deadline will be accepted as-is without review. They may be published permanently with formatting errors.

1. Student defends dissertation (PhDs only).
2. Student submits final version to ProQuest.
3. Library reviews thesis/dissertation formatting.*
4. Library accepts thesis/dissertation & sends email to student.
5. Student includes email with final degree paperwork.

*Allow 2 business days for review. Theses received within 48 hours of the final deadline will not be reviewed.

Review detailed steps for Electronic Thesis Submission.

STEP 1: Create an account in ProQuest

Create a UCI ProQuest account 

• Ensure that you are on the UCI ProQuest page and not on another university's page.
• Select "Start the process" to create an account and complete all fields.
• Use an email address that you will check frequently, as this is the address to which your Acceptance email and/or Revision requests will be sent.

STEP 2: Enter thesis information in ProQuest and upload your document(s)

Take your time in entering the fields related to your thesis submission. There are many fields, but ProQuest provides comprehensive documentation for all fields. 

• Your manuscript must be a PDF when you upload. Your manuscript must comply with the Formatting Requirements specified in this manual and in ProQuest ETD publishing guide. 
• You will also have the option of uploading permission letters and other supplementary materials (e.g. data sets, multimedia files, etc.)
• Any errors or typos you make in your metadata fields (e.g. your name, your advisor's name, your abstract, etc.) will be replicated in cataloging records. If you type your name in all caps, it will appear in all caps in all future records.
• If you have questions about any of the fields, please consult the Tutorials section of this Thesis manual, or email gradthesis@uci.edu

STEP 3: Wait and check your email

Once you upload and submit your manuscript, you will receive a verification email from ProQuest telling you that your submission went through. This is NOT your Acceptance Email.

Over the next two (2) business days (excluding weekends and holidays), a team from UCI Libraries will be reviewing your manuscript for basic formatting. We will be reviewing the manuscripts in the order that they are received. Within those two (2) business days, you will receive another email from ProQuest. This might be your Acceptance email. Or, it might be an email requesting revisions. If revisions are required, you must submit a revised document with corrections. Your updated resubmission is subject to the same two (2) business day wait time.

If your ProQuest account says that your manuscript has been accepted, but you did not receive an email, double-check that you are looking in the correct email account (many students check their UCI email, but forget that they set up their ProQuest account with their Gmail address). If you still cannot find an email, you can email gradthesis@uci.edu.

STEP 4: Turn in your Acceptance email with your final paperwork to Graduate Division

Save your Acceptance email as a PDF, and then include it with the final paperwork packet that you submit to Graduate Division before the filing deadline. Failure to meet this deadline may result in your degree being delayed one (or more) terms. All necessary paperwork and DocuSign forms are available on the Graduate Division Thesis Submission page.

All approved thesis/dissertation manuscripts completed by UCI students automatically become available for public access and circulation as part of the UC Irvine Libraries collection. 

Theses and dissertations will be available via UC Library Search, with a link to the full text in eScholarship. Dissertations are also published by ProQuest or another designated firm approved by UCI that makes dissertations available worldwide through an online index.

You have an option to delay access through an embargo request process.

The time needed for cataloging and various other processes for electronic publishing varies; allow a minimum of five months for the entire process from submission of your manuscript to UCI Libraries to the time your manuscript is available for viewing.