Skip to Local Navigation
Skip to Content
California State University, Long Beach
CSULB Library
Print this pageAdd this page to your favoritesSelect a font sizeSelect a small fontSelect a medium fontSelect a large font
 

 

Thesis and Dissertation Office - Submission Process 

SUBMISSION TIMELINE

This timeline represents a typical thesis or project report submission. The turnaround times for dissertations vary slightly.

STUDENT ACTION - Manuscript submission (On or before submission deadline date): Student submits formatted manuscript printed on standard printer paper in a manuscript (or thesis) box with all signatures complete on signature page. The student must complete all information in the online Author Login registration pages before submitting the manuscript so that the Thesis and Dissertation Office staff can enter the time and date of submission into the student's registration record.

THESIS OFFICE ACTION - Initial evaluation (Within 6 weeks of manuscript submission): During most semesters, the turnaround time for the initial evaluation is 2-4 weeks. However, for manuscripts submitted during the end of the Spring semester submission period, the turnaround time can be up to 6 weeks. Evaluators read through manuscripts on a first come, first served basis, writing corrections on the manuscript pages and flagging each page that has corrections written on it. Students are notified by email after the initial evaluation to pick up their manuscripts from the Thesis and Dissertation Office.

STUDENT ACTION - First correction (Within 2 weeks of manuscript pick up - flexible deadline): Students are advised, but not required, to set a 2 week turnaround time to make revisions to ensure completing the submission process within the semester deadline. Students can call or email the Thesis Office at any time with questions about how to make revisions. Depending on the amount of changes needed, the entire manuscript or just a few pages may be required to be revised and reprinted. The student must bring in a complete revised manuscript and the flagged pages from the initial manuscript submission for the follow-up evaluation.

THESIS OFFICE ACTION - Follow-up evaluation (Within 1 week of delivery of corrected manuscript): The corrected manuscript is compared to the pages marked for correction in the initial evaluation and the student is emailed with results. There are three possible outcomes: (a) manuscript needs a second correction—the student needs to pick up the manuscript again and make corrections according to notes written on flagged pages; (b) manuscript is cleared pending minor corrections—a second email is sent out shortly after the "cleared pending" email with an attachment listing five to ten revisions needed, which usually involves the student revising and reprinting individual pages to bring to the Thesis Office; and (c) manuscript is cleared—no further corrections are needed.

STUDENT ACTION - Pick-up of manuscript (Within 1 week of receiving email with follow-up evaluation results - flexible deadline): Students are advised, but not required, to contact the Thesis Office or to pick up the manuscript within a week of receiving information about their manuscript status to ensure completing the submission process within the semester deadline. Students with second corrections pick up the manuscript and repeat the 2 week pick-up deadline and 1 week re-evaluation steps. Students with cleared pending status bring in their corrected pages, which are switched with the incorrect pages in the manuscript, and then they take the manuscript to the Campus Copy Center. Students with cleared manuscripts pick up the manuscript to take to the Campus Copy Center.

STUDENT ACTION - Delivery of manuscript to Campus Copy Center (Within 1 week of picking up cleared manuscript - flexible deadline): Once the formatting of a manuscript is cleared, it must be delivered to the Campus Copy Center. The 1 week turnaround time is recommended to ensure that submission process is complete within the semester deadline. At the Campus Copy Center, which has its own entrance on the south side of the University Bookstore building, the student turns in his or her manuscript. An open access publishing agreement form must be filled out and signed and fees are required to create a microfiche copy of the manuscript for the University Library archives and to publish the manuscript on an online database. When the fees are paid, the Campus Copy Center issues the student a receipt. Important final step—The student must contact the Thesis and Dissertation Office (by email or telephone or stopping by) and let us know the receipt number.

THESIS OFFICE ACTION – Issue clearance letter (Within 1 business day of receiving Campus Copy Center receipt number from student): Once a student relays the receipt number to the Thesis and Dissertation Office, an official clearance letter is created and sent as an email attachment to the student, the student's committee chair, and Enrollment Services. The submission process is complete.

Process Flow Chart

FREQUENTLY ASKED QUESTIONS

When is the very last day that my thesis can be cleared in order for me to graduate this semester?

The ultimate deadline is decided each semester by the Thesis Office in consultation with Enrollment Services. It is always during the first few weeks of the following semester, and very few students come close to missing that deadline. If the date is of concern to you, ask about it when you pick up your manuscript after the initial evaluation. An ultimate deadline date will have been determined by that time for that semester. If a student has not made all corrections to his or her manuscript before this ultimate deadline, graduation will be pushed back and all paperwork filed with Enrollment Services for graduation will have to be updated.

I may not be able to pick up or deliver my manuscript to the Thesis and Dissertation Office because I live out of the area or have other commitments during weekday work hours. What should I do?

The last section of the Author Login allows the student to designate from one to three people who can pick up and deliver the manuscript to the Thesis and Dissertation Office and Campus Copy Center if the student anticipates difficulty in coming to the office during weekday work hours.

I'm having trouble making the corrections asked for by the Thesis and Dissertation Office. What should I do?

During the period between submission and completion, the Thesis and Dissertation Office gives priority to all requests (email, telephone or walk-in) made by students whose manuscripts are undergoing evaluation and revision for that semester. Call, email or stop by with any questions or problems. We will work with you to help make corrections and adjust deadline dates as much as possible if other events in your life get in the way of making revisions.

Can I submit a manuscript before the first day of an official submission period?

Yes, you can. If a student submits a manuscript before the first day of a submission period, his or her manuscript will be reviewed within 4 weeks of the first day of that submission period and usually within a week of the first day of tht submission period (depending on how many early submissions are received).

Can I submit a manuscript after the last day of an official submission period?

No, you cannot. Manuscripts submitted after the last day of an official submission period will be accepted for the following semester submission period.

Is there any way to put in a rush order for my manuscript evaluation?

Manuscripts are evaluated in the order they are submitted. No exceptions will be made. If you have commitments that require timely clearance of your manuscript (e.g., employment, doctoral program admission, relocation, or extended trip), you should make every effort to submit your manuscript early in the submission period. The turnaround time is much shorter early in the semester.

Can my thesis be rejected for formatting errors?

Rejection of your thesis for formatting errors is a rare but very real possibility. Manuscripts submitted for an initial evaluation must be professional and formatted to the best of your ability according to the University Guidelines Manual and the style guide designated by your department. The first evaluation, follow-up evaluation, and cleared pending steps provide enough time and opportunity for the large majority of students to make revisions. Manuscripts containing numerous and consistent formatting errors after undergoing these three steps will be rejected. Those manuscripts can be re-submitted for the next semester. The student's graduation date will need to be moved and Enrollment Services paperwork regarding graduation will need to be updated.