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Texas State University

Theses and Dissertations Policy

The following policies and procedures pertain to theses, dissertations and Honor theses in the University Libraries:

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    • The library will retain a preservation copy - paper or microfilm - of all Master's theses and Doctoral dissertations in the University Archives.This preservation copy serves as the official record in compliance with the university's Records Retention Schedule (records series SAP340).
    • The current library practice is to retain a microfilm copy of all Master's theses and Doctoral dissertations in the University Archives for long term preservation. Gaps in older holdings are filled as resources allow. Preservation microfilm copies are not for public use.
    • The library will retain a digital preservation copy. The digital preservation copy may be used to replace a missing or damaged print copy in the circulating collection. It is not available for public access until copyright is resolved. Digital preservation copies are indicated by a note in the 906 field of the catalog record.
    • The library will retain a print copy of all Master's theses and Doctoral dissertations in the circulating collection. The circulating collection is available for use by all researchers.
    • One paper copy of Honors theses will be held in the University Archives for preservation. They are not retained in the circulating collection and are not microfilmed.
    • Master's theses, Doctoral dissertations, and Honors theses submitted to the library electronically will be deposited in the Texas State University institutional repository and will typically be made openly accessible online to the public. For future preservation, students are asked to submit their documents both in PDF and in their original source format (e.g. Word, RTF, LaTeX).
      • Currently, the Libraries either request or generates the following copies, based on type of work:
        Work Hard copy University Archives Hard copy, circulating Preservation microfilm, University Archives Digital version
        Dissertation 0 1 1

        Online version for the Digital Collections repository and ProQuest database. Preservation copy for University Archives.
        Master's thesis

        Master's thesis 0 1 1

        Online version for the Digital Collections repository Preservation copy for University

        Honors thesis Honors thesis
        2 (1 for University Archives,
        one for Honors College)
        0 0

        Optional but encouraged: Online version for the Digital Collections


    • Texas State University requires dissertations to be submitted to ProQuest/ UMI. Dissertations will be electronically archived by ProQuest/UMI and made available in ProQuest Dissertations & Theses and subject specific databases.
    • The author may choose to have the full text of the dissertation embargoed in ProQuest Dissertations & Theses database for up to two years. Until the embargo period has ceased, only the abstract and bibliographic data will be available.
    • Master's and Honors theses are not submitted to ProQuest/UMI at this time.
    • The library is mandated to keep preservation copies of each Texas State University dissertation and thesis. Any embargo request only applies to the electronic copy of the thesis or dissertation.
    • An embargo placed on the electronic copy of a manuscript does not extend to the print nor microfilm copies with the exception of manuscripts that disclose material for which the university intends to file a patent.
    • When an embargo period has ended, the electronic document is deposited in the institutional repository.

    When submitting the thesis electronically through the Vireo submission system, Master's and Doctoral students are presented with the following embargo options:


    The work will be included in Texas State Digital Collections after approval.

    One Year Embargo

    The work will be delayed for inclusion in Texas State Digital Collections by one year.

    Two Year Embargo

    The work will be delayed for inclusion in Texas State Digital Collections by two years.

    Special Request

    Only use when patents are involved or there are confidentiality issues related to national security or funding issues. If you check this box the Chair of your committee must submit an email to the Assistant Dean of the Graduate College indicating the delay time period requested and providing justification for that time period. NOTE: Special Request dissertations will not be submitted to ProQuest. Embargo requests should not exceed 5 years.


    • Permanent embargoes are highly discouraged and only granted under special circumstances. An agreement is in place between the Graduate College and the MFA program that grants Creative Writing students a permanent embargo by default.
    • Embargo periods may be extended upon request and with approval of the committee chair. Students requesting extensions for dissertations in ProQuest must contact the company directly.
    • Honors Theses are only allowed a one-year embargo option.
    • If a dissertation has up to a two-year embargo ProQuest/UMI will only display the abstract and bibliographic data of a dissertation until the embargo period has ended.
    • If a dissertation has more than a two-year embargo, Bindery staff will send it to an alternate microfilm vendor for microfilming.
    • If an intent to apply for a patent has been disclosed, the manuscript will be embargoed for 2 years. It will be released after that period unless an extension is requested and is approved. Requests may be made by the author, committee chair, or staff in the Office of Research and Sponsored Programs. They may be approved by the committee chair or a director in the Office of Research and Sponsored Programs. A print copy of the OFFICIAL manuscript will not be placed in the circulating collection until 2 years have passed.
    • All Master's theses and Doctoral dissertations produced at Texas State University must be submitted through the Vireo Thesis and Dissertation Management System.
    • Doctoral students are required to accept a ProQuest/UMI license and publishing agreement as part of their online submission process.
    • Two print copies of Honors theses produced at Texas State University are submitted to the University Libraries. These copies must be printed on archival paper.
    • There is no retention requirement for Honors theses. However, the library copies are held in the University Archives due to the long run of the existing collection (back to the 1960s). The University Honors Program will pay for the binding fee for the Honors College copy. The University Archives copy is left unbound.
    • Submitting an electronic copy of Honors theses is optional but is encouraged and requires completion of a deposit agreement form submitted to the Honors College. The Honors College provides the electronic copies and agreement forms to the Digital Collections Librarian for deposit in Digital Collections.
    • University Libraries is discontinuing the personal binding servie for theses/dissertations, effective August 20, 2021. University Libraries will continue to do binding projects for departments by arrangement with the Bindery Manager.
    • University Libraries provides binding services for personal copies of theses/dissertations. Students must provide their own copies to be bound.
    • It is the student's responsibility to ensure that print copies are collated properly before submitting them to the library. The bindery does not alter the arrangement, direction, or order of pages. The bindery does not proofread.
    • Personal copies may be printed on archival or regular 8 ½ by 11-inch paper.
    • There is a $15 processing fee per order plus a binding fee per copy. As of Fall 2018, the binding fee was $9.20, plus tax. Current binding fees are posted in the Honors Thesis Submission Instructions  and the Dissertation & Theses Submission Instructions.
    • Tax will be charged when students pay for personal or department copies. Tax will not be charged when a department pays for department copies with an IDT (interdepartmental transfer) signed by the Account Manager (or that department's staff with delegated signature authority) of department making the purchase. The IDT must then be sent to the library's Administrative Services Department for approval and processing before delivery of purchased items.
    • All payments must be made at the time the printed thesis/dissertation is deposited at the circulation service point.
    • Bound personal print copies of dissertations and theses will be mailed to students.
    • Digital Collections Librarian deposits the electronic theses and dissertations from Vireo in Digital Collections.
    • Bindery staff will generate the print copy for the general collection from the electronic copy in Vireo and submit the order for the microfilm copy for the University Archives.
    • Theses and dissertations submitted electronically will be cataloged after depositing in Digital Collections. Electronic theses and dissertations with an embargo will be cataloged after the print copy is bound.
    • Cataloging & Metadata Services catalogs all theses and dissertations according to established procedures. Permanent handles linking to electronic versions in the Digital Collections are added to the bibliographic record when available.
    • All theses and dissertations in the circulating collection can be sent out on interlibrary loan, even if the electronic version is embargoed. In cases where there is an open access version of the thesis or dissertation in the institutional  repository, the requesting institution should be provided with the URL rather than a hard copy, in order to minimize possible loss of our hard copy.
    • Newer theses and dissertations have the author's duplication permission statement in the Fair Use and Author's Permission Statement area, which follows the copyright page. The author has a choice of two statements:
    1. As the copyright holder of this work I, your name here, authorize duplication of this work, in whole or in part, for educational or scholarly purposes only.
    2. As the copyright holder of this work I, your name here, refuse permission to copy in excess of the "Fair Use" exemption without my written permission.
    • Interlibrary loan staff should check for restriction notes in the 500 field of the bibliographic record and indicate on the interlibrary loan paperwork the reproduction restrictions.

      500 _ Reproduction permission applies to print copy: Blanket permission granted by author to reproduce.

      500 _ Reproduction restriction applies to print copy: Permission must be requested from author each time to reproduce.

      500 _ Reproduction restriction applies to print copy: Permission is withheld to reproduce.

      • If the author has given permission to reproduce their thesis or dissertation, the following note displays in the bibliographic record:
      • If no reproduction permission note appears in the bibliographic record, interlibrary loan staff should include this note in the interlibrary loan paperwork:
      • If no reproduction permission note appears in the bibliographic record, interlibrary loan staff should include this note in the interlibrary loan paperwork:
    • Reproduction Requests
      • Texas State University dissertations have been microfilmed by ProOuest and are available for purchase in both PDF and hard copy from Dissertation Exp ress. All requests for copies of Texas State University Master's theses should be forwarded to the Copyright Officer, who will determine whether the author has authorized the library to reproduce and distribute his/her thesis, based on statements on the theses or notes in the bibliographic record. If the library has no record of permission, it cannot reproduce the entire thesis, and can only reproduce that amount of the work allowed by fair use standards, to be determined on a case by case basis.
      • Reproductions are not allowed to be made from the preservation copies for patrons. Library staff may request reproductions to replace missing or damaged library copies . The existence of a digital preservation copy is noted in the 906 field of the catalog record.