What does it mean to “deposit” a dissertation?

After I defended my dissertation, I told my family that I was almost done. I had one step left: depositing my dissertation. This prompted my family to ask, “What does that mean?”

Dissertations and theses are stored in the campus library where they can be accessed by students, faculty, and visitors. These manuscripts are considered “deposited” after they are approved for storage in the library system. The deposit process at the universities varies, but it typically requires almost-doctors to conform to a particular format. Luckily for me, I got my degree in 2019. I didn’t have to worry about typewriters or white out. With word processing software, citation management software, and other tools, it is so much easier to research, write, and proofread documents than it was decades ago.

Preparing to Deposit: Proofread, Proofread, Proofread

The first step in preparing my dissertation for deposit was to proofread my manuscript. To more easily make line edits, I printed the 200 or so pages of my dissertation. Although I felt a bit wasteful printing that many pages, proofreading on paper makes it easier to catch one’s mistakes. I went through each page line by line to check for grammar errors and wording issues. I also used my Chicago Manual of Style to check the footnotes at the bottom of each page. I used Zotero citation management software to organize my sources, so I was reasonably sure that my citations were correctly formatted. However, I wanted to double-check. With nearly 1260 footnotes, there was a lot to check. This process took a few weeks.

Preparing to Deposit II: Formatting the Dissertation

The second step was to conform my now-proofread manuscript to Graduate College’s formatting requirements. I wrote my dissertation in Microsoft Word, but it needed to be submitted as a PDF. I also had to make my dissertation double-spaced, even though I wrote it as a single-spaced document. After I made it double-spaced and added my bibliography, it was nearly 350 pages. In addition to these technical requirements, I wrote my dedication and acknowledgements. It was satisfying to finally get to thank my friends, family, and mentors who had helped me through this process. With my formatting complete, I sent my revised manuscript to my department.

Preparing to Deposit III: Departmental Approval

The third step in the deposit process was departmental approval. I already had my committee’s approval after my defense. However, a staff member in my department also proofread the manuscript and checked the formatting. She sent me a few more revisions. Despite the length of my document, I was able to complete these corrections within a few hours of receiving my manuscript from her. With my department’s approval, I moved on to depositing.

Preparing to Deposit IV: More Corrections

The fourth step in the deposit process was to deposit my now-corrected manuscript to the Graduate College for a final review. Thanks to the excellent staff member in my department, I only had one correction to complete. With that correction made, I was finally ready to deposit.


The Graduate College swiftly approved my corrected dissertation. After filling out two surveys about my graduate school experience, my degree requirements were complete. My degree will be officially conferred in August, but I now have a PhD. My dissertation will eventually be available in through the Illinois Digital Environment for Access to Learning and Scholarship (IDEALS). I have decided to withhold publication for now, but I would be happy to discuss my work with you on LinkedIn or Academia.edu.