Skip to main content
Caltech Library logo

Caltech Theses: Submission Process

Ph.D. theses must be submitted in electronic form as part of the graduation requirements for Caltech. This guide serves as a stepping-off point for this process.

Important Links for the Submission Process

Submission Process

  1. Complete all necessary degree/exam information in REGIS.
    • See Caltech Grad Office Regulations on this guide for more details.
    • Some information is filled out directly on REGIS, while other forms can be downloaded separately from the Grad Office website.
  2. Make sure you have taken care of all copyright considerations related to your thesis. 
    • Publishers' policies vary on how they handle thesis copyright issues. 
    • Contact the copyright owners (usually the publishers) by email.  Save the email responses for future use.
    • Call or email the library if you need help with this.
  3. Submit an electronic copy of your thesis to gradofc@caltech.edu or via DropBox, or deliver a hard copy of your thesis to the Grad Office for proofreading at least two weeks before your defense.
    • Give yourself more time (at least 4 weeks) if you are defending within 6 weeks of graduation.
  4. Defend your thesis.  Good luck!
  5. Make required changes in your thesis.  Include committee-required and -recommended changes as well as proofreader's changes.
  6. Fill out and submit the Survey of Earned Doctorates.  This is a required form!
  7. Submit the FINAL version of your thesis to CaltechTHESIS
    • You must upload your thesis to CaltechTHESIS to be able to graduate!  Proquest/UMI and CaltechTHESIS are completely unrelated databases.
    • Use your IMSS credentials to create an account.
    • Make sure all your thesis files have embedded fonts.
    • Check for common mistakes before submitting.
    • All uploaded files should hav a status "Public". Library staff will adjust access status as necessary, dependent on information provided by the student.
  8. DO NOT submit a new record when there are corrections to be made.  See our corrections instructions for further details

Last Steps

  • It is the student’s responsibility to ensure that all required information has been entered into REGIS and that committee members are sufficiently reminded to indicate the result of the defense.
  • Once your thesis submission to CaltechTHESIS has been approved by the Grad Office, both you and the registrar's office will receive an automated email from CaltechTHESIS indicating your thesis has been approved.
  • Once the registrar has noted the final thesis approval in your REGIS record, you should be able to access and download, within REGIS, a PDF copy of a letter of proof of degree completion.  This letter can be sent to future employers.