Purpose: To set up a protocol for electronic thesis and dissertation (ETD) submission for the electronic thesis initiative pilot project at McGill University in Montreal, Canada. Design/methodology/approach: An electronic thesis and dissertation submission protocol was implemented and tested. To test authoring tools, we had 50 students submit their theses or dissertations using one of four style sheets. Word-processed files were converted to PDF and XML formats. The pilot project team evaluated DigiTool's effectiveness in digital conversion, capture of metadata and cataloguing, digital content harvesting, digital preservation, and integration with the student information system. Findings: All theses experienced some degree of information loss during the conversion. DigiTool is still being tested for storage, cataloguing, and dissemination capability. For full implementation, three major issues need to be addressed further: conversion; metadata; and file formats. Practical implications: Most of the issues that have arisen during the McGill pilot project will be mirrored at other academic institutions that are considering electronic thesis submission. Originality/value: This paper provides insights into the procedures that will arise as institutions go through the process of introducing electronic thesis and dissertation submission.