the graduate school thesis/dissertation formatting workshop uri graduate school october 6-7, 2010...

The Graduate School

Thesis/Dissertation Formatting Thesis/Dissertation Formatting WorkshopWorkshop

Thesis/Dissertation Formatting Thesis/Dissertation Formatting WorkshopWorkshop

URI Graduate SchoolURI Graduate School

October 6-7, 2010October 6-7, 2010

Memorial Union, URIMemorial Union, URI

Al Gerheim, PhD (gerheim@math.uri.edu)Al Gerheim, PhD (gerheim@math.uri.edu)

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• Motivation

• Procedure

• Manuscript Format

• Standard Format

• Formatting– Order of Elements– Description of Significant Elements– Physical Specifications

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• Documents required by Grad School

• Electronic Submission (Optional for Fall, possibly mandatory for Spring)

• Online Resources

• Common Mistakes

• Examples (good and bad)

• Template

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MotivationMotivationMotivationMotivation

• Your thesis will represent you for the rest of your life. It will also represent URI.

• Formatting the thesis is an important element in the presentation of research. This is an important job skill.

• We want you to think of us as a resource for advice and help formatting your thesis.

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ProcedureProcedureProcedureProcedure

• Submit document to formatter (bookcase just inside Room 204 Quinn) with the Checklist.

• Incorporate formatter’s comments to produce “defendable” document.

• Defend and incorporate committee’s comments.

• Submit final version to the formatter.

• Produce 1 original, and 1 copy for Grad School (plus additional copies for your department). Electronic submission: 1 hard copy, 1 PDF copy.

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• A dissertation in Manuscript Format contains one or more themes which, when taken together, constitute a body of work which fulfills the thesis requirement.

Manuscript vs. Standard FormatManuscript vs. Standard FormatManuscript vs. Standard FormatManuscript vs. Standard Format

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Manuscript Format (continued)Manuscript Format (continued)Manuscript Format (continued)Manuscript Format (continued)

– The preface should indicate that Manuscript Format is in use.

– Each manuscript should be preceded by a page indicating the manuscript’s publication status.

– Each manuscript may have its own abstract, according to the journal’s requirements.

– The “main” abstract should summarize the entire body of work, but should not replace the abstracts of the individual manuscripts.

– The Graduate School does not require a Bibliography for dissertations in Manuscript Format.

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Standard FormatStandard FormatStandard FormatStandard Format

• One font throughout

• Appendices are discouraged (there are exceptions)

• A Bibliography is required.

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FormattingFormattingFormattingFormatting

• Order of elements– Preliminary Pages– Main Text

• Description of Elements

• Physical Specifications

• Common Mistakes

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• Preliminary Material:– Title Page *– Library Rights Statement (only in original)*– Approval Page (only in original)*– Abstract– Acknowledgments (optional) – Dedication (optional) – Preface (optional in Standard Format)– Table of Contents– List of Figures– List of Tables

* Templates available on our website

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• Main Text– Text– List of References (optional)– Appendices (optional)– Bibliography (not required for Manuscript

Format)– Blank Page (not numbered)

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• Description of elements– One Approval Page, on acid-free paper, with

signatures of the official committee, plus the Dean of the Graduate School is required. (The Dean signs last.) Should be signed by major professor and core committee members only. The number of signature lines should equal the number of signatures.

– The Abstract describes the problem, the methods used to solve it, and a summary of the findings.

– If a dissertation’s abstract is over 350 words, a shortened version is also required in the final package.

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• Description of elements (continued)– Acknowledgements: We strongly recommend you

mention your Major Professor.

– A Bibliography is required by the Graduate School only for Standard Format. It should list all material contributing to the thesis, whether explicitly cited or not.

– A web page citation should include the complete URL and the date the page was accessed.

– See special instructions on-line for illustrations and captions, especially fold-outs and landscape pages. Electronic submissions may use “additional file”.

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• Physical Specifications (Standard Format):– Font: at least 10 point. We recommend 12

point. One font to be used throughout, except for math/scientific notation, figures, graphs, and charts.

– Double Spaced, except for figure text, captions, long quotations and footnotes. References and bibliography entries may be single-spaced within the entry, but double-spaced between entries.

– Major Sections (chapter, appendices) begin on new page

– Margins 1” on right, top and bottom. At least 1.5” on left (1.7” is recommended).

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• Physical specifications (Standard Format continued):– Page Numbering:

• Prepages (lower case Roman):–Counted but not numbered: Title Page,

Abstract (ii)–First numbered page will be the first

page following the Abstract. • Main Text (Arabic):

–Continuous from first page of text to last page of Bibliography.

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• Physical specifications (Standard Format, continued):– Page numbers

• Preliminary pages centered, ½” from the bottom.

• Main Text, either at least ½” from the top and at least 1” from the right edge, or centered at least ½” from the bottom. Must be consistent throughout, even when landscape pages are used.

• No dashes around the page numbers.

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• Physical Specifications (Manuscript Format)– Font, headings, and spacing should follow the

format required by the journal to which they may be submitted, or to which they have already been submitted.

– Each chapter may have its own Abstract and Reference Section.

– Page numbering to follow Standard Format

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• Required Documents:– Two copies, on acid-free paper. For electronic

submission, one hard copy, one PDF. – One copy (marked “Original”) will contain:

• Approval Page with all signatures except the Dean’s

• Library Rights Statement after the Title Page• A “short title page” a 40 character title, your name,

your advisor’s name.

– Complete Commencement Survey online– Each copy in a plain manila envelope with an

extra Title Page attached securely to the envelope.

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• Additional Documents for Dissertations

• Publication Agreement (Proquest form found on line). For electronic submissions, this will be completed on line.

• Extra copy of Abstract 350 words or less with student’s full name and major professor’s name at the top.

• Extra copy of the Title Page with full name of student • Completed Survey of Earned Doctorate form

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Electronic Submission (Pilot program this Fall) • Current package:

• 2 hard copies, plus other documents, delivered to Graduate School

• Future submission:

• 1 hard copy, including a signed Approval Page, and other documents, delivered to Graduate School

• Signed release for electronic version, delivered to Graduate School

• 1 electronic version, uploaded to the URI/ProQuest site http://www.etdadmin.com/uri This version includes a typed Approval Page.

• Electronic version must be PDF format, with fonts attached.

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Electronic Submission (Pilot program this Fall)

• Advantages of electronic submission:• Better archiving of your work. (Searchable text vs.

mangled text)

• Stored on a secure server

• Accessible anywhere via the internet

• Forces you to use a portable format

• We will take names of volunteers at the end of the workshop.

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ONLINE RESOURCESONLINE RESOURCESONLINE RESOURCESONLINE RESOURCES

• URI Graduate School:– http://www.uri.edu/gsadmis/thesesdissertation.html

• Checklist and Instruction• Defense Instruction• Format Guidelines• (MS Word) Thesis Template

– http://www.uri.edu/gsadmis/formatting.html • Library Rights Statement• Sample Title Pages• Sample Approval Pages

• URI ELE Department:– http://www.ele.uri.edu/info/thesis/guide/

• (LaTeX– IEEE format)

• ProQuest:Log into http://www.il.proquest.com/dissertationagreeuser name: dissertationspassword: publishElectronic submission: http://www.etdadmin.com/uri

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Common MistakesCommon MistakesCommon MistakesCommon Mistakes

• Pagination, especially with landscape pages.

• Margins, especially with tables and figures

• URL citations without dates

• Artwork citations without gallery and city

• Approval Pages (Showstopper!):

• Keep all signed Approval Pages together

• Core Committee Members only!

• Use templates!

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Don’t let this happen to you! Don’t let this happen to you! Don’t let this happen to you! Don’t let this happen to you!

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Proper Landscape Pagination:

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Manuscript Introductory Page Examples

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Thesis Template

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Thesis Template

We have several versions of these.

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Thesis Template

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Thesis Template

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Thesis Template

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Thesis Template

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Thesis Template

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Thesis Template

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Thesis Template

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Questions?Questions?