Guidelines for Preparation of Your Thesis or Dissertation UAF Graduate School Dr. John Eichelberger, Dean Dr. Michael Castellini, Associate Dean Laura Bender, Director Shelly Baumann, Coordinator Megan Blanchard, Coordinator

Who Writes a Thesis/Dissertation A dissertation is required of all Ph.D. candidates A thesis is required in many Master’s programs Students doing a “Project” do not need to follow thesis format guidelines See department for project format guidelines

The Basics (Chapter 1) Pages 1-11 Most formatting errors can be easily avoided by carefully reviewing the UAF Thesis Format Handbook Most, but not all, formatting issues are addressed in this session Direct further questions/comments to the UAF Graduate School

The Basics Fonts and Font Size Consistent font and font size for all text (including page numbers) Font size: no less than 10pt and no more than 12pt Figures and tables can have font size of 6pt or higher No script fonts Font Variations Underlining, bolding, or italics? If so, use them consistently Margins Use 1” margins all around with the page numbers centered at the bottom of the page with a ½” margin from the bottom edge

The Basics (cont.) Spacing needs to be Consistently either 1.5 or 2 Figure/table captions, footnotes, etc. may be single-spaced References can be single-spaced within the reference, but consistently spaced as the rest of the thesis between references Widows and Orphans Words or short lines at the beginning or end of a paragraph, which are separated from the rest of the paragraph Avoid these by using using “Widow and Orphan Control” in Word Insert manual page breaks, if necessary, in the final version

The Basics (cont.) Page Numbering Every page has a number Page numbers are not visible on the Signature Page and Title Page Assign lower case Roman numerals to all “preliminary pages” (starting with the Abstract page as “v”) Assign Arabic numerals to all text pages (starting with “1” after the Acknowledgements) Page numbers must be centered and ½” from the bottom

Signature Page Title must be in CAPS and double spaced. No degree listed with your name. Exact number of lines and committee members. Provide names for all people that sign. Titles must be EXACT. All signatures must be original, no exceptions or substitutes. Margins must be within limits, 1” on each side.

Title Page Title should be in CAPS and double spaced Degree being received should be written out, not abbreviated Name should agree with name being written on diploma All previous degrees may be listed, no repeats Location will always be Fairbanks, Alaska Date will be May, August or December No comma between month and year Margins must be within limits, 1” on each side.

Abstract Page Pagination: This is the first page that has its number visible (lower case Roman numeral “v”). No citations are allowed in the abstract. Because of the electronic submission process there is no longer a limit on the number of words for the abstract. We recommend that you limit it to two pages or less.

Table of Contents Word “Page” above column of page numbers Leader dots Left & right justified Include all chapters and sections (at all levels) Each title in the TOC must match the title in the text EXACTLY If only one Appendix, list it in TOC without title. If there are multiple appendices, use “List of Appendices”

Common Formatting Mistakes on the Table of Contents Incorrect page margins/pagination “Leader dots” are required (no “dashes”) and should extend completely and consistently to the page number Page numbers on right-hand side should be “justified” The Table of Contents must be spaced in the same manner as the text. The word “Page” above the right-hand listing of page numbers Signature page, title page and Table of Contents must be listed in the Table of Contents

Common Formatting Mistakes for List of Figures/List of Tables “Leader dots” are required and should extend completely and consistently to the page number Page numbers on right-hand side should be “justified” Titles in the text and in the List of Figures and List of Tables must match EXACTLY Both the List of Figures and List of Tables must be spaced in the same manner as the text. However, if a second line is required for the title, it can be single-spaced

Table Example Table captions must appear ABOVE the table. Each table and figure should have 8-10 word title. Tables, figures and captions must be within the margins. Color is permitted in tables, but use only as necessary for clarity. All writing in figures should be at least 6 pt., legible, and reproducible. If possible use the same font size as in the text. Small fonts are used only when there isn’t room for a larger one. ArrowheadsBonesGems Mon7420 Wed20571 Fri2500 Sun5355 Table 2.1 Artifacts Collected at the Black River Site Feb , These artifacts were collected in the third week of a study by the special method of collection and a big group of people.

Figure Example Anything that is not a Table is considered a Figure. Figure captions must appear BELOW the figure. Tables, figures and captions must be within the margins. All writing in figures should be at least 6 pt., legible, and reproducible. If possible use the same font size as in the text. Small fonts are used only when there isn’t room for a larger one. Figure 1.13 Plot of Regional Earnings in This shows the net income in the Orange Flavored Cracker market in the year of the Great Citrus.

Landscape Example Page number is in the same location as all portrait pages. Landscape figures must be oriented the same way on both sides of the document (i.e. top of the figure to your left). 58

References or Literature Cited References: Use a heading (e.g., REFERENCES, LIST OF REFERENCES, LITERATURE CITED, etc.) consistent with the style manual applicable to your discipline. Avoid splitting entries between pages. A citation entry must be kept together on the same page. Keep your references in alphabetical order, unless you use the numerical style. References should be single-spaced within an entry and must be one and a half or double-spaced between entries. List your reference section(s) in the Table of Contents. DOUBLE and TRIPLE check that the references you have cited are listed in the reference section and vice-versa. References not cited in the text should not appear in the Reference section.

Copyrights and Research Approvals Copyrighted Material within your thesis: Obtain written, “hard copy” permission from holders of copyrighted material you wish to use in your thesis. This is mandatory. “Hard copy” permission can come in the form of a letter, , etc. and must be included somewhere (as an appendix is fine) in the thesis. IRB/IACUC/Biosafety, etc. Approvals must be included in the thesis. We recommend that you mention the approval number in the acknowledgements section and include a copy of the approval letter as an appendix

Monograph vs. Manuscript Book format Introduction Body Literature review Methods Results Conclusion References Figures and tables are embedded A collection of articles that either have been published, submitted for publication or intended for submittal. Has an overall abstract, General Introduction and Conclusion. Figures and tables may be at the end of each chapter or embedded. References are at the end of chapter.

Monograph (Chapter 3) Pages Authorship A thesis written in collaboration w/others must include a statement in the acknowledgements clearly stating who contributed to the research and writing. Arrangement of Pages See page 14 of the Thesis Format Workbook for the proper sequence. Abstract Only ONE general abstract. Figures, Tables, References, and Appendices Figures and Tables must be embedded. References and Appendices must be placed at the end of the Thesis (not after each chapter).

Manuscript (Chapter 4) Pages Authorship You must be first author on each manuscript included in thesis. You must include a footnote to the chapter title indicating authors and name of journal. If you are not the first author on a paper, you can include it as an appendix, with permission of the other co-author(s). Arrangement of Pages See page 23 of the Thesis Format Workbook for the proper sequence. Abstract Chapters can have separate abstracts in addition to the required general abstract. Figures, Tables, References, and Appendices References and appendices for each manuscript appear at the end of that manuscript (chapter).

Manuscript (cont.) DO NOT copy the published paper out of the journal and include the copy in your thesis. Rather, you must type it anew, in a font and style consistent with the rest of the thesis. Names, addresses, and keywords required for journals SHOULD NOT appear in the text of your thesis at the beginning of each chapter.

Example of Authorship for Manuscript Format 40

The Perfectly Formatted Thesis If the Graduate School deems you have a perfectly formatted thesis you will receive a UAF Diploma Frame!

How do I submit my thesis? (Chapter 2) pages

Getting Started Make sure you have your full dissertation or thesis, including appendices, the Abstract and any supplementary files readily available. Have the names of all of your committee members. Your file preferably should already be a pdf. If not, the ETD Administrator site has tools you can use to convert your file(s). Access:

Simple account creation - Click on: “Sign-up and get started today!” Complete the required fields. Press the “Create” button Check your for account verification Follow the instructions in the message sent to you. Create your own account

Once you are logged in The Submission Process As you complete the submission steps, they will be checked off on the left side of the screen. You do not need to complete the process in a linear order. Select the type of publishing you desire: Traditional or Open Access. There is NO fee for Traditional Publishing. There is a fee for Open Access Publishing. Select the Publishing Option Discoverable by search engines? Yes or No Select the Access Option Publish work immediately or delay publication?

Delayed Publication Delayed Publication (Embargo) Can delay UMI/UAF publication. This option is used when thesis material is of a sensitive nature; e.g., government or corporate research, intellectual property rights are involved, commercialization is in process; or thesis includes creative work. Can choose six months, one year, or two years. The full text will not be published, but the abstract will be available.

Once you are logged in (continued) Read and approve the UMI/ProQuest and UAF Publishing Agreements: Please print, sign and bring the UAF Publishing Agreement to the Graduate School Check the “agree” box and continue Contact Information: Enter current information Dissertation/Thesis Details: Enter all necessary data Title: We recommend you do not use symbols in the title, as this may inhibit searches of your thesis Abstract: you may cut and paste your abstract, but if you have italics font in the Abstract, then click on formatting hints for html codes

Electronic Thesis or Dissertation Submission (ETD) Upload the PDF file: If you do not have a PDF version of your thesis, the ETD Administrator provides a Word or RTF to PDF conversion tool. Is it very important to review the resulting PDF to make sure that there are no formatting errors or other issues. If you upload the wrong version of your document, you can go back and upload the correct version. Note: you must make sure that: All fonts are embedded in the originating document. The Mac OS version of MS Word does this automatically. In Windows you must embed your fonts before converting to PDF. We recommend that your figures are in.jpg format as.png figures have been known to convert the figure background to black when transformed to.pdf The PDF security setting allows printing and modification of the document For more information on saving your thesis to PDF, see the PDF Help menu on the right.

Thesis or Dissertation Electronic Submission (cont.) Uploading Supplementary Files: If you have supplementary files, such as maps, CDs, sound clips, spreadsheets, or research data not included in the thesis, you can upload them here. You may upload as many supplementary files as you need, up to the 1,000 MB limit. A thesis with several small data files should be consolidated into one zipped folder. If the file is “zipped”, that is how the files will be distributed with the full text. You should select the media type of the downloaded supplemental file.

Copyright and Your Thesis You retain ownership of your work, unless you have signed an agreement with a journal/publisher granting them your copyright. The University retains the right to reproduce or display your thesis for educational purposes. You must complete this page in the ETD process, but you do not have to request ProQuest to register your copyright. You can request that ProQuest/UMI register your copyright. This requires an additional fee as noted in the ETD submission process. You can instead register your copyright directly at the U.S. Copyright Office ( for a filing fee. If you register your copyright (either directly or through UMI/ProQuest) your thesis must display: “© 20xx Jane Student” as the last line on the Title Page © 2012 Luke Anakin Skywalker

Ordering Copies/Services and Summary Page Submission Summary: Please make sure you review this page. If changes are needed, this is your chance to make them by clicking on the “Change” links. Complete the submission by clicking on “Submit Dissertation/Thesis”. Copy and service fees (personal copies, copyright, etc.): You will receive a message to “Continue with submission”. This will take you to the Order Summary page and payment information. Include your billing address and credit card information. You complete the submission with clicking “Submit Dissertation/Thesis & Pay”. This will charge your credit card and submit your ETD to the Graduate School.

Personal Copy Binding Options The Rasmuson Library no longer requires a bound copy. You may order personal or departmental bound copies through:  ProQuest/UMI: see ETD submission process. (Covers will be black with gold foil printing, copies will be double-sided)  Online at Thesis on Demand:  Various other binding businesses

What Happens Next? The Graduate School reviews your ETD for formatting and reference/citation errors. You will receive an message with a list of corrections needed. You have one week (5 business days) from receipt of the to make the necessary changes and to submit the corrected thesis. The Graduate School checks to make sure all the required corrections are made. You upload your final thesis/dissertation into ETD. The Graduate School Dean signs the Signature Page – the thesis is now officially approved. The Graduate School scans the signed Signature Page.

What Happens Next (cont.) You receive an notifying you that your thesis has been approved. The Graduate School inserts the signature page and approves your thesis in ETD. Graduation Services is notified that the thesis requirement has been met. Thesis (699) grades are changed from deferred (DF) to pass (P). Graduation Services completes a final degree audit to confirm that all requirements for your degree have been met and post your degree to your transcript. Your diploma should follow in the mail about a month after that. YOU GRADUATE!

Questions?

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