Thesis/Dissertation Office Purdue Graduate School Mark D. Jaeger, Manager Room 170, Ernest C. Young Hall

Thesis/Dissertation Office Formatting Checklist This checklist helps ensure formal compliance with A Manual for the Preparation of Graduate Theses (Sixth Edition, 1996) This checklist helps ensure formal compliance with A Manual for the Preparation of Graduate Theses (Sixth Edition, 1996) It also “fills in the gaps” regarding policy and procedural changes since 1996 It also “fills in the gaps” regarding policy and procedural changes since 1996 While lengthy (46 slides), this checklist will help you identify most, if not all, errors encountered by the Thesis/Dissertation Office While lengthy (46 slides), this checklist will help you identify most, if not all, errors encountered by the Thesis/Dissertation Office Most formatting discrepancies can be, in fact, easily avoided by carefully reviewing the thesis preparation manual Most formatting discrepancies can be, in fact, easily avoided by carefully reviewing the thesis preparation manual

University Format Requirements Paper: Are you using…. Paper: Are you using….  Standard 20-pound weight (up to 24-pound is also acceptable), 100% “rag” or “cotton” non- acidic 8 ½ x 11 paper for your “deposit copy?”  Standard “copier” paper for all other copies? Fonts, Font Size, and Font Variations: Are you using…. Fonts, Font Size, and Font Variations: Are you using….  Consistent font and font size for all text (including page numbers)?  Font size that is, as a rule, no less than 10 point nor more than 12 point?

University Format Requirements Fonts, Font Size, and Font Variations (Cont’d): Fonts, Font Size, and Font Variations (Cont’d):  Underlining, bolding, or italics? If so, use them sparingly, consistently or, preferably, not at all. Spacing: Is the vertical spacing of your text… Spacing: Is the vertical spacing of your text…  Consistently either 1.5 or 2?  Long quotes, figure/table captions, footnotes, etc. may be single-spaced

University Format Requirements Margins: Are your margins…. Margins: Are your margins….  Consistently 1.5 (left), 1 (top), 1 (right), and 1.25 (bottom)? “Widows” and “Orphans”: Have you… “Widows” and “Orphans”: Have you…  Avoided these by using using “Widow Control?”  Extended your top, bottom, or right margins, if necessary to preclude them? See page 4 of your manual.

University Format Requirements Page Numbering: Have you… Page Numbering: Have you…  Numbered every page (except for “cover pages”)?  Assigned Roman numerals to all “preliminary pages” (excepting the title page)?  Assigned Arabic numerals to all text pages (starting with “1”)?  Placed page numbers, as a rule, in the upper right corner, ½” from the top and “flush” with the right margin?

Departmental Requirements Have you followed all departmental thesis preparation requirements? Have you followed all departmental thesis preparation requirements? Has your thesis format been reviewed by either your departmental thesis format advisor or your final exam committee chair, as applicable? Has your thesis format been reviewed by either your departmental thesis format advisor or your final exam committee chair, as applicable? Have you received all required forms from your department? Refer to the “Final Deposit Checklists” on our website as these identify all required items. Have you received all required forms from your department? Refer to the “Final Deposit Checklists” on our website as these identify all required items. Have all forms been correctly and completely signed/dated? Have all forms been correctly and completely signed/dated?

University Thesis Deposit Procedures Printing: Have you… Printing: Have you…  Printed/bound all required copies as required in the thesis preparation manual?  Used a laser printer for reproduction? Please do not use bubble- or ink-jet printers! Other Copies: Ensure you… Other Copies: Ensure you…  Deliver a copy to your department head, for inclusion in your departmental library, after your successful deposit at the Graduate School

University Thesis Deposit Procedures Binding: Have you… Binding: Have you…  Bound your copies as required in a black three- hole screw-post binder with a backing strip? Final Deposit Appointment: Have you… Final Deposit Appointment: Have you…  Scheduled a final deposit appointment using the points of contact listed on the first page of this slide show? “Walk-in” appointments are strongly discouraged since they often cause scheduling problems for others and result in long waits!

University Thesis Deposit Procedures  If you attend IUPUI, IPFW, or Calumet, have you met all deposit prerequisites and deadlines unique to those locations? These can vary significantly from those of the West Lafayette campus.

General Information Copyrighted Material: Have you… Copyrighted Material: Have you…  Obtained 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.

General Information Confidentiality: Have you… Confidentiality: Have you…  Obtained a correctly completed and signed G. S. Form 15, Request for Confidentiality of Thesis if your major professor assigns “confidential status?”  Ensured you will bring it to the final deposit appointment?

General Information Figures/Tables: Figures/Tables:  Color figures are permitted for all bound copies  Black & white or “gray-scale” figures must be used for unbound “microfilm” copies (Ph.D.’s only)  Don’t use “freehand” symbols or numbers

General Information Figures/Tables (Cont’d): Have you… Figures/Tables (Cont’d): Have you…  Placed figures/tables adjacent to the related text?  Used correctly formatted “facing pages,” if applicable? See pages 12, 13, and 23 of your thesis preparation manual.  Used correctly formatted oversize pages, if applicable?  Assigned unique Arabic numbers to figures/tables?

General Information Figures/Tables (Cont’d): Have you… Figures/Tables (Cont’d): Have you…  Placed figure captions below the figures?  Placed table captions above the tables? Multi-volume Theses: Have you… Multi-volume Theses: Have you…  Created a second volume if your page count is 350 or more?  Created separate title pages for each volume?  Indicated the separation point in your Table of Contents?

General Information Style Manuals: Have you… Style Manuals: Have you…  Used the appropriate style manual for your discipline?  Followed Purdue format requirements that take precedence?

Purdue Format Title Page: Watch for… Title Page: Watch for…  Numbering your title page “i.” Avoid this: It’s incorrect.  Text should be centered within the page margins (i.e., 1.5 left, 1.25 bottom, etc.)  Correct thesis title  Correct name as shown in Purdue records  Correct degree title  Correct month/year of graduation  Evenly-spaced text (See Figure 2 of manual)  Followed Purdue format requirements that take precedence?

Purdue Format Dedication: Watch for… Dedication: Watch for…  Pagination: This is the first numbered page, if used (i.e., “ii”).  Correct page margins!  Heading: This is incorrect.  Do not list this page in the Table of Contents!

Purdue Format ACKNOWLEDGMENTS: If used, watch for… ACKNOWLEDGMENTS: If used, watch for…  Correct spelling of heading. There is more than one proper way to spell this!  Heading placement. This is a “major division” heading and must be 2” from the top of the page. Text begins 3 single-space lines below.  Text spacing is identical to that in your thesis (i.e., 1.5 or 2)  Correct page margins and pagination  Do not list this page in the Table of Contents!

Purdue Format PREFACE: Watch for… PREFACE: Watch for…  Correct spelling of heading!  Heading placement. This is a “major division” heading and must be 2” from the top of the page. Text begins 3 single-space lines below.  Text spacing is identical to that in your thesis.  Correct page margins/pagination  Do not list this page in the Table of Contents!

Purdue Format TABLE OF CONTENTS: Watch for… TABLE OF CONTENTS: Watch for…  Correct spelling of heading!  Heading placement. This is a “major division” heading and must be 2” from the top of the page. Text begins 3 single-space lines below.  “Page” (shown on left side of Figure 3) is technically the first line of text  Correct page margins/pagination  Do not list this page in the Table of Contents!

Purdue Format TABLE OF CONTENTS (Cont’d): Watch for… TABLE OF CONTENTS (Cont’d): Watch for…  “Leader dots” must be used (no “dashes”) and must extend completely and consistently to the page number  Page numbers on right-hand side must be “justified.” Refer to “MS Word Tips” handout on the Thesis/Dissertation Office website.  If TABLE OF CONTENTS is more than one page, subsequent pages start at 1” from the top  The word “Page” must be repeated above the right-hand listing of page numbers

Purdue Format LIST OF TABLES: Watch for… LIST OF TABLES: Watch for…  Optional but strongly recommended  Correct spelling of heading!  Heading placement. This is a “major division” heading and must be 2” from the top of the page. Text begins 3 single-space lines below.  “Table” and “Page” (on left and right sides) are technically the first line of text  Correct page margins/pagination  This page is listed in the Table of Contents!

Purdue Format LIST OF TABLES (Cont’d): Watch for… LIST OF TABLES (Cont’d): Watch for…  “Leader dots” must be used (no “dashes”) and must extend completely and consistently to the page number  Page numbers on right-hand side must be “justified.” Refer to “MS Word Tips” handout on the Thesis/Dissertation Office website.  If LIST OF TABLES is more than one page, subsequent pages start at 1” from the top  The words “Table” and “Page” must be repeated on the left and right of each page

Purdue Format LIST OF TABLES (Cont’d): Watch for… LIST OF TABLES (Cont’d): Watch for…  Contains exactly the same numbers and captions as appear above the tables in your text LIST OF FIGURES: Have you… LIST OF FIGURES: Have you…  Set this up exactly the same as your LIST OF TABLES?  Ensured that “Figure” and “Page” are placed above the figure numbers and page numbers, respectively, on each page

Purdue Format LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY: Watch for… LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY: Watch for…  Placement of these after your lists of tables and/or figures  Ensure correct margins/pagination  If your glossary is more than two pages, you may place it in the back of the thesis (see page 17 of manual)  Correct spelling and placement of the “major division” heading

Purdue Format LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY (Cont’d): Ensure… LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY (Cont’d): Ensure…  These are counted in your Table of Contents

Purdue Format ABSTRACT: Have you… ABSTRACT: Have you…  Correctly placed your “major division” heading?  Used correct margins/pagination?  Inserted three single-space lines between paragraphs?  Included your correct personal information? (See Figure 4)  Used 350 or fewer words (not including your personal information paragraph)?  Avoided use of formulas, diagrams, etc.?

Purdue Format PUBLICATION(S): Have you… PUBLICATION(S): Have you…  Preceded your article with a cover sheet (neither numbered nor counted)?  Used correct margins?  Used correct pagination? This depends on where you place it!  Listed it in your Table of Contents?  Ensured your publication is legible?

Purdue Format TEXT: Have you… TEXT: Have you…  Organized your thesis consistently according to the style manual applicable to your discipline?  Used correct margins?  Used correct pagination?  Placed your major division and subdivision headings consistently?

Purdue Format REFERENCES: Have you… REFERENCES: Have you…  Used a heading (e.g., REFERENCES, LIST OF REFERENCES, LITERATURE CITED, etc.) consistent with the style manual applicable to your discipline?  Used correct margins?  Used correct pagination?  Placed your major division heading on the first page of your references and 2” from the top?

Purdue Format REFERENCES (Cont’d): Have you… REFERENCES (Cont’d): Have you…  Created a cover page (neither numbered nor counted)?  Capitalized the cover page heading in the same font/font size as your other text?  Used consistent spacing within and between entries?  Avoided splitting entries between pages? These must be kept together on the same page.

Purdue Format REFERENCES (Cont’d): Have you… REFERENCES (Cont’d): Have you…  Treated reference sections, if placed at the ends of chapters, as first-order subdivisions? If so, do these start on their own separate page with the headings placed 1” from the top?  Listed your reference section(s) in the Table of Contents?

Purdue Format APPENDICES: Have you… APPENDICES: Have you…  Created a cover page (neither numbered nor counted) with APPENDIX or APPENDICES centered on the page, without punctuation or underlining, in the same font/font size as your text?  Used correct margins? The top, bottom, and right margins are “negotiable,” but the left must be 1.5”.  Used correct pagination?

Purdue Format APPENDICES (Cont’d): Have you… APPENDICES (Cont’d): Have you…  Correctly positioned your page numbers?  Placed your major division heading on the first page of your appendix 2” from the top?  Treated multiple appendix headings as first- order subdivisions (i.e., headings placed 1” from the top)?  Numbered and counted internal cover pages? These are used when you do not have sufficient room on the first page of an appendix to place a heading.

Purdue Format APPENDICES (Cont’d): Have you… APPENDICES (Cont’d): Have you…  Centered and capitalized your appendix title below your appendix heading?  Uniquely numbered all appendix figures and tables, and listed/counted them in the Table of Contents?

Purdue Format NOTES AND FOOTNOTES: Have you… NOTES AND FOOTNOTES: Have you…  Applied them in a manner consistent with the style manual for your discipline?  Treated notes at the end of each chapter as first-order subdivisions (i.e., notes begin on their own separate page with heading at 1” from the top)?

Purdue Format NOTES AND FOOTNOTES (Cont’d): Have you… NOTES AND FOOTNOTES (Cont’d): Have you…  Treated notes deferred to the end of your text as a major division? If so, the heading NOTES must be placed 2” from top and centered.  Avoided “run-on” footnotes? To keep footnotes together, they may be typed in smaller (“10”) font, single-spaced, and the lower margin extended downward slightly.

Purdue Format VITA: Have you… VITA: Have you…  Created one (only mandatory for Ph.D.’s)?  Created a cover page, like those for your references and appendices? This is neither numbered nor counted.  Used correct pagination? VITA pages are numbered and counted.

Purdue Format VITA (Cont’d): Have you… VITA (Cont’d): Have you…  Repeated the heading VITA 2” from the top of the first page of your vita?  Inserted three single-space lines between heading and beginning of text?  Avoided using incorrect headings (e.g., “CURRICULUM VITAE”)?  Avoided use of unusual elements (e.g., color, unusual fonts)? Your vita should, as a rule, use the same font, font size, and spacing as the rest of your text.

Purdue Format - Other Monitor the T/D Office and Grad School websites Monitor the T/D Office and Grad School websites Constantly review your work. Make backups. Save drafts and notes. Constantly review your work. Make backups. Save drafts and notes. Consistency is very important! Consistency is very important!

Purdue Format - Other Don’t rely on Bill Gates to do your spell-checking Don’t rely on Bill Gates to do your spell-checking When correcting errors, avoid creating “chain reactions” When correcting errors, avoid creating “chain reactions” Check for printing errors before leaving the print shop Check for printing errors before leaving the print shop Ensure you receive, complete, and turn in all required forms Ensure you receive, complete, and turn in all required forms

Purdue Format - Other You are “writing for the ages” You are “writing for the ages” Put your “best foot forward” Put your “best foot forward” Theses and dissertations reflect upon your work and Purdue University Theses and dissertations reflect upon your work and Purdue University

Some parting thoughts…. Please let us know what you think of this presentation: We need your feedback! Please let us know what you think of this presentation: We need your feedback! Thesis precheck appointments will be completely replaced by this on-line slide show, departmental presentations, and other on-line tools effective 15 December Thesis precheck appointments will be completely replaced by this on-line slide show, departmental presentations, and other on-line tools effective 15 December We will, however, continue to be available to answer questions, clarify policy issues, provide departmental presentations, accept final deposits, etc. We will, however, continue to be available to answer questions, clarify policy issues, provide departmental presentations, accept final deposits, etc.

Tip o’ the Day from Sergeant Joe Friday of Dragnet “Just give’em the facts!”

Thesis/Dissertation Office Purdue Graduate School Mark D. Jaeger, Manager Room 170, Ernest C. Young Hall