DISSERTATION/THESIS FORMATTING & SUBMISSION WORKSHOP Kara Oswood Graduate Academic Affairs

Introduction The purpose of this workshop is to provide information about formatting the document and the steps involved in submission and graduation. Graduate Academic Affairs, Graduate Division  Kara Oswood (PhD’s), Amanda Wong (master’s), Karen Smith & Linda Scott  140 University Office Building  M-F, 8am to 5pm (closed 12-1 for lunch)  

General Resources iLearn Course - UCR Graduate Community, including LaTex Discussion Board GradSuccess including the Graduate Writing Resource Center – gwrc.ucr.edugwrc.ucr.edu Dissertation Writing Support - resources/dissertation-support/ resources/dissertation-support/ Dissertation Support Group – counseling.ucr.edu, Elizabeth Mondragon counseling.ucr.edu

Document Style FIRST RULE: Style must conform to Graduate Division Format requirements Style is at the discretion of your committee May choose to use MLA or APA or another style manual as a guide, but be careful, these guides do not match the Graduate Division requirements exactly. Journal format or scientific format Each chapter is a separate paper Must have a general introduction and conclusion Be consistent! Must use the same style for each chapter (including abstract, bibliography and footnotes/endnotes)

Format - Preliminary Pages 1.Title Page (page i, not printed)Title Page 2.Copyright Page (page ii, not printed) 3.Signature Approval Page (page iii, not printed) 4.Acknowledgements (optional) 5.Dedication (optional) 6.Abstract (required for PhD only) 7.Table of Contents (required) 8.List of Figures, Tables, Abbreviations, Symbols, etc… (required, if necessary) 9.Preface or Forward (optional)

Format - Document Body Pagination – 3 separate sections (no numbers, lowercase roman numerals, and regular numbers) Margins - 1.5” on left & top, 1” on right & bottom Widows and Orphans – remove these Tables, Figures and Captions - examples Double-spacing - general rule, some exceptions Type Size - 10, 11 or 12 point Font Style – any legible style is OK Use of color is acceptable

Format - Document Body Pagination – 3 separate sections (no numbers, lowercase roman numerals, and regular numbers) Margins - 1.5” on left & top, 1” on right & bottom Widows and Orphans – remove these Tables, Figures and Captions - examples Double-spacing - general rule, some exceptions Type Size - 10, 11 or 12 point Font Style – any legible style is OK Use of color is acceptable

Figure & Caption embedded in text

Figure & Caption on own page

Landscape Table & Caption Page number must be portrait style

Caption and Figure on Separate Pages Caption Figure

Format - Document Body Pagination – 3 separate sections (no numbers, lowercase roman numerals, and regular numbers) Margins - 1.5” on left & top, 1” on right & bottom Widows and Orphans – remove these Tables, Figures and Captions - examples Double-spacing - general rule, some exceptions Type Size - 10, 11 or 12 point Font Style – any legible style is OK Use of color is acceptable

Filing Resources for Formatting Instructions for these items available on the Graduate Division filing resources page. Portrait style page numbers on a landscape page. Pagination  Using section breaks  Combining pdf files – Adobe Pro, Preview (Mac) or free online tools. Youtube videos and other links available. LaTex Users  Templates are available. to  Word template of the first few preliminary pages is available on the filing resources page. Final Draft & Celtx Users (Screenplays)  Margin size and page number placement requirements are the same even if you are using this software.  Helpful hints for Final Draft available on the filing resources page.

Format Review All students must complete a format review at least one week prior to final filing date. The format review does not have to be the final version. The final defense does not have to be completed. The review will be completed within 24 hours. You will receive an with formatting changes attached. The will also include instructions regarding how to proceed and where to find the additional required paperwork.

Electronic Filing Steps UPLOAD TO: Step 1: Format Review – Upload document as a pdf. You must complete the entire online process. Once all the boxes on the left side of the screen are checked, you can “submit” via the bottom link. If you are having trouble, review the help screens on the website. The document will not be forwarded to the publisher at this point. You will not have the opportunity to change your choices after this initial submission. Step 2: Complete required additional paperwork forms available at Step 3: Upload the final version of the document and SUBMIT. If you are submitting on the final day, make sure you leave yourself enough time prior to the 5:00pm deadline in the event you experience unexpected challenges. Step 4: Submit the original signature page, final defense form and additional paperwork to Graduate Academic Affairs by 5:00pm on the deadline day. The signature page in the electronic version must be blank.

ProQuest ETD Website FAQs ETD stands for “Electronic Theses and Dissertations” Publishing Options – Traditional vs. Open Access, your choice Delayed Release – you can decide the time period, if any. If you want to request between 3 to 5 years, put that information in the “note to administrator”. All requests over 2 years are reviewed on a case-by-case basis. Additional Copyright – optional Ordering Bound Copies from ProQuest – optional, you can order bound copies from anywhere. The “free library” copy listed will not be sent to you. SUBMIT – you must complete this step each time the pdf is updated. Submitting WILL NOT send your document to ProQuest. After making your initial choices you will not be able to change publishing options and copy orders. Changes can be made only by withdrawing the entire submission.

Where Does the Document Go? Available online and for print at PQ Adheres to choices made on ETD website ProQuest Scotty Entry UCR Library UC Institutional Repository Same delayed release as ProQuest eScholarship

Requirements for Filing 1.Must be Advanced to Candidacy Procedures different for PhD and master’s 2.Approved Dissertation or Thesis Committee 3.Final Defense must be completed or waived (if applicable) 4.Must be enrolled & paid or on Filing Fee Status. Summer filing? Filing Fee status occurs in lieu of registration Filing Fee is NOT required Must petition Graduate Division for approval No enrollment in courses (consider student loan/financial aid repayment/Int’l student) Must have a completed draft and plan to take no more than 12 hours of faculty time Cost for 13/14 year is $162. You can opt to purchase the health insurance. Contact the Health Center for information. Student retains library privileges Cannot work as a TA/GSR or receive fellowship Can only use Filing Fee once

Graduation Deadline Dates Upcoming Deadline Dates: Winter 2014 Spring 2014 Summer 2014 Format Review Deadline 3/14/20146/6/20148/22/2014 Final Deadline for graduation 3/21/20146/13/20148/29/2014 “In Between” Deadline to avoid fees 12/20/20133/25/20146/20/2014 *tentative date

Final Defense Required for most programs. All committee members are physically present. Remote participation must be approved in advance. PhD Students required form:  “Form 5” - Report of Final Defense. Master’s Students required form:  Report of Final Defense. The final defense must be completed by the final filing deadline. Signature Page for the document and Final Defense form are two separate requirements (2 separate forms).

Graduation!!! A Certificate of Completion can be issued once all requirements are complete. Students can pick up the certificate from the Academic Affairs office or request to have it mailed. It will state completion date and conferral date. The degree will be posted on your transcript, by the Registrar’s office, 6-8 weeks after the conferral date. You must order a transcript, it will not be sent automatically. The Diploma will be available approximately 5-6 months after the conferral date. The diploma will stay in the Registrar’s office unless you request to have it mailed and pay the postage fee. You will always have access to GROWL and R’Mail.

Commencement Requirements Summer 2013 GRADS If you have not already participated in the ceremony, you can walk June Contact Kara if you wish to participate. Fall 2013 & Winter 2014 GRADS Confirm Intent to Participate in the ceremony on the commencement website beginning late April/early May. Actual date not set yet. No additional forms are required by Graduate Division. ALL Spring/Summer 2014 GRADS PhD: ‘Notice of Intent’ to complete a PhD – Due March 31st Master’s: Application for candidacy form – Due March 31st Forms will be available soon at Summer 2014 GRADS Master’s & PhD: ‘Commencement Ceremony Petition’ to walk unfinished. Due April 10th June 2014 commencement.ucr.educommencement.ucr.edu

Thank you for coming!! PLEASE FILL OUT THE SURVEY!

Commencement Information EVERYONE who wants to walk must confirm their “Intent to Participate” on the commencement website beginning May 3rd. PhD students - the faculty member that is hooding you must also register on the commencement website beginning May 3rd. Order Regalia NOW (if you haven’t already). Check with the bookstore for deadlines. You can order regalia through other sources (online). Sometimes retailers will offer a discount for group orders. Visit the commencement website for information about schedule, regalia, tickets, parking, etc...

Workshop Overview Document Style Format Requirements Format Resources Format Review Electronic Filing of the Document Requirements for Filing Deadline Dates Final Defense Previously Published Materials Binding the Manuscript Graduation Commencement

Previously Published Materials Articles accepted for publication or previously published at the time of filing must submit this petition  Petition with Grad Division and include permission from Journal  Request permission even if the article has been rewritten or if only a portion is being used. Other Copyright Issues  Proper acknowledgement in acknowledgement section of manuscript is required.  Crews Guide (link also available on Grad Div website):  Things to consider asking permission for: Long quotations, unpublished materials, poetry and music lyrics, dialogue from a play, screenplay, broadcast or novel, music, graphic or pictorial works, computer software, or sources located on the Intern et.

Binding the Manuscript For the Graduate Division  Graduate Division does not bind documents or take orders for bound copies.  The Library produces a printed copy of the electronic document for their archive – not for check-out. For your Department, Committee, etc..  You are responsible for making bound copies  UCR Printing & Reprographics  Not obligated to order bound copies through ProQuest