DISSERTATION AND THESIS FORMAT WORKSHOP Kara Oswood - Graduate Academic Affairs

Introduction  Information and Expectations = Less stress!  Understanding Standards o Documents must look professional for future review o Printed copies must meet library archival standards o Conforms to microfilming & publishing specifications  Graduate Academic Affairs o Kara, Karen and Linda o 140 University Office Building o M-F, 8am to 5pm (closed 12-1 for lunch) o o o iLearn Course - UCR Graduate Community 2010 o Facebook Group - UC Riverside Graduate Students o Dissertation Support Group – counseling.ucr.edu/ /Elizabeth Mondragon

Topics of Discussion  Requirements for Filing  Style  Format Requirements (Format Guide Online)  Previously Published Materials  Final Defense  Format Review  Filing Manuscript with Graduate Division  Binding the Manuscript  Graduation  Commencement Exercises

Requirements for Filing 1. Must be Advanced to Candidacy Procedures different for PhD and master’s 2. Approved Dissertation or Thesis Committee 3. Must be enrolled & paid or on Filing Fee Status 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 is $150. You can opt to purchase health insurance. Current cost is $641/quarter. Contact the Health Center. Retain library privileges Cannot work as a TA/GSR or receive fellowship Can only use it once

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 to not match the Graduate Division exactly.  Journal format/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 numbered) Title Page 2. Copyright Page (page ii, not numbered) 3. Signature Approval Page (page iii, not numbered) 4. Acknowledgements (optional) 5. Dedication (optional) 6. Abstract (required for PhD only) 7. Table of Contents (required) 8. List of Figures, Tables, Abbreviations, Symbols, Illustrations (required, if necessary) 9. Preface or Forward (optional)

Format - Document Body  Pagination  Margins - 1.5” on left & top, 1” on right & bottom  Widows and Orphans  Tables, Figures and Captions  Double-spacing - general rule, some exceptions  Type Size - 10, 11 or 12 point  Use of color OK for electronic and paper  Printed Master’s Theses - o Paper must be white, 8.5x11, and acid-free o Type must be clear o Print on one side of the page only

Format - Document Body  Pagination  Margins - 1.5” on left & top, 1” on right & bottom  Widows and Orphans  Tables, Figures and Captions  Double-spacing - general rule, some exceptions  Type Size - 10, 11 or 12 point  Use of color OK for electronic and paper  Printed Theses - o Paper must be white, 8.5x11, and acid-free o Type must be clear o Print on one side of the page only

Figure & Caption embedded in text

Figure & Caption on own page

Landscape Figure & Caption Page number must be portrait style

Facing Page Caption CaptionFigure

Format - Document Body  Pagination  Margins - 1.5” on left & top, 1” on right & bottom  Widows and Orphans  Tables, Figures and Captions  Double-spacing - general rule, some exceptions  Type Size - 10, 11 or 12 point  Use of color OK for electronic and paper  Printed Theses - o Paper must be white, 8.5x11, and acid-free o Type must be clear o Print on one side of the page only

Formatting Resources & Hints  Inserting portrait style page numbers on a landscape page. o Instructions available on the ProQuest submission website or Graduate Division “dissertation central” site.  Pagination o Using section breaks - instructions available on the ProQuest submission website or Graduate Division “dissertation central” site. o Combining pdf files - Adobe professional or free online tools available.  LaTex Users o I have a template that I can to you.  “Final Draft” for Screenplays o Margin size and page number placement requirements are the same even if you are using this software. o Helpful hints available on “dissertation central” site.

Previously Published Materials  Articles accepted for publication or previously published at the time of filing are included o Petition with Grad Division and permission from Journal o Request permission even if the article has been rewritten or if only a portion is being used.  Other Copyright Issues o Proper acknowledgement in acknowledgement section of manuscript is required. o Crews Guide (link also available on Grad Div website): o 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 Internet.

Final Defense  Required for most programs.  All committee members must be physically present. No Skype, teleconference, etc...  PhD Students required form: o “Form 5” - Report of Final Defense.  Master’s Students required form: o 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 different things!

ELECTRONIC PHD DISSERTATION FILING All PhD students file their dissertation electronically WEBSITE: Step 1: Format Review - submit pdf online. You must complete the entire online process. Once all the boxes on the left side of the screen are checked, you can “submit”. If you are having trouble, make sure to review the FAQs on the website. Step 2: Download and fill out additional forms from the Graduate Division website. Step 3: Submit final version of dissertation pdf online. Make sure you leave yourself enough time prior the deadline to accomplish everything. Step 4: Submit the original signature page, final defense form and additional forms to Graduate Academic Affairs by 5pm on the deadline day. The signature page in the electronic version must be blank.

Format Review  All students must do a format review at least one week prior to final filing date.  The format review does not have to be the final version and the final defense does not have to be completed.  Electronic Filing: o Review will be completed as time allows, usually same day. o You will receive an back with formatting changes. o The will include instructions regarding how to proceed and where to find the additional paperwork.  Paper Filing: o Format review will take approx. 1 hour. o Final filing paperwork will be given and discussed. o We will review any requirements that are left to complete in addition to the final filing procedures o No appointment required

Filing Your Manuscript  Must be an enrolled student or on filing fee o Summer filing (free or not?)  Final defense must be completed  Packaging of final printed copies must be correct. (These instructions will be given at the format review).  Upcoming Deadline Dates: Fall 2010Friday, December 10 th – 5pm Winter 2011Thursday, December 23 rd – 5pm (file by this date to avoid Winter 2011 fees and enrollment) Winter 2011Friday, March 18 th – 5pm

Binding the Manuscript  For the Graduate Division o Graduate Division does not bind documents or take orders for bound copies. o Paper copies submitted to the Graduate Division must be unbound. The Library will bind those. o Both paper copies go to the Library. o The Library may or may not produce printed versions of electronic PhD Dissertations.  For your Department, Committee, etc.. o You are responsible for making bound copies. o UCR Printing & Reprographics o Not obligated to order through ProQuest

Graduation!!!  Once you have completed all requirements you will receive a certificate of completion. Students filing electronically can pick up the certificate or have it mailed to them.  The degree will be posted to your transcript by the Registrar’s office 6-8 weeks after the degree conferral date. You must order a transcript, it will not be sent automatically.  The Registrar will send postcard at least five months after the degree conferral date asking you to pick up your diploma (update your permanent address on GROWL). There is a fee to have the diploma mailed to you.  You will always have access to GROWL. Your R’Mail address is active indefinitely.

Commencement Requirements Summer 2010 GRADS -  If you have not already participated in the ceremony, you can walk June Contact Kara if you wish to participate. Fall 2010 & Winter 2011 GRADS-  RSVP for the ceremony on the commencement website in May No additional forms are required by Graduate Division. ALL Spring/Summer 2011 GRADS-  PhD: ‘Notice of Intent’ to complete a PhD due end of March.  Master’s: Application for candidacy form due end of March. Summer 2011 GRADS-  Master’s & PhD: ‘Commencement Ceremony Petition’ to walk unfinished required in addition to the ‘Notice of Intent’. Due mid-April. June

PLEASE FILL OUT THE SURVEY AND LEAVE IT ON THE TABLE. Thank you for coming!!

Commencement Ceremonies Friday, June 11th 6:00pm - A. Gary Anderson School of Management & Business Admin. Saturday, June 12th 8:00am - CHASS #1 (Psychology, Sociology, Religious Studies, Women's Studies) 6:00pm - CHASS #2 (Art, Art History, Comparative Literature, Creative Writing, Dance, English, Ethnic Studies, Media and Cultural Studies, Hispanic Studies, Music, Theatre) Sunday, June 13th 8:00am - CNAS 6:00pm - CHASS #3 (Anthropology, Economics, History, Philosophy, PoliSci) Monday, June 14th 8:00am - Graduate School of Education 6:00pm - Bourns College of Engineering June June

Commencement Requirements ALL Spring/Summer 2009 GRADS-  PhD: ‘Notice of Intent’ to complete a PhD due in late March.  Master’s: Application for candidacy form due in late March. Summer 2009 GRADS-  Master’s & PhD: ‘Commencement Ceremony Petition’ to walk unfinished required in addition to the ‘Notice of Intent’. Due in mid-April.  EVERYONE who wants to walk must confirm their “Intent to Participate” on the commencement website May 5th-12th.  PhD students - the faculty member that is hooding you must also register on the commencement website.  Visit the commencement website for ticket, parking and all other information. June June