Formatting a Thesis or Dissertation

1. Formatting a Thesis or Dissertation Jessica Fritz (330) 972-5169 jfritz@uakron.edu Colin McCormack (330) 972-6412 formatcheck@uakron.edu

3. Agenda Briefly outline the Guidelines for Preparing a Thesis or Dissertation. Highlight common formatting mistakes Give tips on how to make formatting easier Notify of the thesis & dissertation deadlines for the upcoming semester Advise on submission procedures for both hard copy and electronic copy Answer any remaining formatting and submission questions

4. Overview The purpose of the guidelines is to ensure that every thesis or dissertation that will carry the name of The University of Akron meets the same high standards of presentation. The standards are the Graduate School standards and are applied consistently to all departments and programs. Just as the research must be precise and complete, the presentation of that research must be equally precise and complete. It is important that students read and understand the guidelines before preparing and submitting the final manuscript.

5. Vocabulary manuscript your thesis or dissertation style form for such items as source citations and bibliographic entries. APA, MLA, Turabian, etc. formatting form for such items as page number location, page margins, spacing, etc. Guidelines for Preparing a Thesis or Dissertation etd Electronic Thesis or Dissertation preliminary copy any copy submitted for a format check that is not your final copy final copy the final copy submitted electronically to OhioLINK and a hard copy of the signed signature page Check with your advisor to see if your department requires a specific style manual. Where a conflict occurs between a style manual and the Guidelines, the Guidelines always take precedence.Check with your advisor to see if your department requires a specific style manual. Where a conflict occurs between a style manual and the Guidelines, the Guidelines always take precedence.

6. Page Format/Margins Correct margins are: Left side 1.5 inches no exceptions Right side 1.0 inch no exceptions Top 1.0 inch exception: pages that carry major headings, such as preliminary pages and chapter titles, must have a 2.0-inch top margin Bottom 1.0 inch exception 1: When a 1-inch margin would leave a single line of print on a page, then a margin of no more than 2-inches may be left and text continued on the following page exception 2: where a page is followed by a figure or table on the next page, or when the last page of a chapter Figures and tables must fit within the margins. Oversized material may be reduced to fit. A major purpose of thee guidelines is to assure that all manuscripts present a consistent appearance. Uniform margins are required for binding and trimming the manuscript.A major purpose of thee guidelines is to assure that all manuscripts present a consistent appearance. Uniform margins are required for binding and trimming the manuscript.

7. Formatting Tip to Change Page Margins Within a Word File Set top page margin to 2�. Place cursor after the last word on the chapter title page. Go to Insert Break Section Break Types Click on �Next Page� Place cursor on the next page in the chapter. Set top page margin to 1�. Select option �This Point Forward� on the drop box under Page Margins panel Recommendation: Save each chapter as a separate Word document. This will allow you to make corrections without affecting the entire manuscript.

8. Widow/Orphan Protection Pages should be spaced so that no page ends or begins with a single line of text. At least two lines of a paragraph must appear together at the top & bottom of every page. Each subheading must be followed by at least two lines of text. Microsoft Word programs have automatic widow/orphan protection located under Format Paragraph Line and Page Breaks Widow/Orphan Control (check box) OK

9. Spacing Text material is double spaced. Single spacing may be used in : notes long quotations statement of hypothesis figure/table titles and the bibliography. Chapter Title Pages double space between chapter heading and title triple space (leave 2 blank lines) between chapter title and subheading/beginning of text Subheadings Double space before and after subheadings to set them apart from regular text. Additional spacing before or after subheadings can create widow/orphan problems. It is standard practice to leave 2 spaces after final sentence punctuation. However, some style manuals tell you to leave 1 space. Either way is acceptable provided that it is applied consistently throughout the manuscript.It is standard practice to leave 2 spaces after final sentence punctuation. However, some style manuals tell you to leave 1 space. Either way is acceptable provided that it is applied consistently throughout the manuscript.

10. Typeface, Justification, Centering, & Paragraphing Font size must be 10 or 12 point. Nearly all types of font face are acceptable. Unusual or scripted fonts are not acceptable. Do not use bold font for major titles or figure/table titles. The left margin must be justified. Right margins may be justified if the department/college approves. right-justified margins may result in unsightly white spaces between words that are not acceptable. Materials must be centered between the text margins rather than the paper edges. Indent the first line of every paragraph consistently, so that each paragraph is indented the same number of spaces. If you are unsure of the appearance of the font style, justification or any other items, you should submit a sample page to the Graduate School for review.If you are unsure of the appearance of the font style, justification or any other items, you should submit a sample page to the Graduate School for review.

11. Page Numbering & Page Number Placement Preliminary pages are in Roman numerals (i,ii,iii, etc.) The title page is page i. It is counted but not numbered on the actual page. The signature page is page ii. It is counted and numbered on the page. Text pages (beginning with Chapter 1) are in Arabic numerals (1,2,3, etc.) Beginning with page 1 of Chapter 1, all following pages are numbered sequentially through the end of the manuscript. Copyright page (if added) is placed as the very first page (before the title page) is neither counted nor numbered Pages before Chapter 1 are preliminary pages. Pages before Chapter 1 are preliminary pages.

12. Page Numbering & Page Number Placement Page number embellishments are not permitted (1a, 1b, etc.) All pages have the page number placed at the bottom of the page, centered under the text. In Microsoft Word programs you can set the page number placement under Step 1 File Page Setup Layout Set Footer to 1.0-inch OK Step 2 View Header/Footer Click on centering icon on tool bar Insert page number Close Page numbers may not be preceded or followed by a period or any other symbol.Page numbers may not be preceded or followed by a period or any other symbol.

13. Manuscript Organization Preliminary Pages (lower-case Roman numerals) Copyright Notice (not counted or numbered) Title Page (counted, not numbered) Signature Page (page ii) Abstract (mandatory for dissertations) Dedication (optional) Acknowledgements (optional) Table of Contents List of Tables (as needed) List of Figures (as needed) List of Illustrations (as needed) List of Schemes (as needed) Chapters of Text Material (begin Arabic page numbering) Summary/Conclusions Bibliography/References/Literature Cited (select most appropriate) Appendices (including Human Subjects Approval and/or other approvals as required) Index (if required) Every thesis or dissertation must follow the same basic organization. The order shown here is the only acceptable order in which the manuscript should be arranged. An abstract is not required for master�s theses. However, students should check with their departments to see if the department requires an Abstract. OhioLINK requires an abstract to submit the manuscript (both thesis and dissertation).Every thesis or dissertation must follow the same basic organization. The order shown here is the only acceptable order in which the manuscript should be arranged. An abstract is not required for master�s theses. However, students should check with their departments to see if the department requires an Abstract. OhioLINK requires an abstract to submit the manuscript (both thesis and dissertation).

14. Formatting Specific Pages The following slides will explain how to format specific pages in your manuscript. Examples will be included.

15. Copyright Notice Copyright notice appears in front of the title page. It is not numbered or counted. You should check with your advisor to see if copyright is recommended. Copyright must be secured from the Registrar of Copyright in Washington, D.C. with the fee paid directly to that office. Additional Information can be obtained from the Copyright Office. (202) 707-3000 www.loc.gov/copyright Under United States Copyright Law, duplication without notice of copyright ordinarily results in dedication of the work to the public domain, which may defeat any later attempt to gain copyright protection. You may add the copyright page before (or without) securing copyright through the copyright office. Having the page alone denotes the material is copyright protected. However, you should follow-up with registration.Under United States Copyright Law, duplication without notice of copyright ordinarily results in dedication of the work to the public domain, which may defeat any later attempt to gain copyright protection. You may add the copyright page before (or without) securing copyright through the copyright office. Having the page alone denotes the material is copyright protected. However, you should follow-up with registration.

19. Make sure the title on your signature page matches that on your title page exactly. Make sure the title on your signature page matches that on your title page exactly.

23. Table of Contents, Cont.Tips for the TOC It may be easier to manually generate the TOC rather than link it to the manuscript. It is usually easier to copy and paste the headings from the document into the TOC, List of Tables (LOT), List of Figures (LOF) etc. than to type them. Copy/paste will reduce the occurrence of discrepancies between the LOT and the text. Common Mistake: Do not let entries in TOC, LOT, LOF, etc. invade the page number column. The entry should stop several spaces before the page number column. If the entry comes close, you may want to break the entry into an additional line. See example on next slide.

24. Right Aligning Page Numbers in TOC, LOF, LOT, etc. Either Before beginning your TOC. After entering all information. Select text to be formatted. i.e. the entire TOC In MS Word, go to Format Tabs Tab stop position enter 6.0� Alignment click on �Right� Leader click on �2�..: Click on �Set� OK After typing entry Hit tab key (until you see it on the right margin). Enter page number. 6.0� is 6 inches from the left margin of 1.5 inches. This will place your pace numbers 7.5 inches from the left side � OR- 1 inch from the right side.6.0� is 6 inches from the left margin of 1.5 inches. This will place your pace numbers 7.5 inches from the left side � OR- 1 inch from the right side.

27. List of Tables,List of Figures, etc. It is recommended, but not required, that you include tables, figures etc. that appear in the Appendices. Do not use combinations of letters and number for your table/figure designations. Subtitles are acceptable E.g. Do not use 4A, 4B, 4C for figures 1,2 and 3 in chapter 4. Do use 4.2a and 4.2b if the second figure in Chapter 4 has 2 parts. Except in Apppendices. Then you may use A.1, A.2, etc. Entries with subtitles must have a main/common title. See example on following slide.

30. The next slide shows you an example of how to format such a page.The next slide shows you an example of how to format such a page.

32. TextThe Body of the Manuscript The text begins with page one of Chapter I. This begins the Arabic numbering (1,2,3) page numbers are centered at the 1� bottom margin. All text is double spaced except for long quotations. At least two lines of text must appear at the top and bottom of each page. No widows/orphans All subheading must be followed by at least two lines of text. Even if they are further subdivided. Page margins are 1� for top, right, bottom. 1.5� for left. except: top margin on chapter title pages.

33. TextChapter Title Pages All chapter titles pages have a 2� top margin. CHAPTER I is typed is all capital letters without punctuation, centered between the margins. The chapter title is typed in all capital letters two spaces below the heading, centered between the margins. Should the title be more than one line, it will be double spaced. Text of the chapter begins three spaces (1 � double spaces) below the chapter title. If a subheading follows a chapter title, it is placed three spaces below the chapter title. Text is then two spaces below the subheading. All chapters must have a title in addition to the chapter number.All chapters must have a title in addition to the chapter number.

34. End Notes &Foot Notes There is no single approved style for notes. Either footnotes or endnotes are acceptable. Endnotes are preferred. Footnotes Placed at the bottom of each page. Separated from the text by a line. Same size, style, font as text. Single spaced within a note. Double spaced between notes. Endnotes Placed at the end of each chapter or end of manuscript. Separated from the text by a line and/or header of �Endnotes.� Same size, style, font as text. Single spaced within a note. Double spaced between notes.

35. Bibliography, Referencesor Literature Cited First page is treated as a chapter title page. 2� top margin. BIBLIOGRPAHY in all caps & centered. Lists all sources used in the work. May be subdivided. Subdivisions should be labeled with only the first letter capitalized. E.g. �Primary Sources,� �Manuscripts,� �Articles,� etc. Subdivisions should be separated consistently. E.g. Each separation three single spaces. Subdivisions should be at the left margin. Page numbering continues in Arabic numerals. Single space within entries. Double space between entries.

36. Bibliography, Referencesor Literature Cited, cont. Note: Bibliography refers to all sources read for research, including material not cited. References refers only to those sources cited in the manuscript. Students should contact their department to see which they should use. More than one can be used. Bibliography would appear first, then References or Literature Cited.

37. Appendices If there is only one appendix The material must be set up like a new chapter. APPENDIX centered below the 2� top margin. Text/material to follow three spaces below. If there are two or more appendices Each appendix should be treated as a separate chapter with its own title page (see above). Labeled Appendix A, Appendix B, etc. Be sure to add the individual appendices titles in the TOC . A half title or division page is inserted before Appendix A. The word APPENDICES will be centered between the margins, slightly above the center of the page. Page number placement continues as in text. This page will appear in the TOC as well. With multiple appendices, use letters (A, B, C) not numbers or a letter-number combination.With multiple appendices, use letters (A, B, C) not numbers or a letter-number combination.

41. ApprovalsOther Projects involving animals, hazardous materials, radiation or affecting general campus safety may require review of the research design by, and a letter of permission from, one of the following committees: Animal Welfare Committee, Biohazard Committee, Radiation Committee, Safety Committee Letters of permission (if applicable) must be included as an appendix. Students who believe their projects may require such review should check with their advisors and with the Office of Research Services. 330-972-7666 http://www3.uakron.edu/orssp/

42. Submitting your manuscript to the Graduate School You must submit at least one preliminary check by the posted deadline for the term you wish to graduate. You may submit as many checks as you like. You may continue to submit checks after the preliminary deadline. All preliminary checks must be a hard copy. Preliminary Dissertation Deadline Fall 2006 graduation: October 23, 2006 (5:00 pm) Spring 2007 graduation: March 19, 2007 (5:00 pm) Preliminary Thesis Deadline Fall 2006 graduation: November 10, 2006 (5:00 pm) Spring 2007 graduation: April 6, 2007 (5:00 pm) Final Thesis/Dissertation Deadline Fall 2006 graduation: November 20, 2006 (5:00 pm) Spring 2007 graduation: April 16, 2007 (5:00 pm) Both the hard copy signature page and the electronic copy manuscript are due by the final deadline. Make sure the formatting is correct before submitting your final copy. Preliminary checks are permitted on a case-by case basis the week before the final deadline. No preliminary checks are accepted after the final deadline. Preliminary checks by the posted deadline are required. If you fail to meet this deadline, you may not be permitted to graduate that term. Preliminary checks are permitted on a case-by case basis the week before the final deadline. No preliminary checks are accepted after the final deadline. Preliminary checks by the posted deadline are required. If you fail to meet this deadline, you may not be permitted to graduate that term.

43. What to SubmitThesis & Dissertation Original signature page with all signature except the Dean of the Graduate School and the date. on white paper more than one copy may be submitted A copy of the Letter of Approval from IRB, etc. as appendix if applicable Electronic submission via OhioLINK signature page will be unsigned Doctoral students must also submit completed copy of the Survey of Earned Doctorates. found online or in Graduate School Cashier�s receipt for UMI fees Contact Graduate School for account number before going to UA Cashier. We recommend that you submit preliminary checks repeatedly until you are told that no further corrections are required. We recommend that you submit preliminary checks repeatedly until you are told that no further corrections are required.

44. Electronic Submission Procedures Before you can upload your etd You must have submitted at least one preliminary check. You must convert the document(s) into one pdf file. Uploading your etd Go to http://www.ohiolink.edu/etd/submit2 Select to submit the full text Complete Item 1-3 requested by OhioLINK Complete Item 4: the full text upload. We recommend using the alternate submission method offered at this point. Preview your record to be sure it can be viewed. Click �SUBMIT MY PAPER NOW.� We recommend that you submit preliminary checks repeatedly until you are told that no further corrections are required.We recommend that you submit preliminary checks repeatedly until you are told that no further corrections are required.

45. After You Submit The Graduate School will check the formatting one last time. You will be notified (via email) If the etd has been approved. If there are corrections required. You must make all corrections. If corrections are required You will need to make the corrections to the original document. Convert the corrected document to a pdf file. Resubmit to OhioLINK OR Email the corrected pdf to jfritz@uakron.edu Graduate School can replace the original pdf with the corrected one.

46. Additional Information Binding Personal Copies The Graduate School does not accept hard copies of the final manuscript For personal copies you may directly contact the bindery used by the University www.graduatebinding.com/akron.htm You may also seek other commercial binderies or printing services. Plagiarism University Rule 3359-42-01 prohibits plagiarism. Definition & How to Avoid Plagiarism www.uakron.edu/ogc/PreventiveLaw/plagiarism.php Site also covers How to detect plagiarism Why it is wrong. What can result from it.

47. Where to Get More Information Seminars are offered every semester. Approximately 2 weeks prior to the preliminary dissertation deadline. All information can be found at the Thesis/Dissertation web page. http://www.uakron.edu/gradsch/gdlnThesDiss.php Deadlines can be found at http://www.uakron.edu/gradsch/deadline.php Required forms can be found at Advancement to candidacy http://www.uakron.edu/gradsch/forms.php Graduation Application http://www.uakron.edu/registrar/GradMastDoct.php

48. Contacts Graduate School Polsky 469 Degree Completion Jessica Fritz jfritz@uakron.edu (330) 972-5169 Formatting & Submission Colin McCormack formatcheck@uakron.edu (330) 972-6412

49. Questions