Transcript Dissertation and Thesis Format Workshop

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)
 [email protected], 951-827-3315
 http://graduate.ucr.edu
General Resources
•iLearn Course - UCR Graduate Community,
includes announcements and LaTex Discussion
Board
•GradSuccess including the Graduate Writing
Resource Center – gwrc.ucr.edu
•Dissertation Writing Support http://gwrc.ucr.edu/online-writingresources/dissertation-support/
•Dissertation Support Group @ Counseling
Center – counseling.ucr.edu, 951-827-5531 Elizabeth Mondragon
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)
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. http://graduate.ucr.edu/filingresources.html
• Portrait style page numbers on a landscape page.
• Pagination
 Using section breaks, or
 Combining pdf files (recommended) – Use Adobe Pro, Preview (Mac) or free online tools.
Youtube videos and other links available on the filing resources page.
• Templates (Word)
• Word templates and a page number/margin guide are available on the filing resources page.
• LaTex Users

Templates are available. Email [email protected] to request.
• 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.
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. 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 14/15 year was $162/qtr. You can opt to purchase the health insurance. Contact
the Health Center for information.

Student retains library privileges

Cannot work as a TA/GSR or receive fellowship

Can only use Filing Fee once
Format Review
• All students must complete a format review at
least one week prior to final filing date.
• The format review does not have to be the final
version. The final defense does not have to be
completed.
• The review will be completed within 24 hours.
• You will receive an email with formatting
changes attached. The email will also include
instructions regarding how to proceed and
where to find the additional required paperwork.
Filing Steps for Graduation
UPLOAD TO: http://www.etdadmin.com/ucr
Step 1: Format Review – Upload document as a pdf. You must complete the
entire online process. Once all the boxes on the left side of the screen are
checked, you can “submit” via the bottom link. If you are having trouble,
review the help screens on the website. The document will not be forwarded
to the publisher at this point. You will not have the opportunity to change your
publishing and bound copy choices after this initial submission.
Step 2: Complete required additional paperwork available at
http://graduate.ucr.edu/filingresources/html.
Step 3: Upload the final version of the document and SUBMIT. If you are
submitting on the final day, make sure you leave yourself enough time prior to
the 5:00pm deadline in the event you experience unexpected challenges.
Step 4: Submit the original signature page, final defense form and additional
paperwork to Graduate Academic Affairs by 5:00pm on the deadline day. The
signature page in the electronic version must be blank.
ProQuest ETD Website FAQs
http://graduate.ucr.edu/ETD.html
•ETD stands for “Electronic Theses and Dissertations”
•Publishing Options – Traditional (free) vs. Open Access ($), your choice to make
•Delayed Release – you decide the time period, if any. Requests between 3 and 5 years, put a “note
to administrator”. All requests over 2 years are reviewed on a case-by-case basis.
•IR Publishing Options – Delay here should match PQ delayed release
•University Agreement – info regarding what happens to your document after submission
•Copyright Permissions – for work included that you don’t hold copyright for
•Administrative Documents – upload the Acknowledgement of Previous Published Material, for your
previously published work.
•Additional Copyright (optional) – registering with the Library of Congress
•Ordering Bound Copies from ProQuest (optional) – you can order bound copies from anywhere.
The “free library” copy listed on this page 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, only to Graduate Academic Affairs
•After making your initial choices, you will not be able to change publishing options or copy orders.
You will be able to upload a new pdf. Changes to the other options can be made only by
withdrawing the entire submission and beginning again.
Acknowledgement of Previously Published
Materials vs. Copyright Permission
Acknowledgement of Previously Published Materials
 Articles authored by you that have been accepted for publication or previously
published at the time of filing, must submit the acknowledgement petition
 This petition is used to verify your advisor knows and agrees to what will be
included in your document.
 You are not required to submit permission from the journal to the Graduate
Division.
Copyright Permission (in ProQuest ETD site)
 Permission you have received from the copyright holder to include their work in
your document.
Visit http://graduate.ucr.edu/copyrightresources.html for additional
resources and information.
Where Does the Document Go?
•Available online and
for print at PQ
•Adheres to choices
made on ProQuest
ETD website
ProQuest
UCR Library
•Scotty Entry
•Delayed release
chosen in the IR
Publishing Options.
•UC Institutional
Repository (IR)
•Delayed release
chosen in the IR
Publishing Options.
eScholarship
Graduation Deadline Dates
• Upcoming Deadline Dates:
http://graduate.ucr.edu/deadlinedates.html
Fall 2014
Winter 2015
Spring 2015
Format Review
Deadline
12/12/2014
3/13/2015
6/5/2015
Final Deadline for
graduation
12/19/2014
3/20/2015
6/12/2015
“In Between”
Deadline to avoid
fees
9/26/2014
12/23/2014
3/24/2015
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
June 2015 commencement.ucr.edu
Summer 2014 GRADS
•
If you have not already participated in the ceremony, you can walk June 2015. Contact Kara if
you wish to participate.
Fall 2014 & Winter 2015 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 2015 GRADS
•
PhD: ‘Notice of Intent’ to complete a PhD – early April 2015
•
Master’s: Application for candidacy form – early April 2015
•
Forms will be available at http://graduate.ucr.edu/commencement.html
Summer 2015 GRADS
•
Master’s & PhD: ‘Commencement Ceremony Petition’ to walk unfinished. mid-April 2015
Thank you for coming!!
PLEASE FILL OUT THE
SURVEY!
Commencement Information
- commencement.ucr.edu
• EVERYONE who wants to walk must confirm their Intent to Participate on the
commencement website date TBD
• PhD students - the faculty member that is hooding you must also register on the
commencement website beginning date TBD.
• 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...