Statement
Guidelines for the Preparation of Your Thesis or Dissertation
1.1 Who Writes a Thesis or Dissertation?
Certain Master’s degree programs require a thesis, while others offer the option of a thesis or project In contrast, a dissertation is mandatory for all candidates pursuing a Ph.D program.
Hereafter, the words thesis or dissertation are referred to as “thesis” The adjectives Ph.D., doctoral, and Master’s, e.g., MS/MA/MFA, are used as needed
Your thesis must be formatted in either monograph style according to the guidelines in Chapters
When preparing your thesis, consult with your committee to determine the most suitable thesis style for your work, whether it be the 1 and 3 format or the manuscript style outlined in Chapters 1 and 4 It's important to note that any single-chapter article included in your thesis must adhere to the monograph format specified in Chapter 3, rather than the manuscript format, regardless of your discipline.
It is essential to follow the guidelines provided for thesis preparation, which cover type style, font size, line spacing, page layout, margins, pagination, neatness, and spelling For topics not addressed in this handbook, consult the approved style guides relevant to your field or journal In cases where a specific manual contradicts this Thesis Formatting Handbook, the UAA requirements will prevail, unless prior written approval for an exception is obtained from the Graduate School.
For optimal thesis formatting, refer to the latest UAA Thesis Formatting Handbook as your main resource Avoid using previous theses as a reference, as formatting standards may have evolved, and older submissions may not adhere to current requirements.
The monograph style has chapters that address specific areas of your research (e.g., Literature Review, Methods, Results, Discussion, References, etc.) and has one abstract, one introduction, and one conclusion
The manuscript is structured with individual chapters that function as self-contained documents, encompassing complete articles that have been written, submitted, or are prepared for submission to journals.
2 as a single chapter (i.e., each chapter has its own abstract, introduction, conclusion and references) This style requires a General Introduction and a General Conclusion that ties the chapters together
To include articles in your thesis, you must be the primary or sole author If you are listed as a second or contributing author, those articles can only be added as an appendix to your thesis.
All margins in the thesis must be set to 1 inch on every side, including text, figures, tables, and appendices While you may increase the margins beyond this minimum requirement, it is essential to maintain consistency throughout the document For any requests to use larger margins, please seek approval from the Graduate School.
The Title Page does not display a page number, but it is listed in the Table of Contents as page i A blank page should follow the Title Page and the Abstract, with lower-case Roman numerals assigned to all preliminary pages starting from the Abstract (page iii) Arabic numerals commence with the first page of the main text, except for theses from the Creative Writing and Literary Arts program, which utilize Roman numerals for preliminary pages and thesis pages, while Arabic numbers are used at the beginning of the creative work.
All pages of the thesis must be numbered consecutively, with page numbers centered in the footer, positioned 0.5 inches from the bottom margin This formatting applies to all pages, including those in landscape orientation, such as figures and tables The page numbers should maintain their position and orientation consistently throughout the thesis Additionally, any blank pages included in the body of the thesis must also feature a page number and will be counted in the overall page total.
1.5 Division of Text into Chapters or Major Sections
When structuring your thesis, ensure that each chapter or major section starts on a new right-sided (odd-numbered) page for double-sided printing, including all preliminary sections such as the Title Page and Abstract While sections and sub-sections within chapters do not require a new page, it is essential to insert a blank page before the start of a new chapter or major section to guarantee it begins on the right side.
Your thesis serves as a final representation of your academic capabilities, requiring accuracy in spelling and punctuation, as well as a polished presentation It is essential for your work to maintain consistency across all aspects, which encompasses various elements beyond just formatting.
• Use of the same font throughout the text
• Use of consistent fonts, styles, and capitalization on headings and subheadings throughout
• Use of consistent formats for text references and reference lists throughout (for monograph format) or within chapters (for manuscript format)
As the author and co-authors of a thesis, you bear full responsibility for the use of copyrighted materials It is essential to obtain written permission before including any copyrighted content in your thesis Copyright law applies to most published materials and online information, including illustrations and photos, regardless of explicit copyright statements A notable exception is some materials from U.S government agency websites, which may not be copyrighted; however, proper acknowledgment of the source is required For further guidance on copyright law and permissions, please refer to [Stanford's Fair Use](http://fairuse.stanford.edu).
The thesis should be consistently formatted with either one-and-one-half spacing or double spacing throughout, as per your committee's style guide If you choose one-and-one-half spacing, double spacing is only permitted on the Title Page Use a simple, non-script font for the entire thesis, including page numbers, with a consistent font size of 10, 11, or 12 Exceptions to these requirements are addressed later in the Handbook.
Preliminary pages have all lower case Roman numerals
The Title Page of the thesis is designated as page i, although it does not display a page number For reference, a sample Title Page formatted according to the requirements can be found on page iii.
When preparing the title page for your degree handbook, ensure that you include the general degree name, such as Master of Science, Master of Arts, or Doctor of Philosophy, rather than a specific emphasis Additionally, specify the date of degree conferral, using the month and year format without a comma, as UAA only awards degrees in May, August, and December It is essential to list one of these months on the title page, as no other dates will be accepted.
Thesis Submission Process
After successfully defending your thesis and preparing the final copy, it is essential to circulate the Thesis/Dissertation Approval Form for original signatures from all relevant parties Ensure that all members of the graduate advisory or thesis committee provide their signatures to complete the approval process.
Before submitting your thesis to the Graduate School, ensure that the Thesis/Dissertation Approval Form is completed and signed by both the department chair and the college dean The Graduate School will not begin reviewing your thesis until this form is on file.
During critical days following the defense and leading up to the submission date, committee members who are traveling must indicate their approval of the thesis by submitting a completed Thesis/Dissertation Approval Form with an electronic signature While this ensures compliance with submission deadlines, the Graduate School will not publish the thesis until all original signatures are present on the approval form It is important to note that one individual cannot sign on behalf of another, and no electronic signatures are permitted on the final Approval Form.
Once your thesis is finalized and approved by the college dean, you must complete the Electronic Thesis/Dissertation (ETD) Submittal Process by logging into http://www.etadmin.com/ to create an account for document upload After the Graduate School conducts a final review, you may need to make corrections before receiving final approval Once corrections are made, submit the final copy through the same website, following the provided instructions for uploading You can choose to order printed copies from ProQuest upon account setup or opt for another online printing service, while UAA Copy and Print Services only offers spiral-bound copies.
Submitting your final thesis or dissertation leads to its publication, as the University may opt to share or publish it If your work includes confidential material or a creative component, you can request an embargo for up to two years, which is renewable.
The grades given for thesis (699) credits during your program are deferred (DF) All thesis (699) credit grades (DF) will be changed to a letter grade or pass (depending upon
After the Graduate School approves your thesis, your thesis chair will submit a "Change of Grade" for each DF credit you previously received Final clearance for graduation will be granted only after the Graduate School Dean approves your thesis and all necessary paperwork is submitted.
2.3 Graduate School Thesis Submission Deadlines
Fall Graduation December 1 Spring Graduation April 10
If the deadline falls on a Saturday or Sunday, then the deadline becomes the following Monday for spring or summer semester For fall semester, the deadline becomes the prior Friday
2.4 Request for an Extension to the Thesis Submission Deadline
Your thesis committee chair must use the Thesis/Dissertation Deadline Extension
To request an extension for your thesis or dissertation, complete the Request form available on the Graduate School website under Thesis/Dissertation Forms and email it to the Graduate School, detailing your circumstances Note that requests must be submitted by a representative, as direct student requests are not accepted Extensions are granted on a first-come, first-served basis, and approval is not guaranteed for all requests.
Requests for extension must be made no later than:
• Fall semester: No extensions are granted for fall semester
To secure an extension for your thesis or dissertation, it is essential to obtain signatures from your department chair and college dean on the memo Their signatures indicate that they acknowledge your request and confirm their availability to review your work promptly, ensuring you meet the extended deadline.
Extensions for thesis or dissertation submissions are not permitted after April 21 for spring and July 21 for summer This policy ensures that the Graduate School has adequate time to review your work, allows you to make necessary corrections, and ensures that you meet the graduation deadlines set by the Office of the Registrar.
If you receive an extension and fail to meet the deadline, you must register and pay for one credit of Extended Registration or one Thesis (699) credit during the semester you submit your thesis or dissertation to the Graduate School.
You can order hardbound personal or departmental copies from ProQuest when setting up your account, while spiral bound copies are available through UAA Copy & Print Services Additionally, you have the option to select other printing and binding services Please note that the Graduate School is not responsible for reprinting due to formatting errors.
You maintain exclusive rights to reproduce, display, adapt, publish, or perform your work, as long as no other contractual agreements prevent you from doing so.
The university does not enforce a general policy limiting publication; however, specific programs or sponsoring organizations may have their own restrictions It is essential to check for any limitations set by funding sources before applying for copyright Additionally, Title 17 of the Federal copyright law offers extra protection for written materials.
To obtain copyright registration, you can either apply directly to the U.S Copyright Office or authorize ProQuest to handle the application for you, which involves an additional fee during the ETD submission process If you plan to register your copyright, ensure that the following notice appears as the last line on the Title Page before the committee listing: © 2019 George R.R Martin.
Upon your request and following the advice of your advisory committee, the Dean of the Graduate School can approve a publication delay of up to two years to safeguard intellectual or other rights To initiate this delay, you must complete the embargo request included in the ETD submission process and email the printed request accordingly.
Requirements for Thesis Monograph Format
The monograph format, often recognized as the traditional thesis style, is ideal for those preparing a unified thesis encompassing various forms of work such as research, stories, plays, and poetry, which may not fit the conventional journal format of technical disciplines While chapters or sections can be previously published or submitted for publication, the monograph format allows for the reformatting of these materials to comply with specific requirements If you plan to include chapters that are submitted, submitted for publication, or already published, and wish to retain the original manuscript format, you should skip to Chapter 4 Although there is some overlap between Chapters 3 and 4, this division helps you concentrate on the specific format requirements you have selected.
Note: If you have one journal article for your thesis, you must use the monograph format
A thesis submitted for graduate degree requirements must be the original work of the student, with any co-authorship clearly referenced Graduate research often involves collaboration, especially with the thesis committee chair, but the student must remain the primary contributor and senior author of all thesis materials If others have significantly contributed to the research or writing, this must be acknowledged in the Introduction or Acknowledgments section, detailing their roles When co-authors are involved, the term "we" should be used in the thesis, and its definition must be provided as a footnote upon first use or within the Acknowledgments.
Consult your advisor about the research approval requirements for your thesis, as it may necessitate IACUC, IRB, or IBC approvals Ensure to include proof of these approvals in your thesis or dissertation, typically by attaching a copy of the approval letter in the appendix and mentioning it in the Methods section Incorporating both elements is recommended for clarity and compliance.
12 dissertation must submit the Proposed Thesis/Project Topic, Research Compliance, and Committee
Form (RCIP) Instructions for form completion are on the Graduate School website under FORMS
A monograph style thesis must include designated sections for the Introduction and Conclusion(s), with the latter used if multiple conclusions are presented These titles are mandatory unless alternative titles are more suitable, such as in the case of an MFA thesis featuring a novel The various components of the thesis should be organized in the specified sequence outlined below, with further details on content and format for each element provided in the following pages.
Title Page Abstract Table of Contents List of Figures List of Tables List of Appendices Preface/Acknowledgments Dedication (optional)
Main body of the thesis
Introduction Figures and Tables (must be embedded in the text) Conclusions
References/Literature Cited Appendix or Appendices 3.5 Text
To ensure clarity, the text should be organized into multiple chapters and sections as needed It is essential to maintain a consistent heading format for all chapters and sections at every level, adhering to the guidelines and recommendations outlined in this chapter.
Acronyms and abbreviations should be defined upon first use, except when they are found in standard dictionaries or are widely recognized international abbreviations or symbols for units, physical constants, or mathematical operations.
The language, grammar, and punctuation used in your thesis should maintain a professional standard, positively representing you, your advisor, and the university It is essential to avoid colloquial language, with the only exception being for MFA creative works.
In a thesis, a figure refers to any graphic element, such as an illustration or photograph, that is not a table There is no distinction between color and black-and-white figures, but all must meet publishable quality standards to ensure detail reproducibility, requiring a minimum font size of 6 points after reproduction It is essential for your graduate advisory committee to review the figures for their appropriateness Additionally, exceptions to this definition may exist outside technical fields, such as the inclusion of a political cartoon in a satirical novel.
Figures and their legends must adhere to a 1-inch margin on all sides, with consistent font size, typeface, and graph dimensions throughout the thesis Legends should be positioned at the bottom of each figure, maintaining uniform alignment—either all centered or all left-justified—and labeled consistently as "Figure" or "Fig." Figures should be numbered consecutively throughout the thesis or sequentially by chapter (e.g., Figure 4.1, Figure 4.2 in Chapter 4) If figure legends exceed one line, they should be single-spaced, and if double or one-and-a-half spacing is used, it should separate the figure from its caption The full caption follows the shorter title directly and may start on a new line.
Figures should be inserted immediately after their first mention, either within the text or on a separate page, ensuring consistent formatting throughout the thesis When placing a figure on a new page, it should ideally be in portrait format; if landscape format is necessary, the top of the figure must be positioned on the left side of the page There are no strict requirements for the placement of the figure and its caption at the top margin, but consistency is key, and centering them on the page enhances visual appeal For larger figures that cannot fit on a standard page, even in landscape orientation, they should be submitted as supplemental files and referenced appropriately in the text.
A facing-page caption is utilized when the clarity of an illustration is compromised by placing the legend on the same page This caption appears on a separate, unnumbered sheet, considered an extension of the facing page To maintain continuity in page numbering, an additional blank page may be necessary The caption should be centered near the lower margin, with consistent line spacing throughout the thesis, adhering to the prescribed margins.
Multiple figures can be embedded on a single page, with each figure oriented in portrait format It is essential to maintain a minimum spacing before and after the figure and its caption that is twice the line spacing used in the text The spacing on either side of the figure should match the vertical spacing Both the embedded figure and its caption may reach the margin but must not exceed it Consistency in the formatting of embedded figures is crucial throughout the document.
Figures are typically oriented in portrait format, but when a landscape format is necessary, they should adhere to the same margin rules as portrait pages, with the top of the figure positioned to the reader's left While there is no strict requirement for figures to be placed at the top margin, consistent placement throughout the thesis is essential For optimal appearance, both the figure and its caption should be centered on the page.
Each table in a thesis should have a title positioned at the top, consistently formatted, and all tables must be left-justified and labeled as “Table.” The title, headings, and content must fit within 1-inch margins on all sides Tables are numbered consecutively throughout the thesis (e.g., Table 1, Table 2) or sequentially within each chapter (e.g., Table 4.1, Table 4.2 in Chapter 4), following a consistent numbering scheme that aligns with figures The "short-title" rule for figures also applies to tables Tables can be embedded in the text after their first mention or placed on separate pages immediately following their first reference.
Most tables are typically oriented in portrait format, but when a table is displayed in landscape format, it should adhere to the same margin rules as portrait pages The top of the table must always face the reader’s left side, ensuring consistency throughout the thesis For optimal presentation, both the table and its caption should be centered on the page.
Requirements for Thesis Manuscript Format
The manuscript format provided is intended for those wishing to include complete chapters or manuscripts ready for submission, submitted, or published in scholarly journals, encompassing various forms such as stories, plays, and poetry that do not adhere to standard technical journal formats For technical papers, this chapter outlines the formatting requirements for journal submissions, distinct from the published paper format The UAA Graduate School endorses this thesis writing method when specific guidelines are followed Notably, conference papers do not qualify as manuscripts for these requirements, although their information can be integrated into the thesis Additionally, a single-chapter article within a thesis must be formatted as a monograph (Chapter 3) rather than in manuscript format.
Thesis chapters must be printed as part of the manuscript and cannot solely consist of digital files from journals, although they can be included as supplemental files When a chapter is derived from a single journal, that journal's format applies to the entire thesis If chapters are sourced from multiple journals, each chapter adopts the respective journal's format For chapters not intended for publication, their format should align with the dominant style of the published chapters In cases where no dominant format exists, the format of the first journal chapter in the thesis will dictate the style of the other chapters For instance, if two chapters are from Journal A and one from Journal B, the remaining non-submission material should adhere to Journal A's format.
Graduate advisory committees may suggest specific manuscript formats for certain students, while others may not be required to follow the same guidelines It is essential for you and your committee to reach a decision early in your graduate program regarding the appropriate format to be utilized.
To qualify for the degree, the candidate must be the sole or first author of all manuscripts included in the thesis, indicating their primary contribution to the research and writing In cases of multiple-authored manuscripts, a clear statement outlining the candidate's contributions versus those of co-authors is required This clarification can be included in the Acknowledgments section or within the General Introduction of the thesis.
Each manuscript in the thesis must include a footnote on the first page that lists all authors in order of appearance, along with the journal name, volume, page numbers, and publication date if available This footnote will consistently be labeled as #1 for every chapter It is essential to secure permission from all co-authors to include their work in the thesis Advisory committee members indicate their consent through their signatures on the Thesis/Dissertation Submission Form, while authors not on the committee must provide a letter or email granting permission, which should be included as an appendix.
Manuscripts in which you had a secondary role should be included as an appendix in your thesis if they are directly relevant to the thesis content; otherwise, they should not be included.
Consulting with your advisor about the research approval requirements for your thesis is essential If your thesis necessitates approvals such as IACUC, IRB, or IBC, you must include proof of these approvals, typically by attaching a copy of the approval letter in the appendix and noting it in the Methods section It is recommended to do both Additionally, all students engaged in research for a thesis or dissertation must submit the Proposed Thesis/Project Topic, Research Compliance, and Committee Form (RCIP).
Instructions for form completion are on the Graduate School website under FORMS
A thesis must include general chapters for both the introduction and conclusion, typically titled "Introduction" and "Conclusion(s)," unless alternative titles are more suitable The "Literature Cited" or "References" section can be positioned immediately after the General Introduction and General Conclusion sections or preferably just after the General Conclusion section The various components of the thesis should be organized in the specified sequence, with further details on content and format provided in the subsequent pages of this chapter.
Title Page Abstract Table of Contents List of Figures
List of Tables List of Other Materials (optional) List of Appendices
Preface or Acknowledgments Dedication Page (optional)
Main Body of the Thesis
General Introduction Chapter 1 (and repeat for each additional chapter)
References/Literature Cited Appendix or Appendices Chapter 2 (repeat sequence from Chapter 1) Chapter 3 (repeat sequence from Chapter 1) General Conclusion(s)
*Tables, figures, etc for the specific chapter only
** References for the combined General Introduction and General Conclusion
# In some cases, a journal may require manuscripts to be submitted in the order of text, literature cited, tables, then figures This is allowable under the manuscript formatting
The article emphasizes the importance of organizing the text into clearly defined chapters and sections, ensuring consistency in numbering and titles throughout the thesis This uniformity is crucial for creating a coherent Table of Contents While it's acknowledged that these formatting guidelines may sometimes conflict with specific journal requirements, adherence to them remains essential for clarity and professionalism in academic writing.
22 consistency within the thesis is judged of greater importance Simple editing of the manuscript is required to make the transition where differences exist
This alternate thesis format is designed for cases where sections of the thesis are either ready for submission, have already been submitted, or have been published in a scholarly journal If reformatting these sections for inclusion in the thesis is not feasible, it is essential to adhere to specific guidelines to ensure a consistent format throughout the entire document.
1 A thesis using this format must have General Introduction and General Conclusion(s) sections and are titled as such These sections must cover information from all chapters in the thesis The included chapters, if they have been previously published, may contain some of this information The format of the General Introduction and General Conclusion(s) should be that of them most commonly used format elsewhere in the thesis (e.g., typeface, references, etc.)
Table 4.1: Determining the Most Common Journal Style for Non-Journal Chapters
General Introduction Format using Journal A Citation Style
Chapter 2 Literature Review Format using Journal A Citation Style
General Conclusions Format using Journal A Citation Style
2 The full citation for each submitted or published manuscript must be included as a footnote on the first page of each chapter (published as, in press, submitted to, or prepared for submission in) See Figure 1
3 Requirements for margins, line spacing, font size, preliminary pages, Table of Contents, List of Figures, etc., chapter headings, major and minor sections headings (at all levels), figures, tables, etc., just follow UAA requirements as listed in the Thesis Formatting Handbook Make sure that these general formatting requirements are maintained throughout the thesis, regardless of the format used for a particular publication
4 Continuous pagination is required throughout the thesis
5 Manuscripts must appear formatted as part of the thesis rather than inserted from a journal(s)
6 Each manuscript must blend with the other parts of the thesis in substance; i.e., section headings, margins, tables, etc., (see previous section), although they may be prepared in the style of the appropriate journal
Acronyms and abbreviations should be clearly defined upon their first appearance in a text, unless they are already defined in standard dictionaries or are widely recognized international abbreviations or symbols for units, physical constants, or mathematical operations.
Chapter One: Guidelines for Preparation of Your Thesis or Dissertation 1
Thesis Preparation Guidelines in Brief
• Read the Thesis Format Handbook and contact the Graduate School if you have questions
• Give yourself plenty of time for corrections, even when you think you are finished with the thesis
• Verify that everything is spelled correctly; make use of a software spell-checker
• Margins must be correct: 1" top, inner margins, bottom and outer margins
• Preliminary pages must be numbered using lower case Roman numerals (iii, v, etc.) Blank pages are not numbered but are counted (except for facing-legend pages)
• The thesis should be formatted for US letter size paper (8.5"x11") A4 size (Europe) is not acceptable Regular copy paper is acceptable and preferred
• Use scholarly, formal language; no colloquialisms (everyday language and slang)
• Title page format must be correct See the sample in the Thesis Format Handbook
• Abstract should describe briefly why the work was needed, what was done, what the results were, and your conclusions or recommendations
• There is no word-count limit for the Abstract but we highly recommend you limit it to two pages or 350 words max
• Abstract must be on page iii of the thesis and it is the first page on which page numbers are printed
5.3 Table of Contents, Tables, and Figures
In a thesis, it is essential that the page numbers and titles listed in the Table of Contents, as well as in the List of Tables and List of Figures, correspond precisely to those found within the body of the document.
For optimal SEO and clarity, it’s advisable to use a concise summary title of 8-10 words for figures, tables, or other objects This practice ensures that lengthy captions or descriptions are not included in the List of Figures, List of Tables, or similar lists, enhancing readability and organization.
• Tables and figures must be clear and readable
• Review the requirements of Chapter 1 and then either Chapter 3 or Chapter 4
• Each reference cited in the text must be listed under References, and vice versa Have you spelled names the same way and used the same dates in both places?
• All references in References must be listed consistently (See a style manual in your discipline or particular journals for guidelines as to format.)
To complete your submission to the Graduate School, ensure you provide an approved copy of your document, validated by your committee, department head, and dean, through the ETD submission website (http://www.etdadmin.com/) by the specified deadline If you plan to order printed copies from ProQuest, please note that payment is required during the submission process.
All students writing a thesis or dissertation must also submit at the same time:
• proof you completed the Graduating Student Exit Survey
Submit a 50-word version of their abstract for the commencement program
Complete the Survey of Earned Doctorates (SED)
To obtain final clearance for graduation, you must submit the corrected version of your work to the Graduate School through the ETD website after addressing all requested revisions.
ProQuest/UMI provides all binding services for UAA graduate students Any questions regarding binding or delivery of bound copies should be addressed to:
Available 8:00-19:00 E.S.T Monday through Friday (excluding U.S holidays)
For questions about payment or ordering copies:
Available 8:00-17:00 E.S.T Monday through Friday (excluding U.S holidays)
Post-Graduation Publication Embargo Extension:
Authors must contact ProQuest customer service to ask that they put on a new embargo or extend an existing one Customer service can be reached by contacting disspub@proquest.com
Customer Service will email the author to confirm that the embargo has been successfully implemented Additionally, they will remind the author to request their library to impose an embargo on the record in the institutional repository.
Consult your graduate advisor to determine the appropriate style manual for your thesis, as certain technical journals may serve as preferable style models Always refer to the latest edition of the relevant style guide Below is a list of recommended style manuals.
American Psychological Association, 2009, Publication Manual of the American Psychological
Chicago Manual of Style, 2010, The University of Chicago Press, 16th Edition, 1026 pp
Coghill, A.M., Garson, L.R., 2006, The ACS Style Guide: Effective Communication of Scientific
Information (An American Chemical Society Publication), American Chemical Society, Third Edition,
Hurth, E.J., 1994, Scientific Style and Format: The CBE Manual for Authors, Editors, and Publishers (CBE Style Manual), Cambridge University Press, Sixth Edition, 841 pp
MLA Style Manual and Guide to Scholarly Publishing, 2008, Modern Language Association of America, Third Edition, 400 pp
Formatting Your Master’s Thesis in Microsoft Word, 2013, Norwegian University of Science and