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OGI School of Science & Engineering Thesis Styleguide
It is the responsibility of the student to see that the thesis or dissertation is in satisfactory form. The student is responsible for correct arrangement, grammar, style, accuracy, neatness, proper form of references, tables, and other illustrative material. Care must be taken to check for and eliminate misspellings and typos. A student will not be recommended for the degree being sought unless the thesis or dissertation is satisfactory in these respects. It is strongly recommended that manuscripts be submitted for preliminary examination by an advisor or the Library regarding format, bibliographic notation, etc., in order to avoid having it disallowed on a technicality. It is also recommended that a student not follow the format of another thesis as what is acceptable may have changed. Refer to this Style Guide for guidance on format.
2 Copyright of a Thesis or Dissertation The writing of your thesis or dissertation in the Library is considered a form of publication. Copyright protection for it exists from its initial creation. Since 1989 it is not necessary for a document to be registered or to bear the copyright symbol in order to be protected. However, if you wish to acknowledge your copyright privileges place a copyright notice page after your title page. A typical notice would read: Copyright 1999, Sara Student ©1999 Jan Student There are advantages to copyright registration. The registration form is part of the Bell & Howell/UMI agreement found in their brochure, Publishing Your Dissertation, which is available from the Library. As of this writing there is a $45.00 registration fee. If you co-authored part of your dissertation with someone else, published it somewhere else, or received support from a contract, grant, foundation or the Institute, review who actually owns the copyright with your advisor. If you have previously published part(s) of your dissertation and assigned the copyright to someone else you must have written permission from the publisher to include this material and to extend reproduction and distribution rights to Bell & Howell/UMI. Check with the copyright holder if you have permission to a) use the materials in your dissertation, and b) have UMI reproduce and distribute it. If the former is denied, you cannot reproduce the article in your dissertation. If the latter is denied, you cannot include that material in your dissertation copy that goes to Bell & Howell/UMI. In lieu of it, insert a page (in the UMI copy) referencing the publication where it appeared and give the Library a copy of the (separate) article with your other thesis copies. Leave the article inserted in the other two Library copies. When UMI returns its copy to OGI it becomes the archival copy and will have the copy of the article reinserted in it. Copies of permission letters should be given to the Library along with a copy of your dissertation or master's thesis. More information concerning copyright and a sample permission letter can be found by selecting Copyright and Your Dissertation. Further questions concerning copyright and UMI may be referred to the Bell & Howell/UMI, Rights and Permission Department (800-521-0600).
3 Preparation and Format of Manuscript 3.1 Scientific and Editorial Review The scientific critique or review of a thesis is done by the student's thesis committee. While doing this the committee will also note and advise students on the layout, bibliographic completeness, and written style of the thesis. Students should ask their advisors about this before they have completed the entire document to avoid the possibility of having to redo work. The OGI Library has many books which can assist you in effective writing. Most of these are found in the T11 classification in the library book stacks. An example of this kind of work is Enjoy writing your science thesis or dissertation by Daniel Holtom (T11 .H582 1999). Careful notation and filing of every source used in the course of writing the thesis is imperative. Bibliographic management packages such as EndNoteor Reference Managercan be very helpful in saving and organizing references as they are used. The Library will provide a final editorial and bibliographic review before copies are printed. Be sure to allow adequate time for the staff to review the thesis, and for you to make any changes or corrections that are needed. Five to six working days should be allowed for the Library's review.
3.2 General Layout and Type Style Students are encouraged to use a word processor or text editor, although there is no requirement to use any specific product. A dissertation is printed single sided, with only the "right hand" pages of the bound volume containing the printing. The choice of fonts is flexible but should be easily read. Serif fonts are preferred over sans serif fonts. The type font chosen should be 11 or 12 points for text. Headings may be 14 to 16 points. Subscripts, superscripts, and footnotes are printed in a smaller font than the standard text but using the same type style. Bold-face and italicized fonts, when used for emphasis, enhance the appearance of the document, and their appropriate use is encouraged. Larger sized fonts are encouraged for the title page and in headings and subheadings as appropriate. Before preparing the final manuscript print out several sample pages for review by your thesis advisor. Keep in mind that some UMI copies are created at a 75% reduction ratio which can greatly affect readability. Symbols, formulae, etc., will usually be available on the word processor or text editor being used. If special symbols or drawings are required consult with your department advisor or department secretary. No hand drawing or hand lettering should be used. Do not use page headers or footers except for page numbers. The rules of punctuation and word division as given in a standard secretarial handbook or standard dictionary should be followed. If more than one punctuation or spelling is available, choose one and use it consistently.
3.3 Spacing The body of the thesis is 1.5 spaced. A full line is left between each heading or subheading and the text. Paragraph indentations are uniform, not less than 1/2 inch and not more than 3/4 inch. The reference list is single spaced with an additional line between each reference. This is your personal publication, so strive for a professional looking document. With this in mind, be careful in leaving excessive "white space". For example, try to avoid leaving 1/2 - 3/4 page blank within the text unless it is the last page of a chapter or a figure or table that cannot be inserted within the text. Headings and subheadings should not be at the bottom of a page without having at least 2-3 lines of text under them.
3.4 Margins The left-hand margin is 1.5 inches. The right hand margin is 1.0 inches. Right margins may be "ragged" or right justified. If right justification is used, no lines should appear in the text with excessive spacing between words. Proper hyphenation may help avoid this. The top margin is between 1 and 1.5 inches; the bottom margin is no less than 1 inch. However, the heading on the first page of each chapter should start between 2 and 3 inches from the top of the page. (See Section 4.6) Use of correct and adequate margins is important since page edges are trimmed during the binding process.
3.5 Pagination The following guidelines apply to the preliminary pages (title page, approval (signature) page, acknowledgments and dedication, table of contents, lists of tables and figures, abstract, etc.):
The following guidelines apply to the text:
The list of references used during the researching and writing of your thesis or dissertation is a very important part of your document. The quality of your thesis will be improved if you keep accurate and complete records of all references you use from the very beginning of your research. Verifying references after the fact can be very time consuming and difficult. See Section 4.8 for the various pieces of data that go into each type of reference. The list of references should be collected at the end of the thesis, or at the end of each chapter (if this format is approved by the thesis advisor). A consistent and complete style should be used throughout. Bibliographic references are considered in more detail in Section. 4.8. Footnotes do not take the place of a bibliography and should be placed at the bottom of a page.
3.7 Tables, Plates, Graphs, Illustrations Tables or other illustrative material may be single, 1.5, or double spaced. These must conform to the same margins as text, and may be inserted into a page of text. Wide tables or figures may be placed landscape style with the top heading toward the binding edge of the page. Long tables may be continued from page to page. Every effort should be made to have figures fit on one page within the usual margins. All tables, figures, or illustrations should have accompanying unique numbers and titles which are referenced in their Listing in the introductory pages. In the body of the thesis, the number and title of a table goes above the table; the number and title of a figure appears below the figure. These may be set off in boldface type. It is not acceptable for table titles or figure captions to be on separate pages from the body of the table or figure. Figure and table captions should be single spaced. Reduction can be used to improve fit on the page as long as legibility is preserved. Original photographs, if required, may be printed in half-tone or color directly onto a page (of 100% rag paper), or they may be mounted. If mounted, they should be secured by the dry mount process. Photocopies may be used provided they are of high quality and clearly reproduce the subject matter. If color illustrations are used, color copies must be placed in all of the Institute's required copies of the thesis. Please be aware that many photographs or photocopies will not reproduce well when microfilmed or photocopied.
3.8 Equations Equations should be prepared using the symbols on a word processor. Consult your department secretary if assistance is needed in finding them. 3.9 Use of Your Previously Published Materials It is permissible to include in your thesis articles or papers that you wrote for publication elsewhere with the following provisos:
A thesis or dissertation should typically include the following parts in this order:
4.1 Title Page 4.1.1 Choice of Title Your work may be used by many other people so the title chosen for the dissertation should be meaningful and descriptive. It is preferable to use words rather than formulas or symbols or Greek letters. These do not appear on many keyboards and as a result would make it difficult for online retrieval of your thesis from a database. Symbols and formulae may be used throughout the rest of the document. Acronyms (e.g., CRT, MOS) will retrieve successfully and need not be spelled out unless the author so desires.
4.1.2 Title page layout (Sample page) The author's name should be given in full (no initials). Previously granted degrees may be listed under the author's name. The submission statement should read: A thesis (dissertation) presented to the faculty of the OGI School of Science & Engineering in partial fulfillment of the requirements for the degree (Name of Degree) in (Name of department or discipline) The last item on the page is the month and year in which the degree is being granted by the Educational Policy Committee. This should be determined in consultation with your faculty advisor.
4.2 Approval Page (Sample page) The approval page is a separate sheet immediately following the title page. The thesis advisor should be identified at the head of the list of approving faculty members. The position of each member should be indicated beneath their name. For example: Dr. Ninian J. Blackburn, Thesis Advisor
Dr. Shahriar Ahmed
Dr. Paul Quay 4.3 Acknowledgment and/or Dedication If dedications and or acknowledgments are included and are only a few words they should be centered on a separate page immediately following the approval page. Longer acknowledgments should use the standard margins.
4.4 Table of Contents, List of Tables, List of Figures The Table of Contents lists all parts of the thesis except the title page, copyright page, and approval page. It should include chapter numbers and titles as well as major subheadings. Empty space after a subheading should be filled with periods over to the page number. The heading Table of Contents is centered, and margins correspond to those of the main text. (See Section 3.4.) (Sample page) A List of Tables and List of Figures present in the thesis or dissertation should follow the Table of Contents, each on a separate page. Each table or figure should have a unique number assigned to it. (Sample page) For both doctoral dissertations and master's theses an abstract must be prepared consisting of a brief statement of the problem, a short description of the methods used in gathering the data, and a summary of the results. It is written in the third person. Due to specifications set by Bell & Howell/University Microfilms, Inc. (UMI) the abstract for a doctoral dissertation should not be more than 350 words in length. There is no such limitation for master's theses since they are not submitted to UMI. The heading ABSTRACT appears centered in the form of a chapter heading. The title of the dissertation or thesis should be centered below this with the author's full name centered below it. Previously granted degrees may be listed after the author's name. The degree being granted now and the school name are centered below the author's name. The Supervising Professor's name is centered below the school name. Example:
(Text of abstract)
Each of the major divisions of the thesis, such as the introduction or chapters, begins on a new page. This page carries the heading or chapter number in the center typed in capitals or boldface and placed not less than two nor more than three inches from the top of the page. Titles of chapters are capitalized or bolded and centered below the chapter number. A larger type size may be used for chapter headings and numbers if desired. The text begins three spaces below the last line of the chapter title. Chapters may be divided by use of subheadings if desired. (See Section 3). 4.7 Tables and Figures (Sample page) Please refer to Section 3.7 for formatting and style of tables, figures, and other illustrations. References form an important part of your thesis. They acknowledge the contributions of other authors; they assess and verify assertions made in the text of the thesis; they allow readers to seek more information than provided in the thesis itself. They also verify your intellectual honesty, show that your work is current and complete, and allow someone else to replicate your work. Your list of references must include all references you note in the text and all other references that were of use to you in your work. Do not include material you have not reviewed yourself or include references just to "pad" your list. Two good general style guides are: University of Chicago Press. The Chicago manual of style: for authors, editors, and copywriters. 14th ed. Chicago, University of Chicago Press, 1993. OGI call no.: REF Z253 .U69 1993 The bibliographic style chosen should strive for completeness. Ideally the following information should be included: Journal articles:
Books:
Conference papers:
Electronic references: Use of information from electronic or online sources is a recent addition to the research of a thesis or dissertation. Electronic references may include WWW sites, FTP sites, gopher sites, telnet sites, online journals, listservs, newsletters, databases, or e-mail. There are a number of guides to these types of materials. Some are listed below. When referencing these sources extreme care must be taken in the use of capitalization and punctuation. Try to provide as complete a reference as possible to avoid confusion on the part of the reader. Cite both the date the work was 'published' or revised as well as the most recent date you found it electronically. The first date tells how current the document itself is. The second date is important due to the somewhat transitory nature of electronic documents and gives some indication as to whether or not the material may still be available and at the address you have listed. Examples:
Electronic style guides:
4.9 Appendices Appendices, if included, should follow the margin requirements of the main body of the thesis. Pagination should continue that of the text and the list of references. Appendix material may be single spaced. 4.10 Biographical sketch A brief vita should be included with the following information presented in essay form:
5.1 Number of Copies Required and Costs All degree candidates are required to turn in the following copies of their thesis or dissertation: See the OGI Thesis/Dissertation Submission form for current binding and Bell & Howell/UMI charges or check with the Library. 5.2 Paper The Library copy must be on twenty or twenty-four pound white bond paper of 100% cotton content. The standard paper used in photocopiers has little or no cotton content and is not acceptable. Check beforehand if you are using a commercial copy shop for reproduction. Not all shops carry cotton paper. (Local sources for cotton paper) 5.3 Notification of Department of Graduate Education When the final paper copy (with signature pages) and the PDF copy have been submitted to the Library, the Library notifies the Department of Graduate Education's director that an acceptable thesis has been submitted.
Before submitting copies for binding review each copy to verify that all pages are in the proper sequence and direction. They will be bound in whatever sequence and condition they are submitted to the Library. A completed OGI Thesis/Dissertation Submission form must accompany copies left at the Library. Please provide a contact person if you will no longer be on campus. The OGI Library will order binding for both the school's copies and any personal copies. Binding orders are processed when an adequate number of copies have been accumulated, usually twice per year. See Section 5.1 for the number of required copies. All binding orders must be prepaid by check or cash.. There is no cost to the student for the two copies bound for the Library's collection. Students may have to pay for their advisor's copy. Any additional personal copies are bound at the student's expense. Copies that need to be shipped to the student after their return from the bindery are sent by UPS at a cost of $8/volume to the student. The Library assumes no responsibility for theses once they are shipped. If a thesis is to be shipped to another country there may be considerably more shipping costs. The library will only ship theses using a method (such as UPS) that provides for tracing shipments in the event of delay or misplacement.
5.6 Microfilming The OGI School of Science and Engineering subscribes to the services of Proquest/University Microfilms, Inc. which enable Master's or PhD. candidates to have their dissertations indexed in Dissertation Abstracts and microfilmed and digitized. UMI sells microfilmed, bound, unbound, and digital copies of all dissertations sent to them. The cost of submitting a dissertation to UMI is borne by the student. At this writing the cost is $55.00. The UMI agreement is available from the Library and should be turned in with the Thesis/Dissertation Submission form. Submission of a thesis or dissertation to UMI is at the discretion of the student.
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