Thesis & Dissertation Office

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1 Thesis & Dissertation Office The Purdue Graduate School Updated 9/13/2017

2 The information in this slideshow is current as of the Fall 2017 semester. Some of the rules/regulations may change by the time you are ready to deposit. Please visit the Thesis/Dissertation Office website for up-todate deposit procedures.

3 Thesis & Dissertation Manager Thesis & Dissertation Assistant Thesis & Dissertation Receptionist

4 SHERRIE CLEMENS Administrative Support Specialist (317) JERRY MOONEY Academic Advisor (317)

5 SHERRIE TUCKER Assistant to the Chair (317)

6 SUMMER LAYTON Purdue Graduate Admissions and Graduate Recorder (317)

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8 IUPUI students are NOT required to take the Graduate School Exit Questionnaire it is for West Lafayette students only. If you are receiving your degree from WL, you will be required to take the survey as part of the deposit process.

9 All Ph.D. candidates are required to take the Survey of Earned Doctorates in their final semester. Indianapolis Ph.Ds: Choose IUPUI as your campus location. West Lafayette Ph.Ds: Choose Purdue University Main Campus as your campus location. Save a copy of your Certificate of Completion for your records. Complete the SED prior to your appointment time. We will not be able to issue your Thesis Deposit Receipt without the completion of this survey.

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11 Form 9 Electronic Thesis Acceptance Form [ETAF]

12 Form 9 Electronic Thesis Acceptance Form [ETAF] Certificate of Completion for Survey of Earned Doctorates (SED)

13 ETAF will become available after Form 8 has been approved. All committee members and Thesis Form Head will need to sign your ETAF before your deposit appointment time. The Processor (Summer or Ashlee) will sign your form during your deposit appointment time. You will be ed a thesis deposit receipt that is automatically sent as soon as the processor submits their decision on your form. You can find instructional materials in the Deposit Process section of the Thesis/Dissertation Office s website.

14 TO INITIATE THE THESIS ACCEPTANCE FORM: Access the mypurdue page at Log-in using your Purdue Career Account Credentials Select the Academics tab

15 Find the Graduate Student section and click the Graduate School Plan of Study link. Click on Form 9 (Thesis/Dissertation Acceptance).

16 Click Initiate Thesis/Dissertation Acceptance Form.

17 If you have submitted Form 8 more than once (for multiple graduate degrees), you will select the degree that pertains to the thesis or dissertation you are currently depositing.

18 Review your personal information, update your thesis or dissertation title if necessary, and then click Save and Submit.

19 Review your Thesis/Dissertation Committee. If the list is correct, click Save and Continue. If you need to make a change to the list, click Save without Submitting, log out of the Graduate School Database, and contact your department s Plan of Study Coordinator. Ask him/her to with your updated committee list. After you receive a confirmation that your list has been updated, login to the Graduate School Database again and complete the form.

20 Carefully read all material on the Confidentiality page, discuss your options with your major professor, make your selection(s), and then click Save and Continue.

21 Carefully read all material on the Thesis/Dissertation Agreement page, make your selection, and then click Save and Continue.

22 Carefully read all material on the Delay of Publication page, discuss your options with your major professor, make your selection(s) and click Save and Continue.

23 Carefully read all material on the Research Integrity and Copyright Disclaimer page. To proceed with this form and deposit your thesis or dissertation, you must click Yes, I certify. After you have made your selection, click Save and Continue.

24 Confirm that you have completed all sections (completed sections are marked with a check), and then click Preview Thesis/Dissertation Form.

25 Confirm that all your information and responses are correct, and then click Submit.

26 If your form has been successfully submitted, you will see your decision has been successfully submitted in red at the top of the screen. The form will now proceed to the Chair of your Thesis/Dissertation Committee (or if you requested a Confidentiality Period longer than 1 year, the form will proceed to the Office of Sponsored Programs).

27 Confidentiality and Delay of Publication may be used individually or together depending on author needs. If you opt to request both Confidentiality and Delay of Publication, the Confidentiality period will be enacted first. When it ends, the Delay of Publication period will begin. If you are considering requesting Confidentiality or Delay of Publication, please discuss your options with your major professor. If you major professor has questions about the differences between these options, please ask him/her to contact the Thesis & Dissertation Office.

28 At least one ithenticate review is required for all theses/dissertations deposited at Purdue. Your major professor will need to perform the review. S/he can obtain an ithenticate account from Dr. James Mohler, Purdue s Research Integrity Officer, by sending an to: You and your major professor can find out more about ithenticate on the Executive Vice President for Research and Partnerships Avoiding Plagiarism page.

29 If a committee member is outside of the University and does not have a career account, they may need a Proxy set up for their signature on the ETAF. You can contact your department Graduate Contact to start this process. An will need to be sent to with your committee member granting permission for the proxy to sign on their behalf.

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31 Carefully review the Deposit Checklist, found on the Thesis/Dissertation Office s Deposit Process page.

32 Ph.D. candidates choosing West Lafayette as campus location

33 Check with your IUPUI thesis format advisor for ScholarWorks submission deadlines. Once you ve been granted permission by your IUPUI contact, you will upload your thesis or dissertation to ScholarWorks. Your contact will confirm that the thesis or dissertation uploaded to ScholarWorks is approved. If the uploaded document is not approved, your contact will reject the upload and you ll receive an explaining how to resubmit. This process continues until the upload is approved. ScholarWorks will make your thesis or dissertation available after graduation. Go to the IUPUI ScholarWorks for more information: scholarworks.iupui.edu

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35 Ph.D. candidates choosing West Lafayette as campus location Visit The Graduate School s Graduation Dates & Deadlines Calendar FALL 2017 October 13, 5pm (ET): Final Deposit Deadline for Exam Only and Degree Only registrants December 8, 5pm (ET): Final Deposit Deadline for General Candidacy registrants SPRING 2017 March 2, 5pm (ET): Final Deposit Deadline for Exam Only and Degree Only registrants April 27, 5pm (ET): Final Deposit Deadline for General Candidacy registrants Your West Lafayette department may have earlier deadlines than this. You are required to meet all departmental deadlines. * Make an online appointment with Ashlee Messersmith in the West Lafayette Thesis & Dissertation Office. ETAF must be awaiting processor signature before your appointment time.

36 Ph.D. candidates choosing West Lafayette as campus location To schedule your deposit appointment, go to the Appointment Booking/Cancellation page of the Thesis/Dissertation Office webpage. If you plan to deposit near the deadline, make your appointment as early as possible. Appointment times near the deadline can fill up months in advance. Ph.D. candidates receiving their degree from IUPUI and all Master s candidates Schedule your deposit appointment with Summer Layton.

37 West Lafayette candidates use this link

38 You can schedule, reschedule, or cancel an appointment here. Online All scheduled appointments will be Online Appointments. Fill out form completely. Do not use nicknames. We suggest using your Purdue career account.

39 Times in blue are not available to schedule. Online Times in white are available to schedule. Click on the desired date and time. Appointments are scheduled in 15 minute intervals. You may only book one appointment per semester. If you need to change your appointment, you will need your unique ID and change using the Action option above Appointment type. Click Submit

40 Online This confirms your appointment. Next, check that you ve received a confirmation . It contains important instructions including your unique ID. If you don t receive it after 15 minutes, let us know. Please save a copy of your confirmation so you can easily refer back to it and check the time and date of your appointment.

41 & All Masters candidates & Ph.D. candidates choosing Indianapolis as their campus location October 11: Last day for Exam Only and Degree Only registrants to have a mandatory format review of a thesis (post-defense) by the IUPUI Graduate Office. To schedule a thesis review appointment, contact Summer Layton at October 13: Last day for Exam Only and Degree Only registrants to upload format-approved thesis document to Purdue via ProQuest. December 6: Last day for General Candidacy registrants to have a mandatory format review of a thesis (post-defense) by the IUPUI Graduate Office. To schedule a thesis review appointment, contact Summer Layton at December 8: Last day for General Candidacy registrants to upload format-approved thesis document to Purdue via ProQuest.

42 October 13: Exam Only and Degree Only registrants must submit their thesis to ProQuest at least 12 hours prior to March 3 rd. Send an to your contact at least 15 business days in advance of deposit date to schedule final thesis format checks. December 8: Engineering Ph.Ds only General candidacy registrants must submit their thesis to ProQuest at least 12 hours prior to December 8 th. Send an to your contact at least 15 business days in advance of deposit date to schedule final thesis format checks. *Visit the School of Engineering and Technology s Graduation Information page for requirements and deadlines: engr.iupui.edu/sites/graduateprograms/current-students/graduation-information.php

43 The engineering departments in West Lafayette will perform formatting checks on dissertations from IUPUI Engineering Ph.D. candidates that choose West Lafayette as their main campus. If you are an Engineering Ph.D. candidate, please go to the Thesis & Dissertation Office s Thesis Format Advisor Contact list:

44 For candidates working with Summer, Jerry, and Sherrie: You will be given 3 attempts at review if you are not approved after 3 attempts you will be sent back to your advisor/department and may not graduate.

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46 $90 for Master s candidates $125 for Ph.D. candidates The West Lafayette Bursar s Office will mail you a paper bill within 2 months after your deposit appointment. Please follow the payment instructions on the bill.

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48 You can find MS Word templates for PC & Mac in the Templates section of the Thesis/Dissertation Office webpage. Keep in mind that although these templates are created with Purdue formatting requirements in mind, you may have to manually format part of your thesis/dissertation while using these files, which can take time if you are not familiar using MS Word s advanced features. The Thesis Dissertation Office strongly recommends that you use puthesis, the LaTeX template for Purdue theses and dissertations. If you have an issue and cannot resolve it using Microsoft s help pages, send an to with WORD TEMPLATE in the subject line.

49 Refer to page 9 in your packet

50 You can find puthesis (the LaTeX documentclass) and help on Purdue s engineering webpage. LaTeX is free and is available for a wide range of operating systems. Web-based Overleaf licensures with loaded puthesis is now available. Most LaTeX theses/dissertations are approved the first or second time. LaTeX is MANDATORY for Engineering & Technology.

51 LaTeX is not error proof: Some blank pages may have to be removed (after Abstract or between appendices and between chapters). Watch for consistency with dates, degrees, names, etc. The mini-headers on each page of your Table of Contents & List of Tables/Figures may not automatically appear on all pages as required. Be sure the default paper size is Letter Setting 8 ½ x 11. If you have an issue and cannot resolve it using the extensive FAQ section on the puthesis main page, send an to with PUTHESIS in the subject line.

52 Refer to page 9 in your packet

53 Overleaf is an online collaborative scientific writing and publishing tool. It is designed to make the process of writing, editing, and producing scientific papers much quicker for both authors and publishers. Real-time online collaboration Rich Text editing Online LaTeX editing Real-time preview while editing and writing Type on the left, view on the right Ability to publish immediately to the journal of your choice

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56 The Purdue University Graduate School is offering free Pro accounts of Overleaf for all students, faculty, and staff who would like to use the editor for their projects! SIGN UP FOR YOUR FREE PRO ACCOUNT: Sign up using your Purdue affiliated address.

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58 8 ½ x 11 should be default setting. Avoid using A4 settings. You may use 11 x 17 paper settings for large tables as long as pagination placement remains the same.

59 The Thesis Dissertation Office requires a Times New Roman font. Font size should be between point. Font is acceptable for major and title headings. University format requirements emphasize consistency. Font size variations in tables, figures, captions, symbols or when using mathematical/scientific terms is generally acceptable.

60 Spacing on the title page, statement of approval page, and all front matter pages (excluding Abstract) should be spaced at 1.5 lines to avoid wasting space. Main body text spacing will be determined by style guidelines: APA Chicago MLA Council of Biology Editors Double spacing and 1.5 line spacing are considered standard. Long quotations, headings, and captions may be single spaced. Multi-lined headings, subdivision headings, figure captions, table captions, footnotes, and endnotes are normally single spaced.

61 Avoid having a single line of a paragraph appear at either the bottom or top of a page always have at least 2 lines together. Turn on your Widow Control function in Word or LaTeX. Avoid headings with no text underneath at the bottom of pages. Avoid running headers (as used in APA style).

62 All pages are numbered except cover pages. Preliminary pages: use lowercase Roman numerals: Title page is technically page number i, but the number is hidden. Starting with Chapter 1, switch to Arabic numerals The first page of Chapter 1 is page number 1 Page numbers go in the upper right corner of the page: ½ below the top edge 1 from the right edge Page numbers must be in the same font and font size as your text.

63 Refer to page 10 in your packet

64 REQUIRED No visible page number, but technically page i. Spacing already formatted on this page. Date is graduation month and year (May, August, December only) Example: December Title page includes campus location West Lafayette, Indiana; Indianapolis, Indiana; Fort Wayne, Indiana; Hammond, Indiana.

65 REQUIRED Choose thesis type in the title. First three committee member sections cannot be removed. You may add or delete the fourth and fifth committee member lines. Needs approval from Head of Departmental Graduate Program.

66 OPTIONAL Center on page. Text should be short and tasteful Non-English text is allowed (see above). No heading is used. Page number iii. Not listed in the Table of Contents. No title on this page.

67 OPTIONAL Title is centered on page and typed in ALL CAPS. 3 single-spaced blank lines between heading and first line of text. Text spacing should be 1.5 lines. Paginated in lowercase Roman Numerals. Not listed in the Table of Contents.

68 REQUIRED Title is typed in ALL CAPS. Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Do not list any titles before and including the Table of Contents in you Table of Contents. Text spacing should be 1.5 lines.

69 REQUIRED (if including tables in thesis) Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Title is typed in ALL CAPS. Text spacing should be 1.5 lines.

70 REQUIRED (if including figures in thesis) Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Text spacing should be 1.5 lines.

71 OPTIONAL Most candidates place these sections at the beginning for the reader s convenience. You may use double columns in this section to help reduce section to one page. Text spacing should be 1.5 lines.

72 REQUIRED Do not use all caps on your title or put it in quotation marks. Titles/departments of major professor(s) not required. Some departments do require additional professor information. Do not include images, tables, figures, or equations in this section.

73 REQUIRED Must be consistently organized. First chapter always starts with page number 1. Check for blank lines at the tops of pages. Text starts 3 single-space lines below chapter/major heading. Use ALL CAPS on chapter/major headings.

74 OPTIONAL Table captions go ABOVE tables. Figure captions go BELOW figures.

75 OPTIONAL If you turned your landscape page up like a portrait page, the page number should be in the same place as a portrait page number. Instructions for landscape page creation can be found in the MS Word Template Guide. You can use multiple pages for very large tables/figures or use oversized pages (11 x17 ).

76 REQUIRED If included as part of a chapter: Treat as first-order subdivision. Begin the section on the next page. If included as a section: Treat as a major division/chapter-style heading. Title typed in ALL CAPS.

77 Use a style accepted by your department and use it consistently. Avoid inconsistent spacing in and between entries. Don t let a reference entry be split between two pages if one of your entries appears on two pages: push down the entire entry so it appears all together on the second page.

78 APPENDIX A SUB-REGION TABLES OPTIONAL Type Appendix in front of each letter (i.e., Appendix A, Appendix B, Appendix C, etc.). 1 top margin. Heading in ALL CAPS. Left margin must always be 1.5 (but you can adjust right and bottom margins if necessary).

79 OPTIONAL Footnotes may be single spaced and 10 point font. You may adjust the bottom margin if it keeps a footnote all together on one page. Please avoid footnotes that continue on multiple pages.

80 OPTIONAL Major division page: 1 top margin. ALL CAPS title. Style of Vita determined by department. There are 2 style options for the Vita: Narrative C.V. Heading will always be VITA, regardless of your vita style.

81 Do not include photographs or creative formatting. Font, font size, and line spacing should match the main body of your document. DO NOT INCLUDE PRIVATE DATA (such as home address, cell number, social security number, etc.).

82 OPTIONAL Scans of original publications may be used if they are legible page numbers and left margin must match the rest of the document. (suggest inserting PDF file as an object in MS Word to prevent distortion of journal article). Want to use articles as chapters? Check with the Thesis/Dissertation Office.

83 Before you submit, go through your document using our Formatting Checklist. You can find it on the Thesis Dissertation Office s Templates page.

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