Thesis/Dissertation Guidelines. A Manual for Graduate Students Preparing a Thesis or Dissertation

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1 Thesis/Dissertation Guidelines A Manual for Graduate Students Preparing a Thesis or Dissertation

2 INTRODUCTION... 1 INSTRUCTION... 2 Faculty and Student Procedure... 2 Forms and Procedures for Degree Completion Checklist... 4 Thesis Guidelines Checklist... 6 Signature Page for Faculty and Student... 9 Thesis/Dissertation Intake Form Typing and Computer Services Writing Center MANUSCRIPT REQUIREMENTS Font Types Font Size Font Styles Margins Justification Line Spacing Line Spacing for Equations Indenting Pagination Preliminary Pages Text and Back Matter Text Pages--Tables Table Titles (Captions) Landscape Tables Horizontal Lines Notes to Tables Data Alignment in Columns Placement of Tables Table Numbering Text Pages--Figures Figures Facing Pages Landscape Figures Use of Color in Figures Previously Published Figures Photographs Figure Placement Oversized Figures and Plates Submitting Data on a CD DOCUMENT STRUCTURE Preliminary Pages Title Page Approval Page (Signature Page) Designations for Committee Members Who Do Not Have a Doctorate Dedication Page Acknowledgment Page or Preface Vita Abstract Table of Contents ii

3 List of Tables (Figures) Appendix Tables/Appendix Figures List of Plates Back Matter Half Title Pages Appendix Bibliography; References; Literature Cited; References Cited STYLE GUIDES General Style Guides Journal Format Style Journal Articles as Part of the Thesis Creative Works in English and Spanish Programs Contents Pagination and Margins Bibliography; Works Cited LaTeX Style Documentation Styles Numbered Reference Lists Author-Year Footnotes COPYRIGHTED MATERIALS Plagiarism Using or Reproducing Copyrighted Materials Fair Use of Copyrighted Material Requesting Permission to Reproduce Previously Copyrighted Materials Permission Letters Reproducing Standardized Tests Reproducing Unpublished Tests COMPLETING THE THESIS/DISSERTATION Printers Paper for Original Paper for the Copies Duplicating the Copies Signatures and Forms Required Binding and Microfilming Fees Paid at Cashier s Office Personal Bound Copies Branson Library Information Service Desk Library Business Hours Duties of Library Information Service Desk Distribution of Required Bound Copies Copyrighting Your Thesis Corrections of Theses/Dissertations Not Allowed After Grad Dean s Approval.. 43 MANUSCRIPT GENERAL ERRORS General Errors Numerals versus Words Punctuation Latin Abbreviations Statistical Symbols Font Errors ii

4 Page Layout Errors Documentation Errors Ellipses Quotation Marks Quotation Marks with Citations Quotation Marks or Italics for Emphasis Capitalization It's or Its APPENDIX A: Frequently Asked Questions for Thesis Review APPENDIX B: Sample Pages ii

5 INTRODUCTION The Graduate School at New Mexico State University requires a dissertation for the Ph.D. and Ed.D. degrees and a thesis for many master's degrees. The thesis and dissertation become permanent records of scholarly research once they are completed. A non-circulating archival copy of all NMSU theses and dissertations is housed in the Archives and Special Collections Department of Branson Library. A circulating copy of the work is shelved in either Branson or Zuhl Library, depending upon the subject classification. All manuscripts completed in partial fulfillment of the doctoral or master's degree become part of the library collection and are available to the general public; dissertations are also available through ProQuest. For programs requiring a thesis or dissertation, the student is responsible for submitting a completed copy of their thesis or dissertation to the Library for Binding. Once the document has been approved by the thesis or dissertation committee and the Graduate Dean, the thesis or dissertation is considered a final document. No changes to the document can be made by the author after approval by the committee and Graduate Dean. The Graduate School at NMSU has established these Guidelines to maintain consistency of format. This handbook sets forth the thesis and dissertation (hereafter referred to as thesis") requirements established by the Graduate School of New Mexico State University. Responsibility for the writing and editing of the thesis or dissertation is the student's. Matters of content and length are decided by the student, the committee chair, and the committee. The thesis is a scholarly work, which calls for clear and concise writing. Correct grammar, punctuation, and spelling must always be used. Similarly, standard typing practices must be followed in preparing the final typescript of the work. All references and documentation must be complete. The Graduate School reserves the right to refuse any thesis or dissertation that does not conform to the aforementioned fundamentals and these Guidelines. Individual departments may have additional requirements or may specify requirements in greater detail. Every graduate student is responsible for learning about special departmental/school requirements that may exist. The Graduate School reviews each submission to ensure these Guidelines are followed. For questions regarding thesis review, please contact Milen Bartnick at (575) or For deadlines, please see 1

6 INSTRUCTION Faculty and Student Procedure Faculty plays an active role in ensuring that graduate students implement the thesis guidelines. To ensure students graduate in a timely manner, the faculty chair of the committee should use these Guidelines to review the work of the student. Faculty members of relevant thesis and dissertation committees have the responsibility for content, readability of text, citation completeness, and compliance with the citation style that is agreed upon within the committee and relevant University academic department. The responsibility is the committee members for the thesis or dissertation submitted as a final product in regards to intellectual material, citations, acceptable grammar, and completeness. Students are advised that it is the student s responsibility that the final document that is submitted meets the Thesis/Dissertation Guidelines. The Graduate School holds responsibility for seeing that final theses and dissertations meet formatting guidelines for completed final documents. These formatting guidelines include, but are not limited to, margins, line spacing, placement of figures and tables, pagination and page count, font size, and front end material (table of contents, figures, tables, etc). These updated guidelines are also posted to the Graduate School s website at When a student is ready to submit a hardcopy thesis or dissertation to the Graduate School, they will need to complete and submit: 1. The intake form completed by the student. (See page 10). 2. The first checklist, Forms and Procedures for Degree Completion Checklist completed by the student. (See pages 4 and 5). 3. The Thesis Guidelines Checklist Completed by the student working with the faculty chair. (See pages 6, 7, and 8). 4. The Signature Page for Faculty and Student (See page 9). 5. A copy of the thesis/dissertation to be reviewed. 6. Doctoral students must complete the SED and submit with the paper for review. Students will not be allowed to leave a copy of the thesis or dissertation with the Graduate School until forms are completed. Additional guidance and instructions for completing the forms process: 1. In order for the faculty chair and student to complete the Thesis Guidelines Checklist, the student is instructed to work with the chair of their thesis/dissertation committee to insure that the final document is complete regarding intellectual content, adequateness of citations, and overall completeness. 2. Once the student and committee chair complete and review the checklists, they need to sign the Signature Page for Faculty and Student. (See page 9). Students are advised 2

7 that it is the student s responsibility that the final document submitted meets the Thesis/Dissertation Guidelines. 3. The student then submits the thesis/dissertation to the Graduate School with the intake form, both checklists and the signature page for faculty and student. If the paper is a dissertation, the student will also submit the Survey of Earned Doctorates. 4. The Graduate School will then check to ensure that the guidelines presented at the Graduate School website were used by the student. After the Graduate School checks the thesis or dissertation for format, an approval or request for corrections is sent. The paper copy may then be picked up from the Graduate School by you or your representative. A printed copy of the list of corrections will be included with this draft. A thesis may need revising, so allow time in your schedule to make corrections and for the Graduate School to check them. All corrections on the list of corrections must be made. The Graduate School requires the paper to be returned for a correction check if it contains format errors. Papers submitted for rechecking will be reviewed in the order they are received. Prepare the thesis in accordance with the instructions in these Guidelines and any departmental requirements. Use Turabian's A Manual for Writers of Research Papers, Theses, and Dissertations, 8th ed. as a supplement. The most current edition of any style guide must always be used. The Graduate School encourages faculty to work with their students and help them develop strong writing skills. As faculty read the initial drafts, they are encouraged to use a red pen to correct grammar and spelling errors. If the student is struggling with their writing, encourage them to take advantage of the Writing Center in Room 102 of Clara Belle Williams Hall. Editing of the thesis/dissertation is the responsibility of the student. In cases where the student has writing problems, the faculty may suggest that the student hire someone to professionally edit the thesis/dissertation. The Graduate School does not have a list of thesis editors, but the Writing Center may keep a current list. 3

8 Forms and Procedures for Degree Completion Checklist You must have completed the following forms and you must have filed them in the appropriate offices in order to satisfy final requirements for graduation. Graduate Student Services will examine and process your paperwork for the final degree check and the orals final defense. You may find this link helpful: Enrollment in 1 hour (thesis) or 3 hours (dissertation). Ensure you have paid your tuition to NMSU at the Business Office before the deadline (refer to the current Schedule of Classes for payment deadlines). Application for Admission to Candidacy (Program of Study for Ph.D.). File at Graduate School after you complete 12 graduate credits. Application for Degree (Diploma) ($35 filing fee). Apply online before the deadline at If you are a doctoral student, and want to partake in commencement, you must submit your dissertation title to the Graduate School for inclusion in the Commencement Program by the deadline. You can submit your title by completing the form at Final Examination (Exam Form for orals or final defense). File the completed form at Graduate School 10 working days before the date of your orals/final defense. Binding Fees are required for binding and microfilming. Pay the required fees at the Business Office. You can call (575) to charge to your credit card or you may pay the fees in person at the Business Office. You will be given a transaction number. Write it down accurately. You can pay the binding fees after your paper is approved for format if you wish. After your paper is approved for format from the Graduate School, you will need to complete the binding form at You will need the transaction number from the cashiers office. Upon the successful completion of the binding form, the Information Service Desk in Branson Library will receive an notification that the fee has been paid. Print a copy of the submitted form for your records. You should also print a copy for the library and take the copy with your papers when you are having them bound. 4

9 Survey of Earned Doctorates (doctoral students only). You need to submit the SED when you submit your dissertation to be approved for format. You will find the link to the SED at: Doctoral Dissertation Agreement UMI/ProQuest Form (doctoral students only). This form is now online and can be completed by utilizing the link provided on the thesis and dissertation web page: Doctoral students will no longer have to pay the $65 traditional publication fee to UMI/ProQuest for traditional publishing. If you choose open access publishing, there will be a fee you will pay to UMI/ProQuest via their website. If you wish to copyright your dissertation, ProQuest will file for you provided you pay an additional fee on their website. ProQuest also offers a service to provide personal bound copies for personal copies, but you do not have to buy your personal copies from ProQuest. There are other options available. In addition to the required number of copies, students may elect to retain bound copies of their thesis/dissertation for personal use. This is optional. If you would like personal copies through Book Binders of New Mexico, you will need to use the form below or on the thesis and dissertations webpage. You will make a separate payment for the personal bound copies when you take your papers to the library for binding. Payment must be made with a money order or cashier's check. The amount changes depending on your needs for personal binding, and the form auto calculates taxes and the amount when the form is completed on a computer. Supply payment for personal copies to Branson Library when you submit your required copies and personal copies for binding. The form for binding personal copies can be obtained at Branson Library or at the library website at: All personal copies will be shipped from the bindery to the U.S. address that is indicated on the form. You may deposit the required copies and personal copies in Branson Library at the same time; however, keep the personal copies separate from the required copies (put them in a separate box or an envelope). 5

10 Thesis Guidelines Checklist This checklist details the specific formatting, citation, and printing requirements that must be met in order for final theses and dissertations to be accepted by the Graduate School. As stated earlier, it is the student s responsibility that the final document submitted meets the Thesis/Dissertation Guidelines. The staff of the Graduate School will only be reviewing the documents to check for compliance, and staff will not perform copyediting of content. I have read the Thesis/Dissertation Guidelines at The style used in the thesis has been agreed on by all members of the committee. The style employed is. All committee changes have been incorporated into the draft before submission to the Graduate School for format review. The print is black laser print or comparable; dot matrix is not acceptable for any portion of the thesis/dissertation. The thesis is printed on only one side of the page and is not bound. The font size is a minimum of 12-point. All page numbers are in the same font size and style used for the body of the thesis. Left margin (binding side) is 1.50"; top and right margins are 1.25". All numbered pages have page numbers on the bottom center of the page, 1.0 from the bottom edge of the paper. The page numbers do not have dashes, hyphens or any other embellishment around them. All page numbers are in the same font style and size as the body of the paper. At least.25 of spacing is between the last line of text on a page and the top of the page number. Page numbers do not overlap text, figures, or tables. All landscape pages contain correct page numbers and page numbers appear in portrait position. All required preliminary pages are included and follow the format of the example pages in the Guidelines. All preliminary page numbers are lowercase roman numerals and are in the same font size and style as the body of the paper. Signature and date lines (for page ii) must be solid lines, not dotted or dashed or shaded and must end at the right margin. All subheads are included in the table of contents. 6

11 If subheads are used, there are at least two subheads at any given level. All text lines (except block quotations and poetry) are double spaced (6 lines per vertical inch for single spacing; 3 blank lines and 3 lines of text for double spacing). The text of the body of the paper begins with an arabic number 1. All chapters and chapter equivalents begin on a new page; subheads do not begin on a new page unless they would be the last line on the page (if this occurs then place that subheading on the next page). Tables and figures that are not my original work have a source note and those sources are included in the References Cited/Bibliography. All tables, figures, and appendices are mentioned in the text before they appear and are mentioned in numerical (or alphabetical for appendices) order. The captions for all tables and figures are listed in a list of tables and a list of figures that follow the table of contents page(s). The lists are included in the table of contents as the first entries. Figures and tables should also be numbered. In the case of a writing style that employs a decimal system of naming tables or figures, tables are numbered by the chapter where they are placed. For example, the first table in chapter 2 would be 2.1. The first figure in chapter 3 would be numbered 3.1. Type size of tables must be large enough to be read when scanned. All illustrative material conforms to the requirements stated in the Guidelines. All citations in the text and, if applicable, in tables/figures have a corresponding entry in the Literature Cited/Bibliography. Every direct quotation has a citation that includes the page number from the original source, or in the case of secondary citations, the source you actually read. All reference entries are single spaced with a double space (press enter" twice with your line swing set on single spacing) between each entry. All Literature Cited (or References or what you choose to use) entries are complete and in the proper format. After your paper is approved for format at the Graduate School, the signatures of your advisor on all 3 (4 for molecular biology majors) approval pages (page ii) should be original. Your department head can sign your final binding copies for your advisor if your advisor is not available. The final 3 (4 for molecular biology majors) binding copies will have the front and back fly leafs (blank sheets of paper) as well as all preliminary pages, text pages, and back matter duplicated on 25, 50, or 100% cotton white bond paper (20 or 24-pound weight) with a watermark. 7

12 Written permission has been granted for inclusion of any material that is not my own (maps, pictures, tests, questionnaires, etc.) and is noted in the acknowledgments. For master's theses, submit the permission letters with the required copies. Faculty must review theses and dissertations to ensure that they do not violate copyright protection laws. Please visit for information on copyright and to ask a NMSU librarian a question about copyright. Stanford has a great website that explains copyright and fair use at I have printed and completed the Thesis/Dissertation Intake Form, both checklists, and the signature page for faculty and student. If I am a doctoral student, I have completed the SED and will present these items to the Graduate School front desk when I submit my thesis/dissertation for review. 8

13 Signature Page for Faculty and Student As chair of the committee, I have reviewed both the Forms and Procedures for Degree Completion Checklist and the Thesis Guidelines Checklist with my student. By signing below, I am certifying the thesis or dissertation submitted is a final product regarding intellectual content, acceptable grammar, citations, and completeness. Print Faculty Name Faculty Signature Department Date Departmental MSC Phone Number NMSU As a graduate student, I have reviewed and used the Forms and Procedures for Degree Completion Checklist and the Thesis Guidelines Checklist to insure completion of the thesis or dissertation. I have completed the suggested revisions of my faculty committee in the text of my document, and my paper follows formatting requirements listed in the NMSU Thesis/Dissertation Guidelines. Print Student Name Student Signature Department Date NMSU Phone Number Please Select: Doctoral Dissertation Master s Thesis 9

14 THESIS/DISSERTATION INTAKE FORM Please complete this form and print it. Present this completed intake form with the Forms and Procedures for Degree Completion Checklist, the Thesis Guidelines Checklist, and the Signature Page for Faculty and Student with a copy of your thesis/dissertation that will be reviewed. Submit these materials to the front desk at the Graduate School. Please submit an intake form each time you submit your thesis/dissertation for editing. Doctoral students will also need to submit a copy of the SED completion certificate when submitting. Check one: Thesis Dissertation Your name as it appears on the thesis/dissertation. Please include the hyphen if you use one in your last name. Last name First name Middle Initial Banner ID Number Home phone number including area code Work phone number including area code NMSU address (if this includes _ please write below the line not as a hyphen ) Semester you plan to graduate: Fall Spring Summer Session Date of orals/final defense: Attending commencement: Yes No The Graduate School assumes that you have followed the NMSU Guidelines for format and use of a writing style. What style manual or journal format did you use for your references and other technical aspects of your paper? If you did not do the format editing and word processing yourself, please provide the name and phone number or address of the person who did. 10

15 NMSU WRITING SERVICES Typing and Computer Services No exceptions to deadlines or format requirements can be made for problems arising from computer malfunctions or the student's lack of computer proficiency. Information & Communication Technologies (ICT) maintains several general use computer labs that you may use. Please consult the ICT web page for up-to-date information. For more information about computing services, contact Information and Communication Technologies (ICT) at or or you may visit the Computer Center on Stewart Street (between Sweet Avenue and Williams Avenue). Writing Center If students can benefit from additional one-on-one writing consultations, they are encouraged to take advantage of the NMSU Writing Center, located in Room 102 of Clara Belle Williams Hall. Call (575) or see for hours. The Center is free to students and provides a peer environment for students to work on their writing. The Center does not offer editing services or grammar instruction. Instead, the Center offers an opportunity for students to discuss and to work on their writing with a peer who is also a trained writing consultant. All consultants are graduate students in the English Department and instructors of undergraduate writing courses. While issues regarding proofreading and editing may come up within the session, they are not the sole focus. Graduate students can make the best use of the Center services by scheduling regular, weekly appointments and by bringing a reasonable amount of writing to cover within a 50-minute appointment. Please come early in your writing process rather than waiting until the last minute. 11

16 MANUSCRIPT REQUIREMENTS Font Types Fonts are basically two types--proportional and fixed (typewriter style). Proportional fonts have a different space value for each character (that is why text cannot be aligned by using the space bar). Approximately two-thirds more text will fit on a page with a proportional font than with a fixed font. Most of the fonts in use today are proportional (Arial and Times New Roman are two examples). If you are using a proportional font for your thesis, you must use at least a 12-point font. Fixed fonts or typewriter style fonts have the same space value for every character. An example of this is Courier. If you use a fixed font, the smallest size you can use for your text is 10 (10 characters per inch). Use a ruler to count the characters and spaces to make sure you really have 10 characters per inch. Font Size Text must be a minimum of 12 point for proportional fonts. Proportional fonts 10 point or smaller are not acceptable for the body of the thesis except as noted below. Typewriter fonts (Courier, for example) must be at least 10 point (10 characters per inch). A smaller size proportional font such as 8-, 9- or 10 point (depending on the style of your primary text font) may be used for some tables and appendix materials when necessary to fit the material within the margins. If Courier is the main text font, then you may use 8 for tables and appendix materials. The guide is readability--all material must be easy to read in the smallest font. Font Styles Any standard office font style is acceptable. This automatically excludes ornate fonts for the text such as script, italic, fonts which have all bold characters, characters of different sizes, characters which slant, and so on. Italic fonts may be used when appropriate anywhere in the thesis or dissertation (book or journal titles, genus species names, statistical symbols, and so on). Some fonts are small by design and they may be used but a 13-point size must be used as the main font in the text. Be sure that the font size and style used for the text matches the page number font. When you change one you must also change the other. 12

17 Margins All pages, including figures, tables, and appendix material must conform to the margin requirements. If wide tables or figures require the page to be in the landscape position, the tops of the figures/tables must be at the binding edge (the side with the 1.50" margin). The page number will remain in the portrait position. 1.50" left margin (binding margin) 1.25" top and right 1.0" from the bottom edge of the page for the page number. In Word, try setting the bottom margin to 1.5" if your page number is sitting at.75" instead of 1.0". If you do not set a footer, your bottom margin may not be 1.0". Setting the bottom margin as described here should automatically result in the distance between the last line of text and the page number being 0.25". See "standard typing rules" for exception to the.25" margin (this distance may be larger in some instances, but never smaller). Justification A ragged right margin is preferable to a justified right margin. Right justification may be used only if this can be achieved without leaving large gaps of white space, or rivers," on the page or visible extra spaces between the words. When using right justification, be sure that punctuation marks remain after the character. Punctuation cannot wrap to the next line. For example, a period or comma must remain after the last character of the word and not as the first character on the next line. Line Spacing Single spacing means press enter once with the spacing set on single; double spacing means press enter once with the spacing set on double. Use 6 lines per vertical inch. Word processors like Word and WordPerfect are automatically set to this requirement. If your word processing program requires you to set the leading, make sure that you set it to an equivalent value of 6 lines per inch. In double spaced text, this is 3 lines of text and 3 blank lines. In single spaced text, this will be 6 lines of type. Text with fewer than or more than 6 lines per inch will be rejected. Double space the text except as noted below. Single space: Block quotations; table/figure captions; table/figure notes but double space between notes; entries in the reference list but double space between entries; headings that are typed on more than one line; all listings in the contents, list of tables, and list of figures that require more than one line, but double space between 13

18 subheadings and each table/figure caption; itemized lists may be single spaced but double space between items. Single or double space appendix material and tables. Let readability of these items be your guide in whether to single space or double space. You may choose to single space some appendix material or a table and double space others. Line Spacing for Equations Equations should always be typed so that there is ample space between the lines of the equation. Also allow for additional space above and below the equation to separate it from the text or another equation. Displayed equations should be just that--adequately separated from the text so that they are well spaced on the page. Indenting Paragraphs. Indent the first line of all paragraphs.50" or use the first default tab in Word. Begin second and subsequent lines of the paragraph at the left margin (1.50"). Block quotes. Quotations longer than 4 lines must be formatted as block quotes. Indent all lines of block quotes.50" from the left margin and type the entire quotation on the indented margin. Do not indent the right margin for block quotes. Single space all lines. If the quotation is more than one paragraph, indent the first line of this second paragraph (and any subsequent paragraphs) an additional.50" from the new margin. Block quotes may be material you quote from interviews, focus groups, or material from open-ended questions from your data collection instrument as well as from published or unpublished sources. Pagination Assign a number to every page of the thesis or dissertation except the flyleaves which are inserted into the copies before duplicating. A distinction should be made between counting and numbering the pages. Counting means counting the page in the pagination sequence but not necessarily placing a page number on that page. Numbering means that the page is counted in the pagination sequence and does have a page number printed on it. Preliminary Pages Use lower case roman numerals (ii, iii, iv, and so on). Center all page numbers 1.0" from the bottom edge of the page. The approval signature page is the first page to receive a number (ii). Do not embellish any page number with hyphens or any other character. 14

19 Text and Back Matter Print the page number on all pages except facing pages and half title pages. These pages are counted in the numbering sequence but never have the number printed on them. Center all page numbers 1.0" from the bottom edge of the page. Do not embellish these page numbers. Begin with page 1 immediately after the last preliminary page and continue in numerical order to the end of the document. Use Arabic numerals for all text page numbers, meaning use arabic numerals for everything after the last page of the contents. Text Pages--Tables The data collected during research projects is typically presented in tabular form. Table format is standard across disciplines. The following section summarizes some of those standards. For additional detailed information, please consult Turabian A Manual for Writers of Research Papers, Theses, and Dissertations, 8th ed. or the APA Manual. In addition, many professional associations also include information on how to design tables in their instructions to authors. Table Titles (Captions) All tables must have a table heading (Table 1, for example) and a caption (title) above the table. The table heading and caption style may follow a major journal in the discipline or the instructions for authors for a given journal of the discipline; students using the APA Manual will use their caption style; all other papers should follow Turabian. Do not extend the caption beyond the table margins. Instead, break the caption into two or more lines using the style of your journal or style manual (block, modified block, centered, and so on). Single space between lines of captions that are longer than one line. Table captions must be listed in the list of tables. Do not include in the list of tables any explanatory information that may follow the caption (nothing past the first period). The caption wording, capitalization, and punctuation must be exactly the same on the table as it is in the list of tables. Decimal numbering of tables is not an option in APA or Turabian style. Each table must have a unique caption, that is, the same caption cannot be used for more than one table. Tables may not be labeled as 1a or 1b and so forth. 15

20 Landscape Tables A table may be prepared in the landscape (broadside) position if it will not fit in the portrait (normal) position. Rotate the table so that the table heading and caption are parallel to the binding margin (1.50"). Remember that the page numbers still must be in the portrait position (1" from the bottom edge of the 8.5" side of the page; this will be the left margin of the table when holding it in the reading position for a landscape page). Horizontal Lines Some horizontal lines are required in tables. Vertical lines are not required. Overuse of vertical lines can detract from the readability of a table. Use vertical lines with caution. Horizontal lines are required above and below the column headings, below column spanners, and below the last line of data on the last page of the table to denote completion of the table. Horizontal lines must be solid lines (not a row of hyphens or dots, for example) that extend from the left margin to the right margin of the table. Be sure that there is a blank line separating the horizontal line from the text above and below. Otherwise, the horizontal line becomes an underline. Horizontal lines must be the same weight throughout the table. Do not use thick lines and thin lines--just one thickness for all. Use a solid line with no shading, dashes, dots or other embellishment. Use the word processor's option for horizontal lines. These lines will automatically size themselves to be within the margins. Notes to Tables Notes to tables are independent of notes to the text or to other tables. All explanatory material such as explanations for abbreviations used in the table must be repeated on each table; each tables notes must begin with 1 or a" depending on the type of note. A general note applies to the entire table. It may be a source note or it may provide information that relates to the entire table. These are indicated by the word Note." underlined and followed by a period. A specific note refers to a specific part of the table. It may be a column or a particular entry within the column. These notes are indicated by superscript, lower case letters beginning with a" and continuing in order throughout the alphabet on each table. Begin with a" on each table. Probability notes show significance. They are always the last note shown. They are indicated by asterisks which precede the p. Statistical symbols must be italicized in all tables just as they are in the text. 16

21 Consult your style manual for more detailed information regarding notes and treatment of statistical symbols. The APA Manual has an excellent section on notes to tables and statistical symbols. Tables may be continued vertically for as many pages as necessary. On every page of the continued table add Table 0 (continued) and the column headings. Do not repeat the caption on every page. Do not write table continues" at the bottom of continued tables. Tables may not be continued horizontally. All of the columns must fit across one page. They may not wrap or continue horizontally onto another page. Do not delete the blank lines or white space in a table to try to get it on one page. This makes the table hard to read. Data Alignment in Columns Leave a minimum of three spaces between columns. Align columns of words on the left. Align columns of numbers on their decimal point. Set decimal tabs for the columns. If a column has numerals with decimals and numerals without, assume that all numerals have a decimal and align accordingly (a decimal tab will automatically do this). Columns which have numerals and text must have decimals aligned. The following example shows proper alignment of various types of numbers. Note that they all align as if they all had decimals. ii xviii ,250, Placement of Tables All tables must be cited in the text in numerical order. Tables must appear in the thesis in numerical order. Tables in the appendix must be cited in the paper and they must also be cited in order. 17

22 Tables may be placed on pages by themselves. If more than one table is placed on the page the spacing requirements described below apply. Tables may be placed on pages with text if they can be spaced properly. There must be three blank lines above and below the table to separate it from the text or from another table on the page. If a table cannot be completed on the page with text, then fill that page with text and place the table on the following page(s). Do not leave partially filled text pages when the table won't fit on the remaining space. Table Numbering Tables must be numbered in numerical order throughout the text of the paper for those students using the APA Manual and Turabian. Papers in the sciences and engineering which have used the decimal heading system may use the decimal numbering system for tables and figures. Tables may not be numbered Table 9a, 9b and so on. The table 9b must be labeled table 10. If a table is prepared properly, the subdivisions are accomplished by table spanners. These are explained and illustrated in the APA Manual and Turabian as well as publication manuals for other professional organizations. Text Pages--Figures Figures The overall format requirements for figures are the same as that for tables--placement on the page, spacing, pagination, font style and size, numbering, landscape orientation, captioning, and so on. Figures are graphical representations of the data reported in the paper as opposed to numerical presentations typically found in tables. Figures include but are not limited to the following: graphs, charts, drawings, maps, photographs, blueprints, flow charts, sample items from surveys, sample answer sheets, and so on. Whatever form the illustration takes, in the thesis or dissertation it will be referred to as Figure." The exception to this would be the occasional oversized map used in such disciplines as geology. These are called plates" and are always placed in a pocket on the inside back cover of the bound work. Hand drawn figures are not acceptable. Whether in the body of the thesis or in an appendix, figures must be complete on one page. If a figure won't fit on one page then the figure may be placed on a fold-out page. 18

23 Place all figure captions below the figures. If the figure and its caption will not fit on a page, use a facing page for the caption and legend or explanatory material. Facing Pages A facing page is a page which is prepared so that the print on it faces the figure when the thesis is bound. When the bound volume is opened the left-hand page will contain the figure caption and explanatory material while the actual figure will be on the right-hand page. Using a facing page means that you will have blank left and right-hand pages, then print on both left and right-hand pages, and following the figure a blank left-hand page with text on the righthand page. The margins must be changed to prepare a facing page. The paper size must also be changed in the page formatting menu (not the print menu) to indicate a landscape page. On a portrait position facing face, the binding edge becomes the right side instead of the left side so that when the page is placed face down the wide margin of the facing page is facing the wide margin of the figure. Remember that the binding margin is always 1.50". On a landscape facing page, the 1.50" margin will be below the caption. The print will be on the horizontal (11.0") dimension of the page. On a portrait facing page, the 1.50" margin will be the right margin. The print will be on the vertical (8.50") dimension of the page with a left margin of 1.25". Count the facing page in the pagination sequence but do not place a number on it. Landscape Figures Figures must be rotated 90 degrees so that the top of the figure is parallel to the binding edge (1.50", left margin). Captions must also be rotated to remain under the figures. On a facing page or any other figure, the caption must be landscape if the figure is landscape and portrait if the figure is portrait. Page numbers are never rotated. They are in the same place on landscape pages as they are on the portrait pages. In order to get the page number on a landscape table or figure you must make two passes through the printer--once for the table or figure and a second time for the page number. Word help also has a fix if you are a proficient Word user. Ask: How do I print a portrait page number on a landscape page? Use of Color in Figures Use of color is discouraged, but you can use color if needed. 19

24 Black and white print is preferred for illustrative materials in theses and dissertations. Dissertations are all scanned. Since that is a black and white process, the figures must be clearly readable in that format. Even if you plan to print originals for all of the bound copies, color should reproduce on the gray scale since many reproduction processes (namely self-service copy machines and printers) are more expensive to create copies in color. The editor may photocopy at random samples of illustrative material in color and return any that do not reproduce accurately on the gray scale to be redone. Crosshatching, dotted or dashed lines, symbols, fill patterns, and so on are still a method for differentiating areas in a figure. Previously Published Figures Copyright law limits you to reproducing one figure from any particular work. Beyond that one figure, you will be required to seek written permission from the copyright holder for permission to reproduce the information. If you are not sure whether you need to obtain copyright releases for the material you intend to modify or reproduce, contact the permissions editor at the publisher of the material. Any figure that is not your original work must include a citation to the source. That source must also be listed in the references. Any figure from your own work which has been previously published must have a source citation on it and the work must be included in the reference list. If you wish to reproduce tables or figures from your own previously published work, you will need to consult with the permission editor from the publisher of the work to determine what kind of permissions you need. For dissertations, permission from ProQuest to make and sell copies and to distribute the dissertation in electronic format is required. Photographs Use of original photographs is not required in the copies. You may have the photographs scanned and printed on a minimum 600 dpi printer on either photographic paper or on 25, 50, or 100% cotton 20- or 24-pound watermarked white bond. Remember that scanned photos can pick up artifacts from the scanning bed. When printing, make sure photos are printing as you want them to appear in your final copies. You can use color in pictures if needed. 20

25 Figure Placement Small figures may be incorporated into the running text after they are first mentioned if they can fit without crowding (you must have 3 blank lines above and below the figure to separate the figure from the text or another figure). If space is not available for this, place the figures on the next page(s). If you cannot fit the figure on a page with text, continue the text until the page is filled. Place all of the cited figures on the following pages and then resume your narrative. Oversized Figures and Plates Figures that are larger than the standard 8.5" by 11" page size may be included as fold-out pages. Figures that are too large to be fold-out pages, may be folded and placed in a pocket on the inside back cover when the thesis or dissertation is bound. The bindery may charge an additional fee for each copy containing fold-out pages. The Information Service Desk in Branson Library will fold oversize materials so you may submit these rolled or in a tube. These items must be folded to a specific size for the pocket. Remember to include your name, the title of your thesis/dissertation, and the date on materials to be placed in a pocket. Questions regarding treatment of oversize figures by the library may be made by calling (575) Submitting Data on a CD Occasionally data is collected which cannot conveniently be included in the thesis-- materials in colors which cannot be changed and which photocopy as the same shade of gray; oversized items; complex tables; raw data; and so on--which the committee feels need to be included with the paper. Such materials may be submitted on a compact disc. Master's theses require three CDs to be submitted (two for the library and one for the department; four copies must be submitted for molecular biology majors). Dissertations require five CDs to be submitted (two for the library, two for the department, and one for ProQuest). A reference to the CD must be included in the body of the paper, such as Additional materials are available on a CD." A list of data on a CD must be included as one of the preliminary pages. On the list of data for a CD, be sure to include this information: Operating system; software used to create the information; and any other information another researcher might need to access the data. 21

26 DOCUMENT STRUCTURE Preliminary Pages Use lowercase roman numerals for all of the preliminary pages: i ii iii iv v vi vii viii ix x xi xii Title page (numeral i is assigned but not shown on the page). The copyright notice is placed at the bottom of this page if you are copyrighting. Approval page (signature page) Dedication page (optional) Acknowledgment or Preface (optional) Vita Abstract Table of Contents or Contents *List of Tables or Tables (includes appendix tables) *List of Figures or Figures (includes appendix figures) *List of Plates *Data on Compact Disc *List of Abbreviations (or Nomenclature or List of Symbols) *Not all theses/dissertations will have a copyright notice, tables, figures, plates, CDs, or special nomenclature. Title Page The title page will show the title--200 letters and spaces, or less--typed in inverted pyramid style, double spaced, and in uppercase letters with all symbols written as words. Type your name as it appears on your official university records, followed by previous degrees you have been awarded. Name changes must be processed through the Office of the Registrar. The degree title (as shown in the Graduate Catalog). Major subject must be worded as shown in the Graduate Catalog; list a minor subject only if one is shown on the program of study. Minors and specializations may be shown here only if they appear on the list of minors and specializations approved by the university. University name, city, state. The month and year of graduation--four dates are used: May for spring, August for summer session, and December for fall. The date used on the thesis title page is the semester your copies are accepted at Branson Library, not the date the thesis was submitted to the committee or the Graduate School. 22

27 If you copyright your work, place the word Copyright" or the international symbol, the year of publication, and your name as it appears on your thesis or dissertation on the next double spaced line after the date line (Copyright or 2018 by Jane Anne Doe). The title page is number i, but do not print the number on this page. Do not type anything on the title page in boldface. When listing your degree and major subject as they appear on your official program of study, use a minor subject or specialization only if one has been approved for your degree. Specializations have been approved for some degrees in the College of Education and the College of Engineering. Some of these theses and dissertations may have both the Major Subject:" and Specialization in:" lines on the title page and abstract. Wording for all master s degrees will be Master of Arts or Master of Science(not Master of Arts in History, for example, but just Master of Arts and so on) except for the named degrees (MAT, MBA, MCJ, MM, MFA, MFA in Creative Writing, MPA, MPH, MSN, MSW, MSChE, MSCE, MSEE, MSIE, MSME, MS in EnvEng). Note that with the named degrees the Major Subject line is omitted on the title page. The wording for the degree varies for some disciplines so the proper wording follows: Business Doctoral degree: Degree wording to be used is: Approval page: Doctor of Philosophy, Business Administration Title page and abstract: Doctor of Philosophy, Business Administration [one of the following] Field of Concentration: Marketing Field of Concentration: Management Engineering: Master's degree: Degree wording to be used on the title page, approval page, and abstract will be one of the following: Master of Science in Chemical Engineering Master of Science in Civil Engineering Master of Science in Electrical Engineering Master of Science in Environmental Engineering Master of Science in Industrial Engineering Master of Science in Mechanical Engineering On the title page do not use the Major Subject line. 23

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