Preparation and Filing of Dissertations, Theses, and Problems in Lieu of Thesis in the Toulouse School of Graduate Studies

Transcription

1 Preparation and Filing of Dissertations, Theses, and Problems in Lieu of Thesis in the Toulouse School of Graduate Studies Electronic Edition (June 2002) C. Neal Tate, Dean Sandra L. Terrell, Associate Dean Julian Long, Graduate Reader Karen Goss, Graduation Coordinator Graduation Services 354 Eagle Student Services Center Telephone: 940/ FAX: 940/ TDD: 800/ P. O. Box Denton, TX Homepage:

2 Robert B. Toulouse School of Graduate Studies Addendum to the UNT Thesis Manual This document discusses (1) changes to the existing polices and/or procedures; (2) proposed revisions; (3) important issues that students frequently overlook, and (4) clarifications to certain ambiguities in existing guidelines. 1. Changes to Existing Polices and/or Procedures Dean name and title Beginning with August 2010 documents, the last name/title in the Approved block list on the title page needs to be: James D. Meernik, Acting Dean of the Robert B. Toulouse School of Graduate Studies. Beginning with May 2010 documents, journal format style for theses and dissertations is permitted. The format for these kinds of documents is slightly different from what is required for all other theses and dissertations; instructions are available as a PDF on the Thesis Manual webpage. When creating the PDF, it is extremely important that you EMBED all fonts!! This is especially important if you are using full justification in your document. In order to do this, you will need to change the default settings in Adobe Acrobat before making the conversion. In Microsoft Word 07: i. From main menu bar at top of screen, select Acrobat. From Acrobat ribbon, select Preferences. ii. In the Acrobat PDFMaker dialogue box, Settings tab should be the default view. Click Advanced Settings button. iii. In the Adobe PDF Settings dialogue box, in the pane on the left, click the Fonts folder. iv. Make sure Embed all fonts checkbox IS checked. v. At bottom right, there is a pane labeled Never Embed. Select ALL fonts that appear in that pane by clicking on the first one and dragging cursor; if done correctly, all font names should be highlighted. vi. With all fonts highlighted, click Remove button at bottom of pane. All fonts listed should disappear and pane should be blank. vii. Click OK button at very bottom of Fonts dialogue box. A new dialogue box will open, prompting you to save the new settings as Standard(1).joboptions. Click OK. viii. The Acrobat PDFMaker dialogue box returns, displaying Standard(1) in the Conversion Settings dropdown text box. Click OK. ix. From now on, whenever you create a PDF, Standard(1) will be the default; it will not change unless you go into the Acrobat/Preferences dialogue box and make another selection. If you are using something other than Microsoft Word 07, please contact the Graduate Reader for specific instructions in how to embed all fonts. July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 1 of 6

3 Format for creative theses and dissertations Creative theses and dissertations are those documents in which a creative work, e.g., collection of poems or short stories, or a musical score, is a significant portion of the final product. The format for these kinds of documents is slightly different from what is required for all other theses and dissertations; instructions are available as a PDF on the Thesis Manual webpage. Beginning with the December 2009 documents, access restriction to theses and dissertations is possible. You are encouraged to publicize your work through open access of your ETD; however, there may be cases for which restricted access is appropriate. A summary of the new option and ETD documentation is below. Duration: If restricted access is requested, the ETD will be restricted for 5 years. It will be automatically made available to the entire Internet, via the UNT Libraries online catalog, beginning on the 1 st day of the month following the 5 th anniversary of your graduation month. Restriction: Campus and community members with a valid UNT EUID will be able to access the full document. Distribution via interlibrary loans will not be permitted. The document would not be available to the scholarly community at large. Approval: To allow you the opportunity to receive guidance from your faculty advisor, restricted access is approved by the major professor at the time the ETD is filed with the Graduate School. Extension: You are permitted a one-time extension for an additional 2 years. You will need to notify the Graduate School ( acceptable) if an extension is needed. Extension requests must be made within 90 days of the scheduled release date. Important! This policy change has no bearing on the ProQuest copy of the ETD. You will need to contact ProQuest directly to discuss any restriction requests. All UNT theses and dissertations must have the copyright page as page ii. See sample pages at the back of the UNT Thesis Manual for guidance regarding formatting. COPYRIGHT NOTICE PAGE HAS NOTHING TO DO WITH WHETHER YOU HAVE REGISTERED YOUR COPYRIGHT. Document submission Formerly, extra copies of title page and abstract were required but this is no longer necessary. When submitting your materials to the Graduate School, please include only the following: 1 paper copy of document (Note: Must be printed from the PDF!) 1 paper copy of abstract CD or DVD with the following: i. 1 PDF file of thesis/dissertation ii. 1 PDF file of abstract iii. 1 word-processing file of abstract iv. Optional: Students are strongly encouraged to submit word-processing files of thesis/dissertation, along with the PDF Important! All files can be placed on a single CD! July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 2 of 6

4 Abstracts No longer need to be initialed by professors, unless the professor, committee or department requires it. Optional ProQuest (PQ) fees (copyright registration, bound copies, and Open Access option) UNT no longer accepts payment for the optional copyright registration service offered by PQ. Also, orders for optional bound copies should no longer be submitted to the Grad School. Instead, all optional PQ fees should be sent directly to PQ. Please contact PQ directly for any questions about these matters: contact information can be found in the PQ booklets available online on the TSGS webpage, under Academics/Theses&Dissertations. Important! Students seem confused about PQ Open Access vs Traditional publishing options. There is a comparison chart available for your review online, on the TSGS webpage, under Academics/Theses&Dissertations. Important! ProQuest bound copies are no more official than any other students can obtain bound copies, if desired, from any source. There is a list of alternative sources in the Theses & Dissertations FAQs webpage. 2. Proposed Thesis Manual Revisions Please refer to the UNT Thesis Manual for existing policies and procedures. These revisions are designed to make the document process less burdensome for the student, without sacrificing overall quality. However, because they have not been incorporated into the official Manual yet, their use is still OPTIONAL. [Please do NOT contact me to clarify whether optional really means optional check a dictionary if you aren t sure.] Margins Page margins can be 1 inch all the way around, for ALL pages (except title page, where top and bottom margins may vary depending on the length of the document title, and how many names are listed in the Approved block). Important! Traditional margin scheme is 1.5 inch left margin, 1.5 inch top margin, 1 inch right and bottom margins except pages with a heading level 1 title; HEADING LEVEL 1 PAGES must have a 2-inch top margin. See table at the top of p. 5 in the Thesis Manual for summary of traditional requirements. Important! UNT requirements overide ProQuest instructions. If you have concerns about how UNT margins will affect [optional] ProQuest bound copy orders, call them directly at Landscape pages Leave as landscape orientation, with page numbers bottom center as you look at the page. There is no need to rotate the page, nor any reason to place page numbers anywhere but at the bottom center of the landscaped page. Font style Sans serif fonts, e.g., Arial, are strongly encouraged. Times Roman is still permitted. Courier is strongly DIScouraged (unless needed for computer code used in the running text or figures). 3. Important Issues If you use Office 2007 In Office 2007, the default font for all applications is Calibri, 11 pt. However, UNT requires 12 pt (not MS default of 11 pt). You must change the font size but if you change only the text on the page, this leaves things like page numbers, numbered lists, July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 3 of 6

5 etc, unaffected! Save both of us time and trouble and learn how to change the normal style defaults in ALL programs (including Excel and PowerPoint). Use of copyrighted material Unless otherwise indicated in the document, the default assumption is that you, as author, created everything in the document. If you have brought in material from another source, students frequently assume that giving a citation covers the situation. Unfortunately, this is an incorrect and invalid assumption that covers only *plagiarism* issues. I am NOT saying that just because the material copyrighted, it needs permission; what I AM saying is that you, as author, must investigate the matter and obtain permissions when necessary. There is a bunch of information available for students on the thesis and dissertation Web pages, including but not limited to: Dichotomous key to help sort out whether permissions are necessary Plagiarism vs. copyright infringement chart Important! Just because you are the author DOES NOT MEAN you are the copyright holder. Check the publication agreement! It is your responsibility to determine the copyright status of the material, including who owns the copyright and what their policies are regarding reproduction of protected material, and then adhere to their policies. Trademarked names Trademarked names can be either registered or not: those that are registered use symbol, while non-registered use symbol. It is student author choice whether to use a specific trademarked product name (e.g., Microsoft Excel) or a generic name (speadsheet software); HOWEVER, if you do decide to use a specific brand name in your document, you are obligated to give it the correct textual treatment. See thesis and dissertation Web pages for specific instructions in how to do this. LaTex There are style files available on the thesis and dissertation writing Web pages. I do not have LaTex on my machine, so have had to depend on the good will of others to create style files for me. Although I have made these style files available on the thesis and dissertation Web pages, this does NOT guarantee that corrections won t be necessary. You may have to tweak the style files in order to have the final PDF product meet all requirements. Appendices The Grad School has no requirements one way or the other, about what should or should not be in appendices. However, please keep the following points in mind, as you organize your file(s): Tables and figures do NOT need to be sequestered into an appendix. By definition, appendix material is that which is not directly relevant to the dissertation or thesis so if you mean to indicate that all of your tables and/or figures are not directly relevant, then by all means put them in an appendix; otherwise, don t it. [For those of you needing to follow APA, be aware that APA presents this as a conditional: IF you put tables into an appendix, THEN (whatever) ] Informed consent forms Please remember that all UNT theses and dissertations are available to the entire Internet via the online Libraries catalog. Per the IRB, informed consent forms must have contact information, and many students chose to put personal phone numbers or addresses. However, including these forms in an appendix is NOT the same thing as distributing them to participants: you are permitted to redact any personal information. July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 4 of 6

6 Scan settings Selecting the correct settings when you are making a scanned image is extremely important. There is always a trade-off between resolution and file size but remember that UNT theses and dissertations are electronic not print! so DON T use print quality settings! When scanning a black and white figure (especially music), the following settings are suggested: DPI = 300 Scan image as black and white (linear) NOT color or grayscale Save the file in TIFF format Important! Once the scanned images have been created and saved, you can insert them into the Microsoft Word document. Remember that landscape images can remain in landscape orientation, in the final document. Also, be sure to save the image files you may need them again later!!! 4. Clarifications to Existing Guidelines These are not changes to the existing Manual, but rather an attempt to address some inconsistencies and ambiguities that cause students a great deal of confusion. Italics vs. underlining Underlining and italics are functionally equivalent, so it is grammatically incorrect to use both styles in the same formal document (sole exception = URLs, which are always underlined, no matter what). Either one is acceptable in the documents, but you must pick one OR the other, and use it consistently throughout the entire document. Headline vs. sentence style capitalization Headline style You must capitalize the first letters of the first word, all major words, all proper nouns, and first word following a colon (i.e., first word of subtitle). Ending punctuation is not required, although question marks and exclamation points can be used if needed. Sentence style Only the first word, first word following a colon (i.e., first word of subtitle) and proper nouns are capitalized. There must be ending punctuation, just like in a sentence. If the title does not end with a question mark or exclamation point, then a period must be used. Headings Regardless of the specific style manual you are following (e.g. APA, MLA, Chicago), the first 2 levels of headings/subheadings must follow the prescribed UNT Thesis Manual guidelines: for lower level subheadings, follow the selected style manual guidelines or contact the Graduate Reader for further instruction. In the body of the document: First level headings - all caps, centered on line, double space after Second level headings - headline style capitalization, centered on line, double space after Third level and below headings It is author choice how these levels should July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 5 of 6

7 appear in the text, subject to the following two rules: Each heading level must be unique, e.g., level 3 formatting must be different from level 4, which must be different from level 5. You must use the same formatting for the same level in EACH chapter. In other words, if you choose to center, italicize, headline cap for level 3 titles in chapter 2, then ALL heading level 3 titles in ALL chapters must appear centered, italicized, with headline cap. On the table of contents (TOC): First level headings should appear in all caps, just as it does in the body of the document Second and subsequent level headings ALL should appear in regular font and headline style capitalization, regardless of how they appear in the text. If you use the "headings" feature in MS Word, Word can create the TOC for you, with hyperlinks, and those hyperlinks will be included when you create the PDF really cool stuff, if you have a particularly long and involved document. If you are using numbered headings, then do NOT use formatting in addition to the numbering: it would be redundant and unnecessary. First level These titles must always appear in 12 pt. all caps, both in the running text and on the TOC. In the text, these should also be centered on the line, and each should begin on a new page. There should be no bolding and no italics. All subsequent levels In the text heading titles should appear flush left, and in headline style capitalization. They should NOT appear on a new page. There should be no bolding, no italics. On the TOC titles should appear with headline style cap, and no other formatting. How your name appears How your name will appear is entirely up to you, subject to a couple of caveats: On the documents It must be the same way on the abstract, on the title page, and copyright notice page. It will also make everybody s lives much easier if you use the same name format ON THE PROQUEST AGREEMENT. This last point is very, very important it will cost you money down the road, if you make changes! Your name will appear on the diploma and in the commencement program exactly how you formatted it on the graduation application. If you want to make changes, there are deadlines involved please contact the Graduation Coordinator, Karen Goss, at the Grad School for more information. July 1, 2010 (rev) Addendum to UNT Thesis Manual Page 6 of 6

8 Contents Thesis Preparation... 1 General Guidelines...1 Journal styles... 1 Style Manuals by College and Program Area... 2 Using old dissertations... 3 Filing and Review: Preliminary Observations... 3 Human subjects... 3 Print and word processing requirements... 3 Reading copy... 3 Final copy... 3 Microfilming and copyright... 4 University Style... 4 Margins... 4 Numbering of Pages... 4 Summary of Margin Requirements... 5 Spacing of text...5 Word processing... 5 Order of Arrangement... 5 Title Page... 6 Order of Arrangement... 6 Copyright Notice... 6 Acknowledgments... 7 Tables of Contents, etc... 7 Tables and Figures... 7 ii

9 Headings for Major Divisions... 8 Chapters... 8 Headings and Subtitles... 8 Reference Lists and Bibliography... 8 Appendix... 9 Creative Theses... 9 Good Writing Personal Titles Gender References A Few Matters of Usage Copyrighted Material Abstract Margins for the Abstract Filing and Review: the process spelled out Availability options Option Option Document preparation and defense Before your defense In the semester of your defense Graduation Fees After your defense Finishing your document Making your PDF Files Helpful submission hints iii

10 Filing and review summarized Student responsibilities Graduate School Responsibilities Appendix INSTRUCTIONS FOR CREATING PDF FILES FROM TeX and LaTeX For users of the Computer Science department's Unix host (silo): For users of other Unix systems: Sample Pages Reference Manuals iv

11 Thesis Preparation The Graduate Council approved electronic filing and archiving of theses and dissertations in October The Toulouse School is accepting electronic documents beginning in Spring 1999, as an alternative to paper filing. In Fall 1999 electronic filing will become a requirement, and paper documents will no longer be accepted. Guidelines in this manual describe acceptable form for the electronic copy of each dissertation, thesis or problem in lieu of thesis submitted pursuant to university requirements. Theses and dissertations represent the Toulouse School directly and illustrate the quality of the work done here. Electronic archiving will enhance the availability of research and creative work done by UNT students and increase the visibility of their research and creative documents. Thus the final form of these documents is important to all university scholars and scientists. General Guidelines Use this manual in conjunction with a style guide approved for use by your department or school. A list of departmental and disciplinary style manuals may be found on the next page. However, the directions contained in this manual supersede any directions contained in the your disciplinary manual. That is, if any instruction in your departmental style guide conflicts with guidelines specified in the university thesis manual, follow the university manual which takes precedence. If questions arise which are not answered by your departmental style guide or by this manual, consult A Manual for Writers of Term Papers, Theses, and Dissertations (6th ed., 1996), by Kate L. Turabian. Example: Suppose you are studying in the Department of Secondary Education, which has chosen the format of the American Psychological Association (APA) as its disciplinary guide. You should use the latest edition of the APA Publication Manual to prepare your document except for matters covered in the university style manual. In the case that neither the APA nor the university manual deals with a particular issue, you should consult Turabian. Refer questions not answered by any of these three guides to the Graduate Reader. We encourage you to consult the Graduate Reader as you prepare your document. The Reader s office is Eagle Student Services Center 352, telephone: (940) Office hours are posted each semester. Journal styles In certain fields, it is common practice to follow journal style for theses and dissertations. If you are using a journal style, follow the journal s Instructions to Authors, or the equivalent, as well as current journal practices for all matters not explicitly set forth in this manual (including guidelines for textual citations, references, tables, figures, form and hierarchy of subheadings, treatment of special terms, etc.). Then submit with your reading copy: 1) a copy of a recent article from the journal whose style you are using, and 2) a copy of the journal s Instructions to Authors. The article you submit must contain examples of textual citations, references, tables, figures, and subheadings. And again, it is important to remember that the directions contained in this manual supersede journal style requirements in cases of conflict. 1

12 Style Manuals by College and Program Area College of Arts and Sciences Biology: CBE, ASM (journals) Chemistry: ACS Communication Disorders: APA Communication Studies: APA Dance and Drama: MLA Computer Science: Turabian Economics: Turabian English: LSA, APA (Linguistics, ESL) MLA (all others) Foreign Languages: MLA History: Chicago, Turabian Engineering Technology: Turabian Journalism: APA Mathematics: AMS Physics: AIP Political Science: APSA Philosophy: Chicago, Turabian Psychology: APA Radio/TV/Film: APA,Turabian College of Business Administration Accounting, AAA BCIS: APA, Turabian FIREL: APA, Turabian Management: APA, Turabian Marketing: AMA School of Community Service Applied Sciences: Turabian Behavior Analysis: APA Economic Education: Turabian LAIR: Turabian Sociology: APA Studies in Aging: APA RHAB: APA School of Merchandising and Hospitality Management All units, APA College of Music Music Education, APA/Turabian All others, Helm and Luper/Turabian College of Education ATTD: APA Computer Education and Cognitive Systems: APA Counseling and Student Services: APA Curriculum and Instruction: APA, Turabian Early Childhood Education: APA Educational Administration: APA, Turabian Educational Research: APA, Turabian Elementary Education: APA Health Promotion, Kinesiology & Recreation: APA Higher Education: APA, Turabian Human Development and Family Studies: APA Reading Education: APA Special Education: APA School of Library and Information Sciences Library Science, Turabian Information Science, APA School of Visual Arts Art, APA (Art Education) Turabian (all others) AAA American Accounting Association ACS American Chemical Society AIP American Institute of Physics AMA American Marketing Association AMS American Mathematical Society APSA American Political Science Association APA American Psychological Association ASM American Society for Microbiology CBE Council of Biology Editors LSA Linguistic Society of America MLA Modern Language Association of America 2

13 Using old dissertations It is generally a bad idea to follow documents submitted in past years as models, and the graduate school has always discouraged the practice. Changes in university policy and in style manual requirements have sometimes rendered past practices obsolete. It is a particularly bad idea to model your electronic dissertation on a document prepared for print archiving, since many formal and stylistic guidelines contained in this publication manual for electronic theses are entirely new and do not reflect usages which were followed in the past with paper documents. Filing and Review: Preliminary Observations Human subjects All studies using information from human subjects must receive approval from the Institutional Review Board for Human Subjects Research. Applications can be obtained from the Office of Research and Academic Grants in room 160 of the Administration Building. Print and word processing requirements Use 12 pt. type. Use a standard typeface such as Times Roman or Courier. No headline fonts, small caps, script, handwriting, or decorative fonts are allowed. Use one typeface throughout your document for all text, figures, tables, and other word processed or computer generated materials. If you must present in an appendix materials that would have been photocopied in a print document, you will need to scan them instead. Justified right margins are acceptable but should not be used with typefaces such as Courier that replicate typewriting. Hyphenation is acceptable if used sparingly, but don t overdo it and don t hyphenate at the ends of more than two lines in a row. If you use full justification, do not place more than one space after any mark of punctuation. Current APA style calls for one space after periods and other marks (which were once regularly followed by two spaces) even with a ragged right margin. Reading copy University requirements specify that a reading copy of your thesis be filed for review by the Graduate Reader before your document can be archived. Deadlines for filing reading copies are published each semester. File your reading copy in the official filing envelope available from the Graduation Coordinator. Approval requires two to three weeks, except for documents filed between terms, which generally require more time. File your reading copy on a 144 mg floppy disk or a Zip disk. Do not file on a CD-ROM disk. File your document, including the abstract as the first section, in Adobe PDF format. File the abstract separately as well, as a document file (not PDF). Include a printout of your reading copy on loose pages and a printed copy of your abstract which has been initialed by your major professor. Final copy Deadlines for submitting final electronic copies are published each semester. Your final copy will be forwarded to the library for archiving after the process of review has been completed by the Graduate Reader. Required corrections must be made to the reading copy and the final copy returned before a thesis will be considered finished and accepted for graduation. It is your responsibility as 3

14 author to see that your final copy is filed with the Graduate Reader by the appropriate published deadline. Microfilming and copyright Theses and dissertations are published by University Microfilms International. Abstracts are published in Dissertation Abstracts International and Thesis Abstracts. Microfilm agreements are included in graduation application packages available from the Graduation Coordinator. Ordinarily, the graduate school doesn t encourage copyright, since the expense is seldom justified by the benefits; nevertheless, University Microfilms will secure copyright for theses and dissertations (not for problems in lieu of thesis) if you desire it. You must complete the appropriate section of the microfilm agreement and pay the copyright fee at the time you pay your graduation fees. The copyright agreement gives University Microfilms the right to make and sell photocopies of the document as microfilmed, and a small royalty will be paid to you if the number of photocopies sold exceeds a given number. This agreement does not give University Microfilms International, or anyone else, any rights to reprint and sell the thesis in any form except photocopy. If you later revise your thesis for publication, your legal rights will be protected by a new copyright on the revised text. University Style University style guidelines generally specify margins, spacing, and page number position, layout and general style of certain key document pages, and a few matters of usage. Always follow commonly accepted rules of good writing as well as the stylistic conventions of your discipline. Margins For pages bearing major headings, including tables of contents, lists of tables and/or lists of illustrations, and the head pages of chapters, endnotes, reference lists, and/or bibliographies, margins are two inches at the top, 1.5 inches on the left, and one inch on the right and at the bottom for these pages. Top and bottom margins are measured to first and last lines of type. University guidelines also prescribe a standard page (text, appendix, bibliography) for which margins are specified. These are 1.5 inches on the left and at the top of the page. The top margin is measured to the first line of text or sub-heading, and the bottom to the last line of text. Right and bottom margins are one inch. Note that right and left margins remain 1.5 inch and 1 inch respectively throughout your document, including pages bearing your abstract, title fly, title page, table of contents, and all other pages. Microsoft Word templates are available to assist you in achieving these specifications. These may be downloaded from the TSGS Electronic Filing Page. Numbering of Pages Every page of the thesis must bear a number except the title page, which is counted as page i of the preliminary (front matter) pages, although it does not bear a number. Note that the first page to bear a number in university style is always page ii. For the remaining preliminary pages (copyright page, ACKNOWLEDGMENTS, TABLE OF CONTENTS, LIST OF TABLES, LIST OF ILLUSTRATIONS, etc.), use small Roman numerals (iii, iv, v, etc.), placed in the center of the page, one-half (.5) inch from the bottom. For all other pages of the document, use Arabic numerals, centered one-half (.5) inch from the bottom of the page. Use the automatic page numbering features of your word processor. Page number position should not vary from page to page. Remember that all numbered pages whether they bear Roman or 4

15 Arabic page numbers, are numbered bottom center,.5 inch from the edge of the sheet. Be sure to keep all your page numbers, whether Roman or Arabic, in a consistent position throughout your document. Summary of Margin Requirements Margins for each page carrying a major heading in all caps (e.g., ACKNOWLEDGMENTS, CHAPTER, TABLE OF CONTENTS, BIBLIOGRAPHY) where the top margin should be two inches: Left: 1.5 inches Right: 1 inch Top: 2 inches Bottom: 1 inch Margins in the body of the thesis should be: Left: 1.5 inches Right: 1 inch Top: 1.5 inches Bottom: 1 inch Spacing of text Text must be double spaced throughout. Paragraphs should be given standard indention without extra space between paragraphs. Consult your departmental or disciplinary manual for specific requirements regarding spacing of block quotations, bibliography entries, tables, etc. Wherever possible, avoid beginning a new paragraph at the bottom of a page or ending a paragraph at the top of a page, unless at least two lines of text can be included in each case. Avoid large expanses of white space within chapters. (See also Tables and Figures below). Running heads, such as the abbreviated titles printed at the tops of the pages in some journal articles, are forbidden in university style. Word processing You may find that your particular word processing program possesses default mechanisms which conflict with university style specifications. These can generally be adjusted to produce acceptable text (Microsoft Word templates available for download at the TSGS Electronic Filing page will solve this problem for Word users.) If you use footnotes, your word processor especially should not leave large gaps between text and notes. Most major word processing programs now do footnotes very well. It is generally wise to use a major, full-featured word processor or typesetting program for your thesis. Order of Arrangement Observe the following order of arrangement: Abstract, Title Page, Copyright Notice (if used), Acknowledgments (if used), Table of Contents, List of Tables (as necessary), List of Illustrations (as necessary), Body of Thesis, Appendix (as necessary), Bibliography or Reference List. 5

16 Title Page The first page of the finished document is the title page, which contains the document title two inches from the top of the page in all capitals and double-spaced in inverted pyramid form, if the title requires more than one line of type. If the thesis title contains the title of a published source, that title should be italicized or underlined. Scientific terms such as genus and species names are exceptions to the rule requiring all capitals and should be treated as they are normally treated in the scientific literature. The title should not be underlined nor should it appear in boldface. The author s name and degrees held follows the title after a double space. Note that you may not list the degree for which your dissertation, thesis, or problem in lieu of thesis is a requirement. Order of Arrangement Abstract Title Page Copyright Notice* Acknowledgments* Table of Contents List of Tables* List of Illustrations* Body of Thesis Appendix* Bibliography or Reference List *Starred items are optional, to be used as appropriate. Tables of contents are required for all theses which are divided into chapters and advised for all but the shortest and simplest of documents. Any document which requires a list of tables or illustrations should also have a table of contents. The document title and author s name are followed by the words Thesis, Dissertation, or Problem in Lieu of Thesis (as appropriate) Prepared for the Degree of, centered. The name of the degree follows after a double space, centered and in all capitals. Next comes the name of the university, centered and in all capitals, followed by the graduation date after a double space. The title page also contains the names of major and minor professors (if a minor professor has been appointed), other committee members, the coordinator of the program granting the degree (as appropriate), the chair of the department (or of graduate studies for the major department as appropriate), the dean of the author s college (as appropriate), as well as the name of the dean of the Toulouse School. All authorizing names are preceded by the heading APPROVED: a double space above the list of names. Heading and names should be blocked right on the page so that the margin to the left of the block is about one inch. The margin at the bottom of the block of names should be about one inch. Items of information should be spaced appropriately up and down the page so as to achieve balance. You will find a sample Title Page at the back of the manual. Copyright Notice If you apply for copyright, include as page ii a page bearing the following text, doublespaced, with the author s name and the correct date substituted: 6

17 Copyright 1999 by John Harold Johnson Center this text in the page from top to bottom and between margins of 1.5 inches on the left and one inch on the right. See also the statement on Copyright Fee above. Acknowledgments The graduate school permits one page of acknowledgments if you wish to include one. The diction and contents of any acknowledgments must be restrained and appropriate to scholarly work. Dedications are not permitted. The word ACKNOWLEDGMENT (or ACKNOWLEDGMENTS, if appropriate) should appear in all capitals two inches from the top of the sheet followed by a triple space, and the page should be numbered appropriately. (See Numbering of Pages above.) Acknowledgment may be required when the research which the thesis reports was funded in whole or in part by an agency outside the University of North Texas (for example, the National Science Foundation, another agency of the State of Texas, or a private foundation), or when the author has received assistance from a faculty member of another institution, or a scientist or scientific establishment not a part of UNT. The acknowledgments page is page ii unless it is preceded by a copyright page. Tables of Contents, etc Tables of contents and lists of tables, illustrations, musical examples, etc., should be included as needed. All tables, etc., should be numbered consecutively throughout the document. A table of contents must be included in any thesis which is divided into chapters and should be included routinely except with the simplest documents. Other lists, as needed, should follow the table of contents. If material is placed in an appendix, the appendix should be included as an item in the table of contents. A sample table of contents may be found at the back of this manual. For good, detailed models of lists of tables and illustrations, see Turabian. Tables and Figures For tables and figures, follow guidelines for captions, layout, ruling, spacing, continuing, etc., in your disciplinary style guide. It is acceptable to reduce table bodies and figures, if necessary, to keep within margin guidelines, although the typeface of all tables and figure captions must be consistent with that of the body of the text. Tables may also be continued from one page to the next or presented vertically on the page as space dictates. Note that when tables and figures are reduced, table and figure captions are not reduced. Captions and legends may be presented on separate pages before or after the figures they identify, if they are too long to be presented otherwise. Captions and legends may not be presented on facing pages, however. Tables and figures may be incorporated into the text of the thesis or may appear on separate pages, depending upon departmental style sheet guidelines, but large amounts of white space are not acceptable in the text until the end of the chapter. Be sure to give full source citation for all borrowed material in tables and figures. Remember that statistical symbols (N, p, R, etc.) are generally italicized or underlined both in tables and text. 7

18 Headings for Major Divisions Every major division in the thesis (CHAPTER, REFERENCES, BIBLIOGRAPHY) should begin on a new page which carries the heading, every word of which is typed in capitals, centered two inches from the top of the sheet. Major headings should not be underlined; nor should they appear in boldface. If such headings are long, they should be divided and centered in inverted pyramid form, double spaced, without end punctuation. The word CHAPTER and the number in capital Roman numerals or in Arabic numerals should occupy the first line of the heading. There should be no end punctuation. Between the line carrying the chapter number and the first line of the chapter heading there should be a triple space. There should be a double space between the last line of the chapter heading and the first line of the text or subheading. (See Sample Pages for an example.) Chapters Longer documents (those containing 100 or more pages of text) should be divided into chapters, and each chapter should be headed as above and included in the table of contents. Because each chapter is considered a separate entity in the thesis, footnotes, subheading levels, long references, and acronyms must be clarified anew in every chapter. Shorter documents may be divided into chapters or not, at your or your committee s discretion. Headings and Subtitles Follow your disciplinary style guide for arranging subtitles within chapters. However, the chapter title and/or the chapter bibliography or endnote title are the only titles in all capitals (major headings) which may appear in each chapter. If the thesis is not divided into chapters, the thesis title as well as that of the table of contents, bibliography, and other general sections should appear in all capitals, and headings such as materials, methods, and results should be treated as second-level headings. For a hierarchy of subheadings, see your departmental style guide or Turabian. University style should be interpreted as requiring double spacing before and after subheadings within the texts of chapters, but as permitting triple spacing before (not after) subheadings, for purposes of emphasis. Reference Lists and Bibliography The concluding section of the thesis is traditionally called a bibliography, literally a description of books; however, since the term bibliography is commonly used to refer to many different kinds of book lists and since theses often refer to materials not in books, terms such as works cited, references, reference list, or works consulted are often more accurate headings for the final section of a thesis than the term bibliography. There are several options regarding bibliographies and reference lists. A bibliography or a selected bibliography may include works cited as well as other readings. A list of works cited may include works which have contributed both ideas and information to a manuscript. A list of works consulted may include works cited as well as other works germane to a particular thesis topic. A reference list or a list entitled references generally includes works which specifically document or support the argument of a particular thesis, that is specifically cited works only. Follow the conventions of your discipline in deciding what to call your reference list. Usage varies in the scholarly community regarding reference lists and bibliographies. With systems of citation employing footnotes or endnotes, it is sometimes appropriate to divide lists of works cited or consulted by category, separating books, articles, media items, interviews, speeches, 8

19 cases, etc. With systems of documentation employing parenthetical citations, reference lists should be alphabetical or numerical throughout as required by the system employed. Authors should consult departmental style guides for preferred usage in their particular fields. Bibliography and reference list entries should be couched in appropriate form according to the particular system used. Generally speaking, citation by author and date requires reference list style, and notes require bibliography style. The Toulouse School requires that reference lists, containing specifically cited works, be contained in the thesis document. Chapter reference lists are not required by the Toulouse School, but may be required by individual departments, professors, or research projects. As a rule, documents incorporating chapter reference lists should also incorporate comprehensive reference lists, but individual theses may require chapter reference lists only. Large scale bibliographies may be appropriate to some theses but are not required by the Toulouse School. The bibliography, or reference list, usually follows the appendix, if included, as the last item in the thesis. It is paginated serially with the body of the thesis. Appendix It may be necessary or desirable to include various items in an appendix, which should follow the final chapter of the thesis and precede the reference list. The appendix should be listed in the table of contents, following the final chapter listing. In general it is preferable not to make many distinctions between related or similar items in the appendix; however, if a number of different types of items are included as appendices, they may be identified as APPENDIX A, APPENDIX B, etc. All pages of the appendix must bear the same margins as those used for the body of the thesis. Original letters, questionnaires, testing instruments, etc., should be word processed or scanned and included within the margins as computer graphics. (See the section below entitled Copyrighted Material.) Items in the appendix, printed forms, questionnaires, computer-produced tables, and the like, should not differ markedly in type face and format from the body of the thesis. (See below.) It is suggested that if many tables not directly relevant to the text are to be included in the thesis, they should properly be put into an appendix. All tables, illustrations, examples, etc., included in the appendix should be numbered in series with those in the body of the text, and listed in the lists of tables, illustrations, etc., which appear at the front of the thesis. It is not necessary to indicate in the list of tables the fact that some of the material appears in the appendix. The style of tables and figures should conform to the author s individual style manual. (See Tables and Figures, above.) The appendix should be preceded by a title page, on which the word APPENDIX is typed, centered, in all capitals. If appendices are individually identified, a title page should be provided for each, bearing the appropriate identification: APPENDIX A, APPENDIX B, etc. Note that a single appendix should be identified simply as APPENDIX (no A without a B). Note also that appendix pages are numbered in accordance with university style. Individual titles for each appendix are typed a double space below the generic titles. For an example, see the Sample Pages. (See also Copyrighted Material below.) Creative Theses Authors submitting novels, poetry, screenplays, compositions, and other creative theses are bound by university margin and pagination requirements, though variations are sometimes permitted; authors must verify any departures from university and departmental styles with the graduate office before submitting their reading copies. 9

20 Poets, visual artists, and composers sometimes find it helpful to consult the graduate reader as their projects develop, in order to anticipate and resolve any format issues which may arise in advance of filing. Good Writing Thesis writers are encouraged to consult reliable guides to English usage if they need help in deciding questions of grammar, sentence structure, style, etc. The Harbrace College Handbook (13th ed., 1998), is helpful and easily available in most academic bookstores. The Elements of Style (3rd ed., 1979), by Strunk and White, is especially valuable as a general guide to good writing. Webster s Tenth New Collegiate Dictionary (1998) is generally accepted as a guide to current American conventions of usage and spelling. It is updated every year. Other reference works which authors may wish to consult are listed below. Personal Titles Titles such as Mr., Mrs., Ms., Dr., Dean, and Professor ordinarily should not be used in the text of the thesis. Gender References In accordance with modern practice, thesis writers should attempt to avoid the use of masculine pronouns (he, him, his) when referring to people in general. It is often possible to use the plural number in such contexts and avoid the choice between masculine and feminine gender. He or she and him or her are sometimes necessary, but should not be overdone. Often sentences can be rephrased to avoid the need for specific pronoun references. Usages such as he/she, him/her, and s/he are acceptable in some styles, but have not gained acceptance in most formal writing. A Few Matters of Usage An academic thesis is the work of one person, its author. Thus, when referring to himself or herself, the author should use the word, I. Avoid the use of we unless the persons included are clearly identified. Do not use such phrases as in our laboratory, since the thesis reports the work of its author, not of a group of researchers. Writers are often cautioned to avoid overuse of the first personal pronoun, I. This is good advice, but substitution of the plural we is never a satisfactory alternative, and often use of the passive voice (e. g., it was found... ) is awkward. Judicious use of I will resolve most of these difficulties. Use of first-person plural pronouns (we, us, our) is stylistically appropriate when the writer is, figuratively, leading the reader through a process of logical reasoning, as in higher mathematics (e.g., We begin by placing the method in a Hilbert space.... ) A thesis presents a completed argument or research project, as distinguished from a proposal, and should therefore avoid future tense in contexts referring to procedure and method (e.g., This dissertation will consist of six chapters.... or, We shall see later how this procedure terminates. ) Such contexts are generally better served by present or present perfect tense (e.g., I have argued against this view in Chapter III. ) An argument or a study is not a human being and should not be spoken of as though it possessed human capabilities or attributes. As the editors of the APA Publication Manual explain, An experiment cannot attempt to demonstrate, control unwanted variables, or interpret findings (p. 35). Judicious use of I can help a writer avoid such illogical statements and can also acknowledge accountability for results and conclusions. 10

21 Merely rhetorical use of quotation marks and italics for emphasis is often redundant and should be employed sparingly, if at all (e.g., self-styled expert or Jaspers heroic stand ). Underlining is a convention which indicates italics. Except for the abstract heading, authors should avoid underlining in discourses which employ italic type. Choose one convention or the other and employ it consistently. Copyrighted Material Authors are discouraged from including copyrighted material (printed tests and measuring instruments, reprints of copyrighted articles, etc.) in the appendix to the thesis, since such published material is usually easily available to the reader. Moreover, use of copyrighted materials without permission of the copyright holder constitutes plagiarism, and such materials may not be reproduced in the thesis as archived or microfilmed. If there is a genuine need to include copyrighted illustrations or other material in the thesis, the author is responsible for securing the copyright holder s permission, and must add the proper copyright notice (e.g., Copyright 19 by John Doe. Used by permission. ) at the bottom of the first page of all copyrighted materials. The Author is also responsible for providing the graduate school copies of all necessary permissions as a part of the Electronic Document Filing Form at the time of filing. Abstract Prepare an abstract of your thesis or dissertation and ask your major professor to initial a paper copy to indicate approval. File the abstract in the graduation office with your thesis. Abstracts are required for problems in lieu of thesis but will not be published by University Microfilms International (UMI). Begin your abstract with the heading, 2 inches from the top of the page. Double space your abstract throughout. You may include a statement of the problem, the sources of data, the organization of the thesis, the content treated in each chapter or division, the findings, conclusions, and recommendations, if any. A dissertation abstract must contain no more than 350 words, and a thesis abstract no more than 150 words, including all words in the general heading. Numbers should be counted as words. Hyphenated words count as two words; acronyms, initials and abbreviations also count as words. The abstract heading contains the your name (surname first), degree, major, and graduation date, the thesis title, number of pages, tables, illustrations, etc., and the number of titles included in the bibliography. Note that your name and the title of your thesis as noted in the abstract heading must be the same as those shown on the title page, with the exception that your surname appears first in the abstract heading. Note that the thesis title is underlined in the abstract heading. Titles which contain italicized items may follow one of two rules. 1) The italicized term(s) may be put in italic type and the entire thesis title underlined, or 2) the thesis title may be underlined and the italicized terms not underlined (in order to indicate italics). Margins for the abstract are 2 inches at the top and 1.5 inches on the left. Right and bottom margins are 1 inch. Margins for the second and subsequent pages are the same as those for the first page. File the abstract separately, as a document file (not PDF). Include the printed copy of your abstract, which has been initialed by your major professor, in the filing envelope when you file your document for review. Abstracts for theses and dissertations are published in Dissertation Abstracts International and Thesis Abstracts. Do not place any title in all capitals at the head of your abstract. Do not number the pages of your abstract. Do not use notes, textual references, or subheadings in your abstract. A sample abstract may be found at the back of this manual. 11