Electronic Thesis/Dissertation Workshop Working Smart to Create Your ET/D Shirley Hancock, ET/D Review Manager 1/24/2012 January 2012 GOALS Understand ET/D guidelines and standards. Know where to find information in Guide and Appendix. Understand how to work smart. Know how review process works and how to prepare for it. 1
MATERIALS Primary text Guide to the Preparation of Electronic Theses and Dissertations Supplement Appendix to Guide Copy of these slides http://www.uthsc.edu/grad/tandd/index.php?page=tandd See Appendix, p. 1, for details. CONTACTS Thesis/dissertation policy, UMI, e-collaboration site questions, PDF/A-1b conversion issues Larry Tague Assistant Dean Academic Affairs Thesis/dissertation support Shirley Hancock, Review Manager, ET/Ds Word support Tricia Page, Instructor, Graduate Word Wkshop EndNote help Lin Wu, Reference Librarian, Health Sci. Library Patent review questions Richard Magid, Director, UT Research Foundation Deadlines and other information CGHS web pages: http://www.uthsc.edu/grad/ See Appendix, p. 2, for details. 2
CHECKLISTS TO SMOOTH THE WAY CGHS Graduation Checklist for ET/Ds Format Review Checklist for ET/Ds Preliminary steps Signature/approval page Everything in front/back matter and body, including table/figure issues PDF/A-1b review Index page issues See Appendix, pp. 3-8, for details. ANATOMY OF THE GUIDE Chap. 1 Introduction ------------------------ Chap. 2 Signature Page and Front Matter (Title page, Copyright page, Table of Contents, List of Tables, List of Figures, List of Abbreviations) Chap. 3 Body (Text divisions, in-text references, previously published articles, permission statements, everything about tables/figures, style, etc.) Chap. 4 Back Matter (List of References, Appendix, Vita) ------------------------ See Guide, pp. v-vii, for details. 3
ANATOMY OF THE GUIDE Chap. 5 Formatting (appearance on page) Chap. 6 Scientific Writing Style (verb tense, abbreviations and symbols, numbers) ------------------------ Chap. 7 Format Review (submission requirements, preliminary reviews, notice of patent pending, index page) Chap. 8 Using the Blackboard E-Collaboration Tools ------------------------ Appendix Acronyms & Key Terms Used During Format Reviews See Guide, pp. vii-viii, for details. Getting Started Never switch between Mac and PC. Do not use a friend s formatted file. Do use the ET/D template. Use version control. See Guide, pp. 3, for details. 4
CHAP. 1 INTRODUCTION Guide as sample of format guidelines Integrity plagiarism Sequencing of pages Paperclip p. 5. See Guide, pp. 1-5, for details. CHAP. 2 SIGNATURE PAGE Use template ET/D web page. Create a one-page file. Submit with each review until approved. Get signed only after approval. If wording changes after approval, must get reapproved. See Guide, pp. 7-8, for details. 5
SAMPLE SIGNATURE PAGE CHAP. 2 TITLE PAGE Templates on ET/D web page Base style font and font size Bold only ET/D title No page number visible (understood i) See Guide, p. 8, for details. 6
SAMPLE TITLE PAGE PLASTICIZED ETHYLCELLULOSE FOR PREPARATION OF CONTROLLED RELEASE TABLETS Use initial caps if A Dissertation long title Presented for The Graduate Studies Council The University of Tennessee Health Science Center In Partial Fulfillment Of the Requirements for the Degree Doctor of Philosophy h From The University of Tennessee By Chaoju Xiao December 2007 CHAP. 2 COPYRIGHT Center vertically and horizontally. Copyright 2012 by John Q. Student All rights reserved Acknowledge your previously published material. Chapter 3 2009 by American Institute of Biological Sciences All other material 2012 by John Q. Student All rights reserved Page ii in your file. See Guide, pp. 9-10, for details. 7
CHAP. 2 ACKNOWLEDGMENTS Thank those who helped you obtain degree (e.g., advisor, committee members, colleagues). Acknowledge grants and special funding. See Guide, p. 12, for details. CHAP. 2 ABSTRACT One page (two at most) Area of investigation and hypothesis Methods and procedures Summary of findings Conclusions TWO TIPS Define abbreviations/acronyms at first use. Don t use reference numbers or name and date. Give full reference information instead. See Guide, p. 12, for details. 8
CHAP. 2 TOC SAMPLE TABLE OF CONTENTS TABLE OF CONTENTS CHAPTER 1. INTRODUCTION...1 Purpose of the Guide...2 Use of Style Manuals...2 Sequencing of Pages...2 CHAPTER 2. APPROVAL SHEET. 5 Approval Sheet.....5 First Paragraph. 6 Signature Lines. 6 Title Page...6 Copyright Page..6 v See Guide, pp. 12-13, for details and Appendix, pp. 14-15 for samples. CHAP. 2 LOT/LOF SAMPLE LIST OF FIGURES LIST OF FIGURES Figure 1.9 Set tab to start title. Leave space for longest figure number..21 Figure 1.10 Align titles that continue to another line... 55 iv See Guide, p. 14, for details. 9
CHAP. 2 FRONT MATTER TIPS Wording, capitalization, punctuation, & page references in TOC/LOT/LOF must match body exactly. Add List of Abbreviations if you use many. Abbreviations go at left margin. Definitions at right. Alphabetize by acronym. Items starting with a Greek letter to at top. Items starting with a number go at end. Tables/figures in Appendix belong in LOT/LOF unless all same type data. See Guide, pp. 14-15, for details. CHAP. 3 ORGANIZATION OF BODY Chapters Number consecutively. Start on new page top line. Example of chapter title: CHAPTER 1. INTRODUCTION Subdivisions Signal with heads. Style consistently at each level. Have at least 2 at each level. Avoid more than 4 levels. See Guide, pp. 17-18, for details. See Appendix, pp. 17-18, for samples. 10
CHAP. 3 SAMPLE FORMAT FOR CHAPTER TITLES & HEADS CHAPTER 1. FOUR WORD CHAPTER TITLE FIRST-LEVEL HEAD Second-Level Head Third-Level Head Fourth-Level Head. Run into text. See Guide, pp. 19-20, for details. CHAP. 3 SAMPLE PAGE SPACE BEFORE/AFTER HEADS See Guide, p. 19-20, for details. 11
CHAP. 3 SAMPLE PAGE - IN-TEXT REFERENCES IN-TEXT REF. WITH NAME & DATE STYLE VARIATIONS :.throughout the device [32, 41]..throughout the device. 1,3,5-8 See Appendix, pp. 18-19, for different styles of heads. CHAP. 3 SAMPLE PAGE MARGINS 1 1.25" 1.25 1.5 See Guide, p. 38, for details. 12
CHAP. 3 PREVIOUSLY PUBLISHED CHAPTERS See Guide, pp. 22-23, for details. CHAP. 3 TABLE/FIGURE NUMBERS & TITLES Refer to by number. Number consecutively within chapters. Match chapter number style. Figures with parts have one title (Fig. 1-2A). Each title s wording must be unique. Style table/figure titles same. If in Appendix, suffix is a letter (i.e., A-1). See Guide, pp. 23-24, for details. 13
CHAP. 3 TABLE FORMAT See Guide, pp. 23-26, for details. See Appendix, p. 20, for this sample as a full page. CHAP. 3 TABLE /FIGURE PLACEMENT AFTER CALLOUT Immediately after first callout. If taller than 4 (including title & notes), put on next page. Place on landscape page if necessary. If short (<4 ), can put on text page: 1 st callout top of page - put table at bottom. 1 st callout bottom of page - put table at top of next page. If long figure, put on successive pages (Fig. 1-2. Cont d.); precede by legend page with figure title and notes. See Guide, pp. 24, for details; p. 15, for example. 14
CHAP. 3 TABLE /FIGURE PLACEMENT ON SEPARATE PAGE Position all tables/figures consistently. Center horizontally. -- plus Center vertically or start on top line. If more than one, leave consistent extra space (e.g., 4 spaces) between. Each table/figure follows in order mentioned. All table/figure contents must be legible and within the standard margins. See Guide, pp. 24-25, for details. CHAP. 3 EQUATIONS If referred to in text, call out and number consecutively. Center equation; right justify number. Leave one space before and after. See Guide, p. 31, for details. 15
CHAP. 4 BACK MATTER LIST OF REFERENCES (LOR) Credit personal communications in text (name & date), not LOR. Number entries or use alpha order. Use citation style approved for your field. Be consistent; include all required information (also url access dates). Single space within entries; leave one space between entries. Check End-Note or other reference management software entries (use doesn t guarantee accuracy). See Guide, pp. 33-34, for details. CHAP. 4 BACK MATTER APPENDIX Numbering multiple appendixes (e.g., A-1) Naming appendixes (must have short descriptive title) Placement and style of title Tables and figures See Guide, pp. 34-35, for details. 16
CHAP. 4 BACK MATTER VITA Last page. Brief paragraph or two; not a standard vita. Narrative with relevant educational and professional information. Give year of birth for library cataloging purposes. See Guide, p. 36, for details. CHAP. 5 FORMATTING Base style -- type face and size Margin settings Justification Line spacing for text and tables Nonbreaking hyphens and spaces Indented material Paragraph indents Numbered and bulleted lists Quotations of 8+ lines See Guide, pp. 37-38, for details. 17
CHAP. 5 FORMATTING (CONT D) Pagination (see Fig. 1-1) Fill text pages Widow/orphan control Consistency in small issues Spacing: =, <, >, C, F, Symbols:,, ±, Abbreviations: cm, m, ml, L, hr, min Italics: e.g., in vivo, a priori Consistency overall See Guide, pp. 39-41, for details. CHAP. 5 FORMATTING TIPS FOR WORKING SMART Use the ET/D template, keeping original intact with the instructions. Define styles for chapter titles and heads, also table/figure titles. Auto-generate TOC, LOT/LOF. Still must proof against body. Know Word Attend Word Workshop. See Guide, p. 42, for details. 18
CHAP. 6 SCIENTIFIC WRITING STYLE Verb tenses Person and voice Bulleted/numbered lists Abbreviations and symbols Recommended references See Guide, pp. 44-47, for details. CHAP. 7 FORMAT REVIEW THE BASICS ET/D approval deadlines Number/turn time of reviews 12 hrs of no-charge format reviews 1 partial review (counts in review time) Proof carefully -- Format Review Checklist in Appendix Apply Standard Margin Watermark (ET/D web page) to ensure everything is inside margins. Notice of patent pending See Guide, pp. 49+, for details. See Appendix, pp. 5+, for checklist. 19
CHAP. 7 FORMAT REVIEW SUBMISSION REQUIREMENTS FOR REV1 Request creation of your ET/D 2012 group space in Bb (Shirley Hancock). Create UMI Online Profile (ET/D web page). Convert Word file & verify PDF/A-1b (ET/D web page). File name with review number: Smith mmddyy rev1 1(day=upload ddate) Use same title in Subject line --when uploading file to Bb and --sending notification email See Guide, pp. 49-51, for details. CHAP. 7 FORMAT REVIEW PARTIAL REVIEW REQUIREMENTS FOR REV1 Your file must include: Front matter formatted for at least title page, TOC, LOT/LOF (as appropriate) At least one chapter with text + tables/figures ****************** Be sure to add page numbers to front matter and body. See Guide, p. 51, for details. 20
CHAP. 7 FORMAT REVIEW FINAL CONSIDERATIONS Index page template (ET/D web page) Levels of security Final steps in process Print copy desired? No changes after approval of official copy See Guide, pp. 49+, for details. See Appendix, pp. 5+, for checklist. Appendix Acronyms & Key Terms Used During Format Reviews New section; provides definitions. Currently about 60 entries. Help us tailor this to your needs. See Guide, pp. 65+, for details. 21