Electronic Thesis/Dissertation Workshop Working Smart to Create Your ET/D Shirley Hancock, ET/D Review Manager 8/24/2010 August 2010 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, and e-collaboration site questions Larry Tague Assistant Dean Academic Affairs Thesis/dissertation support Shirley Hancock, Review Manager, ET/Ds Technical support (conversion to PDF/A-1b) Larry Tague Assistant Dean Academic Affairs Word support Tricia Page, Instructor Graduate Word Wkshop 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 See Guide, pp. vii-viii, for details. CHAP. 1 INTRODUCTION Guide as sample Integrity plagiarism i Sequencing of pages Paperclip p. 4. See Guide, pp. 1-4, for details. 4
CHAP. 2 SIGNATURE PAGE Use appropriate template ET/D web page. Position at front of T/D file. Submit with each review. Get signed only after approval. If wording changes after approval, must get reapproved. See Guide, pp. 5-6, for details. SAMPLE SIGNATURE PAGE 5
CHAP. 2 TITLE PAGE Use appropriate template ET/D web page Base style font and font size No page number See Guide, p. 6, for details. SAMPLE TITLE PAGE PLASTICIZED ETHYLCELLULOSE FOR PREPARATION OF CONTROLLED RELEASE TABLETS A Dissertation 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 6
CHAP. 2 COPYRIGHT Center vertically and horizontally. Copyright 20010 by John Q. Student All rights reserved Acknowledge your previously published material. Chapter 3 2009 by American Institute of Biological Sciences All other material 2010 by John Q. Student Page ii in your file. See Guide, pp. 6-8, for details. CHAP. 2 ACKNOWLEDGMENTS Thank those who helped you obtain degree (e.g., advisor, committee members, colleagues). Acknowledge grants and special funding. See Guide, p. 9, for details. 7
CHAP. 2 ABSTRACT One page 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. 10, for details. 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. 10-11, for details and Appendix, pp. 13-14 for samples. 8
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. 11, for details. CHAP. 2 FRONT MATTER TIPS If creating doc with a pc, we recommend adding hyperlinks. when auto-generating the TOC, LOT/LOF or after T/D approval (using Acrobat Distiller) if you don t apply Word styles. Add List of Abbreviations if you use many. Abbreviations go at left. Definitions at right. Alphabetize by acronym. Tables/figures in Appendix belong in LOT/LOF unless all same type data. See Guide, pp. 12-13, for details. 9
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. 15-16, for details. See Appendix, pp. 16-18, for samples. 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. 15-16, for details. 10
CHAP. 3 SAMPLE PAGE - SUBDIVISION HEADS IN-TEXT REF. See Appendix, pp. 16-18, for different styles of heads. CHAP. 3 SAMPLE PAGE SPACE BEFORE/AFTER HEADS See Guide, p. 15, for details. 11
CHAP. 3 SAMPLE PAGE MARGINS 1 1.25" 1.25 1.5 See Guide, p. 31, for details. CHAP. 3 PREVIOUSLY PUBLISHED CHAPTERS See Guide, p. 17, for details. 12
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 must be unique. Style table/figure titles same. If in Appendix, suffix is a letter (i.e., A-1). See Guide, pp. 19, for details. CHAP. 3 TABLE FORMAT See Guide, pp. 21-23, for details. See Appendix, p. 19, for this sample as a full page. 13
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. 20-21, for details; p. 12, for example. 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. 20-23, for details. 14
CHAP. 3 EQUATIONS If referred to in text, number consecutively. Center equation; right justify number. Leave one space before/after. See Guide, p. 26, for details. CHAP. 4 BACK MATTER LIST OF REFERENCES (LOR) Credit personal communications in text (name & date), not LOR. Three standard orders of entries. Citation style for your field. Be consistent and include all required information. Single space within, double space between entries. Use of End-Note or other reference management software. See Guide, pp. 27-28, for details. 15
CHAP. 4 BACK MATTER APPENDIX Numbering multiple appendixes Naming appendixes Placement and style of title Tables and figures See Guide, pp. 28-29, for details. CHAP. 4 BACK MATTER VITA Last page. Brief paragraph or two. Narrative with relevant personal, academic, & professional information. Give year of birth for library cataloging purposes. See Guide, p. 29, for details. 16
CHAP. 5 FORMATTING Base style -- type face and size Margin settings Justification Line spacing for text and tables Indented material Paragraph indents Numbered and bulleted lists Quotations of 8+ lines See Guide, pp. 31-33, for details. CHAP. 5 FORMATTING (CONT D) Pagination 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. 33-34, for details. 17
CHAP. 5 FORMATTING TIPS FOR WORKING SMART Develop format sheet. Use Page Setup in Word. Define styles for chapter titles and subheads; also table/figure titles. Auto-generate TOC, LOT/LOF. Know Word Attend Word Workshop. See Guide, p. 35, for details. CHAP. 6 SCIENTIFIC WRITING STYLE Verb tenses Person and voice Standard nomenclature for chemical compounds, diseases, genes, etc. Abbreviations and symbols Numbers Recommended references See Guide, pp. 37-40, for details. 18
CHAP. 7 FORMAT REVIEW THE BASICS T/D approval deadlines Number/turn time of reviews 1 preliminary review Single file (signature/approval page at front) Proof carefully -- Format Review Checklist in Appendix PDF/A-1b conversion via Acrobat Professional 7.0+ (ET/D web page) Notice of patent pending See Guide, pp. 41-46, for details. See Appendix, pp. 5+ for checklist. CHAP. 7 FORMAT REVIEW SUBMISSION REQUIREMENTS FOR REV1 Request creation of your ET/D group space in ETDW (Shirley Hancock). Create UMI Online Profile (ET/D web page). Verify PDF/A-1b status (ET/D web page). File name and version protocol: Smith-2-22-09-rev1 22 Use same title in Subject line of notification email: Smith-2-22-09-rev1 See Guide, pp. 42-46, for details. 19
CHAP. 7 FORMAT REVIEW PARTIAL REVIEW REQUIREMENTS FOR REV1 Your file must include: Unsigned Signature page Front matter formatted for at least 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. 42, for details. 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 Need deadline dli extension? See Guide, pp. 47-50, for details. See Appendix, pp. 5+, for checklist. 20
CHAP. 8 E-COLLABORATION SITE TOOLS Two Blackboard sites at http://courses.uthsc.edu Goal: Aid communication and ET/D development for you, your committee, and the CGHS reviewers Option 1: For format review only (ET/D Workshop ET/D Groups your name File Exchange) E-Tools: File exchange, email Contact Shirley Hancock to set up your ET/D group. See Guide, pp. 42 & 53-55, for details., CHAP. 8 E-COLLABORATION SITE TOOLS (CONT D) Options 2 & 3: Personal Learning Mgmt. System site titled with your name E-tools: e.g., ET/D information, place for announcements, meeting calendar, file exchange, email For format review: (your name ET/D Review Group File Exchange) See Larry Tague for demo and to set up personal LMS. See Guide, pp. 55, for details. 21
CHAP. 8 E-COLLABORATION FINAL NOTES Maintain all ET/D PDFs and checklists on your review site for reference during the process. Make copy of e-collaboration site materials you wish to keep; CGHS will delete them 6 mo after your ET/D is approved. Please help us improve Complete site and process evaluation available at ET/D Workshop site before you graduate. See Guide, pp. 56, for details. 22