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Thesis Formatting Instructions Dissertation Formatting Instructions
After you have passed your final examination, and after any changes required by the examination committee have been made, you are ready to prepare the final version of your thesis. Before you have the final copies made, we invite you to bring your manuscript in to the CLAS Graduate Division Office in room 102 Strong Hall for a quick format check. No appointment is necessary and it only requires 5-10 minutes of your time. We are also always happy to answer any questions about thesis format requirements either in person, by phone (864-4898), or by email clasgrad@ku.edu The deadline for submitting your thesis in order to graduate in a certain semester is
published in the Graduate Division calendar, the Graduate School catalog, and on the CLAS
Graduate Division webpage at www.ku.edu/~clasgrad.
Certain aspects of the thesis format will be checked in our office to insure that they meet requirements set by the Graduate School and the library. Following are a list of the format requirements that will be checked and enforced by the Graduate Division: PAPER 1. Only 8 x 11 inch white, unpatterned paper is acceptable. 2. Paper must be 20 pound bond with 25% rag (cotton) content only. Paper with anything other than 25% cotton content is unacceptable. Erasable bond paper is not acceptable, nor is bond paper without cotton content. Use the same paper throughout the thesis, including all tables, figures, and appendices (except for photos and maps) and the title page. 3. Recycled paper of any type is unacceptable. If the water mark contains
the recycled symbol (three arrows in the shape of a triangle, don’t use it). PRINTING 1. Print must be letter quality: clear, crisp, clean and dark. Any printer (laser, inkjet) which meets the print quality may be used. 2. Print on only one side of the paper. Double sided printing is not acceptable. 3. Font size: Either 10 , 11, or 12 is acceptable (any other size type must be approved in advance by the thesis committee and the CLAS Graduate Division). Script type is not acceptable. Use the same type consistently throughout the thesis, however, smaller type can be used for figures, tables, charts, footnotes, etc. 4. Spacing: Normally theses are typed double-spaced; however, one and a half spacing may be used with the prior consent of your committee. Also appendices, footnotes and references (bibliography), and Abstract may be typed single-spaced if your committee and style sheet allow. 5. Do not use correction fluids or tapes to mask mistakes. Never use scotch tape to affix figures, photographs, etc. 6. Make sure your printer has a new cartridge when printing your manuscript. Your printing should have no light spots, uneven printing, smudges, or crooked alignment. If you are unsure whether your printer quality is acceptable, bring a sample in to the Graduate Division to be checked before you print the whole thing. 7. Please check each copy to insure that no pages are missing from either copy before turning them in to the Graduate Division. If you thesis is missing pages, it can be extremely inconvenient and costly to correct such an error. 8. We recommend the Wescoe Duplicating Center for making additional copies of your thesis. They are fast, inexpensive and efficient. MARGINS and PAGE NUMBERS 1. Margins of at least one and one-half inch on the left and at least one and one-quarter inch on the top, right, and bottom must be provided. These margin sizes are required because of reducing and cropping which is done when your thesis is bound. 2. All pages of your manuscript must meet the margin requirements in #1 above including appendices, figures, illustrations, charts, graphs, sample forms, etc. 3. Page numbers must be placed at least three-fourths inch up from the bottom of the page or at least three-fourths inch down from the top of the page. If using a right side page number the number should be aligned with the right side margin of one and one-quarter inch. 4. Center top or center bottom are also acceptable page number locations, provided the number is placed at least 3/4 inch from the edge of the page (see back page for acceptable page number locations.) 5. All pages are to be numbered consecutively from Chapter 1 through Appendices, including figures, tables, and photographs. Chapter heading pages may have a silent number. If a table/figure legend is on a separate page, both pages should be numbered. 6. The introductory pages such as the Abstract, Table of Contents, Acknowledgments, etc.. should be numbered at bottom center in small roman numerals (ii, iii, iv, etc.) The title page should not be numbered. It is assumed to be page i. 7. Do not use a running header, as you might in a journal article, e.g. (Smith, Page
2). Also, do not use separate chapter numbering, such as Page1-1, 1-2, 1-3, then Page 2-1,
2-2, 2-3, etc. TITLE PAGE A sample title page, which illustrates the following points, toward the end of this document: 1. The name of the Department must be EXACTLY the official name the university recognizes as granting the degree. For example, students may pursue a program of study in Clinical Psychology, but they graduate from the Psychology Department as there is no Clinical Psychology Department at KU. If you are unsure of the exact name of your department, check with the department secretary or the Graduate Division Office. 2. The chair and at least two other members of your committee must sign the title pages which you turn in with your two unbound copies. You may include lines for all your committee members if you wish. Nothing is required to be typed under the signature lines, however, if you wish you may type the members’ names under the signature lines, or their titles, such as “chair,” or “member.” 3. Prior degrees may be listed under your name, but they are optional. 4. The phrase “Submitted to the Department of ____ and the Faculty of the Graduate School of the University of Kansas in partial fulfillment of the requirements for the degree of Master of (Arts/Science/Public Administration/Historical Administration)" is required verbatim for all theses. 5. Please use your full name as you normally sign on official school documents. 6. The “Date Submitted” blank will be filled in by the Division when you turn in your two unbound copies. 7. The title page is NOT numbered. It is assumed to be Page i. ABSTRACT Every thesis must include an Abstract, which should summarize the content of the thesis, in not more than 350 words, and can either be single or double spaced. The recommended heading is shown below:
ABSTRACT FOOTNOTES/ENDNOTES The placement of footnotes can be at the bottom of the page, the end of the chapter,
within the text (e.g., Smith, 1975), or combined at the end of the text of the thesis,
depending on your manuscript style. You must be consistent whichever method you use. Make
sure your advisor approves of your footnote style. Do not footnote the title page. If you
need to credit a funding TABLES, FIGURES, ILLUSTRATIONS, AND PHOTOGRAPHS 1. Charts, graphs, diagrams, maps, figures, musical scores, photographs and other
pictorial components must be clear, clean and pertinent to the subject matter of the
thesis. All such items should be firmly fixed or securely enclosed in the thesis. Symbols
or labels should be used in graphs/charts for identification rather than color.
Cross-hatching on shaded areas of maps will 2. Color or black/white xerox illustrations are acceptable, as well as color used in charts, figures, etc. Xeroxes of colored photographs may be used in one copy. The original photograph or a scanned image must be in the other copy. 3. To mount your photographs, use dry mount tissue or a cold mount adhesive to
mount illustrations, photographs, etc. The dry-mount process involves placing a dry-mount
tissue between the illustration and the mounting paper. It is fused when heat is applied
by a heat press, electric iron, etc. Cold-mount adhesive, Apositionable mount
adhesive,that does not require use of 4. Do not use aerosol spray glues, cellophane tape, or rubber cement in your thesis as they deteriorate rapidly. After a period of time, chemical spotting may occur on prints if spray adhesives and dry mount cements are used. As well, the glue will dry in a short time and the photos come loose. 5. If you have materials that will not fit within the margins such as large, folded
maps, questionnaires that due to copyright laws cannot be shrunk, video tapes, etc, try
the following options: 6. Tables, figures, etc. should be placed in the text immediately following discussion of the topic portrayed ( i.e., on the same page if space is available, or on the following page.) If there are several tables or figures that interrelate to one another, they may be placed at the end of a chapter, end of the manuscript, or in an appendix. If this is the case, a List of Figures and List of Tables should be provided immediately following the Table of Contents. 7. Figures and Tables must be numbered. The table/figure caption can be on the same page, or on a page either preceding or facing the table/figure. Again, the rule is be consistent. Pretend that you are the reader and trying to find an illustration referred to in the text, and if it is hard to find, rectify the situation. Science Students It is common in the Natural Sciences for students to use previously published articles as chapters in their theses. The Graduate School has agreed to this practice as long as the following requirements are an integral part of the thesis. A. A combined abstract. Organization of Thesis: (suggested) 1. Title page* Note: The order of numbers 3-6 are interchangeable, as well as 8and 9. The form of the table of contents, the organization of the bibliography, the stylistic
practices represented in the footnotes, the placement of the footnotes and the pagination
are matters which are ordinarily decided by the master's candidate in conference with the
thesis committee, particularly the chair. Summary of Materials to be submitted to the Graduate Division 1. Two unbound copies of the thesis in protective boxes (preferably paper ream boxes). Spiral binding is not the same as unbound and is unacceptable. 2. The student is responsible for paying the binding fee required by the library of $50.00. This fee is payable when turning in your thesis to the Division Office. Please make out your check to the University of Kansas. If you need to pay with cash, please bring correct change. 3. Original signatures are required on the title pages of each of the copies submitted to the Graduate Division (see sample title page.) If the length of your thesis requires a second volume, please provide two more title pages for the additional volume(s). In other words, four title pages with original signatures. 4. Permission to Copy form used to aid the Library in cataloging your manuscript. This form is available in the Division Office, 102 Strong. 5. One extra loose copy each of the title page and the abstract on any type of paper. Warning: You may also be required to submit one or more copies of your thesis to your department. Check with your secretary/advisor as to requirements. The two copies turned into the Graduate Division will remain there until graduation. At that time, they are sent to Cataloging in Watson Library to be bound. This process takes 6-9 months. After that, one remains in the archives in Spencer Research Library, while the other is available on the shelf for check-out . Ways to Save Money - Use space and a half instead of double spacing. -If your style manual allows, single space footnotes, bibliography, introductory pages, figures, tables, long quotes and appendices. - Only the two copies for the Division have to be on the more expensive paper. Copies for your committee members can be on regular copier paper. - Don’t print your copies on expensive paper until after the defense. - Use 10 or 11 font size, rather than 12. Students’ Additional Responsibilities for Graduation Each candidate for a masters degree awarded by the CLAS Graduate Division is responsible for: A. Seeing that the final examination paperwork for the degree has been forwarded to the CLAS Graduate Division Office. B. Checking that the result of the final examination has been forwarded to the CLAS Graduate Division Office. C. Checking with the department that all work for the degree is completed and that grades have been sent to the CLAS Graduate Division. In the case of incompletes not required for the degree, a note/email from your advisor will be necessary stating that the course(s) with incompletes are not necessary for your degree. The last semester of Thesis (899) enrollment must be graded with a grade such as A,B,C, etc. A "P" is acceptable for the preceding semesters, but not for the final semester grade. D. Submitting an Application for Degree form, for the semester you intend to graduate. If you have filed an application for an earlier semester, but did not graduate, file a new form with correct, up-to-date information. Diplomas will be available 6-8 weeks following graduation from the Registrar's Office, 122 Strong. The last name must agree with your name on Student Records. If your name has changed, go to the Registrar's Office in Strong Hall and fill out the required form to officially change your name. The application must be filed by the deadline date set by the University Registrar. For August- July 1 Note: These dates are earlier than the University Registrar’s
deadlines. This enables the Graduate Division to identify and resolve any problems
with graduation before it’s too late!
Sample Title Page
INTELLECTUALISM VERSUS PERSEVERANCE:
by
I. Finally Diditt Submitted to the Department of
(Signatures on both copies to ____________________________ Date Submitted: __________ (* Please use full name as you normally use it on official documents. Remember, your last name must appear on your diploma as it appears in official Student Records.)
Dissertation Instructions After you have passed your final examination, and after any changes required by the examination committee have been made, you are ready to prepare the final version of your dissertation. Before you get the final copies made, we invite you to bring in your manuscript to the CLAS Graduate Division Office in room 102 Strong Hall for a quick format check. No appointment is necessary and it only requires 5-10 minutes of your time. We are also always happy to answer any questions about dissertation format requirements either in person or by phone (864-4898) or email clasgrad@ku.edu. The deadline for submitting your dissertation in order to graduate in a certain semester is published in the Graduate Division calendar, the Graduate School catalog, and the webpage calendar. Certain aspects of the dissertation format will be checked in our office to insure that they meet requirements set by the Graduate School and the library. Following are a list of the format requirements that will be checked and enforced by the Graduate Division: PAPER 1. Only 8 1/2 x 11 inch white, unpatterned paper is acceptable. 2. Paper must be 20 pound bond with 25% rag (cotton) content only. Paper with more than 25% cotton content is unacceptable. Erasable bond paper is not acceptable, nor is bond paper without cotton content. Use the same paper throughout the thesis, including all tables, figures, and appendices (except for photos and maps). 3. Recycled paper of any type is unacceptable. If the water mark contains the recycled symbol (three arrows in the shape of a triangle, don’t use it). PRINTING 1. Print must be letter quality: clear, crisp, clean and dark. Any printer (laser, inkjet) which meets the print quality may be used. 2. Print on only one side of the paper. Double sided printing is not acceptable. 3. Font size: Either 10 , 11, or 12 pitch is acceptable (any other size type must be approved in advance by the thesis committee and the CLAS Graduate Division). Script type as the main font is not acceptable. Use the same type consistently throughout the thesis, however, smaller type can be used for figures, tables, charts, footnotes, etc. 4. Spacing: Normally theses are typed double-spaced; however, one and a half spacing may be used with the prior consent of your committee. Also appendices, footnotes and references (bibliography), and Abstract may be typed single-spaced if your committee and style sheet allow. 5. Do not use correction fluids or tapes to mask mistakes. Never use scotch tape to affix figures, photographs, etc. 6. Make sure your printer has a new ribbon or cartridge when printing your manuscript. Your printing should have no light spots, uneven printing, smudges, or crooked alignment. If you are unsure whether your printer quality is acceptable, bring in a sample to the Graduate Division to be checked before you print the whole thing. 7. Please check each copy to insure that no pages are missing from either copy before turning them in to the Graduate Division. If you thesis is missing pages, it can be extremely inconvenient and costly to correct such an error. 8. We recommend the Burge Union Copy Center for making additional copies of your thesis. They are fast, inexpensive and efficient. MARGINS and PAGE NUMBERS 1. Margins of at least one and one-half inch on the left and at least one and one-quarter inch on the top, right, and bottom must be provided. These margin sizes are required because of reducing and cropping which is done when your thesis is bound. 2. All pages of your manuscript must meet the margin requirements in #1 above including appendices, figures, illustrations, charts, graphs, sample forms, etc. 3. Page numbers must be placed at least three-fourths inch up from the bottom of the page or at least three-fourths inch down from the top of the page. If using a right side page number the number should be aligned with the right side margin of one and one-quarter inch. 4. Center top or center bottom are also acceptable page number locations, provided the number is placed at least 3/4 inch from the edge of the page (see back page for acceptable page number locations.) 5. All pages are to be numbered consecutively from Chapter 1 through Appendices, including figures, tables, and photographs. Chapter heading pages may have a silent number. If a table/figure legend is on a separate page, both pages should be numbered. 6. The introductory pages such as the Abstract, Table of Contents, Acknowledgments, etc. should be numbered at bottom center in small roman numerals (ii, iii, iv, etc.) The title page should not be numbered. It is assumed to be page i. 7. Do not use a running header, as you might in a journal article, e.g. (Smith, Page 2). Also, do not use separate chapter numbering, such as Page1-1, 1-2, 1-3, then Page 2-1, 2-2, 2-3, etc. TITLE PAGE A sample title page which illustrates the following points is located near the end of this document: 1. The name of the Department must be EXACTLY the official name the university recognizes as granting the degree. For example, students may pursue a program of study in Clinical Psychology, but they graduate from the Psychology Department as there is no Clinical Psychology Department at KU. If you are unsure of the exact name of your department, check with the department secretary or the Graduate Division Office. 2. The chair and at least two other members of your committee must sign the title pages which you turn in with your two unbound copies. You may include lines for all your committee members if you wish. Nothing is required to be typed under the signature lines, however, if you wish you may type the members’ names under the signature lines, or their titles, such as “chair," or “member.” 3. Prior degrees may be listed under your name, but they are optional. 4. The phrase “Submitted to the Department of ____ and the Faculty of the Graduate School of the University of Kansas in partial fulfillment of the requirements for the degree of Doctor of Philosophy" is required verbatim for all dissertations. 5. Please use your full name as you normally sign on official school documents. 6. The “Date Submitted” blank will be filled in by the Division when you turn in your two unbound copies. 7. The title page is NOT numbered. It is assumed to be Page i. ABSTRACT Every dissertation must include an Abstract, which should summarize the content of the dissertation in not more than 350 words, and can either be single or double spaced. The suggested heading is shown below: ABSTRACT FOOTNOTES/ENDNOTES The placement of footnotes can be at the bottom of the page, end of the chapter, within the text (e.g., Smith, 1975), or combined at the end of the text of the thesis, depending on your manuscript style. You must be consistent whichever method you use. Make sure your advisor approves of your footnote style. Do not footnote the title page. If you need to credit a funding organization, do this within the Acknowledgments section of your thesis. Remember, if consistent with the style sheet you are using, footnotes or endnotes can be single-spaced. TABLES, FIGURES, ILLUSTRATIONS, AND PHOTOGRAPHS 1. Charts, graphs, diagrams, maps, figures, musical scores, photographs and other pictorial components must be clear, clean and pertinent to the subject matter of the thesis. All such items should be firmly fixed or securely enclosed in the thesis. Symbols or labels should be used in graphs/charts for identification rather than color. Cross-hatching on shaded areas of maps will offer more of a contrast than color provides. Lettering and symbols, after reduction, should be large enough to be readable. If colors are essential in interpreting graphic illustrations, then they must be reproduced accurately in these same colors for inclusion in the thesis. (It is recommended that the color blue not be used in graphic illustrations as it does not photocopy.) 2. Color or black/white xerox illustrations are acceptable, as well as color used in charts, figures, etc. Xeroxes of colored photographs may be used in one copy. The original photograph or a scanned image must be in the other copy. 3. To mount your photographs, use dry mount tissue or a cold mount adhesive to mount illustrations, photographs, etc. The dry-mount process involves placing a dry-mount tissue between the illustration and the mounting paper. It is fused when heat is applied by a heat press, electric iron, etc. Cold-mount adhesive, Apositionable mount adhesive, and does not require use of heat in application. Cold-mount adhesive allows for repositioning of materials if necessary as it does not form a strong bond until pressed firmly. Photographs may also be reproduced directly onto Kodak paper (light weight) that is resin-coated or polyfiber AL. These materials are available at Wolfe's Camera store in Topeka. 4. Do not use aerosol spray glues, cellophane tape, or rubber cement in your thesis as they deteriorate rapidly. After a period of time, chemical spotting may occur on prints if spray adhesives and dry mount cements are used. As well, the glue will dry in a short time and the photos come loose. 5. If you have materials that will not fit within the margins such as large, folded
maps, questionnaires that due to copyright laws cannot be shrunk, video tapes, etc, try
the following options: 6. Tables, figures, etc. should be placed in the text immediately following discussion of the topic portrayed ( i.e., on the same page if space is available, or on the following page.) If there are several tables or figures that interrelate to one another, they may be placed at the end of a chapter, end of the manuscript, or in an appendix. If this is the case, a List of Figures and List of Tables should be provided immediately following the Table of Contents. 7. Figures and Tables must be numbered. The table/figure caption can be on the same page, or on a page either preceding or facing the table/figure. Again, the rule is Abe consistent. Pretend that you are the reader and trying to find an illustration referred to in the text, and if it is hard to find, rectify the situation. Science Students It is common in the Natural Sciences for students to use previously published articles
as chapters in their theses. The Graduate School has agreed to this practice as long as
the following requirements are an integral part of the thesis. Organization of Dissertation: (suggested) 1. Title page* *Required in every dissertation, all other elements are either optional or only
required if pertinent to your manuscript. The form of the table of contents, the organization of the bibliography, the stylistic practices represented in the footnotes, the placement of the footnotes and the pagination are matters which are ordinarily decided by the student in conference with the dissertation committee, particularly the chair. COPYRIGHT If you wish to copyright your dissertation, you must place a copyright notice on the manuscript. This may be placed on the title page or on the page immediately following the title page with the year and the author's full legal name below. For a dissertation completed in 1999 by John Richard Doe, the notice would appear as: C 1999 If placed on the title page, the copyright notice and date may be inserted directly above the author's name. If placed elsewhere, even on the title page, the name must appear below the notice, as shown, even though the name appears twice on the page. An additional charge of $45 must be paid for the copyright at the time the two unbound copies of the dissertation are turned in to the Graduate Division. Be sure to mark on the microfilming application that you want your dissertation copyrighted. Publication To qualify for a doctoral degree you must submit an extra copy of your Abstract of not more than 350 words along with your dissertation manuscript for publication in Dissertation Abstracts International. A loose copy of the title page of the dissertation must also be submitted. Unless your dissertation is being published entirely in a scholarly journal, monograph or book form, it must be microfilmed. We will arrange for microfilming your dissertation for a fee of $60.00 collected at the time you turn in your two unbound copies to the Graduate Division. Arrangements for the former methods of publication must be submitted in advance to the College Graduate Division for review and approval. Ways to Save Money 1. Use space and a half instead of double spacing. 2. If you style manual allows, single space footnotes, bibliography, introductory pages, figures, tables, long quotes and appendices. 3. Only the two copies for the Division have to be on the more expensive paper. Copies for your committee members can be on plain copier paper. 4. Don't print your copies on expensive paper until after the defense. 5. Use 10 or 11 font size, rather than 12. Summary of Materials to be submitted to the Graduate Division 1. Two unbound copies of the dissertation in protective boxes. Spiral binding is not the same as unbound and is totally unacceptable. 2. The student is responsible for paying the binding fee required by the library of $50.00. This fee is payable when turning in your dissertation to the Division Office. Please make out your check to the University of Kansas. If you need to pay with cash, please bring correct change. 3. Original signatures are required on the title pages of each of the copies submitted to the Graduate Division (see sample title page.) If the length of your dissertation requires a second volume, please provide two more title pages for the additional volume(s). In other words, four title pages with original signatures. 4. National Research Council Survey of Doctorates form (obtain from the Graduate Division). Every doctoral student is required to fill out this form. It is used to compile statistics by the Graduate School which can affect national rankings and funding for graduate education. 5. One extra loose copy each of the title page and the abstract on any type of paper. 6. Microfilming Application Form (or proof of otherwise meeting the publication requirement) and payment of $60.00 microfilming fee. If you want your dissertation to be copyrighted, add $45 more to the microfilming check, for a total of $105.00. Again the check is made payable to the University of Kansas, and if you are paying in cash, please bring correct change. Warning: You may also be required to submit one or more copies of your dissertation to your department. Check with your secretary/advisor as to requirements. The two copies turned into the Graduate Division will remain there until graduation. At that time, they are sent to Cataloging in Watson Library to be cataloged and bound. This process takes 6-9 months. After that, one copy remains in the archives in Spencer Research Library, while the other is available on the shelf for check-out . Students' Additional Responsibilities for Graduation Each candidate for a doctoral degree awarded by the CLAS Graduate Division is responsible for: A. Seeing that the final examination for the degree is scheduled far enough in advance that the examination may be publicized as requiredBusually two weeks. Notice of the defense is published in the local newspaper. B. Checking that the result of the final examination has been forwarded to the CLAS Graduate Division Office. C. Checking with the department that all work for the degree is competed and that grades have been sent to the CLAS Graduate Division. In the case of incompletes not required for the degree, a note/email from your advisor will be necessary stating that the course(s) with incompletes are not necessary for your degree. The last semester of Dissertation (899) enrollment must be graded with a grade such as A,B,C, etc. AP@ is acceptable for the preceding semesters, but not for the final semester grade. D. Submitting an Application for Degree form, for the semester you intend to graduate. If you have filed an application for an earlier semester, but did not graduate, file a new form with correct, up-to-date information. Diplomas will be available 6-8 weeks following graduation from the Registrar's Office, 122 Strong. The last name must agree with your name on Student Records. If your name has changed, go to the Registrar's Office in Strong Hall and fill out the required form to officially change your name. The application must be filed by the deadline date set by the University Registrar. For August- July 1 Sample Title Page INTELLECTUALISM VERSUS PERSEVERANCE: by I. Finally Diditt Submitted to the Department of
____________________________ ____________________________
____________________________ ____________________________ ________________________ Date Submitted: __________ Signatures on both copies to Division must be original (* Please use full name as you normally use it on official documents. Remember, your
last name must appear on your diploma as it appears in official Student Records.)
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