Thesis/Dissertation OfficePurdue Graduate School

Mark D. Jaeger, ManagerMark D. Jaeger, Manager

Room 170, Ernest C. Young HallRoom 170, Ernest C. Young Hall

4-26004-2600

gradinfo@purdue.edugradinfo@purdue.edu

http://www.gradschool.purdue.edu/thesis.cfmhttp://www.gradschool.purdue.edu/thesis.cfm

Thesis/Dissertation Office Formatting Checklist This checklist helps ensure formal compliance with This checklist helps ensure formal compliance with A A

Manual for the Preparation of Graduate ThesesManual for the Preparation of Graduate Theses (Sixth (Sixth Edition, 1996)Edition, 1996)

It also “fills in the gaps” regarding policy and It also “fills in the gaps” regarding policy and procedural changes since 1996procedural changes since 1996

While lengthy (46 slides), this checklist will help you While lengthy (46 slides), this checklist will help you identify most, if not all, errors encountered by the identify most, if not all, errors encountered by the Thesis/Dissertation OfficeThesis/Dissertation Office

Most formatting discrepancies can be, in fact, easily Most formatting discrepancies can be, in fact, easily avoided by carefully reviewing the thesis preparation avoided by carefully reviewing the thesis preparation manualmanual

University Format Requirements

Paper: Are you using….Paper: Are you using…. Standard 20-pound weight (up to 24-pound is also Standard 20-pound weight (up to 24-pound is also

acceptable), 100% “rag” or “cotton” non-acidic 8 ½ x acceptable), 100% “rag” or “cotton” non-acidic 8 ½ x 11 paper for your “deposit copy?”11 paper for your “deposit copy?”

Standard “copier” paper for all other copies?Standard “copier” paper for all other copies? Fonts, Font Size, and Font Variations: Are you using….Fonts, Font Size, and Font Variations: Are you using….

Consistent font and font size for all text (including Consistent font and font size for all text (including page numberspage numbers)?)?

Font size that is, as a rule, no less than 10 point nor Font size that is, as a rule, no less than 10 point nor more than 12 point?more than 12 point?

University Format Requirements

Fonts, Font Size, and Font Variations (Cont’d):Fonts, Font Size, and Font Variations (Cont’d): Underlining, bolding, or italics? If so, use them Underlining, bolding, or italics? If so, use them

sparingly, consistently or, preferably, sparingly, consistently or, preferably, not at allnot at all.. Spacing: Is the vertical spacing of your text…Spacing: Is the vertical spacing of your text…

Consistently either 1.5 or 2?Consistently either 1.5 or 2? Long quotes, figure/table captions, footnotes, Long quotes, figure/table captions, footnotes,

etc. may be single-spacedetc. may be single-spaced

University Format Requirements

Margins: Are your margins….Margins: Are your margins…. Consistently 1.5 (left), 1 (top), 1 (right), and Consistently 1.5 (left), 1 (top), 1 (right), and

1.25 (bottom)?1.25 (bottom)? ““Widows” and “Orphans”: Have you…Widows” and “Orphans”: Have you…

Avoided these by using using “Widow Avoided these by using using “Widow Control?”Control?”

Extended your top, bottom, or right margins, if Extended your top, bottom, or right margins, if necessary to preclude them? See page 4 of necessary to preclude them? See page 4 of your manual.your manual.

University Format Requirements

Page Numbering: Have you…Page Numbering: Have you… Numbered Numbered everyevery page (except for “cover page (except for “cover

pages”)?pages”)? Assigned Assigned Roman numeralsRoman numerals to all “preliminary to all “preliminary

pages” (excepting the title page)?pages” (excepting the title page)? Assigned Assigned Arabic numeralsArabic numerals to all text pages to all text pages

(starting with “1”)?(starting with “1”)? Placed page numbers, as a rule, in the upper Placed page numbers, as a rule, in the upper

right corner, ½” from the top and “flush” with right corner, ½” from the top and “flush” with the right margin?the right margin?

Departmental Requirements

Have you followed all departmental thesis Have you followed all departmental thesis preparation requirements?preparation requirements?

Has your thesis format been reviewed by either your Has your thesis format been reviewed by either your departmental thesis format advisor or your final departmental thesis format advisor or your final exam committee chair, as applicable?exam committee chair, as applicable?

Have you received all required forms from your Have you received all required forms from your department? Refer to the “Final Deposit Checklists” department? Refer to the “Final Deposit Checklists” on our website as these identify all required items. on our website as these identify all required items.

Have all forms been correctly and completely Have all forms been correctly and completely signed/dated?signed/dated?

University Thesis Deposit Procedures Printing: Have you…Printing: Have you…

Printed/bound all required copies as required in Printed/bound all required copies as required in the thesis preparation manual?the thesis preparation manual?

Used a Used a laser printerlaser printer for reproduction? Please for reproduction? Please do not use bubble- or ink-jet printers!do not use bubble- or ink-jet printers!

Other Copies: Ensure you…Other Copies: Ensure you… Deliver a copy to your department head, for Deliver a copy to your department head, for

inclusion in your departmental library, inclusion in your departmental library, after after your successful deposit at the Graduate Schoolyour successful deposit at the Graduate School

University Thesis Deposit Procedures Binding: Have you…Binding: Have you…

Bound your copies as required in a black three-Bound your copies as required in a black three-hole screw-post binder with a backing strip? hole screw-post binder with a backing strip?

Final Deposit Appointment: Have you…Final Deposit Appointment: Have you… Scheduled a final deposit appointment using the Scheduled a final deposit appointment using the

points of contact listed on the first page of this points of contact listed on the first page of this slide show? “Walk-in” appointments are slide show? “Walk-in” appointments are strongly discouraged strongly discouraged since they often cause since they often cause scheduling problems for others and result in scheduling problems for others and result in long waits!long waits!

University Thesis Deposit Procedures

If you attend IUPUI, IPFW, or Calumet, If you attend IUPUI, IPFW, or Calumet, have you met all deposit prerequisites have you met all deposit prerequisites and deadlines unique to those locations? and deadlines unique to those locations? These can vary significantly from those These can vary significantly from those of the West Lafayette campus.of the West Lafayette campus.

General Information

Copyrighted Material: Have you…Copyrighted Material: Have you… Obtained written, “hard copy” permission Obtained written, “hard copy” permission

from holders of copyrighted material you from holders of copyrighted material you wish to use in your thesis? wish to use in your thesis? This is This is mandatorymandatory..

““Hard copy” permission can come in the Hard copy” permission can come in the form of a letter, e-mail, etc.form of a letter, e-mail, etc.

General Information

Confidentiality: Have you…Confidentiality: Have you… Obtained a correctly completed and Obtained a correctly completed and

signed G. S. Form 15, signed G. S. Form 15, Request for Request for Confidentiality of Thesis Confidentiality of Thesis if your major if your major professor assigns “confidential status?”professor assigns “confidential status?”

Ensured you will bring it to the final Ensured you will bring it to the final deposit appointment?deposit appointment?

General Information

Figures/Tables: Figures/Tables: Color figures Color figures are are permitted for all permitted for all boundbound

copiescopies Black & white or “gray-scale” figures Black & white or “gray-scale” figures

must be used for unbound “microfilm” must be used for unbound “microfilm” copies (Ph.D.’s only)copies (Ph.D.’s only)

Don’t use “freehand” symbols or Don’t use “freehand” symbols or numbersnumbers

General Information

Figures/Tables (Cont’d): Have you…Figures/Tables (Cont’d): Have you… Placed figures/tables adjacent to the related Placed figures/tables adjacent to the related

text?text? Used correctly formatted “facing pages,” if Used correctly formatted “facing pages,” if

applicable? See pages 12, 13, and 23 of your applicable? See pages 12, 13, and 23 of your thesis preparation manual.thesis preparation manual.

Used correctly formatted oversize pages, if Used correctly formatted oversize pages, if applicable?applicable?

Assigned unique Arabic numbers to Assigned unique Arabic numbers to figures/tables?figures/tables?

General Information

Figures/Tables (Cont’d): Have you…Figures/Tables (Cont’d): Have you… Placed figure captions Placed figure captions belowbelow the figures? the figures? Placed table captions Placed table captions aboveabove the tables? the tables?

Multi-volume Theses: Have you…Multi-volume Theses: Have you… Created a second volume if your page count is Created a second volume if your page count is

350 or more?350 or more? Created separate title pages for each volume?Created separate title pages for each volume? Indicated the separation point in your Table of Indicated the separation point in your Table of

Contents?Contents?

General Information

Style Manuals: Have you…Style Manuals: Have you… Used the appropriate style manual for Used the appropriate style manual for

your discipline?your discipline? Followed Purdue format requirements Followed Purdue format requirements

that take precedence?that take precedence?

Purdue Format Title Page: Watch for…Title Page: Watch for…

Numbering your title page “i.” Numbering your title page “i.” Avoid this: It’s incorrect.Avoid this: It’s incorrect. Text should be centered Text should be centered within the page marginswithin the page margins (i.e., 1.5 left, (i.e., 1.5 left,

1.25 bottom, etc.)1.25 bottom, etc.) Correct thesis titleCorrect thesis title Correct name as shown in Purdue recordsCorrect name as shown in Purdue records Correct degree titleCorrect degree title Correct month/year of graduationCorrect month/year of graduation Evenly-spaced text (See Figure 2 of manual)Evenly-spaced text (See Figure 2 of manual)

Followed Purdue format requirements that take precedence?Followed Purdue format requirements that take precedence?

Purdue Format

Dedication: Watch for…Dedication: Watch for… Pagination: Pagination: This is the first numbered This is the first numbered

page, if used page, if used (i.e., “ii”). (i.e., “ii”). Correct page margins!Correct page margins! Heading: Heading: This is incorrectThis is incorrect.. Do Do notnot list this page in the Table of list this page in the Table of

Contents!Contents!

Purdue Format

ACKNOWLEDGMENTS: If used, watch for…ACKNOWLEDGMENTS: If used, watch for… Correct spelling of heading. There is more than Correct spelling of heading. There is more than

one proper way to spell this!one proper way to spell this! Heading placement. This is a “major division” Heading placement. This is a “major division”

heading and must be 2” from the top of the page. heading and must be 2” from the top of the page. Text begins 3 Text begins 3 single-spacesingle-space lines below. lines below.

Text spacing is identical to that in your thesis Text spacing is identical to that in your thesis (i.e., 1.5 or 2)(i.e., 1.5 or 2)

Correct page margins and paginationCorrect page margins and pagination Do Do notnot list this page in the Table of Contents! list this page in the Table of Contents!

Purdue Format

PREFACE: Watch for…PREFACE: Watch for… Correct spelling of heading!Correct spelling of heading! Heading placement. This is a “major division” Heading placement. This is a “major division”

heading and must be 2” from the top of the heading and must be 2” from the top of the page. Text begins 3 page. Text begins 3 single-spacesingle-space lines below. lines below.

Text spacing is identical to that in your thesis.Text spacing is identical to that in your thesis. Correct page margins/paginationCorrect page margins/pagination Do Do notnot list this page in the Table of Contents! list this page in the Table of Contents!

Purdue Format

TABLE OF CONTENTS: Watch for…TABLE OF CONTENTS: Watch for… Correct spelling of heading!Correct spelling of heading! Heading placement. This is a “major division” Heading placement. This is a “major division”

heading and must be 2” from the top of the heading and must be 2” from the top of the page. Text begins 3 page. Text begins 3 single-spacesingle-space lines below. lines below.

““Page” (shown on left side of Figure 3) is Page” (shown on left side of Figure 3) is technically the first line of texttechnically the first line of text

Correct page margins/paginationCorrect page margins/pagination Do Do notnot list this page in the Table of Contents! list this page in the Table of Contents!

Purdue Format

TABLE OF CONTENTS (Cont’d): Watch for…TABLE OF CONTENTS (Cont’d): Watch for… ““Leader dots” Leader dots” mustmust be used (no “dashes”) and must be used (no “dashes”) and must

extend completely and consistently to the page extend completely and consistently to the page numbernumber

Page numbers on right-hand side Page numbers on right-hand side must must be “justified.” be “justified.” Refer to “MS Word Tips” handout on the Refer to “MS Word Tips” handout on the Thesis/Dissertation Office website.Thesis/Dissertation Office website.

If TABLE OF CONTENTS is more than one page, If TABLE OF CONTENTS is more than one page, subsequent pages start at 1” from the topsubsequent pages start at 1” from the top

The word “Page” The word “Page” must be repeatedmust be repeated above the right- above the right-hand listing of page numbershand listing of page numbers

Purdue Format

LIST OF TABLES: Watch for…LIST OF TABLES: Watch for… Optional but Optional but strongly recommendedstrongly recommended Correct spelling of heading!Correct spelling of heading! Heading placement. This is a “major division” Heading placement. This is a “major division”

heading and must be 2” from the top of the page. heading and must be 2” from the top of the page. Text begins 3 Text begins 3 single-spacesingle-space lines below. lines below.

““Table” and “Page” (on left and right sides) are Table” and “Page” (on left and right sides) are technically the first line of texttechnically the first line of text

Correct page margins/paginationCorrect page margins/pagination This page This page is listed is listed in the Table of Contents!in the Table of Contents!

Purdue Format

LIST OF TABLES (Cont’d): Watch for…LIST OF TABLES (Cont’d): Watch for… ““Leader dots” Leader dots” mustmust be used (no “dashes”) and must be used (no “dashes”) and must

extend completely and consistently to the page extend completely and consistently to the page numbernumber

Page numbers on right-hand side Page numbers on right-hand side must must be “justified.” be “justified.” Refer to “MS Word Tips” handout on the Refer to “MS Word Tips” handout on the Thesis/Dissertation Office website.Thesis/Dissertation Office website.

If LIST OF TABLES is more than one page, If LIST OF TABLES is more than one page, subsequent pages start at 1” from the topsubsequent pages start at 1” from the top

The words “Table” and “Page” The words “Table” and “Page” must be repeatedmust be repeated on on the left and right of each pagethe left and right of each page

Purdue Format

LIST OF TABLES (Cont’d): Watch for…LIST OF TABLES (Cont’d): Watch for… Contains exactly the same numbers and Contains exactly the same numbers and

captions as appear captions as appear aboveabove the tables in your text the tables in your text LIST OF FIGURES: Have you…LIST OF FIGURES: Have you…

Set this up exactly the same as your LIST OF Set this up exactly the same as your LIST OF TABLES?TABLES?

Ensured that “Figure” and “Page” are placed Ensured that “Figure” and “Page” are placed above the figure numbers and page numbers, above the figure numbers and page numbers, respectively, on each pagerespectively, on each page

Purdue Format

LIST OF SYMBOLS, ABBREVIATIONS, LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY: Watch for…NOMENCLATURE, or GLOSSARY: Watch for… Placement of these Placement of these after after your lists of tables and/or your lists of tables and/or

figuresfigures Ensure correct margins/paginationEnsure correct margins/pagination If your If your glossaryglossary is more than two pages, you may is more than two pages, you may

place it in the back of the thesis (see page 17 of place it in the back of the thesis (see page 17 of manual)manual)

Correct spelling and placement of the “major Correct spelling and placement of the “major division” headingdivision” heading

Purdue Format

LIST OF SYMBOLS, ABBREVIATIONS, LIST OF SYMBOLS, ABBREVIATIONS, NOMENCLATURE, or GLOSSARY NOMENCLATURE, or GLOSSARY (Cont’d): Ensure…(Cont’d): Ensure… These are counted in your Table of These are counted in your Table of

ContentsContents

Purdue Format

ABSTRACT: Have you…ABSTRACT: Have you… Correctly placed your “major division” heading?Correctly placed your “major division” heading? Used correct margins/pagination?Used correct margins/pagination? Inserted three Inserted three single-spacesingle-space lines between lines between

paragraphs?paragraphs? Included your correct personal information? (See Included your correct personal information? (See

Figure 4)Figure 4) Used 350 or fewer words (not including your Used 350 or fewer words (not including your

personal information paragraph)? personal information paragraph)? Avoided use of formulas, diagrams, etc.?Avoided use of formulas, diagrams, etc.?

Purdue Format

PUBLICATION(S): Have you…PUBLICATION(S): Have you… Preceded your article with a cover sheet Preceded your article with a cover sheet

(neither numbered nor counted)?(neither numbered nor counted)? Used correct margins?Used correct margins? Used correct pagination? This depends Used correct pagination? This depends

on where you place it!on where you place it! Listed it in your Table of Contents?Listed it in your Table of Contents? Ensured your publication is legible?Ensured your publication is legible?

Purdue Format

TEXT: Have you…TEXT: Have you… Organized your thesis consistently Organized your thesis consistently

according to the style manual applicable according to the style manual applicable to your discipline?to your discipline?

Used correct margins?Used correct margins? Used correct pagination? Used correct pagination? Placed your major division and Placed your major division and

subdivision headings consistently?subdivision headings consistently?

Purdue Format

REFERENCES: Have you…REFERENCES: Have you… Used a heading (e.g., REFERENCES, LIST OF Used a heading (e.g., REFERENCES, LIST OF

REFERENCES, LITERATURE CITED, etc.) REFERENCES, LITERATURE CITED, etc.) consistent with the style manual applicable to consistent with the style manual applicable to your discipline?your discipline?

Used correct margins?Used correct margins? Used correct pagination? Used correct pagination? Placed your major division heading on the first Placed your major division heading on the first

page of your references and 2” from the top?page of your references and 2” from the top?

Purdue Format

REFERENCES (Cont’d): Have you…REFERENCES (Cont’d): Have you… Created a cover page (neither numbered nor Created a cover page (neither numbered nor

counted)? counted)? Capitalized the cover page heading in the same Capitalized the cover page heading in the same

font/font size as your other text?font/font size as your other text? Used consistent spacing within and between Used consistent spacing within and between

entries?entries? Avoided splitting entries between pages? These Avoided splitting entries between pages? These

must be kept together on the same page.must be kept together on the same page.

Purdue Format

REFERENCES (Cont’d): Have you…REFERENCES (Cont’d): Have you… Treated reference sections, if placed at Treated reference sections, if placed at

the ends of chapters, as first-order the ends of chapters, as first-order subdivisions? If so, do these start on subdivisions? If so, do these start on their own separate page with the headings their own separate page with the headings placed 1” from the top?placed 1” from the top?

Listed your reference section(s) in the Listed your reference section(s) in the Table of Contents?Table of Contents?

Purdue Format

APPENDICES: Have you…APPENDICES: Have you… Created a cover page (neither numbered nor Created a cover page (neither numbered nor

counted) with APPENDIX or APPENDICES counted) with APPENDIX or APPENDICES centered on the page, without punctuation or centered on the page, without punctuation or underlining, in the same font/font size as your underlining, in the same font/font size as your text?text?

Used correct margins? The top, bottom, and Used correct margins? The top, bottom, and right margins are “negotiable,” but the right margins are “negotiable,” but the left mustleft must be 1.5”.be 1.5”.

Used correct pagination? Used correct pagination?

Purdue Format

APPENDICES (Cont’d): Have you…APPENDICES (Cont’d): Have you… Correctly positioned your page numbers?Correctly positioned your page numbers? Placed your major division heading on the first page Placed your major division heading on the first page

of your appendix 2” from the top?of your appendix 2” from the top? Treated multiple appendix headings as first-order Treated multiple appendix headings as first-order

subdivisions (i.e., headings placed 1” from the top)?subdivisions (i.e., headings placed 1” from the top)? Numbered and counted Numbered and counted internal cover pagesinternal cover pages? ?

These are used when you do not have sufficient These are used when you do not have sufficient room on the first page of an appendix to place a room on the first page of an appendix to place a heading.heading.

Purdue Format

APPENDICES (Cont’d): Have you…APPENDICES (Cont’d): Have you… Centered and capitalized your appendix Centered and capitalized your appendix

title title belowbelow your appendix heading? your appendix heading? Uniquely numbered all appendix figures Uniquely numbered all appendix figures

and tables, and listed/counted them in the and tables, and listed/counted them in the Table of Contents?Table of Contents?

Purdue Format

NOTES AND FOOTNOTES: Have you…NOTES AND FOOTNOTES: Have you… Applied them in a manner consistent with Applied them in a manner consistent with

the style manual for your discipline?the style manual for your discipline? Treated notes at the end of each chapter Treated notes at the end of each chapter

as first-order subdivisions (i.e., notes as first-order subdivisions (i.e., notes begin on their own separate page with begin on their own separate page with heading at 1” from the top)?heading at 1” from the top)?

Purdue Format

NOTES AND FOOTNOTES (Cont’d): Have NOTES AND FOOTNOTES (Cont’d): Have you…you… Treated notes deferred to the end of your text as Treated notes deferred to the end of your text as

a major division? If so, the heading NOTES a major division? If so, the heading NOTES must be placed 2” from top and centered.must be placed 2” from top and centered.

Avoided “run-on” footnotes? To keep Avoided “run-on” footnotes? To keep footnotes together, they may be typed in footnotes together, they may be typed in smaller (“10”) font, single-spaced, and the smaller (“10”) font, single-spaced, and the lower margin extended downward slightly.lower margin extended downward slightly.

Purdue Format

VITA: Have you…VITA: Have you… Created one (Created one (only mandatoryonly mandatory for for

Ph.D.’s)?Ph.D.’s)? Created a cover page, like those for your Created a cover page, like those for your

references and appendices? This is references and appendices? This is neither numbered nor counted.neither numbered nor counted.

Used correct pagination? VITA pages Used correct pagination? VITA pages are are numbered and counted.numbered and counted.

Purdue Format

VITA (Cont’d): Have you…VITA (Cont’d): Have you… Repeated the heading VITA 2” from the top of the Repeated the heading VITA 2” from the top of the

first page of your vita?first page of your vita? Inserted three single-space lines between heading Inserted three single-space lines between heading

and beginning of text?and beginning of text? Avoided using Avoided using incorrectincorrect headings (e.g., headings (e.g.,

“CURRICULUM VITAE”)?“CURRICULUM VITAE”)? Avoided use of unusual elements (e.g., color, Avoided use of unusual elements (e.g., color,

unusual fonts)? Your vita should, as a rule, use the unusual fonts)? Your vita should, as a rule, use the same font, font size, and spacing as the rest of your same font, font size, and spacing as the rest of your text.text.

Purdue Format - Other

Monitor the T/D Office and Grad School Monitor the T/D Office and Grad School websiteswebsites

Constantly review your work. Make Constantly review your work. Make backups. Save drafts and notes.backups. Save drafts and notes.

Consistency is very important!Consistency is very important!

Purdue Format - Other

Don’t rely on Bill Don’t rely on Bill Gates to Gates to do your spell-checkingdo your spell-checking

When correcting errors, avoid creating When correcting errors, avoid creating “chain reactions”“chain reactions”

Check for printing errors Check for printing errors before before leaving the leaving the print shopprint shop

Ensure you receive, complete, and turn in Ensure you receive, complete, and turn in all required formsall required forms

Purdue Format - Other

You are “writing for the ages”You are “writing for the ages” Put your “best foot forward”Put your “best foot forward” Theses and dissertations reflect upon your Theses and dissertations reflect upon your

work work andand Purdue University Purdue University

Some parting thoughts….

Please let us know what you think of this Please let us know what you think of this presentation: We need your feedback!presentation: We need your feedback!

Thesis precheck appointments will be completely Thesis precheck appointments will be completely replaced by this on-line slide show, departmental replaced by this on-line slide show, departmental presentations, and other on-line tools effective 15 presentations, and other on-line tools effective 15 December 2003.December 2003.

We will, however, continue to be available to We will, however, continue to be available to answer questions, clarify policy issues, provide answer questions, clarify policy issues, provide departmental presentations, accept final deposits, departmental presentations, accept final deposits, etc. etc.

Tip o’ the Day from Sergeant Joe Friday of Dragnet

““Just give’em the facts!”Just give’em the facts!”

Thesis/Dissertation OfficePurdue Graduate School

Mark D. Jaeger, ManagerMark D. Jaeger, ManagerRoom 170, Ernest C. Young HallRoom 170, Ernest C. Young Hall

4-26004-2600gradinfo@purdue.edugradinfo@purdue.edu

http://www.gradschool.purdue.edu/thesis.cfmhttp://www.gradschool.purdue.edu/thesis.cfm