Thesis/Dissertation Guidelines. A Manual for Graduate Students Preparing a Thesis or Dissertation

Transcription

1 Thesis/Dissertation Guidelines A Manual for Graduate Students Preparing a Thesis or Dissertation

2 INTRODUCTION... 1 INSTRUCTION... 2 Faculty and Student Procedure... 2 Forms and Procedures for Degree Completion Checklist... 4 Thesis Guidelines Checklist... 6 Signature Page for Faculty and Student... 9 Thesis/Dissertation Intake Form Typing and Computer Services Writing Center MANUSCRIPT REQUIREMENTS Font Types Font Size Font Styles Margins Justification Line Spacing Line Spacing for Equations Indenting Pagination Preliminary Pages Text and Back Matter Text Pages--Tables Table Titles (Captions) Landscape Tables Horizontal Lines Notes to Tables Data Alignment in Columns Placement of Tables Table Numbering Text Pages--Figures Figures Facing Pages Landscape Figures Use of Color in Figures Previously Published Figures Photographs Figure Placement Oversized Figures and Plates Submitting Data on a CD DOCUMENT STRUCTURE Preliminary Pages Title Page Approval Page (Signature Page) Designations for Committee Members Who Do Not Have a Doctorate Dedication Page Acknowledgment Page or Preface Vita Abstract Table of Contents ii

3 List of Tables (Figures) Appendix Tables/Appendix Figures List of Plates Back Matter Half Title Pages Appendix Bibliography; References; Literature Cited; References Cited STYLE GUIDES General Style Guides Journal Format Style Journal Articles as Part of the Thesis Creative Works in English and Spanish Programs Contents Pagination and Margins Bibliography; Works Cited LaTeX Style Documentation Styles Numbered Reference Lists Author-Year Footnotes COPYRIGHTED MATERIALS Plagiarism Using or Reproducing Copyrighted Materials Fair Use of Copyrighted Material Requesting Permission to Reproduce Previously Copyrighted Materials Permission Letters Reproducing Standardized Tests Reproducing Unpublished Tests COMPLETING THE THESIS/DISSERTATION Printers Paper for Original Paper for the Copies Duplicating the Copies Signatures and Forms Required Binding and Microfilming Fees Paid at Cashier s Office Personal Bound Copies Branson Library Information Service Desk Library Business Hours Duties of Library Information Service Desk Distribution of Required Bound Copies Copyrighting Your Thesis Corrections of Theses/Dissertations Not Allowed After Grad Dean s Approval.. 43 MANUSCRIPT GENERAL ERRORS General Errors Numerals versus Words Punctuation Latin Abbreviations Statistical Symbols Font Errors iii

4 Page Layout Errors Documentation Errors Ellipses Quotation Marks Quotation Marks with Citations Quotation Marks or Italics for Emphasis Capitalization It's or Its APPENDIX A: Frequently Asked Questions for Thesis Review APPENDIX B: Sample Pages iv

5 INTRODUCTION The Graduate School at New Mexico State University requires a dissertation for the Ph.D. and Ed.D. degrees and a thesis for many master's degrees. The thesis and dissertation become permanent records of scholarly research once they are completed. A non-circulating archival copy of all NMSU theses and dissertations is housed in the Archives and Special Collections Department of Branson Library. A circulating copy of the work is shelved in either Branson or Zuhl Library, depending upon the subject classification. All manuscripts completed in partial fulfillment of the doctoral or master's degree become part of the library collection and are available to the general public; dissertations are also available through ProQuest. For programs requiring a thesis or dissertation, the student is responsible for submitting a completed copy of their thesis or dissertation to the Library for Binding. Once the document has been approved by the thesis or dissertation committee and the Graduate Dean, the thesis or dissertation is considered a final document. No changes to the document can be made by the author after approval by the committee and Graduate Dean. The Graduate School at NMSU has established these Guidelines to maintain consistency of format. This handbook sets forth the thesis and dissertation (hereafter referred to as thesis") requirements established by the Graduate School of New Mexico State University. Responsibility for the writing and editing of the thesis or dissertation is the student's. Matters of content and length are decided by the student, the committee chair, and the committee. The thesis is a scholarly work, which calls for clear and concise writing. Correct grammar, punctuation, and spelling must always be used. Similarly, standard typing practices must be followed in preparing the final typescript of the work. All references and documentation must be complete. The Graduate School reserves the right to refuse any thesis or dissertation that does not conform to the aforementioned fundamentals and these Guidelines. Individual departments may have additional requirements or may specify requirements in greater detail. Every graduate student is responsible for learning about special departmental/school requirements that may exist. The Graduate School reviews each submission to ensure these Guidelines are followed. For questions regarding thesis review, please contact Milen Bartnick at (575) or [email protected] For deadlines, please see 1

6 INSTRUCTION Faculty and Student Procedure Faculty plays an active role in ensuring that graduate students implement the thesis guidelines. To ensure students graduate in a timely manner, the faculty chair of the committee should use these Guidelines to review the work of the student. Faculty members of relevant thesis and dissertation committees have the responsibility for content, readability of text, citation completeness, and compliance with the citation style that is agreed upon within the committee and relevant University academic department. The responsibility is the committee members for the thesis or dissertation submitted as a final product in regards to intellectual material, citations, acceptable grammar, and completeness. Students are advised that it is the student s responsibility that the final document that is submitted meets the Thesis/Dissertation Guidelines. The Graduate School holds responsibility for seeing that final theses and dissertations meet formatting guidelines for completed final documents. These formatting guidelines include, but are not limited to, margins, line spacing, placement of figures and tables, pagination and page count, font size, and front end material (table of contents, figures, tables, etc). These updated guidelines are also posted to the Graduate School s website at When a student is ready to submit a hardcopy thesis or dissertation to the Graduate School, they will need to complete and submit: 1. The intake form Completed by the student. (See page 10). 2. The first checklist, Forms and Procedures for Degree Completion Checklist Completed by the student. (See pages 4 and 5). 3. The Thesis Guidelines Checklist Completed by the student working with the faculty chair. (See pages 6, 7, and 8). 4. The Signature Page for Faculty and Student (See page 9). 5. A copy of the thesis/dissertation to be reviewed. 6. Doctoral students must complete the SED and submit with the paper for review. Students will not be allowed to leave a copy of the thesis or dissertation with the Graduate School until forms are completed. Additional guidance and instructions for completing the forms process: 1. In order for the faculty chair and student to complete the Thesis Guidelines Checklist, the student is instructed to work with the chair of their thesis/dissertation committee to insure that the final document is complete regarding intellectual content, adequateness of citations, and overall completeness. 2. Once the student and committee chair complete and review the checklists, they need to sign the Signature Page for Faculty and Student. (See page 9). Students are advised 2

7 that it is the student s responsibility that the final document submitted meets the Thesis/Dissertation Guidelines. 3. The student then submits the thesis/dissertation to the Graduate School with the intake form, both checklists and the signature page for faculty and student. If the paper is a dissertation, the student will also submit the Survey of Earned Doctorates. 4. The Graduate School will then check to ensure that the guidelines presented at the Graduate School website were used by the student. After the Graduate School checks the thesis or dissertation for format, an approval or request for corrections is sent. The paper copy may then be picked up from the Graduate School by you or your representative. A printed copy of the list of corrections will be included with this draft. A thesis may need revising, so allow time in your schedule to make corrections and for the Graduate School to check them. All corrections on the list of corrections must be made. The Graduate School requires the paper to be returned for a correction check if it contains format errors. Papers submitted for rechecking will be reviewed in the order they are received. Prepare the thesis in accordance with the instructions in these Guidelines and any departmental requirements. Use Turabian's A Manual for Writers of Term Papers, Theses, and Dissertations, 6th ed. as a supplement. The most current edition of any style guide must always be used. The Graduate School encourages faculty to work with their students and help them develop strong writing skills. As faculty read the initial drafts, they are encouraged to use a red pen to correct grammar and spelling errors. If the student is struggling with their writing, encourage them to take advantage of the Writing Center in Room 102 of Clara Belle Williams Hall. Editing of the thesis/dissertation is the responsibility of the student. In cases where the student has writing problems, the faculty may suggest that the student hire someone to professionally edit the thesis/dissertation. The Graduate School does not have a list of thesis editors, but the Writing Center keeps a current list. 3

8 Forms and Procedures for Degree Completion Checklist You must have completed the following forms and you must have filed them in the appropriate offices in order to satisfy final requirements for graduation. Graduate Student Services will examine and process your paperwork for the final degree check and the orals final defense. You may find Graduating from NMSU with your Advanced Degree helpful. This information can be found on Graduate Student Services website at Enrollment in 1 hour (thesis) or 3 hours (dissertation). This registration is processed at the Graduate Student Services before the deadline. Drop/Add/Instructor Consent Form (the Special Studies Permit is still accepted) for thesis hour or dissertation hours (must have signatures to be registered). Graduate Student Services will keep this form when you register. Registration Document (class schedule). Pick it up at Graduate Student Services and take the form to the Business Office to pay tuition before the deadline (refer to the current Schedule of Classes for payment deadlines). Application for Admission to Candidacy (Program of Study for Ph.D.). File at Graduate Student Services after you complete 12 graduate credits. Application for Degree (Diploma) ($35 filing fee). Pay at the Business Office then file at the Office of the Registrar before the filing deadline. You can apply online at or apply for degree at If you are a doctoral student, and want to partake in commencement, you must submit your dissertation title to the Graduate School for inclusion in the Commencement Program by the deadline. You can submit your title by completing the form at Application of Committee for Final Examination (form for orals or final defense). File the completed form at Graduate Student Services 10 working days before the date of your orals/final defense. Binding Fees are required for binding and microfilming. Pay the required fees at the Business Office. You can call (575) to charge to your credit card or you may pay the fees in person at the Business Office. You will be given a transaction number. Write it down accurately. Complete the binding form at You will need the transaction number from the cashiers office. Upon the successful completion of the binding form, the Information Service Desk in Branson Library will receive an notification that the fee has been paid. Print a copy of the submitted form for your records. You should also print a copy for the library and take the copy with your papers when you are having them bound. 4

9 Survey of Earned Doctorates (doctoral students only). You need to submit the SED when you submit your dissertation to be approved for format. You may download the SED at: Doctoral Dissertation Agreement Form also known as the UMI Form (doctoral students only). This form can be downloaded at All doctoral students will have to pay a mandatory publication fee of $65 to ProQuest for the traditional publishing option on the form. If you choose open access publishing, the fee is $95 in addition to the $65. Payment must be made with a cashier s check or money order. Please complete and turn the form with payment at Branson Library when submitting your required copies to be bound. If you wish to copyright your dissertation, ProQuest will file for you provided you pay an additional $55 on top of the mandatory publication fee. If you choose this option, you will also need to include a money order or cashier's check payable to ProQuest for this as well. In addition to the required number of copies, students may elect to retain bound copies of their thesis/dissertation for personal use. This is optional. If you would like personal copies, you will need to use the following library form and make a separate payment for personal bound copies. Payment must be made with a money order or cashier's check. The amount changes depending on your needs for personal binding. Supply payment to Branson Library when you submit copies for binding. The form for binding personal copies can be obtained at Branson Library or at the library website at: All personal copies will be shipped from the bindery to the one U.S. address that is indicated on the binding form. You may deposit the required copies and personal copies in Branson Library at the same time; however, keep the personal copies separate from the required copies (put them in a separate box or an envelope). 5

10 Thesis Guidelines Checklist This checklist details the specific formatting, citation, and printing requirements that must be met in order for final theses and dissertations to be accepted by the Graduate School. As stated earlier, it is the student s responsibility that the final document submitted meets the Thesis/Dissertation Guidelines. The staff of the Graduate School will only be reviewing the documents to check for compliance, and staff will not perform copyediting of content. I have read the Thesis/Dissertation Guidelines at The style used in the thesis has been agreed on by all members of the committee. The style employed is. All committee changes have been incorporated into the draft before submission to the Graduate School. The print is black laser print or comparable; dot matrix is not acceptable for any portion of the thesis/dissertation. The thesis is printed on only one side of the page and is not bound. The font size is a minimum of 12-point. All page numbers are in the same font size and style used for the body of the thesis. Left margin (binding side) is 1.50"; top and right margins are 1.25". All numbered pages have page numbers on the bottom center of the page, 1.0 from the bottom edge of the paper. The page numbers do not have dashes, hyphens or any other embellishment around them. All page numbers are in the same font style and size as the body of the paper. At least.25 of spacing is between the last line of text on a page and the top of the page number. Page numbers do not overlap text, figures, or tables. All landscape pages contain correct page numbers and page numbers appear in portrait position. All required preliminary pages are included and follow the format of the example pages in the Guidelines. All preliminary page numbers are lowercase roman numerals and are in the same font size and style as the body of the paper. Signature and date lines (for page ii) must be solid lines, not dotted or dashed or shaded and must end at the right margin. All subheads are included in the table of contents. 6

11 If subheads are used, there are at least two subheads at any given level. All text lines (except block quotations and poetry) are double spaced (6 lines per vertical inch for single spacing; 3 blank lines and 3 lines of text for double spacing). The text of the body of the paper begins with an arabic number 1. All chapters and chapter equivalents begin on a new page; subheads do not begin on a new page unless they would be the last line on the page (if this occurs then place that subheading on the next page). Tables and figures that are not my original work have a source note and those sources are included in the References Cited/Bibliography. All tables, figures, and appendices are mentioned in the text before they appear and are mentioned in numerical (or alphabetical for appendices) order. The captions for all tables and figures are listed in a list of tables and a list of figures that follow the table of contents page(s). The lists are included in the table of contents as the first entries. Figures and tables should also be numbered. In the case of a writing style that employs a decimal system of naming tables or figures, tables are numbered by the chapter where they are placed. For example, the first table in chapter 2 would be 2.1. The first figure in chapter 3 would be numbered 3.1. There are no partially filled text pages. If a table or figure will not fit in the space remaining on a page after its citation, fill the page with text (even if you need to begin a new subhead) and place the tables and figures on the following page(s). Turabian explains how to integrate tables and figures into the narrative on p. 94, sections 6.18 and Any table started on a page with text must be complete on that page. If the table will not fit, the text page must be filled with narrative and the table started on the next page. Type size of tables must be large enough to be read when microfilmed (reduction to 75% on microfilm). All illustrative material conforms to the requirements stated in the Guidelines. All citations in the text and, if applicable, in tables/figures have a corresponding entry in the Literature Cited/Bibliography. Every direct quotation has a citation that includes the page number from the original source, or in the case of secondary citations, the source you actually read. All reference entries are single spaced with a double space (press enter" twice with your line swing set on single spacing) between each entry. All Literature Cited (or References or what you choose to use) entries are complete and in the proper format. 7

12 Signatures on all 3 (4 for molecular biology or astronomy majors) approval pages are original. The final 3 (4 for molecular biology or astronomy majors) copies have the front and back fly leafs (blank sheets of paper) as well as all preliminary pages, text pages, and back matter duplicated on 25, 50, or 100% cotton white bond paper (20 or 24-pound weight) with a watermark. Written permission has been granted for inclusion of any material that is not my own (maps, pictures, tests, questionnaires, etc.) and is attached to the Doctoral Dissertation Agreement Form as well as noted in the acknowledgments. For master's theses, submit the permission letters with the required copies. Faculty must review theses and dissertations to ensure that they do not violate copyright protection laws. Please visit for information on copyright and to ask a NMSU librarian a question about copyright. Stanford has a great website that explains copyright and fair use at I have printed and completed the Thesis/Dissertation Intake Form, both checklists, and the signature page for faculty and student. If I am a doctoral student, I have completed the SED and will present these items to the Graduate School front desk when I submit my thesis/dissertation for review. 8

13 Signature Page for Faculty and Student As chair of the committee, I have reviewed both the Forms and Procedures for Degree Completion Checklist and the Thesis Guidelines Checklist with my student. By signing below, I am certifying the thesis or dissertation submitted is a final product regarding intellectual content, acceptable grammar, citations, and completeness. Print Faculty Name Department Departmental MSC Faculty Signature Date Phone Number As a graduate student, I have reviewed and used the Forms and Procedures for Degree Completion Checklist and the Thesis Guidelines Checklist to insure completion of the thesis or dissertation. I have completed the suggested revisions of my faculty on the text, as well as the Thesis Guideline Checklist. Print Student Name Department Student Signature Date Phone Number Please Select: Doctoral Dissertation Masters Thesis Title of Thesis/Dissertation 9

14 THESIS/DISSERTATION INTAKE FORM Please complete this form and print it. Present this completed intake form with the Forms and Procedures for Degree Completion Checklist, the Thesis Guidelines Checklist, and the Signature Page for Faculty and Student with a copy of your thesis/dissertation that will be reviewed. Submit these materials to the front desk at the Graduate School. Please submit an intake form each time you submit your thesis/dissertation for editing. Doctoral students will also need to submit the SED at this time. Check one: Thesis Dissertation Your name as it appears on the thesis/dissertation. Please include the hyphen if you use one in your last name. Last name First name Middle Initial Banner ID Number Home phone number including area code Work phone number including area code address (if this includes _ please write below the line not as a hyphen ) Semester you plan to graduate: Fall Spring Summer Session Date of orals/final defense: Attending commencement: Yes No The Graduate School assumes that you have followed the NMSU Guidelines for format and use of a writing style. What style manual or journal format did you use for your references and other technical aspects of your paper? If you did not do the format editing and word processing yourself, please provide the name and phone number or address of the person who did. 10

15 NMSU WRITING SERVICES Typing and Computer Services No exceptions to deadlines or format requirements can be made for problems arising from computer malfunctions or the student's lack of computer proficiency. Information & Communication Technologies (ICT) maintains several general use computer labs that you may use. Please consult the ICT web page for up-to-date information or you may inquire at Jacobs Hall, room 205, A workstation for the visually impaired is available in Jacobs Hall, room 205. TDD is also available in this lab. For more information contact Information and Communication Technologies (ICT) at or [email protected] or you may visit the Computer Center on Stewart Street (between Sweet Avenue and Williams Avenue). Writing Center If students can benefit from additional one-on-one writing consultations, they are encouraged to take advantage of the NMSU Writing Center, located in Room 102 of Clara Belle Williams Hall. Call (575) or see for hours. The Center is free to students and provides a peer environment for students to work on their writing. The Center does not offer editing services or grammar instruction. Instead, the Center offers an opportunity for students to discuss and to work on their writing with a peer who is also a trained writing consultant. All consultants are graduate students in the English Department and instructors of undergraduate writing courses. While issues regarding proofreading and editing may come up within the session, they are not the sole focus. Graduate students can make the best use of the Center services by scheduling regular, weekly appointments and by bringing a reasonable amount of writing to cover within a 50-minute appointment. Please come early in your writing process rather than waiting until the last minute. 11

16 MANUSCRIPT REQUIREMENTS Font Types Fonts are basically two types--proportional and fixed (typewriter style). Proportional fonts have a different space value for each character (that is why text cannot be aligned by using the space bar). Approximately two-thirds more text will fit on a page with a proportional font than with a fixed font. Most of the fonts in use today are proportional (Arial and Times New Roman are two examples). If you are using a proportional font for your thesis, you must use at least a 12-point font. Fixed fonts or typewriter style fonts have the same space value for every character. An example of this is Courier. If you use a fixed font, the smallest size you can use for your text is 10 (10 characters per inch). Use a ruler to count the characters and spaces to make sure you really have 10 characters per inch. Font Size Text must be a minimum of 12 point for proportional fonts. Proportional fonts 10 point or smaller are not acceptable for the body of the thesis except as noted below. Typewriter fonts (Courier, for example) must be at least 10 point (10 characters per inch). A smaller size proportional font such as 8-, 9- or 10 point (depending on the style of your primary text font) may be used for some tables and appendix materials when necessary to fit the material within the margins. If Courier is the main text font, then you may use 8 for tables and appendix materials. The guide is readability--all material must be easy to read in the smallest font. Font Styles Any standard office font style is acceptable. This automatically excludes ornate fonts for the text such as script, italic, fonts which have all bold characters, characters of different sizes, characters which slant, and so on. Italic fonts may be used when appropriate anywhere in the thesis or dissertation (book or journal titles, genus species names, statistical symbols, and so on). Some fonts are small by design and they may be used but a 13-point size must be used as the main font in the text. Be sure that the font size and style used for the text matches the page number font. When you change one you must also change the other. 12

17 Margins All pages, including figures, tables, and appendix material must conform to the margin requirements. If wide tables or figures require the page to be in the landscape position, the tops of the figures/tables must be at the binding edge (the side with the 1.50" margin). The page number will remain in the portrait position. 1.50" left margin (binding margin) 1.25" top and right 1.0" from the bottom edge of the page for the page number. In Word, be sure to set the footer margin to 1.0". If you do not set the footer, your bottom margin will not be 1.0". Setting the bottom margin as described here will automatically result in the distance between the last line of text and the page number being 0.25". See "standard typing rules" for exception to the.25" margin (this distance may be larger in some instances, but never smaller). Justification A ragged right margin is preferable to a justified right margin. Right justification may be used only if this can be achieved without leaving large gaps of white space, or rivers," on the page or visible extra spaces between the words. When using right justification, be sure that punctuation marks remain after the character. Punctuation cannot wrap to the next line. For example, a period or comma must remain after the last character of the word and not as the first character on the next line. Line Spacing Single spacing means press enter once with the spacing set on single; double spacing means press enter once with the spacing set on double. Use 6 lines per vertical inch. Word processors like Word and WordPerfect are automatically set to this requirement. If your word processing program requires you to set the leading, make sure that you set it to an equivalent value of 6 lines per inch. In double spaced text, this is 3 lines of text and 3 blank lines. In single spaced text, this will be 6 lines of type. Text with fewer than or more than 6 lines per inch will be rejected. Double space the text except as noted below. Single space: Block quotations; table/figure captions; table/figure notes but double space between notes; entries in the reference list but double space between entries; headings that are typed on more than one line; all listings in the contents, list of tables, and list of figures that require more than one line, but double space between 13

18 subheadings and each table/figure caption; itemized lists may be single spaced but double space between items. Single or double space appendix material and tables. Let readability of these items be your guide in whether to single space or double space. You may choose to single space some appendix material or a table and double space others. Line Spacing for Equations Equations should always be typed so that there is ample space between the lines of the equation. Also allow for additional space above and below the equation to separate it from the text or another equation. Displayed equations should be just that--adequately separated from the text so that they are well spaced on the page. Indenting Paragraphs. Indent the first line of all paragraphs.50" or use the first default tab in Word or WordPerfect. Begin second and subsequent lines of the paragraph at the left margin (1.50"). Block quotes. Quotations longer than 4 lines must be formatted as block quotes. Indent all lines of block quotes.50" from the left margin and type the entire quotation on the indented margin. Do not indent the right margin for block quotes. Single space all lines. If the quotation is more than one paragraph, indent the first line of this second paragraph (and any subsequent paragraphs) an additional.50" from the new margin. Block quotes may be material you quote from interviews, focus groups, or material from open-ended questions from your data collection instrument as well as from published or unpublished sources. Pagination Assign a number to every page of the thesis or dissertation except the flyleaves which are inserted into the copies before duplicating. A distinction must be made between counting and numbering the pages. Counting means counting the page in the pagination sequence but not necessarily placing a page number on that page. Numbering means that the page is counted in the pagination sequence and does have a page number printed on it. Preliminary Pages Use lower case roman numerals (ii, iii, iv, and so on). Center all page numbers 1.0" from the bottom edge of the page. The approval page is the first page to receive a number (ii). Do not embellish any page number with hyphens or any other character. 14

19 Text and Back Matter Print the page number on all pages except facing pages and half title pages. These pages are counted in the numbering sequence but never have the number printed on them. Center all page numbers 1.0" from the bottom edge of the page. Do not embellish these page numbers. Begin with page 1 immediately after the last preliminary page and continue in numerical order to the end of the document. Use Arabic numerals for all text page numbers, meaning use arabic numerals for everything after the last page of the contents. Text Pages--Tables The data collected during research projects is typically presented in tabular form. Table format is standard across disciplines. The following section summarizes some of those standards. For additional detailed information, please consult Turabian A Manual for Writers of Term Papers, Theses, and Dissertations, 6th ed. or the APA Manual. In addition, many professional associations also include information on how to design tables in their instructions to authors. Table Titles (Captions) All tables must have a table heading (Table 1, for example) and a caption (title) above the table. The table heading and caption style may follow a major journal in the discipline or the instructions for authors for a given journal of the discipline; students using the APA Manual will use their caption style; all other papers should follow Turabian. Do not extend the caption beyond the table margins. Instead, break the caption into two or more lines using the style of your journal or style manual (block, modified block, centered, and so on). Single space between lines of captions that are longer than one line. Table captions must be listed in the list of tables. Do not include in the list of tables any explanatory information that may follow the caption (nothing past the first period). The caption wording, capitalization, and punctuation must be exactly the same on the table as it is in the list of tables. Decimal numbering of tables is not an option in APA or Turabian style. Each table must have a unique caption, that is, the same caption cannot be used for more than one table. Tables may not be labeled as 1a or 1b and so forth. 15

20 Landscape Tables A table may be prepared in the landscape (broadside) position if it will not fit in the portrait (normal) position. Rotate the table so that the table heading and caption are parallel to the binding margin (1.50"). Remember that the page numbers still must be in the portrait position (1" from the bottom edge of the 8.5" side of the page; this will be the left margin of the table when holding it in the reading position for a landscape page). Horizontal Lines Some horizontal lines are required in tables. Vertical lines are not required. Overuse of vertical lines can detract from the readability of a table. Use vertical lines with caution. Horizontal lines are required above and below the column headings, below column spanners, and below the last line of data on the last page of the table to denote completion of the table. Horizontal lines must be solid lines (not a row of hyphens or dots, for example) that extend from the left margin to the right margin of the table. Be sure that there is a blank line separating the horizontal line from the text above and below. Otherwise, the horizontal line becomes an underline. Horizontal lines must be the same weight throughout the table. Do not use thick lines and thin lines--just one thickness for all. Use a solid line with no shading, dashes, dots or other embellishment. Use the word processor's option for horizontal lines. These lines will automatically size themselves to be within the margins. Notes to Tables Notes to tables are independent of notes to the text or to other tables. All explanatory material such as explanations for abbreviations used in the table must be repeated on each table; each tables notes must begin with 1 or a" depending on the type of note. A general note applies to the entire table. It may be a source note or it may provide information that relates to the entire table. These are indicated by the word Note." underlined and followed by a period. A specific note refers to a specific part of the table. It may be a column or a particular entry within the column. These notes are indicated by superscript, lower case letters beginning with a" and continuing in order throughout the alphabet on each table. Begin with a" on each table. Probability notes show significance. They are always the last note shown. They are indicated by asterisks which precede the p. Statistical symbols must be italicized in all tables just as they are in the text. 16

21 Consult your style manual for more detailed information regarding notes and treatment of statistical symbols. The APA Manual has an excellent section on notes to tables and statistical symbols. Tables may be continued vertically for as many pages as necessary. On every page of the continued table add Table 0 (continued) and the column headings. Do not repeat the caption on every page. Do not write table continues" at the bottom of continued tables. Tables may not be continued horizontally. All of the columns must fit across one page. They may not wrap or continue horizontally onto another page. Do not delete the blank lines or white space in a table to try to get it on one page. This makes the table hard to read. Data Alignment in Columns Leave a minimum of three spaces between columns. Align columns of words on the left. Align columns of numbers on their decimal point. Set decimal tabs for the columns. If a column has numerals with decimals and numerals without, assume that all numerals have a decimal and align accordingly (a decimal tab will automatically do this). Columns which have numerals and text must have decimals aligned. The following example shows proper alignment of various types of numbers. Note that they all align as if they all had decimals. ii xviii ,250, Placement of Tables All tables must be cited in the text in numerical order. Tables must appear in the thesis in numerical order. Tables in the appendix must be cited in the paper and they must also be cited in order. 17

22 Tables may be placed on pages by themselves. If more than one table is placed on the page the spacing requirements described below apply. Tables may be placed on pages with text if they can be spaced properly. There must be three blank lines above and below the table to separate it from the text or from another table on the page. If a table cannot be completed on the page with text, then fill that page with text and place the table on the following page(s). Do not leave partially filled text pages when the table won't fit on the remaining space. Table Numbering Tables must be numbered in numerical order throughout the text of the paper for those students using the APA Manual and Turabian. Papers in the sciences and engineering which have used the decimal heading system may use the decimal numbering system for tables and figures. Tables may not be numbered Table 9a, 9b and so on. The table 9b must be labeled table 10. If a table is prepared properly, the subdivisions are accomplished by table spanners. These are explained and illustrated in the APA Manual and Turabian as well as publication manuals for other professional organizations. Text Pages--Figures Figures The overall format requirements for figures are the same as that for tables--placement on the page, spacing, pagination, font style and size, numbering, landscape orientation, captioning, and so on. Figures are graphical representations of the data reported in the paper as opposed to numerical presentations typically found in tables. Figures include but are not limited to the following: graphs, charts, drawings, maps, photographs, blueprints, flow charts, sample items from surveys, sample answer sheets, and so on. Whatever form the illustration takes, in the thesis or dissertation it will be referred to as Figure." The exception to this would be the occasional oversized map used in such disciplines as geology. These are called plates" and are always placed in a pocket on the inside back cover of the bound work. Hand drawn figures are not acceptable. Whether in the body of the thesis or in an appendix, figures must be complete on one page. If a figure won't fit on one page then the figure may be placed on a fold-out page. 18

23 Place all figure captions below the figures. If the figure and its caption will not fit on a page, use a facing page for the caption and legend or explanatory material. Facing Pages A facing page is a page which is prepared so that the print on it faces the figure when the thesis is bound. When the bound volume is opened the left-hand page will contain the figure caption and explanatory material while the actual figure will be on the right-hand page. Using a facing page means that you will have blank left and right-hand pages, then print on both left and right-hand pages, and following the figure a blank left-hand page with text on the righthand page. The margins must be changed to prepare a facing page. The paper size must also be changed in the page formatting menu (not the print menu) to indicate a landscape page. On a portrait position facing face, the binding edge becomes the right side instead of the left side so that when the page is placed face down the wide margin of the facing page is facing the wide margin of the figure. Remember that the binding margin is always 1.50". On a landscape facing page, the 1.50" margin will be below the caption. The print will be on the horizontal (11.0") dimension of the page. On a portrait facing page, the 1.50" margin will be the right margin. The print will be on the vertical (8.50") dimension of the page with a left margin of 1.25". Count the facing page in the pagination sequence but do not place a number on it. Landscape Figures Figures must be rotated 90 degrees so that the top of the figure is parallel to the binding edge (1.50", left margin). Captions must also be rotated to remain under the figures. On a facing page or any other figure, the caption must be landscape if the figure is landscape and portrait if the figure is portrait. Page numbers are never rotated. They are in the same place on landscape pages as they are on the portrait pages. In order to get the page number on a landscape table or figure you must make two passes through the printer--once for the table or figure and a second time for the page number. Word help also has a fix if you are a proficient Word user. Ask: How do I print a portrait page number on a landscape page? Use of Color in Figures Use of color is discouraged. 19

24 Black and white print is preferred for illustrative materials in theses and dissertations. Dissertations are all microfilmed. Since that is still a black and white process, the figures must be clearly readable in that format. Even if you plan to print originals for all of the bound copies, color must still reproduce on the gray scale since many reproduction processes (namely self-service copy machines) are still not widely available in color. The editor will photocopy at random samples of illustrative material in color and return any that do not reproduce accurately on the gray scale to be redone. Crosshatching, dotted or dashed lines, symbols, fill patterns, and so on are still the preferred method for differentiating areas in a figure. Previously Published Figures Copyright law limits you to reproducing one figure from any particular work. Beyond that one figure, you will be required to seek written permission from the copyright holder for permission to reproduce the information. If you are not sure whether you need to obtain copyright releases for the material you intend to modify or reproduce, contact the permissions editor at the publisher of the material. Any figure that is not your original work must include a citation to the source. That source must also be listed in the references. Any figure from your own work which has been previously published must have a source citation on it and the work must be included in the reference list. If you wish to reproduce tables or figures from your own previously published work, you will need to consult with the permission editor from the publisher of the work to determine what kind of permissions you need. For dissertations, permission from ProQuest to make and sell copies and to distribute the dissertation in electronic format is required. Photographs Use of original photographs is not required in the copies. You may have the photographs scanned and printed on a minimum 600 dpi printer on either photographic paper or on 25, 50, or 100% cotton 20- or 24-pound watermarked white bond. Remember that if you use scanned photos for some copies you must use them for all photos in the copies that are bound for the university. You cannot have some photos that are original and some that are scanned. 20

25 Figure Placement Small figures may be incorporated into the running text after they are first mentioned if they can fit without crowding (you must have 3 blank lines above and below the figure to separate the figure from the text or another figure). If space is not available for this, place the figures on the next page(s). If you cannot fit the figure on a page with text, continue the text until the page is filled. Place all of the cited figures on the following pages and then resume your narrative. Oversized Figures and Plates Figures that are larger than the standard 8.5" by 11" page size may be included as fold-out pages. Figures that are too large to be fold-out pages, may be folded and placed in a pocket on the inside back cover when the thesis or dissertation is bound. The bindery usually charges an additional fee for each copy containing fold-out pages. The Information Service Desk in Branson Library will fold oversize materials so you may submit these rolled or in a tube. These items must be folded to a specific size for the pocket. Remember to include your name, the title of your thesis/dissertation, and the date on materials to be placed in a pocket. Questions regarding treatment of oversize figures by the library may be made by calling (575) Submitting Data on a CD Occasionally data is collected which cannot conveniently be included in the thesis-- materials in colors which cannot be changed and which photocopy as the same shade of gray; oversized items; complex tables; raw data; and so on--which the committee feels need to be included with the paper. Such materials may be submitted on a compact disc. Master's theses require three CDs to be submitted (two for the library and one for the department; four copies must be submitted for molecular biology and astronomy majors). Dissertations require five CDs to be submitted (two for the library, two for the department, and one for ProQuest). A reference to the CD must be included in the body of the paper, such as Additional materials are available on a CD." A list of data on a CD must be included as one of the preliminary pages. On the list of data for a CD, be sure to include this information: Operating system; software used to create the information; and any other information another researcher might need to access the data. 21

26 DOCUMENT STRUCTURE Preliminary Pages Use lowercase roman numerals for all of the preliminary pages: i ii iii iv v vi vii viii ix x xi xii Title page (numeral i is assigned but not shown on the page). The copyright notice is placed at the bottom of this page if you are copyrighting. Approval page (signature page) Dedication page (optional) Acknowledgment or Preface (optional) Vita Abstract Table of Contents or Contents *List of Tables or Tables (includes appendix tables) *List of Figures or Figures (includes appendix figures) *List of Plates *Data on Compact Disc *List of Abbreviations (or Nomenclature or List of Symbols) *Not all theses/dissertations will have a copyright notice, tables, figures, plates, CDs, or special nomenclature. Title Page The title page will show the title--200 letters and spaces, or less--typed in inverted pyramid style, double spaced, and in uppercase letters with all symbols written as words. Type your name as it appears on your official university records, followed by previous degrees you have been awarded. Name changes must be processed through the Office of the Registrar. The degree title (as shown in the Graduate Catalog). Major subject must be worded as shown in the Graduate Catalog; list a minor subject only if one is shown on the program of study. Minors and specializations may be shown here only if they appear on the list of minors and specializations approved by the university. University name, city, state. The month and year of graduation--four dates are used: May for spring, August for summer session, and December for fall. The date used on the thesis title page is the semester your copies are accepted at Branson Library, not the date the thesis was submitted to the committee or the Graduate School. 22

27 If you copyright your work, place the word Copyright" or the international symbol, the year of publication, and your name as it appears on your thesis or dissertation on the next double spaced line after the date line (Copyright or 1999 by Jane Anne Doe). The title page is number i, but do not print the number on this page. Do not type anything on this page in boldface. When listing your degree and major subject as they appear on your official program of study, use a minor subject or specialization only if one has been approved for your degree. Specializations have been approved for some degrees in the College of Education and the College of Engineering. Some of these theses and dissertations may have both the Major Subject:" and Specialization in:" lines on the title page and abstract. Wording for all master s degrees will be Master of Arts or Master of Science(not Master of Arts in History, for example, but just Master of Arts and so on) except for the named degrees (MAT, MBA, MCJ, MM, MFA, MFA in Creative Writing, MPA, MPH, MSN, MSW, MSChE, MSCE, MSEE, MSIE, MSME, MS in EnvEng). Note that with the named degrees the Major Subject line is omitted on the title page. The wording for the degree varies for some disciplines so the proper wording follows: Business Doctoral degree: Degree wording to be used is: Approval page: Doctor of Philosophy, Business Administration Title page and abstract: Doctor of Philosophy, Business Administration [one of the following] Field of Concentration: Marketing Field of Concentration: Management Engineering: Master's degree: Degree wording to be used on the title page, approval page, and abstract will be one of the following: Master of Science in Chemical Engineering Master of Science in Civil Engineering Master of Science in Electrical Engineering Master of Science in Environmental Engineering Master of Science in Industrial Engineering Master of Science in Mechanical Engineering On the title page do not use the Major Subject line. 23

28 Engineering: Doctoral degree: Degree wording is as follows: Approval page: Doctor of Philosophy, Engineering Title page and abstract: Doctor of Philosophy, Engineering [one of the following] Specialization in Chemical Engineering Specialization in Civil Engineering Specialization in Electrical Engineering Specialization in Industrial Engineering Specialization in Mechanical Engineering English MFA degree: On the title page, approval page, and abstract the wording for the degree is: Master of Fine Arts in Creative Writing. Do not use the Major Subject line on the title page. Interdisciplinary Doctoral degree: Approval page: Doctor of Philosophy Title page and abstract: Doctor of Philosophy, Interdisciplinary Program Subjects: [list departments] Approval Page (Signature Page) Double space all lines on this page except the information immediately below the horizontal lines. Do not use boldface for anything on this page except titles of published works, genus species names, and similar items. The first paragraph must be worded the same way here as it appears on the sample pages. Begin at the left margin and type the title in upper and lower-case letters. Enclose the title in quotation marks being sure to place the end quote mark after the comma. List your name as it appears on your official university records. Follow the format of the signature lines for the graduate dean, your chair or co-chairs (the horizontal line and their names), and the date. 24

29 Under Committee in charge:" list the chair's name first (Dr. Elizabeth T. Jones, Chair). If you have co-chairs (Dr. Elizabeth T. Jones, Co-Chair, then a double space below, Dr. John E. Jones, Co-Chair). After listing the chair or co-chairs list the committee members in alphabetical order, by last name, after the chair (adviser). Double space between the names. Be sure to use first names, middle initials, and last names of all committee members. Use the abbreviation Dr." (not Doctor and put a period after the abbreviation). If a committee member does not have a doctoral degree, use the courtesy title of Mr. or Ms., and the member's full legal name followed by the degree abbreviation (e.g., Ms. Jane Y. Smith, M.S.W.). Designations for Committee Members Who Do Not Have a Doctorate Degrees must be listed for all faculty serving on thesis or dissertation committees. List faculty who do not have doctoral degrees in the following style: Mr. John L. Jones, M.S. [use appropriate degree designation] Ms. Anne M. Summer, M.F.A. [use appropriate degree designation] Please see sample pages in these Guidelines. The pages illustrate proper format for preliminary pages of your thesis/dissertation. Make sure pages created meet margin requirements. Dedication Page This page is optional. Type the word DEDICATION (in plain type not bold) 1.25" from the top of the page, insert two double spaced blank lines and begin the text--double spacing all lines and indenting the first line of every paragraph. Acknowledgment Page or Preface This page is optional. Type the word ACKNOWLEDGMENTS (in plain type not bold) 1.25" from the top of the page, insert two double-spaced blank lines and begin the text, double spacing all lines. Indent the first line of every paragraph. The acknowledgment is the place to thank the faculty, staff, family, and friends who have assisted you in preparing your thesis or dissertation. You may also acknowledge any financial support or special research materials given to you. Copyright permissions may also be acknowledged here by stating that: (1) permission has been granted for reproduction of tables, tests, and other copyright protected items and (2) gives the source of the permission. 25

30 Use a preface rather than acknowledgments when the research is discussed, for example, the motivation for the study, the background of the project, the scope of the research, and the purpose of the paper" (Turabian, 1996, pp. 7-8). Vita Type the word VITA (in plain type not bold) 1.25" from the top of the page, insert two double-spaced lines and begin. This is a vita--a simple biographical sketch focusing on your academic and professional accomplishments--not a curriculum vitae. Use a simple chronological order. Publications listed must be in standard bibliographical form--single spaced with a double space between items, and with a hanging indent (first line at the left margin, second and subsequent lines indented.50". Abstract Do not use any boldface on this page. Type the word ABSTRACT 1.25" from the top of the page. Type the title in uppercase letters (200 words and spaces maximum and with all symbols written as words) in inverted pyramid style (the title must be worded the same here as on the title page), the student's name as it appears on the official records in the Office of the Registrar, the degree title, the full name of this university, city, state, year, and name of the chair or co-chairs. Double space all lines and indent the first line of all paragraphs.50". The abstract must have a (1) statement of the problem, (2) an exposition of methods and procedures, and (3) a summary of the findings. The length may not exceed 350 words. Table of Contents Tables of contents vary depending on the style used for the thesis or dissertation. Papers with numbered headings or section titles will vary somewhat from those papers using the traditional chapter number and chapter title format. Most word processors have an automatic generation feature for compiling the contents, list of tables, and list of figures. If these features are used, these pages will need to be edited manually so that they conform to the styles shown in the Guidelines. In general, however, the following guidelines will apply to all papers, regardless of the style used within for headings. Consult the sample pages for examples of the correct styles. Do not use boldface in the table of contents. Type TABLE OF CONTENTS or CONTENTS 1.25" from the top of the page. Begin with the List of Tables, the List of Figures is next, List of Plates, followed by list of data on a CD, lists of nomenclature, abbreviations, and so on. 26

31 Do not list any of the material that precedes the table of contents (do not include the vita, acknowledgments, abstract, etc.). If the paper does not have tables, figures, plates, CDs, or nomenclature the first listing will be chapter 1 or the introduction. Include all chapter heads (or chapter equivalents, frequently called section headings) in all uppercase letters and all subheads using the same wording and capitalization as that given in the text. There must be at least two subheads at any level. List appendices next. Each appendix must be designated with a letter or numeral and a descriptive title. Double space between each title. Single space titles longer than about 4" in length and/or that require more than one line. The bibliography, literature cited, sources consulted, and so on is listed next. Do not include more than one reference list at the end of the paper. List of Tables (Figures) Place each list on a separate page with the table or figure title followed by dot leaders and a page number at the right margin. Double space between each caption but single space captions longer than one line. Number all tables/figures consecutively from chapter 1 through the last chapter of the thesis unless the sections of a paper are numbered then decimal numbering may be used for the tables and figures. Appendix Tables/Appendix Figures Tables and figures placed in an appendix will be listed in the list of tables/list of figures immediately following the last text table/figure. For example, 15, A1, A2, B1, and so on. This same method applies to appendix figures (18, C1, D1, and so on). Do not add extra spaces between table and figure listings for separate chapters. Just continue to double space between each caption. Do not use separate lists for tables and figures in the appendices. List of Plates Plates are oversized maps typically used by geology students. They may be as large as necessary. They are folded and placed into a pocket on the inside back cover. On the list of plates, using the same page layout as the list of tables or list of figures, list the plate number, the title of the plate, and rather than a page number use inside back cover" as the location. 27

32 Back Matter The back matter consists of the appendices and the reference list in that order. Page numbers continue as arabic numerals for all back matter: Half Title Pages Half title pages are typically used before the appendix and reference sections of theses and dissertations as divider pages. A half title page is required before the appendix section. It is optional before each appendix, but if one is used for any appendix then one must be used for all. The half title page for the appendix section will have APPENDIX or APPENDICES (as appropriate) typed in all caps and centered. It may be optically centered on the page. Count the page in the pagination sequence but do not print a page number on it. Half title pages for individual appendices will have the words APPENDIX A (B, C and so on) typed all in caps at the top of the page, centered a double space below type the title, double spaced, and in inverted pyramid style. Count the page in the numbering sequence but do not print a page number on it. If you do use the half-title page, be sure to list the page number in the table of contents as that of the half-title page. Do not place a page number on the half title page but do count it in the pagination sequence. Appendix The appendix (or appendices, if more than one) are labeled as APPENDIX A, APPENDIX B, etc., with descriptive titles given for each. You may use half-title pages which carry the appendix label and descriptive title (typed centered in inverted pyramid style and in all caps) before the actual appendix material or you may simply place the appendix label and descriptive title at the top of the page (top margin 1.25"), double space, then start the actual appendix material. Remember to observe the margins and the page numbering requirements. Use arabic numerals, numbered consecutively with the text. Bibliography; References; Literature Cited; References Cited A bibliography is a list of works, including electronic sources, used as reference materials. A bibliography may contain works read for background information in addition to those works actually cited in the paper. Check with your committee chair to find out if you may use the bibliography listing. 28

33 STYLE GUIDES General Style Guides If the department or college does not specify points of style, the student should consult one of the following published manuals or another set of published instructions relevant to the discipline: Council of Biology Editors Style Manual: A Guide for Authors, Editors, and Publishers in the Biological Sciences, 6th ed. rev. New York: Author, The Chicago Manual of Style, 15th ed., rev. and expanded. Chicago: University of Chicago Press, MLA Handbook for Writers of Research Papers, (by Joseph Gibaldi and Walter S. Achtert), 5th ed. New York: Modern Language Association of America, Publication Manual of the American Psychological Association, 5th ed. Washington, DC: APA, Turabian, Kate. A Manual for Writers of Term Papers, Theses, and Dissertations, 6th ed., revised by John Grossman and Alice Bennett. Chicago, University of Chicago Press, Many professional associations have placed their style manuals or instructions to authors on the web. To locate a style guide for your area, you can search on the internet by typing in the name of one of your journals and click on the publications links to locate the instructions for preparing a manuscript. These instructions can then be printed from the web page or as a pdf file for reference. A few examples of these kinds of instructions are listed here. Electrical Engineering and Computer Science: IEEE styles The Astrophysical Journal and others published by the University of Chicago: Instructions to authors The American Anthropological Association: Style guides Publications Handbook and Style Manual for the following: American Society of Agronomy Crop Science Society of America and Soil Science Society of America Mechanical Engineering: ASME style Civil Engineering: Water Environment Research 29

34 Journal Format Style Journal format is the style required for formatting manuscripts being submitted for publication consideration. This style is usually provided to authors through a section in one of the journal issues called instructions for authors" or a style manual published by the professional association. Students sometimes have difficulty combining journal format with a style manual or the university Guidelines. Just remember that you are preparing a document in final form (similar to the printed journal article) not in manuscript form which, in essence, is a working copy used by editors and typesetters to prepare the document in final form (APA, 2001, pp ). This section of APA provides a good description of the differences between manuscript format and thesis/dissertation format. You may use journal style for the following: Style of citing references in the text and formatting the reference list; what the reference list is called (Literature Cited, References, Reference List, and so on); permitting works not cited in the text to appear in this list; how numbers are written-- words vs numerals; abbreviations; organization of the paper; writing style; other technical terminology. Since styles within disciplines vary, pick one journal from your major area and use its style for your entire thesis/dissertation. Do not mix styles from one journal to another and do not copy format from another thesis. The university Guidelines must always be followed for those items that are covered in the Guidelines (for example, spacing of text and headings, use of bold or italic, margins, placement of page numbers, and so on). Using journal format requires that the instructions for authors be combined with the university Guidelines and Turabian. For example, incorporate tables and figures into the text or place them in appendices. Do not insert a statement to place table here" as instructed in some manuscript styles--actually insert the table or figure where you cite it or put it in an appendix. Do not use table continues" on pages of continued tables, but do use Table X (continued) at the top of every page of a continued table. Use the university Guidelines for: Spacing of everything in the preliminary pages, text, appendix items, the reference list; margins; counting and placement of page numbers; font requirements. This list is not all inclusive. The Guidelines must be used for all items discussed within. Consult your style manual for additional details or style conventions adopted by your discipline. 30

35 Journal Articles as Part of the Thesis The Graduate School does not accept journal articles in lieu of a dissertation or thesis. However, if the student has had an article accepted for publication or already published it, the article may appear as a chapter in the thesis providing the following guidelines are met: Students must be sure that if the copyright was obtained from the journal, students must have permission to include the article within the thesis. If the article has already been published in any form, the author must be certain that the copyright will not be violated by such inclusion. Keep in mind that copies of the thesis may be reproduced by any student obtaining it from the library; or, if a dissertation, copies will be made available by ProQuest in different formats including electronic formats. If the manuscript has been submitted for publication but not yet accepted, the student must be certain that professional ethics are not being violated--usually one does not submit to more than one publisher at a time or make the article widely available once it has been submitted for publication consideration. The student must be the primary author and person responsible for the research design, collection, data analysis, and writing the results. Format requirements described in these Guidelines must be followed. The article must be preceded by chapters containing an overall introduction stating the need for the study, background to the study, problem statement; a literature review; methodology, and so on. The article will be followed by an overall discussion of results and conclusions. A journal article submitted as the thesis without the aforementioned elements will be returned to the student so that these elements may be added. Creative Works in English and Spanish Programs All creative works from the English department and the Spanish program must have introduction and discussion sections which establish a context for the creative work and may include discussion of the various writers who have influenced the student's aesthetic theory or poetics. The introduction must be double spaced with a double space between paragraphs. Poetry cited in the introduction must conform to the requirements specified in the MLA Handbook and can be single spaced. Any direct quote more than 4 lines must be single spaced and formatted as a block quote. Poetry may not use space and a half line spacing. The introduction section must follow the actual table of contents with pages numbered in appropriate roman numerals. The introduction section must follow the formatting requirements as described in these Guidelines. The creative work follows the introduction. The creative work must conform to the margins, pagination requirements, and font requirements described in these Guidelines. Spacing within the creative work may vary as the author desires for creative purposes except that space and a half line spacing may not be used. 31

36 Contents The introduction and its subtitle, if applicable, must be listed in the table of contents (for example, INTRODUCTION: THE JOURNEY...vi). If there are any subheadings in the introduction, they must be typed in upper and lowercase letters, in plain type, and indented below the main heading. Include chapter titles of novels (or titles of poems or short stories) in the table of contents as entries typed in all uppercase letters, placed flush left, following the INTRODUCTION entry. Sample contents pages are provided in these Guidelines (click on the links on the first page of these Guidelines). Pagination and Margins Observe the 1.50" margin on the left and 1.25" margins for the top and right. Place the page number 1.0" from the bottom of the page on all numbered pages. On most pages the text must be separated from the page number by.25". This is the default in most word processors. Pagination for the actual creative work (first short story, first page of novel, first poem, etc.) will start with arabic numeral 1. Bibliography; Works Cited If citations to other works are included in the introduction, a Works Cited or Sources Consulted section must follow the last page of the creative work. You may wish to include works you read for background, but did not cite. If that is the case then label this list Bibliography." Include only one list of references. Submit only one list of references. All margin, pagination, and other spacing requirements as described in these Guidelines must be observed. LaTeX Style The NMSU Math Department has posted a guide for LaTeX style at < 32

37 Documentation Styles Documentation takes different forms. The Graduate School accepts documentation styles used in major journals from the various disciplines awarding degrees. If the department has not specified a journal style to follow, use the APA Manual or the parenthetic reference (PR) style from Turabian. Most disciplines require either numbered reference lists or the author-year system. The traditional footnote system is also acceptable. Endnotes are not acceptable. The majority of disciplines require that all entries be cited. If you use the Literature Cited (LC), References Cited (RC), Works Cited format, you must cite every work listed. While the name of the reference section varies according to the discipline involved, the following conventions must be observed in theses. Single space all lines of each entry, but use one double space between entries. If the author's name is unknown, do not use Anonymous. Alphabetize the entry by the first principal word in the title. Never alphabetize by a," an," or the." Use the next word in the title. For multiple works by the same author, list the earliest date first. When the same author writes with others, these entries follow the single-authored work, alphabetized by the second surname. Multiple entries by the same authors in the same year are differentiated by adding a" and b" after the dates (Jones, 1992a). Numbered Reference Lists Numbered reference lists use two basic formats: Alphabetized then numbered so that the citations in the text are in random numerical order; the second method is to number the citations in the text in numerical order as they are cited and then to prepare the reference list. This results in a random-order reference list. Both of these methods require that all entries in the reference list must be cited in the text. Author-Year The author-year method cites all references using the last name of the author and the date published. Follow the instructions for authors published by your journal for this format. There are many variations in citation style. If your discipline does not specify a style, either the APA style or the parenthetic reference (PR) style from Turabian is preferred. 33

38 Multiple citations within the same set of parentheses must be in either alphabetical order or chronological (oldest first). APA requires alphabetical order. Footnotes Some disciplines still prefer the traditional footnote. Ideally these are placed at the bottom of the page; however, they may be placed at the end of each chapter. If placed at the end of the chapter they are called Notes to Chapter 1 and are included in the table of contents as subheads. Because of the increasing use of microfilming and electronic processing methods for theses, placement of footnotes at the bottom of the page is preferred. Begin numbering with note 1 in each chapter whether the notes are at the bottom of the page or at the end of each chapter. Notes must be in the same font style as the body or the thesis. They may be in 10, 11, or 12-point type but not smaller. Use an 18-space horizontal line above the notes to separate them from the last line of text. Do not use a full width line. Single space within all notes but double space between notes. 34

39 COPYRIGHTED MATERIALS Plagiarism The plagiarism policy created by New Mexico State University is found at The following definition of plagiarism was taken directly from the Student Code of Conduct." Plagiarism is using another person s work without acknowledgment, making it appear to be one s own. Any ideas, words, pictures, or other intellectual content taken from another source must be acknowledged in a citation that gives credit to the source. This is irrespective of the origin of the material, including the Internet, other students work, unpublished materials, or oral sources. Intentional and unintentional instances of plagiarism are considered instances of academic misconduct. It is the responsibility of the student submitting the work in question to know, understand, and comply with this policy. If no citation is given, then borrowing any of the following would be an example of plagiarism: an idea or opinion, even when put into one s own words (paraphrase) a few well-said words, if these are a unique insight many words, even if one changes most of them materials assembled by others, for instance quotes or a bibliography an argument a pattern of ideas graphs, pictures, or other illustrations facts all or part of an existing paper or other resource *This list is not meant include all possible examples of plagiarism. For more information about plagiarism, please also visit the library plagiarism page at Using or Reproducing Copyrighted Materials Caution: Please note that there is a difference between using copyrighted materials and reproducing those same materials. Please avoid possible legal action against you for copyright infringement. You may want to visit Stanford University has an excellent site explaining fair use at 35

40 The Chicago Manual of Style, 15th ed. and the APA Manual, 5th edition also have good discussions of "fair use." ProQuest is not responsible for any damages which may arise from copyright violation. Should any publisher find that you have infringed upon the copyright, you are responsible for all fines which a court may assess against you. Fair Use of Copyrighted Material The author of a thesis or dissertation is expected to conform to provisions of the copyright law in regard to quoting from, modifying, or reproducing copyrighted material. Again, you may want to visit and Stanford University has an excellent site explaining fair use at As the author of the dissertation, you will be asked to certify that any previously copyrighted material used or reproduced in your work, beyond fair use," is with the written permission of the copyright owner (which is not necessarily the author). When a quotation, even if less than 150 words, comprises a substantial proportion of the source, permission is needed for example, if you have a poem of 10 lines and you reproduce 5 lines you are probably infringing the copyright since that is a substantial portion of the work. Reproduction of any item that is a complete unit in and of itself (such as a cartoon) without permission is infringement. Long quotations (the maximum word limit varies from publisher to publisher), reproduction of maps, statistical tables, figures, standardized tests, and so on, require written permission from the copyright owner in order to reproduce or modify them. If you are unsure about the legality of reproducing previously published materials, consult the permissions editor at the publisher. Include permissions in the acknowledgments as well as on the actual item being reproduced. The copyright permission you receive from the copyright holder will frequently specify the format and wording of the permission statement to appear on the reproduced material. Requesting Permission to Reproduce Previously Copyrighted Materials Note that there is a difference between using the material and reproducing the material. Unless the item is a standardized test or something similar, permission to use is not usually needed. Permission to reproduce is always needed. Send all requests for permission to the copyright holder (1) in writing and (2) in duplicate. Be sure to keep a copy of the letter for reference. The copyright holder will sign and return one copy of the request, noting any fee required for the proposed use and any special conditions under which the grant is made. The permissions department of the publisher will retain the second copy of the request in the copyright holder's files. 36

41 The request must contain explicit information: 1. The title of the original work and exact identification, with page numbers, of what is to be reprinted (include table or figure number, title of a poem, or for prose, the opening and closing phrases). 2. How the information is to be used: modified, reproduced as a complete unit, and so on. 3. A statement must be included to the effect that ProQuest may supply single copies of the dissertation on demand. Also request permission to publish in electronic formats. 4. The kind of rights requested (the most limited acceptable rights would be nonexclusive world rights in the English language, for one edition," the broadest-- which could be limited by the granting publisher--might be nonexclusive world rights in all languages and for all editions"). 5. Permission granted for reproduction in a thesis or dissertation will not apply to any publications based on the thesis or dissertation. New permissions must be obtained for such publications. Permission Letters Copies of permission letters from copyright owners must be attached to the Doctoral Dissertation Agreement Form" that you, as author, will complete and submit to Branson Library along with the three or four required copies of the dissertation. These permission letters must state that the copyright owner is aware that ProQuest may supply single copies of the dissertation upon demand and may make the document accessible in electronic formats. Unless this sentence is part of the permission request, ProQuest cannot provide copies of your dissertation to any individual or institution which may want to purchase a copy. If permissions are not supplied to ProQuest, copyrighted materials will not be microfilmed and cannot be made available through ProQuest. Reproducing Standardized Tests Reproducing a standardized instrument in your thesis is not necessary. Cite the instrument used in your text and include an entry for the work in the bibliography. Then, anyone who wants to consult the survey can retrieve it from a library. Most publishers will not give permission to reproduce their surveys in whole or in part. Reproducing Unpublished Tests If you wish to reproduce a survey that another student developed for the thesis, you must treat that survey as if it were a published test. Acquire written permission from the student that developed it, so you can use the instrument and reproduce the survey. 37

42 COMPLETING THE THESIS/DISSERTATION Printers Print must be letter quality (jet or laser). Dot matrix printers are not acceptable for any portion of a thesis or dissertation. It is assumed that a word processor, not a typewriter, will be used to produce the final draft of a thesis or dissertation. Anyone desiring to use a typewriter for any portion of the thesis or dissertation must consult the graduate reviewer before preparing any drafts for approval. Paper for Original The original document must be printed on paper that is appropriate for your printer-- jet printers must use paper designed for jet printers. Paper for the Copies Cotton paper for the required copies may be purchased in the university bookstore located in Corbett Center. The paper can also be purchased at most office supply stores. If you have your copies duplicated at one of these businesses, the duplicating cost includes the paper. The university's required copies must be duplicated onto 25, 50, or 100% cotton, 20 or 24-pound, watermarked white bond paper with a plain finish. Copies submitted without the watermark are not acceptable. Your personal copies may be on any kind of paper. Duplicating the Copies Photocopying at a reputable copy store is preferred over using departmental copiers. Departmental copiers are frequently not well maintained and therefore may not produce acceptable quality. Copies must be clean; the print must be clear, dark, crisp, and straight on the page. Photocopies made from poor quality originals (such as from photocopied pages that have been reproduced through several generations or on copies that were not maintained in good condition) cannot be reproduced properly in microfilm and will be rejected. All information included in the thesis or dissertation must be clearly readable when the paper is duplicated. 38

43 After duplicating the copies, check each one to be sure that all of the pages were photocopied and that all copies are of good quality. This way, you can replace missing pages or faulty copies before you give them to Branson Library for binding. If you do not check and the copies are unsatisfactory, your graduation could be delayed. Signatures and Forms Instructions on completing the thesis or dissertation are in the checklist on pages 4 and 5. Instructions are also discussed below, in the frequently asked questions, and the of format corrections the thesis reviewer provides with each reviewed thesis or dissertation. There is also an online workshop that discusses the thesis and dissertation review process at All forms needed to complete the thesis or dissertation submittal process are located on the Thesis and Dissertation Guidelines webpage at: Doctoral candidates who are not local will still need to provide the format reviewer with the completed Survey of Earned Doctorates" booklet when submitting their dissertation for review. Doctoral students will also provide the library with Doctoral Dissertation Agreement Form when submitting copies to be bound. After the thesis has been reviewed and approved by the Graduate School, make three copies (four copies for molecular biology and astronomy majors) on 25, 50, or 100% watermarked white cotton bond paper, 20 or 24-pound weight. Obtain the signature of your committee chair on each of the approval pages from the three (or four) copies. All signatures must be original for all three (or four) required copies. (This is page ii of your paper.) Bring the signed approval pages to the Graduate School front desk to obtain the graduate dean's signature stamp. The date will be added at this time. Doctoral students must have completed and submitted the Survey of Earned Doctorates" to the Graduate School in order to receive the dean s signature. You will need to pay for your required copies at the cashiers office and complete the online library binding form at Please see the section below for more information. After you obtain the dean's signature and complete the online library binding form, deliver your copies to the Information Service Desk in Branson Library. If you are a doctoral student, you will also complete the Doctoral Dissertation Agreement Form" (also known as the UMI) with an extra copy of your abstract and title page to the Information Service Desk of Branson Library. There is a mandatory $65 dollar publication fee that accompanies this form. 39

44 Doctoral candidates who wish to copyright their dissertation must provide an additional money order or cashier's check payable to ProQuest for $55 if they want copyright. Personal copies may also be deposited at this time. Obtain a money order or cashier's check payable to the binder for the appropriate amount according to the fee schedule listed in the Library Form for Personal Binding at the library or online at CDs and oversized materials must be submitted with the copies. If you have questions about depositing your materials in Branson Library, please contact the Branson Library Information Service Desk at (575) Required Binding and Microfilming Fees Paid at Cashier s Office All students are required to pay for three bound copies of their thesis for the university--two for the library and one for the department. Because it is an interdisciplinary program, students in the molecular biology program must pay for four bound copies (2 for the library and 2 for the departments participating in the student's program of study). Astronomy students must also pay for four bound copies (2 for the library and 2 for the department). Payment for the required copies for the university may be done in person at the cashier's windows in the Business Office in the Educational Services Building. When paying in person you may use cash, a personal check or a charge card. To pay by phone, call the business office at (575) and pay your fee with a credit card. You will be given a transaction number to use when completing the online binding form. o Theses and Dissertations--the fee is $38.50 ($48.50 for molecular biology or astronomy students). After you have paid the fee then access the library's home page, click on Request Forms and scroll down to the Thesis/Dissertation Processing Form or use this link Complete the form. You will need the transaction number that you received when you paid your fee at the cashier s office. After you submit this form electronically an notice will be sent to Branson Library. Print a copy for your records. Print a copy for the library. Take the 3 or 4 (plus personal copies if you want them) signature pages which have been signed by your committee chair to the Graduate School to obtain the graduate dean's signature. 40

45 Personal Bound Copies The form for requesting binding for personal copies is found in Branson and also on the library s website at: The fee includes mailing personal copies to the student after the copies are bound. Personal copies must include signed approval pages. If you wish to have original signatures on these pages, present them at the same time you obtain the dean's signature for the university's copies. You may also just photocopy one of the signature pages from the university's copies and insert the photocopied signature pages into your personal copies. The fee for personal copies must be paid with a money order or cashier s check payable to Bookbinders of New Mexico. Deliver the required copies, personal copies, and payment for personal copies with the form to the Information Service Desk in Branson Library. Book Binders of New Mexico mails personal copies directly to the address the student puts on the binding form. Be sure that the address will be valid for about 2 months from the date the copies were left in Branson. Branson Library Information Service Desk Library Business Hours Only the staff at the Branson Library Information Service Desk can accept copies of a thesis or dissertation. Copies of a thesis or dissertation can be dropped off any time the Branson Library is open. Please contact the Information Service Desk at (575) for questions about hours, oversized figures, depositing your copies, submitting CDs, binding, the UMI form, or microfilming. Duties of Library Information Service Desk The library staff at the Information Service Desk of Branson Library may check for the following items when you submit your copies: Accurate completion of all forms. All three (or four) required copies of the thesis or dissertation left for binding conform to the following: o o o Copies are on 25, 50, or 100% cotton 20 or 24-pound white bond paper with a smooth finish. The manufacturer's watermark or the NMSU seal must be visible on every page. All signatures are original. The date on the title page is the date the copies are submitted (May, August, or December). 41

46 o o o o Signature pages (page ii) are provided for each copy of thesis/dissertation to be bound. All signatures need to be on each signature page. The library will not hold theses or dissertations without completed signature pages. Dissertations will only be accepted with a completed UMI/Proquest form. The library will not hold dissertations until the UMI form is completed. The mandatory publication fee of $65 dollars must also accompany the UMI form. If you choose the open access publication option, this will cost an additional $95. If dissertation copyright is requested, this is another $55 paid to ProQuest on top of the publication fee collected at the time of reception at the library. Personal copies of thesis/dissertation will be accepted for binding only when accompanied by a money order or cashiers check at time of submission, along with the printed library form. The Information Service Desk staff does not check for pagination errors, including missing or multiple pages. When the library accepts a thesis/dissertation, the library assumes the document is complete and pages are in proper order. It will be bound as submitted. Distribution of Required Bound Copies One copy of each student's thesis/dissertation will be sent to the bindery in a bulk shipment each semester. These copies are usually returned to the library in bound form about six weeks later. When these bound copies are returned to the library, the other two copies of the thesis/dissertation are sent to the bindery. The three copies are never sent in one shipment as a precaution against loss in transit. The three (or four) required bound copies are distributed in the following manner: Copy 1--non-circulating copy deposited in Special Collections in Branson Library; considered the record" copy. Copy 2--to Branson Library; the circulating copy. Copy 3--to the department of the student's committee chair; however, it is not the chair's personal copy but the department's copy for placement in a departmental reading room. Copy 4--required for molecular biology and astronomy majors only and is sent to the related department (Chemistry and Biochemistry, Agronomy and Horticulture, or Biology as indicated by the student) and to the Astronomy Department for astronomy majors. 42

47 Copyrighting Your Dissertation If you wish to register your copyright, ProQuest will act as your agent with the Library of Congress Copyright Office. This service includes preparation of the application (in your name), submission of the application fee ($55), and submission of the required deposit copy(ies) of your work. To use this service, complete the copyright application portion of the agreement form, obtain a money order or cashier's check for $55 made payable to ProQuest and present the signed agreement form and money order with your copies for binding to the Information Service Desk in Branson Library. Be sure that you have included the copyright notice on the bottom of the title page. You will receive your certificate of the copyright registration from the copyright office approximately three to four months after your abstract appears in Dissertation Abstracts International; however your work is protected as of the date it is received in the copyright office. Copyrighting Your Thesis Master s candidates desiring to copyright their thesis must apply directly to the copyright office Forms for copyrighting publications, information on copyright law, and descriptions of each form are available here. Corrections of Theses/Dissertations Not Allowed After Graduate Dean s Approval For programs requiring a thesis or dissertation, the student is responsible for submitting a completed copy of their thesis or dissertation to the library for binding. Once the document is approved by the thesis or dissertation committee and the Graduate Dean, the thesis is considered a final document. No changes to the document can be made by the author after approval by the committee and the Graduate Dean. 43

48 MANUSCRIPT GENERAL ERRORS The information contained in this section is not unique to theses and dissertations--it is standard grammatical and typing practice. Because the candidate is expected to already know much of this information, the most troublesome points are presented. Please consult one of the recommended style manuals or any grammar book for more information. General Errors Not reading and following the NMSU Guidelines for Preparing a Thesis or Dissertation. Not reading and following a style manual. If one has not been specified by your department use either Kate Turabian, A Manual for Writers of Term Papers, Theses, and Dissertations, 6th ed. or the Publication Manual of the American Psychological Association 5th ed. for general information. Using another thesis/dissertation as your style guide rather than consulting the style manuals. Not being familiar with the word processing program being used. If you are using style sheets or templates, you must be able to change the defaults built into them so that the finished document conforms to NMSU Guidelines. Not being familiar with common journal formats used in your field. Numerals versus Words Disciplines vary in the way in which numerals are written. Some write as a word any number under 10 while others require that all numerals up to 100 be written as words. Then many exceptions exist to these two styles. Use the style of your discipline when writing numbers. If your discipline does not clearly define a style then use the APA Manual or Turabian as a guide for when to write a number as a word or as a numeral. Never begin a sentence with a number written as a numeral. Spell it out or reword the sentence so that a number does not begin a sentence. This applies to chemical compounds and other terms which commonly begin with a numeral. Numerals are always used for the following: dates; time; ages; sample, subsample, or population size; exact sums of money; numbers that immediately precede a unit of measurement; statistical or mathematical functions; fractional or decimal quantities, percentages, ratios. Two digit numerals written as words must be hyphenated (twenty-five not twenty five but not for one hundred, two hundred and so forth). 44

49 Punctuation Be consistent with comma usage. It is acceptable to use or not use a comma before the final conjunction in a series (cats, rats, and dogs; or cats, rats and dogs). However, students following APA and MLA must use the comma. Not typing hyphens and dashes correctly--do not use a space before or after a hyphen or a dash. o o 5-23 is a minus; 5-23 is a range although the word to" is now preferred in some disciplines. a hyphen (sometimes called an en" dash) is also used to divide words--selfconcept not self- concept or self - concept. A dash (sometimes called an em" dash) is two hyphens typed together with no spaces before, between, or after--it represents a break in thought or another method of adding emphasis or clarity to sentence structure. The dash is overused so consider using another punctuation mark. Do not use two periods after an abbreviation that comes at the end of a sentence (We shopped at Acme Co. not Co.., for example). Latin Abbreviations Most Latin abbreviations have been anglicized and are no longer italicized or underlined-- these include et al., i.e., e.g., etc., cf., ibid. (the use of ibid. is now discouraged by most style guides), and many others. Consult a good dictionary--if the term is listed there it should not be italicized (Turabian, 1996:72). et al. means and others"; et is not an abbreviation, al., standing for alia, is an abbreviation so the term is written as et al. with no italics, bold, or underline. Check your manuals or journal style for when you can use et al.--some disciplines say with 2 or more authors, others say 3 or more. Using et al.'s is not acceptable. Instead of writing Smith et al.'s study" rewrite the citation to something like the work of Smith et al." or something similar. Statistical Symbols Statistical symbols must be italicized or underlined in text, tables, figures, and appendices. The APA Manual discusses this extensively and contains numerous examples. Some journals in their instructions to authors also provide good treatments for preparing statistical copy. If your journal does not provide this, then follow the APA Manual. 45

50 The symbol for chi-square is never italicized. Using the letter x" to represent the chi symbol is not acceptable. Use the chi symbol from the symbols available in your word processor or write the word chi." Font Errors Not having page numbers in the same font style and size as the text. Putting headings or captions in a different size font than the text. Not using the same font size and style as the text for footnotes. Page Layout Errors Incorrect pagination--can consist of page number being in the incorrect location or counting errors. Incorrect margins. Not turning on widow and orphan control. This will prevent just one line of a paragraph from appearing at the bottom or top of a page. There must always be two lines of a paragraph at the bottom of the page or carried over to the top of the following page. A heading at the bottom of the page must be followed by two lines of text. If it won't fit then move the heading to the next page. Not filling all pages with text. If a table or figure will not fit below where it is first mentioned, continue text to fill that page and place the table or figure on the following page. A table begun on a page with text must be complete on that page (see Turabian, 1996, sec. 6.18, p. 94). Not following standard typing and other scholarly conventions. Documentation Errors Not checking for agreement between references cited in the text against the same reference in the reference list. Not following your manual or journal style for how to arrange the reference list (an author who has works published as a single author and works with co-authors, oldest publications listed first, and so on). Not using issue number when a journal paginates beginning with page 1 in each issue. Not being consistent in the reference list (abbreviation of journal titles, using vol. or Vol. or not using vol. at all, and so on). Not using the same font size and style as the text for footnotes. 46

51 Ellipses Use ellipses to indicate omitted material from within a quote. Do not use ellipses to denote omitted material at the beginning or end of a quote. Type ellipses as three spaced periods:... not... The fourth period in an ellipsis represents the end of the sentence and indicates that the sentence ended and then material was omitted.... or that part of the sentence was omitted.... Note the spacing before the first period. Quotation Marks Use double quote marks around terms used in a special way only the first time the term is mentioned. Do not use quote marks in second and subsequent uses. Use single quote marks only for a quote that is within a quote run into the text. Some disciplines such as philosophy, linguistics, and horticulture have adopted conventions that use single quote marks for some terms. This is an alternative acceptable use for single quote marks. Not typing quotation marks correctly--always place quotation marks after periods and commas (commas," for example) and before colons and semicolons (semicolons": for example). If you are using a single quote mark the rule is the same. For exclamation and question marks the quote marks may be placed before or after depending on the context of the sentence. Any grammar book or style manual will have detailed explanations of this as well as examples. Quotation Marks with Citations Quotation marks with reference citations take different forms. Run into the text--the last word of the quote" (Jones, 1995, p. 137). At the end of a block quote. (Jones, 1995, p. 137) Quotation Marks or Italics for Emphasis Placing words or phrases in italics or quotation marks is generally discouraged in style manuals and in style guides which journals provide to authors preparing manuscripts for publication consideration. Good writers use italics for emphasis only as an occasional adjunct to efficient sentence structure. Overused, italics quickly lose their force. Seldom should as much as a sentence be italicized for emphasis, and never a whole passage" (Chicago Manual of Style, 2003, p. 290, sec. 7.49). Quotation marks are often used to alert readers that a term is used in a nonstandard, ironic, or other special sense. Nicknamed scare quotes,' they imply This is not my term' or This is 47

52 not how the term is usually applied.' Like any such device, scare quotes lose their force and irritate readers if overused" (Chicago Manual of Style, 2003, p. 291, sec. 7.58). Capitalization Remember to capitalize forms of the verb to be" in headings, reference lists, and table/figure captions when all major words in those items are capitalized. Capitalize consistently (do not capitalize a word or term in one place and not another). Do not capitalize for emphasis. Follow standard rules of capitalizing. It's or Its Using it's" for its" is probably the most common error made in theses and dissertations. It's means it is. It's a contraction. Its is a pronoun. Its is already possessive and, therefore, never takes an apostrophe. These items are all standard grammatical practices and will be found, along with many others, in any style guide or grammar book. 48

53 APPENDIX A: Frequently Asked Questions This Appendix contains five pages of frequently asked questions. Each question has an answer. 49

54 Frequently asked questions for Thesis Review How do I submit my thesis/dissertation to be checked for format by the Graduate School? Complete the thesis/dissertation intake form. You will also need to print and complete the Forms and Procedures for Degree Completion Checklist, the Thesis Guidelines Checklist, and the Signature Page for Faculty and Student. This paperwork is found on the Graduate School website at When the committee chair signs the signature page for faculty and student, you may turn a copy of your thesis/dissertation into the front desk at the Graduate School, located in Educational Services Building, Suite 301. You may also ship your materials using registered mail, UPS or FedEx. If using UPS or FedEx, the recipient phone number will be (575) Use this address for registered mail: The Graduate School Attn: Milen Bartnick New Mexico State University P.O. Box MSC 3GS Las Cruces, NM Use this address for UPS or FedEx: Milen Bartnick NMSU/Graduate School Educational Services Building, Suite E University Las Cruces, NM Recipient Phone: (575) What do I need to make sure my thesis/dissertation is accepted at the front desk at the Graduate School? You need to have a completed thesis/dissertation intake form. You need to bring the following completed forms: Forms and Procedures for Degree Completion Checklist, the Thesis Guidelines Checklist, and the Signature Page for Faculty and Student. You need one paper copy (on ordinary paper) of the thesis/dissertation. If you are a doctoral student, you also need to submit the Survey of Earned Doctorates. I am turning in a dissertation. When do I turn in a Survey of Earned Doctorates or the UMI Dissertation Agreement? The Survey of Earned Doctorates (SED) and Doctoral Dissertation Agreement Form (UMI) are completed by doctoral students. Submit the Survey of Earned Doctorates to the Graduate School when you submit your dissertation for review. The Doctoral Dissertation Agreement Form is turned into the bindery section in Branson Library with a mandatory $65 publication fee. The UMI form and payment are submitted when submitting copies of the dissertation for binding at the library. Are the Survey of Earned Doctorates and Doctoral Dissertation Agreement Form available online? Yes. The Survey of Earned Doctorates is found at 50

55 The Doctoral Dissertation Agreement Form is found at You may also find links to these forms on the NMSU Thesis and Dissertation Guidelines website under Section V at Is there a deadline for submitting my thesis/dissertation for review? Yes, there is a deadline. Check Is it possible to wait and be present while my paper is reviewed by the Graduate School? It may be possible. If the student would like to wait for thesis review, they may do so. The student will need to go to the front desk at the Graduate School and check the paper in. Students are advised that papers are reviewed in the order in which they are received, regardless of if they wait with the papers or drop them off. If there are more than 3 papers ahead of the student, they will be asked to leave the paper. How long does it take to get my thesis/dissertation back? The length of time needed for the Graduate School to review and return a thesis or dissertation depends on several things: how close to the deadline the paper was submitted; which semester (spring has the largest volume); how closely the format follows the style guide and the Guidelines. Allow 1 to 3 days if you submit early in the semester. Allow 4 to 6 days if you submit your paper a week before the deadline or closer to the deadline. The closer to the deadline you submit your paper, the longer it will take to get it back. Papers are reviewed in the order submitted. Please remember to allow a couple of days for processing. This includes time needed to get to your paper, to make sure the format adheres to the guidelines, for you to make possible corrections, for the Graduate School to check those corrections, and so on. Please do not expect to get your paper back immediately if you submit a week or less before the deadline. What does the Graduate School look for when they review my thesis/dissertation? The Graduate School reviews for format. The thesis reviewer looks at margins, line spacing, placement of figures and tables, pagination and page count, font size, front end material (table of contents, list of figures, list of tables, ect). The Graduate School uses the NMSU Thesis/Dissertation Guidelines to conduct the review. Watch the online workshop (movie) at Does the Graduate School edit the thesis/dissertation? The Graduate School reviews the thesis/dissertation for format. The Graduate School does not edit for matters of spelling, content, grammar, citation completeness, and readability of text. Students are advised that it is the student s responsibility that the final document submitted meets the revised NMSU Thesis/Dissertation Guidelines. 51

56 The faculty makes sure the thesis/dissertation submitted is a final product in regards to intellectual material, citations, acceptable grammar, and completeness. How will I know if I need to revise my thesis/dissertation? You will receive an after the reviewer looks at your thesis/dissertation with a list of formatting corrections. This will be printed and attached to the thesis/dissertation copy turned in to the Graduate School. How do I submit my thesis corrections? You will need to bring your thesis intake form, and the corrected version of thesis/dissertation to the front desk at Graduate School. You may also mail the corrections back to the Graduate School using registered mail, UPS, or FedEx. Please be aware that if you chose the mail option, there is a deadline to submit the required copies of thesis or dissertation to the Information Service Desk at Branson Library. It is best to plan in advance for the time it will take to ship material. What happens after my corrections are submitted? The reviewer will look at the document to make sure corrections are made. If any other mistakes are caught, another list of corrections will be sent. Once the Graduate School is satisfied that requirements are met, an will be sent to let the student know requirements are satisfied and containing additional instructions. Can I make changes to my thesis/dissertation after it is approved for format? The student is responsible for submitting completed copies of their thesis or dissertation to the library for binding. Once the document has been approved by the thesis or dissertation committee and the graduate dean, the thesis or dissertation is considered a final document. No changes to the document can be made by the author after approval by the committee and graduate dean. What happens after requirements are satisfied through the Graduate School reviewing process? Once you satisfy the requirements for thesis/dissertation format, you will be added to an approved list for the dean s signature at the Graduate School. The dean s signature can now be placed on your signature pages. Bring multiple copies of the signature pages (page ii) on good paper (see next question) to get the deans signature, so you may get your thesis bound at Branson Library. If you have not paid your binding fees, you need to do so at the cashiers office. Am I required to print my thesis/dissertation on special paper? After the thesis is reviewed and approved, make three copies (four copies for molecular biology and astronomy majors) on 25, 50, or 100% watermarked white cotton bond paper, 20 or 24- pound weight. If you have personal copies you are having bound, print those as well. What steps do I need to take to make sure binding goes smoothly? Be sure you have paid the required binding fee for required copies at cashier s office. Make sure printed copies meet the paper requirements. 52

57 Fill out the library s online form for binding at Press the Submit Entry button. The information input will show as successful. Print a copy for your records. The library may request this printed confirmation when submitting your binding copies. Print a copy for the library and take it with you when submitting your papers for binding. Make sure you deliver copies of the thesis/dissertation to Branson Library with correctly completed forms. You will submit your papers to the Information Service Desk. Make sure you have an original signature page for each copy to be bound. Thesis or dissertation submissions must include a fully signed signature page (page ii). The library cannot hold theses or dissertations while you get signatures. Fully signed signature pages must be included with copies. All signatures for bound copies should be original. Dissertations will only be accepted with a completed UMI/Proquest form. The library cannot hold dissertations until the UMI/Proquest form is completed. UMI requires a $65 dollar payment for traditional publishing. You must pay this with a cashiers check or money order. If you choose open access, the fee is an additional $95. Copyright can be requested for an additional fee on top of the fees listed above. The completed UMI form must accompany payment for publishing the binding copies at the time of reception. How much does thesis/dissertation binding cost and where do I pay this fee? Theses and Dissertations--the fee is $38.50 ($48.50 for molecular biology or astronomy students). The binding fee needs to be paid at a cashier s window in the Educational Services Building. You may use cash, charge card, or personal check. You will receive a transaction number from the cashier. You need this number for the next step. What do I do after I pay the required binding fee? After you have paid the fee, access the library s Thesis/Dissertation Processing Form. Use this link for direct access Complete the form. You will need the transaction number that you received when you paid your fee at the cashier s window. Be sure to click on the Submit Entry button after completion of the form. After the button is pressed, the information input will show. Print a copy for your records. Print a copy for the library. You will take this form when submitting your papers for binding. What if I want to have some personal copies of my thesis/dissertation bound? You will need to complete Form for Additional Personal Bound Copies of Thesis/Dissertation. This form contains pricing information. You may access this form at Payment is different for personal bound copies. A cashier s check or money order is made payable to Bookbinders of New Mexico and will be turned in to the bindery section at Branson Library. Personal copies of a thesis or dissertation will be accepted for binding only when accompanied by a money order or cashier s check at time of submission. 53

58 I have filled out the online form for binding. What do I do next? Deliver the required copies (online form for required copies, payment made at cashiers office), personal copies (with separate form and payment required), and if you are a doctoral student, you will bring the UMI form (with required payment). Book Binders of New Mexico mails personal copies directly to the address the student puts on the personal binding form. Be sure that the address will be valid for about 2 months from the date the copies were left in Branson. Does the Information Service Desk in Branson have certain hours? The Information Service Desk in Branson Library is open when the Branson Library is open. Is the library responsible for checking any errors? The author is responsible for checking all errors. This includes pagination errors, such as missing or multiple pages. When the Library accepts a thesis or dissertation, the Library assumes the document is complete and the pages are in proper order. What else is needed for Graduation? Am I done after my thesis is bound? There are several requirements to graduate. Make sure you have completed and submitted the forms outlined on the Forms and Procedures for Degree Completion Checklist. You will find the information from Graduate Student Services Graduating from NMSU with your Advanced Degree helpful. You may view this website at: If you are unsure as to the completeness of your student file used for degree certification, please check with Graduate Student Services at (575) I am a distance education student and am having a hard time figuring out how I will get my final approved copies to the library for binding. What do I do? Please contact Milen Bartnick at [email protected] or (575) Milen can help with the delivery of your papers to the library before the deadline, provided you follow the instructions he will give. This process requires adequate planning and coordination from the student. Please contact Milen for instructions and details. Who can answer questions? You may direct your questions for thesis/dissertation review to Milen Bartnick at [email protected] or (575) For final degree check and oral exam paperwork, please contact Graduate Student Services at (575) Please contact (575) for questions about the UMI form, binding, and microfilming. 54

59 APPENDIX B: Sample Pages These pages illustrate the proper format for various pages in theses/dissertations. The title page, approval page, vita, and abstract must be included in all theses/dissertations. The asterisks and information following them as well as the information enclosed in brackets are informational only. Do not include them on your pages. Most disciplines use the basic format of the sample pages. The format for engineering and interdisciplinary theses varies, so separate sample pages are included for these areas. Specializations have been approved for some degrees in the College of Education so they will have both the Major Subject: and Specialization in: lines on the title page and abstract. Also, notice the Margins. Margins: Left (binding margin) 1.50"; top and right 1.25"; bottom 1.0" Page Number is placed at the bottom margin 1.0" from the bottom of the page. It is a good idea to have.25" but not more than.50" between the page number and the last line of text. Please see for sample pages in the LaTeX style. 55

60 LIST OF SAMPLE PAGES Page Title Page Numbers on Samples 1. Title page showing a minor... None 2. Title page showing Latin Terms... None 3. Signature page... ii 4. Sample Vita... iii 5. Sample Abstract... iv 6. Sample Table of Contents... v 7. Sample Table of Contents/Chapter Equivalents... vii 8. Sample numbering for Decimal Table of Contents... viii 9. Sample Table of Contents for Creative Writing... ix 10. Sample List of Tables/Figures... x 11. Sample Data on Compact Disc... xi 12. Settings for Word... xii 13. Sample Engineering Dissertation Title Page... None 14. Sample Engineering Signature Page... ii 15. Sample Engineering Abstract... iv 16. Sample Interdisciplinary Dissertation Title... None 17. Sample Interdisciplinary Abstract... xi 18. Sample Appendices Half Title Page... None 19. Sample Appendix A... None 20. Sample Appendix B

61 [Title page showing a minor. Minors and specializations must be on the list approved by the Graduate Council. If you are filing for copyrighting, place the notice here.] REFIGURING THE CHRONOT[R]OPE OF TIME AND SPACE IN A FEMINIST WRITING CENTER BY JULIE CLARK SIMON, B.A., M.S. A dissertation submitted to the Graduate School in partial fulfillment of the requirements for the degree Doctor of Philosophy Major Subject: Rhetoric and Professional Communication Minor Subject: Women's Studies New Mexico State University Las Cruces, New Mexico August 2002 Copyright 2002 by Julie Clark Simon

62 [This sample has Latin terms in the title which need to be in italics.] THE DEVELOPMENT OF AN IN VITRO SYSTEM TO DETERMINE THE ROLE OF ENDOPHYTIC FUNGUS (Aspergillus ustus) ON Daucus carota ROOTS BY PEDRO OSUNA-AVILA A dissertation submitted to the Graduate School in partial fulfillment of the requirements for the degree Doctor of Philosophy Major Subject: Biology New Mexico State University Las Cruces, New Mexico August 2002

63 Dietary Preferences of Black-tailed Prairie Dogs Reintroduced into a Chihuahuan Desert Grassland, a thesis prepared by Matthew Jason Hartsough in partial fulfillment of the requirements for the degree, Master of Science, has been approved and accepted by the following: Linda Lacey Dean of the Graduate School Ed L. Fredrickson Chair of the Examining Committee Date Committee in charge: Dr. Ed L. Fredrickson, Chair Dr. Reldon F. Beck Dr. Martha J. Desmond Dr. Gary G. Donart Dr. Marta D. Remmenga ii

64 [Use this simple chronological order. This is a simple vita to show your professional and educational development not a curriculum vitae or a resume.] VITA December 30, 1979 Born at Las Cruces, New Mexico 1991 Graduated from Las Cruces, High School, Las Cruces, New Mexico Peace Corps Teaching Assistant, Department of Government, New Mexico State University Phi Delta Kappa Phi Kappa Phi Professional and Honorary Societies Publications [or Papers Presented] Student, John J., Impact of County Government Functions on Small Cities. Municipal Government Journal, 8(3): Student, John J. and Burton, Alice F Corruption in City Government in a Mid-Sized City. In Case Studies in City Management, ed. Mary J. Instructor, Las Cruces, NM: Southwest Publishers. [provide full citations for published works; format publication and presentations the same here as you do in the reference list. Single space within the entries, double space between.] Field of Study Major field: Government Political Science and Personnel Administration iii

65 [On these sample pages note the centering of titles longer than one line. This is called inverted pyramid style. Center all titles/headings longer than one line in this style.] ABSTRACT RHETORICAL TRAINING FOR PHYSICIAN ASSISTANTS: REUNITING THE SCIENCE OF MEDICAL CARE AND THE ART OF MEDICAL RHETORIC BY LORI C. BRODKIN, B.A., M.A. Doctor of Philosophy New Mexico State University Las Cruces, New Mexico, 2002 Dr. Stuart C. Brown, Chair [Maximum limit is 350 words; indent the first line of every paragraph.] iv

66 TABLE OF CONTENTS Page LIST OF TABLES... LIST OF FIGURES... DATA ON COMPACT DISC (CD)... ix xvii xx NOMENCLATURE... xxviii Chapter 1. TYPE THE CHAPTER TITLE IN ALL CAPS AND SINGLE SPACE IF MORE THAN ONE LINE... 1 Indent the Centered Heading and Type It in Upper and Lower Case Letters... 4 Type the Side Heading in Upper and Lower Case Letters or Just Capitalize the First Word and Proper Nouns... 9 Notice That the Side Heading Is Indented About Three Spaces in from the Centered Headings Indent the paragraph heading three spaces in from the side heading The paragraph heading is not capitalized here or in the text except for the first word and any proper nouns that may be used in the heading Do not Type Any Headings in Boldface or Italics or Underline Here Except for Genus Species Names, Titles of Books, or Other Publications v

67 Chapter Page Appendices A. TYPE APPENDIX TITLES IN ALL CAPS AND SINGLE SPACE ANY TITLES THAT NEED MORE THAN ONE LINE B. APPENDIX TITLES MUST BE WORDED HERE THE SAME AS THEY ARE ON THE FIRST PAGE OF THE APPENDICES C. DO NOT PLACE A NUMBER ON THE HALF TITLE PAGES FOR THE APPENDICES BUT DO COUNT THEM IN THE PAGINATION SEQUENCE D. DO NOT LIST APPENDIX SUBDIVISIONS REFERENCES vi

68 [sections--chapter equivalents] TABLE OF CONTENTS LIST OF TABLES... xix LIST OF FIGURES... xxviii INTRODUCTION OR NAME OF SECTION... 1 Appendices Centered Heading (the headings are all formatted the same as in the basic contents format)... 6 Side Headings Paragraph headings A. SAME AS ABOVE B. DO NOT LIST APPENDIX SUBDIVISIONS HERE LITERATURE CITED vii

69 [decimal numbering for headings--this system is primarily used by science and engineering; students in the humanities and social sciences should use one of the other two styles of contents.] TABLE OF CONTENTS LIST OF TABLES... LIST OF FIGURES... DATA ON COMPACT DISC (CD)... ix xvi xx ABBREVIATIONS... xxviii 1.0 INTRODUCTION Purpose of the Study Next subdivision which may be in lower case letters; if multiple lines are needed single space and block to the left; also note that the lines of text end before the last dot leader Other Spacing, Punctuation, and Alignment Requirements Are the Same as for the Basic Contents Appendices A. APPENDIX TITLE B. FORMAT APPENDIX TITLES THE SAME AS ON THE BASIC CONTENTS SAMPLE PAGES C. DO NOT LIST APPENDIX SUBDIVISIONS HERE BUT DO TYPE THE SUBDIVISION TITLES ON THE FIRST PAGE OF THAT SUBSECTION IN THE APPENDIX LITERATURE CITED viii

70 [sample table of contents for creative writing in English and Spanish] TABLE OF CONTENTS INTRODUCTION... vii SILVER MOON... 1 Shining Stars Brilliant Sun FULL MOON RISING OVER THE PAINTED DESERT ADDITIONAL SHORT STORY OR MAJOR SECTION OF THE CREATIVE WORK WORKS CITED ix

71 LIST OF TABLES or LIST OF FIGURES Table (or Figure) Page 1. Type the Caption in Upper and Lower Case Letters If the caption Is Longer Than One Line, Place It on Additional Lines, Typed Single Spaced Set Decimal Tabs for the Table Number and the Page Number So That They Will Align Always Double Space Between Captions Set A Right Decimal Tab (in Word Perfect) or a Leader Tab (in Word) at 5.13 So That the Dot Leaders Will Always End at the Same Column; Then Set a Decimal Tab at 5.63 for the Page Number Column These Instructions Also Apply to the List of Figures A1. A Table Appearing in Appendix A B1. A Table Appearing in Appendix B [for tables or figures with decimal numbering] 4.1 The Caption Use the Same Guidelines as Outlined Above for Typing the Table or Figure Captions with Respect to Capitalizing, Wording, and Punctuation A.1 These Sample Pages Are Style Guides B.1 Table or Figure Appearing in the Appendix x

72 DATA ON COMPACT DISC [Data appropriate for inclusion on a CD will include, but are not necessarily limited to, such items as a long computer run, raw data, spreadsheets, colored maps that cannot be translated to black and white, complex graphs, and source code. Items appearing on the CD will not be listed in the list of tables or list of figures. These items should be supplementary to the thesis/dissertation itself and will be items that cannot be conveniently included in the paper copy. For additional information, consult the graduate reviewer and the Guidelines.] Map 1. Topographic map of southern New Mexico 2. Rivers and mountains of Dona Ana County Spreadsheet 1. Annual precipitation (in inches) for Dona Ana County, Decline in number of ranches compared to increase in urban development, xi

73 Use these tabs to format the preliminary pages. Set margins first. Click in the box "from left margin (relative)" before setting tabs. Type of tab Tab location Function Decimal.25 chapter number Left.50 chapter title Left.69 centered heading Left.88 second line of centered heading; first line of side heading Left 1.05 second line of side heading; first line of paragraph heading Left 1.25 second line of paragraph heading Dot right (WP) Leader (Word) 5.13 dot leaders Decimal 5.63 page number column Decimal.44 appendix letters Left.62 appendix title xii

74 [sample engineering dissertation title page] DISC-TYPE RELUCTANCE MOTORS [if more than one line is needed for the title follow the example from the basic sample title page] BY ANGELINA MARIE ZAMORA DE SANTOS, M.S. A dissertation submitted to the Graduate School in partial fulfillment of the requirements for the degree Doctor of Philosophy, Engineering Specialization in: Electrical Engineering Minor subject: Experimental Statistics New Mexico State University Las Cruces, New Mexico May 1994* by Angelina Marie Zamora de Santos** *use semester and year you graduate (May, August, December) **copyright is optional

75 [sample thesis or dissertation approval page; co-chairs] "A Methodology for Predicting Sediment in New Mexico Watersheds," a thesis* prepared by Marsha Ann Bates in partial fulfillment of the requirements for the degree, Master of Science in Civil Engineering,** has been approved and accepted by the following: Roy C. Rodriguez Interim Dean of the Graduate School Martha T. Dunk Co-Chair of the Examining Committee Paula Y. Fink Co-Chair of the Examining Committee Date*** Committee in charge: Dr. Martha T. Dunk, Co-chair Dr. Paula Y. Fink, Co-chair Dr. Thomas T. Tank*** Dr. Peter U. Walker Dr. Thelma M. Zellmer *or dissertation **or Doctor of Philosophy, Engineering ***the Graduate School will write in the date ****after co-chairs list committee members in alphabetical order by last name ii

76 [sample engineering dissertation abstract; co-chairs] ABSTRACT BIG ELECTRICAL MOTORS [if more than one line is needed for the title follow the example from the basic sample abstract] BY BETTY T. DUNN, B.S. Doctor of Philosophy, Engineering Specialization in Electrical Engineering New Mexico State University Las Cruces, New Mexico, 1994 Dr. Elmer Y. Fudd, Co-Chair Dr. Martha T. Gomez, Co-Chair [Begin typing abstract here--350 words maximum. Double space all lines. Indent the first line of all paragraphs at least 5 spaces, equivalent to.50 inch or use the first default tab.] iv

77 [sample interdisciplinary dissertation title page] AEROSOL-INDUCED LASER BREAKDOWN [if more than one line is needed for the title follow the example from the first sample title page] BY SUSAN DAISY DOGOOD, M.S. A dissertation submitted to the Graduate School in partial fulfillment of the requirements for the degree Doctor of Philosophy Interdisciplinary Program Subjects: Chemistry, Mathematics, Physics New Mexico State University Las Cruces, New Mexico December 1994* by Susan Daisy Dogood** *use semester and year you graduate (May, July, August, December) **copyright is optional

78 [sample interdisciplinary abstract page] ABSTRACT LARGE-BILLED DUCKS OF NEW MEXICO [if more than one line is needed for the title follow the example from the basic sample title page] BY AGATHA O. WILLS Doctor of Philosophy, Interdisciplinary Program * New Mexico State University Las Cruces, New Mexico, 1994 Dr. Barbara C. Farmer, Chair [Begin typing abstract here--350 words maximum. Double space all lines. Indent the first line of all paragraphs at least 5 spaces, equivalent to.50 inch or use the first default tab.] xi

79 APPENDICES [This is a half title page for the appendix section; it will follow the last page of the last chapter. If you like, you may center the word APPENDICES from top to bottom as well as side to side.] [Count this page in the numbering sequence but do not print a page number on it.]

80 APPENDIX A TYPE THE TITLE HERE USING THE SAME WORDING AS IN THE CONTENTS; TYPE THE TITLE IN ALL CAPS, AND CENTER IT IN INVERTED PYRAMID STYLE [A half title page for an appendix where each appendix has a half title page.] [Count this page in the numbering sequence but do not print a page number on it.]

81 APPENDIX B TYPE THE TITLE HERE; CENTER IN INVERTED PYRAMID STYLE IF LONGER THAN ONE LINE; TYPE THE TITLE IN ALL CAPS [Indent all paragraphs. Begin the text for appendix B here.] [Use this format for the first page of an appendix when you don t need to use a half title page for the first page of the appendix.] 685