Thesis & Dissertation Office. The Purdue Graduate School

Transcription

1 Thesis & Dissertation Office The Purdue Graduate School

2 The information in this slideshow is current as of the Spring 2017 semester. Some of the rules/regulations may change by the time you are ready to deposit. Please visit the Thesis/Dissertation Office website for up-todate deposit procedures.

3 Thesis Dissertation Assistant Thesis Dissertation Receptionist

4 SHERRY CLEMENS Administrative Support Specialist (317) SHERRIE TUCKER Graduate Coordinator (317)

5 JERRY MOONEY Academic Advisor (317) MONICA STAHLHUT School of Engineering & Technology (317)

6 SUMMER LAYTON Purdue Graduate Admissions and Graduate Recorder (317)

7 Contact your department

8 Refer to page 2 in your packet

9 IUPUI students are NOT required to take the Graduate School Exit Questionnaire it is for West Lafayette students only.

10 All Ph.D. candidates are required to take the Survey of Earned Doctorates in their final semester. Indianapolis Ph.Ds: Choose IUPUI as your campus location. West Lafayette Ph.Ds: Choose Purdue University Main Campus as your campus location. Print the Certificate of Completion as soon as you finish you won t be able to login again. Complete the SED prior to your appointment time. We will not be able to issue your Thesis Deposit Receipt without the Certificate of Completion for this survey.

11 Refer to page 3 in your packet

12 Form 9 Electronic Thesis Acceptance Form [ETAF]

13 Form 9 Electronic Thesis Acceptance Form [ETAF] Certificate of Completion for Survey of Earned Doctorates (SED)

14 We have created a single electronic form (Electronic Thesis Acceptance Form [ETAF]) to replace all paper forms (GS Forms 9, 32, and special forms GS Form 36 and 15). [ETAF] will become available after Form 8 has been approved. You can find instructional materials in the Required Forms section of the Thesis/Dissertation Office s website.

15 TO INITIATE THE THESIS ACCEPTANCE FORM: Access the mypurdue page at Log-in using your Purdue Career Account Credentials Select the Academics tab

16 Find the Graduate Student section and click the Graduate School Plan of Study link. Click on Form 9 (Thesis/Dissertation Acceptance).

17 Click Initiate Thesis/Dissertation Acceptance Form.

18 If you have submitted Form 8 more than once (for multiple graduate degrees), you will select the degree that pertains to the thesis or dissertation you are currently depositing.

19 Review your personal information, update your thesis or dissertation title if necessary, and then click Save and Submit.

20 Review your Thesis/Dissertation Committee. If the list is correct, click Save and Continue. If you need to make a change to the list, click Save without Submitting, log out of the Graduate School Database, and contact your department s Plan of Study Coordinator. Ask him/her to thesishelp@purdue.edu with your updated committee list. After you receive a confirmation that your list has been updated, login to the Graduate School Database again and complete the form.

21 Carefully read all material on the Confidentiality page, discuss your options with your major professor, make your selection(s), and then click Save and Continue.

22 Carefully read all material on the Thesis/Dissertation Agreement page, make your selection, and then click Save and Continue.

23 Carefully read all material on the Delay of Publication page, discuss your options with your major professor, make your selection(s) and click Save and Continue.

24 Carefully read all material on the Research Integrity and Copyright Disclaimer page. To proceed with this form and deposit your thesis or dissertation, you must click Yes, I certify. After you have made your selection, click Save and Continue.

25 Confirm that you have completed all sections (completed sections are marked with a check), and then click Preview Thesis/Dissertation Form.

26 Confirm that all your information and responses are correct, and then click Submit.

27 If your form has been successfully submitted, you will see your decision has been successfully submitted in red at the top of the screen. The form will now proceed to the Chair of your Thesis/Dissertation Committee (or if you requested a Confidentiality Period longer than 1 year, the form will proceed to the Office of Sponsored Programs).

28 Confidentiality and Delay of Publication may be used individually or together depending on author needs. If you opt to request both Confidentiality and Delay of Publication, the Confidentiality period will be enacted first. When it ends, the Delay of Publication period will begin. If you are considering requesting Confidentiality or Delay of Publication, please discuss your options with your major professor. If you major professor has questions about the differences between these options, please ask him/her to contact the Thesis & Dissertation Office.

29 CONFIDENTIALITY DELAY OF PUBLICATION How do I request this program? Submit GS Form 15 On page 3 of GS Form 32 & when submitting to ProQuest Who administers this program? Purdue University Graduate School ProQuest Whose signature do I need? Major Professor Head of Departmental Graduate Program Sponsored Programs Contact (if requesting Confidentiality for more than 1 year) Major Professor What are typical periods of confidentiality or delay? What material will be available? None 1 year 2 years 6 months 1 year 2 years Indefinite Abstract & Citations will be online through ProQuest When is this program typically used? Pending patents Pending publications Proprietary rights Export control Pending patents Pending publications Proprietary rights Do you need a paper copy of my thesis/dissertation? Only if your department requires a departmental library copy No

30 At least one ithenticate review is required for all theses/dissertations deposited at Purdue. Your major professor will need to perform the review. S/he can obtain an ithenticate account from Dr. James Mohler, Purdue s Research Integrity Officer, by sending an to: jlmohler@purdue.edu You and your major professor can find out more about ithenticate on the Executive Vice President for Research and Partnerships Avoiding Plagiarism page.

31 If a committee member is outside of the University and does not have a career account, they may need a Proxy set up for their signature on the ETAF. You can contact your department Graduate Contact to start this process. An will need to be sent to thesishelp@purdue.edu with your committee member granting permission for the proxy to sign on their behalf.

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33 Carefully review the Deposit Checklist, found on the Thesis/Dissertation Office s Deposit Process page. Note: School of Engineering MS students~ DO NOT schedule An appointment with the PUWL campus.

34 Ph.D. candidates ONLY choosing West Lafayette as campus location To schedule your deposit appointment, go to the Appointment Booking/Cancellation page of the Thesis/Dissertation Office webpage. If you plan to deposit near the deadline, make your appointment as early as possible. Appointment times near the deadline can fill up months in advance.

35 IUPUI candidates use this link West Lafayette candidates use this link

36 You can schedule, reschedule, or cancel an appointment here. Online All scheduled appointments will be Online Appointments. Fill out form completely. Do not use nicknames. We suggest using your Purdue career account.

37 Times in blue are not available to schedule. Online Times in white are available to schedule. Click on the desired date and time. Appointments are scheduled in 15 minute intervals. You may only book one appointment per semester. If you need to change your appointment, you will need your unique ID and change using the Action option above Appointment type. Click Submit

38 Online This confirms your appointment. Next, check that you ve received a confirmation . It contains important instructions including your unique ID. If you don t receive it after 15 minutes, let us know. Please save a copy of your confirmation so you can easily refer back to it and check the time and date of your appointment.

39 All Masters candidates March 27: Last day to submit Form 8 Request for Appointment of Examining Committee electronically, GS Form 8 must be submitted a minimum 3 weeks prior to your defense date). (this form is located: (exam forms). Contact your department for a room reservation for your defense. April 26: Thesis Students Only: Last day to submit Form 8 Request for Appointment of Examining Committee electronically, GS Form 8 must be submitted a minimum 3 weeks prior to your defense date). (this form is located: (exam forms). Additional forms may be required, see your thesis advisor or Graduate advisor. 1 week prior to your defense ~ send your department an electronic copy of your thesis for the first formatting check. After your defense, send your final thesis copy to the department for final formatting review. April 26: Thesis Students~ LAST DAY to submit your thesis via Purdue Electronic Thesis Deposit (ETD) at least 12 hours prior to established deposit deadline. *Once your thesis is accepted by Purdue, you will need to submit (2) thesis bound copies, (1) for your thesis advisor, & (1) for your Dept. **You will need to upload your thesis thru Scholarworks ~ The Purdue Graduate School will give you the details.

40 March 3: Exam Only and Degree Only registrants must submit their thesis to ProQuest at least 12 hours prior to March 3 rd. Send an to your contact at least 15 business days in advance of deposit date to schedule final thesis format checks. April 28: Engineering Ph.Ds only General candidacy registrants must submit their thesis to ProQuest at least 12 hours prior to April 28 th. Send an to your contact at least 15 business days in advance of deposit date to schedule final thesis format checks. *Visit the School of Engineering and Technology s Graduation Information page for requirements and deadlines: engr.iupui.edu/sites/graduateprograms/current-students/graduation-information.php

41 The engineering departments in West Lafayette will perform formatting checks on dissertations from IUPUI Engineering Ph.D. candidates that choose West Lafayette as their main campus. If you are an Engineering Ph.D. candidate, please go to the Thesis & Dissertation Office s Thesis Format Advisor Contact list:

42 For candidates working with Summer, Sherry C, Jerry, and Sherrie T: You will be given 3 attempts at review if you are not approved after 3 attempts you will be sent back to your advisor/department and may not graduate.

43 103 General Candidacy Deadline Exam Only/Degree Only Deadline

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45 $90 for Master s candidates $125 for Ph.D. candidates The West Lafayette Bursar s Office will mail you a paper bill within 2 months after your deposit appointment. Please follow the payment instructions on the bill.

46 Refer to page 5 in your packet

47 If you wish to include previously copyrighted information, the copyright-holder must give you tangible permission ( , letter, or contract). You will need authorization to use your own material if you signed over your copyright to a journal review all contracts carefully. Failure to attach permission(s) could result in unauthorized material bring expunged by ProQuest or they may decline to publish the entire thesis.

48 Upload permission letter/ s as supplemental PDF files when you submit your thesis/dissertation. Links to sample permission letters and s can be found on the Guidance page of the Thesis/Dissertation Office webpage. Additional information on copyright law can be found on Purdue s Copyright Office s webpage.

49 To submit your electronic thesis/dissertation create a student account on the ProQuest ETD Administrator website.

50 Be careful when creating your ProQuest account as extra services require payment. If you pay for something you don t want, you will need our assistance to request a refund through ProQuest this process can take several weeks. You are not required to purchase optional services in order to submit your thesis through ProQuest.

51 Click here to get started.

52 Select United States for a list of US Institutions. Press GO.

53 Locate Purdue University Graduate School.

54 Fill out all required information. Click Create, then follow the instructions for uploading your thesis/dissertation and any supplemental files.

55 A thorough review of your format is part of the deposit process. Due to this step, we do not conduct pre-checks before you submit to ProQuest. Even if your thesis/dissertation has been interim approved by your Departmental Thesis Format Advisor (or major professor), staff from the Thesis/Dissertation Office will review your document. The T/D Office has final approval authority.

56 If your document meets all Purdue formatting guidelines, your thesis format will be approved. You will receive an (to the address your use when creating your ProQuest account) telling you your format is approved.

57 If your document does not meet all Purdue formatting guidelines, you will receive an * outlining the corrections that need to be made. You should make all corrections as quickly as possible and resubmit. *to the address you used to create your ProQuest account

58 The Thesis/Dissertation Office staff will review your document after resubmitting your document. The process continues until your format is approved. You will then receive an approval * with the next steps you should take. *to the address you used to create your ProQuest account

59 Your document may need several months after commencement to actually appear in the online ProQuest database (appearance in Purdue s e-pubs will take longer). We have developed a new procedure beginning this term that should drastically speed up transmittals to ProQuest. Please read your ETD approval carefully it provides important information regarding your publication and can answer most lingering questions. * subject to Delay of Publication or Confidentiality requests

60 To make a change to an approved thesis/dissertation: Request a copy of GS Form 37 from the Thesis/Dissertation Office. Have it signed and approved by your major professor, department head, and Dean of the Graduate School. Pay the $200 Late Graduation Fee* *fee can potentially be appealed using GS Form 38

61 Check with your IUPUI thesis format advisor for ScholarWorks submission deadlines. Once you ve been granted permission by your IUPUI contact, you will upload your thesis or dissertation to ScholarWorks. Your contact will confirm that the thesis or dissertation uploaded to ScholarWorks is approved. If the uploaded document is not approved, your contact will reject the upload and you ll receive an explaining how to resubmit. This process continues until the upload is approved. ScholarWorks will make your thesis or dissertation available after graduation. Go to the IUPUI ScholarWorks for more information: scholarworks.iupui.edu

62 Refer to page 8 in your packet

63 You can find MS Word templates for PC & Mac in the Templates section of the Thesis/Dissertation Office webpage. Keep in mind that although these templates are created with Purdue formatting requirements in mind, you may have to manually format part of your thesis/dissertation while using these files, which can take time if you are not familiar using MS Word s advanced features. The Thesis Dissertation Office strongly recommends that you use puthesis, the LaTeX template for Purdue theses and dissertations. If you have an issue and cannot resolve it using Microsoft s help pages, send an to thesishelp@purdue.edu with WORD TEMPLATE in the subject line.

64 Refer to page 9 in your packet

65 You can find puthesis (the LaTeX documentclass) and help on Purdue s engineering webpage. LaTeX is free and is available for a wide range of operating systems. Web-based Overleaf licensures with loaded puthesis will soon be available. Most LaTeX theses/dissertations are approved the first or second time. LaTeX is MANDATORY for Engineering & Technology.

66 LaTeX is not error proof: Some blank pages may have to be removed (after Abstract or between appendices and between chapters). Watch for consistency with dates, degrees, names, etc. The mini-headers on each page of your Table of Contents & List of Tables/Figures may not automatically appear on all pages as required. Be sure the default paper size is Letter Setting 8 ½ x 11. If you have an issue and cannot resolve it using the extensive FAQ section on the puthesis main page, send an to thesishelp@purdue.edu with PUTHESIS in the subject line.

67 Refer to page 9 in your packet

68 Overleaf is an online collaborative scientific writing and publishing tool. It is designed to make the process of writing, editing, and producing scientific papers much quicker for both authors and publishers. Real-time online collaboration Rich Text editing Online LaTeX editing Real-time preview while editing and writing Type on the left, view on the right Ability to publish immediately to the journal of your choice

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71 The Purdue University Graduate School is offering free Pro accounts of Overleaf for all students, faculty, and staff who would like to use the editor for their projects! SIGN UP FOR YOUR FREE PRO ACCOUNT: Sign up using your Purdue affiliated address.

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73 8 ½ x 11 should be default setting. Avoid using A4 (metric) settings. You may use 11 x 17 paper settings for large tables as long as pagination placement remains the same.

74 The Thesis Dissertation Office requires a Times New Roman font. Font size should be between point. Font is acceptable for major and title headings. University format requirements emphasize consistency. Font size variations in tables, figures, captions, symbols or when using mathematical/scientific terms is generally acceptable.

75 Spacing on the title page, statement of approval page, and all front matter pages (excluding Abstract) should be spaced at 1.5 lines to avoid wasting space. Main body text spacing will be determined by style guidelines: APA Chicago MLA Council of Biology Editors Double spacing and 1.5 line spacing are considered standard. Long quotations, headings, and captions may be single spaced. Multi-lined headings, subdivision headings, figure captions, table captions, footnotes, and endnotes are normally single spaced.

76 Avoid having a single line of a paragraph appear at either the bottom or top of a page always have at least 2 lines together. Turn on your Widow Control function in Word or LaTeX. Avoid headings with no text underneath at the bottom of pages. Avoid running headers or footers (as used in APA style).

77 All pages are numbered except title page. Preliminary pages: use lowercase Roman numerals: Title page is technically page number i, but the number is hidden. Starting with Chapter 1, switch to Arabic numerals The first page of Chapter 1 is page number 1 Page numbers go in the upper right corner of the page: ½ below the top edge 1 from the right edge Page numbers must be in the same font and font size as your text.

78 #1: TITLE PAGE No page number/not included in page count. #2: PRELIMINARY PAGES For pagination, use Roman Numerals. Statement of Approval Required Dedication page Optional Acknowledgements Optional Preface Optional Table of Contents Required List of Tables Required (if including tables) List of Figures Required (if including figures) Abstract Required #3: BODY OF DOCUMENT For pagination, use Arabic numerals starting at 1. Introduction Optional CHAPTER 1, CHAPTER 2 Required Conclusion Optional #4: AFTER PAGES For pagination use Arabic numerals. List of References Optional Appendix/Appendices Optional Vita Optional Publications Optional

79 Check with your department and major professor about any special requirements. Examples: The Mechanical Engineering department requires additional major professor and school information in the Abstract.

80 Refer to page 10 in your packet

81 REQUIRED No visible page number, but technically page i. Spacing already formatted on this page. Date is graduation month and year (May, August, December only) Example: May Title page includes campus location West Lafayette, Indiana; Indianapolis, Indiana; Fort Wayne, Indiana; Hammond, Indiana.

82 REQUIRED Choose thesis type in the title. First three committee member sections cannot be removed. You may add or delete the fourth and fifth committee member lines. Needs approval from Head of Departmental Graduate Program.

83 OPTIONAL Center on page. Text should be short and tasteful Non-English text is allowed (see above). No heading is used. Page number iii. Not listed in the Table of Contents. No title on this page.

84 OPTIONAL Title is centered on page and typed in ALL CAPS. 3 single-spaced blank lines between heading and first line of text. Text spacing should be 1.5 lines. Paginated in lowercase Roman Numerals. Not listed in the Table of Contents.

85 REQUIRED Title is typed in ALL CAPS. Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Do not list any titles before and including the Table of Contents in you Table of Contents. Text spacing should be 1.5 lines.

86 REQUIRED (if including tables in thesis) Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Title is typed in ALL CAPS. Text spacing should be 1.5 lines.

87 REQUIRED (if including figures in thesis) Page numbers must be in a straight line along right margin. Ensure there are no gaps in your leader dots: Text spacing should be 1.5 lines.

88 OPTIONAL Most candidates place these sections at the beginning for the reader s convenience. You may use double columns in this section to help reduce section to one page. Text spacing should be 1.5 lines.

89 REQUIRED Do not use all caps on your title or put it in quotation marks. Titles/departments of major professor(s) not required. Some departments do require additional professor information. Do not include images, tables, figures, or equations in this section.

90 REQUIRED Must be consistently organized. First chapter always starts with page number 1. Check for blank lines at the tops of pages. Text starts 3 single-space lines below chapter/major heading. Use ALL CAPS on chapter/major headings.

91 OPTIONAL Table captions go ABOVE tables. Figure captions go BELOW figures.

92 OPTIONAL If you turned your landscape page up like a portrait page, the page number should be in the same place as a portrait page number. Instructions for landscape page creation can be found in the MS Word Template Guide. You can use multiple pages for very large tables/figures or use oversized pages (11 x17 ).

93 REQUIRED If included as part of a chapter: Treat as first-order subdivision. Begin the section on the next page. If included as a section: Treat as a major division/chapter-style heading. Title typed in ALL CAPS. If you are siting an internet link: include the title & link. You must reference the last date that you accessed the link month/day/year.

94 Use a style accepted by your department and use it consistently. Avoid inconsistent spacing in and between entries. Don t let a reference entry be split between two pages if one of your entries appears on two pages: push down the entire entry so it appears all together on the second page.

95 APPENDIX A SUB-REGION TABLES OPTIONAL Type Appendix in front of each letter (i.e., Appendix A, Appendix B, Appendix C, etc.). 1 top margin. Heading in ALL CAPS. Left margin must always be 1.5 (but you can adjust right and bottom margins if necessary).

96 OPTIONAL Footnotes may be single spaced and 10 point font. You may adjust the bottom margin if it keeps a footnote all together on one page. Please avoid footnotes that continue on multiple pages.

97 OPTIONAL Major division page: 1 top margin. ALL CAPS title. Style of Vita determined by department. There are 2 style options for the Vita: Narrative C.V. Heading will always be VITA, regardless of your vita style.

98 Do not include photographs or creative formatting. Font, font size, and line spacing should match the main body of your document. DO NOT INCLUDE PRIVATE DATA (such as home address, cell number, social security number, etc.).

99 OPTIONAL Scans of original publications may be used if they are legible page numbers and left margin must match the rest of the document. (suggest inserting PDF file as an object in MS Word to prevent distortion of journal article). Want to use articles as chapters? Check with the Thesis/Dissertation Office.

100 Before you submit, go through your document using our Formatting Checklist. You can find it on the Thesis Dissertation Office s Templates page.

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