Thesis and Dissertation Formatting
Printable versionContents
- General Formatting Instructions
- Preliminary pages
- Main body
- Tables and Figures
- References and Bibliography
- Appendices and Compact Discs
- Curriculum Vita
- Sample Pages
- Format Review and Thesis Submission Appointments
Introduction
To the Student
The requirements set forth in this booklet apply to the master's thesis and the doctoral dissertation. For convenience, the term thesis will be used to refer to both, unless the situation applies only to doctoral students.
The thesis is a report of original research and scholarly work that is shared with the academic community and is made available to the public. The thesis becomes part of the circulating collection of the UWM Golda Meir Library. Doctoral dissertations are also made available through UMI.
These format standards have been developed to ensure a degree of consistency in the written presentation of this research across academic disciplines, and to allow for binding and microfilming requirements. You have the primary responsibility for both the content and the format of the thesis.
This edition takes precedence over publications previously issued by the Graduate School and, in matters of format and page sequence, over any other style manual. Do not use a previously accepted thesis as a format model.
The Graduate School will not accept theses that do not conform to these guidelines.
Every spring and fall semester, the Graduate School holds an hour long workshop to help acquaint graduates-to-be with rules on formatting and submitting theses and dissertations, and requirements for graduation. For more information on these workshops, call the doctoral student specialist at 229-6263 or send e-mail to hayes@uwm.edu.
To the Major Professor
The written presentation of the student's research is a reflection on you as well as the student and the university. It is your responsibility to see that the quality of the written work meets the highest standards. The Graduate School is responsible for verifying compliance with format requirements only. You must serve as an editor for content, style, spelling, and grammar.
General Instructions
The main sections of the thesis are the preliminary pages, main body, references, and appendices. Doctoral dissertations also include your curriculum vitae.
Layout requirements
Spacing
Double space throughout, with the exception of the title page, approval page, captions, table or figure headings, extensive quotations, footnotes or endnotes, entries in the References section, entries in the Table of Contents, and appendices.
Font
Any standard font is acceptable; however, the same font should be used throughout. If you have a question about the font you have chosen, bring a sample to the Master's Graduation Specialist or Doctoral Student Specialist in Mitchell 261. Use a font size of 12. The only allowable exceptions to this font size are captions (not smaller than 9 point) and headings (not larger than 20 point). Use of italics is restricted to foreign words, book or periodical titles, taxonomic names, letters used as statistical symbols or algebraic variables, test scores and scales, and judiciously placed special emphasis.
Margins
ALL pages must have the following: 1.5" left margin (to allow room for binding), 1" top, bottom, and right margins.
Paper
White bond paper, 8.5" x 11", with a watermark indicating 25% (or higher) cotton content, 20#-25# weight, is required. Exceptions are allowed only for photographic plates and pocket material.
Overall appearance
The thesis or dissertation that is submitted to the Graduate School must be free from errors. All corrections should be made before the final copy is printed. Overstrikes, cross-outs, handwritten additions or corrections, lines from paste-ups, dots or shading in the background, smudges, and use of correction fluid are not acceptable in the final copy.
Printing the final copy
Print on one side of the page only. You may run the required paper directly through a laser or ink jet printer. The print must be sharp and of uniform darkness. Starting with a fresh ink or toner cartridge is recommended. Another option is to print the copy on paper of lesser quality and photocopy it onto the watermark paper. If you use a professional photocopying service, check all pages before paying for the service and leaving the premises. Common problems with photocopying include missing pages, crooked pages, shifted margins, and smudges or spots on the copy.
Use of Copyrighted Material
You are required to obtain permission from the author or publisher to quote extensively from copyrighted material or to use a copyrighted work such as an illustration in its entirety. Permission is usually granted on condition that special acknowledgment is made. If payment is required, it is your responsibility.
Classified Material
The primary intent of the thesis is to communicate the results of your research to the scholarly community. For this reason, your thesis research should not include any information that is restricted.
In cases involving a patent application, an arrangement may be made with the Graduate School to hold your thesis for a certain period of time before it is transferred to the UWM Golda Meir Library or UMI. If you feel that your thesis requires this type of special handling, please have your major professor direct a request to the Associate Dean for Graduate Academic Programs and Student Services.
Multiple Volumes
Any thesis that is thicker than 2" must be divided into multiple volumes. In making this determination, please note that cotton bond paper is thicker than standard printer paper.
- Each volume should be separated at the end of a major division.
- Each volume must have its own title page, all of which are identical except for the designation Volume I, Volume II, etc., which is placed just below the title.
- Title pages for Volume II, Volume III, etc., are not counted or numbered
- The remaining preliminary pages are part of Volume I only.
- Text (including references and appendices) is numbered continuously from Volume I though all subsequent volumes.
Preliminary pages
Numbering
All preliminary pages are numbered with lower case Roman numerals, centered at the bottom of the page, with the bottom of the number at least 1/2 inch from the edge of the page. The exception is the title page, which is counted but not numbered.
Type and sequence
Title page
Required
The title page is counted but not numbered. Follow the format shown in the sample pages. The name of the degree that appears on the title page (and the approval page) must be on the list of degrees (pages 17-18). These are the official names of the degrees awarded by this university. No variations are allowed. The month and year of the awarding of your degree (not the defense or thesis submission) are used as the date. Degrees are awarded three times a year: in May, August, and December.
Approval page
Required
The format of the approval page is similar to that of the title page, with the addition of signature lines for the chair (or co-chairs) of the thesis committee, and for the Dean of the Graduate School. Follow the format shown in the sample pages.
Abstract
Required
The abstract is a succinct summary of the dissertation. It contains a brief description of the problem, a brief statement about the method or procedures used, and a concise account of the findings. Although it may extend beyond one page, the abstract should not exceed 350 words. Follow the format shown in the sample pages.
Copyright page
Optional
You may include this page even if you will not be formally registering for copyright with the Library of Congress. The format is shown in the sample pages. If the copyright symbol is not available in your word processing software, it may be drawn by hand. This is the only allowable handwritten item.
Some Web sites that provide information about copyright are:
Dedication
Optional
May be combined with acknowledgements. Center the text horizontally on the page. There is no heading on this page.
Table of Contents
Required for all except creative works.
The Table of Contents lists all sections that follow it (with the exception of an epigraph or frontispiece and the vita). Chapter or section titles, and primary and secondary subdivisions should be listed exactly as they appear in the text, along with page numbers. Type TABLE OF CONTENTS centered at the top of the page, double space and begin the entries. Single space within entries, and double space in between entries. Figures and Tables are listed separately.
List of Figures
Required if figures appear in the thesis/dissertation.
Includes charts, graphs, illustrations, diagrams, maps, pictures, photographs and other similar non-text items. Include a separate list on a separate page for each type of illustrative material. List the number, caption, and page number of each figure, including any found in the appendices. Figures should be numbered consecutively throughout.
List of Tables
Required if tables appear in the thesis/dissertation.
List the number, caption, and page number of each table, including any found in the appendices. Tables should be numbered consecutively throughout.
List of Abbreviations OR List of Symbols/Nomenclature
Optional, include as necessary
Acknowledgments
Required if permission to reproduce copyrighted material is necessary.
Center the heading ACKNOWLEDGMENTS at the top of the page, double space, and begin the remarks.
Frontispiece (illustration) or Epigraph (quotation)
Optional
The source of the epigraph is listed below the quotation, but is not listed in the bibliography unless it is also cited in the main text.
Main Body
Page Numbering
Beginning with the text of the thesis, the page numbering changes to Arabic numerals, placed in the upper, right-hand corner, with at least 1/2" clearance from each edge. The first page of the main text restarts the pagination sequence, and is page 1. All subsequent pages, except the multiple volume title pages, are numbered throughout the dissertation, including cover pages, tables and figures, references, appendices and the vita. Allow at least one double space between the page number and the first line of text on each page.
Divisions and subdivisions - Style Manuals
If the text is divided into chapters or subdivided into sections, any of the methods given in the standard style manuals may be used to identify the divisions. Consult with your major professor about which style manual is most appropriate for publications in your discipline. Whatever style is chosen, it must be followed consistently throughout. However, format or organizational requirements that are specified in this booklet supersede those stated in the style manuals.
A heading or subheading should never appear at the bottom of a page without at least two lines of text under it.
Tables and Figures
Margins
All illustrative materials must maintain the same margins as the rest of the thesis.
- 1.5" left margin
- 1" top, bottom, and right margins
Legibility
All illustrative material must be large enough to be easily read, including printouts from statistical programs and spreadsheets. It may be necessary to enlarge a series of tables or figures and place them on separate pages. Minimum font size is 9.
Placement within text
Figures and tables should be placed close to their reference within the text, preferably on the same page. Alternatively, they may be placed at the end of each chapter. Whatever method is chosen, it should be followed consistently throughout. Since no further editing is done once the thesis is submitted, the instruction "Insert Table/Figure X About Here" is not acceptable.
Reference to Tables and Figures
Refer to all tables and figures by number, not by a phrase such as "the following table".
Landscape format
In order to maintain the required page margins for tables or figures, it may be necessary to print them in landscape format. The top margin will now be 1 1/2" and will be the edge that is bound. However, the page number must be placed as though the page was in portrait format and appear in the same location as other pages.
Oversize Pages
In order to maintain the legibility of a group of tables and figures, it may be necessary to place them on an oversize 11" x 17" page. The 11" left edge must have at least a 1.5" margin. Fold the page so that the left and right edges are aligned with the other pages of the thesis. Folds should be at 1.5" from the left side or 1" from the right side to avoid damage to the oversize page in the trimming and binding process. The page number must appear in the same location as other pages.
Figure Captions
If space permits, the caption should appear on the same page as the figure. Font size must not be smaller than 9 point.
Use of Color
You may use color in illustrations, but keep in mind that the thesis will be microfilmed in black and white. Please use labels, patterns, or symbols as keys to graphs, maps, etc., rather than color.
Photographs
Scanning is the preferred method for including photographic illustrations in the thesis. If photographic plates are used, have them produced on a lightweight stock. Captions and page numbers may be typed directly on the plate. Include the plates in the pagination even if you cannot place a page number on them.
References and Bibliography
Any of the standard style manuals may be used as a guide in formatting references to works cited in the thesis. References may be placed at the end of the main text, or at the end of each chapter. Endnotes and/or footnotes may also be used. Whatever format is chosen, it must be followed consistently throughout the thesis.
Information sources that are not cited in the thesis, but provide additional background for the topic may be listed as a bibliography
If you are not following a style manual, please single space within each entry and double space between the entries.
Appendices
Many theses will not need this section. Material that supports the research, but is not essential to an understanding of the text, is placed in the appendices. Examples include raw data, extensive quotations, and survey or test instruments.
Appendices should be designated A, B, C, etc. If there is only one appendix, it is simply called Appendix, not Appendix A. Each appendix and its title (for example, Appendix A, Raw Data for Time-to-Degree) are listed in the Table of Contents. A separate display page, giving the appendix designation and title, may precede each appendix. If used, the page number of the display page is the one listed in the Table of Contents.
All material included in the appendices must meet minimum font and margin requirements.
Compact Discs
Compact discs may be included with the thesis. It is important that the thesis be understandable even without the information contained on the CD.
Two copies of each disc must be submitted. Each disc must be labeled with your name, degree, graduation date, thesis title, and University name (UWM). The discs must be secured in an envelope or case.
Include a concise written description of the contents. State the type of file format(s) and include the number of each type of file. Finally, state the software and/or hardware needed to read/view the files on the disc.
For example:
- CD-ROM contains 18 PDF (Adobe) documents.
- CD-ROM contains 33 TIFF images of source documents examined.
- CD-ROM includes 12 Microsoft Word documents and 78 digitized color images of maps in JPEG format.
Information to include with my CD-ROM(s)
- Student Name
- Document type(s) and number of each type
- Software and/or hardware needed to view files on disc
Curriculum Vita
The curriculum vita is a professional biography of the doctoral candidate. A signature line is inserted for the major professor. To see an example, check the sample pages. The vita is the last page of the dissertation and should be numbered.
Sample Pages
Format Review and Thesis Submission Appointments
You must schedule appointments to have your thesis format reviewed by the Graduate School and to submit the final, approved copy. To schedule appointments and for other graduation issues:
- Master's students call (414) 229-2866 or e-mail pxm@uwm.edu
- Doctoral students call (414) 229-6263 or e-mail hayes@uwm.edu
Masters Thesis Submission
Bring to the appointment:
- One loose leaf copy of the approved, signed, correctly formatted thesis. Your major professor signs in two places: the approval page and the abstract.
- FYI: If you want any additional bound copies of your thesis, consult your department for procedures. Do not bring additional copies to the Graduate School.
Doctoral Dissertation Submission
At the format review appointment you will receive other forms that must be completed and turned in with the final copy of the dissertation. These forms are the Survey of Earned Doctorates, the UMI Doctoral Dissertation Agreement Form, and the Refund of Disbursement form.
Survey of Earned Doctorates
Responses from the Survey of Earned Doctorates (SED) become part of a database that began in 1920. Reports generated from the database display information in a manner that does not identify any individual. Although completion of the Survey is voluntary, it is highly encouraged. Information gathered by the SED is used for policy formation and research funding at national and state levels.
UMI Publication Agreement and fees
All UWM doctoral students are required to publish their dissertation through UMI and pay the fee for this service. The booklet Publishing Your Dissertation explains the terms of publication and contains the Doctoral Dissertation Agreement Form. For an additional fee, UMI will register copyright for you with the Library of Congress. The publishing fee (required) and the copyright fee (optional) must be paid to the Cashier's Office before the final copy of the dissertation is submitted to the Graduate School.
Refund of Disbursement Form
The Refund of Disbursement form is used for internal accounting of the fees that will be paid to UMI. Three copies of this form are required. The Cashier's Office will attach a receipt for the fees to the form. One copy, with receipt attached, must be turned in with the dissertation; one is for your records; one is retained by the Cashier's Office.
Checklist for dissertation submission
Bring to the final appointment:
- One copy of the approved, signed, correctly formatted dissertation. Your major professor signs in three places: the approval page, the abstract, and the curriculum vita.
- One copy of the Refund of Disbursement form, with receipt attached.
- The completed Survey of Earned Doctorates
- The Doctoral Dissertation Agreement Form (remove from the booklet)