university of reading thesis guidelines

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Finding theses

This guide outlines ways of identifying theses and dissertations published in your discipline.

Key resources

• EThOS - [links to University Library information]. EThOS covers PhD theses from a large number of British universities. It allows you to access the full-text of digitised theses, and request paper theses for digitisation from participating institutions.
• ProQuest Dissertations & Theses: USA - gives references to doctoral and masters theses from around the world, some available in full-text.
• WorldCat - a union catalogue which includes doctoral and masters theses submitted to member libraries (mostly North American)

Other sources

• DART-Europe E-theses Portal - provides access to around 100,000 full-text research theses from 12 European countries
• Register of Commonwealth Research - a listing of higher research dissertations, relating to the Commonwealth and its member countries completed or in progress at UK Higher Education Institutions
• Trove: the database of the National Library of Australia - search and access full text of digital versions of Australian theses. Use the advanced search and limit the format to Thesis . See this guide for detailed help on finding Australian theses via Trove.

You may also find that databases in your subject area also index theses. Find out which ones are relevant for you by consulting our list of Databases by subject .

Finding theses in progress

It isn't easy finding out about research currently taking place. For some ideas on finding details of theses in progress take a look at Lancaster University Library theses and dissertations page .

Further help

Contact us for additional advice on finding theses.

Citing references

"i know how to reference - why should i use this guide", what do you want to know.

• Using quotes & paraphrases
• Writing citations
• Citation examples (Harvard style)
• Compiling a reference list or bibliography
• Different styles & systems of referencing
• Which style does your School/Department use?
• Avoiding unintentional plagiarism
• Using Turnitin to develop your referencing
• Managing your references
• Getting help

Cite Them Right guide

You may have used citations and references before, in school or college, or when studying outside the UK. However, this is likely to be quite different from what we expect you to do at the University of Reading. You should always check the Course Handbook for the subject you are going to submit your assignment to and any specific guidance given with the assignment titles. These will show you which referencing style is required and may give you some examples. There may also be examples on the LibGuide for your subject: for example, Law requires students to use the OSCOLA style and guidance is given in the Law LibGuide .

You can lose marks for incorrect referencing, or even find yourself guilty of accidental plagiarism. So do read through all of the sections - not just the sections on how to write citations. Once you have learnt the principles, you will be able to adapt them to cite all the different materials you may use in your studies at university.

Use the menu on the left, or the links below, to explore topics in this guide.

• Using quotes and paraphrases How to build references into your writing, using short and long quotes and paraphrases.
• Writing citations The principles you need to know to write brief and full citations for any kind of text.
• Citation examples Citation examples (in Harvard) for the five most common types of text: book; journal article; chapter in edited collection; website; cited by another author. Plus more frequently used texts including conference papers, newspapers, Acts of Parliament, government publications and theses.
• Compiling a bibliography How to compile a bibliography or reference list.
• Styles of referencing Examples of the different referencing styles preferred by departments at the University of Reading. Check your Course Handbook for the style preferred by your department.
• Referencing styles in use in the University A list of Schools and Departments and their preferred referencing styles.
• Avoiding unintentional plagiarism What we mean by plagiarism and how to avoid it.
• Getting help with referencing Useful contacts who can answer your referencing questions.
• Next: Using quotes & paraphrases >>
• Last Updated: Apr 11, 2024 5:37 PM
• URL: https://libguides.reading.ac.uk/citing-references

2023 Wright, E. (2023). Spoken language multilingualism in deaf children. PhD Thesis, University of Reading.

2021 Chaouch Orozco, A. (2021). The nature of the bilingual lexicon: Investigating cross-language priming and its predictors. PhD Thesis, University of Reading.

Cheng, Y. (2021). Sentence processing in English natives and non-natives: Evidence from attachment resolution and agreement processing. PhD Thesis, University of Reading.

2020 Voits, T. (2020). Bilingualism as a neuroprotective factor in ageing: Insights from healthy and clinical populations. PhD Thesis, University of Reading.

2019 Fujita, H. (2019). Reanalysis processes in native and non-native language comprehension. PhD Thesis, University of Reading.

Pontikas, G. (2019). Language processing in bilingual children and adults: evidence from filler-gap dependencies and garden path sentences. PhD Thesis, University of Reading.

Puig Mayenco, E. (2019).  Polarity in L3 English: The initial stages and beyond. PhD Thesis, University of Reading.

2018 DeLuca, V. (2018). Changing our brains and minds: exploring the effects of individual differences in bilingual language experience on brain structure, function, and cognition. PhD Thesis, University of Reading.

2017 Miller, D. (2017). Combining behavioral and neurolinguistic methodologies to investigate Spanish scalar indefinites among mono- and bilinguals: an event-related potential study. PhD Thesis, University of Reading.

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• PhD Studentships for 2023 17th November 2022

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Research projects & dissertations

Postgraduate research & dissertations.

The following guide has been created for you by the  Student Learning Advisory Service . For more detailed guidance and to speak to one of our advisers, please book an  appointment  or join one of our  workshops . Alternatively, have a look at our  SkillBuilder  skills videos.   

What is postgraduate level research?

Research is both ‘finding out’ about a particular topic of interest, as well as building on existing knowledge in order to develop new knowledge. This could mean ‘new’ in the sense of: • a completely new discovery • exploring an aspect of a topic that has never been fully investigated before • investigating a topic from a new angle While PhD students are expected to contribute to a body of knowledge, Masters students are not usually expected to produce ‘new knowledge’ as such. They are, however, expected to work with existing knowledge at a higher level than undergraduates, which involves exploring existing knowledge in depth and detail, presenting and applying knowledge (and material) in fresh configurations.

Research methods

Reading and evaluation: Essentially, research involves reading and summarising as much information as possible from a wide range of scholarly literature, this involves:

• analysing key themes, ideas and theories that can be applied to a specific research topic. • identifying salient points, testing and evaluating arguments. • using ideas and gaps in scholarly literature to formulate a point of view or to fill a gap by undertaking empirical research. 

Empirical research: Many projects require an element of empirical (first-hand) data, for example in science and technology subjects this may involve practical lab-work. Research projects have to be carefully planned and agreed with your supervisor, paying particular attention to health and safety issues and adhering to research ethics guidelines.

Empirical research methods tend to fall into two categories: • Quantitative methods are used to generate numerical data in order to understand how much something occurs. Sometimes a simple counting of occurrences is all that is needed, but further statistical analysis is often required. Typical approaches to generating numerical data are: surveys (e.g. numbers of people involved in an activity), questionnaires (e.g. how many people do/think x, y and z?) or specific technical instruments (e.g. psychological texts). Quantitative approach came from the physical sciences and an emphasis on what is deemed as objective ‘facts’. • Qualitative methods are used to generate details and descriptions in order to understand what, why and how things occur or are interpreted. This kind of data may be gathered through semi-structured interviews, case studies, or observation etc. Detailed records are kept of these encounters, which are usually analysed in a search for trends and patterns. Qualitative methods grew out of the human sciences, particularly Social Anthropology, and an emphasis on the existence of rich and nuanced detail rather than objective facts.

Strengths and weaknesses in quantitative and qualitative methods: • Strengths of quantitative is that it produces raw data, which can be statistically manipulated to generate generalisable conclusions, providing certain criteria are met (reliability, validity, probability theory, and so on). A weakness is that it tends to ‘average out difference’ – that is, it tends to iron out or simplify variation in the data as much as possible. • Strengths and weaknesses of qualitative are the opposite of quantitative: qualitative is extremely good at highlighting variations and significance of detail. However, qualitative data has to be very carefully interpreted as it can leave researchers open to claims that their findings are entirely subjective. It can also be very time-consuming because it requires intense concentration and position-awareness on the part of the researcher.

Choice or combination of methods is one of the critical decisions to be made in the early stages of a research project: • What data do you need in order to achieve the aims of your research project? • What method (or methods if you are taking a staged approach) will best produce the information you need? You will need to consult some of the many textbooks on empirical research and discuss this carefully with your supervisor before drawing up your initial Research Proposal.

Research ethics

All research institutions have rules which require everyone, including students working for postgraduate qualifications, to get ethical clearance before working on any projects involving ‘human participation’. To get ethical clearance you will need to formally demonstrate (e.g. ethical approval application form) your risk assessment and risk mitigation. Research ethics tend to revolve around the following principles:

• The welfare of participants e.g. psychological, reputational, physical and financial, must be fully respected and protected.
• Participants must give fully informed and voluntary consent before participating.
• Participants must be given appropriate levels of feedback – for example, copies of any transcripts made from interviews with an opportunity to omit information or correct any factual errors.
• Participants must be made aware of how their personal data will be stored and protected.
• Participants be made aware of any publications that might come out of the finished study.

Your application will need to be assessed by the relevant Research Ethics Committee for your area. It is therefore essential to plan for obtaining ethical approval well in advance of any data gathering, and factor this time into your overall research plan. For more information on this, ask your supervisor.  

Research planning

Research projects take time – longer than you might think, especially if empirical data is involved. Good planning and effective time management are essential. Work back from the final deadline and factor in extra time for:

• scoping and reviewing literature. Remember, you may need to
• undertake research in order to identify initial search terms.
• explore alternative topics or sources of research if there appears to be a lack of relevant material.
• explore and understand a broader area before focusing in.
• researching, designing and justifying methods for data generation and analysis. Undertaking pilot studies to test and adjust methods.
• revising documentation and approaches in order to gain ethical approval.
• attracting the necessary type and number of research participants.
• carrying out interviews or questionnaires etc. depending on your method.
• transcribing or collating data if you are doing it yourself. Even with the aid of computer programmes such as SPSS or Nvivo, the collation and analysis of empirical data is a long process and has to be completed carefully.
• data analysis. Processing your data - understanding and drawing conclusions from it - is the most crucial stage in empirical research.
• drafting and editing different versions of your report or thesis.
• emergencies. Be prepared for issues with the project, illness, computer or software, family etc..

Tracking idea development

• Keep a record of all sources, especially bibliographic information and page numbers of sources you will need for your references.
• Keep catalogued notes from your reading, to help you remember key ideas as well as process information. Keep and digest the salient points, noting what is directly relevant to your research, and what is merely secondary.
• Record your observations and development of approaches and thinking
• Record and catalogue data. Record the dialogue between the theories and ideas set out in the literature and the results of your own research:

Drafting the dissertation/thesis

Prepare a thesis/dissertation plan, setting out the data you have collected in the required format for your particular project (ALWAYS go back at this stage and re-read the instructions given at the start of the project. ALWAYS do what it says). A fairly typical dissertation will probably follow a pattern something like this:

• Introduction: set the scene for the research project; show why it is important and/or interesting and indicate any gaps in current knowledge.
• Set out a summary of your chosen method – and give a rationale: why did you choose this approach, how are you justifying its use in this particular project? What alternative methods might have been used, and why were they not chosen?
• Literature review: a brief summary of the key points made in the books and journals consulted, and a critique – do these ideas or theories work, and why/why not? What kind of picture emerges from this literature, and what is missing? Presentation of the empirical data (this will vary depending on method)
• Analysis of empirical data, identifying key themes, trends or patterns Presentation of your own findings – what do you make of this material and what evidence can you produce from the empirical data to justify your point of view? Interaction between the findings of your empirical research and the literature review.
• Discussion of the key issues that emerge from this dialogue between data and literature.
• Your conclusions (and check: have you actually done what you said you would do in the introduction? Have you ‘delivered the goods’?)

Using your supervisor

Students engaged in postgraduate research are expected to take a high degree of responsibility for their work. The role of the supervisor is not to direct your research or do the work for you. They are a mentor – a senior colleague who is able to offer helpful advice from their own experience and perhaps give some immediate feedback e.g. does your work cover the ground, are there obvious gaps, does the argument work, is the work of a satisfactory academic quality etc. They will advise, challenge, discuss and – if necessary – warn.

Normally, supervisors want to set up a kind of ‘contract’ with students at an early stage of the relationship. This ‘contract’ should clearly spell out mutual expectations: how regularly you will meet, what work the supervisor expects to be completed in advance of each meeting, how feedback will be arranged etc. The supervisor will also guide you through the correct processes (for example, procedures for Masters students to upgrade to PhD status) and remind you of programme deadlines and regulations. Follow their advice carefully.

Supervisors will expect you to be self-disciplined and motivated enough to complete work by agreed deadlines. You should, therefore, contact them as soon as possible if you run into problems that will make it difficult to present the work on time. Supervisors expect – and have the right to expect – a fully professional approach from students. This means that:

• You (and they) will keep appointments unless genuinely and unavoidably delayed.
• You (and they) will keep in regular contact to check progress, and awareness of correct processes.
• You (and they) will complete agreed tasks on time.
• You (and they) will prepare a clear agenda for each meeting.

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Thesis guidelines.

Read our guidelines on the presentation of your thesis

There are general requirements that apply to all theses, although their precise interpretation varies between disciplines, and the way you structure the intellectual content of your thesis is a matter for discussion between you and your supervisors. Your thesis must:

• form an integrated and coherent whole
• make a significant and original contribution to knowledge or understanding
• be based on research conducted under supervision while registered as a doctoral candidate at Victoria University of Wellington

In many disciplines, especially in the humanities and social sciences, you will be required to have a 'thesis': a particular position which you defend through sustained argument. Your thesis must be more than a straight-forward report.

In other disciplines, the coherence of your thesis will stem from an integrated research design or your attempts to test a theory or hypothesis.

In some cases, your thesis may be made up of a series of more or less independent research papers. Your thesis must, however, explain the relationship of these papers to one another. If you intend to include publications in your thesis familiarise yourself with the requirements outlined on the inclusion of publications page below.

Originality

According to discipline, your original contribution to knowledge may include critical, experimental, theoretical or creative components.

Nearly all candidates find that the actual writing of a thesis takes much longer than expected. The preparation of a first draft may seem the most difficult part of the work, but its transformation into the final version for submission can also be a slow process.

To make things easier for yourself, write your ideas up as you go and let your supervisor read them. The more material you have in draft form, the easier the final write-up task will be. You will also develop a style that is appropriate for a doctorate.

Remember that your supervisors are there to advise you on the writing of your thesis.

Writing support is also available through WFGR workshops and events and one-to-one consultations, seminars and workshops with Student Learning .

Presentation of your thesis

Read about the guidelines for proofreading of theses and the formatting requirements

Authorship and acknowledgement

Read about our expectations of managing authorship of publications, including theses.

Inclusion of publications

Read our information on including publications in your thesis.

Thesis length

Research theses have a word limit that you must comply with.

Thesis Information: Writing

• Introduction
• Reviewing Literature
• Supervisors
• Māori Postgraduates

Organising your thesis

Thesis structure support.

• Otago Guidelines
• Word Processing
• Document Management
• Data Storage
• Reference Management

Consult thesis writing guides, previous theses in your discipline, and your supervisor. There can be variations within disciplines on content and style. You must also consult the following official documents:

• PhD - Thesis Format
• Research Masters - Format of the Thesis
• Presentation of Theses Regulations - Section 14
• Guidelines for the Inclusion of Material from a Research Candidate's Publications in their Thesis
• Guidelines for a PhD including a Nominated Creative Component
• Proof-reading and Editing of Theses and Dissertation Guidelines

Email the Graduate Research School Office if you have questions about how these regulations and guidelines may affect you.

Formatting your thesis requires detailed attention so read the Library's practical guidelines in the Formatting your thesis box.

A prescribed Otago thesis writing template does not exist. Department requirements vary so consult your supervisor or recent departmental theses.

Graduate Research School provides access to an Otago thesis template based on APA Style, in your Blackboard Masters (or PhD ) >Academic Writing> section, or use the links below - adapt it for your thesis or dissertation:

• Otago numbered thesis template Mar 2024
• Otago unnumbered thesis template Sept 2020

If you want your thesis bound, single sided, use the Recto template; if double-sided, customise the gutter margin on mirror pages in Word, or set the Inside and Outside margins based on the templates below:

• Verso page template binding margins (left hand, even numbered pages)
• Recto page template binding margins (right hand, odd numbered pages)

OR, set your own margins:

The page binding margin should be at least 30mm - this means that:

• the right hand pages of your thesis (the recto pages) require a left margin of at least 30mm,
• the left hand pages (the verso pages) require a right margin of at least 30mm,

In addition, the Library recommends that you keep all other margins uniform and at least 20mm, including for any appendices, tables and figures, photographs, or other illustrations you might include in your thesis. Following these recommendations will ensure that your entire text and page numbers remain intact when your thesis is trimmed during the binding process.

Use word processing software such as Word, Open Office, or Pages. See the IT support tab for more details.

• Specific title page layout, heading and citation styles may differ within Departments.  Please consult your supervisor.
• Document set-up, formatting  aligning text - online IT training advice
• Chapters - keep as separate document files during writing, to retain formatting. Once the thesis is complete merge these files into a new document.
• Versions of files and regular back-ups of all documents - keep to avoid loss of vital work.
• LaTeX is a programme for formatting scientific and technical documents.  It is sometimes used by departments such as Computer Science, Information Science, Physical Geography, Mathematics and Physiology.

Effective management of the print and e-resources that you use and create during your research project ensures that you:

• comply with all internal and external obligations e.g. ethics, funder requirements
• store this information safely and securely, including large files in Syncplicity
• can find the information you need, when you need it
• manage your research, through the many iterations or versions of your work
• manage your files, so that they can be easily located and identified, by yourself and others.

Your large thesis files and related data will need secure storing, and sharing with your supervisor/s.

ITS offers support with these services here:

• Otago's High Capacity Central File Storage (HCS)
• HCS High Speed Data Transfer
• Otago File Transfer

Check information on this when attending a Library PG workshop on Research Data Management.

Save time and checking by collecting all the necessary data for each reference, at the time of consulting the works concerned. 

Managing your references - guide to recommended software for in-text and bibliography tasks.

Departments and supervisors vary in their preferred reference management systems - compare products :

• Papers - for Mac users

Do not store your reference management files in cloud-based services, e.g. iCloud, Syncplicity, Dropbox, etc.

Seek assistance from your Subject Librarian and ITS staff.

Endnote overview videos (PC) and Mac - from Otago IT training

IT self-guided resources include:

• Video tutorials on writing/formatting your thesis in Word (PC)  and Mac
• Long Documents  - from University of Aberdeen - steps and videos
• Microsoft 365 Training - quick access to training videos
• How to Create and Edit long documents, project reports and research papers in Word - 2020 (42mins)

Writing support

Map the connections between the themes, ideas and papers you've discovered:

• Use the Smart Group function in Endnote to tag papers with themes  
• How do I edit? [blogpost]
• Writing the Introduction [blogpost]
• Using a matrix to organise your notes
• How to write a PhD in biological sciences : a guide for the uninitiated by G. John Measey 2022 Ebook
• Your PhD survival guide : planning, writing and succeeding in your final year Katherine Firth. Robertson Library Books (Uni) LB2386 .F575 Y686 2021
• Stylish Academic Writing Helen Sword (2012) Robertson Library (Uni) LB2369 .SZ28
• Academic Writing for Graduate Students (3rd ed.) John M. Swales and Christine B. Feak (2012); Central Library PE1408 .SY86 2012; and Wellington Medical (2004)
• Writing the winning thesis or dissertation: A step-by-step guide (3rd ed.) William A. (Arthur) Rouse; Randy L. Joyner; Allan A. Glatthorn (2013) Robertson Library LB2369 .G56 2013
• Writing up your research for a dissertation or thesis Dan Remenyi and Frank Bannister (2012) Robertson Library LB 2369 .RC398
• Thesis and dissertation writing in a second language : a handbook for supervisors Brian Paltridge and Sue Starfield (2007) E-book and at Robertson Library LB2369 .P525
• Postgraduate study in Aotearoa New Zealand : Surviving and succeeding Christopher McMaster; Caterina Louise Murphy Robertson Library LB2386 .P67 2014; and at Hocken. See Pt 2 on writing and publishing.
• Research Literacies and Writing Pedagogies for Masters and Doctoral Writers Cecile Badenhorst and Cally Guerin (2015) E-book

Formatting your thesis

• Writing Style
• Style Guides
• Formatting Details
• Table of Contents
• Figures and Tables
• Maps and Illustrative materials
• Citing and Referencing

Some disciplines have specific style manuals on writing, and citing. Check their details on layout, structure, writing style and formatting. Also check with your supervisor.

University of Otago Regulations and Library guidelines are in other tabs in this box.

PhD theses are limited to 100,000 words of text, excluding appendices, footnotes and references/bibliographies; Masters theses are up to 40,000 words.

Some disciplines have specific style manuals on writing, and citing. Check the details on layout, structure, writing style and formatting. Always check with your supervisor.

• The ACS style guide to scholarly communication Used in the Sciences 2020 Ebook
• AMA Manual of Style, 11th ed. Used in Health Sciences and Sciences 2020 EBook; Health Sciences Library (Dunedin) Books WZ 345 A512 2020
• The Chicago Manual of Style (17th ed.) Used in Arts and Humanities E-book and in Central Library Z253 .CH32 2017; Robertson Library 808.0270973 CHI 2017; 16th ed. at Wellington Medical Z 253 C534 2010
• A Manual for Writers of Research Papers, Theses, and Dissertations (9th ed.) Used in Arts, Humanities and some Sciences; based on Chicago style. Robertson Library LB2369 .T8 2018
• MLA handbook for writers of research papers (7th ed.) Used in Arts and Humanities Joseph Gibaldi (2009) Central Library PN 147 .GD94 2009; Science Library LB2369 .MP14 2009; Wellington Medical PN 147 M689 2009
• New Zealand law style guide (2nd ed.) Used for writing and citing legal literature Geoff McLay (2011) E-book; Law Library K100 .NH3347 2011 and Hocken Library
• Publication Manual of the American Psychological Association (APA) (7th ed.) Central Library, Science Libraries: BF 76.7 .AG49 2020; Health Sciences Library WZ345 .P976 2020; Robertson Library 808.06615 PUB 2020; online resource: https://apastyle.apa.org/style-grammar-guidelines/references/examples
• Scientific Style and Format (8th ed.) CSE style used in some Sciences; based on Chicago Author-Date style Science Library Reserve T11 .S386 2014

Font Face, Size and Spacing

The OU Regulations state that your thesis must be in typescript - s.14.2(a) . In addition, the Library recommends* that you:

• use a 12 pt. serif font such as Palatino, Times New Roman or Cambria, for the main text,
• use a sans serif font such as Arial or Calibri for headings and subheadings, and
• leave one-and-a-half spacing between lines.

Page Numbers

The Library recommends that you consecutively number your pages, as well any additional sheets, tables, maps, and/or appendices you might include.

• Center your page numbers at the top or bottom of the page, or keep them flush with the outer text margin, making sure that you keep them within the binding margins.
• Number preliminary pages (i.e. contents, acknowledgements etc.) using lower case Roman numerals, and main text using Arabic numerals. 
• Clearly identify the location of any figures you inset in the text, e.g. facing p. 42 or between pp. 42 and 43.

The generally accepted rule is to spell out exact numbers up to ninety-nine. The following exceptions should be noted:

• Use numerals for percentages, decimals, street numbers, page numbers and dates, and in technical or statistical discussions where groups of figures are used.
• Numerals at the beginning of a sentence are spelt out.

Page Margins

See the Templates tab for details.

* Turabian, K. L. et al. (2013). A manual for writers of research papers, theses, and dissertations , 8th ed. Chicago: University of Chicago Press.

An abstract of no more than 500 words is required – see Examination and Assessment Regulations 2014 , 14.2d .

The abstract should consist of a statement of the problem, an explanation of the method and procedures, and a summary of conclusions.

The following order is usually observed:

Author Declaration Form (only in the Library copy)

All quotations should correspond exactly with the original in wording, spelling and punctuation.

Short quotations:

• Usually not more than three lines in length, are enclosed in double quotation marks and incorporated into the text. 

Longer quotations:

• Single-spaced without quotation marks
• Indented at both margins forming a block that stands out clearly from the text.

Single quotation marks are generally used for quotations within a quotation. 

Interpolated comments:

• Enclosed in square brackets, e.g. [sic], to assure the reader that some error has been noted in the original.

Omissions in quoted matter:

• Use three spaced periods . . . and take care that the original meaning is not altered.

Use of double or single quotation marks varies from style to style:

• Modern Languages Association and Chicago (Turabian) use double quotation marks around short quotations,
• Harvard style uses single quotation marks, and
• APA uses none,

so check with your supervisor in case your discipline has a preferred style.

These may include photographs, maps, graphs, charts, diagrams and musical examples. 

• Placing and numbering of figures is the same as that for tables (see below), except that the word Figure, its appropriate number and caption should appear below the figure. 
• Musical examples are the exception, placed above the example.
• Referencing styles will vary on use of Figure in text, or fig. used parenthetically in text, e.g. (see fig. 3).
• Number tables and figures consecutively throughout the text, or per chapter, and write their titles without terminal punctuation.
• Number photographs, maps and graphs in Arabic numerals. 
• Text references are made in brackets and should precede the figure unless mentioned as part of a sentence. 
• If not the author’s own work, acknowledge the source and clear copyright.

Tables should appear as near as possible to the discussion relating to them:

• Numbered consecutively using Arabic numerals. 
• The heading ‘Table’ and its number and caption title should appear above the table, leaving the remainder of the page for source citation or explanatory notes.
• If the table occupies a full page, the caption may be typed on the reverse side of the preceding page, facing the table to which it refers.

Footnotes have four main purposes:

• To cite the authority for statements in the text.
• To provide cross references.
• To acknowledge indebtedness.
• To explain or supplement material that is included in the text.

Use the Insert Footnote function in your word processing software to get consistency.

After the first footnote reference, in full, use short form for subsequent references, i.e. author, short title, page number/s. Reference management software will assist with this, or do this manually.

Ibid. (ibidem = in the same) is used for a consecutive reference to the same work, but not necessarily to the same page.  If ibid. is used without a page number, the reference is to exactly the same page as that previously cited.  Ibid. should not be used more than two pages after the original citation.

Any maps or other illustrative materials – including digital media such as CDs, DVDs or USB drives - that accompany your thesis can be deposited as separate files with your e-thesis PDF deposit;

OR if you are having a copy bound for yourself or department, these materials can be:

• bound with the thesis, or
• placed in a pocket inside the cover.

Extra large or bulky material can be bound separately as an appendix, or bound in (landscape form), folded in from the right edge,

In-text citation styles vary by discipline - check with your supervisor, and manuals of style, e.g. ACS, APA, Chicago, Harvard, Legal style, MLA, and Vancouver.

Use footnotes or one of these systems:

Author-Date system or Parenthetical system

Insert citations to the literature into the text as the reference is made, instead of using footnotes.  Author-date citations consist of the author's surname and the year of publication, enclosed in parentheses.  Depending on the sentence structure where the citation is made, parentheses may enclose either the name, or the date, or both.  Page numbers may be included.

Full citations for these in-text sources should be listed alphabetically by author, in the “Bibliography” section of the thesis .

Reference Number system

Insert a number in superscript or parentheses, in the text at the point of citation. The citations appear in a numbered list of references at the end of the work. Vancouver, often used in the Biomedical Sciences, is an example of a "numbered" style and follows rules established by the International Committee of Medical Journal Editors .  Check examples of Vancouver style .

Bibliography or References

Commerce and Humanities

For theses in the humanities it is usual to choose a heading such as “Selected Bibliography”, “Works Consulted” or “Reference List”. Include all sources which have substantially affected the form or content of your thesis.  For a “Works Cited” list only include materials referred to in-text.  For a lengthy bibliography, as in a history thesis, the references can be arranged according to type of material, e.g. primary sources (manuscripts, official publications, newspapers) and secondary sources (books, periodical articles, theses).

Sciences and Biomedical Sciences

In science theses full citations for each source mentioned in-text are listed in a bibliography usually called “References”.  If the Arranged references alphabetically by author’s surname and under each name by year of publication, in the Author-Date system.  In the Reference-Number system arrange sources by authors’ names or in the order that the references are cited in the text. 

An appendix is not always required.  It provides a place for material that is not absolutely necessary to the text, or where inclusion in the text might break the flow of argument, e.g. the full text of an Act of Parliament; a timeline of key events; a questionnaire. 

Appendices may be sub-divided according to the class of materials include, so list each appendix by capital letter and title in the Table of Contents.

There are preferred file types when depositing your thesis and supplementary files. This helps to ensure preservation and ongoing access to your research.

Academic integrity

Academic integrity - University of Otago has a strict policy surrounding original research.

Graduate Research School has set up Blackboard papers for PhD and Masters students where you can use Turnitin to check your thesis chapters and supporting documents for matching and ethical referencing of sources.

Follow the steps in this  Guide to using Turnitin , or download this PDF:

• Guide to using Turnitin for Thesis Checking

What does the examiner look for?

• Research reading

Clinton Golding, Sharon Sharmini & Ayelet Lazarovitch. (2014). What examiners do: what thesis students should know, Assessment & Evaluation in Higher Education , 39:5, 563-576. DOI: 10.1080/02602938.2013.859230

From this research reading:

(1)   be broadly consistent (2)   expect a thesis to pass (3)   judge a thesis by the end of the first or second chapter (4)   read a thesis as an academic reader and as a normal reader (5)   be irritated and distracted by presentation errors (6)   favour a coherent thesis (7)   favour a thesis that engages with the literature (8)   favour a thesis with a convincing approach (9)   favour a thesis that engages with the findings (10) require a thesis to be publishable (11) give summative and formative feedback

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• Last Updated: Apr 12, 2024 4:46 PM
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