thesis submission certificate

Academics | Candidacy & Defense

Thesis submission.

The deadline to submit for December degree conferral has passed. The deadline to submit for the May degree conferral is noon CDT on Friday, April 19, 2024. Be sure to upload your Signed Title Page and Original Approval of Candidacy form at the website here after submitting your thesis through thesis.rice.edu .

Students must submit the final thesis to the Office of Graduate and Postdoctoral Studies no later than six months from the date of the defense. However, in order to qualify for a specific degree conferral date, the submission deadline for that semester must be met. See the academic calendar for deadlines. The General Announcements has complete information on thesis defense .

Am I ready to submit?

If your thesis is defended but not final (e.g., changes to your thesis are required), within one week, you must follow the steps as described in Part 1 below. Once you have defended and all changes are made, you must then submit your thesis within six months of your defense. Instructions for both scenarios are listed below. If you are ready to submit your thesis within a week of your defense, you may complete all of the steps in both parts at once. If you choose to do this, you'll need to include all of your supplementary documents as described in Part 2. Do not press "submit" until you have reviewed both sets of instructions. Please contact us if you have trouble accessing the thesis site.

How will the new online thesis verification and submission generally work?

• Once your thesis defense announcement has been registered with the Office of Graduate and Postdoctoral Studies via events.rice.edu/rgs , it will be posted online by the GPS office, provided it is approved.
• Thesis Title Page through AdobeSign. Both you and your graduate program administrator will be notified when this is ready. If your committee changes prior to your defense , please ask the department chair, program director, or director of graduate study to notify GPS as soon as possible. The new committee will need to be approved, and we will need to generate a completely new Approval of Candidacy form and Thesis Title Page form to be completed via AdobeSign.
• On the day of your defense, you should fill out the electronic Original Approval of Candidacy form. It will then go to your committee for signing after your successful defense. Once the committee has signed the Original Approval of Candidacy, the AdobeSign process will come back to you for the next steps.
• Once your thesis has been approved in its final form, you will return to the AdobeSign form and complete your Thesis Title page. Once completed, it will be sent to your committee again to sign and recognize that your final thesis is approved for submission. Your committee can sign in parallel. Your graduate administrator will receive notifications for every signature and you will receive a notification when the title page has been signed in full. Please contact your graduate administrator if you would like an update on the progress of your thesis title page.
• When all of the committee members have signed the Thesis Title Page, the GPS office will receive a final copy of the form to be validated when you finalize your thesis defense.

You’ll get notifications in each phase. Once all committee members have signed both forms, you’ll receive a final PDF via email. To prep for upload to thesis.rice.edu , you will need to separate this PDF into two documents. Because the PDF is protected, you’ll follow some specific instructions here (Microsoft) or here - after opening the .pdf using a browser such as Google Chrome (Mac) to do this. To separate the pages of a protected PDF, go to print, then select "Microsoft Word to .pdf" as the printer name. Once you’ve separated the pages into the two documents, upload to thesis.rice.edu as outlined in the processes here .

Once your thesis is final and everything has been verified in thesis.rice.edu , you must fill out the webform here . This replaces what is normally a visit to GPS and Office of the Registrar for final submission.

For tips on how to approach an online thesis defense, click here .

How do I submit?

If your thesis is defended but not complete (e.g., you need to make changes), follow the instructions in Part 1 within one week of your defense.

If your thesis is defended and all changes have been made, submit your thesis using Part 2 below within six months of your defense.

If your thesis is defended and no changes were necessary, complete all of the steps in Part 1 and 2.

Questions? Email [email protected] .

Part 1: Within a week of your defense

• Navigate to thesis.rice.edu
• Click "Start your submission"
• Login with your NetID and password
• Follow the instructions on the site, using the guides for assistance

Verify that all the information is accurate before moving forward.

Assent to the terms of the agreement by checking the appropriate boxes.

• Enter your thesis title, graduation date, abstract, and keywords. The information entered here should match the information in your document.
• Supply the names of your committee members.

If you’ve used the online thesis submission process, once all your committee members have signed virtually, you will receive the PDF of the Original Approval of Candidacy form. Print this form, digitally separate the two pages and upload them to thesis.rice.edu:

• The Original Approval of Candidacy is uploaded as an administrative file, and
• The defended version of the manuscript is uploaded as the "Manuscript in PDF".
• The title page should not be signed or submitted until the advisor confirms that the thesis is in its final form and ready to submit.

For guidelines on supplemental files, please click here .

• Confirm that your information is correct and click the "Confirm and Submit Button".
• This initial submission (Part 1) is not final. Your submission will be sent to GPS for an initial review. You will still be able to edit your submission, thesis, and uploaded documents following the GPS review, typically within two business days.
• If you need to make changes to your submission at this point, do not start a new submission. Contact [email protected] to have your thesis status changed so you can make edits.
• Once GPS acknowledges your defense, your status will be changed to "Defended, Not Final." Please review the thesis format guidelines if you have not already done so prior to submitting the final copy of your thesis.
• Within six months of your defense, you must upload and submit the final copy of your thesis and all supplemental documents. This is Part 2. Once you submit a final copy of your thesis and your signatures have been received, and you’ve completed the required electronic Thesis Submission webform (see Part 2), you will not be permitted to alter your thesis.
• Please make all corrections prior to submitting your thesis. The online webform referenced above replaces the visit to GPS and the Office of the Registrar.

Part 2: Changes made, ready to submit

Please note all thesis and administrative files must be PDFs.

• Create a single PDF of your thesis, including the signed electronic Thesis Title Page form. Please review the thesis format guidelines if you have not already done so.
• Separate your electronic Original Approval of Candidacy.
• Doctoral only: complete the Survey of Earned Doctorates and create PDF of the certificate you'll receive upon completion.
• Open http://thesis.rice.edu in your web browser.
• Select "Start your submission."
• Login with your Rice NetID and password.
• If you have already started a submission previously, select the action "Edit" or "Continue" to continue a previous submission. Otherwise, select "Start a new submission."

If any of the information is incorrect or needs to be updated, email [email protected] .

• Upload defended and corrected copy of your thesis as your primary document. This action will archive the defended version.
• You must include your signed electronic Thesis Title Page form as the first page of your final version of your thesis.

Upload the following required documents as ADMINISTRATIVE FILES:

• Your signed Original Approval of Candidacy
• Survey of Earned Doctorates Certificate (Doctoral only)
• Supplemental files are optional and may include non-PDF materials, such as videos, that complement your thesis.

Add a note here if there have been any changes in your thesis submission data.

• Complete the webform here . This replaces what is normally a visit to GPS and the Office of the Registrar for final submission.
• GPS will review the thesis submission and sign the form accordingly.
• You'll receive the form back as a receipt once complete.
• GPS will also sign the Original Approval of Candidacy form, and you and your graduate program administrator will receive a copy.
• The thesis will be published with the electronic title page if there are no embargoes.

Updated November 2023

Thesis Writing and Filing

The following guidelines are only for master’s students. If you are pursuing a doctoral degree, please see the Dissertation Filing Guide .

Filing your master’s thesis at the Graduate Division is one of the final steps leading to the award of your graduate degree. Your manuscript is a scholarly presentation of the results of the research you conducted. UC Berkeley upholds the tradition that you have an obligation to make your research available to other scholars. This is done when the Graduate Division submits your manuscript to the University Library.

Your faculty committee supervises the intellectual content of your manuscript and your committee chair will guide you on the arrangement within the text and reference sections of your manuscript. Consult with your committee chair early in the preparation of your manuscript.

The specifications in the following pages were developed in consultation with University Library. These standards assure uniformity in the degree candidates’ manuscripts to be archived in the University Library, and ensure as well the widest possible dissemination of student-authored knowledge.

Research Protocols

Eligibility, fall and spring semesters, summer filing, formatting your manuscript, special page formats, organizing your manuscript, procedure for filing your thesis, permission to include previously published or co-authored material, inclusion of publishable papers or article-length essays, withholding your thesis, changes to a thesis after filing, diploma, transcript, and certificate of completion, certificate of completion, common mistakes, mixed media guidelines, definitions and standards, electronic formats and risk categories, frequently asked questions.

If your research activities involve human or animal subjects, you must follow the guidelines and obtain an approved protocol  before you begin your research.   Learn more on our website   or contact the Committee for the Protection of Human Subjects ( http://cphs.berkeley.edu/  or 642-7461) or the Animal Care and Use Committee ( http://www.acuc.berkeley.edu/  or 642-8855).

In addition to the considerations explained below, your Expected Graduation Term (EGT) must match the term for which you intend to file. EGT can be updated at any time using an eForm available in CalCentral.

To be eligible to file for your degree, you must be registered or on approved Filing Fee status for the semester in which you file. We encourage you to file your thesis as early in the semester as you can and to come in person to our office to submit your supporting documents. If you cannot come to our office, it is helpful if you have a friend bring your documents. The deadline to file your thesis in its final form is the last day of the semester for your degree to be awarded as of that semester.

Filing during the summer has a slightly different set of eligibility requirements. If you were fully registered during the immediately preceding Spring semester, and have not used Filing Fee already, you may file your thesis during the summer with no additional cost or application required. This option is available for both Plan I master’s degree students filing a thesis and Plan II students completing a capstone. Summer is defined as the period from the day after the Spring semester ends (mid-May) until the last day of the Summer Sessions (mid-August).

International students completing degree in the Summer must consult Berkeley International Office before finalizing plans, as in some cases lack of Summer enrollment could impact visa status or post-completion employment.

If you have already used Filing Fee previously, or were not registered the preceding Spring semester, you will need to register in 1.0 unit in Summer Sessions in order to file.

Theses filed during the summer will result in a summer degree conferral.

You must be advanced to candidacy, and in good standing (not lapsed), in order to file.

All manuscripts must be submitted electronically in a traditional PDF format.

• Page Size : The standard for a document’s page size is 8.5 x 11 inches. If compelling reasons exist to use a larger page size, you must contact the Graduate Division for prior approval.
• Basic manuscript text must  be a non-italic type font and at a size of 12-point or larger. Whatever typeface and size you choose for the basic text, use it consistently throughout your entire manuscript. For footnotes, figures, captions, tables, charts, and graphs, a font size of 8-point or larger is to be used.
• You may include color in your thesis, but your basic manuscript text must be black.
• For quotations, words in a foreign language, occasional emphasis, book titles, captions, and footnotes, you may use italics. A font different from that used for your basic manuscript may be used for appendices, charts, drawings, graphs, and tables.
• Pagination:   Your manuscript is composed of preliminary pages and the main body of text and references. Page numbers must be positioned either in the upper right corner, lower right corner, or the bottom center and must be at least ¾ of an inch from the edges. The placement of the page numbers in your document must be consistent throughout.

Be Careful!   If you have any pages that are rotated to a landscape orientation, the page numbers still need to be in a consistent position throughout the document (as if it were printed and bound).

• Do not count or number the title page or the copyright page. All other pages must have numbers. DO NOT SKIP PAGE ” 1 “.
• The remaining preliminary pages may include a table of contents, a dedication, a list of figures, tables, symbols, illustrations, or photographs, a preface, your introduction, acknowledgments, and curriculum vitae. You must number these preliminary pages using   lower case Roman numerals  beginning with the number “i” and continue in sequence to the end of the preliminary pages (i, ii, iii, iv, v, etc.).
• An abstract is optional, but if you chose to include one, your abstract must have  Arabic numeral  page numbers. Start numbering your abstract with the number “1” and continue in sequence (1, 2, 3, etc.)
• The main body of your text and your references also use Arabic numerals. Start the numbering of the main body with the number “1” and continue in sequence (1, 2, 3, etc.), numbering consecutively throughout the rest of the text, including illustrative materials, bibliography, and appendices.

Yes! The first page of your abstract and the first page of your main text both start with ‘1’

• Margins:   For the manuscript material, including headers, footers, tables, illustrations, and photographs, all margins must be at least 1 inch from the edges of the paper. Page numbers must be ¾ of an inch from the edge.
• Spacing:  Your manuscript must be single-spaced throughout, including the abstract, dedication, acknowledgments, and introduction.
• Tables, charts, and graphs   may be presented horizontally or vertically and must fit within the required margins. Labels or symbols are preferred rather than colors for identifying lines on a graph.

You may choose to reduce the size of a page to fit within the required margins, but be sure that the resulting page is clear and legible.

• Guidelines for Mixed Media:   please see Appendix B for details.

Certain pages need to be formatted in a very specific way. Links are included here for examples of these pages.

Do not deviate from the wording and spacing in the examples, except for details applicable to you (e.g. name, major, committee, etc.)

• As noted in the above section on pagination, the abstract is optional but if included must be numbered  separately  with arabic numerals starting with ‘1’
• IMPORTANT: A physical signature page should no longer be included with your thesis. Approvals by your committee members will be provided electronically using an eForm.
• The title page does not contain page numbers.
• Do not bold any text on your title page.
• The yellow bubbles in the sample are included for explanatory purposes only. Do not include them in your submission.
• If you are receiving a joint degree, it must be listed on your title page ( Click here for sample with joint degree )

The proper organization and page order for your manuscript is as follows:

• Copyright page or a blank page
• Dedication page
• Table of contents
• List of figures, list of tables, list of symbols
• Preface or introduction
• Acknowledgements
• Curriculum Vitae
• References or Bibliography

After you have written your thesis, formatted it correctly, assembled the pages into the correct organization, and obtained verbal approval from all members of your committee, you are ready to file it with UC Berkeley’s Graduate Division.

Step 1:  Convert your thesis to a standard PDF file.

Step 2: Log into your CalCentral account. Under Student Resources in your Dashboard find Submit a Form and choose Final Signature Submission .

Step 3:  Complete the eForm in its entirety and hit submit once all  required documents are submitted:

• Attach the PDF of your thesis and
• Attach a copy of the approval letter for your study protocol from the Committee for Protection of Human Subjects, or the Animal Care and Use Committee if your research involved human or animal subjects. 

(Step 4): Congratulations you’re done! The traditional lollipop will be mailed to you following the end of the semester. Please be sure to update your mailing addresses (especially the diploma mailing address).

Important Notes: 

• DO NOT SUBMIT A DRAFT. Once your thesis has been submitted, you will not be allowed to make changes. Be sure that it is in its final form!
• Check your email regularly. Should revisions be necessary the eForm will be “recycled” to you and you will be notified via email. To resubmit your thesis, go back to Student Resources in your CalCentral account find Manage Your Forms and select Update Pending Forms . Here you can search for your submitted Final Signature form and make necessary updates and/or attach your revised thesis.
• After your thesis has been approved by Graduate Division, it will be routed to the listed committee members for electronic approval. Once all members have provided approval you will be notified.
• The review of your thesis may take up to four business days.

Important note for students in a Concurrent Degree Program (e.g. Landscape Architecture & City Planning):

• If you are filing a thesis to satisfy both master’s degrees, do not submit two eForms. Please select one plan only on the eForm and the Graduate Division will update your record accordingly.

If you plan use of your own previously published and/or co-authored material in your manuscript, your committee chair must attest that the resulting thesis represents an original contribution of ideas to the field, even if previously published co – authored articles are included, and that major contributors of those articles have been informed.

Previously published material must be incorporated into a larger argument that binds together the whole thesis. The common thread linking various parts of the research, represented by individual papers incorporated in the thesis, must be made explicit, and you must join the papers into a coherent unit. You are required to prepare introductory, transitional, and concluding sections. Previously published material must be acknowledged appropriately, as established for your discipline or as requested in the original publication agreement (e.g. through a note in acknowledgments, a footnote, or the like).

If co-authored material is to be incorporated (whether published or unpublished), all major contributors should be informed of the inclusion in addition to being appropriately credited in the thesis according to the norms of the field.

If you are incorporating co-authored material in your thesis, it is your responsibility to inform major contributors. This documentation need not be submitted to the Graduate Division. The eform used by your committee chair to sign off on your thesis will automatically include text indicating that by signing off they attest to the appropriateness and approval for inclusion of previously published and/or co-authored materials. No addition information or text needs to be added.

Publishable papers and article-length essays arising from your research project are acceptable only if you incorporate that text into a larger argument that binds together the whole dissertation or thesis. Include introductory, transitional, and concluding sections with the papers or essays.

Occasionally, there are unusual circumstances in which you prefer that your thesis not be published immediately.  Such circumstances may include the disclosure of patentable rights in the work before a patent can be granted, similar disclosures detrimental to the rights of the author, or disclosures of facts about persons or institutions before professional ethics would permit.

The Dean of the Graduate Division may permit the thesis to be held without shelving for a specified and limited period of time beyond the default, under substantiated circumstances of the kind indicated and with the endorsement of and an explanatory letter from the chair of the thesis committee.  If you need to request that your manuscript be withheld, please consult with the chair of your committee, and have him or her submit a letter requesting this well before you file for your degree. The memo should be addressed to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.

Changes are normally not allowed after a manuscript has been filed.  In exceptional circumstances, changes may be requested by having the chair of your thesis committee submit a memo to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.  The memo must describe in detail the specific changes requested and must justify the reason for the request.  If the request is approved, the changes must be made prior to the official awarding of the degree.  Once your degree has been awarded, you may not make changes to the manuscript.

After your thesis is accepted by Graduate Services: Degrees, it is held here until the official awarding of the degree by the Academic Senate has occurred.  This occurs approximately two months after the end of the term.  After the degree has officially been awarded, the manuscripts are shipped to the University Library.

Posting the Degree to Your Transcript

Your degree will be posted to your transcript approximately 3 months after the conferral date of your degree.  You can order a transcript from the Office of the Registrar (https://registrar.berkeley.edu/academic-records/transcripts-diplomas/).

Diploma Your diploma will be available from the Office of the Registrar approximately 4 months after the conferral date of your degree.  For more information on obtaining your diploma, visit the Registrar’s website .  You can obtain your diploma in person at the Office of the Registrar, 120 Sproul Hall, or submit a form to have it mailed to you. Unclaimed diplomas are retained for a period of five (5) years only, after which they are destroyed.

If you require evidence that you have completed your degree requirements prior to the degree being posted to your transcript, request a “ Certificate of Degree Completion “.

Please note that we will not issue a Certificate of Completion after the degree has been posted to your transcript.

• The most common mistake is following a fellow (or previous) student’s example. Read the current guidelines carefully!
• An incorrect committee — the committee listed on your title page must match your currently approved committee. If you have made any changes to your committee since Advancement to Candidacy, you must request an official change from the Graduate Division. Consult your departmental adviser for details.
• Do not use a different name than that which appears in the system (i.e. the name on your transcript and Cal Central Profile). Students are allowed to use a Lived Name, which can be updated by self-service in CalCentral.
• Page numbers — Read the section on pagination carefully. Many students do not paginate their document correctly.
• Page rotation — some pages may be rotated to a landscape orientation. However, page numbers must appear in the same place throughout the document (as if it were bound like a book).
• Do not include the signature/approval page in your electronic thesis. Signatures will be provided electronically using the eForm.
• Do not include previous degrees on your title page.

In May, 2005, the Graduate Council established new guidelines for the inclusion of mixed media content in theses.  It was considered crucial that the guidelines allow theses s to remain as accessible as possible and for the longest period possible while balancing the extraordinary academic potential of these new technologies.

The thesis has three components: a core thesis, essential supporting material, and non-essential supplementary material.

Core Thesis.   The core thesis must be a self-contained, narrative description of the argument, methods, and evidence used in the thesis project.  Despite the ability to present evidence more directly and with greater sophistication using mixed media, the core thesis must provide an accessible textual description of the whole project.

The core thesis must stand alone and be printable on paper, meeting the formatting requirements described in this document. The electronic version of the thesis must be provided in the most stable and universal format available—currently Portable Document Format (PDF) for textual materials. These files may also include embedded visual images in TIFF (.tif) or JPEG (.jpg) format.

Essential Supporting Material.   Essential supporting material is defined as mixed media content that cannot be integrated into the core thesis, i.e., material that cannot be adequately expressed as text.  Your faculty committee is responsible for deciding whether this material is essential to the thesis.  Essential supporting material does  not  include the actual project data.  Supporting material is essential if it is necessary for the actual argument of the thesis, and cannot be integrated into a traditional textual narrative.

Essential supporting material  must  be submitted in the most stable and least risky format consistent with its representation (see below), so as to allow the widest accessibility and greatest chance of preservation into the future.

Non-essential Supplementary Material.   Supplementary material includes any supporting content that is useful for understanding the thesis, but is not essential to the argument. This might include, for example, electronic files of the works analyzed in the thesis (films, musical works, etc.) or additional support for the argument (simulations, samples of experimental situations, etc.).

Supplementary material is to be submitted in the most stable and most accessible format, depending on the relative importance of the material (see below). Clearly label the CD, DVD, audiotape, or videotape with your name, major, thesis title, and information on the contents. Only one copy is required to be filed with your thesis.  A second copy should be left with your department.

Note . ProQuest and the Library will require any necessary 3rd party software licenses and reprint permission letters for any copyrighted materials included in these electronic files.

The following is a list of file formats in descending order of stability and accessibility. This list is provisional, and will be updated as technologies change. Faculty and students should refer to the Graduate Division website for current information on formats and risk categories.

Category A:

• TIFF (.tif) image files
• WAV (.wav) audio files

Category B:

• JPEG, JPEG 2000 (.jpg) image files
• GIF (.gif) image files

Category C:

• device independent audio files (e.g., AIFF, MIDI, SND, MP3, WMA, QTA)
• note-based digital music composition files (e.g., XMA, SMF, RMID)

Category D:

• other device independent video formats (e.g., QuickTime, AVI, WMV)
• encoded animations (e.g., FLA or SWF Macromedia Flash, SVG)

For detailed guidelines on the use of these media, please refer to the Library of Congress website for digital formats at  http://www.digitalpreservation.gov/formats/index.shtml .

Q1: Can I file my thesis during the summer?

A1: Yes. There are 2 ways to file during the summer:

1)     If you have never used Filing Fee before AND you were registered during the immediately preceding spring semester, you can file your thesis during the summer with no further application or payment required. Simply submit your thesis as usual and the Graduate Division staff will confirm your eligibility. If you are an international student, you must consult the Berkeley International Office for guidance as this option may have visa implications for you.

2)     If you weren’t registered in spring, you can register for at least 1.0 unit through Berkeley Summer Sessions.

Q2: If I chose that option, does it matter which session I register in during the summer session?

A2: No. You can register for any of the sessions (at least 1.0 unit). The deadline will always be the last day of the last session.

Q3: If I file during the summer, will I receive a summer degree?

A3: Yes. If you file before the last day of summer session, you will receive an August degree. If you file during the summer, remember to write “Summer” on your title page!

Q1: I’ve seen other theses from former students that were / that had  __________, should I follow that format?

A1: No. The formatting guidelines can be changed from time to time, so you should always consult the most current guidelines available on our website.

Q2: I want to make sure that my thesis follows the formatting rules. What’s the best way to do this?

A2: If you’ve read and followed the current guidelines available on our website, there shouldn’t be any problems. You are also always welcome to bring sample pages into the Graduate Degrees Office at 318 Sproul Hall to have a staff member look over your manuscript.

Q3:  Does my signature page need to be printed on some special paper?

A3: Signatures are now an eForm process. A physical signature page is no longer required.

Q1: I’m away from Berkeley. Is there any way to file my thesis remotely?

A1: Yes! The whole process is done remotely.

Q2: Can I have a friend file my thesis for me?

A2: No. You will need to CalNet authenticate in order to file.

Q3: What’s a Receipt of Filing? Do I need one?

A3: The Receipt of Filing is an official document that we produce that certifies that you have successfully filed your thesis on the specified day and that, if all other requirements are met, the date of the degree conferral.

Some students may need the receipt in order to prove to an outside agency that they have officially filed their thesis. Many students simply keep the receipt as a memento. Picking up your receipt is not required.

Q4: What’s the difference between a Receipt of Filing and a Certificate of Completion?

A4: A Receipt of Filing is automatically produced for all students upon successful filing of their thesis. However, it only certifies that the thesis has been accepted. The Certificate of Degree Completion  must be requested. It will state that all requirements  have   been met and notes the date that the degree will be conferred. This is a useful document for students who file early in the semester and need some verification of their degree in advance of its conferral (note: degrees are only conferred twice each year).

Q5: How to I know if I’m eligible for a Certificate of Completion?

A5: In order to be eligible to receive a Certificate of Completion, you must:

1) Successfully file your thesis

2) Have a completed (satisfied) Academic Progress Report. Your department can assist you with this if you have questions.

3) Pay all of your registration fees. If you have a balance on your account, we may be unable to provide a Certificate of Completion.

Q6: I’m supposed to submit my approval letter for research with human subjects or vertebrate animals, but it turns out my research didn’t use this after all. What should I do?

A6: If you’re research protocol has changed since you advanced to candidacy for your degree, you’ll need to ask you thesis chair to write a letter to the Graduate Division explaining the change. It would be best to submit this in advance of filing.

Q7: My thesis uses copyrighted or previously published material. How to I get approval?

A7: The policy on this has recently changed. There is no need to for specific approval to be requested.

Q9: I found a typo in my thesis that has already been accepted! What do I do?

A9: Once a thesis has been submitted and accepted, no further changes will be permitted. Proofread your document carefully. Do not submit a draft. In extreme circumstances, your thesis chair may write a letter to the Graduate Division requesting additional changes to be made.

Q10: Oh no! A serious emergency has caused me to miss the filing deadline! What do I do? Are extensions ever granted?

A10: In general, no. In exceptional circumstances, the Head Graduate Advisor for your program may write to the Graduate Division requesting an extension. Requests of this type are considered on a case by case basis and, if granted, may allow you to file after the deadline. However, even if such an exception is granted you will receive the degree for the subsequent term. Your first step is to consult with your department if an emergency arises.

Steps After Submission

Main navigation.

If you recently submitted a dissertation or thesis in Axess, you still have one more required step to complete. Browse this guide to help you stay on track.

Certificate of Final Reading

After you’ve submitted your dissertation or thesis, one member of your Reading Committee, known as the Final Reader, must certify that they have reviewed the final draft of the dissertation, engineer thesis, or final project submitted to the university. The Final Reader must be a member of the Academic Council.  Final Reader certification or approval is one of the last submission steps that must be completed by the submission deadline date .

The certification process occurs in Axess, where the Final Reader will be able to review a copy of the submission, and then approve or reject the submission.

Upon final submission of the dissertation or thesis online, an email is automatically sent to the Final Reader informing them that they have a dissertation or thesis ready for review in Axess. The Final Reader can locate the Approve Dissertation/Thesis link within their Advisor tab in Axess.

The final reading of the dissertation should include a review of the following:

• Content : All suggested changes have been taken into account and incorporated into the manuscript where appropriate. If the manuscript includes joint group research, the student's contribution is clearly explained in an introduction.
• Published Materials : If previously published materials are included in the dissertation, publication sources are indicated, written permission has been obtained for copyrighted materials, and all of the dissertation format requirements have been met.
• Appearance : The dissertation is ready-for-publication in appearance.
• Release Options : The Final Reader will also have the opportunity to review the selected embargo and other release options.

If the Final Reader is unable to approve electronically via Axess, or if the Final Reader does not have access to a computer, the student may submit a paper Certificate of Final Reading , signed by the Final Reader.

Survey of Earned Doctorates (SED)

Stanford University participates in the Survey of Earned Doctorates, which is sponsored by the National Science Foundation (NSF), National Institutes of Health (NIH), Department of Education, and the National Endowment for the Humanities (NEH).  Stanford asks that you complete this survey .

Obtaining Bound Copies for Personal Use

The Office of the University Registrar does not provide bound copies of your dissertation or thesis for personal use.

After you officially submit your dissertation or thesis to Stanford, if you want a bound copy of your work for personal use, the university recommends the HF Group .

The HF Group offers a print-on-demand service for Stanford students wanting personal bound copies (with red covers) of their dissertations, engineer thesis, or DMA Final Project. 

/images/cornell/logo35pt_cornell_white.svg" alt="thesis submission certificate"> Cornell University --> Graduate School

Submitting your thesis/dissertation.

Submission of the final thesis/dissertation must be within 60 days of the final exam. Students who miss the 60 day submission deadline are ineligible to register in future terms.

The Graduate School uses ProQuest to administer the electronic thesis/dissertation (ETD) submission and committee approval process that results in publication in ProQuest Dissertations and Theses (PQDT) database and Cornell’s Library Repository, eCommons. Before initiating the electronic process, students are required to complete the Survey of Earned Doctorates (for doctoral students only). A SED Certification of Completion is provided to the student when the survey has been completed. Once the survey is completed, the final ETD can then be submitted to the Graduate School using the ProQuest system. The SED Certification of Completion is required for submission to ProQuest.

ProQuest Submission Steps

In order to complete the submission process, you will need to have the following:

• A single PDF file of your thesis or dissertation
• Your abstract
• Supplemental material
• SED Certification of Completion 

Step 1: Begin Submission Process

Master’s students go to  Cornell Master’s ProQuest site, doctoral students go to  Cornell Doctoral ProQuest site. Click on the “sign up and get started today” button and follow instructions to begin the submission process.

Submission Process: Submission steps are outlined on the left menu. You will see the items checked off as you progress through the submission steps. You must click “Save & Continue” at the bottom of each page, even pages on which you do not enter any information. Using the left menu, you can return to any page and make changes until the point of final submission.

Step 2: Publishing Options

Traditional Publishing:  “Traditional Publishing” is automatically selected and is included in the Cornell Thesis and Dissertation filing fees.

Delayed Release:  ProQuest provides six months, and one and two year embargoes. The Graduate School recommends you discuss the publishing options with your advisor. If your advisor is unavailable or has no opinion, the conservative approach is to choose a two-year embargo.

Step 3: Read and Agree to ProQuest and University Distribution License

Both ProQuest and Cornell University distribution licenses will be presented for your acceptance.

Step 4: Enter Thesis/Dissertation Information

In addition to the mandatory information, such as title and abstract, you will have the opportunity to select up to three categories (subject areas) and six key words that describe your ETD. This information will make it easier for others to find your work when searching the web.

Step 5: Upload PDF and Supplemental Files

Upload PDF: Whether you use the PDF conversion tool provided by ProQuest or you convert your document to PDF yourself, review your PDF to ensure your formatting remains as you intended after conversion.

Supplementary Materials: If supplementary materials – such as audio, video, and spreadsheets – are an integral part of your ETD, you can submit them as supplementary files during the online submission process.

Step 6: Upload Required Documents

The SED Certification of Completion if you are a Ph.D. candidate is required for submission to ProQuest.

Step 7: Register for Copyright

You can complete this process through ProQuest for a fee, or you complete the process independently through the U.S. Copyright Office.

Step 8: Order Copies

If you would like to purchase additional copies of your thesis/dissertation for yourself, your field, or your committee members, you may order bound copies through ProQuest (Order Copies page). The required bound archival copy for the library is automatically ordered for you and included in the Cornell thesis and dissertation filing fees.

Select the “Decline – do not order” option if you don’t wish to order additional copies.

Bound copies can also be ordered through Cornell Print Services .

Step 9: Review and Submit

Once the thesis editor has reviewed the formatting of your thesis/dissertation, you will receive an email to let you know whether any corrections are required. You will then have five days to make the changes and upload the revised PDF. You will not be certified for graduation until the formatting of your ETD has been fully approved by the Graduate School. You will receive a confirmation email of final acceptance.

Step 10: Submitting Revised PDF (if needed)

You will receive an email describing the formatting changes needed with instructions and a link for resubmission.

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Thesis Dissertation Guidelines

Steps to Graduation

Graduate Studies Deadlines

Continuous enrollment policy, graduate writing support, academic probation, ▷ thesis / dissertation guidelines, apply to graduate, pay graduate fees online, graduate program specialists, frequently asked questions.

BEFORE YOU BEGIN

Students are required to use Microsoft Word unless otherwise approved by the academic department.

All students enrolled full-time or part-time in a degree granting program at SF State (i.e., matriculated students) are eligible for a  free copy of Microsoft Office 365 Education for Students .

FORMATTING & SUBMISSION Q&A

Watch the recorded session of a Q&A offered by the Division of Graduate Studies:

• Instructional Video/Slides

Formatting Guides and Checklist

• Microsoft Word accessibility  /  Adobe Accessibility
• Thesis Dissertation, Written Creative Work and Music Composition Checklist

1. To Begin, Download the Appropriate Template

• EdD Dissertation Template
• Master’s Thesis/Creative Work Template
• Latex template (provided by department)

Note: The Thesis/Dissertation and Creative Work templates include instructions related to making your document accessible in Microsoft Word. For further guidance, consult the relevant  Microsoft Office documentation for accessibility . Students using the Latex template provided by their department can consult the  Adobe Accessibility guide .

2. Preliminary Format Check

While writing your Thesis/Dissertation/Written Creative Work make sure to keep  Microsoft Word accessibility  /  Adobe Accessibility  in mind.

• Before submitting, run the  Accessibility Checker  /  Adobe Accessibility  and make sure to clear all errors.
• If revisions are required, we will return the thesis by email along with feedback regarding required changes. Once changes are addressed, email the latest draft to your  Graduate Program Specialist .
• When approved, Graduate Studies will notify students by email to proceed with Final Format check instructions.

3. Final Format Check

• Student must title the Thesis/ Dissertation/ Written Creative Work as:  Full Name_ Student ID_Dept_Thesis/Dissert_WCW .
• Make sure the Certification of Approval page on your Thesis/ Dissertation/ Written Creative Work does not have signatures.
• Run the Word  Accessibility Checker  /  Adobe Accessibility  and make sure that all errors are cleared (including feedback given during the preliminary format check).
• If revisions are required, we will return the thesis by email along with feedback regarding required changes. Once changes are addressed, email the latest draft to your Graduate Program Specialist.
• When approved, your Graduate Program Specialist will notify students by email to proceed with Certification of Approval and Submission instructions.

4. Certificate of Approval - Obtain Electronic Signatures

You can use our DocuSign Powerform to route the Certificate of Approval for your committee to sign. To begin the process, follow these steps:

a. You will need your committee’s name and email address. SF State email address preferred . Note: You can use another email address. However, it must be a professional email address not a personal email address. Example of acceptable email address: @ucsd, @calacademy. Personal email addresses are not be acceptable: @gmail, @yahoo, @outlook, etc.

b. Once you enter the required information click on “ Begin Signing ” to be directed to the Certificate of Approval form. You will need to  complete the requested information , then click “ Finish ”.

Your committee members will receive an email requesting their signatures. Once it is complete, you will receive a copy of the form.

c. The signed document will need to be uploaded as a separate document during the final submission process.

d. To begin routing: Certificate of Approval Powerform Routing

5. Submit your Thesis/Dissertation/Written Creative Work Guidelines and Certificate of Approval to the Library

Note:  Considering an Embargo? IF you would like to delay the publication of your Thesis, Dissertation, Written Creative Work or Music Composition, make sure to discuss the timeline of release with your Committee Chair prior to final submission.

• Once the final version of your thesis has been cleared for submission, you will see a new “To Do List” item titled “Submit Scholarly Work.” Click on “Details” to access the link and submit your work
• You will need to upload your final and accessible Thesis/ Dissertation/ Written Creative Work (Word Document) as well as the signed Certification of Approval.

Thesis, Dissertation, or Written Creative Work submitted without approval from a  Graduate Program Specialist  will be rejected.

📜 Thesis / Dissertation Guidelines FAQs

Q: What will the Division of Graduate Studies look for when conducting the preliminary and final format check?

A: We will be reviewing that all guidelines included in the template are followed, that standard size and font is used, and the work has 1-inch margins all round. Most importantly, we will be reviewing for accessibility. We want to see that all titles and subtitles are using built in headings, that all tables, figures, and images have alternative text and that page breaks are used throughout your work eliminating unnecessary blank spaces.

For Adobe users, we will also review that the reading order on your document has been corrected.

Q: Does my thesis need to be completed for a Preliminary Format check?

A: No, your thesis does not need to be completed for the preliminary check. To be able to conduct the preliminary format check, we will need all preliminary pages (title page through lists of appendices) as well as only a few pages of your thesis content. We want to make sure that you are on the right track and make sure we address any issues before your thesis is complete.

However, the final format check requires a completed and accessible version of your work.

Q: If I already have Microsoft on my computer, do you recommend downloading the universities Microsoft 365?

A: No, if you have a recent version of Microsoft and you have access to the Accessibility Checker you should be okay.

Q: Are students required to use a legal name on their thesis?

A: Students can use their legal name or their preferred name. However, we required that your name is formatted in the same way throughout your thesis.

Q: Is there a specific way in which the student name needs to be entered?

A: You can enter your name in the format you prefer:

• First Name, Middle Name, Last Name
• First Name, Middle Initial, Last Name
• First Name, Last Name

However, we require that your name is formatted in the same sequence throughout your thesis.

Q: Is there a required font type or font size?

A: We require students to use 10 to 12 font sizes. Standard proportional fonts such as Times New Roman or Ariel are also required.

Q: Where can I find a guide to building a Table of Contents, List of Tables and/or List of figures?

A: For detailed instruction on building a Table of Contents you can visit: Microsoft Support-Insert Table to Contents

For detailed instruction on building a list of tables and/or figures you can visit: Microsoft Support – Insert tale of figures

Also visit How to number chapters, appendixes, and pages in documents that contain both chapter and appendix headings in Word

Q: Is there a maximum amount of tables I can include in my thesis?

A: The Division of Graduate Studies does not require or restrict the number of tables, figures, or images in the student’s work. The format check will only review that each table, figure and/or image is properly formatted and contains alternative text.

Q: Is using Hyperlinks throughout our work required?

A: If you need to include a link within the content of your thesis, we recommend that you use a hyperlink rather than including the entire address. However, it is not a requirement. In addition, this is not applicable for your Work Cited. Please make sure to follow the academic style recommended by your discipline (MLA, APA, Chicago, etc.).

Q: What needs to be completed by the May/December/August deadline?

A: All requirements need to be completed by the final deadline; this includes your thesis. The final deadline is the last day in which you can submit your final, approved, and accessible thesis to the library.

Please make sure to plan ahead and submit your work for final format check at least a week before this deadline to prevent graduation delays. (If you are unable to meet the deadline, you will need to apply and graduate in the next semester).

Q: I have submitted my work to my Committee Chair, do I also need to submit it to the Division of Graduate Studies?

A: Yes, your committee will approve the content of your thesis as well as academic style recommended by your discipline (MLA, APA, Chicago, etc.). We will be reviewing overall formatting and accessibility. Upon completion of your preliminary and final format check you will be given access to the online thesis submission to the library. Without preliminary checks, you will not be able to submit your work. In addition, any works submitted without approval from the Division of Graduate Studies will be rejected from the library.

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Thesis submission and examination

Once you’ve completed your research, you’ll need to prepare your thesis for submission and examination.

Submitting your thesis for examination

You can submit your thesis for examination at any time during the year. You must submit your  Intention to Submit form  two months before your intended submission date. 

Along with other information about your candidature, this form will ask you to provide information regarding any research internships you may have undertaken during your candidature. A research internship can be either paid or unpaid, and can form part of enrolment or be undertaken during an HDR period of suspension.  Your internship may have been arranged by UTS, your supervisor, a third-party provider, or you may have arranged it yourself.  If you signed an agreement, contract, or other internship project proposal, you will be asked to upload a copy of this document.

You must submit your digital thesis and accompanying documents to the faculty research administration office. If your thesis examiners request hard copies, you will need to supply them. 

Your thesis must include a certificate of original authorship, student statement and supervisor certificate stating that the work is ready for examination.  This is now an online process, please go to our Policies, guidelines and forms page for more information and checklists to help you with your submission.

Thesis requirements

Based on the type of thesis you submit and the degree you’re studying, your thesis will need to meet a range of designated requirements that govern:

• word length
• language of the thesis
• order of contents
• certificate of original authorship, including RTP statement
• page numbering
• thesis abstract
• large diagrams, charts and tables
• referencing.

Your thesis must also include or acknowledge any published or publishable work you develop during your candidature.

Including COVID-19 impacts in your thesis

UTS recognises that many graduate research students’ research projects have been impacted by the COVID-19 pandemic. For example, some projects have been repositioned by modifying or changing methodologies, project scope, number of experiments, number or type of participants, etc. Every student’s project is different and, as such, the extent and the specifics of the impact is different.

Students whose research has been impacted by restrictions related to the pandemic are encouraged to consult with their supervisory panel about how best to reflect these impacts in their thesis, and if in fact, it is relevant to do so.

Some approaches to reflect the impact of COVID-19 in theses may be:

• A brief statement included in the front matter of the thesis which provides a summary of COVID-19 impacts on the research.
• Detailed statement(s) of COVID-19 impact in the: a.  Introduction chapter or sections to position the scope of the project. b.  Methods chapter or sections of the thesis to clearly describe, explain and justify the shifts in methodology. This may include highlighting unintended but resulting innovations in methodology. c.  Discussion and/or Conclusions chapters or sections to indicate future research directions such as when originally planned approaches can again be undertaken; insights about implications of the work in continuing or post-pandemic contexts.

Using a professional editor or proofreader

You can use the services of a professional editor or proofreader to help prepare your thesis for submission. These professionals can provide copyediting and proofreading advice; however, they cannot shape or change the substance or structure of your work.

It’s important to make sure you understand the rules around using an editor or proofreader before you engage a professional. As a starting point, you should read the following documents:

• Guidelines for Editing Research Theses
• Australian Standards for Editing Practice

You should also request permission from your supervisor before you engage an editor or proofreader.

iThenticate access

UTS provides access for staff and students to a plagiarism detection program called iThenticate. It is important to remember that plagiarism is not always intentional, so making use of this tool can provide peace of mind.

To access iThenticate, you will need to log a request via ServiceConnect using your student login credentials and follow these steps:

• follow this link to the ServiceConnect home page
• select 'Requests'
• select 'user account, system and file access' from the left-hand list of options
• select iThenticate access
• complete the online form and submit, you will receive an email with access information once your request has been assessed and approved. If you have any questions relating to your request or access, please contact the IT Support Centre via ServiceConnect or by phone on 9514 2222.

Nominating thesis examiners

You should start discussing potential examiners with your supervisory panel at least two months prior  to the date you intend to submit your thesis.  A  minimum of four potential examiners must be identified and any conflicts of interest considered. This list should be ready, along with your  Intention to Submit  form. 

Once the potential list of examiners has been agreed upon, you need to complete your part of the  Nomination of Examiners  form.

The examination process will be confidential and you will not know who the final examination panel will include. 

Your principal supervisor and your faculty RAO will then nominate your thesis examiners to the Graduate Research School before you submit your thesis. The Dean of the Graduate Research School is responsible for approving and appointing the examiners.

Examiners must have relevant expertise in your field of endeavour, with no existing or potential conflict of interest. A minimum of 2 and maximum of 3 examiners are required for PhD theses. 2 examiners are required for masters by research theses. All examiners must be external to UTS.

If you have concerns about your thesis being examined by a particular person, you should raise these concerns with your supervisor for consideration during the examiner nomination process.

Conflict of interest

To ensure the examination process remains impartial, examiners must not have the potential for real or perceived conflict of interest, as outlined in the Australian Council of Graduate Research ACGR Conflict of Interest in Examination Guidelines  and the Nomination of Examiners (FAQ) .

People who might be perceived to have a conflict of interest with a student include, but are not limited to:

• someone who has a working relationship with the student (e.g. if the examiner has acted as a referee for the student to gain employment)
• current or former colleagues or friends (e.g. if the examiner is a friend, associate or mentor of the student)
• family members (including family by law, e.g. if the examiner is stepfather, sister-in-law, etc, to the student)
• other professional or social relationship (e.g. if the examiner has had personal contact with the student that may give rise to the perception that the examiner may be dealing with the student in a less than objective manner).

Thesis examination process

Once all of the requirements for your examination have been met and confirmed by your faculty research administration office, the Graduate Research School (GRS) will change your enrolment status to ‘under examination’ and copies of your thesis will be sent to the nominated examiners. The thesis examination process can take 3-6 months to complete.

Under examination:   please note, this status effectively 'stops the clock' on your candidature.

Once your examiners have returned their reports to the Graduate Research School, they will be collated and forwarded to your faculty Responsible Academic Officer (RAO).  The RAO will consult with your supervisory panel and prepare a Thesis Examination Resolution, which will go before the Faculty Research Degree Committee (FRDC).

After reviewing, the FRDC will make a final recommendation, or defer to the Thesis Examination Committee (TEC) as required. 

For further information, please refer to the Graduate Research Final Examination Procedures which outlines responsibilities and expectations for managing the range of options of examiner reports, reconciling disparate reports, moderation and re-examination.

Please note that the examination process remains confidential until a resolution is reached by either the TEC or the FRDC.

Possible examination recommendations

(for thesis examination forms created before 31 dec 2023).

There are 6 possible recommendations (see corresponding Procedures ):

Recommendation​ 1

That the candidate be admitted to the degree, subject to the correction of typographic errors without any amendments.

Recommendation ​2

That the candidate be admitted to the degree subject to the correction of any nominated minor clarifications and textual amendments to the satisfaction of the Responsible Academic Officer.

Recommendation​ 3​

That the candidate be admitted to the degree subject to specific criticisms of the thesis as recommended by the examiners being addressed to the satisfaction of the Responsible Academic Officer, and any rewriting not changing the substantive conclusions of the thesis.

Recommendation​ 4

That the candidate be not admitted to the degree but be permitted to re-submit the thesis in a revised form for re-examination following a period of further study.

Recommendation​ 5

- PhD students: That the candidate be invited to revise and resubmit the thesis for a research masters degree. - Research masters students: That the candidate not be awarded the degree and not be permitted to resubmit.

Recommendation 6

That the PhD candidate not be awarded the degree and not be permitted to resubmit.

(for thesis examination forms created from 01 January 2024)

Possible recommendations for both masters by research and doctoral degrees are (see corresponding Procedures ):

• Pass - No amendments to content required; or only amendments involving typographical errors, formatting issues or other edits that have no bearing on the intellectual quality of the overall thesis. The RAO verifies the edits have been addressed.   
• Pass with amendments - Amendments to content are required. In this case, Examiners must provide a list and explanation of each required revision. The student must address the examiners’ criticisms to the satisfaction of the RAO. These revisions will be reviewed and verified by the RAO in consultation with the supervisory panel .   
• Resubmission and re-examination – Substantial and/or considerable changes to in the content of the thesis are required but can be resolved with major  revision. Examiners must provide a list and explanation of the required changes. Based on the examiner recommendation on the revised thesis, the RAO in in consultation with the supervisory panel, makes a recommendation to the TEC. A resubmitted thesis may only be awarded a result of 1, 2 or 4*.
• Fail - The thesis has serious irredeemable flaws and is not of a standard to be awarded the degree.

Depending on the recommendation you receive, you may be notified that you can submit your final thesis for graduation, or you may need to continue working on your thesis and resubmit it at a later date. In rare cases, you may not have the option to resubmit.

If you are required to revise your thesis, you must complete the Thesis Revision Response template  to accompany your resubmitted work.  All actions should be completed within the timeframes specified in the Graduate Research Final Examination Procedures  and the UTS Student Rules (11.20) . 

Thesis examination committees

Thesis examination committee.

The TEC, acting for the Higher Degree Research Board, establishes and oversees the thesis examination process. This includes (but not limited to):

• setting the examination criteria and reporting requirements
• setting the requirements for faculties to make recommendations related to examination outcomes
• consideration of examination outcomes, including consideration to  UTS Student Rules 11.20.5 to 11.20.7
• setting re-examination procedures
• recommending to admit/not to admit candidates to degrees
• communication between the TEC and faculties is facilitated by the GRS

2024 TEC meeting dates:

• Thurs 18 Apr (papers due to GRS Mon 8 Apr)
• Thurs 23 May (papers due to GRS Mon 13 May)
• Thurs 20 Jun (papers due to GRS Mon 10 Jun)
• Thurs 18 Jul (papers due to GRS Mon 8 Jul)
• Thurs 22 Aug (papers due to GRS Mon 12 Aug)
• Thurs 19 Sep (papers due to GRS Mon 9 Sep)
• Thurs 24 Oct (papers due to GRS Mon 14 Oct)
• Thurs 21 Nov (papers due to GRS Mon 11 Nov)
• Thurs 12 Dec (papers due to GRS Mon 2 Dec)

Faculty Research Degree Committees

The FRDCs are responsible for considering/approving the recommendation of the RAO for examination outcomes.

Large faculties may establish school-level examination committees, which report to the FRDC. Responsibilities will include considering/approving the recommendation of the RAO for examination outcomes and communicating the outcome to the supervisory panel and graduate research student.

Please contact your faculty research office for further information, including meeting dates.

Preparing for completion

Once you’ve been notified that you can submit your final thesis for conferral, you’ll need to supply the following documents to your faculty:

• your thesis abstract
• a digital copy of your thesis and confirmation of  digital submission to the library
• a completed thesis revision response
• a final bound copy of your thesis (if required by your faculty).

After you’ve received a recommendation from your faculty, the Dean of the Graduate Research School (GRS) will recommend to the Academic Board that you be admitted to the degree. You will receive a conferral information email from GRS confirming the date of your conferral and information on how to apply for a statement of completion.

Please contact your faculty research office for their submission deadline for each conferral.

2024 conferral dates and deadlines

Conferral dates, and faculty to GRS submission deadlines:

• February Conferral — Wednesday 14 February 2024 Faculty to GRS deadline: Friday 19 January 2024
• March 2024 Conferral — Wednesday 20 March 2024 Faculty to GRS deadline — Friday 23 February 2024
• May Conferral — Wednesday 15 May 2024 Faculty to GRS deadline — Friday 19 April 2024
• July Conferral — Wednesday 24 July 2024 Faculty to GRS deadline — Friday 28 June 2024
• September Conferral — Wednesday 4 September 2024 Faculty to GRS deadline — Friday 9 August 2024
• November Conferral — Wednesday 20 November 2024 Faculty to GRS deadline — Friday 25 October 2024

Reimbursement of thesis costs

If you are a research scholarship holder and you have spent money on thesis editing and/or printing costs, you may be eligible for reimbursement.

Reimbursement information is contained in the Conditions of Award (CoA) for your scholarship—if your CoA contains a Thesis Allowance section, you can apply for reimbursement within 12 months of your thesis submission date. To apply for reimbursement, please fill out the  Scholarship Allowance Claim Form  and attach original tax invoices as evidence of your expenditure.

UTS acknowledges the Gadigal people of the Eora Nation, the Boorooberongal people of the Dharug Nation, the Bidiagal people and the Gamaygal people, upon whose ancestral lands our university stands. We would also like to pay respect to the Elders both past and present, acknowledging them as the traditional custodians of knowledge for these lands.

Thesis & Dissertation Guidelines

These guidelines provide students at Vanderbilt University with essential information about how to prepare and submit theses and dissertations in a format acceptable to the Graduate School. You can either explore the guidelines by topic below or review the complete Format Guidelines document .

General Information

Manuscript preparation.

• NEW: Dissertation Template
• Approved LATEX Template for Dissertations

Submission Requirements

Students in foreign language departments may submit manuscripts in a language other than English. The abstract, however, must be in English.

You may use a multi-part presentation format for combining original research that has been conducted in two or more related or non-related areas, or for presentation of combined journal articles (published or submitted for publication). You should organize the parts or articles into chapters, with well-defined subheadings, including an introduction, methods, results and discussion. Each chapter may contain its own list of references and appendices, or you may list them all at the end, depending on the custom of your discipline.

When using this format, the thesis or dissertation should nonetheless consist of an integrated argument that binds the chapters together. You should include the appropriate preliminary pages, an introduction presenting the general theme of the research, and a conclusion summarizing and integrating the major findings. Any additional appendices related to the dissertation as a whole or any general references from the introduction, conclusion or transitional sections should come at the end of the dissertation.

When you have previously published portions of your thesis or dissertation as an article or book chapter, you must ensure the work may also be published as part of the dissertation or thesis. The  standard provisions of copyright law  regarding quoted and previously published material under copyright apply to the publication of theses and dissertations. Many publishers provide exceptions to work published as part of graduation requirements and this is often clearly outlined as part of the publication agreement signed by the author.

In order to include your own previously published or co-authored material in your thesis or dissertation, you must comply with the following:

• You must be the first author, or obtain permission from your committee, to be uploaded as an Administrative file in Vireo.
• The article must be based on research completed while you were enrolled at Vanderbilt University.
• You must have permission from the publisher to reuse the work, which should be uploaded to VIREO as an Administrative file. The record of permission may take the form of the publishing agreement, a copy of the publisher’s webpage describing reuse rights, or an email approval from the publisher. You should also identify which chapters are associated with which articles when prompted within VIREO.
• If there are co-authors, you must obtain the permission of all co-authors to include the work in the thesis or dissertation as a matter of both copyright law and professional courtesy. Include these permissions (email approval is acceptable) as an Administrative file in VIREO.
• You must properly acknowledge previously published material and any co-authors within the text of your manuscript. This would typically take the form of a footnote, or, alternately, an italicized statement beneath the relevant chapter heading. The rubric should be: “This chapter is adapted from [Title] published in [Journal] and has been reproduced with the permission of the publisher and my co-authors [List co-authors]” and include the full citation required by the publisher, if any, or appropriate to your discipline.

If the work is submitted to the ProQuest database, ProQuest will scan the document to ensure it contains no copyrighted material without consent and proper citation.

Inclusion of Third-Party Content

If you are including content in your dissertation not authored or created by you, consider copyright issues. If your use of the content would exceed fair use under the Copyright Act, then you will need to seek the copyright holder’s permission in order to use the material. Obtaining copyright permissions often takes time and should not be left until the last minute.

You should discuss questions about copyrighted material with your dissertation advisor or contact the VU Librarian for Copyright and Scholarly Communications at  [email protected]  for help evaluating fair use or obtaining permissions.

Your thesis or dissertation is automatically protected by copyright as soon as it is fixed in a tangible form, such as being saved as an electronic file.  Although not required, it is good practice to include the copyright symbol, your name, and the year on the title page of your work (© 2017 by [your name]).

You also may choose to register your copyright, which will gain you additional protections in case of litigation for copyright infringement. You can file a copyright registration online directly with the  U.S. Copyright Office  for a fee of $45.00.

You will be asked to agree to the license to deposit your submission to the Vanderbilt Institutional Repository.  The Library, with the Vanderbilt Institutional Repository, enhances the metadata provided with your dissertation and adds your record to discovery tools like the Library Catalog and WorldCat, making it easily findable for scholars worldwide. The library also maintains the technical infrastructure of the repository.  If you plan to make your dissertation open access, we can assist you in understanding the options for licensing. If your dissertation makes use of copyrighted content, you will want to think early on about whether you may rely on fair use or need to acquire licenses. We will be glad to meet with you to discuss the requirements of your particular project.

PhD students also have the option to request deposit of your submission with ProQuest, at no additional cost to you. If you elect to deposit your submission with ProQuest, you must also agree to the ProQuest license. This agreement is entirely between you and ProQuest.  Vanderbilt’s sole responsibility is to pass on the license agreement and your work to ProQuest.  Please contact ProQuest Dissertation Publishing, at 1(800) 521-0600 or  [email protected]  with any questions.

The expectation of the Graduate School is that all theses and dissertations will be made publicly available absent these limited circumstances.  You have the option to make your submission available immediately or to temporarily embargo its release for a limited period of time. Students may elect to embargo their work if they anticipate publication, are making a patent application, have restrictions imposed by sponsors, or privacy concerns.  Metadata, including the abstract, about your submission will still be visible in the Vanderbilt Institutional Repository, thereby indicating that your submission was accepted.  You should discuss any anticipated hold on publication with your advisor. If selecting the ProQuest publishing option, be sure that you make the same embargo selection under the Vanderbilt options. Once your submission has been released to ProQuest, we have no ability to retract it.

If, after consultation with your advisor, you would like to request a temporary embargo, you can elect from the following:

• No embargo and release immediately for worldwide access
• Six (6) month embargo
• Twelve (12) month embargo
• Twenty-four (24) month embargo

If you, after consultation with your advisor, determine that you need to extend your embargo beyond your initial selection, you can only do so with permission from the Graduate School. If you have questions about your embargo, you may email  [email protected]

The Graduate School recommends Campus Copy for procuring bound copies of theses and dissertations. You may contact them directly at 615-936-4544, or online at  Printing Services .

These guidelines provide students at Vanderbilt University with essential information about how to prepare and submit theses and dissertations in a format acceptable to the Graduate School. The topics range from writing style to the completion of required forms. There are instructions and sample pages on the Graduate School website for guidance through this process.

There is a distinct difference between submitting a manuscript to a publisher and providing a completed thesis or dissertation to the Graduate School. A manuscript represents a pre-publication format; a thesis or dissertation is a final, completely edited, published document. Students should use these guidelines, not other style manuals, as the final authority on issues of format and style. Areas not covered in this document or deviation from any of the specifications should be discussed with a Graduate School format editor. Do not use previously accepted theses and dissertations as definite models for style.

Manuscripts consist of four major sections and must be placed in the order listed:

• Title Page (required)
• Copyright (optional)
• Dedication (optional)
• Acknowledgments/Acknowledgment of Support (optional)
• Table of Contents (required)
• List of Tables (required)
• List of Figures (required)
• List of Abbreviations/Nomenclature/Symbols (optional)
• Introduction (may be referred to as Chapter 1)

Body of Manuscript

• References  (required)
• Appendices  (optional)

The dedication is an optional portion of the academic manuscript. It is a personal message from the author in tribute to a person, group, or cause. Most dedications are brief statements beginning with “To…” or “For…” such as “To my family” or “For my daughter, Samantha.” The dedication, if any, is considered to be the sole work of the author and does not reflect endorsement of the views and opinions expressed therein by Vanderbilt University, the Graduate School, or the members of the faculty committee.

The acknowledgment is another optional portion of the academic manuscript. It is appropriately used to thank those people and organizations that have helped or encouraged the author in the process of obtaining the degree or otherwise making the graduate degree possible: advisers, the committee, labmates or members of one’s cohort, family, friends, etc. Typically, an acknowledgment is no more than 1 page in length.

Acknowledgment of grant/contract or other financial support may be included on the acknowledgment page. Similarly, permission to reprint copyrighted material may be included here.

The acknowledgment, if any, is considered to be the sole work of the author and does not reflect endorsement of the views and opinions expressed therein by Vanderbilt University, the Graduate School, or the members of the faculty committee.

The abstract is a separate document from the manuscript; it is not bound with the thesis or dissertation. Abstracts must be printed on white, 8 ½ x 11-inch paper. No page numbers are printed on the abstract. One copy is required. Abstracts must have the original signature(s) of the faculty advisor(s). The maximum length of the thesis abstract is 250 words. The maximum length of the dissertation abstract is 350 words, including the dissertation title. Majors are listed on the last pages of these guidelines.

NEW: Abstract sample

The title page must be printed on white, 8 ½ x 11-inch paper. Committee member signatures on the title page must be originals. Spacing on the title page will vary according to the length of the title. The five lines following your name must be formatted exactly as found on the sample title page. The title page is considered page ‘i’ but the page number is not printed on the page.  The month, day, and year representing the conferral date must be listed on the title page.

• NEW: ETD Title Page sample
• NEW: Title Page With Signatures sample

Use a standard font consistently throughout the manuscript. Font size should be 10 to 12-point for all text, including titles and headings. It is permissible to change point size in tables, figures, captions, footnotes, and appendix material. Retain the same font, where possible. When charts, graphs, or spreadsheets are “imported,” it is permissible to use alternate fonts. Italics are appropriate for book and journal titles, foreign terms, and scientific terminology.  Boldface  may be used within the text for emphasis and/or for headings and subheadings. Use both in moderation.

Measure the top margin from the edge of the page to the top of the first line of text. Measure the bottom page margin from the bottom of the last line of text to the bottom edge of the page. Page margins should be a minimum of one-half inch from top, bottom, left, and right and a maximum of one inch from top, bottom, left, and right. Right margins may be justified or ragged, depending upon departmental requirements or student preference.

The title page is considered to be page ‘i’ but the page number should not be printed on this page. All other pages should have a page number centered about ½ inch from the bottom of the page. Number the preliminary pages in lowercase Roman numerals. Arabic numerals begin on the first page of text. Pages are numbered consecutively throughout the remainder of the manuscript. The Introduction may be placed before the first page of Chapter 1, if it is not considered a chapter. The use of Arabic numbers may begin on the first page of the Introduction.

The entire text may be single-spaced, one and one-half spaced, or double-spaced. Block quotations, footnotes, endnotes, table and figure captions, titles longer than one line, and individual reference entries may be single-spaced. With spacing set, the following guidelines should be applied: Two enters after chapter numbers, chapter titles and major section titles (Dedication, Acknowledgements, Table of Contents, List of Tables, List of Figures, List of Abbreviations, Appendices, and References). Two enters before each first- level and second-level heading. Two enters before and after tables and figures embedded in the text. One enter after sub-level headings.

Chapters may be identified with uppercase Roman numerals or Arabic numbers. Styles used on the Table of Contents should be consistent within the text. Tables, figures, footnotes, and equations should be numbered consecutively throughout the manuscript with Arabic numerals. These may also be numbered consecutively by each chapter. Equation numbers should be placed to the right of the equation and contained within parentheses or brackets. Use uppercase letters to designate appendices.

Departments will determine acceptable standards for organizing master’s theses into chapters, sections, or parts.  Usually, if a thesis has headings, a Table of Contents should be included. The dissertation must be divided into chapters. The use of parts, in addition to chapters, is acceptable.

Words and Sentences

Take care to divide words correctly. Do not divide words from one page to the next. Word processing software provides for “widow and orphan” protection. Utilize this feature to help in the proper division of sentences from one page to another. In general, a single line of text should not be left at the bottom or top of a page. Blank space may be left at the bottom of a page, where necessary.

Headings and Subheadings

Use headings and subheadings to describe briefly the material in the section that follows. Be consistent with your choice of “levels” and refer to the instructions on spacing for proper spacing between headings, subheadings, and text. First-level headings must be listed on the Table of Contents. Second-level and subsequent subheadings may be included.

Acronyms/Abbreviations/Capitalization

Abbreviations on the title page should appear as they do in the body of the thesis or dissertation. (Examples:  Xenopus laevis , Ca, Mg, Pb, Zn; TGF-β, p53.) Capitalize only the first letter of words of importance, distinction, or emphasis in titles and headings. Do not alter the all-cap style used for acronyms (Example: AIDS) and organizational names (Example: IBM). Use the conventional style for Latin words (Examples:  in vitro, in vivo, in situ ). Genus and species should be italicized. Capitalize the first letter of the genus, but not that of the species name (Example:  Streptococcus aureus ).

Figures commonly refer to photographs, images, maps, charts, graphs, and drawings. Tables generally list tabulated numerical data. These items should appear as close as possible to their first mention in the text. Tables and figures may be placed in appendices, if this is a departmental requirement or standard in the field. Tables and figures should be numbered with Arabic numerals, either consecutively or by chapter. Be consistent in the style used in the placement of tables and figure captions. Tables and figures may be embedded within the text or placed on a page alone. When placed on its own page, a figure or table may be centered on the page. When included with text, a table or figure should be set apart from the text. Tables and figures, including captions, may be oriented in landscape. Make sure to use landscape page positioning on landscape-oriented pages. Table data and figure data must be kept together, if the information fits on one page.

The submission process for theses and dissertations begins at the Graduate School. Forms must be digitally submitted to the Graduate School.

View the Checklist for Graduation

The Vanderbilt Libraries have recently implemented  VIREO , an Electronic Thesis & Dissertation review and submission system for the Graduate School. The Graduate School requires electronic submission of all theses and dissertations through this new platform. Format reviews now occur within the VIREO submission process. If you have questions or would like an in-person format review,  contact administrators .

Students will use their VUnet ID and password to log in and begin completing the appropriate information, as outlined below.

Verify Your Information

• Orcid ID (can obtain in VIREO)
• Department/Program, Degree, Major
• Phone & Address

 License & Publication Agreements

• Vanderbilt License Agreement (required)
• ProQuest Publication (optional)

 Document Information

• Title, degree month/year, defense date, abstract, keywords, subjects, language
• Your committee, Chair email
• Previously published material (optional)
• Embargo options

Upload Your Files

• Primary document: thesis/dissertation
• Additional files: supplemental, source, administrative (CV, Survey of Earned Doctorates (additional SED information is in the Ph.D. Dissertation Requirements accordion below))

Confirm and Submit

• Students will receive a confirmation email once submitted

Any documents you will be uploading into VIREO as administrative files should be saved as a PDF, and named with your last name, first name-file-conferral month and year. Examples:

• King, Amanda-IntraTermApp-032021.pdf
• King, Amanda-CV-052021.pdf
• King, Amanda-SED-052021.pdf
• King, Amanda-Title Page-052021.pdf
• King, Amanda-Permissions-052021.pdf
• King, Amanda-DGS Approval-052021.pdf

Intent to Graduate OR Intra-term Application

Please note all students must submit either an Intent to Graduate form or an Intra-Term Application. Students planning to graduate at the end of the fall, spring, or summer term should submit the Intent to Graduate form through YES. Students planning to graduate on one of the  intra-term dates  should instead complete the Intra-Term Application and submit as an administrative file in their VIREO profile.

Format Review

A format review is required before thesis or dissertation approval. Review will take place through VIREO when you first upload your document. Allow time before the deadline for review and revisions. For questions contact  [email protected] .

Submit one copy of the title page, with original signatures of the advisor and a second reader (either a member of the committee or DGS of the program). The date on the title page will reflect the month, day, year of degree conferral.

Submit one copy of the abstract with the signature of the advisor.

Completion of Master's Degree Form

Form must be completed and signed by the advisor and the DGS, then submitted securely by the program.

Please note all students must submit either an Intent to Graduate form or an Intra-Term Application. Students planning to graduate at the end of the fall, spring, or summer term should submit the Intent to Graduate form through YES. Students planning to graduate on one of the  intra-term dates  should instead complete the Intra-Term Application and submit as an administrative file in their VIREO profile.

Defense Results

Students must schedule the Defense Exam with the Graduate School two weeks prior to the exam. Students will bring the Defense Results Form (along with the Title Page & Abstract) to obtain committee signatures. Upload the signed title page and abstract as one administrative file (title pate first followed by abstract) to VIREO as an administrative file, and have your department submit the defense results to the  graduate school submissions portal.

Title Page (+ Extra Copy)

Upload your signed title page as an administrative file in VIREO. The date on the title page will reflect the month, day, year of degree conferral. Be sure it is the date of conferral and not the date of your defense.

Upload your signed abstract as an administrative file in VIREO.

Survey of Earned Doctorates (SED)

Students finishing a doctorate degree are required to complete the  SED survey . Information provided to the National Opinion Research Council remains confidential and will be used for research or statistical purposes. Submit the Certificate of Completion with your VIREO submission as an administrative file.

Curriculum Vitae

Submit your CV through your VIREO submission as an administrative file. Directions on preparing a curriculum vitae are available here.

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Graduate Studies

Submitting your electronic thesis or dissertation.

The University of New Mexico encourages open access to all thesis and dissertations produced for graduate degrees. Therefore, all theses are submitted electronically in PDF format to Graduate Studies. These electronically submitted theses (ETDs) are uploaded on a server housed in the UNM Digital Repository  where they are accessible for search and download through web search engines such as Google.  In most cases, students submitting ETDs benefit from having their work available in the open access repository. In some special cases, however, students may want to delay making their work available for varying lengths of time.  For this reason, UNM has implemented an embargo policy that enables students, with approval from their advisers and Graduate Studies, to delay public-wide access to their work in the UNM Digital Repository. While under embargo the manuscript nonetheless remains available to the University of New Mexico academic community in order to satisfy requirements for the degree. Before submitting your thesis, please consult with your committee chair and review the Embargo Restriction Policy  to determine whether or not you should release your work to open access or petition for an appropriate embargo option. For more information on the embargo policy please see Embargoing your Electronically Submitted Thesis or Dissertation . If the decision is made to request an embargo restriction then the form must be submitted to Graduate Studies at the same time as you submit the Announcement of Examination form — at least two weeks before your dissertation defense.

Steps for Submitting Your Manuscript

Once your thesis or dissertation committee approves your final manuscript and you have made all necessary revisions and corrections, you are ready to submit your work as a single pdf file to the UNM Digital Repository and, for dissertation writers, the ProQuest ETD Administrator archive following the instructions below . At the minimum, you must submit your thesis or dissertation to Graduate Studies within (90) ninety days of your final defense or by the graduation deadline for the term in which you are graduating, whichever comes first.

Submission Instructions by Degree:

• Doctorate of Education
• Doctorate of Philosophy
• Master of Fine Arts
• Master of Arts or Master of Science

Note: You must submit the manuscript as a PDF, thus you will need to convert your Microsoft Word document or any other document to the pdf format. When using either a PC or Macintosh platform with recent versions of Microsoft Office you may lose some formatting when converting your Word document into pdf or when submitting your pdf document to the UNM Digital Repository. To protect against such problems, it is important that you create and save all changes to your document on the same computer platform and using the same version of Microsoft Office. Thus, when you complete your final manuscript do not shift between computers and different versions of Word. If you encounter these problems, contact the Manuscript Coordinator at Graduate Studies for assistance.

Steps to Create a Single Thesis or Dissertation File (Microsoft Word 2007 or 2010)

• For the best results to set up the file, please do NOT Copy/Paste the two Template pages before this file is generated with the following instructions.
• Create a number of pages (Page breaks)—Go to Insert (Ribbon)—Click on “Page Break” any number of times (10-20). You need to estimate how many pages you may need for the Front Matter. Please consult the  Examples of Front Matter . Review the example to decide on the number of pages in the Front Matter.
• In order to be able to create page numbers for the Front Matter (lower case Roman numerals) and Body of Research (Arabic numerals), pick the halfway placement of the pages to set the section break. Place the cursor on the page in which the section break will be set at the beginning of that page.
• Set the section break: Go to Page Layout (Ribbon)—Click on Breaks—Click on Section Break (Next page). Do NOT use the continuous section break.
• At this point, you want to set the lower case Roman numeral page numbers for the Front Matter. Go to the first page of the file and place the cursor at the first page. Go to Insert (Ribbon)—move to the right and click on Page Number. You will need to pick the location placement of your page numbers (window examples). You need to pick either upper right hand corner or bottom center. Once the location is set and make sure your cursor is still at the first page of the file. You should be able to go back to Insert (Ribbon)—Page Number (which may have moved to just below to the left from the ribbon. Scroll down to Format Page Numbers and click to show the window box. At this time, click on the arrow and select the ”i,ii,iii,iv”-lower case Roman numerals which will be highlighted in gray. Move down to the page numbering section and select the start at:  type in “i”. Click on the “OK” button.
• The previous step should have incorporated the lower case roman numbers for the Front Matter. You will see that at the transition page where the section break was set for the Body of Research that an Arabic number is in place instead of the lower case number. Example: I,ii,ii,vi,v,vi,vii,viii,ix,x,11,12,13.
• The first page of the Body of Research should start as page 1. You will need to reset the page numbers for the Body of Research. Place the cursor on this page of the Body of Research and follow the previous step to incorporate correct Arabic page numbers. Go to Insert (Ribbon)—move to the right and click on Page Number. You will need to pick the location placement of your page numbers (window examples). You should be able to go back to Insert (Ribbon)—Page Number (which may have moved to just below to the left from the ribbon. Scroll down to Format Page Numbers and click to show the window box. At this time, click on the arrow and select the  ”1,2,3,…”-Arabic numerals which will be highlighted in gray. Move down to the page numbering section and select the start at:  type in “1”. Click on the “OK” button. This step should have renumbered the Body of Research correctly to start as p.1.
• At this point, this is the file that can now be formatted to become the full thesis or dissertation file. You will now continue with the format criteria for margins, line spacing, fonts, and all other style (APA, MLA, or Chicago) criteria that you can confirm with your committee chair if necessary.
• You can create the two template pages (Approval page and the Title page) which can be copy/pasted to the p.i and p.ii of the Front Matter.  Please consult the  Examples of Front Matter for Thesis or Dissertation  to decide how the Front Matter pages will be generated –Approval page, Title page, Dedication page(optional), Acknowledgement page(optional), Abstract page, Table of Contents, List of Tables(optional), List of Figures(optional).
• For Microsoft 2010 to copy/paste the Template pages, follow the next instructions.  When you are ready to create the template pages, you must unlock the template to complete typing within the gray fields but, also, to Save the template page to your laptop/computer. Go to “Review” (Ribbon) and click on “Review” icon. Move to the far right side and click Restrict Editing. Look down the right side to the bottom area and click Stop Protection. This will allow you to complete the template page and save it to your computer.
• With the document file, you will want to copy/paste your Template pages (Approval page and Title page), Abstract page, Table of Contents to the Front Matter section. You can copy/paste individual files (Introduction or Chapter 1, Chapter 2,…) to the Body of Research section. You want to complete all your edit/revisions within this file. When you paste the documents to the full thesis or dissertation file, use the Paste Special option and then the Picture option to move the selected text to your thesis or dissertation file.
• Most important, please backup your thesis or dissertation file to a USB stick or external hard drive. Be sure to save this file to multiple places so when you have a final thesis or dissertation file, you will be ready to convert this file to a PDF for final submission to the electronic digital repositories to meet the final degree requirement for your degree program.

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Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc)

Format of the thesis.

The thesis must:

be written in British English, apart from quotations and recognised technical formulae

be in A4 portrait format

use one-and-a-half spaced type

include any photographs or other illustrations scanned into the text

be saved in the electronic format and naming style specified by your Degree Committee

Examiners are not expected to edit work. They will deal with errors of fact and typographical errors that affect the meaning of your work, as well as larger structural issues. The extent to which the text has or has not been properly prepared may influence their recommendation concerning the award of the degree. You are therefore advised to check your thesis thoroughly prior to submission to ensure clear, formal British English has been used throughout and that there are minimal typing and/or spelling mistakes.

How and when to present the thesis for examination

You must submit an electronic copy of your thesis for examination, and any required accompanying documents, to your Degree Committee by your submission deadline (which can be found under 'Thesis Submission details' on the Academic tile in your CamSIS self-service). You are required to submit your thesis for examination by your deadline even if the date falls over a weekend or holiday period.

Your Degree Committee should provide you with guidance for electronic submission; please contact them directly if you require any assistance.

The thesis you submit to your Degree Committee will be the thesis forwarded to the examiners for examination. It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file(s) you upload when submitting your thesis.

Postgraduate students must keep a minimum number of terms of research before they can submit (for example, 9 for the full-time PhD or 15 for the part-time PhD or EdD) unless they have been granted an allowance or exemption of terms . If you attempt to submit too early and have not had an allowance or exemption of terms approved, your thesis submission will not be accepted or will be kept on hold and not forwarded to your examiners until the first day of your 9th (full-time) or 15th (part-time) term.

Requirements

You must include the following bound inside your thesis:

1. A title page displaying:

the full title of the thesis

your full legal name (as it appears on your passport, marriage certificate or deed poll)

your college

the date of submission (month and year)

a declaration stating: "This thesis is submitted for the degree of Doctor of Philosophy/Doctor of Education/Doctor of Business/Doctor of Medicine/Master of Science/Master of Letters (as appropriate)."

2. A declaration in the preface stating:

This thesis is the result of my own work and includes nothing which is the outcome of work done in collaboration except as declared in the preface and specified in the text.

It is not substantially the same as any work that has already been submitted before for any degree or other qualification except as declared in the preface and specified in the text.

It does not exceed the prescribed word limit for the [insert relevant] Degree Committee. (For more information on the word limits for the respective Degree Committees see Word Limits and Requirements of your Degree Committee )

3. An abstract/summary of your thesis

4. [if applicable] the list of additional materials that were approved for submission alongside the thesis

You must also submit the following documents (not included inside the thesis):

Required: One declaration form

Optional: Research Impact Statement If pandemic, war/conflict, or natural disaster have significantly impacted on your research, you are invited to submit a Research Impact Statement with your thesis using the template provided. The purpose of the statement is for you to describe any restrictions or difficulties experienced in undertaking your research as a result of pandemic, war/conflict, or natural disaster, and to provide details of any alternative arrangements made to complete the work for your thesis. Further details for students and supervisors can be found in the Research Impact Statement guidance  and the Research Impact Statement form can be downloaded here . 

Inclusion of additional materials

Students other than those in the Faculty of Music must seek permission through their  CamSIS Self Service page if they wish to submit additional materials for examination alongside their thesis. Additional materials are integral to the thesis but in a format that cannot be easily included in the main body of the thesis (for example, 3D graphics). You should refer to the ' Policy on the inclusion of additional materials with a thesis ' before making an application to include additional materials. This process should be initiated prior to the thesis submission. If a thesis is submitted with additional materials and without permission to include them, it will be held by the Degree Committee until approval is confirmed.

Please bear in mind that if you are granted permission to submit additional materials, you are required to upload the same materials to the University repository, Apollo , when you submit your approved thesis  post-examination (doctoral candidates only). Therefore, the inclusion of additional material that contains uncleared third-party copyright or sensitive material may affect the access level that is most appropriate for your thesis.

Submitting a revised thesis

If you are resubmitting your thesis following a viva outcome of being allowed to revise and resubmit the thesis for examination for a doctoral degree, you need to follow the same procedure as for the original thesis submission .

What happens following submission of the thesis for examination 

When you submit your thesis for examination the Degree Committee will check the submission, acknowledge receipt, and inform Student Registry you have submitted. The Student Registry will update your CamSIS record.

The Degree Committee will forward your thesis to your examiners. If you have not received confirmation of the date of your viva (oral examination) within six weeks of submitting your thesis, or if you have any questions with regard to your thesis at this stage, you should contact your Degree Committee. 

Your Examiners should not ask you for a printed copy of your thesis or other material in advance of your viva (oral examination). If they do, please seek advice from your Degree Committee.

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SPECIAL COLLECTIONS

You are here.

• Conducting Research
• Services & Policies
• Theses & Dissertations
• Senior Thesis Submission Information for Students
• Master's Theses and Ph.D. Dissertations: Submission Guidelines
• Senior Thesis Submission Information for Academic Departments

On this page: 

Thesis central - general information.

• Thesis Central - Step-by-step Instructions
• Submission status
• Verify Your Information
• Senior Thesis Information
• Upload Your Files
• Confirm & Submit
• Further Questions
• Student Options Regarding Access to Their Theses
• Using LaTeX to Display Special Characters in Submission System  
• Thesis Central is a system that allows students to upload senior thesis files for retrieval by their home department (and certificate program, if applicable) and from which the files will be transmitted to the University Archives.
• All students, except those whose thesis work is in the form of a performance or exhibition, should upload their thesis file (or files) to Thesis Central.
• Thesis Central will be available for student submissions starting in March 25th, 2024 thru the 2024 Dean's date, May 7th, 2024. To access the site, go to the Princeton Thesis Central homepage and login with your netid. 
• Allow roughly 20 minutes to complete the upload process.
• Note: be sure to check with your home department for additional requirements regarding submission of senior theses, such as the submission of bound or unbound paper copies.

Thesis Central- Step-by-step Instructions

Submission status page.

• This page lists a student's active submissions. Each student will have one in progress submission in the first row of the table. To submit your senior thesis, click the "Continue" button.
• You should only click on "Start a new submission" if you made an error in your initial submission and need to resubmit your thesis, or if you are submitting two different senior theses, such as one for your home department, and a different thesis for a certificate program. 
• If you are resubmitting your thesis due to an error in your first submission, you should notify the undergraduate administrator that you are doing so. 
• Note: All submissions are timestamped to ensure that you are meeting your departmental deadline.

Verify Your Information Page

Student information.

• Verify the information that is displayed. If your name, email address, or department is incorrect, notify the University Archives via our Ask Us Form.
• If your home department is not displayed, choose your department from the dropdown box.

Senior Thesis Type

• In this section, most students should choose "Home Department Thesis."
• Only choose "Certificate Program Thesis" if you wrote two different senior theses (one for your home department and one for a certificate program) and you are in the process of submitting your certificate program thesis.
• This choice is typically only used for students who are in the Creative Writing Program and have written a separate thesis for that program.
• If you have written one senior thesis that fulfills requirements for your home department as well as a certificate program, you should choose “Home Department Thesis.” You will have the opportunity to record the certificate program to which your thesis relates in a later step.
• Please submit any questions to the Ask Us form .

Honor Code Page

You must agree to the honor code statement in order to complete your submission.

Senior Thesis Information Page

On this page you will enter information about your senior thesis.

Title and Abstract

• Enter your thesis title into the title field. If your thesis has an abstract, copy and paste it from your PDF. The abstract field is optional; if your thesis does not have one, leave the field blank.
• If your title or abstract has special characters, see the section below on  LaTex Instructions .

Multi-author

• Is this a multi-author thesis?
• If you are the sole author of the thesis, select "No."
• If you collaborated on your thesis with others select "Yes."
• If you are submitting a multi-author thesis, your senior thesis file must include all coauthors’ names; and you and your coauthors must agree on an access level. Access levels are explained on Office of Undergraduate Reserach Thesis Archive webpage .

Certificate Program

• If your thesis fulfills requirements for your home department as well as a Certificate Program, choose the program from the list.
• If this thesis fulfills requirements for more than one program, record the first certificate program in Thesis Central and use this Google form to record any addtional certificate programs. If you have questions contact  [email protected] .

Your Adviser/s

• If your adviser is not listed, enter their name in the fields provided. Please use the form of name found in the Princeton University Directory . For example, “Anthony T. Grafton” instead of “Tony Grafton.”
• If you were advised by multiple faculty members, you may add additional adviser names.

Upload Your Files Page

• In this step you will upload your senior thesis file. Optionally, you may upload additional supplementary files that will be available along with your document after publication.
• In the Thesis Central system, the primary senior thesis document must be a PDF. To upload your thesis, click on the Browse button to find the file on your device, and then, once chosen, click on the Upload button to save the file to the server.
• If your senior thesis submission does not include a PDF, you can upload a placeholder_file.pdf file in the Upload Primary Document section. You can then proceed to upload other file types in the Upload Additional Files section.

Large files

• The size limit for each individual file uploaded to Thesis Central is 1 GB. If your main PDF file exceeds 1 GB, you must upload the placeholder_file.pdf file so that you can complete your submission. You should then email  [email protected]  and your undergraduate administrator to let us know that you have taken this step. We will work with you to obtain your file through other means. 
• There is no limit on the number of supplementary files you may upload, though total of all files must not exceed 4 GB. Executable files (.exe) are not allowed.

Below is a list of preferred file types for supplementary files:

• Audio files: MP3 format (.mp3)
• Video files: MP4 format (.mp4), and encoded in H.264/MPEG-4 compression format. See Video Compression Instructions for H.264/MPEG-4 format
• Still images that are separate from a PDF: JPEG (.jpg), JPEG2000 (.jp2), or TIFF (.tif) format
• Websites: see our Guidelines for Designing Preservation-Friendly Websites . Students whose entire senior thesis project is a website should complete a submission in Thesis Central using the placeholder.pdf file (entering the thesis title, abstract (if applicable), and adviser names) and contact  [email protected]  to discuss options for capturing the website.

Confirm & Submit Page

• On the confirm and submit page, you will see all of the information that pertains to your thesis. You can edit any of the information that you supplied by clicking on the edit links, such as “edit your senior thesis information.” You can also view the file/s that you uploaded by clicking on the file links. You can change the file that you have uploaded by clicking on the “edit your uploaded files” link.
• Once you hit Confirm and Submit you will no longer be able to make edits to this submission. If you find that you have made an error in your submission, you should create a new submission with the correct information, and contact your undergraduate administrator explaining the reason that you have multiple submissions.

Further Questions?

For questions about, or problems with, the Thesis Central system, contact  [email protected] . For questions about your senior thesis requirements, contact your department's undergraduate program coordinator. For questions about access restriction requests, contact [email protected] .

Student Options Regarding Access to Your Thesis

• Your senior thesis will be added to the Princeton University Archives' senior thesis digital archive hosted by Dataspace . This resource enables Princeton students, faculty, and staff and other authorized users of Princeton University's computing network to access copies of senior theses online. Senior theses are not freely accessible online outside of the Princeton computing network.
• The Office of Undergraduate Research (OUR) offers options for students to further restrict their theses. Visit the OUR webpage on the digital archiving of senior theses for complete detials. If you have questions about these options, please contact [email protected] . 
• To make a restricted access request, complete and submit a Restricted Access Form to the Office of the Dean of the College by 11:55 p.m. on commencement day. 

Using LaTeX to Display Special Characters in Submission System

If you have mathematical formulae or scientific expressions in your title or abstract that you cannot create using your keyboard, we ask you to use some basic LaTeX markup in the senior thesis submission site so that the characters will display properly in our digital repository. In most cases, the characters that need encoding are subscripts and superscripts, arrows and other symbols, and letters of the Greek alphabet. In order to display these characters, you must create an expression that begins and ends with the following tags: \( and \), and then insert the code for the character or symbol within the tags.

See these common examples:

• Subscript: Na\(_{2}\)  displays as Na 2
• Superscript:  Na\(^{2}\) displays as Na 2  
• Left facing arrow: \(\leftarrow\) displays as ←
• Greek letter Delta: \(\Delta\) displays as Δ

To find the code you need, see the ShareLaTeX website , especially in their documentation of superscripts and subscripts (see the Reference Guide section), and their library of codes for symbols and Greek letters. Another helpful site is the LaTeX Wikibooks page. The Senior Thesis Submission Site contains a preview page to test how your markup will display before you enter it into the submission form.

If you have trouble with your markup, make a note in the comments of the submission form and submit your thesis. It is more important to submit your thesis on time than to have the markup exactly right!

Downloadable Documents

• AcSIR Emblem
• Mission & Objectives
• Board of Governors, AcSIR
• Senate, AcSIR
• AcSIR Affiliated Research Institutes (82)
• Statement of Accounts
• Right To Information
• Faculty of Studies
• Academic Timeline
• Professors & Faculty List
• AcSIR Students List
• Programme Fee
• Grade Conversion Formula
• Academic Requirements
• Research Papers with AcSIR Affiliation (till 2021)
• AcSIR Ph.D. Thesis Abstract Portal
• PhD Notification
• Request for Transcript from AcSIR
• Request for Degree Certificate (Routine/ Priority to Indian/ foreign destination) and/or Duplicate Degree/ Grade Card
• AcSIR Best Ph.D. Thesis Awards
• Awards & Honors
• Convocation
• Online Admission Portal
• Admission process
• Admission Calendar
• QIP | Quality Improvement Programme
• Visvesvaraya PhD Scheme January-2024 (Open)
• AcSIR-RMIT University Joint PhD (Cotutelle) Fellowship Program 2023
• AcSIR-Deakin University Joint PhD (Cotutelle) Program, 2023
• AcSIR, India–UWA, Australia, Joint PhD (Cotutelle) Program
• AcSIR Alumni network
• Master’s Program – Alumni
• Ph.D. Program- Alumni
• Opportunities

Forms and Templates.

Template for introduction of new courses, template for modification of existing courses, format for doctoral advisory committee (dac) meetings, format for comprehensive exam, form for conduct of pre-thesis open colloquium (ptoc/ dac-iv), thesis submission checklist, form for examiners of ph.d thesis, request form for financial no dues certificate : word format | pdf format, format of declaration for plagiarism free dissertation or thesis, form for dac recommendation on thesis examiner reports and constitution of oral examination board (oeb), format for certification of the compliance to ugc regulation 2009/2016 for ph.d. degree, semester academics continuation commitment (sacc) form.

• Revised Formats of AcSIR Ph.D. Thesis and documents to be mandatorily included with the Thesis ( effective from August 08, 2020 onwards for all the Ph.D. thesis submitted to AcSIR )
• Faculty application form

BHARATHIAR UNIVERSITY

Coimbatore - 641046, centre for research and evaluation, instructions online application for thesis submission.

• Kindly read the instructions carefully before you start filling the application form.
• Register Online at http://erp.b-u.ac.in/erp/scholar/public/
• The Online Application should be filled and submitted online.
• Print the online application and handover the printed online application to the Centre for Research and Evaluation, Controller of Examination Building, Bharathiar University, Coimbatore after the prescribed period of research and three moths before the date of submission of thesis. Another copy of the synopsis application should be submitted to the Registrar, Bharathiar University, Coimbatore.
• Thesis File (below 5MB)
• Thesis Certificate(Download Certificate here)
• Declaration Certificate(Download Certificate here)
• CERTIFICATE OF GENUINESS OF THE PUBLICATION(Download Certificate here)
• � NO DUE CERTIFICATE� from the Head of Department (applicable only to the University Department candidate).
• . �NO DUE CERTIFICATE� obtained from the Registrar, Bharathiar University if the Ph.D. scholar is from a Recognised Research Institution or doing Ph.D. under independent study external registration
• The copy of the challan towards remittance of thesis fee of Rs.6000/- prescribed for those candidates registered on or after 01-04-2001 and the late thesis submission fee, if any, to the Bharathiar University Exam Fund Account in the Bank of India branch at Bharathiar University or Demand Draft drawn on any of the scheduled banks in the Coimbatore City favouring the Registrar, Bharathiar University stating clearly the purpose of remittance.
• Attested copy of the University communication granting extention of time for submission of the thesis
• A CD containing the thesis copy in PDF format.
• The penalty fee for the late submission of Ph.D. Thesis is Rs.500/- (if it exceeds six months from the date of submission of the Synopsis) for every six months till the date of submission of thesis.
• Actual Postal Expense is to be paid by the candidate at time of the submission of consolidated Report. A fee of Rs.500/- Is to be paid by the candidate for Provisional Certificate along with the Viva voce report.