Graduate Studies

Formatting

A thesis/project comprises four major parts: pre-text pages (Title to Abstracts pages, see list below), text (Chapters), documentation (e.g., References, Works Cited, etc.), and appendices. The sequence below should always be followed:

  • Title Page
  • Graduate Advisory Committee Page
  • Publication Rights (optional)
  • Dedication (optional)
  • Preface/Acknowledgments (optional)
  • Table of Contents
  • List of Tables (if used)
  • List of Figures (if used)
  • List of Symbols or Nomenclature (if used)
  • Abstract
  • Chapters
  • Documentation (e.g., References, Works Cited, etc.)
  • Appendices

For more information on the content and structure of a thesis or project visit the Thesis Overview and Project Overview webpages. 

Resources: 

Thesis/Project Research and Writing Canvas page: To request access to the Canvas page email the Graduate Research and Writing Coordinator

Thesis Template: (DOC) Editable Thesis Template MS Word

Project Template: (DOC) Editable Project Template MS Word

Thesis/Project Formatting Checklist: (PDF) This checklist includes common formatting issues and how to fix them. 

Thesis/Project Formatting Workshop Slides: (PDF) The workshop slides has several links and tips on how to organize your document. 

Note: Only use the template as an aid. You are entirely responsible for meeting the formatting requirements outlined below.

Final Formatting

The Graduate Research and Writing Coordinator's role is to support students with thesis/project formatting and general writing issues before the final submission and, once submitted, will review and approve the final thesis/project formatting. 

Students will use the combination of their discipline's designated style guide and the University Format guidelines (see below) to format their thesis/project document. The students use the style guide for formatting their in-text citations, all tables, captions for figures and tables, and the documentation (e.g., References, Works Cited, etc.).

With direction and written approval from their advisory committee chair and graduate coordinator, students may select a format consistent with professional publications in their area for the body of text (e.g., formatting the chapters and chapter reference section, if applicable). However, specific University Format guidelines must still apply to the pre-text pages and other University Format requirements.

Departmental Style Guides

Students are responsible for using the appropriate departmental style guide and must follow the specifications in that guide. Each department selects its style guide, which in turn determines the format for the following:

  1. Referencing system (in-text citations) throughout the thesis/project.
  2. Formatting and captioning of all tables.
  3. Format of captions for all figures.
  4. Documentation (e.g., References, Works Cited, etc.).  

Please speak with your Graduate Coordinator to find your department's style guide.

Anyone wishing to follow a manual other than that approved by the department must provide the Graduate Research and Writing Coordinator with a written memo signed by all committee members approving the change and a copy of the alternative style manual. 

Links for Style Guides: APA, MLA, Chicago, Turabian, CSI, and ECE

University Format

The University Format guidelines provide a systematic structure for thesis and project documents and need to be adhered to for final submission. Formatting requirements for theses/projects have been developed with accessibility and readability guidelines in mind.

Length

Although the Office of Graduate Studies does not have a page limit or maximum, we suggest that the graduate student strives for a thesis or project that ranges between 50 and 70 pages.

Appearance and Typeface

  • The basic manuscript text must be in a non-italic type font, at a size of 11-point or 12-point, and double-spaced. For accessibility and readability purposes, Sans Serif, Helvetica, Calibri (11-point font), and Arial (11-point font) are recommended. For footnotes, figures, captions, tables, charts, and graphs, a font size of 8-point to 10-point is to be used.
  • Your basic manuscript text must be black, not bolded, and hyperlinks (throughout the document) must be blue and underlined.
  • You may use italics for quotations, words in a foreign language, occasional emphasis, book titles, captions, scientific terms, and footnotes.
  • Textual content needs to be formatted for an 8.5 x 11 page. Visual media projects do not need to meet this requirement.

Pagination

      • Four sections of the thesis/project manuscript are comprised of the following sections:
        • Pre-text pages (Title, Approval, Dedication, Publication Rights, Preface/Acknowledgements, Table of Contents, List of Tables, List of Figures, List of Symbols or Nomenclature, and Abstract pages)
        • Text (The chapters and main body of the text)
        • Documentation (e.g., References, Works Cited, etc.)
        • Appendices (if applicable)
      • All manuscript pages from the title page to the last page of the appendices are counted, but the title and approval pages in the pre-text section are counted but do not bear page numbers.
      • Numbering of Pre-Text Pages: Number the pre-text pages with lowercase Roman numerals starting with the lower-case Roman numeral iii (page 3) on the page after the approval page (this is typically the Publication Rights page, however, including the Publications Rights page is optional).
      • Numbering of the Text Pages (Chapters): Number the text pages with Arabic numerals, beginning with the first page of Chapter I as page number 1.
      • Number of Documentation (e.g., Reference, Works Cited, etc.) Pages and Appendices: These sections are also numbered with Arabic numerals and follow the pagination of the text pages (For example, the last chapter ends on page 70, the four reference pages are numbered 71-74, and the appendices pages numbering starts on page 75 and follows the progression to the end).
      • Page Numbers in the Table of Contents: Ensure that all page numbers are succinct and match what is listed in the table of contents.
      • Placement of Page Numbers: Page numbers must be positioned either in the upper right corner or the bottom center and must be 1" from the edges. Make sure the margins of the header and footer are set at 1" and that the positioning of your page numbers is accurate and uniform throughout the entire
      • Note: As you review other theses and projects throughout ScholarWorks, you will see that at the beginning of each chapter, the candidate has typed the numerals on the 1" bottom margin, centered with the body of the text, and subsequent pages for each of these sections are paginated in the top right-hand corner. However, as of Fall 2014, the position of the page numbers has changed to accommodate more students and expand the formatting options.
      • Page Number Tutorial: The thesis/project document will need to be set up into a minimum of three sections for page numbering. To create a section, use the section break (not to be confused with a page break) between the sections.
        • Section 1 Pre-text Title and Approval pages- No page numbers: These pages are counted, but no page numbers are included. Add a section break at the end of the content on the approval page (this will be after the last committee member is listed).
        • Section 2 Pre-text Pages – Lowercase Roman Numeral iii: Starting with the Publication’s Rights page (or the next page in the list of pre-text pages since the publications’ right page is optional). End the lower-case Roman numeral pagination on the last page of the Abstract page.
        • Section 3: Text, Documentation, and Appendices Pages – Arabic Numerals: Starting on the first page of Chapter I, use the number 1 following the progression to the last page of the appendices.
        • Technical Support: there are a lot of resources in the MS Word help feature and YouTube, and is easy to find through a Google search.
          • The Help feature in MS Word: search the help feature of MS Word
          • Google: How to number pages of a thesis or dissertation
          • Google: How to create page number sections breaks
          • Google: How to enter Roman numerals and Arabic numbers in the same document
        • Notes: This can be a challenging part of formatting a thesis/project. Creating the section breaks is key to ensuring you can enter the correct page numbers.
          • Section Breaks and Page Breaks are different. Section breaks will allow for entering different types of page numbers and changing the page's orientation (Portrait vs. Landscape).
          • When entering text into the document and there is a need to start a new page, it is important to create a Page Break (Ctrl+Enter is the shortcut key and should not be confused with a Section Break).
          • If you are finding it difficult to insert a page number on a page that has a table or figure, you may need to remove the table and figure, then set up the page number, re-format the figure in Excel, and then enter the reformatted table or figure.

Margins

      • All margins must be at least 1" from the edge of the paper.
      • For page numbers, ensure the footer and header margin is set to 1”.

Spacing

      • Double Space all text in the body.
      • Use the entire page without infringing upon margins.
      • Whenever text is available, all pages must be filled to the bottom 1" margin: do not leave pages partially filled with sections of white space.
        • Note: There may be some exceptions. For example, if a table or figure follows the text and does not fit on the page. If that is the case, there may be unfilled space. Minimize the amount of unfilled space by re-sizing the table or figure, if possible.
      • For readability and accessibility purposes, do not split words between lines with a hyphen.

Paragraph Indentations and Block Quotations

  • All paragraphs are ½” indented from the left margin.
  • Block Quotes:
  • Block quotations (direct quotations exceeding four lines) indented ½” from the left margin and single-spaced.
  • Introduce a block quote with a colon.
  • Do not use quotation marks around block quotations.
  • Citation of page number or online resource is required. If the quoted material begins mid-sentence, indicate this with an ellipsis (. . .). For example: ". . . the entire nature of writing will
  • soon change." 

 Tables (include in List of Tables)

  • Table order is determined by sequential numbering using Arabic numerals; tables will be referred to by their number [e.g., (Table 5)].
  • If there is at least one table in the document, there should be a List of Tables in the pre-text pages sections and listed in the Table of Contents (see the sequence of pre-text pages).
  • The table should be referred to within the body of the text before the table. Some examples of how to refer to the table include:
    • In Table 5, the data shows...
    • The data shows the results of the study (Table 5).
  • Insert the table at the end of the paragraph that it is referred to.
    • Tables follow the paragraph they are first mentioned in with no intervening text, and if there's not enough room on the page, the table is placed on the top of the next page regardless of gaps created by the placement of the table. 

  • Triple space (leave two blank lines) above and below each table to offset the rest of the text.
  • Table label and title (e.g., Table 5. Study Data) appear at the top; all source material and/or notes are placed at the bottom.
    • If space is limited, reduce font to no smaller than 8-point font.
  • If space is limited, reduce font to no smaller than 8-point font.
  • In the interest of accessibility and readability,
    • Avoid the use of colors.
    • Avoid excessive blanking of cells in complex tables.
    • Avoid excessive use of NA (not applicable) in blank cells.

Note: If there is a need to have a lot of blank cells or NA cells, consider breaking down the data into simpler tables instead of trying to accommodate too much information into one table.

Tables Reproduced (include in List of Tables)

      • A full bibliographic citation is placed directly below tables reproduced or adapted from another source. Copyright permission is required and needs to be included in the reference section of the manuscript.
      • Do not use abbreviated forms for source citations.
      • Copyrighted material must have letters of permission per final approval submission to the Office of Graduate Studies (see instructions for Final Submission on submitting copyright approval documentation).
      • Specific wording or "credit lines" must be used if requested by the copyright holder.

Figures, Charts, and Graphs (include in List of Figures or List of Tables)

  • Figure order is determined by sequential numbering and numbered in Arabic numerals; tables will be referred to by their number [e.g., (Figure 5)].
  • If there is at least one figure in the document, there should be a List of Figures in the pre-text pages sections and listed in the Table of Contents (see the sequence of pre-text pages).
  • The figure should be referred to within the body of the text before the figure. Some examples of how to refer to the table include:
    • In Figure 5, the data shows...
    • The map shows the location of the river (Figure 5)….
  • Insert the figure at the end of the paragraph that it is referred to, and avoid breaking up a paragraph over multiple pages when including multiple figures in a row.
  • Insert the figure at the end of the paragraph that it is referred to.
    • Figures follow the paragraph they are first mentioned in with no intervening text, and if there's not enough room on the page, the figure is placed on the top of the next page regardless of gaps created by the placement of the figure. 
  • Triple space (leave two blank lines) above and below each figure to offset the rest of the text.
  • Figure title (e.g., Figure 5. River Map) appear at the top; all source material and/or notes are placed at the bottom (e.g., "The river is located in Northern California and runs 85 miles south.").
    • If space is limited, reduce font to no smaller than 8-point font.
  • In the interest of accessibility and readability,
    • Avoid the use of colors.
    • Avoid excessive blank of cells in complex tables
    • Avoid excessive use of NA (not applicable) in blank cells.

Note: If there is a need to have a lot of blank cells or NA cells, consider breaking down the data in simpler tables instead of trying to accommodate too much information into one table.

Epigraphs

      • When used as chapter heads, do not enclose them in quotation marks.
      • Block on the right half or two-thirds of the page.
      • Author/s and title of the quotation are presented flush right and below the epigraph.

Listings

      • All listings are indented from the left-hand margin for the first lines of text.
      • Carry-over lines must return to the original margin.
      • Numbers, dashes, bullets, etc., may precede listings.

Chapter Titles (include in the Table of Contents)

      • Each chapter begins on a new page.
      • Place chapter number at least 1" from the top of the page (CHAPTER I); the chapter title follows three lines (spaces) below this (e.g., INTRODUCTION).
      • Capitalize chapter titles (e.g., METHODOLOGY), use upper-case Roman numerals (e.g., I, II, III, IV, V), and center over the body of the text.
      • Triple space between the chapter title and text or centered heading.
      • If the title exceeds the 3" limit, double-space and center all additional lines in an inverted pyramid.
      • Do not bold or italicize. 

Headings (see examples of heading formatting in Thesis or Project Editable Template document)

      • Headings are the key to writing with precision and presenting material clearly and require consistency. Headings vary and should be chosen with clarity in mind. Strive to be clear, precise, and logical. Headings are organized and presented by levels (meaning a top-down progression based on their level of importance). Most theses/projects do not use more than 3-4 heading levels. See details below.

        • The three most common headings are Centered Heading, Flush-Left Heading, Paragraph Heading, and Additional Level Heading.
        • Each chapter must begin with the Centered Heading (not to be confused with the Chapter title).
        • Do not use abbreviations and acronyms.
        • Do not bold or italicize.  

Centered Heading (include in Table of Contents)

        • The first and most general one (for example, Introduction, Background, Methods, Results, etc.). Must be included in the Table of Contents for all chapters.
        • Must be centered over the text.
        • Two lines of text must follow on the same page for this heading and all others. If two lines of text do not fit on the page with the header, put the header on the next page.
        • Do not underline, 
        • Do not bold or italicize. 
        • Center within margins.
        • Capitalize only the first letter of each major word.
        • The text should follow on the next double-spaced line below.
        • The length of the title on any line must not exceed 3".

        Note: If the title is lengthy, divide it into the appropriate number of lines and single-space the lines in the inverted pyramid style.

Flush-Left Heading (include in Table of Contents)

        • The second level heading (also called Free-standing Sidehead) must be included in the Table of Contents for all chapters. Indent the flush-left heading within the Table of Contents to differentiate between the Center Header and the Flush-left Header.
        • Must follow on the next doubled-spaced line below the Centered Heading (usually at the beginning of the chapter or section of a chapter) or proceeding a paragraph.
        • Two lines of text must follow on the same page for this heading and all others. If two lines of text do not fit on the page with the header, put the header on the next page.
        • Underline and set flush with the left margin; capitalize only the first letter of each major word.
        • Do not bold or italicize. 
        • The text should follow on the next double-spaced line below the heading.
        • If the title exceeds the 3" limit, divide it into the appropriate number of lines.
          • All carry-over lines must be single-spaced and indented ¼" from the left-hand margin.
      •  

Paragraph Heading (do not include in Table of Contents)

        • The third heading level (also called Paragraph Sidehead) should follow on the next double-spaced line below the header or proceeding a paragraph.
        • Two lines of text must follow on the same page for this heading and all others. If two lines of text do not fit on the page with the header, put the header on the next page.
        • Underline and indent the same as the first line of a paragraph (regular indent ½”). 
        • Do not bold or italicize. 
        • The first letter of each major word in the heading is capitalized.
        • The text should follow on the next double-spaced line below the heading.
        • Paragraph headings are not included in the Table of Contents.

Additional Level Heading (do not include in the Table of Contents)

  • The fourth level of heading is not typical but can be used.
  • Two lines of text must follow on the same page for this heading and all others. If two lines of text do not fit on the page with the header, put the header on the next page.
  • Underline and indent the same as the paragraph heading with an additional ½” indentations and end with a period.
  • Do not bold or italicize. 
  • The text should follow after the period and on the same line as the heading. 
  • Additional Level headings are not included in the Table of Contents.

Reference Section (include in Table of Contents)

        • Typed in capital letters centered header (e.g., REFERENCES, WORKS CITED, etc.).
        • Follow the department’s designated style guide for documentation formatting. Note: Contact the department graduate coordinator for information about the department’s designated style guide.

Appendices (include in Table of Contents)

  • Thesis/Project that has more than one appendix item
    • The beginning of the appendices section must start with a half-title page labeled APPENDICES (all capitals), which is centered in the middle of the page (top, bottom, left, and right). The Table of Contents must include the appendices sections and be listed as Appendices with the page number of the half-title page. The half-title page is numbered following the documentation page sequence. For example, the reference section ends on page 70, and the half-title page number is 71.
    • Pagination: Use Arabic numerals that follow the progression of the documentation sections; all pages are numbered.
    • Each individual appendix is preceded by a half-title page bearing only its label (e.g., APPENDIX A, APPENDIX B, etc.). The label must be centered within the page's top, bottom, left, and right margins.
  • Thesis/Project that has only one appendix item
    • The beginning of the appendix section must start with a half-title page labeled APPENDIX A (all capitals), which is centered in the middle of the page (top, bottom, left, and right). The Table of Contents must include the appendix section with the page number of the half-title page. The half-title page is numbered following the documentation page sequence. For example, the reference section ends on page 70, and the half-title page number is 71.

Note: To center the title for the appendices and individual appendix pages:

  • Type in the title on the first line,
  • Center title.
  • Click on Layout and click the square in the bottom right corner of the Page Set up section of the toolbar. A window will open. Click on the layout tab.
  • Under Page: “Vertical alignment”- select Center.
  • Bottom of the window by “Apply to”: select Whole Document.

 Link to information regarding Working With a Formatter(opens in new window).