THESIS
FORMATTING & SUBMISSION
WORKSHOP
Creative Writing and Writing for the Performing Arts
Spring 2012
Kara Oswood – UCR Graduate Academic Affairs
Introduction
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Information and Expectations = Less stress!
Understanding Standards
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Documents must look professional for future review
Graduate Academic Affairs
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140 University Office Building, Main Campus
M-F, 8am to 5pm (closed 12-1 for lunch)
kara.oswood@ucr.edu & amanda.wong@ucr.edu
951-827-3315
http://graduate.ucr.edu
Topics of Discussion
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Requirements for Filing
Document Style
Format Requirements
Formatting Resources
Format Review
Electronic Filing and ProQuest ETD website
Filing Manuscript with Graduate Division
Graduation
Requirements for Filing
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Must be Advanced to Candidacy
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Beginning of the quarter you plan to graduate.
Approved Thesis Committee
Must be enrolled & paid or on Filing Fee Status
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Filing Fee status occurs in lieu of registration
Filing Fee is NOT required
Must petition Graduate Division for approval
No enrollment in courses (consider student loan/financial aid
repayment/Int’l student)
Must have a completed draft and plan to take no more than 12
hours of faculty time
Cost is currently $162.
Retain library privileges
Can only use it once.
Enrolling in 1 unit of 299 is another option.
Document Style
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FIRST RULE: Style must conform to Graduate Division
Format requirements
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Style is at the discretion of you and your committee
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Thesis document is the objective
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Slight adjustments may need to be made to screenplays and other
genres in order to meet formatting requirements.
Format - Preliminary Pages
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Title Page (page i, not numbered)
Copyright Page (page ii, not numbered)
Signature Approval Page (page iii, not numbered)
Acknowledgements (optional)
Dedication (optional)
Table of Contents (if needed)
Preface or Forward (optional)
Format - Document Body
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Pagination
Margins - 1.5” on left & top, 1” on right & bottom
Widows and Orphans
Double-spacing - general rule, some exceptions
Type Size - 10, 11 or 12 point
Use of color is acceptable
Format - Document Body
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Pagination
Margins - 1.5” on left & top, 1” on right & bottom
Widows and Orphans
Double-spacing - general rule, some exceptions
Type Size - 10, 11 or 12 point
Use of color is acceptable
Formatting Resources & Hints
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Inserting portrait style page numbers on a landscape
page.
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Pagination
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Instructions available on the ProQuest submission website or Graduate
Division “dissertation central” site.
http://www.graduate.ucr.edu/Dissertation.html
Using section breaks - instructions available on the ProQuest
submission website or Graduate Division “dissertation central” site.
Combining pdf files – Preview (Mac), Adobe professional or free online
tools available.
Final Draft or Celtx for Screenplays
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Margin size and page number placement requirements are the same
even if you are using this software.
Helpful hints for Final Draft available on “dissertation central” site.
Format Review
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All students must complete a format review at least one week
prior to final filing date.
The format review does not have to be the final version and the
final defense does not have to be completed.
Upload the document as one pdf to the ProQuest ETD website.
You must complete the entire online process. Once all the
required boxes on the left side of the screen are checked, you can
“submit” via the bottom link.
If you are having trouble, review the help screens on the website.
The document will not be forwarded to the publisher at this
point.
The format review will typically be completed within 24 hours.
You will receive an email with instructions regarding how to
proceed. The formatting changes will be attached to that email.
Electronic Filing
UPLOAD TO: http://www.etdadmin.com/ucr
Step 1: Format Review
Step 2: Download and fill the Acceptance and Deposit Form from the Graduate
Division website. Either mail directly or give to Agam to mail. An original signed
version is required. This form must be in our office by the deadline.
Step 3: Revise and upload the final version of the document and “submit”. If
you are submitting on the final day, make sure you leave yourself enough time
prior to the 5:00pm deadline in case you experience unexpected challenges.
Step 4: Submit the original signature page (or confirm with Agam the signature
page has been submitted) and Acceptance and Deposit Form to Graduate
Academic Affairs by 5:00pm on the deadline day. The signature page in the
electronic version must be blank.
ProQuest ETD Website
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Publishing Options – Traditional vs. Open Access
Search Engines and Third Party Retailers
Delayed Release – up to two years with an option to petition
for up to 5 years.
Thesis Details – Enter Co-Chairperson names in Committee
Chair section. Third member will be in Committee Member
section.
Subject Category – Choose either Literature, American or
Literature, Modern.
Register U.S. Copyright – Optional, most students don’t.
Order Copies – Optional, you can create bound copies
however you wish. The Grad Div does not bind manuscripts.
Filing Your Manuscript
Must be an enrolled student or on filing fee
 Summer filing: Free, Filing Fee or 2 units of Summer
Session
 Final Filing Requirements
 Acceptance and Deposit Form
 Signature Page
 Final Version of the Thesis uploaded
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Upcoming Deadline Dates
Spring 2012
Summer 2012
Friday, June 15th – 5:00pm
Friday, August 31st – 5:00pm
Fall 2012
Friday, September 21st – 5:00pm
(file by this day to avoid fees/enrollment for Fall 2012)
Fall 2012
Friday, December 14th – 5:00pm
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Check http://www.graduate.ucr.edu/Dissertation.html for current and
future deadline dates.
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No Exceptions! Deadlines are firm!
Graduation!!!
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Once you have completed all requirements you will receive a
certificate of completion. The certificate will be mailed if you
are unable to pick it up in Riverside.
The degree will be posted to your transcript by the
Registrar’s office 6-8 weeks after the degree conferral date.
You must order a transcript, it will not be sent automatically.
The Registrar will send postcard at least five months after
the degree conferral date asking you to pick up your
diploma (update your permanent address on GROWL).
There is a fee to have the diploma mailed to you.
You will always have access to GROWL.
Your R’Mail address will be active indefinitely.
CONTACT AMANDA WONG OR
KARA OSWOOD WITH ANY
QUESTIONS.