Online thesis submission

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Tesi in Corso
April 2014
Ilaria Muratori, Marcella Samakovlija
The aims of the course
The aims are to:
•
give useful guidelines about each step of the procedure for
online theses submission
•
set out the graduation check list
•
give few notes about thesis editing
•
put the graduation students in the best condition to face the
procedure for online theses submission without any stress.
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Things you MUST DO
•
•
Registration for the Graduation Session using
WebPOLIself

complete the programme assessment questionnaire
(for the Ministry)

complete the CV (for the Career Service and
AlumniPoli)

fee payment
Online thesis submission
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General information and deadlines
From Politecnico
Homepage
studenti >
concludi i tuoi
studi > Esame di
laurea
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General information and deadlines
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General information and deadlines
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Deadlines
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Thesis online submission and approval deadlines
Thesis submission: Supervisor
Thesis
discussion
INGEGNERIA with COEXAMINER
Tesi in corso
18
24
3
MARCH
28 2930
8
APRIL
Registration
Thesis submission:
INGEGNERIA WITHOUT coexaminer
Supervisor
Thesis
discussion
ARCHITETTURA
DESIGN
Tesi in corso
18
11
24
16
282930
APRIL
MARCH
Registration
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Thesis online submission and approval deadlines
THESIS WITH COEXAMINER
Scuole di INGEGNERIA
THESIS WITHOUT COEXAMINER
Scuole di INGEGNERIA
and
THESIS
Scuole di ARCHITETTURA
Scuola del DESIGN
THESIS WITHOUT COEXAMINER
Scuole di INGEGNERIA
(vecchio ordinamento)
Graduation Candidates
Graduation Candidates
Submission NOT required
from 24th March 2014 to
3rd April 2014 (h24.00)
from 24th March 2014 to
11th April 2014 (h24.00)
Supervisors
Supervisors
from students submission to
8th April 2014 (h24.00)
from students submission to
16th April 2014 (h24.00)
Graduating candidates from Schools of Ingegneria who want to defense their thesis with coexaminer MUST register and submit their thesis not later than 3rd April. After this deadline you
will be able to defense only thesis WITHOUT co-examiner
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The steps
1
2
3
REGISTRATION
THESIS
SUBMISSION
THESIS
APPROVAL
- how to start
- co-authors
- supervisor
- thesis title
- abstract
- keywords
- the file/s
- declaration
- approval
- temporary
postponement
- definitive rejection
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Registration
from home page
SERVIZIONLINE
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Registration
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Registration
DEGREE 
“Graduation
session
registration
/withdrawl”
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Registration
checking data of graduation exam and selection of thesis type
(single author or with co-authors)
Graduation
session
selection
Select if thesis
is made by a
Single author
or by
Co-authors
1
2
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Registration
author (submitter author) and co-authors
Insert data of
first co-author
Confirmation
3
4
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Registration
co-authors
Click the «Add
co-author»
button to add
other coauthor(s)
To continue click
the «Confirm
co-authors»
button
5
6
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Registration
co-authors - removal
To remove a coauthor select the 7
name and click
the «Remove»
button
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Registration
supervisor
Insert
supervisor
name
8
Select
supervisor and 9
click
«Thesis/docum
entation» button
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Registration
co-supervisor, thesis title, thesis type (with or without co-examiner)
1. Always check
the correctness
of inserted data
2. Here you can
add a cosupervisor
name
1
2
3. Insert thesis
title
3
4. Select thesis
type: with or
without coexaminer (only
scuole di
ingegneria)
4
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Registration
CO-EXAMINER (only Scuole di Ingegneria):
The supervisor judges if the thesis is worth to be defensed with
co-examiner
WHO IS THE CO-EXAMINER?
• He/she is an outside expert who is asked to analyze and
evaluate the thesis along with the Graduating Commission
• He/she will write a short report on the thesis for the
Graduating Commission’s President
• He/she is chosen by the Graduating Commission’s Secretary.
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Registration
CO-SUPERVISOR
The co-supervisor, along with the supervisor, helps the graduation
candidates and the supervisor himself, during the writing of the thesis
In the online registration procedure you can add only ONE
co-supervisor. If co-supervisors are more than one you can
add their names on the Title Page of your thesis
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Registration
checking information and registration confirmation
If inserted data
are correct click 10
the
«Confirmation
of registration »
button
11
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Registration
double-check of all information
Read carefully all
the notes
Click the «Submit
the thesis in
POLITesi» button
to swich to thesis
submission
Or click the
«Save» button to
save, exit and
contine the
procedure later
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Online thesis submission STEP by STEP
1
2
3
REGISTRATION
THESIS
SUBMISSION
APPROVAL
- how to start
- co-authors
- supervisor
- thesis title
- abstract
- keywords
- the file/s
- declaration
- approval
- temporary
postponement
- definitive rejection
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Swich from registration to thesis submission
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112
Online thesis submission
IMPORTANT!
check that in your browser the java script function is active
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112
Online thesis submission
To start thesis submission click
«Submit» button…
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Online thesis submission
Thesis description
Check data
imported from
SERVIZIONLINE
If you find
mistakes in the
information:
• Author/s
• Supervisor
• Co-supervisor
• Thesis type
• Title
exit POLITesi
and re-enter
SERVIZIONLINE
to make the
necessary
rectification
Then enter
POLITesi again
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Online thesis submission
Abstract, keywords
Insert:
1. Italian abstract
(optional)
2. English
abstract
(optional)
3. Italian
keywords
(compulsory)
4. English
keywords
(compulsory)
1
2
3
4
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Online thesis submission
Language selection
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Online thesis submission
Thesis file
You MUST save your thesis in ONE FILE in PDF format
When is it allowed to upload more than one file?
if the thesis exeeds 100Mb (i.e. 1 PDF file with thesis’ text and
some PDF files with thesis’ drawings)
 if you want to set different access options to each part of the thesis
(i.e. thesis’ text “Accessible via Internet to all”, thesis’ drawings “Not
accessible”)
If your thesis is made of more than one file you MUST deposit files
one by one. DO NOT deposit zipped files (i.e. .zip, .rar, …)
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Online thesis submission
How to prepare the file
 file must be smaller than 100 Mb: (try to keep file dimension
under control by compressing images, risizing drawings, ... ).
 if your thesis is made of file not convertible in PDF format
(multimedia files), please contact TeDOC
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Online thesis submission
Open-source conversion tools
In the Internet you can find a wide range of open-source tools to:
- create PDF files from files with different extensions (.doc, .xls, .tiff,
.jpg, .dwg, .indd, …)
- choose the PDF output quality to guarantee a good video legibility
keeping small-size files;
- join different PDF files in one file.
i.e. check the following web page
http://www.programmifree.com/categorie/pdf.htm
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Online thesis submission
How to name the file/s
Thesis file/s must be named as follows:
year_month of graduation session_surmame/s of graduating
candidates
i.e.
2014_04_Rossi.PDF
or
2014_04_Rossi_Bianchi_Neri.PDF
If you have more than one file:
i.e.
or
2014_04_Rossi_01.PDF, 2014_04_Rossi_02.PDF, 2014_04_Rossi_03.PDF
2014_04_Rossi_Bianchi_Neri_01.PDF, 2014_04_Rossi_Bianchi_Neri_02.PDF
File/s MUST BE UNPROTECTED to allow all the necessary further
steps for a correct long term preservation
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Online thesis submission
Uploading the file/s
Click “Sfoglia”
button to select
thesis file from
your device
(hard disk, USB
…)
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Online thesis submission
File selection
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Online thesis submission
File’s description and selection of access option
1
2
3
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Online thesis submission
Access option for POLITesi
1. Accessible via Internet
to all
The file will be accessible and downloadable via internet by anyone who
may consult the archive POLITesi
2. Accessible via Internet
to all starting from…
As option 1. but starting from 1 or 3 years after the date of its submission
3. Accessible via Internet
only by authorised
users (AunicaLogin or
Shibboleth)
The file will be accessible and downloadable by any authenticated user
(AunicaLogin or Shibboleth) who may consult the archive POLITesi At
the present time authorized users are: professors and all Politecnico
staff, Politecnico students and ex-students with AunicaLogin credentials.
In the future authorized users could be also anyone with Shibboleth
credentials (people from other universities and research institutions that
have agreements with Politecnico di Milano). The list of Shibboleth
institutions will be published on POLITesi website.
4. Accessible via Internet
only by authorised
users (AunicaLogin or
Shibboleth) starting
from…
As option 3 but starting from 1 or 3 years after the date of its submission
5. Not accessible
The file will be accessible and downloadable in the archive POLITesi
only by the author/s, by the supervisor and by the Politecnico
Administration Staff.
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Online thesis submission
Uploading …
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Online thesis submission
Uploading more files
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Online thesis submission
Uploading more files
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Online thesis submission
Uploading more files
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Online thesis submission
Check results
1. If needed, you
can change file
description and
1a. access option
2. At the end of
the upload of all
files we
suggest to
open each file
to check that
the upload
worked
properly
3. If you find
problems in
opening file,
remove it and
upload it again
1
2
1a
3
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Online thesis submission
Final check
Check all information
To modify:
• Author(s),
• supervisor,
• title (that must be
exactly the same of
the one on the title
page of the thesis text)
• co-supervisor
Exit POLITesi and
make changes in
SERVIZIONLINE
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Online thesis submission
Final check
Be sure to have
uploaded the
definitive
version of your
thesis file
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Online thesis submission
Thesis submission declaration
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Online thesis submission
Thesis submission declaration
On-line thesis submission declaration
•On: [today's date]
•[surname name (e-mail)]
•submits in the collection: [name of collection]
•the thesis: [title]
•author(s): [surname, name graduation candidate(s)]
•supervisor: [surname, name supervisor]
•the thesis is composed of the following files (in brackets the option
chosen for access to each file after publication in the on-line thesis
archive of the Politecnico di Milano is given):
[filename – description – file access option]
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Online thesis submission
Thesis submission declaration
Declares:
• the complete correspondence between the file(s) submitted and the copy of
the thesis which will be presented and discussed in the graduation session;
• that the content of the thesis is an original work created by him/her and in no
way jeopardizes the copyright nor the obligations related to safeguard of
moral or economic rights of other authors or others with rightful claim, both
as far as text, images, photos, tables or other parts comprising the thesis
(Legge 633/1941 and subsequent amendments) and that the Politecnico di
Milano will in any case be exempt from any responsibility of any civil,
administrative or penal nature and will be kept unharmed from any request
or claim by third parties;
• that, in the case of theses with multiple authors, the choice of access option
to the file(s) by third parties after publication in the on-line thesis archive of
the Politecnico di Milano has been taken in agreement with the co-authors.
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Online thesis submission
Thesis submission declaration
Accepts:
•
to give the Politecnico di Milano the non-exclusive right of
distribution, limited to the publication of the thesis in the online
thesis archive of the Politecnico di Milano with the access
conditions chosen at the time of submission;
•
that the Politecnico di Milano may, without modifying the
contents, process the file(s) with any means and in any format for
retention purposes;
•
that the Politecnico di Milano may make copies of the file(s) for
security, back-up and retention purposes.
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Online thesis submission
Thesis submission declaration
1
2
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Online thesis submission
System checks
1. You have
uploaded at least
on PDF file
2. PDF file(s) are
without protection
3. at least 1 PDF
file contains
actual text (not
only images)
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Online thesis submission
System checks – error messages
In case of errors
you must exit and
re-enter
MYPOLITesi to
make corrections
and finalize
thesis
submission
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Online thesis submission
your thesis has been submitted!
this screen shot is the last one of the procedure
your thesis is now ready for your supervisor approval
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Online thesis submission
Logging out
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Online thesis submission
As soon as you have completed your thesis submission:
 an e-mail with your submission declaration is sent to your institutional
e-mail [email protected] (only to the submitter author)
 co-authors can check in any moment the deposit situation (check
information, check files and deposit status)
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Online thesis submission
What the co-authors see
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Online thesis submission
What the co-authors see
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Online thesis submission
What the co-authors see
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Approval
1
2
3
REGISTRATION
THESIS
SUBMISSION
APPROVAL
- how to start
- co-authors
- supervisor
- thesis title
- abstract
- keywords
- the file/s
- declaration
- approval
- temporary
postponement
- definitive rejection
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Approval
Supervisor’s options
As soon as the submitter author has completed the deposit
 an e-mail is sent to supervisor’s institutional [email protected]
 the supervisor checks thesis information and thesis file(s)
and he can:
APPROVE
TEMPORARY POSTPONE
DEFINITIVE REJECT
The thesis has received final
approval and may NO
LONGER BE MODIFIED.
Submitter author and coauthors will receive an e-mail
(@polimi.it) that notifies the
thesis approval.
Reason of postponement will be sent
by e-mail (@polimi.it) to the
submitter author and co-authors who
must access the submission platform
to make the required changes.
Reasons for rejection will be
sent by e-mail (@polimi.it) to
the submitter author and coauthors who will automatically
be withdrawn from the
graduation session.
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Approval
If the supervisor judges that the data and the file/s that have been
submitted are correct and definitive, he/she will approve your thesis.
An e-mail is sent to the submitter author and co-authors (@polimi.it)
IMPORTANT!
After the supervisor approval you cannot modifiy any submitted
information or file.
 if you have already completed the deposit and you find out that you made
a mistake, you should contact your supervisor immediately and ask him to
temporary postpone the approval, so that you can correct your mistake and resubmit your thesis
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Approval
Temporary postponement
If the supervisor judges that the data and the file/s of the thesis require
modifications/integrations, he/she will Temporary Postpone the approval
of the thesis.
An e-mail, with the reason of postponement, is sent to the submitter
author and co-authors (@polimi.it).
You can now access “My POLITesi” again, make the required changes,
remove old file(s) and upload the new ones.
After the steps of Declaration and System checks the procedure of thesis
submission is again complete and an e-mail is sent to the supervisor who
can now approve the thesis
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Approval
Temporary postponement
The sooner you deposit your thesis, the better is for your supervisor
who would have more time for the approval or temporary
postponement
IMPORTANT!
The ultimate deadlines for the approval by the supervisor are
•
8th April (thesis with co-examiner)
•
16th April (thesis without co-examiner)
even in case of temporary postponement
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Approval
Definitive reject
If the supervisor judges that the thesis is not sufficiently complete to be
discussed at the current graduation session, he can reject the thesis. In
this case an e-mail (@polimi.it) with the reasons of rejection will be sent
to the submitter author and to co-author(s) who will automatically be
withdrawn from the graduation session.
Personal information, thesis information and file uploaded will be
automatically removed
In the further sessions you will have to start the procedure from the
beginning (registration and thesis submission).
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Approval
What your supervisor sees in POLITesi
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POLITesi
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Your thesis in POLITesi
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Your thesis in POLITesi
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Your thesis in POLITesi
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Your thesis in POLITesi
Copyright
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Your thesis in POLITesi
Copyright
The Politecnico is not liable for any errors, omissions or offences
contained in submitted theses.
All theses in POLITesi are protected by copyright (L. 633/1941 and subsequent
amendments).
Reproduction of excerpts or parts of documents available in POLITesi is allowed
for research and study purposes (in any case not for commercial purposes) and
implies the obligation to quote the title, author and bibliographical data as well as
the document URL.
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Your thesis in POLITesi
Copyright
Check POLITesi website for further copyright information
http://www.biblio.polimi.it/politesi_info/politesi_info.html
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Check list
Registration - SERVIZIONLINE




Register for final exam
Fill in the programme assessment questionnaire
Fill in your curriculum vitae (that needs to be confirmed)
Print the deposit slip and pay the fee (€ 81,67) not later than the 3rd
April(Ing) or the 11th April(Arch and Des)
 Check the thesis title: it must be exactly the same everywhere
 Write the Italian and the English abstract and the keywords
 Check all the information and data you inserted while registering in
SERVIZIONLINE (thesis title, name of your supervisor, …)
 At the end of the procedure you will receive an e-mail (@polimi.it)
with the confirmation of the registration for the graduation session. In
case of anomaly you will be contacted in good time to solve any
problem. If not, just calm down because everything is OK!!
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Check list
Thesis submission – POLITesi
 Check that thesis Title Page contains all requested information
 Check file(s) name(s), format (PDF without protection) and text
content (not only images)
 Files are smaller than 100 Mb
 Make sure you have uploaded the last version of thesis file
 Check the access option for each uploaded file, make sure it is the
one you really want
 Open uploaded file(s) from POLITesi and check that everything is
ok: images, text, formulas, etc.)
 Remember to check your [email protected] for thesis approval or
temporary postponement
 Visit your School website to check if there are specific notes or
guidelines about the graduation exams
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Check list
Thesis submission – POLITesi
Thesis with co-authors:
 During registration remember to insert co-authors names
 Submitter author MUST choose the thesis access option together
with co-authors
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Thesis layout
The following short layout guidelines are a good reference to anyone
who’s writing his thesis and they are addressed specifically to
graduation candidates from Schools that do not give layout
guidelines
Contact the Segreteria Didattica of your own School to make sure
there aren’t specific editing or layout guidelines to follow.
Check also:
http://www.tedoc.polimi.it/download/POLITesi_Specific_info_Schools.pdf
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Thesis layout
Thesis must contain:
 Title page
 Contents pages
 Abstract
 Main body of the thesis
 Bibliography
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Thesis layout
Title page
Title Page: this is the first page of the volume and it contains the
following information:
a) Politecnico di Milano, indication of the Faculty/School and the
Degree Course
b) title and, if there is, sub-title
c) thesis supervisor's name and surname
d) thesis co-supervisor's name and surname, if there is one
e) name(s), surname(s), student ID number(s) of the author(s)
f) academic year
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Thesis layout
Title page
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Thesis layout
Contents pages
1. Table of contents - with progressive number of chapters, chapters titles (and
paragraphs titles) and page numbers
2. List of figures– with progressive number of figures, caption and page number
of each figure
3. List of tables - with progressive number of table, caption and page number of
each table
4. List of graphs - with progressive number of graph, caption and page number
of each graph
5. List of drawings - with progressive number of drawing, drawing title, drawing
scale and page number of each drawing
6. …
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Thesis layout
Table of contents
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Thesis layout
Table of contents
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Thesis layout
List of figures
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Thesis layout
List of figures
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Thesis layout
List of tables
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Thesis layout
List of graphs
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Thesis layout
List of drawings
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Thesis layout
Numbering pages
• The preferred numbering method is to use only Arabic
numerals, but it is allowed to use a combination of numerals, with
Roman numerals for the title page, contents and abstract pages, and
Arabic numerals for the pages that contain the actual text
• You should count every page of the thesis (even blank pages if
there are)
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Thesis layout
Abstract
Abstract should give brief summary of the thesis
Its purpose is to give readers a quick identification of the basic
content of the thesis. It should "stand on its own" and be a selfcontained document.
The abstract should be very concise and it cannot be longer than 2,200
characters including spaces between words
Keep in mind that the abstract is the first thing a reader reads. It
should show the quality of your thesis
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Thesis layout
Main body of thesis
You can organize the text partition as you like, usually it’s better to
number chapters and paragraphs progressively
Chapter 1 – Title of chapter
Paragraph 1.1
1.1.1
1.1.2
Paragraph 1.2
Chapter e – Title of chapter
Paragraph 2.1
Paragraph 2.2
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Thesis layout
Main body of thesis
Any other layout format (such as character dimension, margins, page
dimensions, text styles, …) is left at your own taste!
An advice: write your name and thesis title in the pages headings or
footnotes
 In this way your thesis is immediately referable to you even if you
need to divide your thesis in more than one file
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Thesis layout
Headers and footnotes
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Thesis layout
Headers and footnotes
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Thesis layout
Bibliography
You can find useful support and choose your bibliography style visiting
for example the following websites:
• http://www.apastyle.org/ (for scientific subjects)
• Chicago Manual of Style http://www.chicagomanualofstyle.org/home.html (for humanistic
subjects)
• Modern Language Association Style - http://www.mla.org/ (for
humanistic subjects)
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Thesis layout
Theses that only contain drawings (without any written report)
MUST always contain:
 Title page
 List of drawings
 Abstract
 Drawings
 Bibliography
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Thesis layout
Drawings
Remember to number drawings in ascending order and to put a title box with all
drawing info (such as drawing title, scale, name of author(s), name of
supervisor,…).
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Thesis layout
Thesis in foreing language
Theses written in a foreign language must be prefaced by a
substantial summary in Italian, which must be placed after the
abstract.
Contact the Segreteria Didattica of your own School to get
information about the possibility of writing a thesis in a
foreing language
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Where you can find information about
To get information about the day of the final exam, such as:
-
Room of defense
Graduating Commission
Room’s equipment (computer, projector … )
Number of hardcopies of the thesis to bring with you for the defense
The defense schedule
…
Contact:
Centro Orientamento Studenti (COS) or Segreteria Didattica of your
own School
 Graduating Commission do not keep your thesis hardcopies. You will
take them with you after your defense.
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Where you can find information about
Specific information for individual Schools
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Where you can find all the information
http://www.tedoc.polimi.it
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Who is able to answer to your questions
TeDOC – Servizio Reference
in the office or by phone (02.2399.2667).
from Monday to Friday 9 a.m. – 4 p.m.
Via mail:
You find the link to submit your request at:
http://www.tedoc.polimi.it/tesilaurea/Consegna-tesi-di-laurea-(vecchioordinamento-e-specialistica)
If you need stronger aid:
You can take an appointment to submit your thesis at TeDOC (Thesis
Submission by Appointment) calling 02.2399.2667 or mail to
[email protected]
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How to get this presentation
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