THESIS FORMATTING & SUBMISSION WORKSHOP Creative Writing and Writing for the Performing Arts Palm Desert Campus – December 2014 Kara Oswood – UCR Graduate Academic Affairs Introduction The purpose of this workshop is to provide information about formatting the document and the steps involved in submission and graduation. Graduate Academic Affairs, Graduate Division Amanda Wong – master’s degrees, [email protected] Kara Oswood – PhD degrees, [email protected] 951-827-3315 (both Amanda and Kara) http://graduate.ucr.edu Mon – Fri, 8am to 5pm, closed 12pm-1pm University Office Building, Room 140 Document Style FIRST RULE: Style must conform to Graduate Division Format requirements Style is at the discretion of you and your committee Thesis document is the objective Slight adjustments may need to be made to screenplays and other genres in order to meet formatting requirements. Format - Preliminary Pages 1. 2. 3. 4. 5. 6. 7. 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 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 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 Pagination o o Final Draft or Celtx for Screenplays o o Using section breaks - instructions available on the filing resources page. http://graduate.ucr.edu/filingresources.html Combine pdf files (recommended) – Preview (Mac), Adobe Acrobat (PC) or free online tools available. Margin size and page number placement requirements are the same even if you are using this software. Helpful hints for Final Draft available on filing resources page. Inserting portrait style page numbers on a landscape page. o Instructions available on the filing resources page. Filing the Thesis UPLOAD TO: http://www.etdadmin.com/ucr Step 1: Format Review – must be completed at least one week prior to the final deadline. Complete the entire process on the ETD website. You should receive a response within 24 hours. Step 2: 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 3: Submit the original signature page (or confirm with Agam the signature page has been submitted) to Graduate Academic Affairs by 5:00pm on the deadline day. The signature page in the electronic version must be blank. ProQuest ETD Website Publishing Options – Traditional vs. Open Access Search Engines – applies to ProQuest document only Delayed Release – 6 months, 1 or 2 years, with an option to petition for up to 5 years. IR Publishing Options – Delay here should match PQ delayed release 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. Order Copies – Optional, you can create bound copies however you wish. Grad Division does not bind manuscripts. Where Does the Document Go? • Available online and for print at PQ • Adheres to choices made on ETD website ProQuest UCR Library • Scotty Entry • Same Delayed release as IR delay • UC Institutional Repository • Same delayed release as IR delay eScholarship Upcoming Deadline Dates Fall 2014 Winter 2015 Spring 2015 Format Review Deadline 12/12/2014 3/13/2015 6/5/2015 Final Deadline for graduation 12/19/2014 3/20/2015 6/12/2015 12/23/2014 3/24/2015 “In Between” Deadline to avoid fees for the next quarter Check this website: http://www.graduate.ucr.edu/deadlinedates.html for current and future deadline dates. No Exceptions! Deadlines are firm! Thanks for coming! CONTACT AMANDA WONG OR KARA OSWOOD WITH ANY QUESTIONS. END – Extra Slides Requirements for Filing 1. Must be Advanced to Candidacy 2. 3. Beginning of the quarter you plan to graduate. Approved Thesis Committee Must be enrolled & paid or on Filing Fee Status 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. Can only use it once. Enrolling in 1 unit of 299 is another option, if filing fee has already been used. Format Review 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. Edits and changes can be made after the format review. 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. Graduation Requirements Must be an enrolled student or on filing fee Three scenarios for Summer filing: 1. 2. 3. Free Filing Fee ($162) 2 units of Summer Session (approx $900) Final Filing Requirements Original Signature Page Final and Approved Version of the Thesis Uploaded Graduation!!! Once you have completed all requirements you will receive a certificate of completion. The certificate will be mailed unless you want to pick 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’s Office will notify you at least five months after the degree conferral date asking you to pick up your diploma. There is a fee to have the diploma mailed to you. You will always have access to R’Space. Your R’Mail address will be active indefinitely.