Fall 2014 - Graduate Division

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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.
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