Kara Oswood
Graduate Academic Affairs

I
 Information and Expectations
 Understanding Standards o o o
Documents must look professional for future review
Printed copies must meet library archival standards
Conforms to microfilming & publishing specifications
 Graduate Academic Affairs, Graduate Division o
Kara Oswood, Karen Smith and Linda Scott o o o
140 University Office Building
M-F, 8am to 5pm (closed 12-1 for lunch) kara.oswood@ucr.edu
, 951-827-3315 o http://graduate.ucr.edu
 Resources o iLearn Course - UCR Graduate Community 2011 o o o
Facebook Group - UC Riverside Graduate Students
Dissertation Support Group – counseling.ucr.edu
951-827-5531 - Elizabeth Mondragon
Graduate Writing Resource Center – gwrc.ucr.edu

WORKSHOP OVERVIEW
 Requirements for Filing
 Style
 Format Requirements
 Previously Published Materials
 Final Defense
 Format Review
 Filing Manuscript with Graduate Division
 Binding the Manuscript
 Graduation
 Commencement Exercises

2.
3.
1.
R
F
Must be Advanced to Candidacy

Procedures different for PhD and master’s
Approved Dissertation/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 for 11/12 year is $162. You can purchase the health insurance. Current cost is $1001.37 per quarter.
Student retains library privileges
Cannot work as a TA/GSR or receive fellowship
Can only use Filing Fee once

D
S
 FIRST RULE : Style must conform to Graduate Division
Format requirements
 Style is at the discretion of your committee
 May choose to use MLA or APA or another style manual as a guide, but be careful, these guides do not match the Graduate
Division requirements exactly.
 Journal format/scientific format



Each chapter is a separate paper
Must have a general introduction and conclusion
Be consistent! Must use the same style for each chapter
(including abstract, bibliography and footnotes/endnotes)

6.
7.
4.
5.
8.
1.
2.
3.
9.
F
- P
P
Title Page
(page i, not printed)
Copyright Page
(page ii, not printed)
Signature Approval Page
(page iii, not printed)
Acknowledgements (optional)
Dedication (optional)
Abstract
(required for PhD only)
Table of Contents
(required)
List of Figures, Tables, Abbreviations, Symbols, etc…
(required, if necessary)
Preface or Forward (optional)

F
- D
B
 Pagination
 Margins 1.5” on left & top, 1” on right & bottom
 Widows and Orphans
 Tables, Figures and Captions
 Double-spacing general rule, some exceptions
 Type Size -
10, 11 or 12 point
 Font Style – any legible style is OK
 Use of color is acceptable

F
- D
B
 Pagination
 Margins 1.5” on left & top, 1” on right & bottom
 Widows and Orphans
 Tables, Figures and Captions
 Double-spacing general rule, some exceptions
 Type Size -
10, 11 or 12 point
 Font Style – any legible style is OK
 Use of color is acceptable

FIGURE & CAPTION EMBEDDED
IN TEXT

F
& C

L
F
& C
Page number must be portrait style

C
F
S
P

F
- D
B
 Pagination
 Margins 1.5” on left & top, 1” on right & bottom
 Widows and Orphans
 Tables, Figures and Captions
 Double-spacing general rule, some exceptions
 Type Size -
10, 11 or 12 point
 Font Style – any legible style is OK
 Use of color is acceptable

FORMATTING RESOURCES
 Portrait style page numbers on a landscape page.
o Instructions available on the ProQuest submission website or Graduate
Division “dissertation central” site. http://www.graduate.ucr.edu/Dissertation.html
 Pagination o o
Using section breaks - instructions available on the ProQuest submission website or Graduate Division “dissertation central” site.
Combining pdf files
– Adobe Professional or free online tools.
 LaTex Users o I have two templates that I can email to you.
 Final Draft & Celtx Users (Screenplays) o o
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.

P
P
M
 Articles accepted for publication or previously
published at the time of filing must submit this petition o o
Petition with Grad Division and include permission from Journal
Request permission even if the article has been rewritten or if only a portion is being used.
 Other Copyright Issues o o o
Proper acknowledgement in acknowledgement section of manuscript is required.
Crews Guide (link also available on Grad Div website): www.proquest.com/products_umi/dissertations/copyright/
Things to consider asking permission for: Long quotations, unpublished materials, poetry and music lyrics, dialogue from a play, screenplay, broadcast or novel, music, graphic or pictorial works, computer software, or sources located on the Internet.

F
D
 Required for most programs.
 All committee members must be physically present. No Skype, teleconference, etc...
 PhD Students required form:
 o
“Form 5” - Report of Final Defense.
Master’s Students required form: o
Report of Final Defense.
 The final defense must be completed by the final filing deadline.
 Signature Page for the document and Final
Defense form are two different things!

F
R
 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. The final defense does not have to be completed.
 The review will be completed as time allows, usually the same day.
 You will receive an email with formatting changes attached.
 The email will include instructions regarding how to proceed and where to find the additional required paperwork.

ELECTRONIC FILING
UPLOAD TO: http://www.etdadmin.com/ucr
Step 1 : Format Review – Upload document as a pdf. You must complete the entire online process . Once all the 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.
Step 2 : Download and fill out additional required forms from the Graduate
Division website.
Step 3 : Upload the final version of the document and “submit”. Make sure you leave yourself enough time prior the deadline in case you experience unexpected challenges.
Step 4 : Submit the original signature page, final defense form and additional forms to Graduate Academic Affairs by 5:00pm on the deadline day. The signature page in the electronic version must be blank.

FILING ELIGIBILIY
 Must be an enrolled student or on filing fee o Summer filing (Free? Filing fee? 2 units of SS?)
 Final defense must be completed
 Upcoming Deadline Dates :
Fall 2011 Friday, December 9 th – 5:00pm
Winter 2012 Tuesday, January 3 rd – 5:00pm
(file by this date to avoid Winter fees and enrollment)
Winter 2012 Friday, March 23 rd – 5:00pm
Spring 2012 Tuesday, March 27 th – 5:00pm
(file by this day to avoid Spring fees and enrollment)
Spring 2012 Friday, June 15 th – 5:00pm
Summer 2012 Friday, August 31 st – 5:00pm

B
M
 For the Graduate Division o o
Graduate Division does not bind documents or take orders for bound copies.
The Library produces a printed copy of the electronic document for their archive – not for check-out.
 For your Department, Committee, etc..
o You are responsible for making bound copies o o
UCR Printing & Reprographics
Not obligated to order through ProQuest

G
!!!
 Once you have completed all requirements you will receive a Certificate of Completion. Students filing electronically can pick up the certificate or request to have it mailed to them.
 The degree will be posted on 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).
You can request the diploma to be mailed for a fee.

You will always have access to GROWL. Your R’Mail address will be active indefinitely.

C OMMENCEMENT R EQUIREMENTS
June 2012 commencement.ucr.edu
Summer 2011 GRADS
 If you have not already participated in the ceremony, you can walk June 2012.
Contact Kara if you wish to participate.
Fall 2011 & Winter 2012 GRADS
 RSVP for the ceremony on the commencement website in May 2012. No additional forms are required by Graduate Division.
ALL Spring/Summer 2012 GRADS


PhD: ‘Notice of Intent’ to complete a PhD due late March.
Master’s: Application for candidacy form due late March.
 Forms will be available at http://graduate.ucr.edu/commencement.html
Summer 2012 GRADS

Master’s & PhD: ‘Commencement Ceremony Petition’ to walk unfinished.
Due mid-April.

Thank you for coming!!

C
I
commencement.ucr.edu

EVERYONE who wants to walk must confirm their “Intent to Participate” on the commencement website beginning May 3rd .
 PhD students - the faculty member that is hooding you must also register on the commencement website beginning May 3rd .

Order Regalia NOW (if you haven’t already). Check with the bookstore for deadlines.
 You can order regalia through other sources (online). Sometimes retailers will offer a discount for group orders.
 Visit the commencement website for information about schedule, regalia, tickets, parking, etc...

June 2010 www.commencement.ucr.edu