caption for thesis submission

Ohio State nav bar

• The Ohio State University
• BuckeyeLink
• Find People
• Search Ohio State

Formatting Guidelines For Theses, Dissertations, and DMA Documents

Guidelines for Formatting Theses, Dissertations, and DMA Documents is intended to help graduate students present the results of their research in the form of a scholarly document.

Before beginning to write a master’s thesis, PhD dissertation, or DMA document, students should read the relevant sections of the  Graduate School Handbook, section 7.8  for dissertations and/ or  section 6.4  for master’s theses.

Candidates for advanced degrees should also confer with their advisors and members of their graduate studies committees to learn about any special departmental requirements for preparing graduate degree documents.

Members of the graduation services staff at the Graduate School are available to provide information and to review document drafts at any stage of the planning or writing process. While graduation services is responsible for certifying that theses and/or dissertations have been prepared in accordance with Graduate School guidelines, the student bears the ultimate responsibility for meeting these requirements and resolving any related technical and/or software issues . Graduation services will not accept documents if required items are missing or extend deadlines because of miscommunication between the student and the advisor.

Accessibility Features

As of Spring, 2023, all theses and dissertations will need to incorporate the following accessibility features to align with the university’s accessibility policy.  When you submit your final document to OhioLINK you will be verifying that accessibility features have been applied.

• PDF file includes full text
• PDF accessibility permission flag is checked
• Text language of the PDF is specified
• PDF includes a title

Features and Other Notes

Some features are required, and some are optional. Each component is identified with a major heading unless otherwise noted. The major heading must be centered with a one-inch top margin. 

Sample Pages and Templates

Templates are available for use in formatting dissertations, theses, and DMA documents. Please read all instructions before beginning. 

• Graduate Dissertations and Theses Templates - OSU Login Required

FRONTISPIECE (OPTIONAL)

If used, no heading is included on this page.

TITLE PAGE (REQUIRED)

The title page should include:

• the use of title case is recommended
• dissertation, DMA. document, or thesis
• Presented in Partial Fulfillment of the Requirements for the Degree [insert the applicable degree such as Doctor of Philosophy, Doctor of Musical Arts, Master of Science, etc.] in the Graduate School of The Ohio State University
• Name of the candidate 
• Initials of previous earned degrees
• insert correct name from program directory
• Year of graduation
•  Dissertation, document, or thesis [select applicable title] committee and committee member names

COPYRIGHT PAGE (REQUIRED)

Notice of copyright is centered in the following format on the page immediately after the title page. This page is not identified with a page number.

Copyright by John James Doe 2017

ABSTRACT (REQUIRED)

The heading Abstract is centered without punctuation at least one inch from the top of the page. The actual abstract begins four spaces below the heading. See sample pages.

DEDICATION (OPTIONAL)

If used, the dedication must be brief and centered on the page.

ACKNOWLEDGMENTS

(OPTIONAL, BUT STRONGLY RECOMMENDED)

Either spelling of the word, acknowledgments or acknowledgments, is acceptable. The acknowledgment is a record of the author’s indebtedness and includes notice of permission to use previously copyrighted materials that appear extensively in the text. The heading Acknowledgments is centered without punctuation at least one inch from the top of the page.

VITA (REQUIRED)

Begin the page with the heading Vita, centered, without punctuation, and at least one inch from the top of the page. There are three sections to the vita: biographical information (required), publications (if applicable), and fields of study (required).

There is no subheading used for the biographical information section. In this section, include education and work related to the degree being received.

Use leader dots between the information and dates. The publication section follows. The subheading Publications should be centered and in title case. List only those items published in a book or journal. If there are none, omit the Publication subheading. The final section of the vita is Fields of Study, which is required. Center the subheading and use title case. Two lines below the Fields of Study subheading, place the following statement: Major Field: [insert only the name of your Graduate Program as it reads on the title page] flush left. Any specialization you would like to include is optional and is placed flush left on the lines below Major Field.

TABLE OF CONTENTS (REQUIRED)

The heading Table of Contents (title case preferred) appears without punctuation centered at least one inch from the top of the page. The listing of contents begins at the left margin four spaces below the heading. The titles of all parts, sections, chapter numbers, and chapters are listed and must

be worded exactly as they appear in the body of the document. The table of contents must include any appendices and their titles, if applicable. Use leader dots between the listed items and their page numbers.

LISTS OF ILLUSTRATIONS (REQUIRED IF APPLICABLE)

Lists of illustrations are required if the document contains illustrations. The headings List of Tables , List of Figures , or other appropriate illustration designations (title case preferred) appear centered without punctuation at least one inch from the top of the page. The listing begins at the left margin four spaces below the heading. Illustrations should be identified by the same numbers and captions in their respective lists as they have been assigned in the document itself. Use leader dots between the listed items and their page numbers. See sample pages .

BIBLIOGRAPHY/REFERENCES (REQUIRED)

Include a complete bibliography or reference section at the end of the document, before the appendix, even if you have included references at the end of each chapter. You may decide how this section should be titled. The terms References or Bibliography are the most commonly chosen titles. The heading must be centered and at least one inch from the top of the page.

Include this heading in the table of contents.

APPENDICES (REQUIRED IF APPLICABLE)

An appendix, or appendices, must be placed after the bibliography. The heading Appendix (title case preferred) centered at least one inch from the top of the page. Appendices are identified with letters and titles. For example: Appendix A: Data. Include all appendix headers and titles in the table of contents.

Other Notes

Candidates are free to select a style suitable to their discipline as long as it complies with the format and content guidelines given in this publication. Where a style manual conflicts with Graduate School guidelines, the Graduate School guidelines take precedence. Once chosen, the style must remain consistent throughout the document.

Top, bottom, left, and right page margins should all be set at one inch. (Keep in mind that the left margin is the binding edge, so if you want to have a bound copy produced for your personal use, it is recommended that the left margin be 1.5 inches.)

It is recommended that any pages with a major header, such as document title, chapter/major section titles, preliminary page divisions, abstract, appendices, and references at the end of the document be set with a 2-inch top margin for aesthetic purposes and to help the reader identify that a new major section is beginning.

The selected font should be 10 to 12 point and be readable. The font should be consistent throughout the document. Captions, endnotes, footnotes, and long quotations may be slightly smaller than text font, as long as the font is readable.

Double spacing is preferred, but 1.5 spacing (1.5 × the type size) is acceptable for long documents. Single spacing is recommended for bibliography entries, long quotations, long endnotes or footnotes, and long captions. Double spacing between each bibliography entry is recommended.

Each major division of the document, including appendices, must have a title. Titles must be centered and have at least a one inch top margin. The use of title case is recommended. If chapters are being used, they should be numbered and titled. For example: Chapter 1: Introduction. Appendices are identified with letters and titles. For example: Appendix A: Data.

PAGE NUMBERS

Every page must have a page number except the title page and the copyright page. If a frontispiece is included before the title page, it is neither counted nor numbered. The page numbers are centered at the bottom center of the page above the one inch margin. Note: You may need to set the footer margin to 1-inch and the body bottom margin to 1.3 or 1.5- inches to place the page number accurately.

Preliminary pages (abstract, dedication, acknowledgments, vita, table of contents, and the lists of illustrations, figures, etc.) are numbered with small Roman numerals (i, ii, iii, iv, etc.). Page numbering begins with the first page of the abstract, and this can be either page i or ii (The title page is technically page i, but the number is not shown on the page).

Arabic numerals are used for the remainder of the document, including the text and the reference material. These pages are numbered consecutively beginning with 1 and continue through the end of the document.

Notation practices differ widely among publications in the sciences, the humanities, and the social sciences. Candidates should confer with their advisors regarding accepted practice in their individual disciplines. That advice should be coupled with careful reference to appropriate general style manuals.

• Arabic numerals should be used to indicate a note in the text. 
• Notes may be numbered in one of two ways: either consecutively throughout the entire manuscript or consecutively within each chapter.
• Notes can be placed at the bottom of the page (footnotes) or at the end of a chapter or document (endnotes). Once chosen, the notation style must be consistent throughout the document.
• Notes about information within tables should be placed directly below the table to which they apply, not at the bottom of the page along with notes to the text.

ILLUSTRATIONS

Tables, figures, charts, graphs, photos, etc..

Some documents include several types of illustrations. In such cases, it is necessary that each type of illustration (table, figure, chart, etc.) be identified with a different numbering series (Table 1, Table 2, and so on, or Chart 1, Chart 2, and so on). For each series, include a list with captions and page numbers in the preliminary pages (for example, List of Tables, List of Charts, etc.). These lists must be identified with major headings that are centered and placed at the two-inch margin.

Each illustration must be identified with a caption that includes the type of illustration, the number, and a descriptive title (for example, Map 1: Ohio). Numbering may be sequential throughout the document (including the appendix, if applicable) or based on the decimal system (corresponding to the chapter number, such as Map 2.3: Columbus). When using decimal numbering in an appendix, the illustration is given a letter that corresponds with the appendix letter (for example, Figure A.1: Voter Data). Captions can be placed either above or below the illustration, but be consistent with the format throughout the document. If a landscape orientation of the illustration is used, make sure to also orient the illustration number and caption accordingly. The top of the illustration should be placed on the left (binding) edge of the page.

If an illustration is too large to ft on one page it is recommended that you identify the respective pages as being part of one illustration. Using a “continued” notation is one method. For example, the phrase continued is placed under the illustration on the bottom right hand side of the first page. On the following pages, include the illustration type, number, and the word continued at the top left margin; for example, Map 2: Continued. Whatever method you choose just make sure to be consistent. The caption for the illustration should be on the first page, but this does not need repeated on subsequent pages.

If an illustration is placed on a page with text, between the text and the top and/or bottom of the illustration, there must be three single spaced lines or two double spaced lines of blank space. The same spacing rule applies if there are multiple illustrations on the same page. The top/bottom of the illustration includes the caption.

All final Ph.D. dissertations, DMA. documents, and master’s theses are submitted to the Graduate School through OhioLINK at https://etdadmin. ohiolink.edu. The document must be saved in PDF embedded font format (PDF/A) before beginning the upload at OhioLINK. During the submission process, OhioLINK will require an abstract separate from your document. This abstract has a 500-word limit. You will get a confirmation from OhioLINK that the submission is complete. The submission then goes to the Graduate School for review. After it is reviewed by staff of the Graduate School, you will receive an email that it has been accepted or that changes need to be made. If changes are required, you will need to re-submit the revised document via an amended OhioLINK submission. You will receive an “accepted” email from the Graduate School once the document has been approved.

THESIS OR DISSERTATION IN A FOREIGN LANGUAGE

The Graduate School has no policy specifically permitting graduate degree documents to be written in a foreign language. The practice is allowed as long as it is approved by the student’s advisor and Graduate Studies Committee. Documents in a foreign language must comply with the following requirements:

• The title page must be in English, but the title itself may be in the same language as the document.
• If the title is in a language using other than Roman characters, it must be transliterated into Roman character equivalents.
• The abstract must be in English.
• The academic unit must notify the Graduate School of dissertations in a foreign language so that an appropriate graduate faculty representative can be found to participate in the final oral examination

Dissertation and Theses

The dissertation is the hallmark of the research expertise demonstrated by a doctoral student. It is a scholarly contribution to knowledge in the student’s area of specialization. 

A thesis is a hallmark of some master’s programs. It is a piece of original research, generally less comprehensive than a dissertation and is meant to show the student’s knowledge of an area of specialization.

Still Have Questions?

Dissertations & Theses 614-292-6031 [email protected]

Doctoral Exams, Master's Examination, Graduation Requirements 614-292-6031 [email protected]

Thesis and Dissertation Guide

• « Thesis & Dissertation Resources
• The Graduate School Home

• Introduction
• Copyright Page
• Dedication, Acknowledgements, Preface (optional)
• Table of Contents
• List of Tables, Figures, and Illustrations
• List of Abbreviations
• List of Symbols

Non-Traditional Formats

Font type and size, spacing and indentation, tables, figures, and illustrations, formatting previously published work.

• Internet Distribution
• Open Access
• Registering Copyright
• Using Copyrighted Materials
• Use of Your Own Previously Published Materials
• Submission Steps
• Submission Checklist
• Sample Pages

II. Formatting Guidelines

All copies of a thesis or dissertation must have the following uniform margins throughout the entire document:

• Left: 1″ (or 1 1/4" to ensure sufficient room for binding the work if desired)
• Right: 1″
• Bottom: 1″ (with allowances for page numbers; see section on Pagination )
• Top: 1″

Exceptions : The first page of each chapter (including the introduction, if any) begins 2″ from the top of the page. Also, the headings on the title page, abstract, first page of the dedication/ acknowledgements/preface (if any), and first page of the table of contents begin 2″ from the top of the page.

Non-traditional theses or dissertations such as whole works comprised of digital, artistic, video, or performance materials (i.e., no written text, chapters, or articles) are acceptable if approved by your committee and graduate program. A PDF document with a title page, copyright page, and abstract at minimum are required to be submitted along with any relevant supplemental files.

Fonts must be 10, 11, or 12 points in size. Superscripts and subscripts (e.g., formulas, or footnote or endnote numbers) should be no more than 2 points smaller than the font size used for the body of the text.

Space and indent your thesis or dissertation following these guidelines:

• The text must appear in a single column on each page and be double-spaced throughout the document. Do not arrange chapter text in multiple columns.
• New paragraphs must be indicated by a consistent tab indentation throughout the entire document.
• The document text must be left-justified, not centered or right-justified.
• For blocked quotations, indent the entire text of the quotation consistently from the left margin.
• Ensure headings are not left hanging alone on the bottom of a prior page. The text following should be moved up or the heading should be moved down. This is something to check near the end of formatting, as other adjustments to text and spacing may change where headings appear on the page.

Exceptions : Blocked quotations, notes, captions, legends, and long headings must be single-spaced throughout the document and double-spaced between items.

Paginate your thesis or dissertation following these guidelines:

• Use lower case Roman numerals (ii, iii, iv, etc.) on all pages preceding the first page of chapter one. The title page counts as page i, but the number does not appear. Therefore, the first page showing a number will be the copyright page with ii at the bottom.
• Arabic numerals (beginning with 1, 2, 3, 4, etc.) start at chapter one or the introduction, if applicable. Arabic numbers must be included on all pages of the text, illustrations, notes, and any other materials that follow. Thus, the first page of chapter one will show an Arabic numeral 1, and numbering of all subsequent pages will follow in order.
• Do not use page numbers accompanied by letters, hyphens, periods, or parentheses (e.g., 1., 1-2, -1-, (1), or 1a).
• Center all page numbers at the bottom of the page, 1/2″ from the bottom edge.
• Pages must not contain running headers or footers, aside from page numbers.
• If your document contains landscape pages (pages in which the top of the page is the long side of a sheet of paper), make sure that your page numbers still appear in the same position and direction as they do on pages with standard portrait orientation for consistency. This likely means the page number will be centered on the short side of the paper and the number will be sideways relative to the landscape page text. See these additional instructions for assistance with pagination on landscape pages in Microsoft Word .

Format footnotes for your thesis or dissertation following these guidelines:

• Footnotes must be placed at the bottom of the page separated from the text by a solid line one to two inches long.
• Begin at the left page margin, directly below the solid line.
• Single-space footnotes that are more than one line long.
• Include one double-spaced line between each note.
• Most software packages automatically space footnotes at the bottom of the page depending on their length. It is acceptable if the note breaks within a sentence and carries the remainder into the footnote area of the next page. Do not indicate the continuation of a footnote.
• Number all footnotes with Arabic numerals. You may number notes consecutively within each chapter starting over with number 1 for the first note in each chapter, or you may number notes consecutively throughout the entire document.
• Footnote numbers must precede the note and be placed slightly above the line (superscripted). Leave no space between the number and the note.
• While footnotes should be located at the bottom of the page, do not place footnotes in a running page footer, as they must remain within the page margins.

Endnotes are an acceptable alternative to footnotes. Format endnotes for your thesis or dissertation following these guidelines:

• Always begin endnotes on a separate page either immediately following the end of each chapter, or at the end of your entire document. If you place all endnotes at the end of the entire document, they must appear after the appendices and before the references.
• Include the heading “ENDNOTES” in all capital letters, and center it 1″ below the top of the first page of your endnotes section(s).
• Single-space endnotes that are more than one line long.
• Number all endnotes with Arabic numerals. You may number notes consecutively within each chapter starting over with number 1 for the first note in each chapter, or you may number notes consecutively throughout the entire document.
• Endnote numbers must precede the note and be placed slightly above the line (superscripted). Leave no space between the number and the note.

Tables, figures, and illustrations vary widely by discipline. Therefore, formatting of these components is largely at the discretion of the author.

For example, headings and captions may appear above or below each of these components.

These components may each be placed within the main text of the document or grouped together in a separate section.

Space permitting, headings and captions for the associated table, figure, or illustration must be on the same page.

The use of color is permitted as long as it is consistently applied as part of the finished component (e.g., a color-coded pie chart) and not extraneous or unprofessional (e.g., highlighting intended solely to draw a reader's attention to a key phrase). The use of color should be reserved primarily for tables, figures, illustrations, and active website or document links throughout your thesis or dissertation.

The format you choose for these components must be consistent throughout the thesis or dissertation.

Ensure each component complies with margin and pagination requirements.

Refer to the List of Tables, Figures, and Illustrations section for additional information.

If your thesis or dissertation has appendices, they must be prepared following these guidelines:

• Appendices must appear at the end of the document (before references) and not the chapter to which they pertain.
• When there is more than one appendix, assign each appendix a number or a letter heading (e.g., “APPENDIX 1” or “APPENDIX A”) and a descriptive title. You may number consecutively throughout the entire work (e.g., 1, 2 or A, B), or you may assign a two-part Arabic numeral with the first number designating the chapter in which it appears, separated by a period, followed by a second number or letter to indicate its consecutive placement (e.g., “APPENDIX 3.2” is the second appendix referred to in Chapter Three).
• Include the chosen headings in all capital letters, and center them 1″ below the top of the page.
• All appendix headings and titles must be included in the table of contents.
• Page numbering must continue throughout your appendix or appendices. Ensure each appendix complies with margin and pagination requirements.

You are required to list all the references you consulted. For specific details on formatting your references, consult and follow a style manual or professional journal that is used for formatting publications and citations in your discipline.

Your reference pages must be prepared following these guidelines:

• If you place references after each chapter, the references for the last chapter must be placed immediately following the chapter and before the appendices.
• If you place all references at the end of the thesis or dissertation, they must appear after the appendices as the final component in the document.
• Select an appropriate heading for this section based on the style manual you are using (e.g., “REFERENCES”, “BIBLIOGRAPHY”, or “WORKS CITED”).
• Include the chosen heading in all capital letters, and center it 1″ below the top of the page.
• References must be single-spaced within each entry.
• Include one double-spaced line between each reference.
• Page numbering must continue throughout your references section. Ensure references comply with margin and pagination requirements.

In some cases, students gain approval from their academic program to include in their thesis or dissertation previously published (or submitted, in press, or under review) journal articles or similar materials that they have authored. For more information about including previously published works in your thesis or dissertation, see the section on Use of Your Own Previously Published Materials and the section on Copyrighting.

If your academic program has approved inclusion of such materials, please note that these materials must match the formatting guidelines set forth in this Guide regardless of how the material was formatted for publication.

Some specific formatting guidelines to consider include:

• Fonts, margins, chapter headings, citations, and references must all match the formatting and placement used within the rest of the thesis or dissertation.
• If appropriate, published articles can be included as separate individual chapters within the thesis or dissertation.
• A separate abstract to each chapter should not be included.
• The citation for previously published work must be included as the first footnote (or endnote) on the first page of the chapter.
• Do not include typesetting notations often used when submitting manuscripts to a publisher (i.e., insert table x here).
• The date on the title page should be the year in which your committee approves the thesis or dissertation, regardless of the date of completion or publication of individual chapters.
• If you would like to include additional details about the previously published work, this information can be included in the preface for the thesis or dissertation.

Previous: Order and Components

Next: Distribution

Thesis and Dissertation Formatting

Introduction.

The requirements listed in the Thesis and Dissertation Formatting Requirements apply to the formal master’s thesis and the doctoral dissertation.

The thesis or dissertation is a report of original research and scholarly work that is shared with the academic community and is made available to the public. The thesis or dissertation becomes part of the UWM Digital Commons and is also made available through ProQuest. Information about submission can be found on the Electronic Thesis & Dissertation Submission website.

These format standards have been developed to ensure a degree of consistency in the written presentation of this research across academic disciplines.

The Graduate School will not accept theses or dissertations that do not conform to these requirements. Have your formatting reviewed by the Graduate School by the formatting deadline .

• All students: email a draft to [email protected]

General Instructions

Required page order, preliminary pages:.

• Title page – required
• Abstract page – required
• Copyright page – optional
• Dedication – optional
• Table of Contents – required for all except creative works
• List of Figures – required if figures appear in thesis
• List of Tables – required if tables appear in the thesis
• List of Abbreviations – optional
• Acknowledgements – required if permission to reproduce copyright material is necessary
• Frontispiece (illustration) or Epigraph (quotation) – optional
• Appendices – optional

Thesis and Dissertation Formatting Resources:

• Manual (PDF) • Presentation (.pptx) • Thesis Formatting Template (.docx) • Dissertation Formatting Template (.docx) • Checklist (PDF)

Double space throughout, with the exception of the title page; captions; table or figure headings; extensive quotations; footnotes or endnotes; entries in the References section; entries in the Table of Contents; and appendices.

Any standard font is acceptable; however, the same font should be used throughout. Use a font size of approximately 12. The only exceptions to this font size are captions (not smaller than 9 point) and headings (not larger than 20 point).

ALL pages must have 1″ top, bottom, left, and right margins.

Preliminary Pages

Preliminary pages are the required pages that appear at the beginning of the final document. There are also optional pages which can be placed in this section.

Page Numbering

All preliminary pages are numbered with lower case Roman numerals, centered at the bottom of the page, with the bottom of the number at least 1/2 inch from the edge of the page. The exception to this is the title page, which is counted but not numbered.

Sample pages (PDF)

Pages appear in this order

• Title page – Required The title page is counted but not numbered. Follow the format shown in the sample pages (PDF) . All items centered and TITLE IN ALL CAPS. Use official degree names only. The date is the month and year of degree conferral. Degrees are awarded three times a year: in May, August, and December.
• Abstract – Required The abstract is a summary of the dissertation. Follow the format shown in the sample pages (PDF) . Copy the abstract heading sample exactly. See Sample ABSTRACT TEXT for important information. It always starts with page number “ii”.
• Copyright and Your Dissertation or Thesis (ProQuest) (PDF)
• copyright.gov
• UWM Libraries: Copyright and Fair Use
• Dedication – Optional May be combined with acknowledgements. There is no required heading on this page.
• Table of Contents – Required for all except creative works. The Table of Contents lists all sections that follow it (with the exception of an epigraph or frontispiece). Type TABLE OF CONTENTS centered at the top of the page, double space and begin the entries. Single space within entries and double space in-between entries.
• List of Figures – Required if figures appear in the thesis. Type LIST OF FIGURES centered at the top of the page, double space and begin. The term figures includes various non-text items. List the number, caption, and page number of each figure. Figures should be numbered consecutively throughout the thesis.
• List of Tables – Required if tables appear in the thesis. Type LIST OF TABLES at the top of the page, double space and begin. List the number, caption, and page number of each table. Tables should be numbered consecutively throughout the thesis.
• List of Abbreviations (or List of Symbols, or Nomenclature) – Optional, include as necessary. Format heading the same as List of Figures.
• Acknowledgments – Required if permission to reproduce copyrighted material is necessary. Type ACKNOWLEDGMENTS at the top of the page, double space, and begin the remarks.
• Frontispiece (illustration) or Epigraph (quotation) – Optional The source of the epigraph is listed below the quotation, but is not listed in the bibliography unless it is also cited in the main text.

Beginning with the text of the thesis, the page numbering changes to Arabic numerals, centered at the bottom of the page, with at least 1/2″ clearance from each edge. The first page of the main text is page 1, and should be displayed on the page. All subsequent pages are numbered throughout the text.

Tables and Figures

All illustrative materials must maintain the same margins as the rest of the thesis. 1″ top, bottom, left, and right margins

All illustrative material must be large enough to be easily read. Minimum font size is 9.

Landscape format

In order to maintain the required page margins for tables or figures, it may be necessary to print them in landscape format. The top margin will now be the edge that is bound. However, the page number must be placed on the page as though the page was in portrait format. It needs to appear in the same location and have the same text direction as the other (portrait) pages. See Thesis and Dissertation Formatting (.pptx) for additional help and examples.

Figure Captions

If space permits, the caption should appear on the same page as the figure. Font size must not be smaller than 9 point.

References and Citations

Any of the standard style manuals may be used as a guide in formatting references to works cited in the thesis. References may be placed at the end of the main text, or at the end of each chapter. Endnotes and/or footnotes may also be used. Whatever format is chosen, it must be followed consistently throughout the thesis.

If you are not following a style manual, please single space within each entry and double space between the entries.

Reference pages are numbered. Use the next consecutive page number of your document for your references.

All material included in the appendices must meet minimum font and margin requirements.

Many theses will not need this section. Material that supports the research, but is not essential to an understanding of the text, is placed in the appendices. Examples include raw data, extensive quotations, and survey or test instruments.

If there is only one appendix, it is simply called Appendix, not Appendix A. If there are multiple, appendices should be designated A: Title B: Title C: Title etcetera. Each appendix and its title and page number are listed in the Table of Contents.

Start the Appendix or Appendices with the next consecutive page number. The Appendix or Appendices should be listed in the Table of Contents.

The appendix title can be on its own page, or at the beginning of the actual material. See sample pages for examples.

Boost Your Vibes – 180+ Dissertation Instagram Captions & Quotes

Embark on a journey of academic inspiration with our curated collection of Dissertation Instagram captions and quotes tailored specifically for your dissertation endeavors. Whether you’re diving into the depths of research, grappling with complex theories, or celebrating small victories along the way, these captions and quotes are designed to uplift, motivate, and accompany you through every stage of your dissertation process. From moments of triumph to challenges overcome, let these words serve as beacons of encouragement as you navigate the intricate landscape of scholarly pursuit. Let your Instagram posts reflect not just your academic achievements, but also the resilience, determination, and passion that drive you forward in your pursuit of knowledge.

Funny Dissertation Instagram Captions

Dissertation instagram captions, law dissertation instagram captions, dissertation hand in instagram captions, dissertation submission instagram captions, best dissertation instagram captions, final thoughts, leave a comment cancel reply.

Checklist: Submitting My Dissertation or Thesis

Main navigation.

The following checklist includes all items that should be prepared in order to complete the submission of your dissertation or thesis, using the Axess Dissertation and Thesis Center  

We recommend that you take all necessary steps in order to upload your dissertation or thesis in time to meet all of the applicable posted deadlines and give your Final Reader plenty of time to approve the dissertation or thesis once it has been uploaded.

Prior to Online Submission

• Enroll in the quarter for which you intend to submit
• File online “Application to Graduate” through Axess by the appropriate deadline.
• Submit Reading Committee Signature Page requirement online.
• If a committee member is missing, or has been assigned an incorrect role, meet with your department who maintains reading committees and changes permitted within policy.
• For thesis: The name of your Thesis Advisor and designate them as your Final Reader.
• Confirm with your department that your candidacy is valid through your degree conferral date.
• Confirm with your department that you have completed all required university Milestones .
• Review Copyright Considerations for Authors of Electronic Theses and Dissertations . Discuss embargo and other release options with your co-authors and advisor before preparing the submission online.
• For students submitting a dissertation: Complete the Survey of Earned Doctorates .

During Online Submission 

Ensure your electronic dissertation or thesis is formatted following these guidelines:

• One electronic copy of the dissertation or thesis in PDF format.
• For D.M.A Composition students, score page size is 11" x 17".
• Type size 10, 11, or 12 point. Smaller fonts are acceptable for tables, captions, etc. 
• Font style is New Times Roman. If applicable, mathematic/scientific notation fonts are embedded in the PDF file.
• Line spacing of dissertation or thesis text is 1.5 or 2.
• Margins are 1.5 inches on the binding edge and 1 inch on all other sides.
• Text is divided correctly.
• Title page is formatted correctly.
• No signature page or copyright page is included.
• Pagination begins with the first page of the Abstract (page “iv” or if formatted for double-sided printing with the Abstract to appear on the right page, then pagination begins with a blank page as page "iv"). Pagination is continuous and placement of numbers is consistent throughout the manuscript.
• Dissertation contains no multimedia or large images embedded into the PDF file.
• The dissertation or thesis is ready-for-publication in appearance. All pages and sections are in order.
• The dissertation or thesis contains no unnumbered pages, except for the title page which is unpaginated, but is assumed page 'i'.
• PDF file size does not exceed 1 GB.
• PDF file has no encryption or other security measures applied.
• One version of the abstract, containing no special text formatting or HTML, entered into an online submission form.
• File size(s) do not exceed 1 GB. 
• Short description or label is applied to each file after upload. 
• Maximum 20 supplemental files.
• Agree to Stanford University publication license.
• Optional: Limit amount of dissertation or thesis content available via third-party distributors.
• Optional: Creative Commons license selected and applied.
• Optional: Delayed release (embargo) of the dissertation or thesis.
• Written permission from the appropriate copyright holder(s) to reproduce any copyrighted material in the dissertation or thesis. Each letter is formatted and uploaded as a single PDF file. Maximum 10 permission files.

After Online Submission

• Confirm via Axess that your designated Final Reader certifies the submission by noon of the final submission deadline date .
• For students submitting a dissertation, if you haven't done so already: Complete the Survey of Earned Doctorates .

MIT Thesis FAQ: Thesis Checklist

• New Degree Candidates
• Thesis Checklist
• Creating an Accessible Thesis
• Saving Your Thesis as a PDF/A-1
• Student Frequently Asked Questions
• Access and Availability Questions

If these apply to you and your research, plan to do these early in your research and writing process!

Preparing your thesis for submission

At time of submission

Quick links

• Thesis Specifications
• Distinctive Collections
• Scholarly Publishing@MIT
• About DSpace@MIT
• Dissertation/Theses

Have questions?

Contact us at [email protected] .

• << Previous: New Degree Candidates
• Next: Creating an Accessible Thesis >>
• Last Updated: Aug 30, 2023 4:55 PM
• URL: https://libguides.mit.edu/mit-thesis-faq

• Search This Site All UCSD Sites Faculty/Staff Search Term
• Meet the Dean
• Meet the Team
• Professors of the Graduate Division
• Funding Opportunities
• Alumni & Friends
• Prospective Students
• Degree Programs
• Requirements
• Admitted Students
• Admission FAQ
• Compliance/Health and Safety Information
• Tuition & Fees
• Fellowships
• Third-Party Payments
• Non-UC Visiting Grads
• Financial Support FAQ
• News & Updates
• Progress to Degree
• Enrolling at UC San Diego

Preparing to Graduate

• Policies & Procedures
• Student Academic FAQ
• Merkin Graduate Fellows Program
• Student Updates
• Health & Wellbeing
• Professional Development
• Student Spotlights
• Programs and Resources
• Postdoctoral Affairs
• Dissertation & Thesis Manual

Preparation and Submission Manual Overview

Doctoral dissertations and master’s theses.

Doctoral dissertations and master’s theses submitted to UC San Diego must meet the requirements set by the Graduate Council of the University of California San Diego for the degree candidate to be eligible for a graduate degree. A doctoral dissertation must be the result of original research conducted in the candidate’s specialization and must be approved in its entirety by the student’s doctoral committee. A master’s thesis must be a significant research work that must be approved in its entirety by the master’s committee.

The final version of the dissertation/thesis must conform to the details outlined in the " Preparation and Submission Manual for Doctoral Dissertations and Master's Theses. " For reference, we have provided some highlights below, but please refer to the full PDF Manual for complete instructions.

We have also made a template available as an inital resource to assist students with proper formatting.

Co-author permission letters are submitted electronically via the Kuali Permission Letter Submission Form .  (see section below, "Use of Published Material," for additional information) 

Specifications and Formatting

Minimum Margins

The margins of your thesis/dissertation should be from 1" on all sides. (Slightly larger margins are acceptable, but should be a minimum of 1 inch.)

Font and Font Sizes

A font size of at least 10 must be used for the text; students may choose one of the following font sizes: 10pt, 11pt or 12pt. Standard fonts are Arial, Century Gothic, Helvetica, or Times New Roman. A consistent font must be used throughout the entire dissertation or thesis.

Page Numbers

All page numbers are centered at the bottom of the page, 0.5” from the bottom edge.

Except where noted below, each page of the entire dissertation or thesis must be numbered consecutively; pages should be numbered according to the following standards:

• Neither the title page nor the blank or copyright page is to be numbered; however, the two pages are counted when numbering the preliminary pages that follow.
• The dissertation/thesis approval page is always numbered as page “iii”.
• The preliminary pages following the title and blank or copyright pages must be numbered consecutively beginning with lower case Roman numeral “iii” on the dissertation/thesis approval page. All preliminary pages are to be numbered using lower case Roman numerals (following the title and blank or copyright pages, begin with iii, iv, v, vi, etc.). This includes the dissertation/thesis approval page, dedication, epigraph, table of contents, list of abbreviations, list of symbols, list of illustrations, list of figures, list of schemes, list of tables, list of photographs, preface, acknowledgements, vita (required for doctoral dissertations), and the abstract. The page numbers must be placed at the bottom of the page and centered 0.5” from the bottom.
• The main body of the text and any back matter must be numbered consecutively with Arabic numerals beginning with “1” (1, 2, 3, etc.), including text, illustrative materials, notes, appendices and bibliography. All pages are numbered at the bottom of the page and centered.

Correct pagination (no missing pages, blank pages, or duplicate numbers or pages) is required for the doctoral dissertation or master’s thesis to be acceptable.

Page Organization

Preliminary Pages

Except for the title page and blank or copyright page, all preliminary pages are numbered with lower case Roman numerals at the center bottom of the page. Pages are numbered in sequence, and page numbers are centered and placed 0.5” from the bottom of the page.

• The name of the conferring institution – UNIVERSITY OF CALIFORNIA SAN DIEGO – appears in all capital letters at the top of the page.
• The title should be specific, unambiguous, and descriptive of the research, with easily identifiable key words that will ensure electronic retrieval.
• Scientific titles must use words, not symbols, formulas, superscripts or Greek letters.
• Doctoral students should refer to their document as a dissertation. Master’s students should refer to their document as a thesis.
• “in” should be all lowercase and on a line alone.
• The degree title listed should be the title that UC San Diego will actually confer; if unsure, contact your Graduate Coordinator.
• “by” should be all lowercase and on a line alone.
• Students may use either their legal or lived name as it is listed on the UC San Diego official record and remain consistent throughout the document
• All committee members must be listed, chair first, using the title Professor. If professor is not applicable to all committee members, list all names without any titles. Use double spacing between “Committee in Charge” and the chair’s name. Alphabetize all members after chair and single space all names. Indent all committee members 0.5” from “Committee in Charge”. (This section is the only section of the title page that is not centered.)
• Degree year: Students must use the year of the quarter of degree conferral.
• The title page is not numbered; it is counted as page “i” in the numbering of the preliminary pages. The title and blank or copyright pages are the only manuscript pages without page numbers.

Dissertation/Thesis Approval Page

This page is always numbered page iii. Page numbers from here forward in the preliminary pages of the document will vary for individual students, depending on which of the optional pages described below students choose to include. The numbers must be internally consistent for the document.

There is no header on the dissertation/thesis approval page. The text at the top of the page is either left justified or fully justified. The text at the bottom of the page is centered. All information should be centered on the page vertically.

Effective November 2020, faculty signatures are not collected on the dissertation/thesis approval page. Faculty committee member approval is captured on the combined Final Report Form (this form is initiated and managed by the department/program graduate coordinator). Students should check with their department/program graduate coordinator to verify that the combined form is being used. The formatted page iii must still be included in the dissertation/thesis and must follow the format described above.

All dissertations or theses are required to have a table of contents. List the page number that each section first appears on. Use proper capitalization and include header and sectional titles exactly as they appear within the dissertation or thesis (for example, if “Chapter” is used in the text headers, it must be used in the Table of Contents).  

If illustrations such as figures, tables, graphs, maps, diagrams, photos, etc., are scattered throughout, make a separate “List of Figures,” “List of Tables,” “List of Graphs,” etc. to follow the table of contents. 

Acknowledgements

The acknowledgements, along with any other preliminary sections or parts of the dissertation or thesis, must be reviewed and approved by the committee members.

See the section “Using Published Material” (in the full PDF manual, and in the excerpted section below) if any portion of the dissertation or thesis is co-authored, published, submitted for publication, or is being prepared for publication. A paragraph acknowledging all co-authors and publishers is required in the acknowledgements page and as the last paragraph of text at the end of each applicable chapter.

Permission letters from the committee chair and all co-authors must be submitted electronically via the Kuali permission letter submission form   prior to or the day of the student’s final document review . See the full manual for sample letters and additional information.  Click here for step by step instructions and an overview of the Kuali form.

An abstract should provide a clear impression of the content and major divisions of the dissertation or thesis. Abstracts of doctoral dissertations must not exceed 350 words; master’s theses abstracts must not exceed 250 words.

Figures and Tables

All figures and tables must be accompanied by a caption. Captions for figures go below the figure. Captions for tables go above the table.

All figures and tables must have their captions formatted the same, ie numbering, spacing, bold/italicized text, text alignment (left, centered, justified), font.

Figures/tables and their captions need to fit on one page and within the page margins. If they cannot fit on one page, then format the captions as a facing caption, where the caption goes on the page before the figure/table. For example, page 1 would be the figure caption (no other text), and page 2 would be the figure itself.

If figures/tables go on multiple pages, then the caption must be on each page that the figure/table appears. Table headers must also be on each page.

Appendices and References

• Appendices typically contain supporting material such as data sheets, questionnaire samples, illustrations, maps, charts, etc. Appendices may be single-spaced.

References/Biolography/Works Cited

• The format of the references and/or bibliography should follow that of the student’s discipline and should be consistent throughout the dissertation/thesis.
• All authors must be listed. Do not depersonalize non-primary authors by referring to them in the bibliography as et al.
• Bibliographies, references, and works cited are to be single-spaced with a double space between entries, and should be the last entry in each chapter or in the dissertation/thesis.

Use of Published Material and Co-Author Permissions

If students are using material which has been submitted for publication or has been published, students must read the full text that follows and see the manual for additional details. 

Students must obtain permission letters from all co-authors, including committee members and UCSD faculty. Students submit the co-author letters to GEPA electronically via the Kuali permission letter submission form  for any chapter or portion of a chapter in the dissertation or thesis to which one or more of the following applies:

• Students have co-authors (regardless of whether or not students are submitting it for publication);
• The chapter or portion thereof is being prepared for publication;
• The chapter or portion thereof has been submitted for publication;
• The chapter or portion thereof has been published.

If approved by the committee members, reports of research undertaken during graduate study at UC San Diego that have been published or submitted for publication in appropriate media may be accepted in their printed form in full or in part as the dissertation or thesis.  

If the material has co-authors other than the committee chair, the student must obtain permission letters from all co-authors giving their approval for the co-authored material to be used. This must be done even if copyright has been retained.  Students need to determine if the publisher’s permission is also required.  Students collect their signed co-author permission letters and cover letter from their committee chair and submit electronically via the Kuali permission letter submission form  prior to or the day of their final document review with GEPA.  

Click here for a sample/template of the cover letter from the committee chair and the permission letter(s) from co-author(s).

Click here for step by step instructions and an overview of the Kuali form.

Copyright and Publishing Options

• All students receive copyright when creating and publishing their dissertation/thesis.
• Proquest offers to file for additional copyright with the US Copyright Office for a fee. Students can file for additional copyright through Proquest or on their own through the US Copyright Office .

Publishing Options

• Your dissertation/thesis is published in two different libraries, Proquest and eScholarship.
• Traditional = your paper can only be accessed if someone has access to Proquest or pays to access your paper. The default option.
• Open access = your paper is available to anyone on the internet for free. You would have to pay a fee for this option.
• eScholarship is the University of California's digital library. All papers are open access in eScholarship.

Dissertation and Thesis Release Form (Embargo)

Students, with approval from their committee chair, may choose to immediately publish or put an embargo/delay on publishing their disserrtation/thesis. The default option is immediate publication.

• If an embargo is chosen, the options are for a 1 or 2 year delay. (Note: Students in the MFA in Writing program are required to have a 10 year embargo).
• If the embargo needs to be extended, a request from the committee chair must be submitted to the Assistant Dean of Academic Affairs via email before the embargo expires . Dissertations/theses cannot be re-embargoed once the embargo expires.

Your embargo choice must match in Proquest and on the dissertation/thesis release form . The release form must be signed by the student and the committee chair and must be uploaded as part of the submission to ProQuest. 

Please note: If you delay the release of your work, access to the full text of your work will be delayed for the period that you specify. However, the citation and abstract of your work will be available through ProQuest and through the UC California Digital Library (eScholarship).

Dissertation and Thesis Release Form (Embargo Form)

Embargo options are for a 1 or 2 year delay. (Note: Students in the MFA in Writing program are required to have a 10 year embargo).

Embargo Extension: If the embargo needs to be extended beyond initial embargo period, a request from the committee chair (with endorsement from the department chair / program director) must be submitted to the Assistant Dean of Academic Affairs via email before the embargo expires . The request must specify the reason for the additional time and how long the embargo should continue. Dissertations/theses cannot be re-embargoed once the embargo expires. Please see the Policy on Open Access for Theses and Dissertations: https://policy.ucop.edu/doc/2000688/ .

For further questions about doctoral dissertation or master’s thesis formatting, students may contact the appropriate GEPA Academic Affairs Advisor . 

Master’s thesis formatting questions:

• Kelsey Darvin, [email protected] : Biological Sciences, Biomedical Sciences, Electrical and Computer Engineering, Structural Engineering, Scripps Institution of Oceanography
• Kim McCusker , [email protected]:  All Arts & Humanities, Physical Sciences, and Social Sciences, Materials Science, Mechanical and Aerospace Engineering 
• Karen Villavicencio , [email protected] : Bioengineering, Bioinformatics, Chemical Engineering, NanoEngineering, Computer Science and Engineering, Neurosciences  

 Doctor of Philosophy dissertation formatting questions:

• Kelsey Darvin , [email protected]:  Structural Engineering
• Eliese Maxwell , [email protected] : all other PhD programs (except those listed)
• Karen Villavicencio , [email protected]:  Chemical Engineering, NanoEngineering

Doctor of Musical Arts, Doctor of Education, all Rady programs, Biomedical Sciences, Biostatistics, and Neurosciences PhD, all joint PhD programs with SDSU, and Master of Public Health (MPH) formatting questions:

•   Sara Miceli , [email protected]

 After fully formatting your doctoral dissertation or master’s thesis you may schedule your appointments at: https://gradforms.ucsd.edu/calendar/ .

• Degree Completion
• Dissertation & Thesis Submission
• Dissertation & Thesis Template

UBC Library Research Commons

• Research Commons Home
• Consultations
• Research Commons Team
• Impact Reports
• Policies & Procedures

Dissertation & Thesis Formatting Frequently Asked Questions

By Allan Cho on July 30, 2020

[Updated August 1, 2020]

The following are frequently asked questions regarding dissertation and thesis formatting.   We provide the following information as further support to answering commonly asked questions.  

Using memos in the body of a thesis. I am not aware of any UBC-specific formatting rules for memos. In other words, the UBC Grad Studies page has rules for block quotes but not for other things like memos. What about consistency? What about “complete memos” at the end of the thesis as appendices, but a shortened memo as a block paragraph in one of her chapters. Is this permissible? 

• APA has its own rules about writing memos, so  this is a grey area where citation style may/may not affect formatting in the thesis
• Please check with your department supervisor and also with previous dissertations/theses in your area of research for examples and best practices

Are there any formatting rules for creating captions for images/tables/figures that are in appendices? And is it a requirement to have these captions included in the Table of images/tables/figures of a thesis?

• No, there are no specific rules for captions in the appendices 
• Appendices must be limited to supporting material genuinely subsidiary to the main argument of the thesis. They must only include material that is referred to in the thesis.
• The following are appropriate for inclusion in the appendices:
• Additional details of methodology and/or data.
• Diagrams of specialized equipment developed.
• Copies of questionnaires or surveys used in the research.

How does citation style its impact paragraph spacing?   In my thesis, there is a space between every new section, sub-section, et cetera. But how would this change if a student is required to follow a very specific citation format?  (e.g. APA format in the thesis). 

• APA recommends no additional spaces between the start of new paragraphs/sections
• As a recommendation, you can go to Open Collections [ https://open.library.ubc.ca/cIRcle/collections/ubctheses ], and find recent previous submissions from your department.  

If you are still unsure, please contact your supervisor/advisor 

What is the main distinction between th e Faculty of Graduate and Postdoctoral Studies (G&PS) p re-review service and the RC Thesis Formatting service? 

• G+PS offers a general review to see if you’re on the right path with very general guidelines; it won’t answer any specific questions about formatting or other services
• RC service will help refer you to correct resources for more nuanced questions (e.g. Copyright, ethics approval, etc.)
• RC provides a pre-formatted dissertation template for you to populate with your content
• RC provides support using this template 
• RC offers one-on-one consultations for specific questions on your template

What is the turn-around time for G&PS pre-reviews?

• According to the Faculty of Graduate and Postdoctoral Studies (G&PS), it is 2-weeks.

What are the deadlines for Dissertation and Thesis Formatting submission?

• For most updated deadlines, go here: https://www.grad.ubc.ca/deadlines?type=deadline&deadline_type=571

Do I  have the option to embargo my work?

Yes, all information about delaying and embargo of your thesis/dissertation can be found on G+PS – https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis

If I am an undergraduate student, should I still be using the Thesis Formatting template even though it seems to be intended for graduate students? Are there any formatting differences between an undergraduate thesis and a graduate thesis?

• Each undergraduate department may have its own specifications.  As undergraduates fall outside of the Faculty of Graduate + Postdoctoral Studies (G+PS), please contact your own department
• The Institutional Repository (cIRcle) has an archive of previous undergraduate theses with information on submission – https://circle.ubc.ca/submissions/submit-content/undergraduate/#fragment-5c201678217a9eeb6fca4f2cf24394f9-0

I found that in the thesis template, Chapter 1 doesn’t start at page 1 after the roman numerals.  I hope you can help me with this. It might be a problem with the Table of Content.  I am using the UBC thesis template.

• For your pagination issue, you can start with the two guides:
• How to guide:  PC (p.2)     Mac (p.2)
• Thesis Template User’s Guide: PC (p.4)     Mac (p.4)

I have an issue with converting my thesis into a PDF.  Some of the words (e.g. chapter headings in the table of contents and sub-section numbers) become blurry in the pdf format of the file. 

• The “blurriness” is indeed some sort of font formatting, and you can clear it as follows.  In the document, for each numbering level, click to select the number and press Ctrl+SpaceBar; this should revert font formatting to that of the underlying paragraph style.  Resource from: https://answers.microsoft.com/en-us/office/forum/office_2013_release-word/list-number-blurry-multilevel-list/ddd957aa-d531-4711-88e2-66fd4d7594fc
• The problem can be the PDF converter program. Sometimes, the PDF converter program may need to be reinstalled on the computer.  Try it again after reinstallation.

I need to create sub-sections in my Appendix C (e.g., C.2.1, C.4.1.1), but I don’t know how to do that. The UBC Research Commons template seems to only program to Heading 8.

Secondly, I also don’t know why the figure name sequence does not work in Appendices.

• First, Copy the template caption into Appendix B as it shows Figure 0.1. 
• Second, Right click the “0” choosing “edit field” and then change the file properties to Heading 7 (this is the heading level for appendices in the template). 
• Third, right-click the “1” choosing “edit field”.   The original field code is “SEQFigure \* ARABIC \s 2 “, the 2 after \s resets the sequence after each Heading 2, but appendices are under Heading 7.
• Fourth, change the whole code to “SEQFigure \* ARABIC \s 7 “
• Lastly, update the table of figures 
• ** Remember to separate each figure/table with its own page so that the Table of Contents will reflect these new sub-appendices

Thesis & Dissertation Guidelines

These guidelines provide students at Vanderbilt University with essential information about how to prepare and submit theses and dissertations in a format acceptable to the Graduate School. You can either explore the guidelines by topic below or review the complete Format Guidelines document .

General Information

Manuscript preparation.

• NEW: Dissertation Template
• Approved LATEX Template for Dissertations

Submission Requirements

Students in foreign language departments may submit manuscripts in a language other than English. The abstract, however, must be in English.

You may use a multi-part presentation format for combining original research that has been conducted in two or more related or non-related areas, or for presentation of combined journal articles (published or submitted for publication). You should organize the parts or articles into chapters, with well-defined subheadings, including an introduction, methods, results and discussion. Each chapter may contain its own list of references and appendices, or you may list them all at the end, depending on the custom of your discipline.

When using this format, the thesis or dissertation should nonetheless consist of an integrated argument that binds the chapters together. You should include the appropriate preliminary pages, an introduction presenting the general theme of the research, and a conclusion summarizing and integrating the major findings. Any additional appendices related to the dissertation as a whole or any general references from the introduction, conclusion or transitional sections should come at the end of the dissertation.

When you have previously published portions of your thesis or dissertation as an article or book chapter, you must ensure the work may also be published as part of the dissertation or thesis. The  standard provisions of copyright law  regarding quoted and previously published material under copyright apply to the publication of theses and dissertations. Many publishers provide exceptions to work published as part of graduation requirements and this is often clearly outlined as part of the publication agreement signed by the author.

In order to include your own previously published or co-authored material in your thesis or dissertation, you must comply with the following:

• You must be the first author, or obtain permission from your committee, to be uploaded as an Administrative file in Vireo.
• The article must be based on research completed while you were enrolled at Vanderbilt University.
• You must have permission from the publisher to reuse the work, which should be uploaded to VIREO as an Administrative file. The record of permission may take the form of the publishing agreement, a copy of the publisher’s webpage describing reuse rights, or an email approval from the publisher. You should also identify which chapters are associated with which articles when prompted within VIREO.
• If there are co-authors, you must obtain the permission of all co-authors to include the work in the thesis or dissertation as a matter of both copyright law and professional courtesy. Include these permissions (email approval is acceptable) as an Administrative file in VIREO.
• You must properly acknowledge previously published material and any co-authors within the text of your manuscript. This would typically take the form of a footnote, or, alternately, an italicized statement beneath the relevant chapter heading. The rubric should be: “This chapter is adapted from [Title] published in [Journal] and has been reproduced with the permission of the publisher and my co-authors [List co-authors]” and include the full citation required by the publisher, if any, or appropriate to your discipline.

If the work is submitted to the ProQuest database, ProQuest will scan the document to ensure it contains no copyrighted material without consent and proper citation.

Inclusion of Third-Party Content

If you are including content in your dissertation not authored or created by you, consider copyright issues. If your use of the content would exceed fair use under the Copyright Act, then you will need to seek the copyright holder’s permission in order to use the material. Obtaining copyright permissions often takes time and should not be left until the last minute.

You should discuss questions about copyrighted material with your dissertation advisor or contact the VU Librarian for Copyright and Scholarly Communications at  [email protected]  for help evaluating fair use or obtaining permissions.

Your thesis or dissertation is automatically protected by copyright as soon as it is fixed in a tangible form, such as being saved as an electronic file.  Although not required, it is good practice to include the copyright symbol, your name, and the year on the title page of your work (© 2017 by [your name]).

You also may choose to register your copyright, which will gain you additional protections in case of litigation for copyright infringement. You can file a copyright registration online directly with the  U.S. Copyright Office  for a fee of $45.00.

You will be asked to agree to the license to deposit your submission to the Vanderbilt Institutional Repository.  The Library, with the Vanderbilt Institutional Repository, enhances the metadata provided with your dissertation and adds your record to discovery tools like the Library Catalog and WorldCat, making it easily findable for scholars worldwide. The library also maintains the technical infrastructure of the repository.  If you plan to make your dissertation open access, we can assist you in understanding the options for licensing. If your dissertation makes use of copyrighted content, you will want to think early on about whether you may rely on fair use or need to acquire licenses. We will be glad to meet with you to discuss the requirements of your particular project.

PhD students also have the option to request deposit of your submission with ProQuest, at no additional cost to you. If you elect to deposit your submission with ProQuest, you must also agree to the ProQuest license. This agreement is entirely between you and ProQuest.  Vanderbilt’s sole responsibility is to pass on the license agreement and your work to ProQuest.  Please contact ProQuest Dissertation Publishing, at 1(800) 521-0600 or  [email protected]  with any questions.

The expectation of the Graduate School is that all theses and dissertations will be made publicly available absent these limited circumstances.  You have the option to make your submission available immediately or to temporarily embargo its release for a limited period of time. Students may elect to embargo their work if they anticipate publication, are making a patent application, have restrictions imposed by sponsors, or privacy concerns.  Metadata, including the abstract, about your submission will still be visible in the Vanderbilt Institutional Repository, thereby indicating that your submission was accepted.  You should discuss any anticipated hold on publication with your advisor. If selecting the ProQuest publishing option, be sure that you make the same embargo selection under the Vanderbilt options. Once your submission has been released to ProQuest, we have no ability to retract it.

If, after consultation with your advisor, you would like to request a temporary embargo, you can elect from the following:

• No embargo and release immediately for worldwide access
• Six (6) month embargo
• Twelve (12) month embargo
• Twenty-four (24) month embargo

If you, after consultation with your advisor, determine that you need to extend your embargo beyond your initial selection, you can only do so with permission from the Graduate School. If you have questions about your embargo, you may email  [email protected]

The Graduate School recommends Campus Copy for procuring bound copies of theses and dissertations. You may contact them directly at 615-936-4544, or online at  Printing Services .

These guidelines provide students at Vanderbilt University with essential information about how to prepare and submit theses and dissertations in a format acceptable to the Graduate School. The topics range from writing style to the completion of required forms. There are instructions and sample pages on the Graduate School website for guidance through this process.

There is a distinct difference between submitting a manuscript to a publisher and providing a completed thesis or dissertation to the Graduate School. A manuscript represents a pre-publication format; a thesis or dissertation is a final, completely edited, published document. Students should use these guidelines, not other style manuals, as the final authority on issues of format and style. Areas not covered in this document or deviation from any of the specifications should be discussed with a Graduate School format editor. Do not use previously accepted theses and dissertations as definite models for style.

Manuscripts consist of four major sections and must be placed in the order listed:

• Title Page (required)
• Copyright (optional)
• Dedication (optional)
• Acknowledgments/Acknowledgment of Support (optional)
• Table of Contents (required)
• List of Tables (required)
• List of Figures (required)
• List of Abbreviations/Nomenclature/Symbols (optional)
• Introduction (may be referred to as Chapter 1)

Body of Manuscript

• References  (required)
• Appendices  (optional)

The dedication is an optional portion of the academic manuscript. It is a personal message from the author in tribute to a person, group, or cause. Most dedications are brief statements beginning with “To…” or “For…” such as “To my family” or “For my daughter, Samantha.” The dedication, if any, is considered to be the sole work of the author and does not reflect endorsement of the views and opinions expressed therein by Vanderbilt University, the Graduate School, or the members of the faculty committee.

The acknowledgment is another optional portion of the academic manuscript. It is appropriately used to thank those people and organizations that have helped or encouraged the author in the process of obtaining the degree or otherwise making the graduate degree possible: advisers, the committee, labmates or members of one’s cohort, family, friends, etc. Typically, an acknowledgment is no more than 1 page in length.

Acknowledgment of grant/contract or other financial support may be included on the acknowledgment page. Similarly, permission to reprint copyrighted material may be included here.

The acknowledgment, if any, is considered to be the sole work of the author and does not reflect endorsement of the views and opinions expressed therein by Vanderbilt University, the Graduate School, or the members of the faculty committee.

The abstract is a separate document from the manuscript; it is not bound with the thesis or dissertation. Abstracts must be printed on white, 8 ½ x 11-inch paper. No page numbers are printed on the abstract. One copy is required. Abstracts must have the original signature(s) of the faculty advisor(s). The maximum length of the thesis abstract is 250 words. The maximum length of the dissertation abstract is 350 words, including the dissertation title. Majors are listed on the last pages of these guidelines.

NEW: Abstract sample

The title page must be printed on white, 8 ½ x 11-inch paper. Committee member signatures on the title page must be originals. Spacing on the title page will vary according to the length of the title. The five lines following your name must be formatted exactly as found on the sample title page. The title page is considered page ‘i’ but the page number is not printed on the page.  The month, day, and year representing the conferral date must be listed on the title page.

• NEW: ETD Title Page sample
• NEW: Title Page With Signatures sample

Use a standard font consistently throughout the manuscript. Font size should be 10 to 12-point for all text, including titles and headings. It is permissible to change point size in tables, figures, captions, footnotes, and appendix material. Retain the same font, where possible. When charts, graphs, or spreadsheets are “imported,” it is permissible to use alternate fonts. Italics are appropriate for book and journal titles, foreign terms, and scientific terminology.  Boldface  may be used within the text for emphasis and/or for headings and subheadings. Use both in moderation.

Measure the top margin from the edge of the page to the top of the first line of text. Measure the bottom page margin from the bottom of the last line of text to the bottom edge of the page. Page margins should be a minimum of one-half inch from top, bottom, left, and right and a maximum of one inch from top, bottom, left, and right. Right margins may be justified or ragged, depending upon departmental requirements or student preference.

The title page is considered to be page ‘i’ but the page number should not be printed on this page. All other pages should have a page number centered about ½ inch from the bottom of the page. Number the preliminary pages in lowercase Roman numerals. Arabic numerals begin on the first page of text. Pages are numbered consecutively throughout the remainder of the manuscript. The Introduction may be placed before the first page of Chapter 1, if it is not considered a chapter. The use of Arabic numbers may begin on the first page of the Introduction.

The entire text may be single-spaced, one and one-half spaced, or double-spaced. Block quotations, footnotes, endnotes, table and figure captions, titles longer than one line, and individual reference entries may be single-spaced. With spacing set, the following guidelines should be applied: Two enters after chapter numbers, chapter titles and major section titles (Dedication, Acknowledgements, Table of Contents, List of Tables, List of Figures, List of Abbreviations, Appendices, and References). Two enters before each first- level and second-level heading. Two enters before and after tables and figures embedded in the text. One enter after sub-level headings.

Chapters may be identified with uppercase Roman numerals or Arabic numbers. Styles used on the Table of Contents should be consistent within the text. Tables, figures, footnotes, and equations should be numbered consecutively throughout the manuscript with Arabic numerals. These may also be numbered consecutively by each chapter. Equation numbers should be placed to the right of the equation and contained within parentheses or brackets. Use uppercase letters to designate appendices.

Departments will determine acceptable standards for organizing master’s theses into chapters, sections, or parts.  Usually, if a thesis has headings, a Table of Contents should be included. The dissertation must be divided into chapters. The use of parts, in addition to chapters, is acceptable.

Words and Sentences

Take care to divide words correctly. Do not divide words from one page to the next. Word processing software provides for “widow and orphan” protection. Utilize this feature to help in the proper division of sentences from one page to another. In general, a single line of text should not be left at the bottom or top of a page. Blank space may be left at the bottom of a page, where necessary.

Headings and Subheadings

Use headings and subheadings to describe briefly the material in the section that follows. Be consistent with your choice of “levels” and refer to the instructions on spacing for proper spacing between headings, subheadings, and text. First-level headings must be listed on the Table of Contents. Second-level and subsequent subheadings may be included.

Acronyms/Abbreviations/Capitalization

Abbreviations on the title page should appear as they do in the body of the thesis or dissertation. (Examples:  Xenopus laevis , Ca, Mg, Pb, Zn; TGF-β, p53.) Capitalize only the first letter of words of importance, distinction, or emphasis in titles and headings. Do not alter the all-cap style used for acronyms (Example: AIDS) and organizational names (Example: IBM). Use the conventional style for Latin words (Examples:  in vitro, in vivo, in situ ). Genus and species should be italicized. Capitalize the first letter of the genus, but not that of the species name (Example:  Streptococcus aureus ).

Figures commonly refer to photographs, images, maps, charts, graphs, and drawings. Tables generally list tabulated numerical data. These items should appear as close as possible to their first mention in the text. Tables and figures may be placed in appendices, if this is a departmental requirement or standard in the field. Tables and figures should be numbered with Arabic numerals, either consecutively or by chapter. Be consistent in the style used in the placement of tables and figure captions. Tables and figures may be embedded within the text or placed on a page alone. When placed on its own page, a figure or table may be centered on the page. When included with text, a table or figure should be set apart from the text. Tables and figures, including captions, may be oriented in landscape. Make sure to use landscape page positioning on landscape-oriented pages. Table data and figure data must be kept together, if the information fits on one page.

The submission process for theses and dissertations begins at the Graduate School. Forms must be digitally submitted to the Graduate School.

View the Checklist for Graduation

The Vanderbilt Libraries have recently implemented  VIREO , an Electronic Thesis & Dissertation review and submission system for the Graduate School. The Graduate School requires electronic submission of all theses and dissertations through this new platform. Format reviews now occur within the VIREO submission process. If you have questions or would like an in-person format review,  contact administrators .

Students will use their VUnet ID and password to log in and begin completing the appropriate information, as outlined below.

Verify Your Information

• Orcid ID (can obtain in VIREO)
• Department/Program, Degree, Major
• Phone & Address

 License & Publication Agreements

• Vanderbilt License Agreement (required)
• ProQuest Publication (optional)

 Document Information

• Title, degree month/year, defense date, abstract, keywords, subjects, language
• Your committee, Chair email
• Previously published material (optional)
• Embargo options

Upload Your Files

• Primary document: thesis/dissertation
• Additional files: supplemental, source, administrative (CV, Survey of Earned Doctorates (additional SED information is in the Ph.D. Dissertation Requirements accordion below))

Confirm and Submit

• Students will receive a confirmation email once submitted

Any documents you will be uploading into VIREO as administrative files should be saved as a PDF, and named with your last name, first name-file-conferral month and year. Examples:

• King, Amanda-IntraTermApp-032021.pdf
• King, Amanda-CV-052021.pdf
• King, Amanda-SED-052021.pdf
• King, Amanda-Title Page-052021.pdf
• King, Amanda-Permissions-052021.pdf
• King, Amanda-DGS Approval-052021.pdf

Intent to Graduate OR Intra-term Application

Please note all students must submit either an Intent to Graduate form or an Intra-Term Application. Students planning to graduate at the end of the fall, spring, or summer term should submit the Intent to Graduate form through YES. Students planning to graduate on one of the  intra-term dates  should instead complete the Intra-Term Application and submit as an administrative file in their VIREO profile.

Format Review

A format review is required before thesis or dissertation approval. Review will take place through VIREO when you first upload your document. Allow time before the deadline for review and revisions. For questions contact  [email protected] .

Submit one copy of the title page, with original signatures of the advisor and a second reader (either a member of the committee or DGS of the program). The date on the title page will reflect the month, day, year of degree conferral.

Submit one copy of the abstract with the signature of the advisor.

Completion of Master's Degree Form

Form must be completed and signed by the advisor and the DGS, then submitted securely by the program.

Please note all students must submit either an Intent to Graduate form or an Intra-Term Application. Students planning to graduate at the end of the fall, spring, or summer term should submit the Intent to Graduate form through YES. Students planning to graduate on one of the  intra-term dates  should instead complete the Intra-Term Application and submit as an administrative file in their VIREO profile.

Defense Results

Students must schedule the Defense Exam with the Graduate School two weeks prior to the exam. Students will bring the Defense Results Form (along with the Title Page & Abstract) to obtain committee signatures. Upload the signed title page and abstract as one administrative file (title pate first followed by abstract) to VIREO as an administrative file, and have your department submit the defense results to the  graduate school submissions portal.

Title Page (+ Extra Copy)

Upload your signed title page as an administrative file in VIREO. The date on the title page will reflect the month, day, year of degree conferral. Be sure it is the date of conferral and not the date of your defense.

Upload your signed abstract as an administrative file in VIREO.

Survey of Earned Doctorates (SED)

Students finishing a doctorate degree are required to complete the  SED survey . Information provided to the National Opinion Research Council remains confidential and will be used for research or statistical purposes. Submit the Certificate of Completion with your VIREO submission as an administrative file.

Curriculum Vitae

Submit your CV through your VIREO submission as an administrative file. Directions on preparing a curriculum vitae are available here.

• Skip to main content
• Skip to secondary menu
• Skip to primary sidebar
• Skip to footer

Erin Wright Writing

Writing-Related Software Tutorials

How to Write Figure Captions for Graphs, Charts, Photos, Drawings, and Maps

By Erin Wright

Figures are visuals such as charts, graphs, photos, drawings, and maps. Figures are normally identified by the capitalized word Figure and a number followed by a caption. A caption is a short block of text that gives information about the figure. The following seven tips explain how to write figure captions in your book, article, or research paper.

Although closely related, tables aren’t considered figures. See “ How to Write Table Titles ” for more information.

These tips are general guidelines based on our primary style guides . Each style guide has its own caption format (e.g., line spacing , margins, fonts). Therefore, you should consult your designated guide for specific recommendations, as necessary.

Seven Tips for Writing Figure Captions

Figure 1 and figure 2, located at the bottom of this post, demonstrate the guidelines explained in these tips.

1. Use captions instead of titles.

Figures in traditionally published books and scholarly writing usually have captions instead of titles. 2

However, some journals use titles and captions for figures. 3 Before submitting an article to a specific journal, always check its formatting requirements.

2. Place captions under figures.

Captions typically appear under figures. 4 Sometimes captions appear beside or even above figures; however, the decision to place captions in uncommon locations is normally made by the layout designer or production editor, not by the writer or copy editor. 5

Style Guide Alert: Written Music

The MLA Handbook (MLA style) and the Chicago Manual of Style (Chicago style) use the word Example rather than Figure to identify samples of written music in text. In addition, Chicago style places captions above written music instead of below, while MLA style keeps captions under written music. 6

Note that the academic version of Chicago style, Turabian, also recommends placing captions above written music but uses Figure instead of Example . 7

If you have music samples labeled as Example in addition to other figures, the music samples should be numbered separately from the figures (e.g., Example 1, Figure 1, Example 2, Figure 2).

3. Use a period after figure numbers.

Figures can be identified with regular numbers:

They can also be identified by double numbering in which the first number identifies the chapter and the second number identifies the figure:

Figure 7.10. (the tenth figure in chapter 7)

Figure 7.11. (the eleventh figure in chapter 7)

Figure 7.12. (the twelfth figure in chapter 7)

Whether you are using regular numbers or double numbering, use a period after the figure number to separate it from the caption text. 8

You may occasionally see the period omitted in favor of bold font combined with extra space before the caption text. 9 Like placing captions in uncommon locations, this decision is usually made by a layout designer or production editor rather than the writer or copy editor.

4. Use sentence-style capitalization.

Captions should feature sentence-style capitalization rather than headline-style capitalization . 10 This recommendation applies to complete sentences and to phrases and sentence fragments.

5. End captions with a period … most of the time.

Two of our primary style guides, the Publication Manual of the American Psychological Association (APA style) and the MLA Handbook (MLA style) use periods at the end of all captions even if they are incomplete sentences. 12

One of our other primary style guides, The Chicago Manual of Style (along with its academic version, Turabian) says that periods can be omitted if your captions are all phrases or sentence fragments. But, if your captions consist of complete sentences mixed with phrases and sentence fragments, always use periods. 13

6. Include a variety of information (if necessary).

A caption should briefly describe the figure. You can also include additional information such as copyright statements, source citations, definitions of symbols, and explanations of units of measurement. 14

There’s no official guideline for how long a caption can be. But, keep your readers in mind when writing captions because long blocks of unbroken text can be difficult to read (and therefore easy to ignore). If you think your caption is too long, consider other ways to present the necessary information, including the use of legends, labels, and keys within the figure itself.

7. Reference all figures in your text.

Each figure should be referenced in a sentence in your text, preferably before the figure appears in the document. The purpose of in-text references is to show your readers how figures connect to the content they are reading.

See “ How to Reference Figures and Tables in Sentences ” for examples and information relative to specific style guides.

The captions attached to figure 1 and figure 2, below, are examples based on the seven tips explained above.

Figure 1. Above left , Bartholomew; above right , Peabody; below left , Mr. Heckle; below right , Mr. Jeckle. Photography by Erin Wright.

Figure 2. Study participants’ favorite activities rated by occurrences per day. Reproduced by permission from Erin Wright, The Pets Are Running the Show (Whiting, IN: Fake Press, 2019), 57.

Related Resources

Three Ways to Insert Tables in Microsoft Word

How to Create and Customize Charts in Microsoft Word

How to Insert Figure Captions and Table Titles in Microsoft Word

How to Change the Style of Table Titles and Figure Captions in Microsoft Word

How to Update Table and Figure Numbers in Microsoft Word

How to Create and Update a List of Tables or Figures in Microsoft Word

How to Cross-Reference Tables and Figures in Microsoft Word

• Publication Manual of the American Psychological Association , 7th ed. (Washington, DC: American Psychological Association, 2020), 7.23–7.25.
• Publication Manual of the American Psychological Association , 6th ed. (Washington, DC: American Psychological Association, 2010), 5.23.
• AMA Manual of Style , 10th ed. (Oxford: Oxford University Press, 2007), 4.2.7.
• The Chicago Manual of Style , 17th ed. (Chicago: University of Chicago Press, 2017), 3.21. Publication Manual of the American Psychological Association , 5.23; “ Tables and Illustrations ,” Formatting a Research Paper, The MLA Style Center, accessed September 9, 2019; Kate L. Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations , 9th ed. (Chicago: University of Chicago Press, 2018), 26.3.2.
• “ Headlines and Titles of Works ,” Style Q&A, The Chicago Manual of Style Online, accessed September 10, 2019.
• The Chicago Manual of Style , 3.5. “ Tables and Illustrations ,” The MLA Style Center.
• Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations , 26.3.2.
• The Chicago Manual of Style , 3.23; Publication Manual of the American Psychological Association , 5.23; “ Tables and Illustrations ,” The MLA Style Center; Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations , 26.3.2.
• The Chicago Manual of Style , 3.23.
• “ Tables and Illustrations ,” The MLA Style Center.
• The Chicago Manual of Style , 3.21; Publication Manual of the American Psychological Association , 5.23; Turabian, A Manual for Writers of Research Paper, Theses, and Dissertations , 26.3.3.2.
• Publication Manual of the American Psychological Association , 5.23; “ Tables and Illustrations ,” The MLA Style Center.
• The Chicago Manual of Style , 3.21; Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations , 26.3.3.1.
• The Chicago Manual of Style , 3.25; Publication Manual of the American Psychological Association , 5.23; Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations , 26.3.3.2
• Microsoft Word Tutorials
• Adobe Acrobat Tutorials
• PowerPoint Tutorials
• Writing Tips
• Editing Tips
• Writing-Related Resources

• Public Lectures
• Faculty & Staff Site >>

Thesis/Dissertation

To graduate with a master’s (thesis program) or doctoral (dissertation program) degree, students are required to submit an Electronic Thesis/Dissertation (ETD) and a Committee Approval Form to the Graduate School through the  UW ETD Administrator Site . ETDs are distributed by ProQuest/UMI Dissertation Publishing and made available on an open access basis through UW Libraries  ResearchWorks Service .

The Graduate School partners with the UW Libraries to provide comprehensive resources for students as they write, submit, and publish academic theses or dissertations. These pages outline information and policies related to preparing your thesis/dissertation, including formatting, deadlines, copyright and distribution decisions, and, ultimately, graduation. We also encourage you to review the  ETD Library Guide  for additional information.

For comprehensive information on preparing to graduate, please refer to our graduation requirements information page .

Writing Your Thesis or Dissertation

Etd resources.

As a starting point, students submitting an ETD are encouraged to review the below resources:

• Hacking the Academy: UW Theses & Dissertations (Recording of July 29, 2020 event) This session helps students think through their options for how and when to share their work, including the copyright and publishing considerations they may need to take into account.
• Electronic Theses & Dissertations with the UW Libraries The University Libraries welcomes you to this self-guided course on electronic theses and dissertations (ETDs) at the UW. In this five-part learning experience, you will learn a lot about the ETD process including how the submission process works, how to give and receive recognition for your work, how to find and interpret publisher policies and how to read and inspect publishing contracts.

Formatting Guidelines

After you submit your ETD, the Graduate School will review your document as part of the graduation process at the end of each quarter. We will review for information accuracy, consistency, and to ensure your ETD meets the formatting requirements described below. There are three required sections (pages) that must be included at the beginning of your manuscript: 1) Title Page, 2) Copyright Page, 3) Abstract. Templates for these sections are provided below.

Apart from these first three pages, the Graduate School does not adhere to any specific formatting or publishing requirements unless explicitly stated by the ProQuest Author Guide: Preparing Your Manuscript for Submission (provided below). You should refer to the citation, formatting, and style specifications of your discipline and the guidance of your supervisory committee.  Note: theses and dissertations must be submitted in PDF format.

For a complete overview of the graduation process, please review  Preparing to Graduate .

Required Sections:

• Must include all items listed in the sample title page and placed in the same order
• May be the first or second page of your document
• Title of document
• Author’s Full Name
• Name of degree as it will appear on your diploma
• Year of graduation
• Names of chair/committee members (do not include signatures or professional titles, e.g. Dr. or PhD, before/after faculty names)
• Program authorized to offer degree (school or department)
• Name and year must match title pages
• List the year of graduation
• Place abstract after copyright and title page

Master’s Thesis Approval Form:

You are required to upload a completed and signed Master’s Thesis Approval Form into the UW ETD Administrator (ProQuest) site; the Approval Form is part of your ETD submission. This Approval Form is a separate PDF and should not be included as a page in the thesis or dissertation itself.

• Master’s Thesis Approval Form

Electronic Doctoral Dissertation Approval:

Final Exams scheduled after March 3, 2020 include a link for Reading Committee Members to approve the dissertation online at MyGrad Committee View.

ETD Formatting Resources:

• Thesis/Dissertation Formatting Checklist  – a quick reference guide of the formatting do’s and don’ts provided below.
• ProQuest Dissertation Publishing — Author Guide: Preparing Your Manuscript for Submission
• ProQuest Online Submission FAQs
• Master’s Thesis Title Page – Fillable PDF Template 
• Doctoral Dissertation Title Page – Fillable PDF Template
• Word Templates  – Alex Mamishev, Professor in Electrical Engineering maintains a Word file that other students may find useful when formatting their document.

Common ETD Formatting Revisions Requested

To ensure timely graduating, take some time before you submit to review this information and ProQuest’s document formatting guidelines. These are all common errors and revisions the Graduate School will request when reviewing ETD formatting. You will be required to resubmit if revisions are needed. Be precise, and consistent as you format your document.  Many formatting errors result from following a fellow or former student’s example, so it’s important to review the most current templates and guidelines.

Title Page, Copyright Page, Abstract

Language Requirement

Your document must be written in English ( policy 1.1.4.3 ). If you need to write your document in another language to accommodate the main audience, you must get prior approval to do so by  submitting a petition the dean via MyGrad . If the petition is approved, the required sections (title page, copyright page, abstract) must still be written in English.

Plagiarism is using words, ideas, diagrams, and other content from publicly available work without appropriately acknowledging the sources of these materials. This definition constitutes plagiarism whether it is intentional or unintentional and whether it is the work of another or your own, previously published work.

Plagiarism is a very serious offense that the University of Washington does not tolerate. Evidence of plagiarism may prevent granting of your degree.

Submitting and Publishing

Submitting for dissemination and access.

The Graduate School and the Libraries require that all UW theses and dissertations be submitted electronically for management efficiency, cost control, ease of dissemination, and long-term preservation reasons. In addition, your ETD must eventually be made available openly on the web. Your ETD will be hosted in both UW’s institutional repository,  ResearchWorks , and in  ProQuest’s ETD Database .  Consequently, you will need to indicate your choices in two sections about how your ETD is made available. Most students choose to make their work available immediately, but you can choose to limit access  temporarily  before making it available openly.

Students may restrict access to their theses and dissertations…

• while seeking to publish journal articles or books based on them,
• to protect intellectual property during the patent application process, or
• to prevent the disclosure of sensitive or classified information.

During the submission process, you will select ProQuest and ResearchWorks (Institutional Repository, or IR) publication options. The options are summarized on a table below, followed by selected scenarios to assist you in making your decisions.

IMPORTANT: The metadata describing your ETD, including the citation and abstract, is openly available  immediately— regardless of the embargo or restriction status. This information is searchable by Google, Bing and other search engines, so take care that neither the descriptive information nor the text contain confidential or sensitive information.

Selecting Access Options

Selected ETD Access Scenarios

The UW Libraries and the Graduate School are committed to the goal of sharing graduate students’ research as soon and as widely as possible, while allowing students to temporarily limit access to their theses and dissertations for such reasons as to support formal publication in journal article or book form or to allow time for filing patents. Below are some examples of how students may wish to use these options to support their publishing or intellectual property-protection goals.

Discussion of Scenarios

• Journal Article Publishing. In recent years graduate students – especially in scientific, medical and technical fields — have increasingly been publishing results of their research in journals.
• The “Research Article” Dissertation. In some disciplines students may be expected to publish 2 or more journal articles during the course of their studies and submit them as the core of their thesis or dissertation — along with an introduction, literature review, and conclusions. Because this has become so common, most journals now permit authors to immediately republish their articles within their theses or dissertations as long as they provide the full article citation and a statement that an article is being “reprinted with permission” of the journal. However, some other journals allow the practice but require that an article not appear on an open access basis before a delay of 6 or 12 months. The Libraries strongly suggests that students become familiar with the policies in place at the journals in which they would like to publish their work, and choose appropriate access restrictions if needed when they submit their ETD’s.
• Book Publishing. Some students in such humanities and social science disciplines as history and political science may hope to publish a revised version of their dissertation as their first book. As they consider that possibility they may be concerned they might undermine their prospects by making their dissertations widely available via ProQuest and/or on an open access basis.Before deciding whether or for how long to limit access to their work based on these concerns, The Libraries recommends students become familiar with the arguments and evidence put forward on these issues. For example, Cirasella and Thistlethwaite 3 and Courtney and Kilcer 4 provide excellent discussions of issues and review recent literature, while William Germano’s classic From Dissertation to Book 5 and Beth Luey’s Revising Your Dissertation 6 offer important insight into what might be involved during the dissertation revision process. While the Libraries recommends that most students hoping to publish their dissertations as books make them widely available while they work toward that goal, they should feel free to consider choosing otherwise, such as “Immediate Access” for ProQuest and limiting to UW for five years – at the end of which students may request additional time.
• Patent Protection Strategies. Students whose theses or dissertations describe work for which patent protection might be appropriate should contact Jesse Kindra at CoMotion ( [email protected] or 206 616-9658) prior to submitting their work to ProQuest and choosing access restrictions. Depending on the circumstances, a student may choose to completely withhold access for one year, but should recognize that doing so will prevent anyone else at the UW from having access to it during the restricted access period. To exercise this option, students should delay releasing their work to ProQuest for 1 or 2 years, and then choose “No access for 1 year, then make Open Access” from the Institutional Repository (IR) Publishing Options menu for the UW copy. In unusual circumstances, requests for access to be withheld an additional year may be considered. To make such a request, students should describe the reason(s) for it in an email to [email protected] prior to expiration of the original embargo period.

1 Marisa L. Ramirez, Joan T. Dalton, Gail McMillan, Max Read and Nancy H. Seamans, “Do Open Access Electronic Theses and Dissertations Diminish Publishing Opportunities in the Social Sciences and Humanities,” College and Research Libraries 74 (July 2013): 368‐80, http://crl.acrl.org/content/74/4/368.full.pdf+html .

2 Marisa Ramirez, Gail McMillan, Joan T. Dalton, Ann Hanlon, Heather S. Smith and Chelsea Kern, “Do Open Access Electronic Theses and Dissertations Diminish Publishing Opportunities in the Sciences?” College and Research Libraries 75 (November 2014): 808-21, http://crl.acrl.org/content/75/6/808.full.pdf+html .

3 Jill Cirasella and Polly Thistlethwaite, “Open Access and the Graduate Author: A Dissertation Anxiety Manual,” pp. 203-224 in Open Access and the Future of Scholarly Communication: Implementation (Kevin L. Smith and Katherine A. Dickson, eds.: Rowman and Littlefield, 2017), http://academicworks.cuny.edu/gc_pubs/286/ .

4 Kyle K. Courtney and Emily Kilcer, “From Apprehension to Comprehension: Addressing Anxieties about Open Access to ETD’s,” pp. 225-244 in Open Access and the Future of Scholarly Communication: Implementation (Kevin L. Smith and Katherine A. Dickson, eds.: Rowman and Littlefield, 2017).

5 William Germano. 2013. From Dissertation to Book, 2d. ed. : University of Chicago Press.

6 Beth Luey (ed.). 2008. Revising Your Dissertation: Advice from Leading Editors. University of California Press.

Publishing Agreements

When you submit your ETD for review and publication, you will be required to read and accept two separate publishing agreements. You will also have to decide whether to publish your work right away or to delay its release. Additional pages within this section will outline all the considerations to keep in mind, when deciding how to make your work available to the scholarly community.

All students writing a thesis or dissertation should review the UW Libraries Copyright Research Guide . Understanding copyright law is another critical aspect as you write your thesis or dissertation.  As you compose your work, ask yourself the following questions:

• Have you referenced others’ work? If so, you either need to get explicit permission from the rights holder or to determine that your use is Fair.
• Have you previously published any part of the work? If you’ve signed your copyright over to your publisher, you will need permission to use your material in your thesis.

Ordering Paper Copies

There are no required fees , although you have the option to register your copyright via ProQuest for a fee. If you want to order bound (paper) copies of your document, you may do so through the UW Copy Centers or through ProQuest. Questions should be directed to the UW Copy Centers or to ProQuest at 1.800.521.0600 ext. 77020 — available 8 a.m.–5 p.m. EST, Monday through Friday (excluding U.S. holidays).

Frequently Asked Questions

I created an account in the etd administrator site, but i’m not ready to submit my etd. can i come back to my account later.

Yes. If you need to finish your submission later (for instance, if you need to update your PDF file before uploading it), you can save your information and come back to finish. No information will be lost.

I submitted my ETD but would like to make an edit to the document. How can I edit my submission?

Once your thesis/dissertation is submitted, no additional changes to the document are allowed with the exception of a major data error in the document. In this circumstance, a letter outlining the necessary changes is required from your supervisory committee chair.

What will the Graduate School be reviewing after I submit my ETD?

Submissions are reviewed by GEMS advisors for formatting requirements for the three required sections — title page, copyright page, abstract — before they are delivered to ProQuest for publication. We are checking for accuracy and consistency. Refer to the Formatting Guidelines section on this page for detailed information.

I submitted my ETD and haven't heard anything yet. When will it be reviewed?

We try to review all ETDs as they are received, but if you submit early in the quarter it may not be acted on immediately. If you need to confirm completion of your degree requirements to an external agency or employer, please access the request for letter of certification in the forms section of our Additional Resources page (once your degree has posted to your UW transcript, we can no longer issue this letter). In general, ETDs are reviewed in the last two to three weeks before the quarter ends and after the last day of the quarter. When your submission has been accepted by a GEMS advisor, you will receive email confirmation.

How can I tell if my ETD was submitted and received by the Graduate School?

When your ETD is successfully submitted and pending review, the status will read “submission in review.”

When will my ETD be made available for access?

This depends on the type of access restrictions you selected when creating your account. However, your submission will be delivered to ProQuest for publishing four to six weeks after graduation and you will receive email confirmation when this has occurred. It should be available in UW ResearchWorks around the same time.

When will the printed dissertation / thesis copies I ordered from ProQuest be ready?

After you receive the email confirmation that UW has “delivered” your submission (ETD) to ProQuest, you should please refer to the ProQuest customer service guidelines for the expected delivery date of your order.

What if I am missing a faculty signature for my thesis or dissertation, or I have encountered difficulties in uploading my ETD? Must I pay the graduate registration waiver fee and graduate in the following quarter?

If you encounter these types of situations, contact Graduate Enrollment Management Services (206.685.2630 or  [email protected] ) as early as possible and no later than the last day of the quarter in which you intend to graduate.

Additional Resources

• Electronic Theses and Dissertations (ETDs) Guide  (start here!)
• Copyright and Fair Use
• Open Access
• Scholarly Publishing
• ProQuest/UMI Agreement — Traditional Publishing Agreement
• University Agreement — UW Libraries Thesis and Dissertation Submission Agreement
• UW Human Subjects Division (HSD)
• UW CoMotion

• MyU : For Students, Faculty, and Staff

One Stop Student Services, Twin Cities

Academic calendar Contact

• Academic calendar
• Drop/add deadlines
• Registration times
• Financial aid timeline
• Final exam times
• Search for classes
• Register for a class
• Register at multiple UMN campuses
• Class permission
• Class time conflict
• Course prerequisites
• Dual career
• Drop a class
• Swap or future swap classes
• Change grade basis
• Registration rules
• Senior citizen education program
• Lib ed requirements overview
• Graduation Planner tool
• Graduation steps
• Change major, minor, or college
• Degree completion steps
• Add or remove a graduate minor
• Month you intend to graduate
• Thesis or dissertation submission
• Doctoral oral exam scheduling
• Examination committees
• Change degree award date
• Special registration categories
• Full-time credits
• Transcripts
• Verify enrollment
• Notarization and apostille
• Grading policies
• Transfer credit
• Switch UMN campuses
• Return to the U
• Leave of absence
• Military leave
• Exit counseling
• Academic probation and suspension
• Exception to policy petition
• Cost of attendance
• Reciprocity programs
• Course fees
• What and when to pay
• Payment plan
• Late payment consequences
• Parent and guest access
• Direct deposit
• Loan repayment
• Eligibility for financial aid
• Financial aid steps
• Summer financial aid
• Appeals and financial aid revisions
• Satisfactory Academic Progress
• Study abroad and off-campus learning
• Pay back financial aid
• Scholarships
• Loans overview
• Grants and waivers
• Work-study and student employment
• Fellowships and assistantships
• Student emergency funds
• Apply for education benefits
• GI Bill® overview
• In-state tuition
• Federal tuition assistance
• State tuition reimbursement
• Veteran Education Assistance ⤻
• Surviving Spouse and Dependent Education Benefit ⤻
• Financial aid and education benefits
• Covid-19 resources
• Financial wellness counseling
• Budgeting and spending
• Loans and repayment
• Banking basics
• Identity theft
• Presentations
• Update personal information
• Pronouns and gender identity
• Preferred name
• Apostille and notarization
• Student records privacy and access

Emergency notification block

On June 8 and 9, a planned system outage will affect the availability of MyU on the One Stop Student Services website. We apologize for the inconvenience.

• The thesis is in its final version. Once submitted, revisions cannot be made to your thesis unless you are instructed by Graduate Student Services and Progress (GSSP) to do so. More information on formatting requirements can be found below.
• The full text is in one file.
• The full text is in Adobe PDF format.
• The complete file size is no more than 1,000 MB
• A user account is created at ProQuest ETD Administrator (different than your UMN username and password).
• Once you have fulfilled the requirements, submit your thesis at ProQuest ETD Administrator . 
• In addition, fill out and submit the Thesis/Dissertation Approval and Deposit Agreement .

You must follow the University of Minnesota formatting and submission guidelines . The guidelines found in your department or in the University Library to format your thesis may not meet current formatting guidelines. The Graduate School website includes additional writing resources for graduate students that may support you while writing your dissertation or thesis. GSSP cannot provide technical support.

Formatting your thesis or dissertation

+ the full text of the thesis.

Requirements: The full text must be in Adobe PDF format and must be one file. "Full text" refers to all introductory pages, the body of the manuscript, bibliography, and appendices.

Requirements: Every page of the thesis, including all appendices, notes, and the bibliography, must have top, left, right, and bottom margins of 1 inch (2.6 cm).

Additional recommendations: If intending to print your manuscript, a left margin of 1.5 inches (3.9 cm) is recommended.

+ Pagination

Requirements: You are responsible for correctly numbering and organizing sections in your thesis. Page numbers cannot be placed on the left-hand side (portrait orientation) or the top margin (landscape orientation) of the thesis.

• The title and copyright page must not be numbered or counted. Page numbering for the rest of the introductory material is required and is expressed in lowercase Roman numerals, beginning with page “i”.
• The main text, illustrations, bibliography, and appendices are considered the body of the manuscript.
• Every page in the body of the text, through the bibliography and appendices, must be numbered in Arabic numerals starting with page 1.

+ Tables and figures

Requirements: Color may be used in tables, charts, or graphs. However, references to color may not be made, as reproductions may be in black and white. Identification of lines and figures on graphs and charts must be made clear by the use of line symbols rather than variation in color. Captions may be single-spaced.

Additional recommendations: A list of figures is recommended if you include figures, and a list of tables is recommended if tables are included in the dissertation. Students should follow the standard within their field of study. If included, each list must contain the page number of where each figure or table can be found in the thesis. The list of figures or list of tables must be represented in the table of contents if included in the thesis.

+ Bibliography

Requirements: The bibliography may be single-spaced and should appear either at the end of each chapter, or before the appendix . Students should follow the standard within their field of study. If a cumulative bibliography is used, the bibliography must be represented in the table of contents.

It is recommended that students include an abstract following the standard within their field of study. 

Requirements: If included, the abstract may appear as a comprehensive section in the introductory materials or as a section in each chapter.   

Request to delay the release of your thesis/dissertation

You may need to delay the release of a thesis or dissertation to the public. During this holding period, GSSP will not release the thesis/dissertation to the public. Any copies of the thesis/dissertation purchased through ProQuest will be fulfilled after the hold expires. ProQuest has assembled a  guide to help you decide if you need to hold your thesis/dissertation .

At one time, you may request a hold that is:

If needed, you may also submit an extension to your first hold request. You can hold your thesis/dissertation for up to 4 years total. This is in accordance with the University of Minnesota Board of Regents’ policy regarding the withholding of research results. You are responsible for extending the hold request before the expiration date if necessary.

When your hold or your extension expires, your thesis/dissertation will be released for circulation to ProQuest, University Libraries, and the University Digital Conservancy (part of University Libraries). We will not contact you when the hold or extension expires. We are unable to honor any hold requests that we receive after the thesis/dissertation has been released.

If you have questions or would like to release the hold on your thesis/dissertation before the expiration date, please  contact GSSP .

Submit a hold request

• Your major, degree, and graduation month and year
• The title of your thesis/dissertation
• The reason and a brief explanation of your hold request
• The length of time for the hold request
• Your advisor’s/co-advisor’s UMN email
• The form will be routed to your advisor(s) for approval.
• The hold period begins immediately after the official degree conferral date (last working day of graduation month).
• You’ll receive an email confirmation when the form is processed.
• Keep a record of the expiration date of your hold.

Submit an extension

• Your student ID number and UMN email
• Length of your previous hold request
• Length of time you wish to extend the hold (total hold cannot exceed 4 years)
• A brief explanation for the extension request
• Keep a record of the expiration date of your extension.
• Liberal education requirements
• Education requirements prior to fall 2010
• Designated theme courses
• Diversified core courses
• Writing requirement
• Types of loans
• Compare loans
• Minnesota GI Bill
• GI Bill® payments

Format, bind and submit your thesis: general guidance

You no longer need to submit a physical copy of your thesis. Please refer directly to the “Submit Your Thesis” section below.

This information is for research students submitting a thesis for assessment. It tells you how to:

• format your thesis
• submit your thesis
• bind your thesis 
• submit the final copy of your thesis

There are different requirements for students of fine arts, design, architecture or town planning.

Find out more about these requirements

Format your thesis

UCL theses should be submitted in a specific format, this applies to both the viva and final copies of your thesis. 

View the thesis checklist

Presentation

In the electronic version of your thesis, hyperlinks (including DOIs) should be functional and resolve to the correct webpage.

We would recommend using Arial or Helvetica fonts, at a size of no less than 12.

Find out more about the accessibility guidelines

If printed, please present your thesis in a permanent and legible format.

Illustrations should be permanently mounted on A4 size paper and bound in with the thesis; you may not use sellotape or similar materials.

A4 size paper (210 x 297 mm) should be used. Plain white paper must be used, of good quality and of sufficient opacity for normal reading. Both sides of the paper may be used.

Both sides of the paper may be used.

Margins at the binding edge must not be less than 40 mm (1.5 inches) and other margins not less than 20 mm (.75 inches). Double or one-and-a-half spacing should be used in typescripts, except for indented quotations or footnotes where single spacing may be used.

All pages must be numbered in one continuous sequence, i.e. from the title page of the first volume to the last page of type, in Arabic numerals from 1 onwards. This sequence must include everything bound in the volume, including maps, diagrams, blank pages, etc. Any material which cannot be bound in with the text must be placed in a pocket inside or attached to the back cover or in a rigid container similar in format to the bound thesis (see Illustrative material ).

The title page must bear the following:

• the officially-approved title of the thesis
• the candidates full name as registered
• the institution name 'UCL'
• the degree for which the thesis is submitted

The title page should be followed by a signed declaration that the work presented in the thesis is the candidate’s own e.g.

‘I, [full name] confirm that the work presented in this thesis is my own. Where information has been derived from other sources, I confirm that this has been indicated in the thesis.'

Please see the section below entitled ‘Inclusion of published works in doctoral theses’ for more information about how to indicate when you have re-used material that you have previously published.

The signed declaration should be followed by an abstract consisting of no more than 300 words.

Impact Statement

The abstract should be followed by an impact statement consisting of no more than 500 words. For further information on the content of the Impact Statement, please see the Impact Statement Guidance Notes for Research Students and Supervisors on the Doctoral School's website. 

Find out more about the Impact Statement

Inclusion of published works in doctoral theses

If you have included any work in your thesis that you have published (e.g. in a journal) previously, then you will need to insert a completed copy of the UCL Research Paper Declaration Form into your thesis after the Impact Statement. The form, and information about how to complete it is available on the Doctoral School’s website.

Find out more about the UCL Research Paper Declaration Form

Table of contents

In each copy of the thesis the abstract should be followed by a full table of contents (including any material not bound in) and a list of tables, photographs and any other materials. It is good practice to use bookmarking within the PDF of the thesis in electronic form to allow readers to jump to the relevant section, figure, table etc. from the table of contents.

Illustrative material

Illustrative material may be submitted on a CD-ROM. If you wish to submit material in any other form, your supervisor must contact Research Degrees well in advance of submission of the thesis.

Any material which cannot be bound in with the text must be placed either in a pocket inside or attached to the back cover or in a rigid container similar in format to the bound thesis. If it is separate from the bound volume it must be clearly labelled with the same information as on the title page. Each copy of the thesis submitted must be accompanied by a full set of this material.

Submit your thesis

Viva copies.

You must submit an electronic version of your thesis to via the UCL OneDrive . You no longer need to submit a printed copy unless your examiners ask for this. 

Find out more on how to submit via the UCL OneDrive

We will check your status and if your examiners have been appointed we will forward the thesis directly to them. They will then be able to download the copy of your thesis to prepare for your exam. 

If an external examiner requests a hard copy of the thesis you will need to arrange for this to be printed and submitted to the Student Enquiries Centre during their walk-in operational hours. We will collect your thesis and post it on to the examiners. 

If your examiners have not been appointed, your thesis will be held securely until your examiners have been formally appointed by UCL.

Covid-19 Impact Form

We have developed a form for you to submit with your thesis if you wish to declare an impact on your research.   The form is optional and your choice to complete it or not will have no bearing on the outcome of your examination. It is intended to set the context of examination and is not a plea for leniency. Your examiners will continue to apply the standard criteria as set out in UCL’s Academic Manual and the joint examiners’ form. Please see the publication from the QAA on Advice on Doctoral Standards for Research Students and Supervisors for further support.

You must submit this form as a separate Word document or PDF when you submit your thesis via the UCL Dropbox as detailed in our guidance above.   We will only accept the form if you submit it at the same time that you submit your thesis.  This will apply if you are making an initial submission or a resubmission.

Download the Covid-19 Impact Form

Find out more about the Student Enquiries Centre

Your examination entry form must be received and logged by Research Degrees before you submit your thesis.

Find out more about examination entry

Re-submission

If you need to re-submit you must:

• submit a new examination entry form to the Research Degrees office at least 4 weeks prior to the expected submission of the thesis
• you must submit an electronic version of your thesis to via the UCL OneDrive . You no longer need to submit a printed copy unless your examiners ask for this.  Find out more on how to submit via the UCL OneDrive

We will check your status and confirm that your examiners are willing to review your revised thesis. We will then forward the thesis directly to them. They will be able to download the copy of your thesis for assessment. 

If an external examiner requests a hard copy of the thesis you will need to arrange for this to be printed and submitted to the Student Enquiries Centre during their walk-in operational hours. We will collect your thesis and post it on to the examiners.

Submitting as a Non-Registered Student

If you do not submit your thesis by the end of your period of Completing Research Status, your registration as a student will end at that point. Your supervisor will then need to apply for permission for you to submit your thesis in writing to the Research Degrees section, at least 3 weeks before your expected submission date. You will be charged a submission extension fee at the point you submit your thesis.

Bind your thesis

If your examiners have request a printed copy of your thesis, please read the following guidance:

Theses have to be robust enough to withstand the examination process and be easily identified. They will need to have your name on the spine to distinguish them.

All theses (whether soft or hard-bound) must:

• be covered in medium blue cloth (e.g. water resistant material) 
• be lettered in gold up the spine with degree, year, name and initials in the same form as UCL records, with letters 16 or 18 point (.25 inch) - thesis submitted for examination in November and December should have the following year lettered on the spine
• have no lettering on front cover of thesis
• have the spine text inverted if the front cover is facing up

An example of how your thesis should be presented.

Hard-bound theses must have the pages sown in (not punched) and soft-bound theses should have the pages glued in. Theses submitted in any other form of binding, including ring binding, will not be accepted.

You are responsible for making sure that your thesis is correctly bound by the company you select.

Final copies

UCL no longer requires a printed copy of your final thesis and we will award your degree once you have met the academic conditions and the Library have confirmed receipt of your e-thesis, the Deposit Agreement form, and you have cleared any outstanding fees.

You will need to deposit an electronic copy of your final thesis (and a completed E-Thesis Deposit Agreement form) via UCL's Research Publications Service (RPS). Please ensure that you remove, or blank out, all personal identifiers such as signatures, addresses and telephone numbers from the e-thesis. Any photographs that you have taken should not show identifiable individuals without their permission and any you have taken of children should mask their faces.

If you do wish to deposit a hard copy you can do so by sending it directly to the Cataloguing & Metadata department of Library Services by post, or in person at the Main Library help desk.  You will find more information about the process on the existing webpage for e-thesis submission. 

Find out more about depositing an electronic and printed copy of your thesis

Related content

• Research degrees: examination entry
• Format, bind and submit your thesis: fine art, design, architecture and town planning
• Viva examinations: guidance

Important Information:

The UCL Student Centre has now moved.  Details of their new location can be found here.  

Toulouse Graduate School®

Search form.

• EagleConnect
• UNT Directory
• Jobs at UNT
• Future Students Home
• Graduate Admissions
• Graduate Programs
• Graduate Videos
• Funding your Graduate Education
• Exceptional Faculty and Research
• Professional Experience
• Academic and Career Support
• Convenient Locations
• Graduate Academic Advisors
• Graduate Catalog
• Funding Your Graduate Education

Learn more about UNT’s 136 exceptional advanced degree programs, many nationally and internationally ranked.

Tour Our Campus

Take a tour of UNT’s beautiful campus and see why we’re the perfect place to take your education and career further.

International

Find all the information you need for applying to Toulouse Graduate School from outside the United States.

• Student Orientation
• Academic Resources
• Graduate Milestones
• Student Forms
• Federation of North Texas Area Universities

Theses and Dissertations

Student council.

Improving the graduate student experience by advocating, connecting, and empowering each other.

Student Support

Support services include Thesis/Dissertation Boot Camp, Professional Development, 3MT competition, and more.

You've made it! Find all the resources for graduating and writing your thesis or dissertation.

• Faculty & Staff Forms
• Graduate Faculty Nominations
• Graduate Council
• Graduate Advisor Meetings

Easily find faculty and staff specific forms for various academic needs. If not logged in you will be asked to log in to view the forms.

Defense Notices

If your student is defending their dissertation or thesis fill out this form and the defense will automatically be added to the events calendar.

Additional resources for UNT faculty and staff, such as staff workshops, job openings, and links to faculty success.

• Grad Programs
• Future Students
• Newly Admitted & Current Students
• Faculty & Staff

You are here

For some of you, the most important moment in your graduate experience is when you defend your thesis or dissertation. As the culmination of your outstanding hard work, your thesis or dissertation represents the final step towards earning your Master’s or Doctoral degree.

The process isn’t as daunting as you may have heard! View the links below to learn more about the process.

For Thesis/Dissertation Submission through Vireo Vireo is open once again for new submissions! Unfortunately, TDL was unable to complete the migration/upgrade; this means that during the week of Feb 13-17, there will be random periods of time when Vireo is unavailable.  If this happens to you, please try back again in a couple of hours or the next day.  Again, we sincerely apologize for any inconvenience.

Openness and Distribution of Electronic Theses & Dissertations (ETDs)

The University of North Texas (UNT), as a member of the Council of Graduate Schools (CGS), endorses the fundamental tenet on openness and access of thesis and dissertation research as stated in the CGS policy manual The Doctor of Philosophy Degree: A Policy Statement (CGS, 2005).

In compliance with CGS, it is the policy at UNT that “an essential aspect of dissertation [and thesis] research and scholarship is the free and full dissemination of research results. Restrictions, either in the conduct of dissertation [and thesis] research or in the sharing of its results, are antithetical to that spirit.”

As part of UNT’s commitment to openness, all UNT ETDs are placed in the UNT ETD repository and made available via the online UNT Libraries catalog for reading and/or downloading by all users, including being crawled and indexed by online search engines (e.g., Google). ETDs are available in perpetuity; in addition, there are no restrictions regarding who can download the file or how many times it can be downloaded.

If you have created intellectual property in the course of your research *OR* are subject to a non-disclosure agreement (NDA), please contact UNT’s Office of Innovation and Commercialization (OIC) for guidance.

The UNT Thesis Manual: Formatting the Dissertation/Thesis

Your first stop when formatting your dissertation or thesis should be our Thesis & Dissertation Manual . Additionally, we have many resources in our Writing section that can provide you with insight on copyright issues, plagiarism, style guides and the like.

Ready to Submit?

Please review all the information below to aide you in successfully submitting your thesis or dissertation.

IMPORTANT POINTS TO REMEMBER :

• The thesis or dissertation you upload in Vireo must be a single PDF file, and must include all committee-, department- and/or college-level edits.  It must be the absolute final version.  Once you confirm final submission, Vireo will prevent subsequent submissions.
• Be sure to review the UNT Vireo Submission Guide (Summer 2024 release) before beginning the submission process.
• No individual file may exceed 512 MB, and the total of all files submitted must not exceed 4 GB. 
• You do not need to complete the entire submission process in one sitting; however, the entire process must be completed and confirmed by the submission deadlines .
• Make sure to follow all points on the Format Checklist .
• Your official name as it appears in UNT records will automatically pre-fill in Vireo. If you wish to use your recorded chosen name, please contact the Graduate Reader after you have completed your submission ( [email protected] ).  She can change the Vireo submission on her end for you.
• Once a submission has been completed and confirmed, an email will automatically be sent to the major professor to confirm the submitted version is the final approved version.  The email will contain a link back to Vireo; your major professor will use the link to record approval directly in Vireo.  This action takes the place of the former hard copy Document Approval Form.  In addition, your major professor must  * also * approve all availability options you have selected – see Items 3 and 4.  Please be sure to discuss your choices with your major professor before completing the submission, so your professor will not be surprised by your choices.
• Beginning with the fall 2023 submissions, TGS has changed to a ProQuest “opt out” model.  This means that during the FIRST STAGE of creating the Vireo record, you will be required to accept both default license agreements (UNT/TDL and ProQuest).  Later during the Vireo process, you will be given embargo options – one of those is titled “ProQuest Opt-Out.”  If you select this option, then the Graduate Reader will update the Vireo record when she processes the submission to the next step.  You and your major professor will receive confirmation emails when this has occurred.  Please see section 7(ii) in the Vireo submission guide and/or section 10.6 in the UNT thesis manual for more detailed explanation..
• Although the UNT and ProQuest embargo options closely resemble each other, these are two separate and independent choices. What you choose for one has no effect on the other. In other words, if you selected a 2-year embargo for the UNT copy but neglected to make a selection for the ProQuest copy, then the ProQuest copy will be made freely available immediately upon receipt [default]. Please see section 7 in the Vireo submission guide and/or section 10.6.2 in the UNT thesis manual for more detailed explanation. If you need more information before making your choice, please discuss your concerns with your professor and colleagues.

Vireo was designed to be very user friendly, and students should not have much trouble figuring out what to do in order to successfully submit. 

• Vireo Submission Guide (Summer 2024 release)
• Link to Vireo: https://unt-etd.tdl.org/

If you do experience technical difficulties with your submission, please contact https://www.tdl.org/support

This page contains pdf documents.  You can download a free pdf reader here.

Sample emails to your thesis supervisor

A good thesis requires good communication between you and your thesis supervisor. This includes emails! Yet, even a simple email can lead to stress and overthinking. If you struggle to communicate with your thesis supervisor via email, have a look at six sample emails for inspiration.

Disclaimer: This post may contain affiliate links, which means I may earn a small commission if you make a purchase using the links below at  no additional cost to you.  I only recommend products or services that I truly believe can benefit my audience. As always, my opinions are my own.

General tips for emailing your thesis supervisor

Nonetheless, there are a few general tips for emailing your thesis supervisor:

Sample email to thesis supervisor inquiring about potential supervision

Sample email to thesis supervisor setting up a meeting

Successful (postgraduate) students are proactive and take matters into their own hands. Reaching out to their thesis supervisors to set up a meeting is one part of it. The following sample email contains a simple request from a student to meet with her thesis supervisor.

Sample email to thesis supervisor sharing post-meeting action points

To get the most out of thesis supervision meetings , it is highly recommended that the student takes notes during the meeting. Based on these notes, the student then summarises the key takeaways from the meeting, or action points, so to speak. These action points will guide the student’s work until the next meeting, and provide a written record of agreements.

Sample email to thesis supervisor asking for feedback

Sample email to thesis supervisor asking for support

Sample email to thesis supervisor when not meeting a deadline.

Master Academia

Get new content delivered directly to your inbox, asking for a recommendation letter from a phd supervisor, how many conferences postgrads should attend, related articles, the top 10 thesis defense questions (+ how to prepare strong answers), how to deal with procrastination productively during thesis writing, how to prepare your viva opening speech, 5 inspiring phd thesis acknowledgement examples.

Study at Cambridge

About the university, research at cambridge.

• Undergraduate courses
• Events and open days
• Fees and finance
• Postgraduate courses
• How to apply
• Postgraduate events
• Fees and funding
• International students
• Continuing education
• Executive and professional education
• Courses in education
• How the University and Colleges work
• Term dates and calendars
• Visiting the University
• Annual reports
• Equality and diversity
• A global university
• Public engagement
• Give to Cambridge
• For Cambridge students
• For our researchers
• Business and enterprise
• Colleges & departments
• Email & phone search
• Museums & collections
• Undergraduate and Postgraduate Taught
• Postgraduate examinations
• After the examination
• Degree approval and conferment
• Cambridge students
• New students overview
• Pre-arrival courses
• Student registration overview
• Information for New Students
• Information for Continuing Students
• Frequently Asked Questions overview
• Who needs to register
• When to register
• Received registration in error/not received registration email
• Problems creating an account
• Problems logging in
• Problems with screen display
• Personal details changed/incorrectly displayed
• Course details changed/incorrectly displayed
• Accessing email and other services
• Miscellaneous questions
• Contact Form
• First few weeks
• Manage your student information overview
• Student record overview
• Camsis overview
• Extended Self-Service (ESS)
• Logging into CamSIS
• What CamSIS can do for you
• Personal information overview
• Changing your name
• Changing Colleges
• Residing outside the University's precincts
• Applying for person(s) to join you in Cambridge
• Postgraduate students overview
• Code of Practice for Master's students
• Code of Practice for Research Students
• Postgraduate student information
• Requirements for research degrees
• Terms of study
• Your progress
• Rules and legal compliance overview
• Freedom of speech
• Public gatherings
• Disclosure and barring service overview
• Cambridge life overview
• Student unions
• Extra-curricular activities overview
• Registering societies
• Military, air, and sea training
• Food and accommodation
• Transport overview
• Bicycles and boats
• Your course overview
• Undergraduate study
• Postgraduate study overview
• Changes to your student status (postgraduates only) overview
• Applying for a change in your student status (postgraduates only)
• Changing your mode of study
• Withdrawing from the University
• Allowance/exemption of research terms
• Withdrawal from Study
• Reinstatement
• Changing your course registration
• Changing your department/faculty
• Changing your supervisor
• Exemption from the University composition fee
• Confirmation of Study: Academic Verification Letters
• Extending your submission date
• Medical intermission (postgraduates)
• Non-medical intermission (postgraduates)
• Returning from medical intermission
• Working away
• Working while you study
• Postgraduate by Research Exam Information
• Research passports
• Engagement and feedback
• Student elections
• Graduation and what next? overview
• Degree Ceremonies overview
• The ceremony
• Academical dress
• Photography
• Degree ceremony dates
• Eligibility
• The Cambridge MA overview
• Degrees Under Statute B II 2
• Degree certificates and transcripts overview
• Academic Transcripts
• Degree Certificates
• After Graduation
• Verification of Cambridge degrees
• After your examination
• Exams overview
• Undergraduate and Postgraduate Taught overview
• All students timetable
• Undergraduate exam information overview
• Postgraduate examinations overview
• Examination access arrangements overview
• Research programmes
• Taught programmes
• Writing, submitting and examination overview
• PhD, EdD, MSc, MLitt overview
• Research Best Practice
• Preparing to submit your thesis
• Submitting your thesis
• Word limits
• The oral examination (viva)
• After the viva (oral examination)
• After the examination overview
• Degree approval and conferment overview
• Final thesis submission
• Examination allowances for certain Postgraduate degrees (except PhD, MSc, MLitt and MPhil by thesis degrees)
• Requesting a review of the results of an examination (postgraduate qualifications)
• Higher degrees overview
• Higher doctorates
• Bachelor of divinity
• PhD under Special Regulations
• Faith-provision in University exams
• Publication of Results
• Exam Support
• Postgraduate by Research
• EAMC overview
• Annual Reports of the EAMC
• Dates of meetings
• Frequently asked questions
• Guidance notes and application forms
• Resources overview
• Build your skills overview
• Research students
• Fees and financial assistance overview
• Financial assistance overview
• General eligibility principles and guidance
• Cambridge Bursary Scheme funding overview
• What you could get
• Scottish students
• EU students
• Clinical medics and vets
• Independent students
• Extra scholarships and awards
• Undergraduate Financial Assistance Fund
• Postgraduate Financial Assistance Fund
• Realise Financial Assistance Fund
• The Crane Fund
• Loan Fund I
• External Support 
• Support from your Funding Sponsor
• Guidance for Academic Supervisors and College Tutors
• Fees overview
• Funding overview
• Mosley, Worts, and Frere Travel Funds
• Support for UKRI Studentship Holders
• Student loans overview
• US loans overview
• Application procedure
• Entrance and Exit Counselling
• Cost of attendance
• What type of loan and how much you can borrow
• Interest rates for federal student loans
• Proof of funding for visa purposes
• Disbursement
• Satisfactory academic progress policy
• In-School Deferment Forms
• Leave of absence
• Withdrawing and return to Title IV policy
• Rights and Responsibilities as a Borrower
• Managing Repayment
• Consumer information
• Submitting a thesis — information for PhD students
• Private loans
• Veteran affairs benefits
• Frequently Asked Questions
• Student support

Submitting your hardbound and electronic thesis (final thesis submission)

Please note the information on this page is for doctoral students. MSc and MLitt students are not required to submit a hardbound copy of their thesis or upload an electronic copy to Apollo

Please note also, this information is for submission of the final version of the thesis. Information about submitting your thesis for examination .

Submitting the hardbound and electronic (final) thesis (doctoral students)

Final approval for doctoral degrees is conditional on you submitting a hardbound copy of your thesis for deposit in the University Library and uploading an electronic copy to Symplectic Elements for deposit in the University repository Apollo. These should be the versions approved by your examiners and Degree Committee and should be identical with the exception of the 'Deposit & Copying of Hardbound Thesis Declaration' form which should not be included in the electronic version. The ‘Statement of Length and Declaration Form’ which you submitted with the thesis for examination should not be included in either the hardbound or the electronic copy of the thesis. If you received permission to submit additional materials alongside your thesis, they must be uploaded with the electronic copy of your thesis for deposit in the University repository. It is not possible to make any amendments to the hardbound or electronic thesis after they have been submitted.

We recommend that you submit the electronic copy of your thesis first, so any errors that are picked up can be rectified prior to getting the hardbound printed and bound.

Submission of the hardbound thesis, creation of a thesis record in Symplectic Elements and the uploading of a thesis access confirmation form to it are requirements for all access levels. A file representing the full thesis must also be uploaded for all access levels except Indefinitely restricted access (see below for further guidance).

If you plan to graduate as soon as possible, please note that both hardbound and electronic copies of your thesis should be submitted at least ten calendar days before the graduation ceremony you wish to attend. 

It is important to ensure your mailing address, email address(es) and telephone numbers are updated over the 12 months following the submission of your thesis. We will primarily contact you by email. You can update your details via  CamSIS Self Service

1. Hardbound thesis submission

What are the requirements for the hardbound submission.

The minimum requirements for the hardbound thesis are as follows:

be typescript on A4 paper; recommended 100gsm - check with the binders if you want to use a different weight, but should not be lower than 100gsm

be in A4 portrait format

use one-and-a-half spaced type

we recommend you use double-sided printing where possible; however, single-sided printing is acceptable

Cover and spine:

hard bound (hand stitched and not stuck)

cover colour is up to you

your thesis title, your initials and surname reading down the spine

letter colour must be gold

Bound inside the thesis:

Please ensure pages are in the correct order. 

1. the 'Deposit & Copying of Hardbound Thesis Declaration' form must be bound into your final hardbound thesis as the very first page . Do not include this form in the electronic version

2. title page, displaying:

• the full title of the thesis;
• your full legal name (as it appears on your passport, marriage certificate or deed poll);
• your college;
• the date of submission (month and year).  Please note - the date on the title page should be the same as on the thesis originally submitted for examination - this applies even if you were required to make corrections to your thesis. However, if your original viva outcome was to revise and resubmit you should put the month and year you submitted the revised thesis for examination. 
• a declaration stating "This thesis is submitted for the degree of Doctor of Philosophy/Doctor of Education etc... (as appropriate)."  

3. a typewritten declaration (this is different to the declaration form mentioned above),  following the title page , stating (you can copy and paste the following text): 'This thesis is the result of my own work and includes nothing which is the outcome of work done in collaboration except as declared in the preface and specified in the text. It is not substantially the same as any work that has already been submitted, or, is being concurrently submitted, for any degree, diploma or other qualification at the University of Cambridge or any other University or similar institution except as declared in the preface and specified in the text. It does not exceed the prescribed word limit for the relevant Degree Committee'. 

The declaration does not need to be signed.

For more information about word limits see the word limits for the respective Degree Committee .

4. a copy of your Summary/Abstract. This must be bound inside the thesis following the typewritten declaration.

5. [if applicable] the list of additional materials that were approved for submission alongside the thesis. This must be bound inside the thesis  following the Summary/Abstract.

Where can I have my thesis bound with hard covers?

There are a number of bookbinders available, including:

• J S Wilson & Son  Bookbinders Ltd  Est 1830. You can place your order with the Cambridge SU who act as a collection and drop-off point for J S Wilson. 
• Brignell Bookbinders
• Blissetts/Thesis Online

Cambridge SU Print Shop offer self-service printing.

Where do I submit my thesis?

Student Registry Student Services Centre New Museums Site Cambridge CB2 3PT

What if I am not in Cambridge?

The two Cambridge Bookbinders listed above accept an electronic copy of the thesis and will arrange for printing, binding and delivery to the Student Registry. Please note that this is only a service offered by the two bookbinders directly - the Cambridge SU do not offer this service.

How many copies of the hardbound thesis must I submit?

One copy is required for the University Library. However, the following Departments require a second copy, usually for their own library.  Submit both copies to the Student Registry:

• Earth Sciences
• History and Philosophy of Science
• Judge Business School

2. Electronic thesis submission

NB: MD under Special Regulations candidates should contact the Thesis Team ( [email protected] ) for advice on uploading the electronic copy of their thesis once the Student Registry has informed them that they are eligible to do so.

In addition to submission of a hardbound thesis (please see above), you are required to upload an electronic version of your thesis to Symplectic Elements for deposit in the University repository, Apollo. Information can be found on the Open Access webpages. However, please see below if you choose indefinitely restricted access for your thesis.

Details of a training session can be found here .

A module on deposting your electronic thesis can be found here.

What are the requirements for the electronic submission?

Complete the thesis access form which can be found on the Open Access webpage (see below for information about managing access).

The electronic submission must be identical to the hardbound copy with the exception of the ' Deposit & Copying of Hardbound Thesis Declaration' form - do not include this form in the electronic version.

Upload your thesis and thesis access form to Symplectic Elements for deposit in the University repository, Apollo. If you were granted permission to submit additional materials alongside your thesis for examination, these must also be uploaded alongside the electronic version of your thesis. If you are unsure how to do this, please contact the Office of Scholarly Communication for further advice at [email protected] . 

Please note that it is not possible to make any amendments to the thesis once it has been submitted.

Managing access to your thesis (hardbound and electronic)

Before you upload the electronic copy of your thesis to the University’s repository, you will need to confirm the appropriate level of access to your thesis.  University Library staff will apply the access level to the hardbound and electronic version of your thesis. If your Degree Committee requires a second copy of the thesis to be retained in the department library, you need to ensure that the librarian knows which access level to apply.

Guidance on the different access levels is available on the Open Access webpage.  

• You should agree the appropriate level of access with your supervisor, taking account of any terms and conditions of your funding or other contractual arrangements, use of copyrighted or sensitive material or patent applications. You are advised to start this discussion as early as possible following your viva. This will help to prevent delays when you submit your electronic thesis.
• A common cause for delays to students graduating is missing thesis access forms or forms which do not have the appropriate signatures.  Supervisors and Degree Committees should provide handwritten signatures or exact digital equivalents. If this is not possible, contact the thesis team ( [email protected] ) to ask about approval via email.
• Complete the thesis access form (which can be found on the Open Access webpage) and upload the completed form ( signed by your supervisor and also the Degree Committee where appropriate ) when you upload your thesis. 

Students who submitted the final version of their thesis before 1st October 2017

If you submitted the final version of your thesis before 1 st October 2017 and wish to extend a period of restricted access that was previously agreed, you can apply for this using the Restricted Access Extension form . You can apply to extend the period of restricted access to your thesis by a maximum of two years with each application.

Your Supervisor and Degree Committee will need to sign the form to confirm their approval of the extension of the period of restricted access. Once the form is complete and signed by all parties, it should be submitted to the Student Registry by email to [email protected] for final approval.

© 2024 University of Cambridge

• Contact the University
• Accessibility
• Freedom of information
• Privacy policy and cookies
• Statement on Modern Slavery
• Terms and conditions
• University A-Z
• Undergraduate
• Postgraduate
• Research news
• About research at Cambridge
• Spotlight on...

• Students Projects
• Accomodation
• Career Services
• Financial Aid Services and Scholarships
• Guiding and Counselling
• Health Services
• International Students
• Online Learning
• PWD Services
• Student Organizations
• Academic Staff
• Technical Staff
• Administrative Staff
• Support Staff
• Register as Alumni
• Civil Engineering Facilities
• Facility Equipment
• Thesis Submission
• Achievements &Milestones
• Historical Photo Gallery
• Historical Projects
• Luminary Guests
• Staff Convocation List

Thesis Submission Guidelines

This webpage provides guidelines for thesis submission to postgraduate students at the Department of Civil & Construction Engineering of the University of Nairobi. This webpage is continuously updated, the student and supervisor are requested to review it each time before corresponding with the department. 

Proposal Document Standards

The student should use the following template to ensure their document is up to standard. 

• Faculty of Engineering (FEng) proposal template. The FEng Title Page Proposal template . The main body of the proposal (Introduction, Literature Review, Methodology, Workplan & Budget and References) of the proposal should not exceed 30 pages. 
• The student may use this  Thesis Proposal Checklist   (used to review the student's thesis proposal) as a guide to ensure the document is in order. 

Thesis Document Standards

The student should use the following template to ensure their thesis is up to standard. 

• Faculty of Engineering (FEng) thesis template. The student may use this  Thesis Template  as guide. The Thesis Template  template is slightly modified from the Proposal template. 

Correspondences and Email Header Guidelines

All correspondences to the department regarding thesis submission must be done using the dedicated department's email. Postgraduate Correspondence, Civil & Construction Engineering [email protected] . Please copy your supervisors in all communications sent; doing so will enable the department to capture the student's and supervisors' email addresses and will make future correspondences with the student and the supervisor much easier. Endeavour to use the students' university email ([email protected]). The student must include their registration number in all correspondences to the Department. The subject of every inquiry should be as follows, ' Inquiry - Student Name - Registration Number ', for example, ' Thesis Submission Follow Up - Anony Mous - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Use of the title case allows the department to easily copy and record the requests to a spreadsheet without a lot of further formatting. Similarly, ensure the registration number on the email subject has slashes (not hyphens). It helps a lot. 

The department keeps the requests in digital form, kindly comply with these requirements of writing the subject to assist in the retrieval of records. Email filters have also been configured to automatically forward the email to the appropriate staff based on the subject header. The sender's compliance will ensure faster delivery of service. 

Because of the large correspondences received, the department may not respond to your email but the request will be recorded in the spreadsheet at the end of this webpage. 

Filenames of PDF documents

The files the student should also take the format of the Email Subject. However, when writing the registration number, the student should use the hyphen character instead of the back slashes. For example, when submitting a fresh thesis proposal, the subject of the email should be ' Fresh Proposal Submission - Mous Anony - F56/1234/2021 ' and the PDF file should be named ' Fresh Proposal Submission - Mous Anony - F56-1234-2021 '. 

Student University Email Account

Students are encouraged to set up the university email account via the student's portal on https://smis.uonbi.ac.ke .

Students who have forgotten their previous passwords and require recovery of the student email account can request a recovery code by writing an email to [email protected] through their personal email (Gmail, Yahoo, Work Email etc.). The subject of the email should be 'Student Email Recovery - Student Name - Registration Number' , for example, 'Student Email Recovery - Another Student - F16/12345/2021' .The body of the email should also include the student university email account to be recovered, phone number and any other relevant information. Copy the Department, [email protected] to assist you with follow up. The student will receive a code to activate the student university email from their personal email. The student is advised to be alert as the code sent to the student will expire six hours after the code is generated. The student should act immediately to restore their account once they receive the code. 

The student can also make a physical visit in to the Faculty of Engineering ICT office on Ground Floor, Mechanical Engineering Block, Harry Thuku Way. 

WhatsApp Support Group

There is a support group on WhatsApp where a student can submit queries, compliments, and complaints. WhatsApp - CCE Thesis Support Group . 

Extension of Registration

Students whose registration has expired will be required to renew their registration. Students who registered more than five years ago have expired registrations. For example, in the year 2024, students with registration number ending /2018 have their student status expired and must extend their registration. The student should write to the Chairman, Department of Civil & Construction Engineering requesting an extension of their registration.  The Faculty will then process the request for Senate approval according to student progression guidelines. The student may use this Extension of Registration template as a guide.  The student should ensure that the supervisor signs next to their name on the document before sending it. The student should send the letter as a signed PDF document to [email protected] . The subject of the email should be ' Extension of Registration - Student Name - Registration Number '. Do not use all uppercase in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should copy all the supervisors' email addresses. 

The filename of the PDF document

The PDF file should be named ' Extension of Registration - Student Name - F56-1234-2021 '. 

Provisional Extension of Registration (PhD Students Only) 

PhD Students whose provisional registration has exceeded six months willl be required to extend their registration. The student should write to the Deputy Vice-Chancellor - Academic Affairs, through the Dean, Faculty of Engineering and through the Chairman, Department of Civil & Construction Engineering requesting provisional extension of registration.  The student may use this Provisional Extension Request as a guide.  The student should send the letter as a signed PDF document to [email protected] . The subject of the email should be ' Provisional Extension - Student Name - Registration Number '. Do not use all uppercase in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should copy all the supervisors' email addresses. 

The filename of the PDF document (PhD Students Only)  

The PDF file should be named ' Provisional Extension - Student Name - F56-1234-2021 '. 

The student will receive a letter from the academic registrar extending their registration status on the condition that they pay an extension fee. The letter provided will have instructions on how to make the payment. A student who has an overpayment in their fees can direct the excess fees to pay the extension fees by instructing the Finance Department to do so. The narrative for the transfer should be 'Registration Extension Fee Deduction'. The Student Finance Department is in Room G3, Ground Floor, Mahatma Gandhi Wing, Main Campus, Harry Thuku Way, Nairobi. 

Payment of Extension of Registration

Once payment is made. Kindly send the payment receipt to  [email protected]   as indicated in the letter. Copy  [email protected]   so that the department can keep the record in your file and assist with follow-up. The subject of the email should be ' Payment of Extension - Student Name - Registration Number '. Do not use all uppercase in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should copy all the supervisors' email addresses.

Advisory: All payments should be made by direct physical deposit to the bank, where a deposit slip should be obtained. The narrative or description of the financial transaction should include the student's registration number. MPesa and RTGS Payments are not encouraged as they will require further follow-up with Student Finance by the student. The Student Finance Department is in Room G3, Ground Floor, Mahatma Gandhi Wing, Main Campus, Harry Thuku Way, Nairobi. 

The PDF file should be named ' Payment of Extension - Student Name - F56-1234-2021 '. 

Advisory: The most opportune time to make the payment of extension (to maximise on the limited additional time) is as the student submits the 'Uploaded Thesis Proposal' if the proposal had not yet been approved by the Academic Registrar/Deputy Vice-Chancellor - Academic Affairs or as you submit the 'Intent to Submit Thesis' if your proposal had already been approved by the Academic Registrar/Deputy Vice-Chancellor - Academic Affairs. 

Change of supervisors

A change of supervisors is usually initiated by the student. Students whose proposals have NOT yet been approved by the department can change at any point during the proposal stage. Students whose proposals have already been approved by the Deputy Vice-Chancellor can request to change their supervisors through a letter. The student should address the letter to the Chairman, Department of Civil & Construction Engineering, requesting a change of supervisor. The student may use this Change of Supervisors template as a guide. The student should ensure that the supervisor signs next to their name on the document before sending it. The student should send the letter as a signed PDF document to [email protected] . The subject of the email should be ' Change of Supervisors - Student Name - Registration Number '. Do not use all uppercase letters in the subject. Use title case. Title case is a mix of uppercase and lowercase letters as indicated on this webpage. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should copy all the supervisors' email addresses. 

Students who wish to drop a supervisor must have their request supported with a letter from the supervisor to be dropped. The supervisor may take advantage of the Supervisor's Withdrawal template as a guide. 

The PDF file should be named ' Change of Supervisors - Student Name - F56-1234-2021 '. 

Other general queries such as Transcript requests, Missing marks, Course registration, Timetables and other requests must be directed to the Department's main email address: [email protected].  

Identifying a research topic

Candidates will be required to undertake research guided by at least one supervisor competent in the subject area and field of research in which the candidate proposes to work. The main supervisor must come from the Department where the student is registered. After the research, the candidate shall be required to submit a thesis for examination. 

The student should approach any of the lecturers that hold a PhD degree whose speciality is in a field that the student is interested in researching on. The supervisors should guide the student in the process of writing a thesis proposal. The student may use this Proposal template as a guide . The candidate, in close liaison with the supervisors, shall develop the proposal. When the supervisors are satisfied that the draft proposal has attained a reasonable quality, they will allow the candidate to present it at a seminar with at least 30% of the academic members of staff of the Department.

Requirements for the supervisors

A minimum of two supervisors shall be appointed for each candidate of whom the first should be an academic staff in the Department of Civil & Construction Engineering. The first supervisor must be a PhD holder. The second supervisor must be an academic member of staff. The second supervisor can be from the Department of Civil & Construction Engineering or any other Department at the University of Nairobi. The Department may appoint a third supervisor from any other institution. If the third supervisor from another institution is appointed, the supervisor's CV must be attached. 

Letter of Introduction

Candidates requiring a letter of introduction in order to carry out research in a different institution should request the letter from the Department via email through [email protected] . The subject of the email should be as follows ' Letter of Introduction - Student Name - Registration Number '. The student must include the topic of their thesis and the address/es to which the letters should be addressed to. If no specific address is mentioned, the letter will be addressed "To Whom It May Concern". 

Renewal of Scholarships

Students who were awarded scholarships in the first year will be required to apply for the renewal of the scholarship for the second year. The scholarship renewal form can be downloaded here . The scholarship renewal application should be accompanied by the first year transcript. By the time the student requests the renewal, it is expected that the scholarship student should already be involved in some teaching assistantship and have made some significant progress on their research proposal in consultation with their supervisor since the supervisor will be required to fill in some sections of the form.  

Setting up a Proposal Seminar Online

The candidate should prepare presentation slides on their proposed research. The student should rehearse to ensure that their presentation lasts no more than 15 minutes.  The candidate may use university slides template to make the slides . The candidate should set up an online meeting via Google Meet and invite academic members of staff and other interested stakeholders. The student may use this guide on setting up online classes to schedule and present in the seminar . The main supervisor must attend the meeting. The minutes of the recommendations made during the presentation shall be forwarded to Faculty Postgraduate Studies Committee (FPSC) together with the revised version of the proposal.  The student may use this Minutes template as a guide . The student should make arrangements prior to the online meeting on who will take the minutes. 

Getting a Turnitin Similarity Index Report

To get a similarity index report, send the proposal document to [email protected]  and copy all the supervisors' emails. Endeavour to use the students' university email ([email protected]). The document to be sent should only contain Item No. 1 to Item No. 4 of the list in the requirements below. Item No. 5 to Item No. 7 should not be in the document to be checked. The document to be checked for plagiarism need NOT be signed by the student nor the supervisors. . The document sent must be in editable format (DOCX) format. Documents in Portable Document Format (PDF) will not be scanned. 

The subject of the email should be as follows 'Similarity Index Report - Student Name - Registration Number'. For example. ' Similarity Index Report - Mous Anony - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). It is important that you stick to this format for the following reasons:

• The email received is automatically forwarded to the email of the staff responsible for running your document through Turnitin. Email filters have been configured to only forward the document based on the subject header.
• The department will capture the student's and supervisors' email addresses and will make future correspondences with the student and the supervisor much easier. Emails requesting the Similarity Index Report without copying the supervisors' email addresses will not be acted on. 

A Turnitin report will be sent back to the student in five business days. The student should extract the summary pages of the similarity index report for signing by the student and the supervisors. Please note that any Similarity Index Report that is not signed and dated by the student and the supervisor is invalid.  The student may use this  signed Turnitin sample report for guidance . Some technical knowledge of editing PDF documents is necessary. The similarity index report should be below 15% ( 14% and below only ). 

Please note the whole document (Item No. 1 to Item No. 4) [Listed below] should be scanned hence the allowance of below 15%. Sentences in quotes and the bibliography will not be marked as plagiarised. A 30-word source exclusion has been set. The document to be submitted will not be deposited to any repository. 

Filename of the DOCX (Microsoft Word) document

The DOCX file should be named ' Similarity Index Report - Student Name - F56-1234-2021 '. 

Getting Academic Transcript for First Year (MSc Students)

The student can request a transcript from the Department through writing and delivering it to the Office of the Chairman. A typed letter is preferred. The letter should have the student's registration number and name. The student can also make the request through the department's main email address: [email protected] . 

Funding Opportunities

Funding opportunities are available on successful application to a relevant grant. These opportunities are advertised every Thursday via the University email from the Office of the Deputy Vice-Chancellor (Research, Innovation & Enterprise).  The funding opportunities are collated on the landing page of  https://uonresearch.uonbi.ac.ke  under the funding news tab. The candidate is advised to reach out to the Office of the DVC - RIE for further guidance and facilitation. Seeking research funding is one of the office's key role and the staff there will be glad to assist you. The office is located on the 15th Floor, UoN Tower, Main Campus, University of Nairobi, Nairobi. 

Submission of the Thesis Proposal to the Faculty of Engineering

The requirements to submit the Thesis Proposal to the Faculty of Engineering are as follows: 

• Faculty of Engineering (FEng) Title Page without a page number. The FEng Title Page is included in this  Proposal template . 
• Declaration and Approval page with all the signatures on the second page [Page number (i)].  The Declaration and Approval Page is included in this  Proposal template . 
• Signed UoN Declaration of Originality.  The UoN Declaration of Originality Form is included in this  Proposal template . 
• Main Proposal Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Budget & Workplan, References and Appendices). The student may use this Proposal template as a guide. 
• Minutes of the Proposal Seminar. The student may use this Minutes template as a guide. 
• First Year Transcript (MSc Students). 
• Turnitin Antiplagiarism Report. The similarity index should be below 15%. (The student and the supervisors should sign and date on the page that shows the percentage). 

Order of Components

Please compile your document into one PDF in the order above. The student should NOT upload the thesis proposal yet. Guidance and requirements for uploading are given further below on this webpage. 

Submit the document through your supervisors, through the Department of Civil & Construction Engineering [email protected]  to the Dean, Faculty of Engineering. The student may use this  Thesis Proposal Checklist   (used to review the student's thesis proposal) as a guide to ensure the document is in order. 

Filename of the PDF document

The PDF file should be named ' Fresh Proposal Submission - Student Name - F56-1234-2021 '. 

Submission of Thesis Proposal through Email

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. The subject of the email should be as follows, 'Fresh Proposal Submission - Student Name - Registration Number'. For example, ' Fresh Proposal Submission - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). There are two ways of submitting the document via email. Please use this subject header so that the email received is automatically forwarded to the email of the staff responsible for acting on the document. Email filters have been configured to only forward the document based on the subject header. 

• The student can ensure the document is signed by the supervisors before sending it to the Chairman of the Department, [email protected] and copy the supervisors' email, or 
• The student can send the document to the Chairman of the Department, through the supervisors via email. 

Option 1 is strongly preferred and recommended . To use Option 2 to submit your document, kindly send an email to the second supervisor asking them to sign and date on the relevant pages and forward it to the first supervisor and to inform them to sign and date on the relevant pages and forward it to the Chairman [email protected] . The student should not just copy all the interested parties in one generic email; the forwarding email should have detailed instructions to the various supervisors on what the supervisors should do. See the sample email below: 

The chairman will approve and forward the Fresh Thesis proposal to the Faculty Postgraduate Studies Committee (FPSC). At the FPSC, the document is distributed to reviewers at their next scheduled meeting. The reviewers will give comments, suggestions and improvements to the submitted proposal at various dates. The FPSC chairman will consolidate all the reviews into one report and send it to the student through the department. 

It is the student's responsibility to follow up on the approval process of their thesis proposal. If the student has not received feedback after one month from the date of submission, the student should follow up on their thesis status with the Coordinator of Postgraduate Studies, Department of Civil & Construction Engineering.

The physical location of the office of the Coordinator of Postgraduate Studies , Department of Civil & Construction Engineering is: Office Number 110, 1st Floor, Mechanical Engineering Block, Harry Thuku Way, Main Campus, Nairobi. 

Resubmission of the Thesis Proposal to the Faculty of Engineering

The thesis proposal will be reviewed and it will be returned with some corrections from the Faculty Postgraduate Studies Committee (FPSC). As you submit the corrected proposal, ensure you meet the following requirements: 

• Faculty of Engineering (FEng) Title Page without a page number.  The FEng Title Page is included in this  Proposal template . 
• Declaration and Approval page with all the signatures on the second page [Page number (i)]. Please note that the supervisors should sign again. Avoid repasting the signatures that were in the initial document.  The Declaration and Approval Page is included in this  Proposal template . 
• Main Corrected Proposal Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Budget & Workplan, References and Appendices).  The student may use this Proposal template as a guide. 
• Original Minutes of the Proposal Seminar. 
• Turnitin Antiplagiarism Report on the Corrected Proposal Document. The Corrected Proposal Document should then be rechecked for plagiarism. The procedure for getting the Turnitin Similarity Index Report is outlined above (The student and the supervisors should sign and date on the page that shows the percentage). Please note that the supervisors should sign again. The student must NOT  repaste the signatures that were in the initial document. 
• The original Faculty Postgraduate Studies Committee (FPSC) Reviews. 
• Table of Corrections. Avoid the use of lazy comments such as 'Ammended', 'Done', 'Corrected in Manuscript' or 'Attached'. Instead, make detailed responses to the reviewers' comments. Be clear about how you responded (copy and paste the updated text next to the reviewers’ comments) and state where this fits into the manuscript (with a page number). This practice allows the reviewers to easily see that you have taken all the reviewers’ comments on board and evaluate your response to each of their concerns. Please read this  article on how to properly respond to Reviewers' comments. The student may use this Table of Corrections Sample as a guide . 
• Certificate of Corrections from the supervisors addressed to the Dean, Faculty of Engineering, through the Chairman, Civil & Construction Engineering and through the Faculty Postgraduate Studies Committee (FPSC). The student may use this Certificate of Correction template as a guide. 

IMPORTANT: Please review your work plan to match the current dates. The dates signed on the proposal must also reflect the current dates. The date on the cover page must also be updated. 

Please compile your document into one PDF in the order above. The student should NOT upload the thesis proposal yet. Guidance and requirements for uploading are given further below on this webpage. 

Submit the document through your supervisors, to the Department of Civil & Construction Engineering [email protected]  and copy the supervisors' email addresses. The Department will forward the document to the Dean, Faculty of Engineering. The subject of the email should be as follows, 'Revised Proposal Submission - Student Name - Registration Number'. For example, ' Revised Proposal Submission - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). Please use this subject header so that the email received is automatically forwarded to the email of the staff responsible for acting on the document. Email filters have been configured to only forward the document based on the subject header. 

The PDF file should be named ' Revised Proposal Submission - Student Name - F56-1234-2021 '. 

The chairman will approve and forward the Revised Thesis proposal to the Faculty Postgraduate Studies Committee (FPSC). At the FPSC, the document is distributed to reviewers at their next scheduled meeting. The reviewers will then confirm that the initial comments they gave have been addressed satisfactorily. It is for this reason that the student should include the FPSC reviews as they were. If fully addressed, the proposal is approved. If the comments have not been fully addressed, the FPSC returns the document to the student through the department to address the unattended comments.  The department will send the student further comments. 

Further Revised Proposal

To resubmit the further revised proposal, kindly submit with the subject ' Further Revised Proposal Submission - Another Student - F56/12345/2021 ' and copy all the supervisors' emails. Similarly, ensure the registration number on the email subject has slashes (not hyphens).

The PDF file should be named ' Further Revised Proposal Submission - Student Name - F56-1234-2021 '. 

FPSC Approval

Once FPSC approval is done, the student will also receive minutes of the deliberations from the FPSC and the filled out Declaration and Approval Page [Page i] (including the Dean's Signature and Stamp). The student should then compile a single document in the order below. 

Final Approved Document to be Uploaded to Postgraduate Tracking System

• Declaration and Approval page with all the signatures on the second page [Page number (i)]. This declaration page should have all the parties signatures: the student, the supervisors, the Chairman - Department of Civil & Construction Engineering, the Chairman - FPSC and the Dean - Faculty of Engineering. 
• Minutes of the Proposal Seminar. 
• Turnitin Antiplagiarism Report on the Corrected Proposal Document. 
• Certificate of Corrections from the supervisors addressed to the Dean, Faculty of Engineering, through the Chairman, Civil & Construction Engineering and through the Faculty Postgraduate Studies Committee (FPSC). This Certificate of Corrections should have all the parties signatures
• Signed Faculty Postgraduate Studies Committee (FPSC) minutes approving the forwarding of the proposal to the Deputy Vice-Chancellor - Academic Affairs. 

The PDF file should be named ' Uploaded Thesis Proposal - Student Name - F56-1234-2021 '. 

Uploading to the Postgraduate Tracking System 

Before uploading the compiled document above, the student should ensure that they have first been assigned supervisors on the Postgraduate Tracking System on the Students Management Information System  on smis.uonbi.ac.ke . The student can check the assigned supervisors as shown in the screenshot below: 

If the students has not been assigned, the student should notify the department via email [email protected] with the subject being ' Supervisors - Student Name - Registration Number '. The body of the email should have the names of your supervisors.

Once assigned, the student should upload the compiled PDF document onto the Postgraduate Tracking System.

Uploading to the Postgraduate Tracking System

Please see this Guide on using the Postgraduate Tracking System. When uploading to the Tracking System. The student should ensure that the following instructions are followed to the letter. Step 6 in the photograph below is absolutely critical and the student must wait for the document to upload to the system before forwarding the submission. Please note that it is impossible to change any item once this process has been performed.  

The student should then alert the supervisor that they have uploaded their fully signed proposal (Item No. 1 - Item No. 11) on the Postgraduate Tracking System. The student may use this uploaded thesis sample for reference.  Students who had uploaded the proposal before approval will require reuploading the thesis proposal.

Reuploading to the Postgraduate Tracking System

To reupload, the student should click on the ' Test proposal submit ' link (circled in the image below). Once the student clicks on this link, they should click on 'Create Proposal' to reupload. 

Please see this Guide on using the Postgraduate Tracking System. The student and the supervisor are encouraged to review this guide and understand their roles. 

Sending the Uploaded Thesis Proposal to the Department

Once uploaded, the student should also send the compiled PDF document to the Department, [email protected] and copy the supervisors, the email subject should be ' Uploaded Thesis Proposal - Student Name - F56/1234/2020 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should ensure that their registration status is in order prior to sending out the uploaded thesis proposal. For example, in the year 2024, students with registration number ending /2018 have their student status expired and must extend their registration and pay the required charges.

Advisory: Kindly note that the department has no access to the Postgraduate Tracking System and it is only by sending the Uploaded Thesis Proposal that the department gets the knowledge that you have uploaded the proposal and initiates the subsequent procedures. 

Based on the fully signed uploaded proposal, the supervisors, Chairman and Dean will then approve the online document for forwarding to the Deputy Vice-Chancellor - Academic Affairs. Once approved by the Office of the Deputy Vice-Chancellor - Academic Affairs, the student will receive a letter from the Academic Registrar, accepting their proposal. The letter will grant the student the authority to officially begin their research and assign the supervisors officially. Please see the sample Letter of Approval that the student and supervisors will receive to commence research . 

It is at this point that your proposal is considered fully registered in the system. 

Technical Challenges with the Postgraduate Tracking System 

Students with technical challenges with regard to the Postgraduate Tracking System should write an email to [email protected] . Copy the Department, [email protected] to assist you with follow-up. The subject of the email should be 'Postgraduate Tracking - Student Name - Registration Number' , for example, 'Postgraduate Tracking - Another Student - F16/12345/2021' .The body of the email should include the nature of the problem such as documents not attaching, or no documents available for download and request the ICT department to clear all documents in your portal and allow you to re-upload the documents. 

Once the documents have been cleared, the student should reupload and request the supervisor to approve the online documents. Once reapproved by the supervisor, the student should notify the department that the documents have been approved. 

The student can also make a physical visit to the Faculty of Engineering ICT office on the Ground Floor, Mechanical Engineering Block, Harry Thuku Way. 

Advisory: The student is advised to start writing a journal article first before writing the thesis. Writing the journal article first will save the student a lot of stress and effort when it comes time to writing the thesis.

CUE requirements: A Master's thesis should be about 20 000 to 30 000 words while a PhD thesis should be about 40 000 to 50 000 words. 

Progress Reports

The student can only get the letter to begin research if their compiled PDF (Items No. 1 - 11) has been uploaded to the Postgraduate Tracking System. Once they receive the letter, the candidate should immediately fill out their first progress report, have it commented and signed by the student and the supervisors only and then upload it on the Postgraduate Tracking system. Only fully signed progress reports should be uploaded on the tracking system.  The student may use this Progress Report template . Please note that comments by the Chairman, Dean and Deputy Vice-Chancellor will be made on the Postgraduate Tracking System. T he student may use this Progress Report sample for guidance . 

The student should also send the Progress Report to the Department department via  [email protected]  for record-keeping. The student must copy all the supervisors. The subject of the email should be, ' Progress Report Q1 - Another Student - F56/12345/2021 ' and so on for the other two progress reports for Q2 and Q3. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The supervisors must be copied to the email sent to the department. 

The PDF file should be named ' Progress Report Q1 - Student Name - F56-1234-2021 '. 

The student is required to upload three fully signed progress reports by the time the student sends out the 'Intent to Submit Thesis'. 

Conducting the Thesis

The candidate will then perform the research and make a report. The candidate will be required to make progress reports after every quarter. 

Publishing - Paper Submission to Peer-reviewed Journals

The candidate should make a paper submission to peer-reviewed journals. One journal article is required for MSc students while two journal articles are required for PhD students . This requirement is in line with the Commission for University Education's guidelines. After the publication of the journal article(s), the student may then issue an Intent to Submit the Thesis for Examination. The student may refer to these notes when considering publishing in a peer-reviewed journal. The journals should be indexed in SCOPUS, Directory of Open Access Journals (DOAJ), Clarivate Analytics or Africa Journals Online (AJOL). Publications in predatory journals will not be considered legitimate publications. Read this article to understand more on predatory journals. A quick method of determining predatory journals is that they have short publishing times and require significant publication fees. Secondly, a student may Google the name of the publication followed by the word "predatory" and read the reviews online. 

The student is strongly encouraged to see the University of Nairobi's library guide for publishing.

Some good journals can be found on: 

• https://www.hindawi.com/journals/jat/
• https://journalsuggester.springer.com/
• https://journalfinder.wiley.com/
• https://journalfinder.elsevier.com/
• https://www.scimagojr.com/journalsearch.php 
• https://authorservices.taylorandfrancis.com/publishing-your-research/choosing-a-journal/journal-suggester/
• https://doaj.org/ 

Good publishers also belong to the Committee on Publications Ethics (COPE). Please note some of the journals available from the links above require an additional fee to make your accepted publication open-access. However, it is not a requirement of the University of Nairobi that the journal article be made open-access. Some good journals are free to publish so long as the author accepts that there will be no free access and the reader will have to pay to download the article. The only university requirement is that the journal article should be published in a peer-reviewed journal. 

Once the student has published a paper, the student should send the final published manuscript to the department with the subject ' Published Paper 1 - Student Name - Registration Number '.For example, ' Published Paper 1 - Another Student - F56/12345/2021 ' and so on for the other published papers. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The supervisors must be copied to the email sent to the department. The department will then investigate the journal and confirm that the paper has been published in a reputable and credible journal. 

Paper Publications Review (PhD students only)

Journal articles done by the PhD student will be subjected to further review and scrutiny by the Faculty Postgraduate Studies Committee to ensure that the journal articles were of high quality and were published in peer-reviewed journals. 

Once the student has published two papers, the student should send a request for publications review to the department [email protected] . The student may use this template as a guide. The subject of the email should be ' Publications Review - Student Name - Registration Number '.For example, ' Publications Review - Another Student - F80/56789/2021 ' and so on for the other published papers. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The supervisors must be copied to the email sent to the department.

Filenames of the PDF documents

The PDF file should be named ' Publications Review - Student Name - F80-56789-2021 '. For this request, there should be three attachments. 

• Publications Review - Student Name - F80-56789-2021.pdf
• Published Paper 1 - Student Name - F80-56789-2021.pdf
• Published Paper 2 - Student Name - F80-56789-2021.pdf

Thesis Registration on SMIS

The candidate should request for registration of FCE 699 after full payment of fees. The student may use this Course Registration Template for guidance . The student should send the Course Registration Request to the Department via  [email protected] . The subject of the email should be ' FCE 699 Course Registration - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens).

Once the request is sent and all the fees paid, the student may continue with the successive steps. 

Filename of the PDF document 

The PDF file should be named ' FCE 699 Course Registration - Student Name - F56-1234-2021 '. 

Payment of Fees and Fee Statement 

The school fees should be fully paid before sending out the 'Intent to Submit Thesis'. Fees payable is as advised in the admission letter available on the application. For ease of the reference, the fee statements have been provided here: 

• Master's Fee Statement:    A. Admitted before 2021 *    B. Admitted 2021 and later
• PhD Fee Statement.              A. Admitted before 2021 *     B. Admitted 2021 and later  

*The university updated the cost for the student ID in 2020 from KES 500 to KES 1 000 and the amount to be paid should be KES 500 more than what is stated in the PDF form shared. 

Advisory: Bank A/C: UON CESSP Collection Account No.  2032771362  at Absa Bank, Plaza Branch.All payments should be made by direct physical deposit to the bank, where a deposit slip should be obtained. The narrative or description of the financial transaction should include the student's registration number. MPesa and RTGS Payments are not encouraged as they will require further follow-up with Student Finance by the student. The Student Finance Department is in Room G3, Ground Floor, Mahatma Gandhi Wing, Main Campus, Harry Thuku Way, Nairobi. 

Intent to Submit the Thesis for Examination

The candidate should submit a form giving notice of Intent to Submit the Thesis for Examination. The Intent to Submit the Thesis form must be accompanied by  TWO  other documents: 

• Abstract (in ONE page of approximately 300 words). 
• Detailed Fee Statement (showing complete fees). The Detailed Fee Statement can be printed from the Students' Portal . The fee structure for all postgraduate courses are presented in the preceding section above. The fee statement should have a zero or a negative amount. A positive amount implies that fee payment is not complete. 

The candidate must use this Intent to Submit Thesis form . This Intent to Submit Thesis form  must then be combined with the two other documents into one PDF document. The order of the documents should be as follows:

• Intent to Submit Thesis Form. 
• Detailed Fee Statement. 

The PDF file should be named ' Intent to Submit Thesis - Student Name - F56-1234-2021 '. 

Submission of Intent to Submit Thesis for Examination through Email

Submission must be done by email in soft copy. Only one compiled PDF document is to be submitted. To submit your document, kindly send an email to the second supervisor asking them to sign and date on the relevant pages and forward it to the first supervisor and to inform them to sign and date on the relevant pages and forward it to the Chairman [email protected] . The subject of the email should be, ' Intent to Submit Thesis - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). The student should not just copy all the interested parties in one generic email; the forwarding email should have detailed instructions to the various supervisors on what the supervisors should do. See the sample email below:

It is recommended that the student ensures the document is signed by the supervisors before sending it to the Chairman of the Department, [email protected] and copy the supervisors' email addresses to the email. 

Submission of the Thesis

Submission must be done by email in soft copy. Submission is done to the Faculty of Engineering through the department Postgraduate Correspondence, Civil & Construction Engineering [email protected] . The constituents of the compiled PDF are listed below. The subject of the email should be as follows, 'Fresh Thesis Submission - Student Name - Registration Number'. For example, ' Fresh Thesis Submission - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. Similarly, ensure the registration number on the email subject has slashes (not hyphens). All supervisors' email addresses must be copied. The department will forward the thesis to the Faculty for examination and will follow up on behalf of the student. 

Requirements for submission of the thesis are: 

• Faculty of Engineering (FEng) Title Page without a page number. 
• Declaration and Approval page with all the signatures on the second page [Page number (i)].  
• Signed UoN Declaration of Originality. 
• Main Thesis Document (Acknowledgement, Table of Contents, Abstract, Introduction, Literature Review, Methodology, Results & Discussion, Conclusions & Recommendations, References and Appendices). 

The thesis will then be forwarded for examination by the Faculty of Engineering. 

Please compile your document into one PDF in the order above and attach the thesis submission form as a separate attachment. 

Filenames of the PDF documents 

The compiled PDF file should be named ' Fresh  Thesis Submission - Student Name - F56-1234-2021 '. For the fresh thesis, there should be two attachments to the email. 

• Fresh Thesis Submission - Student Name - F56-1234-2021.pdf 
• Thesis Submission Form - Student Name - F56-1234-2021.pdf 

The candidate must use this Submission of Thesis form . 

Thesis Examination and Defence

This examination and defence shall comprise two parts:

• Independent written assessment of the thesis by Internal and external examiners.
• Oral examination of the thesis by a committee of examiners as prescribed by the University of Nairobi statutes. The student may view a past defence presentation on YouTube via this link . Defence is done virtually. Even though the defence is virtual, the student will be expected to be present physically at the University with the student ID and other identification documents. 

Defence The candidate should prepare presentation slides on their research. The student should rehearse to ensure that their presentation lasts no more than 15 minutes.  The candidate may use university slides template to make the slides .

The candidate, in collaboration with the main supervisor, might be given some minor/major corrections to implement. The student will receive a consolidated list of corrections from the first supervisor. The student should ensure that the consolidated list is signed and dated by the supervisor. 

Resubmission of the Corrected Thesis after Thesis Defence and Examination

The student should correct the thesis as advised and prepare a Table of Corrections which should be sent to the main supervisor. The main supervisor will compile the following documents for forwarding to the Dean, Faculty of Engineering: 

• Table of Corrections made by the student. The student should avoid the use of lazy comments such as 'Ammended', 'Done', 'Corrected in Manuscript' or 'Attached'. Instead, the student should make detailed responses to the examiners' comments. Please read this  article on how to properly respond to the examiners' comments. The student may use this Table of Corrections Sample as a guide. 
• Certificate of Corrections. The main supervisor must use this   Certificate of Correction form . 

The supervisor should send the two documents to the Faculty on [email protected] . The supervisor may copy the email to the Department [email protected] . The subject of the email should be ' Certificate of Correction - Student Name - Registration Number '.For example, ' Certificate of Correction - Another Student - F56/1234/2021 '. 

Requirements for submission of the corrected thesis are:

• Main Corrected Thesis Document (Acknowledgement, Abstract, Introduction, Literature Review, Methodology, Results & Discussion, Conclusions & Recommendations, References and Appendices). 
• Digital Repository Agreement Form . (Sent separately with the main thesis) 
• Turnitin Antiplagiarism Report on the Revised Thesis Document. (Sent separately with the main thesis) 
• Another Signed UoN Declaration of Originality . (Sent separately with the main thesis) 
• Valid Student ID. (Sent separately with the main thesis) 

For the corrected thesis, the Digital Repository Agreement Form and the Turnitin Antiplagiarism Report are submitted separately to the final compiled PDF document. The similarity index should be below 15%. (The student and the supervisors should sign and date on the page that shows the percentage). 

Submission of the Revised Thesis

Submission must be done by email in soft copy to [email protected] . The student must copy the supervisors and the Department through  [email protected] . Five (5) separate PDF documents are to be submitted as attachments in ONE email. Do NOT  send the attachments in separate emails. The subject of the email should be as follows, ' Revised Thesis Submission - Student Name - Registration Number '. For example, ' Revised Thesis Submission - Another Student - F56/12345/2021 '. The subject should be in title case (mixed upper and lower cases). Do not use all uppercase letters. All supervisors' email addresses must be copied. Similarly, ensure the registration number on the email subject has slashes (not hyphens).

The PDF file should be named ' Revised Thesis Submission - Student Name - F56-1234-2021 '. For the revised thesis, there should be five attachments to the email. 

• Revised Thesis Submission - Student Name - F56-1234-2021.pdf 
• Digital Repository Form - Student Name - F56-1234-2021.pdf
• Similarity Index Report - Student Name - F56-1234-2021.pdf
• Declaration of Originality - Student Name - F56-1234-2021.pdf
• Valid Student ID - Student Name - F56-1234-2021.pdf

*The Similarity Index Report should be signed and dated by the student and the supervisors on the page that shows the percentage. 

Valid Student ID

A Valid copy of the Student's ID should is required. Application of the ID is done by the student on their SMIS portal. Where the ID is not valid, the student will be required to apply for the renewal and print out the page showing the renewal application from their SMIS portal. The student will attach the printout page as their application. 

The student may follow up with the Admissions Office. The Admissions Office is located in Room 114, First Floor, Central Administration Office, Main Campus, Harry Thuku Way, Nairobi. 

The student will be required to clear in the following departments and offices:

• Department/Faculty
• Sports & Games
• Halls of Residence
• Faculty Registrar
• Finance Office

Department/Faculty - The department is the mandatory first step of clearance. The student will be given a physical form at the Chairman's office. The student will have the form signed by the technologists of the various laboratories and resubmit it to the department. After resubmission, the clearance on the portal will activated and the status will change. 

Sports & Games - The location of Sports & Games is along Lower State House Road, near the Student's Clinic. 

Library - The location of the library is in JKML. 

Halls of Residence - The student should go to the Student's Welfare Authority along Mamlaka Road, close to Hall 9 and the Students' centre. 

Faculty Registrar - The Faculty Registrar's office is on the second floor of the Central Administration Offices in Main Campus. 

Finance Office - The Student Finance Department is on Room G3, Ground Floor, Mahatma Gandhi Wing, Main Campus, Harry Thuku Way, Nairobi. 

Once you have cleared you will be issued with a Letter of Award from the Senate. 

Library Clearance Procedure for Submission of Soft Copy Thesis

1. Graduating student forwards a duly signed PDF version of their Dissertation/Theses/Project alongside other mandatory documents to their respective Deans.

2. Dean confirm that the above documents meet the expected requirements and forward the same to the Graduate Studies Secretariat for verification for graduation.

3. Graduate Studies Secretariat forwards to the Library the above documents (No.1) for printing and binding through [email protected] for purposes of reference in the respective departments, Libraries and archiving in the repository.

4. The Library Bindery raises invoices and emails to the students to pay for printing and binding services.

5. Printing and Binding Charges are:

• Four (4) copies for PhD theses @Kshs.3,000.00 per copy totalling to Kshs.12,000.00
• Four (4) copies for Masters by Thesis @Kshs.1,950 per copy totalling to Kshs.7.800.00
• Two (2) copies for Postgraduate diploma and Masters by projects/dissertation
• @Kshs.1,450.00 per copy totalling to Kshs.2,900.00Kindly note that all bound copies shall be retained by the University. Any student who requires an extra copy or copies can place a request to the Library after paying for printing and binding charges.

Payment shall be done through either of the following modes:-

LIPA NA MPESA mode. Students using this mode should ensure they use their personal MPESA account and pay by “Buy goods &amp; service” – Till Number 807313.

Deposit to Absa Bank. Account Name: UNES Corporate Account; Branch: Westland Branch; Account Number: 0732255303. Narrative should be the name of the student’s and their Registration Number.

6. Student Scans and forwards a copy of the payment evidence to   [email protected]

7. Bindery confirms payment, clears students for binding services, forwards scanned copies of the clearance form and payment receipt to Graduate Studies Secretariat, Dean and the Student. 8. The Dean initiates the clearance of the student for him/her to seek clearance from various departments. 

NB. Original receipts can be collected from Library bindery at Jomo Kenyatta Memorial

Library (JKML) Main Campus after clearance as per No.8 above.

Completion and Graduation

The student will graduate in the next graduation ceremony after paying the required graduation convocation fee. The mandatory convocation fee is paid to: 

• Bank: ABSA KENYA PLC
• Branch: ABSA Towers
• Account Name: UON MODULE I COLLECTION ACCOUNT
• Account Number: 2032770838
• Amount: 1 000 
• Narrative: Registration Number

Or as advised in memos leading to the graduation ceremony. 

Optional charges are: 

• Hire of graduation gown: KES 4 000.00
• Congregation fee: KES 2 500 (must be paid for those who wish to attend physically)

Collection of Certificate

The graduate should plan to collect their Master's or PhD certificate after the announcement for schedule for collection of certificates is made on the University of Nairobi's main website uonbi.ac.ke . The certificate should be collected from the University of Nairobi Central Examinations Centre, Chiromo Campus. The graduate student should register on the University CRM Portal  on https://graduates.uonbi.ac.ke/ before going to collect the document physically. 

The following will be required before collection of the certificates: 

• Original National Identity Card or Original Passport. 
• Convocation fee receipt for KES 1 000.00

Certificates should be collected by the stipulated date. Any certificate not collected by the stipulated date will be liable to a storage charge of KES 1 000/= per year or part thereof. For avoidance of doubt, any part of a year after the expiry of the collection date shall attract a storage charge of KES 1 000/=. For further information with regards to the collection of the certificate, please contact:

The Academic Registrar University of Nairobi P.O. Box 30917-00100 NAIROBI Telephone: 020-4914201/020-4914202/020-4914204/020-4914203 Mobile: 0700675405 Email:  [email protected]  or [email protected]

Ongoing students can view their status below. The table is sorted by the students' registration numbers in ascending order. 

KEY Turnitin Rcvd - The department has received a similarity index report request from the student. Action required: The department should take action and respond with a similarity index report in not more than five business days. 

Turnitin Snt - The department has scanned and sent back a similarity index report to the student. Action required: The student should take action and submit the proposal, if the similarity index was less than 15%; or revise the document if the similarity index was 15% or more. 

Prpsl Rcvd - The department has received a proposal document with all seven requirements from the student/supervisor. Action required: The chairman should take action and approve the document for forwarding to the FPSC. 

Prpsl Snt - The chairman has signed and has sent the proposal document to the Faculty Postgraduate Studies Committee. Action required: The FPSC should take action and review the document. 

FPSC Rcvd - The department has received the FPSC reviews. Action required: The department should take action forward the comments to the student. 

FPSC Snt - The department has sent the FPSC reviews to the student. Action required: The student should revise the proposal as per FPSC recommendations. 

NTntn Rcvd - The department has received a similarity index report for the revised thesis proposal from the student. Action required:  The department should scan and send the student the similarity index report. 

NTntn Snt - The department has sent a similarity index report for the revised thesis proposal to the student. Action required: The student should send the department a revised thesis proposal. 

Rev Prpsl Rcvd - The department has received the revised thesis proposal with all 10 requirements. Action required: The chairman should approve the revised thesis proposal and send it to the FPSC. 

Rev Prpsl Snt - The department has sent the revised thesis proposal to the FPSC. Action required: The FPSC should confirm that the student has adopted all the recommendations (or provided adequate rebuttals) to the recommendations it has made. 

Fcmnts Rcvd - The department has received further comments, if any, from the FPSC.  Action required: The department should send the FPSC further comments to the student. 

FCmnts Snt - The department has sent the student further comments from the FPSC, if any. Action required: The student should adopt the FPSC further comments. 

FRev Prpsl Rcvd - The department has received the further revised proposal from the student. Action required:   The chairman should approve the document and forward it to the FPSC. 

FRev Prpsl Sent - The department has sent the further revised proposal to the FPSC. Action required: The FPSC should review the further revised proposal. 

FPSC Aprvl Rcvd - The department has received the minutes from the FPSC granting approval of proposal. Action required: The department will allocate supervisors to the student on the Postgraduate Tracking System and should forward the signed pages and minutes to the student. 

FPSC Aprvl Snt - The department has sent the minutes from the FPSC to the student. Action required: The student should compile the document, upload the document to the Postgraduate Tracking System and forward the compiled document to the department. 

Upl Rcvd - The department has received the complete thesis proposal (with all signatures) for record-keeping. Action required: The department should also request the Dean to request DVC (AA) for official approval of the thesis proposal. 

Upl Snt - The department has sent the complete proposal to the dean's office for record-keeping. Action required: The Dean will request the DVC (AA) for official approval of the thesis proposal. 

Acd Rgstr LttrRcvd - The department has received the letter from the academic registrar. Action required: The department will forward the student the letter of approval to the student. 

Acd Rgstr Lttr Snt - The department has sent the letter from the academic registrar to the student. Action required: The student should begin the research and upload Progress Report Q1. 

Prg 1 Rcvd - The department has received the fully signed Progress Report 1 from the student. Action required: The student should file the second progress report in not less than a month (from submission of Progress Report 1) and begin publishing in a peer-reviewed journal. 

Prg 2 Rcvd - The department has received the fully signed Progress Report 2 from the student. Action required: The student should file the third progress report in not less than a month (from submission of Progress Report 2) and should be in the publication process in a peer-reviewed journal. 

Prg 3 Rcvd - The department has received the fully signed Progress Report 3 from the student. Action required: The student should complete the publication process in a peer-reviewed journal. 

Intt Submit Rcvd - The department has received an 'Intent to Submit' by the candidate. Action required: The department checks whether the student has filled the three progress reports and whether the publication has been made in a peer-reviewed journal.  

Intt Submit Snt - The department has sent the 'Intent to Submit' to the Dean. Action required: The department, chairman and the supervisor in consultation with the Dean will set up a Committee of Examiners. 

CoE Setup - A committee of examiners has been set up. Action required: The dean will request the student to submit the thesis. 

Submt Ths Rcvd - The department has received instruction from the Dean to ask the student to submit the thesis. Action required: The department will forward the instruction to the student. 

Submt Ths Sent - The department has sent the instruction from the Dean to the student asking the student to submit the thesis. Action required: The student should submit the thesis with all the requirements. 

Ths Rcvd - The department has received the thesis from the student. Action required: The Chairman will approve and send the document to the Dean. 

Ths Snt - The chairman has approved the document and has been sent to the Faculty. Action required: The dean will send the thesis to the reviewers for examination. The student will be called for a defence. 

RThs Rcvd - The department has received a revised thesis from the supervisor. Action required: The department will forward the revised thesis to the Faculty. 

RThs Snt - The department has sent the revised thesis to the Faculty. Action required: The Faculty will forward the document to Graduate Secretariat. Action required: The student should clear and prepare for graduation.

Help improve this page by asking questions or seeking clarifications from  [email protected] . Your comments might be incorporated into this page to assist other students. 

Updated: 2024-06-03

© University of Nairobi 2024.  All rights Reserved.

Suggestions or feedback?

MIT News | Massachusetts Institute of Technology

• Machine learning
• Social justice
• Black holes
• Classes and programs

Departments

• Aeronautics and Astronautics
• Brain and Cognitive Sciences
• Architecture
• Political Science
• Mechanical Engineering

Centers, Labs, & Programs

• Abdul Latif Jameel Poverty Action Lab (J-PAL)
• Picower Institute for Learning and Memory
• Lincoln Laboratory
• School of Architecture + Planning
• School of Engineering
• School of Humanities, Arts, and Social Sciences
• Sloan School of Management
• School of Science
• MIT Schwarzman College of Computing

Ten with MIT connections win 2024 Hertz Foundation Fellowships

Press contact :.

Previous image Next image

The Fannie and John Hertz Foundation  announced that it has awarded fellowships to 10 PhD students with ties to MIT. The prestigious award provides each recipient with five years of doctoral-level research funding (up to a total of $250,000), which allows them the flexibility and autonomy to pursue their own innovative ideas.

Fellows also receive lifelong access to Hertz Foundation programs, such as events, mentoring, and networking. They join the ranks of over 1,300 former Hertz Fellows who are leaders and scholars in a range of fields in science, engineering, and technology. Connections among fellows over the years have sparked collaborations in startups, research, and technology commercialization.

The 10 MIT recipients are among a total of 18 Hertz Foundation Fellows scholars selected this year from across the country. Five of them received their undergraduate degrees at the Institute and will pursue their PhDs at other schools. Two are current MIT graduate students, and four will begin their studies here in the fall.

“For more than 60 years, Hertz Fellows have led scientific and technical innovation in national security, applied biological sciences, materials research, artificial intelligence, space exploration, and more. Their contributions have been essential in advancing U.S. competitiveness,” says Stephen Fantone, chair of the Hertz Foundation board of directors and founder and president of Optikos Corp. “I’m excited to watch our newest Hertz Fellows as they pursue challenging research and continue the strong tradition of applying their work for the greater good.”

This year’s MIT-affiliated awardees are:

Owen Dugan ’24 graduated from MIT in just two-and-a-half years with a degree in physics, and he plans to pursue a PhD in computer science at Stanford University. His research interests lie at the intersection of AI and physics. As an undergraduate, he conducted research in a broad range of areas, including using physics concepts to enhance the speed of large language models and developing machine learning algorithms that automatically discover scientific theories. He was recognized with MIT’s Outstanding Undergraduate Research Award and is a U.S. Presidential Scholar, a Neo Scholar, and a Knight-Hennessy Scholar. Dugan holds multiple patents, co-developed an app to reduce food waste, and co-founded a startup that builds tools to verify the authenticity of digital images.

Kaylie Hausknecht will begin her physics doctorate at MIT in the fall, having completing her undergraduate degree in physics and astrophysics at Harvard University. While there, her undergraduate research focused on developing new machine learning techniques to solve problems in a range of fields, such as fluid dynamics, astrophysics, and condensed matter physics. She received the Hoopes Prize for her senior thesis, was inducted into Phi Beta Kappa as a junior, and won two major writing awards. In addition, she completed five NASA internships. As an intern, she helped identify 301 new exoplanets using archival data from the Kepler Space Telescope. Hausknecht served as the co-president of Harvard’s chapter of Science Club for Girls, which works to encourage girls from underrepresented backgrounds to pursue STEM.

Elijah Lew-Smith majored in physics at Brown University and plans to pursue a doctoral degree in physics at MIT. He is a theoretical physicist with broad intellectual interests in effective field theory (EFT), which is the study of systems with many interacting degrees of freedom. EFT reveals how to extract the relevant, long-distance behavior from complicated microscopic rules. In 2023, he received a national award to work on applying EFT systematically to non-equilibrium and active systems such as fluctuating hydrodynamics or flocking birds. In addition, Lew-Smith received a scholarship from the U.S. State Department to live for a year in Dakar, Senegal, and later studied at ’École Polytechnique in Paris, France.

Rupert Li ’24 earned his bachelor’s and master’s degrees at MIT in mathematics as well as computer science, data science, and economics, with a minor in business analytics.He was named a 2024 Marshall Scholar and will study abroad for a year at Cambridge University before matriculating at Stanford University for a mathematics doctorate. As an undergraduate, Li authored 12 math research articles, primarily in combinatorics, but also including discrete geometry, probability, and harmonic analysis. He was recognized for his work with a Barry Goldwater Scholarship and an honorable mention for the Morgan Prize, one of the highest undergraduate honors in mathematics.

Amani Maina-Kilaas is a first-year doctoral student at MIT in the Department of Brain and Cognitive Sciences, where he studies computational psycholinguistics. In particular, he is interested in using artificial intelligence as a scientific tool to study how the mind works, and using what we know about the mind to develop more cognitively realistic models. Maina-Kilaas earned his bachelor’s degree in computer science and mathematics from Harvey Mudd College. There, he conducted research regarding intention perception and theoretical machine learning, earning the Astronaut Scholarship and Computing Research Association’s Outstanding Undergraduate Researcher Award.

Zoë Marschner ’23 is a doctoral student at Carnegie Mellon University working on geometry processing, a subfield of computer graphics focused on how to represent and work with geometric data digitally; in her research, she aims to make these representations capable of enabling fundamentally better algorithms for solving geometric problems across science and engineering. As an undergraduate at MIT, she earned a bachelor’s degree in computer science and math and pursued research in geometry processing, including repairing hexahedral meshes and detecting intersections between high-order surfaces. She also interned at Walt Disney Animation Studios, where she worked on collision detection algorithms for simulation. Marschner is a recipient of the National Science Foundation’s Graduate Research Fellowship and the Goldwater Scholarship.

Zijian (William) Niu will start a doctoral program in computational and systems biology at MIT in the fall. He has a particular interest in developing new methods for imaging proteins and other biomolecules in their native cellular environments and using those data to build computational models for predicting their dynamics and molecular interactions. Niu received his bachelor’s degree in biochemistry, biophysics, and physics from the University of Pennsylvania. His undergraduate research involved developing novel computational methods for biological image analysis. He was awarded the Barry M. Goldwater Scholarship for creating a deep-learning algorithm for accurately detecting tiny diffraction-limited spots in fluorescence microscopy images that outperformed existing methods in quantifying spatial transcriptomics data.

James Roney received his bachelor’s and master’s degrees from Harvard University in computer science and statistics, respectively. He is currently working as a machine learning research engineer at D.E. Shaw Research. His past research has focused on interpreting the internal workings of AlphaFold and modeling cancer evolution. Roney plans to pursue a PhD in computational biology at MIT, with a specific interest in developing computational models of protein structure, function, and evolution and using those models to engineer novel proteins for applications in biotechnology.

Anna Sappington ’19 is a student in the Harvard University-MIT MD-PhD Program, currently in the first year of her doctoral program at MIT in electrical engineering and computer science. She is interested in building methods to predict evolutionary events, especially connections among machine learning, biology, and chemistry to develop reinforcement learning models inspired by evolutionary biology. Sappington graduated from MIT with a bachelor’s degree in computer science and molecular biology. As an undergraduate, she was awarded a 2018 Barry M. Goldwater Scholarship and selected as a Burchard Scholar and an Amgen Scholar. After graduating, she earned a master’s degree in genomic medicine from the University of Cambridge, where she studied as a Marshall Scholar, as well as a master’s degree in machine learning from University College London.

Jason Yang ’22  received his bachelor’s degree in biology with a minor in computer science from MIT and is currently a doctoral student in genetics at Stanford University. He is interested in understanding the biological processes that underlie human health and disease. At MIT, and subsequently at Massachusetts General Hospital, Yang worked on the mechanisms involved in neurodegeneration in repeat expansion diseases, uncovering a novel molecular consequence of repeat protein aggregation.

Share this news article on:

Related links.

• Hertz Foundation

Related Topics

• Brain and cognitive sciences
• Electrical Engineering & Computer Science (eecs)
• Mathematics
• Graduate, postdoctoral
• Awards, honors and fellowships

Related Articles

Six with MIT ties win 2023 Hertz Foundation Fellowships

Five with MIT ties win 2022 Hertz Foundation Fellowships

Three from MIT receive 2021 Hertz Foundation Fellowships

Previous item Next item

More MIT News

Through econometrics, Isaiah Andrews is making research more robust

Read full story →

Students research pathways for MIT to reach decarbonization goals

Improving working environments amid environmental distress

A data-driven approach to making better choices

Paying it forward

John Fucillo: Laying foundations for MIT’s Department of Biology

• More news on MIT News homepage →

Massachusetts Institute of Technology 77 Massachusetts Avenue, Cambridge, MA, USA

• Map (opens in new window)
• Events (opens in new window)
• People (opens in new window)
• Careers (opens in new window)
• Accessibility
• Social Media Hub
• MIT on Facebook
• MIT on YouTube
• MIT on Instagram