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The Graduate School 118 Linton Hall Michigan State University East Lansing MI 48824 Hours: 8-12 & 1-5 Monday through Friday Phone: (517) 355-0301

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Presentation on theme: "The Graduate School 118 Linton Hall Michigan State University East Lansing MI 48824 Hours: 8-12 & 1-5 Monday through Friday Phone: (517) 355-0301"— Presentation transcript:

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2 The Graduate School 118 Linton Hall Michigan State University East Lansing MI Hours: 8-12 & 1-5 Monday through Friday Phone: (517)

3 What will this teach you? 1.How to successfully COMPLETE your degree & receive your diploma 2.How to FORMAT your thesis/dissertation 3.How to successfully SUBMIT your electronic thesis/dissertation

4 These requirements apply to all dissertations and all “Plan A” Masters theses. “Plan B” Masters students should contact their department for information regarding submission. But before any of that…

5 DEGREE COMPLETED Responsibility of Student Complete and Submit Application for Graduation Check deadline dates Completion of program requirements, see Academic Programs at Submit thesis or dissertation to ProQuest/UMI via the Graduate School webpage with all necessary paperwork Complete Survey(s) The Office of the Registrar Verify approval of Final Certification Form Verify acceptance forwarded from the Graduate School Issue Diploma Responsibility of the Department Submit Final Certification Form to the Office of The Registrar certifying student to graduate Responsibility of the Graduate School Final acceptance of thesis or dissertation Forward acceptance with pertinent information to Office of the Registrar DEGREE COMPLETION FLOWCHART THE SEMESTER OF INTENDED GRADUATION

6 Responsibility of Student Complete and Submit Application for Graduation Check deadline dates Must be enrolled for 1 credit the semester of defense, but do not have to be enrolled to make revisions Completion of program requirements, see Academic Programs Catalog at Submit thesis or dissertation to ProQuest/UMI via the Graduate School webiste with all necessary paperwork, see

7 Available online at: rms/GradApp/GradApp.asp Available in Room 150 Administration Building All students must apply to graduate! NOTE: if you apply for Graduation during a specific semester, but do not complete all necessary items that same semester, you must reapply to graduate for a different specific semester! Your application to graduate does not carry over to the next semester.

8 Responsibility of the Graduate School Final acceptance of thesis or dissertation Forward acceptance with pertinent information to Office of the Registrar

9 Responsibility of the Department Submit Final Certification Form to the Office of The Registrar certifying student to graduate

10 Responsibility of The Office of the Registrar Verify approval of Final Certification Form (Department ) Verify acceptance forwarded from the Graduate School Issue Diploma If you have questions regarding Degree Certification please contact: Susie Korkoske Office of the Registrar Degree and Certification Phone: (517)

11 Electronic Submission Deadline Date The deadline date to submit an electronic Thesis or Dissertation to the Graduate School is FIVE working days prior to the first day of classes for the ‘next’ semester.

12 TEMPLATES The Graduate School does NOT support or endorse any type of template for thesis or dissertation writing.

13 PLEASE USE THIS WEBSITE!! Formatting Guide for Electronic Submission of Master's Theses and Doctoral Dissertations Make sure to review the formatting guide BEFORE you submit your document to ProQuest/UMI via the Graduate School website.

14 1.PRELIMINARY PAGES 2.TEXT 3.REFERENCE MATERIALS Every thesis/dissertation is composed of three parts:

15 1 Inch Margins: Left Top Right Bottom For entire document Page number always goes ½ inch from bottom, centered on the portrait side of page

16 Table 1 - Pagination and Sequencing SEQUENCEPAGINATIONPAGE NUMBER PLACEMENT Preliminary PagesLower Case Roman Numerals Title PageCount/Do Not NumberNone AbstractCount/Do Not NumberNone Copyright NoticeCount/Do Not NumberNone DedicationCount/NumberBottom/Center AcknowledgementsCount/NumberBottom/Center PrefaceCount/NumberBottom/Center Table of ContentsCount/NumberBottom/Center List of TablesCount/NumberBottom/Center List of FiguresCount/NumberBottom/Center Key to Symbols or AbbreviationsCount/NumberBottom/Center TextArabic Numbers Starting at 1 IntroductionCount/NumberBottom/Center Body of Thesis/DissertationCount/NumberBottom/Center Reference PagesContinue with Arabic Numbers Cover Sheet for AppendicesCount/NumberBottom/Center AppendicesCount/NumberBottom/Center Cover Sheet for BibliographyCount/NumberBottom/Center BibliographyCount/NumberBottom/Center

17 Sample Thesis Title Page

18 Sample Dissertation Title Page

19 Michigan State University Degree Granting Unit/Program A complete list of Degree Granting Units/Programs is available on the Graduate School website, Only the units/programs listed here are approved by Michigan State University.

20 Types of Degrees Michigan State University awards the following degrees: –Master of Arts –Master of Fine Arts –Master of Human Resources and Labor Relations –Master of Music –Master of Science –Master of Urban and Regional Planning –Doctor of Philosophy

21 Sample Abstract Page

22 Copyright by JANE DOE 2010 Your copyright should look like this. You may place it anywhere within the required margins. Copyright page is counted but does not have a page number. 1.0” margin

23 TABLE OF CONTENTS CORRECT TABLE OF CONTENTS List of Tables………………………………iv List of Figures……………………………...vii Chapter 1…………………………………...1 Chapter 2………………………………… where am I to go from here? to have my document checked...19 INCORRECT TABLE OF CONTENTS Table of Contentsiii List of Figures XI List of Tables xii Chapter 1 1 Chapter where am I to go from here? to have my document checked 19 Single space within chapters, only double space between chapters.

24 LIST OF TABLES & LIST OF FIGURES CORRECT LIST OF FIGURES Figure 1.1This shows ………………….…….….xi Figure 1.2This is..……………………………….xii Figure 2.1Where am I to go from here?...…….27 Figure 2.2To have my document checked before I submit……………………...19 INCORRECT LIST OF FIGURES CHAPTER 1 Figure 1 This shows……………………..15 Figure 1 This is……………………………18 Chapter 2 Figure 1 Where am I to go from here? Figure 2 To have my document checked.29 LIST OF TABLES and LIST OF FIGURES, (these are separate lists and cannot be combined.) Format is single space within entry and double space between entries. Leader dots to page numbers are optional. Each table and figure must have its own distinct number in the document and they must appear in order in the document.

25 FONT SIZES MAIN TEXT 12-point fonts equivalent to Microsoft Word are required for all components of the document Most common fonts are: –Arial –Courier –Helvetica –New Times Roman SCRIPTS Superscripts and subscripts must not be less than a 10-point font

26 FONT SIZE & IMAGE CLARITY in Tables, Figures, Schemes, or Equations –All important information in a table, figure or scheme, or equation must be crisp, clear and distinct. –Text must not blend into the background –All text must be at least a regular size 12-point font, nothing smaller. –Superscripts and subscripts must not be less than a 10-point font –No text can intersect table or figure lines or overlap other text.

27 The font used in this figure is too small to survive the microfilming process. Equations: All text must be at least a regular size 12-point font, nothing less. Superscripts and subscripts must not be less than a 10-point font.

28 AFTER acceptable BEFORE unacceptable Distincttext Indistincttext IMAGE CLARITY

29 Sample Table Tables must be flawless and cannot have lines that pass through letters or words. Lines cannot hide or overlap text and text cannot overlap tables. 25 Be consistent, if you single space one table, then single space all tables.

30 Sample Figure All text must be flawless and cannot have lines that pass through letters or words. Figures must be sufficiently clear, sharp, and large enough to be easily readable and suitable for microfilming. 6 6

31 Use of Color In regular copies and on microfilm all colors appear as shades of gray, at best, and some colors disappear. Cross-hatching may be necessary to symbolize color distinctions. When using color, students must include the following sentence in the legend of the first color image in the document. “For interpretation of the references to color in this and all other figures, the reader is referred to the electronic version of this thesis (or dissertation).”

32 MARGINS/PAGE NUMBERING Normal page Margins: Left 1 inch Top 1 inch Right 1 inch Bottom 1 inch Page numbering 8.5 side of paper (always) Centered ½ inch from bottom of page LANDSCAPED page Margins: Top 1 inch Left 1 inch Right 1 inch Bottom 1 inch Page numbering 8.5 side of paper Centered ½ inch from bottom of page 1 1 Page number must be centered at least.5 inch from the bottom, always when in portrait position.

33 Page number must be centered at least.5 inch from the bottom, always when in portrait position. LANDSCAPED PAGES 51 Left, Top, Right & Bottom Margins are always 1 inch

34 Reference Pages We will now cover the Reference pages. Components of the Reference Pages are……

35 Components of the Reference Pages Cover sheet for Appendices Appendices Cover sheet for Bibliography Bibliography Use of a cover sheet for the appendices and bibliography is required. Reference Pages can be placed at the end of each chapter or at the end of the document, but must be the same for all chapters. NOTE: The BIBLIOGRAPHY pages are always last, regardless of being placed at the end of the chapter or at the end of the document.

36 MAJOR FORMATTING PROBLEMS OFTEN SEEN ARE: –Incorrect page numbering of the preliminary pages –Incorrect Margins –Incorrect text font size –Title page formatting –Table of Contents and List of Tables and Figures formatted incorrectly –Clarity of text in tables and figures – Tables and Figures numbered incorrectly

37 Electronic Submission By following the step by step instructions on the Graduate School website, you will be able to submit electronically your thesis/dissertation successfully. Now, let’s get started…

38 EVERY STUDENT MUST COMPLETE THE FOLLOWING : 1.Prepare your Master’s Thesis or Doctoral Dissertation following the specific instructions in the Graduate School Formatting Guide 2.Submit Your Approval Form to the Graduate School 3.Complete the Graduate School Exit Survey 4.Doctoral Students must complete the Survey of Earned Doctorates (SED) online 5.Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.

39 EVERY STUDENT MUST COMPLETE THE FOLLOWING : 1.Prepare your Master’s Thesis or Doctoral Dissertation following the specific instructions in the Graduate School Formatting Guide 2.Submit Your Approval Form to the Graduate School 3.Complete the Graduate School Exit Survey 4.Doctoral Students must complete the Survey of Earned Doctorates (SED) online 5.Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.

40 If you used any human or animal subjects, you must check “Yes” for the appropriate box(es). - you will also have to submit a copy of the IRB or IACUC approval letter showing your name. ALL STUDENTS MUST SUBMIT THE APPROVAL FORM If you did not use any human or animal subjects, you must check “No” for each box. You’ll need both your signature, and the signature of your major professor.

41 Approval Form Submission By By fax Hard copy delivered to 118 Linton Hall

42 Michigan State University Degree Granting Unit/Program A complete list of Degree Granting Units/Programs is available on the Graduate School website, Only the units/programs listed here are approved by Michigan State University.

43 If you used human subjects, you must provide a copy of the approval letter (showing your name). HUMAN SUBJECTS CONTACT Attn: Steven Smith 202 Olds Hall Phone: Website:

44 If you used vertebrate animal subjects, you must provide a copy of the approval letter. Showing your name. RESEARCH WITH ANIMALS CONTACT Attn: Candace Flynn, IACUC A620 E. Fee Hall Phone: Website:

45 EVERY STUDENT MUST COMPLETE THE FOLLOWING : 1.Prepare your Master’s Thesis or Doctoral Dissertation following the specific instructions in the Graduate School Formatting Guide 2.Submit Your Approval Form to the Graduate School 3.Complete the Graduate School Exit Survey 4.Doctoral Students must complete the Survey of Earned Doctorates (SED) online 5.Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.

46 Graduate School Exit Survey On-line Instructions Your participation in this survey is of importance and it is greatly appreciated by the Graduate School. The Graduate School uses data from this survey when reviewing graduate programs and to guide decisions about services and initiatives for graduate students. Only students who have applied for graduation will have access to the online survey and the identity of all respondents will be kept confidential. You can access the survey at the following website: https://ntweb11.ais.msu.edu/csp_gas/AppLogin.Asp

47 Complete the Graduate School Exit Survey

48 EVERY STUDENT MUST COMPLETE THE FOLLOWING : 1.Prepare your Master’s Thesis or Doctoral Dissertation following the specific instructions in the Graduate School Formatting Guide 2.Submit Your Approval Form to the Graduate School 3.Complete the Graduate School Exit Survey 4.Doctoral Students must complete the Survey of Earned Doctorates (SED) online 5.Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.

49 Survey of Earned Doctorates (SED) online Go to and complete the registration processhttp://survey.norc.org/doctorate You will be sent an with your PIN and password and a link to the web survey When you reach the end of the survey, provide the following address, so that notification can be sent to Michigan State University Graduate School Office.

50 Doctoral Students must complete the Survey of Earned Doctorates (SED) online

51 Survey of Earned Doctorates (SED) Michigan State University requires verification of completion of the survey. At the end of the questionnaire, there will be a place to enter an address. Please enter this address, and a notification of completion will be sent to the Michigan State University Graduate School Office.

52 Survey of Earned Doctorates (SED)

53 EVERY STUDENT MUST COMPLETE THE FOLLOWING : 1.Prepare your Master’s Thesis or Doctoral Dissertation following the specific instructions in the Graduate School Formatting Guide 2.Submit Your Approval Form to the Graduate School 3.Complete the Graduate School Exit Survey 4.Doctoral Students must complete the Survey of Earned Doctorates (SED) online 5.Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.

54 Now, go to and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest/UMI.http://www.etdadmin.com/cgi-bin/school?siteId=295

55 Instructions for Submitting Your Thesis/Dissertation to Michigan State University via ProQuest/UMI.

56 Dissertation/Thesis Details

57 Supplemental Files

58 Please note that Michigan State University does not allow the use of OPTIONAL SUPPLEMENTARY FILES (audio, video, etc.), so please disregard this option when you prepare your electronic submission.

59 Use of Reprints Students using reprints of previously published copyrighted material must obtain permission from the appropriate publisher. The permission letter/memo can be included in the document appendices or sent directly to ProQuest/UMI via at or by mail to ‘Author and School Relations’, 789 E. Eisenhower Parkway, Ann Arbor, MI

60 Sample Letter for REPRINTS Permission of a reprint is required by ProQuest/UMI the company that publishes your thesis/dissertation, not by MSU. You will need a letter from the original publisher giving permission. You can use this Sample Permission Letter when seeking permission to use reprints of previously copyrighted articles in your thesis/dissertation. A Sample Permission Letter for Use of Previously Copyrighted Material can be found at

61 Degree and Certification Contact Person: Susie Korkoske Phone Number: Human Research Protection Program (IRB) Contact Person: Steven Smith Phone Number: Address: 202 Olds Hall Web Address: Research with Animals Contact Person: Candace Flynn Phone Number: Address: A620 E. Fee Hall Web Address: Provides a Copy Service Council of Graduate Students (COGS) Phone Number: Address: 316 Student Services Resources The Graduate School Phone Number: Address: 118 Linton Hall ProQuest/UMI Phone Number:


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