Dissertation and The

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					Dissertation and Thesis
      Formatting
        Fall 2010
Overview of today’s presentation
I. Dates and deadlines
II. How to submit your manuscript for a
     format check
III. How your format check is conducted
IV. What happens after the format check
V. Receiving and reviewing your results
VI. Common formatting difficulties
Dates and deadlines
                        Key deadlines
 •   August 1     last day to to file an application for December degree conferral

 •   October 1    deadline for format check submission for December conferral

 •   November 1   deadline for final copies submission for December conferral

 •   December 1   last day to file an application for May degree conferral

 •   February 1   last day to file an application for August degree conferral

 •   March 1      deadline for format check submission for May conferral

 •   April 1      deadline for final copies submission for May conferral

 •   June 1       deadline for format check submission for August conferral

 •   July 1       deadline for final copies submission for August conferral


These dates may be found via the Graduate School’s home page. No need to take
                                    notes.
How to submit your manuscript for a
          format check

1. Create an account in Loyola’s ETD
   Administrator
2. Upload your manuscript in PDF form to the
   ETD Administrator
3. Complete all steps to fully submit your
   document
Start at the Graduate School’s home page
   GRADUATE SCHOOL
Enter the ETD Administrator


   GRADUATE SCHOOL
This is the home page for the ETD Administrator:
  What to include in your electronic
             submission
• All front matter
  – Title page, copyright page, table of contents, any
    lists
• All back matter
  – Bibliography/list of references, vita
  – Approval sheet
• At least two chapters
How your format check is
      conducted
• When you complete every step for submission in
  ETD, I receive an email informing me that you
  have submitted
• I review every page of your submission to check
  the formatting
• Using a format check worksheet, I detail the
  corrections you must make
 What I check and how I check it
• Spacing                         • Citation style
   –   Title page                    – Footnotes and references
   –   Paragraph spacing             – Irregularities are red flags: I
   –   Footnotes                       start sleuthing
   –   References
                                  • Table of Contents
• Margins                            – Accurate page numbers
   – What counts as a margin?        – Consistent wording and
   – Settings vs. blank space          punctuation
   – How and where I measure
                                  • Subheadings
                                     – Follow Turabian/APA
• Grammar in front/back
                                     – Think of subheadings as lists
  matter                               or graduated containers
   – Acknowledgements,
     dedication, abstract, vita
Bottom margin and paragraph
         spacing




Incorrect             Correct
                               Margins




I measure the space around the text, not the settings you choose. It doesn’t matter
how you create this space, but it must meet these requirements.
Heading Hierarchies
   What happens after I check your
            formatting
• I send you the results of your format check
• I attach extra information
  – Library and copyright information
  – Thesis/dissertation checklist
  – Information about the NORC survey
    (dissertation only)
• I note that you have fulfilled the format
  check requirement in my spreadsheets
  Receiving the format check results
• Contact me with any questions
• Contact me to set up a meeting to discuss
  questions or problems you’re having
   – If you ask and if I have time, I am happy to evaluate
     your revisions
• If I find and report errors in your text, that is a
  gift from me to you; I am not your copyeditor
   – Visit the Writing Center, make use of your peers, or
     pay a copyeditor if you would like that kind of help.
    Common Formatting Difficulties
•   Setting different top margins
•   Page number placement
•   Putting chapters together
•   Landscaped pages.
 Top margins and page numbers
• Format these elements together
• Do the first page of a chapter before moving
  on to the second page
• Remember to break the “links to previous”
  in both the header and the footer!
      Formatting the first chapter
• Select the ‘Page Layout’
  tab to view the margin
  icon. Set the top margin
  at 2”, left margin at 1.5”
  and right and bottom
  margins at 1”
• Click the ‘Page Setup’
  button to open the
  setup box
    Formatting the first chapter
• Select the layout tab
  and check ‘Different
  first page’
• Set the header/footer      Set to
                             1 inch

  ‘From edge’ values to 1
  inch.
• Apply these values to
  the whole document
         Formatting the first chapter
To open the header/footer tools menu, direct the cursor to the header or footer by
double-clicking in the top or bottom inch of the page.

In the top menu, you will see a button with a drop-down menu called ‘Page Number’.

Select ‘Bottom of Page’ and then select the image that shows a centered page number.

The first page should now have a page number in the center, at the bottom, 1 inch from
the edge.
    Formatting the second page
• Move your cursor so
  that it appears just
  before the first word
  on the top of the
  second page.
• Return to ‘Page Setup’
  and set the top margin
  to 1 inch.
• Apply to ‘From this
  point forward’
• The top margin on pp
  2-n should now be 1      Change to ‘from this

  inch.
                           point forward’
    Formatting the second page
• On page 2, reopen the header/footer menu
  by double-clicking in the top or bottom inch
  of the page
• In both the header and the footer, break the
  ‘Link to Previous’ by clicking the button.
    Formatting the second page
• Now you can delete the ‘2’ that appears at
  the bottom of the page.
• Toggle to the header and insert a page
  number in the upper right corner.
• On page 3, insert a page number in the
  upper right corner.
• By this point, pp 2-n should all have page
  numbers in the top right corner.
 Collating the entire manuscript
There are two ways to do this:
• Set section breaks between each chapter to
  create multiple first pages to create one
  large Word document.
• Convert each chapter into a PDF and then
  combine them in Adobe.
              Landscaped pages
• The top margin will           1.5” top margin.
  become your left margin,
  so it must be set to 1.5”
• The page number must be
  placed so that when the
  document is collated, it is
  positioned as for portrait
  pages.
• Use a text box to place
  your page number.

                                Do not insert visible borders
                                around your text box. Mine are
                                for emphasis only.

				
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