Graduate College A to Z index
Do you need to download
Acrobat Reader or
MS Word Reader?
Click here to get MS Word Reader
(if you do not have MS Word)
Click here to get MS Excel Reader
(if you do not have MS Excel)
(if you do not have MS Powerpoint)
FAQs - Theses/Dissertations
Home >> Current Students >> Progressing Towards Your Degree >> Thesis/Dissertation Preparation and Support >> FAQs - Theses/Dissertations
- The Format Manual and Preparing for Format Review
- The Format Review Process
- The Entire Document
- Preliminary Matter: Title Page, Approval Page, Abstract, Table of Contents
- Main Text
- Tables and Figures
- References, Endnotes, and Footnotes
- Appendices
- Beyond Format Review: Finishing Up
THE FORMAT MANUAL AND PREPARING FOR FORMAT REVIEW
Q: How do I know what style guide to use?
A: Style guides are discipline-specific. Your chair/advisor will be able to suggest the most appropriate style guide for your field of study. You may also consult the Recommended Style Guides website at graduate.asu.edu/recstyleguides.html for more information on specific, departmental style guide preferences.
THE FORMAT REVIEW PROCESS
Q: When can I expect to get my format review revisions?
A: Turnaround time depends on the time in the semester when you submit your document for initial review. As a general rule, the closer to the semester deadlines, the longer it will take for your review to be completed due to the great influx of other documents. Nonetheless, your document will be reviewed as quickly as possible and you will be notified of the results by email.
Q: How will I know what to do after the first format review?
A: The email you receive will indicate if there is a need for revision. If you have revisions to complete, you should pick up your document from Interdisciplinary Building B-wing (ADM), room 170. With your document will be a green folder containing original document pages with formatting notes on them. Please use these notes, in conjunction with the marked Format Approval Sheet that will also be returned in the green folder, to make any necessary changes. When you have completed your revisions, please return your Format Approval Sheet and the marked pages only in the green folder for a second review.
Q: How long do people generally have to make revisions?
A: Format revisions can be made after the defense, along with any changes recommended by the committee. Although you have until the semester deadline to make your changes, you will not be able to receive the dean's signature until your revisions have been completed and approved.
Q: I am from out of town, and I'm concerned about how to go through the format review process long-distance. Can you offer any advice?
A: We can accommodate students who are finishing their degree while out of Arizona. Please indicate on the Format Approval Sheet your current phone and fax number and email address. When you receive the email notice stating that your review has been completed, please respond to this email with a request to fax your revisions to you. You can complete your revisions and send them back by mail or in person when you attend your defense.
Please note that we are not able to transcribe the necessary revisions into an email or mail them to your home. As a backup, you may wish to appoint a proxy to work on your behalf here on campus. If you would like to appoint a proxy, you will need to complete the middle section of the Registration by Proxy and Consent for Full Access to Education Records form, indicating either limited or long-term use for your proxy, and fax it to the Registrar's office. Please see the Registrar's Office forms page at www.asu.edu/registrar/forms/regforms.html for more information.
Q: Would it be possible for me to meet with a format advisor to have my document checked for any changes that need to be made before I submit for format review?
A:We cannot conduct a review before you submit your document and schedule your defense. Please consult the Format Manual at graduate.asu.edu/formatmanual.html for the standard formatting requirements. The Format Approval Sheet can also be used as a checklist of items that the format advisor will look for during review.
Q: If I am still in the process of revising the text, am I able to submit my work for a format review? In other words, does the document need to be completely finished before I give it to you?
A: Your document must be completed before you submit it for format review. However, it is likely that your committee will suggest revisions during your defense that may include the inclusion of more material. As such, you may make changes to your document after format review, as suggested by your committee.
THE ENTIRE DOCUMENT
Q: What are the requirements for font/point size?
A: Please see updated changes to Format requirements.
PRELIMINARY MATTER
Title/Approval Page
Q: Could you clarify which dates belong on both the title and approval pages?
A: Your title page should list the month and year of your graduation (December, May, or August), while your approval page should list the month and year of your defense.
Abstract
Q: My abstract is 482 words. The Format Manual says 350 words maximum. Is this mandatory?
A: Yes! Abstracts may be microfilmed, and this requirement comes from the company that performs this service. If an abstract is longer than 350 words, potential readers may only be able to read up to that point. For more information on writing your abstract, see The Purpose of the Abstract handout.
MAIN TEXT
Q: My document includes photographs for which I have obtained permission to use. Where in the document do I include this statement of permission?
A: Documents that make use of copyrighted material or research involving human or animal subjects must include a statement indicating that the publisher or appropriate university body has approved the use of material or research. You should include any approval documents in an appendix and follow the formatting as expressed in the Format Manual.
REFERENCES, FOOTERS, & ENDNOTES
Q: What do I do about direct quotes from an online journal? Since there are no page numbers, how do I indicate where the quote came from?
A: For citing online sources, refer to the Columbia Guide to Online Style at www.columbia.edu/cu/cup/cgos/idx_basic.html.
Q: Are there any size requirements for the endnotes?
A: Endnotes should be the same size as the text. For footnotes, however, the size may be smaller.
APPENDICES
Q: How do I insert approval documents or other original printed materials in the appendix? Is this done by scanning, or is there another process?
A: You may scan or photocopy as long as you maintain the 1.5 inch margin on the left side, and the 1 inch margin on the top, bottom, and right sides. Images may be reduced as necessary to retain the proper margins.
Q: How are tables within appendices numbered-consecutively or numbered within the appendix (e.g., Tables 1-5 in Appendix A, Tables 1-5 in Appendix B)?
A: Refer to your style guide concerning tables in appendices, or if your style guide does not address this issue, defer to your chair/advisor's recommendation.
BEYOND FORMAT REVIEW: FINISHING UP
Q: Why do you require two clean copies of the title page and one of the abstract?
A: We require one clean copy of your abstract for the dean to read in order to approve your document and sign your pass/fail form. The two copies of the title page are required so that one can be microfilmed and the other can be kept as part of your official file, along with the approval page.
Q: What is required in order to obtain the dean's signature?
A: In addition to having final format approval, one thing is required to obtain the dean's signature: a signed pass/fail form. More specifically, the pass/fail form must indicate that you have passed, and this form must be signed by all of your committee members and the head of the academic unit. Please do not send your pass/fail form through campus mail. If your title has changed, your new title must be on both the title and approval pages.
Q: Can I mail my thesis to the ASU Bookstore and have it bound or do I have to be present when I hand it in? If I can, do I need to fill out a special form(s)?
A: You will need to submit two complete copies of your thesis to the ASU Bookstore with the associated signed forms and appropriate payment. You should contact the ASU Bookstore for specific information. The phone number is (480) 965-7928. You can also reach the information desk at (480) 965-3191 or customer service at (480) 965-4170. The ASU Bookstore's website is bookstore.asu.edu. Questions about formatting? Email gradformat@asu.edu.