Instructions for Preparing Reports, Theses, and Dissertations
The J. Robert Van Pelt Library archives all project reports, theses, and dissertations submitted to Michigan Tech in partial fulfillment of a graduate degree. In addition, all dissertations are submitted to University Microfilms (UMI) for archiving and distribution via electronic, paper, and/or microform copies. Members of the MIchigan Tech community can search the database of Dissertations and Theses @ Michigan Tech and access full-text documents from 1968 to the present.
Reports are accepted in paper copy. Theses and Dissertations must be submitted on CD as either plain .pdf files, which are printed and bound, or as fully linked and bookmarked .pdf files which are printed, bound, and also made available electronically (ETDs). The following instructions apply to all documents submitted to the Graduate School. For information about the Michigan Tech ETD project, click here. For instructions specific to the preparation of ETDs click here.
Standard Preparation
Examination Copies and Final Approval
Prior to scheduling the defense, the candidate must provide copies of the document, prepared in an approved format, to members of his/her final Oral Examination Committee in accordance with Graduate School regulations. Corrections and/or significant revisions may be required by the examining committee. After any such corrections have been made, the final copy will be submitted to the candidate’s advisor for approval. The candidate’s advisor and department chair must approve the final document. Also, any member of the committee who requested changes must either approve the changes or delegate the authority to do so to the chair of the committee. After signatures are obtained, the document is submitted to the Graduate School.
Format:When considering the initial format of the dissertation, the candidate should consult the document for preparing and publishing your dissertation through UMI Dissertation Publishing (ProQuest).
Style: The candidate should consult style manuals recommended by his/her department or advisor or recommended by the editors of journals that publish articles closely related to the subject of their thesis or dissertation. In any case, accepted use of gender-neutral language should be adopted. A web search for “gender neutral language guide” will turn up a number of good sources. One example is http://jerz.setonhill.edu/writing/style/gender.html
Printing: Readability should be considered in formatting decisions. Documents may be printed double-sided and /or single-spaced, in two-column format, or in other variations of standard page layout. The one “no-exception” rule is that the binding edge must have a 1½ inch margin. If printing double-sided, be especially careful to observe appropriate margins on the binding edge. Also note that the default in Microsoft Word, which many students on campus use, is 1.25 inches. This is not wide enough for clear readability in a bound document, and you will be asked to reformat it.
Paper Size:IMPORTANT
The thesis or dissertation must be printed on 8-1⁄2-by-11-inch white paper. Note that computers purchased in other countries may have the default paper size set to A4. You must change this to 'letter' or your final PDF document will not print properly.
Margins—A margin of 1½ inches must be maintained at the left (binding) side of each page. Please be aware that the Microsoft Word default is 1¼ and is not sufficient. A margin of 1 inch should be maintained on each of the other three sides. Page numbers should be within the margins at least 1 inch from the sides of the page. Note that this will require adjusting the margins for the text so that the text does not interfere with the page numbers.
Title and Approval Pages— This link provides sample title and approval pages for the master’s thesis/report and PhD. These samples indicate an accepted format for these pages.
The name of the authorized doctoral program should appear on the title page for doctoral dissertations (for example: Biological Sciences, Engineering-Environmental, Mechanical Engineering-Engineering Mechanics, Forest Science, and so on,). This name should also correspond to the field of study on the approval page. The approval page should immediately follow the title page.
Copyright—Use of the copyright notice is optional, though recommended. On the title or final page, “©Year Owner’s Name” will protect your written work, even if the copyright is not registered. “Copyright” or “Copr.” may be used instead of “©.” Dissertation copyrights may be registered, for a fee, with the UMI form sent to you with your copy of your signed D5.
Final Editing and Proofreading—While it is the practice at some schools for the Graduate School to have a person on staff who goes through submitted documents very carefully to check for spelling, grammatical, and/or formatting errors, we do not perform this service. The quality of the finished document, which will be archived and/or available electronically, is the responsibility of the candidate. Please put every possible effort into producing a document you will be glad to have others borrow, purchase, and read.
Proprietary Content—A thesis, report, or dissertation may sometimes contain information of a proprietary nature. The Graduate School will generally honor a written request to hold a thesis or dissertation for a period of up to six months before releasing it for publication and archiving in the University Libraries. Prior written approval of the Dean of the Graduate School is required.
Submission of the Completed Thesis or Dissertation
Make all requested corrections, edits, and revisions to your thesis or dissertation, obtain your advisor’s approval, and convert the final version of the file to .pdf.
Submit the necessary paperwork along with a CD with the .pdf file(s) of your thesis or dissertation to the Graduate School for printing and binding. Payment for printing and binding can be in cash to the Michigan Tech Cashier’s office, account number(s) and authorization initials/signatures on the invoice for payment by a departmental or research account, or a combination of these payment methods. The invoice sent to you at the time of your defense has the details. Copies will be bound and distributed as follows:
Distribution Of Theses and Dissertations
| Original | Library Archives |
| First Copy | Library Circulation (3rd floor) |
| Additional Copies | Student’s Department |
Any additional copies will be distributed by the department according to the candidate’s instructions. The department will eventually receive the unbound copy of the dissertation if one was submitted to the Graduate School for microfilming. In addition, the candidate must either have a copy of the approved document printed and bound for, or provide an unbound copy of the approved document for, any member of their final Oral Examination Committee upon request
Distribution of Project Reports
Project reports are not professionally printed and bound. One copy should be submitted to the Graduate School in a sturdy binder suitable for archiving in the Library. Title and signature pages should be similar to thesis samples. Candidates who wish to have reports printed and bound may make arrangements to do so by completing the necessary invoice and bindery form.
In addition to the one copy provided for the Library, the candidate’s department and/or advisor may request a copy of reports.
Copies for Submission
Files submitted for printing and binding should be thoroughly checked to be sure they will print as the candidate intends. Graphics should be clear and of high enough quality to be legible. If the file includes color and it is to be printed in black and white, the author should be certain the color will be legible when printed.
University Microfilms—Agreement and Abstract
Dissertations—If an ETD is not submitted, one unbound copy of the PhD dissertation must be submitted to the Graduate School to be sent to UMI. In either case, a paper copy of the title page and of the abstract must be submitted with the UMI fee (please note that this fee will increase from $55 to $65 effective Summer 2008) as noted on the invoice. The abstract, which is submitted for the purpose of publication in Dissertation Abstracts International, must have a title identical to the title page of the dissertation. UMI no longer has a word limit for abstracts. Some search databases, however, will truncate abstracts at 350 words. Therefore, it is recommended to limit abstracts to 350 words or less. The research advisor’s name must appear on either the title page or the abstract. It is recommended that the student keep a copy of the Agreement Form. The Agreement Form is in the UMI booklet that is sent to you with your copy of your signed D5.