Thesis & Dissertation Formatting Guidelines

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Thesis & Dissertation Formatting Guidelines

Creating a Scholarly Document of Lasting Value

At The University of Ontological Science, your thesis or dissertation represents the culmination of your graduate research journey—a significant contribution to your field that will be preserved in the university’s permanent collection and shared with the broader scholarly community. These formatting guidelines ensure that your work meets the university’s standards for academic excellence, professional presentation, and long-term accessibility. By adhering to these specifications, you create a document that effectively communicates your research while fulfilling the formal requirements for your degree.

General Document Requirements

File Format & Submission
Technical specifications for your document:

  • Final submission must be in PDF/A format for archival stability
  • Create from Word, LaTeX, or other approved document preparation systems
  • Submit through the TUOS Electronic Thesis and Dissertation (ETD) portal
  • File size should not exceed 400 MB without special permission
  • Supplementary materials (data sets, code, videos) accepted in appropriate formats
  • Embedded fonts required for all text and special characters

Page Size & Margins
Standard dimensions for consistent presentation:

  • 8.5 x 11 inches (US Letter) page size
  • 1-inch margins on all sides (top, bottom, left, right)
  • Page numbers must appear within the margins
  • No content may extend into margin areas
  • Consistent margins throughout the entire document
  • Margin requirements apply to all content including figures and tables

Pagination
Requirements for page numbering:

  • All pages must be counted in pagination sequence
  • Preliminary pages (abstract through lists) use lowercase Roman numerals (i, ii, iii…)
  • Main text begins with Arabic numeral 1 and continues sequentially
  • Page numbers positioned in bottom center or top right corner
  • No page number displayed on title page, though it counts as page “i”
  • All page numbers in the same position throughout document
  • No decorative elements around page numbers

Typography
Guidelines for readable and consistent text:

  • Choose a professional, easily readable font (recommended: Times New Roman, Arial, Calibri)
  • Main text: 11-12 point font size
  • Consistent font choice throughout the document
  • Headings may use larger sizes (up to 14 point) and bold formatting
  • Italics used sparingly for emphasis or for proper formatting of specific elements
  • Maintain consistent line spacing (1.5 or double-spacing recommended for main text)
  • Single spacing permitted for block quotes, captions, and footnotes

Document Structure & Organization

Required Preliminary Pages
Essential front matter in the following order:

  1. Title Page: Following exact format provided in template
  2. Copyright Page: Standard university copyright statement
  3. Abstract: 350 words maximum, summarizing research problem, methodology, and findings
  4. Dedication (optional): Brief tribute to individuals who inspired your work
  5. Acknowledgments: Recognition of individuals and organizations who supported your research
  6. Table of Contents: Including all headings and subheadings with accurate page numbers
  7. List of Tables: If applicable, with titles and page numbers
  8. List of Figures: If applicable, with captions and page numbers
  9. List of Abbreviations/Symbols: If applicable, explaining specialized terminology

Main Text Organization
Standard structure for the body of your work:

  1. Introduction: Presenting research questions, context, and significance
  2. Literature Review/Theoretical Framework: Positioning your work within existing scholarship
  3. Methodology: Detailing your research approach and methods
  4. Results/Findings: Presenting the outcomes of your research
  5. Discussion: Interpreting findings and exploring implications
  6. Conclusion: Summarizing contributions and suggesting future directions

End Matter
Required and optional concluding elements:

  1. References/Bibliography: Comprehensive list of all cited sources
  2. Appendices: Supplementary materials, labeled sequentially (Appendix A, B, C…)
  3. Glossary (if applicable): Definitions of specialized terminology
  4. Index (optional): Alphabetical list of key topics with page references
  5. Biographical Statement: Brief (150 words maximum) academic biography of the author

Heading & Subheading Format

Hierarchical Structure
Guidelines for clear organizational levels:

  • Consistent formatting for each level of heading throughout document
  • Maximum of five levels of headings recommended
  • Clear visual distinction between heading levels
  • Each new chapter begins on a new page
  • Chapter titles/main headings in all capitals or larger bold font
  • Subheadings should not appear alone at the bottom of a page (minimum two lines of text must follow)

Recommended Heading Format
Standard hierarchy for document organization:

  • Level 1 (Chapter Title): Centered, Bold, ALL CAPITALS, 14pt
  • Level 2: Centered, Bold, Title Case, 12pt
  • Level 3: Left-aligned, Bold, Title Case, 12pt
  • Level 4: Left-aligned, Bold Italic, Title Case, 12pt
  • Level 5: Indented, bold, sentence case, ending with period, 12pt

Tables, Figures & Illustrations

General Requirements
Standards for non-text elements:

  • All tables and figures must be referenced in the text before they appear
  • Each table or figure numbered sequentially within chapters (e.g., Table 2.3, Figure 4.1)
  • High-resolution (minimum 300 dpi) required for all images
  • Color images acceptable but must be comprehensible when printed in grayscale
  • All non-text elements must fit within required margins
  • Consistency in style, labeling, and formatting throughout document

Table Format
Guidelines for presenting tabular data:

  • Table number and title appear above the table
  • Title in Title Case, single-spaced, no ending punctuation
  • Source notes or explanatory notes appear below the table
  • Consistent font and formatting across all tables
  • No vertical lines in tables unless absolutely necessary for clarity
  • Tables larger than one page include “(continued)” in the title on subsequent pages

Figure Format
Standards for images, graphs, and other visual elements:

  • Figure number and caption appear below the figure
  • Caption in sentence case with ending punctuation
  • Captions should be descriptive and explanatory
  • Source information included if figure is not original
  • Consistent style for all similar types of figures
  • Text within figures must be legible (minimum 8pt font)

Citations & References

Citation System
Requirements for documenting sources:

  • Consistent citation style throughout the document
  • Choose one of the approved styles appropriate to your discipline:
    • APA (American Psychological Association)
    • Chicago (Notes-Bibliography or Author-Date)
    • MLA (Modern Language Association)
    • IEEE (Institute of Electrical and Electronics Engineers)
    • AMA (American Medical Association)
  • For specialized fields, consult with your advisor about appropriate alternatives
  • Maintain exact formatting according to the most recent edition of your chosen style guide

Reference List/Bibliography
Standards for the comprehensive source list:

  • Begins on a new page
  • Heading “References,” “Bibliography,” or as specified by your citation style
  • Entries arranged according to the requirements of your chosen style
  • Consistent formatting for all entries of the same type
  • Single-spacing within entries, double-spacing between entries
  • Hanging indent format (first line flush left, subsequent lines indented)
  • All sources cited in text must appear in the reference list (except as noted by style guide)

Management of Citations
Recommendations for citation handling:

  • Use of citation management software (EndNote, Zotero, Mendeley) strongly encouraged
  • Ensure citations are not hyperlinked in final document unless in blue underlined format
  • Check for consistency between in-text citations and reference list entries
  • Verify all URLs are functional as of submission date
  • Include DOIs (Digital Object Identifiers) when available

Special Considerations

Copyright and Permissions
Requirements for using others’ intellectual property:

  • Written permission required for use of substantial portions of copyrighted material
  • Permission letters must be included in an appendix
  • Proper attribution required even when permission is not legally necessary
  • Fair use justification must be documented when applicable
  • Copyright page must include appropriate statement regarding permission status

Previously Published Work
Guidelines for incorporating your published research:

  • Clear identification of previously published portions
  • Proper citation of your own published work
  • Copyright permission from publishers when required
  • Acknowledgment of co-authors’ contributions
  • Statement in preface explaining relationship between publication and thesis/dissertation

Non-Traditional Formats
Accommodations for innovative research presentations:

  • Creative works must include a substantial critical component
  • Performance-based research requires permanent documentation
  • Digital humanities projects must have stable archival components
  • Interactive elements should be preserved in accessible formats
  • Consult with Graduate School for specific requirements for your project

Submission Process

Pre-Submission Review
Steps before final submission:

  • Format review with Graduate School at least 3 weeks before final submission deadline
  • Committee approval of content and format
  • Plagiarism check through university-approved system
  • Resolution of any copyright or permission issues
  • Final approval from committee chair

Final Submission Requirements
Checklist for successful completion:

  • Complete, properly formatted PDF/A document uploaded to ETD system
  • Signed committee approval form
  • Completed publication agreement
  • Survey of Earned Doctorates (for PhD students)
  • Payment of any applicable archiving fees
  • Exit interview with department

Embargo Options
Choices for delaying public access:

  • Standard access (immediate worldwide availability)
  • 6-month embargo (for publication considerations)
  • 1-year embargo (for patent applications or sensitive content)
  • 2-year embargo (requires dean’s approval and justification)
  • Extension requests must be submitted before embargo expiration

Formatting Support Resources

Templates in both Word and LaTeX formats are available on the Graduate School website (graduate.tuos.edu/thesis-templates). The Writing Center offers formatting consultations by appointment, and monthly thesis formatting workshops are conducted throughout the academic year.

For specific questions about these guidelines, contact the Thesis & Dissertation Office at thesis@tuos.edu or 555-123-4567. Individual formatting consultations can be scheduled through the Graduate Portal.

We recommend reviewing these guidelines early in your writing process and checking your document against the formatting requirements periodically rather than attempting to reformat the entire document just before submission. The final format review typically requires 5-7 business days, so plan accordingly to meet graduation deadlines.

Your thesis or dissertation represents both the culmination of your graduate studies and your entry into the scholarly conversation of your discipline. By adhering to these formatting standards, you ensure that your contribution will be accessible, professional, and enduring—a permanent testament to your intellectual achievement at The University of Ontological Science.