SUBMISSION OF ELECTRONIC AND PAPER DOCUMENTS

Master’s thesis

Students must submit one electronic document prepared according to the specific requirements for ETDs using D-Scholarship@Pitt, the University of Pittsburgh’s Institutional Repository.

Students also submit the following paper documents to their graduate school: 

• One completed and signed ETD Approval Form. 
• Receipt for processing fee (pay at Student Payment Center, G7 Thackeray)

The following where applicable:

• Copyright Approval Letters
• Request to Secure an ETD for 1 Year for Patent Pending Status
• Executable Software Statement
• School Exit Survey

This material becomes the property of the University. The student’s school or department may require additional copies. Please refer to the checklist at the end of this document (and reproduced on the third page of the ETD Approval Form) for a complete list of all materials that must be submitted before the school can give final approval of the thesis.
 

Doctoral dissertation

Students must submit one electronic document prepared according to the specific requirements on the following pages using D-Scholarship@Pitt, the University of Pittsburgh’s Institutional Repository.
Students also submit the following paper documents to their school’s graduate office: 

• One completed and signed ETD Approval Form. The ETD Approval Form must include minimally the typed names of the committee members and dissertation director and the signature of the dissertation director. Alternatively, it may include the typed names, academic ranks, and department affiliations of all committee members and their signatures in black ink.
• Receipt for processing fee (pay at Student Payment Center, G7 Thackeray)
• Proof of completion of the Survey of Earned Doctorates (SED), either as an e-mail confirmation or
  certificate of completion. You can obtain instructions to complete to the online Survey of Earned
  Doctorates from the student services staff of your graduate school.

The following where applicable:

• Copyright Approval Letters
• Request to Secure an ETD for 1 Year for Patent Pending Status
• Executable Software Statement
• School Exit Survey

These materials become the property of the University. The student’s school or department may require additional copies. Please refer to the checklist at the end of this document (and reproduced on the third page of the ETD Approval Form) for a complete list of all materials that must be submitted before the school can give final approval of the dissertation

Undergraduate Theses (University Honors College)

Students must submit one electronic document prepared according to the specific requirements for ETDs using D-Scholarship@Pitt, the University of Pittsburgh’s Institutional Repository.

Students also submit the following paper documents to their graduate school: 

• One paper copy of the Title Page
• One copy of the Abstract
• one completed and signed ETD Approval Form. The ETD Approval Form must include minimally the signature in black ink and typed name of the thesis advisor. Alternatively, it may include the typed names, academic ranks, and department affiliations of all committee members and their signatures in black ink. 

The following where applicable:

• Copyright Approval Letters
• Request to Secure an ETD for 1 Year 
• Executable Software Statement
• School Exit Survey

This material becomes the property of the University. The student’s school or department may require additional copies. Please refer to the checklist at the end of this document (and reproduced on the third page of the ETD Approval Form) for a complete list of all materials that must be submitted before the school can give final approval of the thesis.

ACCEPTABLE ELECTRONIC FORMATS

Electronic File Formats

• The body of the text must be in Adobe’s Portable Document Format (.pdf). PDF allows documents created through word processing to be made available online with the freely available Acrobat Reader software. PDF also retains all formatting and graphics, allows hyperlinks, bookmarks and thumbnails, and can be indexed for more efficient search optimization. 

The following additional file types are permitted and supported as supplmental files for electronic theses and dissertations:

• Images    GIF (.gif); JPEG (.jpeg); TIFF (.tif)
• Video    Apple Quick Time (.mov); Microsoft Audio Video Interleaved (.avi); MPEG (.mgp)
• Audio    AIF (.aif); CD-DA; CD-ROM/XA; MIDI (.midi); MPEG-2; SND (.snd); WAV (.wav)

Additional files should always use the highest resolution version of the object, not just a version suitable for today’s devices, since technology will improve. The thesis or dissertation can include more than one version of the object, to help those with a variety of devices, particularly if the medium itself is not scalable (for example, a slide scanned at 2700 dpi, with 640 × 480 and 320 × 240 versions as well).
If proprietary software is used, the thesis or dissertation must include a viewer if the vendor permits, to allow readers to view the file(s) without purchasing additional software. Use of proprietary software is discouraged, since over time this file may not be readily usable due to changes in versions and technology. All theses or dissertations using proprietary software must be accompanied by written permission from the owner of the software for its use in this thesis or dissertation.

Definitions

• The word “table” is used for tabulated numerical data in the body of the thesis or dissertation and in the appendices.
   
• The word “figure” designates all other illustrative material used in the body and in the appendices, including graphs, charts, drawings, images, diagrams, schematic illustrations of experimental apparatus, etc.

Preparation

• Tables and figures can be either digitally native or scanned from a physical copy. If they are digitally native they can be imported at a minimum of 300dpi.  If they are scanned, the source file should be at a minimum of 600dpi.
• Images and oversized pages should, if possible, be reduced to standard 8 ½ ” × 11” size; however, page numbers and captions must be the same size as the rest of the text (not reduced). Oversized pages will not print properly with the rest of the document; if oversized pages are important to the dissertation, they should be created as separate files, uploaded as supplementary files, and linked to the text. All supplementary files must be captioned in accordance with these guidelines.
• Images must conform to the margin specifications. Page numbers and captions must appear in the required locations.

Placement

• Tables and figures of a half-page or less in length may appear on the same page with the text, separated from the text above or below by approximately one double-spaced paragraph return. If they exceed a half-page in length, they should be placed on a separate page. Two or more small tables or figures may be placed on a single page.
• Table numbers and captions are placed two spaces above the top line of the table. 
• Figure numbers and captions are placed two spaces below the last line or bottom edge of the figure. 
• The placement of the table or figure does not affect the position of the page number. 

Numbering

• Tables and figures are numbered in separate series. Each table and figure, including any in the appendices, has a number in its own series. Each series is numbered consecutively in Arabic numerals, e.g., Figure 10, Figure 11, Figure 12, etc.; or within chapters, e.g., Figure 10.1, Figure 10.2, Figure 10.3, etc. 
• If a table continues to the following page, the top line should read “Table 10 (continued).” The caption is not repeated.

Captions

• Captions, or descriptive titles of tables and figures, should be kept to one line if possible. 
• These captions will appear in the preliminary pages as the List of Tables or List of Figures, as well as in the bookmarks panel. 
• To add a longer caption description please refer to this Adding Caption Descriptions in our Creating Captions guide.

Citations

• When referring to a table or figure in the text, the full word and number should be used, e.g., Table 10 or Figure 6.

Title Page

1. The title appears in English in capital letters. Words should be used in place of formulas and symbols in the title. The author’s name appears in full followed by a listing of earlier schools and degrees. 
2. The submission statement names the school (and optionally the department), the degree sought, the University’s name, and the year. 
3. One printed paper copy of the Title Page must be submitted with the thesis and two printed paper copies of the Title Page must be submitted with the dissertation.

Committee Membership Page

1. For theses, the Committee Membership Page must include minimally the name of the thesis director. Alternatively, the names, academic ranks, and department affiliations of all committee members may be included. See example below as an example. (In case only the advisor is listed, the text “and approved by” is also to be omitted.)
2. For dissertations, the Committee Membership Page must include minimally the names of the committee members and dissertation director. Academic ranks and department affiliations may be included. See example below.
3. The Committee Membership Page is numbered with small Roman numerals centered 0.5” from the bottom edge of the page.

(Committee Membership Page Example)

Copyright Page

1. Copyright privileges vest immediately upon creation of the work, without the requirement of notice or registration. Copyright notice and registration are optional for all theses and dissertations. However, a copyright notice on a dissertation or thesis signals to readers that the author holds the copyright. Registration establishes a public record of the copyright. For U.S. publications, registration is required before an infringement lawsuit can be filed.
   1. There may be unusual complications in claiming ownership of copyright. For instance, some funding sources claim ownership of the resulting copyright. If the dissertation has been published elsewhere, the copyright may have been assigned to the publisher.
   2. The guide Copyright and Your Dissertation or Thesis: Ownership, Fair Use, and Your Rights and Responsibilities by Kenneth D. Crews, gives more detailed advice. If a copyright notice is desired, it should appear on a page immediately following the Committee Membership Page, and numbered ‘iii,’ with the following text: Copyright by [Name of Author] 20 [year of publication] 
   3. If a copyright notice is desired, it should appear on a page immediately following the Committee Membership Page, and numbered ‘iii,’ with the following format:

(Copyright Page Example)

2. If registration is desired for a dissertation, doctoral candidates should consult the ProQuest instruction sheet for information on copyright procedures, which may be done individually or through ProQuest. Copyright and reprint fees are subject to change. Students should obtain current copies of the instructions and agreement forms through the office of their dean or director of graduate studies
3. Master’s theses may be registered directly with the U.S. Copyright Office by the author by visiting: https://www.copyright.gov/..
4. Inclusion of copyrighted materials in a dissertation requires that the student obtain a letter from the copyright owner authorizing use of the materials. The letter must also state that the copyright owner is aware that University Microfilms, Inc. will microfilm the dissertation and may sell copies of it on demand. One copy of each copyright permission letter must be submitted with the dissertation in order for it to be accepted by University Microfilms, Inc. For guidelines on the use of printed, archival, and electronic sources in a research publication see the University Library System’s “Copyright Information” webpage at http://www.library.pitt.edu/guides/copyright/).

Abstract

1. An Abstract written in English and no more than 350 words in length must appear immediately before the Table of Contents in all master’s theses and doctoral dissertations. The dissertation abstract will be published in Dissertation Abstracts.
2. The Abstract should state briefly the problem discussed in the thesis or dissertation, describe the research procedures or methodology, and summarize major findings and conclusions. The Abstract should not include illustrative materials or tables.
3. The title of the thesis/dissertation should appear in mixed case letters and centered at the top of the Abstract, 1 inch from the top edge of the page. The student’s name followed by the degree is centered two spaces below the title. University of Pittsburgh and the date are centered two spaces below the name. The text of the Abstract begins at the left margin three spaces below the name of the University and the date. 

(Abstract Page Example)

4. The thesis/dissertation director indicates approval by signing or initialing the upper right-hand corner of the paper copies of the Abstract. (Master's Theses only).

Table of Contents

1. The heading Table of Contents is centered 1 inch from the top edge of the page. The actual listing begins at the left margin four spaces below the heading. You will not need to directly edit the contents of the Table of Contents and the spacing should be applied automatically if you are using the ETD Template.
2. All material following the Table of Contents is listed, with the exception of lists of tables and figures which are listed separately.Material that precedes the Table of Contents (e.g., Title Page, Committee Membership Page, etc.) is not listed within the Table of Contents.
3. The titles of chapters are listed in the Table of Contents, as well as those of all subdivisions.
4. Indentation in the Table of Contents reflects the level of each division.
5. Wording, spelling, capitalization, and punctuation in the Table of Contents must be identical to that of the actual titles in the body of the thesis or dissertation.
6. Table of Contents pages are numbered with small Roman numerals centered 0.5” from the bottom edge of the page.
7. In the PDF file, each entry in the Table of Contents must actively link to the appropriate point in the body of the text. For more information on creating bookmarks in PDF files, consult our guide on creating bookmarks or ask for assistance via ETD Support or at a Campus Computing Lab.

List of Tables

1. The heading List of Tables is centered without punctuation 1 inch from the top edge of the page. The listing of tables begins at the left margin four spaces below the heading.
2. If possible, wording, spelling, capitalization, and punctuation in the List of Tables should be identical to that of the captions that appear on the tables in the text.
3. The List of Tables pages are numbered with small Roman numerals centered 0.5” from the bottom edge of the page.
4. In the PDF file, each entry in the List of Tables must actively link to the appropriate point in the body of the text. 

List of Figures

1. The heading List of Figures is centered without punctuation 1 inch from the top edge of the page. The listing of figures begins at the left margin four spaces below the heading.
2. If possible, wording, spelling, capitalization, and punctuation in the List of Figures should be identical to that of the captions that appear on the figures in the text.
3. The List of Figures pages are numbered with small Roman numerals centered 0.5” from the bottom edge of the page.
4. In the PDF file, each entry in the List of Figures must actively link to the appropriate point in the body of the text. 

Preface

1. The Preface is optional and, if used, should be brief. Acknowledgments in the form of a brief statement of appreciation for special assistance or support, including research and editorial assistance, should be included in this section.
2. Preface pages are numbered with small Roman numerals centered 0.5” from the bottom edge of the page.

Appendices

1. Appendices contain supplementary or illustrative material or explanatory data too lengthy to be included in the text or not immediately essential to the reader’s understanding of the text.
2. If there is only one appendix, the heading Appendix should be used. If more than one appendix is needed, the appendices may be divided into Appendix A, Appendix B, etc. Each appendix must begin at the top of a new page. The heading for each appendix is centered without punctuation 1 inch from the top edge of the first page, followed by the title of the appendix. 
3. Each appendix should be listed with its title in the Table of Contents (e.g., Appendix A. Title of the Appendix) and should appear as a bookmark leading to the appropriate point in the body of the text. For more information on creating bookmarks in PDF files, consult the online PDF training guide or ask for assistance at a Campus Computing Lab.
4. Tables and figures in the appendices should be numbered, captioned, listed in the List of Tables and List of Figures, and bookmarked appropriately. The numbering may continue the series in the body of the material (e.g., Table 14, Figure 16, etc.), or a separate numbering sequence (e.g., Table A1, Figure A3, etc.) may be used.
5. Materials not in electronic files, such as audio or videotapes, or color print materials significant to the thesis or dissertation, should be scanned or digitized so that they may be submitted and displayed electronically. These files may be included as supplementary files if desired.

Bibliography

1. Any books, articles, websites or other sources that have been read and used, either in direct quotation or by reference, must be listed in a Bibliography.
2. The heading Bibliography should appear on the first page of the Bibliography itself, centered 1 inch from the top edge of the page. The actual listing of sources begins at the left margin four spaces below the heading.
3. The style manuals recommended in the Introduction indicate appropriate formats for bibliographies. Individual departments, schools, or disciplines may have particular formats the student should follow.
4. The Bibliography continues the page numbering sequence that began with the Introduction. The last page of the Bibliography is normally the final page of the thesis or dissertation (unless an Index is made, in which case the page numbering continues through to the last page of the Index).

The Index

An Index to dissertations and theses is encouraged in fields in which it is usual and appropriate. School or departmental regulations will specify when an Index is required.

Students should contact the appropriate office in their school or department for details on the procedures and deadlines for submitting theses.

• Student must verify that all pages are presented in correct numerical order and the proper size and orientation; that all tables and figures are present; that all references cited in the text are listed in the Bibliography; that the Table of Contents lists correct page numbers and titles; that bookmarks are created in the PDF; and that all hyperlinks and multimedia objects function properly.
• Electronic copy of dissertation as a PDF, including preliminary pages and appendices, submitted via D-Scholarship@Pitt. (File should be no larger than 2GB in size.)
• Completed and signed ETD Approval Form. All information requested on the first page must be completed. Signatures of the thesis committee must be on the first page. An availability option on the second page must be selected. Parts A and B on the second page must be signed. The thesis advisor’s signature must appear on Part B on the second page.
• Receipt for processing fee (payable at Student Payment Center, G7 Thackeray).
• One copy of Title Page.
• One copy of Abstract (350-word maximum) initialed by committee chair in upper right corner.
• Copyright permission letter(s) from copyright owner(s) must be included if copyrighted material is used outside of the guidelines of fair use.
• A letter from the owner of the software license granting permission to use their software must be attached if executable software owned by another party is used in the thesis.