Preparing Theses, Dissertations, or Graduate Capstones for Deposit

NOTE: These are draft procedures that are not yet fully implemented. They are provided here for pilot participants.

Format of Thesis, Dissertation, or Capstone File

Candidates must prepare their document according to the following specifications:

  • Document is in PDF format
  • Page size is standard US letter (8.5" x 11")
  • Front matter is formatted as specified below
  • Signed signature page is NOT included in PDF
  • Font for the body of the paper is 10, 11, or 12 points in size. Superscripts and subscripts (e.g., formulas, or footnote or endnote numbers) should be no more than 2 points smaller than the font size used for the body of the text.
  • Font is a TrueType font; sans serif fonts are recommended to improve readability online. Recommended fonts include: Arial 10pt (sans serif); Calibri 11 pt (sans serif); Verdana 10pt (sans serif); Garamond 12pt (serif); Georgia 11pt (serif); Times New Roman 12pt (serif). If applicable, mathematic/scientific notation fonts should be embedded in the PDF file.
  • Line spacing of text is 1.5 or 2
  • As noted below, formatting of abstract, table of contents, frontmatter, headings, lists, figures/tables, and references follow the standard style guide (e.g. APA, AMA, Chicago) required by the specific graduate program
  • Document contains no multimedia or large images embedded into the PDF file (Note: this refers only to photographic/visual images with large file sizes and embedded video or audio files; this does not refer to charts or tables)
  • PDF file size does not exceed 100 MB
  • PDF file has no encryption or other security measures applied
  • PDF file name follows this convention:

lastnamefirstinitial_degree_school_year.pdf (e.g. smithj_msvs_opt_2013.pdf)

Front matter: Candidates should consult with their committee to determine the particular style manual/format acceptable in their school/college for the body of the thesis/dissertation (abstract through appendices). However, while the body of the thesis/dissertation may be governed by the style manual required by their school or college, candidates must prepare the front matter (title page, copyright page, signature page) following standard formatting used across the university. This ensures a level of professional consistency across programs and ensures efficient processing of deposits. Download the standard front matter template as a Microsoft Word document.

Signature Page

If the submitted thesis/dissertation PDF includes a signature page, that page should be unsigned. Candidates should separately submit one signed copy of their signature page. Candidates must obtain all signatures and submit the completed signature page to the University Libraries before they can proceed with the electronic deposit process. Along with the signature page, students must also submit one copy of their thesis/dissertation title page.

The signature page and title page will be used to verify final committee approval of the deposited electronic file; after the electronic submission is posted to the repository, the signature pages will be transferred to the University Archives. Signature pages may be submitted via the following methods/formats:

  • Hard-copy pages with ink signatures: High-quality, acid-free (neutral pH) paper should be used for these documents. Print the signature page and title page using a laser printer (not ink-jet). Signature and title page may be submitted at the front desk of either the Tran Library or Hillsboro Campus Library or sent via intercampus mail to the attention of the Dean of Libraries.
  • Digital signatures: Pages should be signed digitally using DocuSign. Following the completion of all signatures, the final signed page and the title page may be sent as PDFs to with the email subject heading: ETD Signature Page Submission.

Supplemental Materials

In addition to the thesis/dissertation PDF file, candidates may submit relevant supplemental materials as part of their deposit. These may include files that will be made publicly available with the thesis/dissertation file or administrative documents that will not be made publicly available. Supplemental materials submitted for public access may include:

  • Data files (data files should adhere to any relevant privacy regulations, including HIPAA and FERPA, as well as to any restrictions from an IRB or other regulatory body)
  • Instruments or other documents not included in appendices of the thesis/dissertation file
  • Image or media files

Supplemental materials submitted for administrative use only may include:

  • Any required copyright permissions from publishers or authors for third-party copyrighted material in the thesis/dissertation

Copyrighted assessment instruments or measures should not be included in the primary thesis/dissertation files or as supplemental files.

Supplemental files must not exceed 100 MB in file size per file; larger files may be submitted with permission of the University Libraries.