Physical Standards for Theses and Dissertations

Paper and Copies

Two clear copies (School of Nursing requires 3 copies) of thesis or dissertation on acceptable paper must be submitted. You may submit one copy on regular paper if you prefer to have Printing Services in Alderman Library make your two copies on the acceptable paper for you (in this instance, we would need only to inspect the one copy). If you are printing your own copies on acceptable paper, the paper must be 8.5" x 11" in dimensions, have a watermark and be acid free. To ensure your copies/prints are on the correct paper please visit any of the UVa Copy Centers in Alderman, UVA Bookstore, Carruthers Hall, Chemistry, or the Hospital.

Students can submit theses and dissertations in digital format rather than a hard copy. In this instance, students would only need to submit a signed title page to the Enrolled Student Office and bring two CD's to deposit in Alderman Library. Each CD must have a signed title page embedded. Both of the CD's must be submitted in a manila envelope with a typed label on the outside of the envelope with the following information: Full Name, Shortened title of no more than 36 characters including spaces, Date of Graduation (example May 2008, August 2008, January 2008), Degree and School (example: M.S., Graduate Arts and Sciences. Both the CD and the CD case must also have a typed label with the same information as listed above. Digital submission means no hard copies on the shelf in Alderman Library.

Delivery

Prepared theses and dissertations must be brought, not mailed, to the Enrolled Student Office, 438 Cabell Hall, for inspection and approval. If you cannot deliver your work in person, you must arrange for someone to do it for you.

Theses and dissertations will not be approved unless they are in a mailing envelope or small box (not a binder), with the following information typed on a label or sheet of paper for each copy you are having bound.

• Full name, no initials
• Shortened title of no more than 36 characters including spaces; this will be printed on the spine of the binding
• Date of graduation (example: May, 2001, August 2001, January 2001)
• Degree and School (example: M.S., Graduate Arts and Sciences)

Proceeding inspection and approval in 438 Cabell deliver your theses or dissertation to Printing Services, first floor Alderman, for binding. A binding fee of $17.50 + tax per copy must be paid upon delivery. Personal copies may be bound for the same price. Make sure to check your work carefully as no changes can be made once the document has been turned in. The receipt for binding must be returned to the Enrolled Student Office , 438 Cabell.

Signatures

Manuscripts must be signed by your readers, committee or appropriate authorities--the minimum requirement being the signature of the thesis advisor and first reader--in the bottom right corner of the title page (leaving a one inch margin on the right) using black ink (blue does not reproduce clearly) . You need only to get one set of original signatures, as signature pages may be copied onto acceptable paper.

Publishing Digitally

The only digital file format accepted for the written portion of theses or dissertations is Adobe PDF. PDF documents can be generated using the commercial, for-fee Adobe Acrobat Software and read using the free Adobe Acrobat Reader. Additionally, many desktop publishing and page layout/design softwares support saving or exporting as PDF. Compound documents comprised of both text on paper and other information only available in and accessible through a specific electronic format, may be published in digital formats other than PDF. Please visit UVa Printing & Copying Services and read the Guidelines for Dissertations in Digital Format for further details.

When submitting a thesis or dissertation digitally, you must submit a signed title page to the Enrolled Student Office and obtain approval forms from the Enrolled Student Office before submitting two CDs to Printing Services, 1st Floor, Alderman Library. Each CD must have a signed title page embedded. Both of the CD's must be submitted in a manila envelope with a typed label on the outside of the envelope with the following information: Full Name, Shortened title of no more than 36 characters including spaces, Date of Graduation (example: May 2008, August 2008, January 2008), Degree and School (example: M.S., Graduate Arts and Sciences). Both the CD and the CD case must also have a typed label with the same information as listed above. Digital submission means no hard copies on the shelf in Alderman Library.

Documents will ONLY be accepted in PDF format (include all fonts, no compression or password protection). The title page, copyright page (if applicable) abstract, dedication page (optional) and body of text MUST be combined into ONE file on the CD or disc or it will not be accepted. The file MUST be saved as the student's name. The student's last name then first name (EXAMPLE: Smith, John E.)

Line Spacing

Theses and dissertations must be typewritten and double spaced on one side of 8.5 x 11" paper.

Print and Type Size

Print should be black and the characters consistently clear and dense. Dot matrix printers may be used provided the machine produces sharp, high quality letters. Lower case letters must have "true descenders", e.g., y's and p's etc. must extend below the printed line.

Margins

Left margin must be 1.5 inches; top, right and bottom margins are to be 1 inch. Pages are trimmed before binding so adhering to these requirements are crucial.

Footnotes

Footnotes may be placed at the bottom of each page or at the end of your document.

Page Numbering

Each page must be numbered consecutively in the upper right corner of each page being careful to not go beyond the margins. Page numbers must be 1 inch from the top of page. Pages preceding text such as copyright page, abstract, dedication, etc. may be numbered using Roman Numerals.

Title Page

Title pages must strictly conform to the format exemplified in our downloadable sample title page (.doc, 28KB). Be sure to use your full legal name as it appears in ISIS.

Suggested Page Order

Dissertation

1. Signed and Approved Title Page
2. Copyright Page (if applicable)
3. Abstract
4. Signature page (if applicable)
5. Table of Contents (if applicable)
6. Dedication Page(if applicable)
7. Body of text

Thesis

1. Signed and Approved Title Page
2. Abstract or Introduction (if applicable)
3. Table of Contents (if applicable)
4. Body of Text

Abstract for Dissertations

An abstract of no more than 350 words, double spaced, must be in each copy of the dissertation.

Microfilming of Dissertations

A Microfilm Agreement Form, available in the Enrolled Student Office, is required and must be completed for microfilms. A copy of the title page and abstract must accompany the agreement. There is a $75.00 fee + tax for microfilming and publishing the abstract.

Survey of Earned Doctorates for Dissertations

This survey is a requirement and must be completed and ready to turn in to the Enrolled Student Office at the time of inspection of your dissertation. Download the Survey of Earned Doctorates form (.pdf, 731KB) or pick up a hard copy in 438 Cabell Hall.

Copyrighting Dissertations

If you wish to have your dissertation copyrighted, you may obtain this service through Printing Services for a fee of $70.00 + tax. A copyright page must be included in your dissertation with the following information centered at the bottom of the page remembering the 1 inch margin at the bottom:

• line 1 © Copyright by
• line 2 Your Full Legal Name
• line 3 All Rights Reserved
• line 4 Date; month and year of Graduation (example: August 1995)