ETDs must be approved for content by the student's committee before submission to the Graduate School (GS). The final post-defense copy submitted electronically to GS must be the version that has been approved by your appointed thesis/dissertation committee. Submitting an alternate version of your ETD to GS may be a violation of the PSU Student Code of Conduct and may result in sanctions up to and including revocation of the degree.
GS reviews your ETD for formatting only. We do not proofread, verify appropriate use of style guidelines (APA, MLA, etc.), check for plagiarism, or otherwise audit your document for professional-level standards. Ensuring these standards is your responsibility as the author of your thesis/dissertation, as well as the responsibility of your appointed thesis/dissertation Chair and committee.
You may follow whatever formatting requirements are standard in your discipline (e.g. APA, MLA, etc.), but if there are discrepancies between GS requirements and the guidelines you are using, you must defer to the GS requirements. GS formatting requirements also supersede those provided by ProQuest.
In accordance with PSU's efforts to make educational content available to everyone, we ask that you do your best to make your ETD accessible. Accessible documents will be usable by screen readers and other assistive technologies and will widen the scope of who can access your ETD. We hope that we are able to introduce you to creating more accessible professional writing as you move forward in your career. Instructions on how to make your ETD accessible are on our Accessibility for ETD's page.
Do not use another student's thesis/dissertation as a formatting model. Formatting requirements have changed over time, and special arrangements could have been made that would not apply in all cases.
If you have trouble with formatting, we recommend that you search for tutorials on YouTube as it is a good resource for step-by-step videos for the types of formatting you will need to do for the ETD.
Any formatting issue not specified here is at the discretion of GS. Feel free to contact us with questions at grad@pdx.edu or 503-725-8410, Option 2.
Format of the ETD
There are two standard formats for ETDs—the monograph format and the multi-paper format. The monograph format focuses on a single subject and has a single author whereas the multi-paper format is a compilation of papers (typically three), often in a journal article style format, and may have multiple authors. The multi-paper format is more commonly used in dissertations than theses. In the multi-paper format the papers do not have to be closely related to each other, but it is required that there be both an introductory and concluding chapter that link the papers together with a common theme. The decision whether to use a monograph or multi-paper form is made in conjunction with your adviser and committee.
If any of the chapters, major sections, or papers included in the document have been previously published and you are the sole author, you must include a note indicating that it has been published and provide the full citation at the start of that chapter. The note and citation should be located directly below the chapter heading.
If any of the chapters, major sections, or papers included in the document have been both previously published and co-authored, you must include a Chapter Heading Page with both a citation and an author contribution statement. View the Chapter Heading Page information for specific requirements and a template.
Text
Although the ETD is electronic, the correct paper size must be applied, which is 8.5 x 11 inches. Typically, this is the default paper size setting in Word, but you should check it when initially setting up the formatting for the document.
All text must be professional quality font, i.e. no script, italic, or ornamental font is permitted. All text, headings, subheadings, and table/figure captions must be in black font (color font is allowed for hyperlinks and in tables/figures). Bold and italics should be kept to a minimum; this is a professional document that should reflect a conservative style.
All fonts in your ETD must be embedded. Embedding fonts ensures that your entire document can be properly viewed on any computer, even ones that do not have installed the fonts you used. Please visit the ETD Administrator FAQ webpage for information on how to correctly create PDF files for submission to ProQuest.
All text, including chapter titles and headings, must be 12 point font, with the following four exceptions:
- Tables may be reduced to a minimum 10 point font.
- Figures and appendices do not have a minimum font requirement but must be legible.
- Captions for tables and figures may be reduced to a minimum 10 point font.
- Footnotes and endnotes may be reduced to a minimum 10 point font.
All text must be double spaced, with the following exceptions:
- Dedication
- Table of Contents
- List of Tables and List of Figures
- Chapter titles and headings
- Block quotes
- Bulleted and numbered lists
- Tables and figures
- Captions for tables and figures
- Footnotes and endnotes
- References
- Appendices
Page Numbers and Header/Footers
Every page following the Title page and the Copyright Notice page (if included) is numbered, and page numbers must be printed on every page. Page numbers may be placed in one of three locations: upper right corner, bottom right corner, or bottom center. The page number location must be consistent throughout the document. You may include a running header/footer if you wish. Page numbers must comply with the margin requirements (see additional information in Margins, below).
The prefatory pages, beginning with the Abstract, are numbered with lower-case Roman numerals, ie., i, ii, iii, iv, etc. Beginning with the first page of Chapter 1, the pagination changes to Arabic numerals, i.e., 1, 2, 3, etc., beginning with page 1. Arabic numeration continues to the end of the document. (See additional information in Order of the ETD.)
Margins
Minimum margins are required on every page: 1.5" on the left and 1" on the top, bottom, and right. These margins apply to the page numbers and a running header/footer as well.
NOTE: MS Word automatically places page numbers in the header/footer. The default setting for the header/footer is .5" from the edge of the page, so you will have to adjust this manually from the Page Setup menu (Format/Document menu on a Mac). If you are placing your page numbers at the top of the page, adjust the header to 1", then adjust the top margin to 1.2" (to allow space between the page number and the top of the text). If you are placing the page numbers at the bottom of the page, adjust the footer to 1", then adjust the bottom margin to 1.2".
Chapters
The body of the ETD must be divided into chapters, major sections, or papers (if using the multi-paper format). Each chapter must begin at the top of a new page.
Chapters, major sections, or papers must be titled. Chapter titles as provided in the body of the ETD and in the Table of Contents must match.
Most students choose to number their chapters, however, this is not required. If you number your chapters, the numbering system used in the body of the ETD and in the Table of Contents must match. For example, if the chapters in the Table of Contents are numbered 1, 2, 3, etc., the chapters in the body of the ETD must be numbered 1, 2, 3, etc., not I, II, III, etc., or One, Two, Three, etc.
If any of the chapters, major sections, or papers included in the document have been previously published, you must include a note indicating that it has been published and provide the full citation at the start of that chapter. The note and citation should be located directly below the chapter heading.
If any of the chapters, major sections, or papers included in the document have been both previously published and co-authored, you must include a Chapter Heading Page with both a citation and an author contribution statement. View the Chapter Heading Page information for specific requirements and a template.
Tables and Figures
A table is any set of data arranged in a tabular format. All other items (charts, graphs, maps, photographs, drawings, etc.) are figures. Mathematical formulas, schemas, and computer code should not be identified as figures.
If tables and/or figures are included in your ETD, you must provide a List of Tables and/or a List of Figures in your prefatory pages. (See additional information in Order of the ETD.) Tables and Figures must have titles and be labeled. The List of Figures and List of Tables must include the table/figure number, title, and page number for each table and figure. Both the List of Tables and List of Figures must begin on the top of a new page. Tables and figures in the appendices should not be listed in the List of Tables or List of Figures.
Tables may be reduced to a minimum 10 point font. Figures do not have a minimum font requirement but must be legible. Captions for tables and figures may be reduced to a minimum 10 point font.
Tables and figures, as well as their captions, may be double or single spaced.
If you need to turn the orientation of a table or figure from portrait to landscape, rotate the image 90 degrees counterclockwise. The "top" of your image will now be on the left margin, which has a 1.5" margin requirement. Your page number will need to remain in the same location as on all other pages with a portrait orientation.
For the monograph format, you can either embed your tables and figures throughout the document or put all your tables and figures in one group at the end of the document, immediately before the terminal reference section. Throughout the body of your ETD, tables and figures must be numbered in sequential order, and they must be listed in the List of Tables and List of Figures in the same order that they appear in your ETD. Bearing in mind that sequential numbering is required, you have discretion about the specific format used to number your tables and figures. For example, you could number all tables from the beginning of the document Table 1, Table 2, etc., or you could number all tables in Chapter 1 as Table 1.1, 1.2, etc., then tables in Chapter 2 as Table 2.1, 2.2, etc. Whatever numbering format you use, you must be consistent throughout the ETD.
For the multi-paper format, you can embed the tables and figures throughout each paper or put them in one group at the end of each paper. If tables and figures are in one group at the end of the paper, they must be located before the references for that paper. The table and number figuring can either be sequential throughout the entire document, or each paper can have its own table and figure numbering. If each paper has its own numbering, the tables and figures must be clearly outlined by paper in the List of Tables and List of Figures. View an example List of Tables for the multi-paper format (this sample can also be used as a template for the List of Figures).
References
The format and placement of the References section are dependent on the type of document you are submitting. Each References section must begin at the top of a new page regardless of whether you are using the monograph or multi-paper format.
For the monograph format, there must be one terminal reference section that covers all the references in the entire document. The terminal reference section must be placed immediately after the last chapter.
For the multi-paper format, it is most typical that each chapter will have its own reference section. The references must be the last section of the chapter (i.e., after the tables and figures) unless there is a chapter appendix (see Appendices below). If references are used in the Introduction and Conclusion chapters, those chapters would have their own reference sections as well. There must be an entry in the Table of Contents for each reference section. Alternatively, you can choose to have a terminal reference section that covers all the references in the entire document, but it must be placed immediately after the last chapter. You must choose to follow either the monograph or multi-paper format for your references--you cannot do a combination of both.
Appendices
Information contained in an appendix of the ETD should be nonessential to the thesis or dissertation; i.e., the document should be able to stand alone without the Appendix material. When determining whether information should be in an appendix, consider whether it is essential to your research argument and consult with your committee as needed.
Appendices must be divided into A, B, C, etc. sections. If you have only one Appendix, you can label it simply "Appendix" instead of "Appendix A".
Each Appendix must begin at the top of a new page regardless of whether you are using the monograph or multi-paper format.
Appendices must have titles (like chapter titles). The titles of the appendices in the Table of Contents and in the body of the ETD must match.
Appendices do not have a minimum font requirement but must be legible.
For the monograph format, appendices must be located at the end of the ETD after the terminal reference section. Tables and figures in the appendices should not be listed in the List of Tables or List of Figures. The numbering of tables and figures in the appendices is at your discretion; it can continue from the numbering in the body of the ETD (e.g., if the final table in your ETD is Table 37, the first table in your appendices can be Table 38), or it can be independent from the numbering in the body of your ETD (e.g., the first table in your appendices can be Table A.1).
For the multi-paper format, appendices should be located at the end of the chapter they are related to (after the references). If tables and/or figures are in the chapter appendix, they must follow the same sequential table/figure numbering system used in the rest of the chapter, and they must be listed in the List of Tables and List of Figures. Alternatively, you can choose to have all appendices in one section at the end of the document after the last chapter, but they must be formatted as described above in the monograph format option. You must choose to follow either the monograph or multi-paper format for your appendices--you cannot do a combination of both.
Supplemental Files
Supplemental files are files that, due to their size and/or format, cannot be located on a page of the ETD. If your ETD contains materials such as audio files, video files and/or spreadsheets, these should be submitted as supplemental files.
Please Note: Supplemental files must be listed and described in an appendix of the ETD and identified by name, file type, size, required application software, and any special hardware requirements.
Visit the Supplemental Files web page for information about accepted file types.
Order of the ETD
- Title page (this page does not carry a page number).
- Copyright Notice page (this page does not carry a page number). This page is required if you have registered your copyright; otherwise it is optional but recommended.
- Prefatory pages. The following pages are numbered with lower-case Roman numerals (i, ii, iii, iv, etc.). A page number must be printed on every page. Each of these sections must begin on the top of a new page.
- Abstract (required)
- Dedication (optional)
- Acknowledgments (optional)
- Table of Contents (required)
- List of Tables (required if tables included in the ETD)
- List of Figures (required if figures included in the ETD)
- Glossary or List of Abbreviations/Symbols (optional)
- Preface (optional)
- All of the sections above (that are included in your ETD) must be listed in the Table of Contents (however, do not list the Table of Contents in the Table of Contents).
- Text of the ETD. Beginning with the first page of Chapter 1, all pages are numbered with Arabic numerals (1, 2, 3, etc.); this pagination continues to the end of the document. A page number must be printed on every page.
- Body of the ETD, divided into chapters, major sections, or papers
- Endnotes, if used in your ETD
- Terminal references (this will be omitted in the multi-paper format)
- Appendices, divided into A, B, C, etc., divisions
GS formatting guidelines require that you have no page number on the Title page, Roman numeral pagination in the prefatory pages, and Arabic numeral pagination for the remaining text. For all three of these sections to exist in one Word document, you need to use section breaks. Information about the use of section breaks in MS Word is available on the MS Office website.
Formatting of Specific Pages
Title Page
Your Title Page must be formatted to the exact specifications of our example pages. See our Title Page templates, examples, and the information below for details about formatting your Title Page.
Thesis Title Page template
Thesis Title Page example
Dissertation Title Page template
Dissertation Title Page example
Specific items to note about the Title Page:
- The title must be in Title case, that is, the first letter of each significant word must be capitalized.
- You may choose the form of your name that you wish, but we strongly encourage that you use the most formal and fullest form of your name possible, for example, Katharine Ann Jones instead of Katharine A. Jones, Katharine Jones, or Katie Jones. This is a professional document that calls for a full name (not a nickname), and the fullest form of your name will help to distinguish you from other authors with a name similar to yours. However you choose to list your name, it must match on your Title page, the Copyright Notice page, and in the ProQuest ETD Administrator.
- There are no titles (Dr., etc.) listed before names and no degrees (Ph.D., J.D., etc.) after.
- For your committee member names, we would again suggest full names be used (e.g., Michael instead of Mike). However, common courtesy recommends that you ask each of your committee members how they would like their name to appear on this document.
- The year under "Portland State University" is your year of graduation, not the year you completed your ETD or any other date.
The Title Page templates are provided for your convenience, but you are not required to use them. Instructions for using the templates:
- We recommend that you reference the example Thesis or Dissertation Title Page example while updating the template for use in your document.
- The templates are set up to meet our formatting requirements; do not make any formatting adjustments to the template other than to replace text specific to you that has an "Insert" prompt.
- As needed, update the year at the bottom of the Title Page to be your year of graduation.
- There may be fewer (or more) committee member lines on the template than are needed for your committee; simply add or delete the extra lines as needed.
Copyright Notice Page
If you choose to register your copyright, you must include a Copyright Notice page immediately following your Title page. Even if you do not choose to register your copyright, you still own your copyright and may include a Copyright Notice page if you wish; in fact, we encourage you to do so. This page does not carry a page number. The formatting of this page is the copyright symbol (©) followed by the year your ETD is submitted to the Graduate School and your name exactly as it appears on your Title page, centered on one line. View the example Copyright Notice page.
For additional information about registering your copyright, view ProQuest's copyright information.
If you choose to add a Creative Commons license to your ETD, add the appropriate text and image to the Copyright Notice Page, double spaced below the copyright notice. Visit the Creative Commons website for more information.
Abstract
The Word "Abstract" appears centered at the top of the page, then the text of your Abstract begins. This page is always numbered page i. The two introductory sentences that were previously used for paper theses and dissertations are not included in ETDs. Do not use footnotes or add keywords to your Abstract. View an example Abstract.
Table of Contents
The Table of Contents must meet all the formatting requirements listed above (font size, margins, etc.), but specific formatting for the Table of Contents is at your discretion. All major sections of the document (i.e., chapters, references, and appendices) and the prefatory pages must be listed in the Table of Contents. The prefatory page numbers in the Table of Contents must be lowercase Roman numerals. The Title Page and Copyright Notice page should not be listed in the Table of Contents. View an example of a typical Table of Contents.