Article-based Electronic Thesis and Dissertations
Revised January 30, 2009
1 Article-based theses and dissertations
Students writing an article-based theses or dissertation can use the general MSWord template as long as both the introductory and final chapters have their own footnotes/endnotes and/or list of references.
In April 2005, the Executive Committee of the School of Graduate Studies approved the following recommendations on Articles-format Theses/Dissertations.
Recommendations include:
that, there be no limitations on the number of articles required for either the Master’s thesis or for the PhD dissertation;
that, in addition to the articles, the thesis/dissertation contains an introductory chapter that establishes the student’s familiarity with the field, sets out the objectives of the thesis/dissertation, places the research in the larger context of the candidate’s discipline, and explains the overall thematic cohesiveness of the articles. This chapter should identify research patterns in the area, reviewing previous publications and current research. It should also include a detailed analysis of how the articles included in the text address the question/topic being studied, and how the articles each contribute to the study. Any errata or discussion of the articles can be included in the introductory chapter, the concluding chapter, or in a footnote/endnote in the dissertation;
that the articles format of the thesis/dissertation conform to the School of Graduate Studies’ Regulations and Guidelines for the Preparation and Submission of Graduate Reports, Theses, and Dissertations (available in paper and on the SGS website);
that the thesis/dissertation normally contain a final chapter (general discussion and conclusions) that should relate the articles to the relevant disciplines or field of study. It might also set out recommendations for future research or contain implications for professional practice;
that both the introductory and final chapters have their own footnotes/endnotes and/or list of references;
that there be no requirement to publish the articles, or to have submitted the articles for publication, prior to the SGS oral defense.
that, as outlined in the SGS Regulations and Guidelines for the Preparation and Submission of Graduate Reports, Theses, and Dissertations, candidates should indicate the name(s) of journals in which articles have been published or to which the articles will be submitted in the future.
that the student in multiple-authored article(s) be the principal author or co-author. The student must provide a clear statement in the introduction describing the contribution made by him or her in each of the research and writing stages. The statement on co-authorship should specifically address contributions made in i) identification and design of the research proposal, ii) practical aspects of the research, iii) data analysis, and iv) manuscript preparation. In the case of joint authorship, an explanatory part of the thesis/dissertation text must outline the nature of the candidate’s contribution to each publication included in the thesis/dissertation;
that such thesis/dissertation should be based on research that the student has conducted while enrolled as a graduate student at UNB;
that the decision on the number and quality of articles be the responsibility of the Supervisory Committee.
that the thesis/dissertation must meet internal GAU requirements prior to being sent to the Examining Board;
that in the event an article has appeared (or will appear) in a journal where the supervisor serves as editor or is active on the editorial board, the Completion of GAU Requirements for Degree form should indicate that s/he has not been involved in the review process; and
that the student demonstrate that he or she has the right to include a published article in the thesis/dissertation. For articles that have been published, students should include a letter of permission from the journal in the appendix of the thesis/dissertation.
Approved by the Executive Committee of the School of Graduate Studies, April 14, 2005.
Table of Contents
1 Article-based theses and dissertations 2
2 Introduction 5
3 Where to get the template and how to save it to your computer 5
4 Paying attention to MSWord template styles 5
4.1 Changing styles 8
5 Cutting and pasting into the template 12
6 Moving through your thesis using the template 13
6.1 Frontispiece 13
6.2 Dedication 13
6.3 Title page 13
6.4 Abstract 14
6.5 Chapter titles and text 14
6.5.1 Margins 14
6.5.2 Line Spacing 15
6.5.3 Page Numbers 15
6.5.4 Insert new chapters and sections 16
6.5.5 Pagination 17
6.5.6 Adding outline numbering to chapters and sub sections 20
6.5.7 Footnotes and Endnotes 20
6.6 Adding tables and other objects 21
6.6.1 AutoCaptions 21
6.6.2 Tables 22
6.6.3 Graphics 22
6.6.4 Cross reference updates 22
6.6.5 Mathematical Equations 23
6.6.6 Object and caption text wrapping (grouping the object and the caption as one whole object) 25
6.6.7 Deleting tables and figures 26
6.7 Code 26
6.8 Creating a table of contents 26
6.9 Lists 27
6.10 List of Tables and Figures 28
6.10.1 List of Figures 28
6.10.2 List of Tables 29
6.11 Bibliography 29
7 Scanning 30
8 Creating a PDF File 30
8.1 Converting a WordPerfect document to PDF 31
8.2 Converting a LaTeX document to PDF 32
8.3 Converting other formats to PDF 33
9 For more information 33
10 Appendices 33
10.1 Shortcut keys 33
10.2 Mouse shortcuts 37
Introduction
The ETD template is an MSWord word processing template file designed to assist you in formatting your thesis or dissertation.
The template is based on the UNB “Regulations and Guidelines for the Preparation and submission of Graduate Theses and Reports” (see http://www.unb.ca/gradschl/guidelines/documents/RegulationsGuidelinesforPreparationThesesDissertReports2005_000.pdf).
If used properly, the template will also enable the Electronic Text Centre at UNB Libraries to convert your source file (i.e. MSWord) to an archival format (XML) for storage and retrieval in a UNB online institutional repository: http://quartet.cs.unb.ca:8080/dspace/handle/1882/38.
2 Where to get the template and how to save it to your computer
If you have not yet downloaded a template:
1. Go to the templates section of the UNB ETD web site: http://www.unb.ca/gradschl/etd/templates.html
2. Save the unbtemplate.dot file to your hard drive
3. Save the file as a template file (*.dot).
4. Double-click the template file. It will start a new, untitled document in Microsoft Word.
Mac users may have to save their template file in the following way:
1. With the template file on your screen, select Word from the menu bar and choose Preferences
2. Within the Preferences window, choose Compatibility from the sidebar
3. Within the Compatibility window, choose MS Word 2000-2004 and X from the Recommended Options drop down list.
3 Paying attention to MSWord template styles
On the title page, the template contains “placeholder” text that you can highlight and replace with your own information. You are free to add or erase some of the content to satisfy requirements for your individual faculty or department.
Please pay attention to style matching. Styles will later be converted to XML elements by the Electronic Text Centre staff. For example, if you have entered your name in the “name of candidate” area, your name has to have the “Author” style. After XML conversion, the style will be changed to <author> your name </author>. The tag <author>, in this example, matches the content “your name”. The “Author” style should not be used in any other lines, including empty spaces if the contents are not related to “Author”.
To see the style match, highlight the text, and then check the Style box on the Formatting toolbar (see Figure 1).
Figure 1
If you have cut and pasted your work from another file format into MSWord, formatting styles might have been changed. Please check the following styles to make sure styles and content match:
Style Name / DescriptionAbbreviation / Use for “List of Symbols, Nomenclature or Abbreviations” title
Abstract / Use for “ABSTRACT” title, the style of the paragraphs in the abstract is Normal
Acknowledg / Use for “ACKNOWLEDGEMENTS” title, the style of the paragraphs in the acknowledgements part is Normal
Appendix / Use for “Appendix” title
Author / Use for student’s name in title page
Bibliography / Use for “Bibliography” title, use RefWorks to generate body of bibliography
Code / Use for code examples
Copyright / Use for “Name of Candidate, Year (of graduation)” in title page
Dedication / Use for “DEDICATION” title, the style of the paragraphs in the dedication part is Normal
DegreeName / Use for degree name in title page
ExamBoard / Use for examining board information in title page
ExternalExam / Use for external examiner information in title page
FigureList / Use for “List of Figures” title
Frontispiece / Use for frontispiece or quote page
GAU / Use for graduate academic unit in title page
Glossary / Use for “Glossary” title
Heading 1 / Use for chapter titles, the style of the paragraphs in the chapters is normal
Heading 2 / Use for second level chapter headings
Heading 3 / Use for third level chapter headings
Normal / Use for typical paragraphs of text.
PreDegree / Use for previous degree in title page
School / Use for “THE UNIVERSITY OF NEW BRUNSWICK” in title page
SubmitDate / Use for “Month, Year (of submission to Graduate School)” in title page
Supervisor / Use for supervisor’s information in title page
TableList / Use for “List of Tables” title
ThesisNote / Use for “A THESIS SUBMITTED IN PARTIAL FULFILLMENT OF
THE REQUIREMENTS FOR THE DEGREE OF”
“This thesis is accepted”
“Dean of Graduate Studies”
in title page
ThesisSubtitle / Use for thesis subtitle in title page
ThesisTitle / Use for thesis title in title page
TOC / Use for “Table of Contents” title
Vita / Use for “Vita” title
3.1 Changing styles
You might want to use other styles available in MSWord. You might also want to change the format of styles (e.g. font, size, etc), or add or delete spaces. On the Format menu, click Style and Formatting to view and modify all styles. (See Figure 2 on the following page)
Figure 2
Alternatively, you can click on the Styles and Formatting icon next to the Styles box to access Styles and Formatting.
Next, click Modify from the drop-down menu on the task pane:
Figure 3
Change the formatting of the feature you have selected. Check the Automatically Update box if you want to apply the change to the entire document:
Figure 4
4 Cutting and pasting into the template
There are several ways to copy or cut and paste text from another document to the template. However, the format and style in the template needs to be maintained. Follow one of the methods described below if your resulting file does not have the intended format and style.
1. After you copy or cut and paste text to the template, notice the Paste Options icon that appears just below your pasted selection after you paste text. When you click the icon, a list appears. Select Maintain or Match Destination Format. This will ensure that the pasted text will have the same format defined by the template.
Or
2. Do not copy or cut and paste text with the common Ctrl-V or the right click Paste. Instead, use the Paste Special feature on the Edit menu. This tool is not available for any Microsoft Word version earlier than 2003. (See Figure 5 on the following page.).
Figure 5
For students who have started writing their thesis in WordPerfect, you can save your file as “WordPerfect or rtf”, and then cut and paste the content into MSWord with the template.
5 Moving through your thesis using the template
All text within quotation marks is taken from the UNB “Regulations and Guidelines for the Preparation and Submission of Graduate Theses and Reports”.
5.1 Frontispiece
The first template section you will see is Frontispiece. If your thesis has a frontispiece or quote page facing the title page, insert it in the frontispiece placeholder. If not, delete the frontispiece template segment.
5.2 Dedication
If your thesis has a dedication, write or copy and paste it into the Dedication in the grey placeholder area.
5.3 Title page
Using the pace-holder areas, copy or key your title page information into the title page section.
Figure 6
If there is a field you do not need (i.e. subtitle), it can be deleted. If you delete a field by mistake, remember to use MSWord styles when you re-enter the information.
5.4 Abstract
Paste or type your abstract text into the abstract area.
5.5 Chapter titles and text
Paste or type chapter titles into the chapter title pace-holder areas then copy or type chapter text into the text area. Working with the template is much the same as working in Word for any other document you have created. Again, the point is to pay attention to styles, where they are defined. All defined styles are identified in this manual.
5.5.1 Margins
The SGS Guidelines state: “There should be a margin of not less than 4 cm (1.5 inches) on the left side of each sheet and of not less than 2.5 cm (1 inch) on the top, bottom and right-side margins. This refers to the illustrations as well as to the text, and to all other material bound with the thesis”. The margins are pre-defined in the template. If you need to change the margins, on the File menu click Page Setup and then click the Margins tab.
Figure 7
5.5.2 Line Spacing
The SGS Guidelines state: “The text should be double-spaced (except for quotations of more than one sentence, footnotes, tables and bibliography, all of which may be single-spaced)”. If you need to change line spacing, on the Format menu click Paragraph.
Figure 8
The template is designed to double-space your text except bibliographies and footnotes. You will need to change the spacing for such elements as quotes.
5.5.3 Page Numbers
The SGS Guidelines state: “Small Roman numerals are used for the ‘preliminary pages’ (those preceding the text) with the numbers appearing at the center of the bottom of each page. The title page is considered to be page ‘i’ but is unnumbered. Arabic numerals must be used for all the remainder of the thesis pages except the vita (including text, tables, page-size figures and illustrations, bibliography and appendices). The location of page numbers must be consistent throughout the thesis, i.e. the top right hand corner”.