Helpful Hints For Submitting Your Thesis & Dissertation

PRINTABLE HELPFUL HINTS (PDF) being revised!

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The following are helpful hints as you climb the final steps to graduation!

• Submit a signed Thesis or Dissertation Committee Appointment Form to the Graduate School at least three semesters before graduation.
  • Thesis Committee Appointment Form - PDF format
  • Dissertation Committee Form
  • Dissertation Proposal Approval Form
  • DPA Forms and Handbook (Includes links to committee appointment forms)  
  • EDD - SLPD Doctoral Program Resources (Includes links to committee appointment forms)
• Committee members must have graduate faculty status to serve on a thesis or dissertation committee (Graduate Faculty List)

• DEADLINES: STUDENTS MUST SUBMIT DEFENDED, FINAL VERSIONS OF THESES AND DISSERTATIONS TO THE GRADUATE SCHOOL NO LATER THAN THREE WEEKS BEFORE GRADUATION OF EACH SEMESTER (FALL'S DEADLINE MAY VARY DUE TO THANKSGIVING HOLIDAY). Deadlines for Theses and Dissertations

EARLY SUBMISSIONS ARE ENCOURAGED AND WELCOMED TO ALLOW TIME FOR REVIEW AND EDITING!
      

WHAT TO SUBMIT BY THE DEADLINE (NEW):

• E-mail the final, defended version of the thesis or dissertation as a PDF to gradreviewer@valdosta.edu by the published deadline. (Only the document - please e-mail questions separately.)
• Documents received after the published deadline will be considered late resulting in the student graduating the next term.
• Formatting must adhere to requirements set forth by the Graduate School.
• Include one signed signature page in the PDF document (the page signed and dated by all committee members in black or blue ink or electronic signature – include defense date at bottom of signature page).
• Include contact information (name, phone numbers, and VSU e-mail address).
• From this point, any edits will be made through VSU e-mail correspondence. Do not make further changes unless directed by the Graduate School to do so.
• The Graduate School’s review can take up to 3 to 4 weeks, possibly longer, depending on the number of theses and dissertations received any given semester and holidays.  The goal will be to complete the review process as quickly as possible.
• AFTER all edits are made, students are required to submit the fully signed final copy to VSU’s online repository, V-text, and to ProQuest. See Printable guidelines for instructions or see below. Only once the final dissertation or thesis is uploaded to V-Text and ProQuest will the Registrar be notified that the requirements to graduate have been completed and the student will be graduated.
  

 Remember: Students no longer have to submit copies to be bound – this is now voluntary.  If one chooses to order bound copies, students must: 

• print/provide as many signature pages as copies to be bound for the Associate Provost for Graduate Studies and Research signature;
• complete the Library’s binding fee form and pay the binding fee ($20/copy);
• print the number of copies of approved version to be bound;
• insert signed signature pages behind copyright page; and
• deliver to Odum Library (4^th floor) - instructions are on the binding fee form.

Make sure you use 1.5" left margins throughout the document.  All other margins - 1" except the first page of each chapter - 2" top margin. (Trouble with page numbering and margins in Word?  Consult with your thesis or dissertation committee members for help, or contact the Academic Support Center at 229-333-7570, or Odum Library's Reference Desk at 229-333-7149 for assistance, or check out the first link below!)

• • Working in Word with Headers, Footers, and Page Breaks
  • Page Numbering in Word (a YouTube help video)
  • Click here for component/formatting details, sample title, copyright, signature, fair use, abstract, and other pages!
  • Pages should be placed according to the following order:

Title Page 
Copyright Page
Signature Page
Fair Use and Duplication Release Form
Abstract (begin page numbering with this page with Roman numeral i )
Table of Contents
List of Figures or Illustrations (use if you have 3 or more figures) 
List of Tables (use if you have 3 or more tables) 
*Preface 
*Acknowledgments
*Dedication
Body of Text and Nontext Elements (Chapt 1 - begin numbering with page number 1 - bottom center) 
Endnotes/Footnotes/Text References
Bibliography/Reference List 
Appendix/Appendices
Items with asterisks (*) are optional.

• Note: Even if you use APA, APSA, MLA, or Chicago style the above components are necessary for the more formal document such as a thesis or dissertation. Some Graduate School requirements may supersede program styles.  Follow the latest version of APA for additional format guidance. Execptions to APA format may be use e.g. English may use MLA format, Biology may follow journal publication guidelines.
• Have you successfully defended your thesis or dissertation? If so, your committee chair will need to notify the Graduate School of this information in writing (send a memo or e-mail to the Graduate School).
• Using human or animal subjects in your research? Not sure if your are in need of IRB or IACUC oversight? Complete the Graduate Research IRB Oversight Determination Form or visit the Office of Sponsored Programs and Research Administration web site for more information.
• IRB or IACUC approval or exemption for your research: include a copy of your approval or exemption form in the appendices and mention the approval or exemption and reference the appendix in the methodology chapter. If no review was needed, include statement in thesis or dissertation that none was needed.
• For those that report results of research findings, there should be a space before and after each = , <, or > sign used in chapters and tables. When mentioning t tests: do not hyphenate if used as a noun (a sample t test was used to determine...); use a hyphen if used as an adjective (t-test analysis; or t-test results revealed...).
• Appendices: be sure to mention them in your chapters (see Appendix A, B, C, etc.), especially IRB or IACUC approval/exemption!  Include a cover sheet for each appendix.  The cover sheet's page number should be referenced in the Table of Contents.
• Signature page: be sure to submit ONE signed page when you submit your final draft to the Graduate School, or send the original via campus mail or email (or hand delivered to the Grad School). [To avoid having to "redo" signature pages, the associate to the dean would be happy to review your signature page before thesis or dissertation defense - just send as an attachment to gradreviewer@valdosta.edu.] 
• Graduate School Associate Provost Information: Please use the following information for the graduate associate provost's signature block:
  • On the left margin:  Associate Provost for Graduate Studies and Research
  • Under the signature line (single space):
• To avoid having to "redo" signature pages, the Graduate School would be happy to review your signature page before a thesis or dissertation defense-just send as an attachment to gradreviewer@valdosta.edu

IF STUDENTS CHOOSE TO HAVE COPIES BOUND, SEE INFORMATION BELOW:

Library Binding Fee Form (PDF format) This form must accompany copies to be bound when sent to the Acquisitions Office in Odum Library. Also, include a copy of the completed binding fee form with the hard copy submitted for review to the Graduate School. Please use the most recent edition (includes a line for student's 870 number).

OR

Students can now pay the binding fee ONLINE through VSU's online Marketplace - visit https://secure.touchnet.com/C20243_ustores/web/store_cat.jsp?CATID=30&STOREID=64&SINGLESTORE=true. 

If paying online, students still have to submit the completed library binding form and a copy of their online receipt to the Acquisitions Office.

Paper used for binding:  20lb copying paper (nothing too expensive!).  Print on one side only.

After the Graduate School reviews students' theses or dissertations, and changes (if any) are satisfactorily made, students are responsible obtaining signature pages.  Insert signature page behind copyright page.  Submit a copy in WORD to the Archives in Odum Library, by clicking on the V-text link below. Include a list of "tag" words in a separate file. Again, these last steps are the responsibility of the student. 

V-text Submission - Purpose: Valdosta State University Graduate students who have completed their thesis or dissertation are now required to place an electronic version of their work in V-text, an open access digital repository maintained by the Odum Library to collect, preserve, and distribute Valdosta State University's intellectual capital in ways not currently supported by traditional library and publication print models. Student's may access the Electronic Thesis & Dissertation Permission and Submission Form at V-Text Form.  If you have any questions or concerns about your submission or encounter errors in the submission process, please contact the V-text Management Committee at vtext-help@valdosta.edu.  You may also call the Archives at 229 333-7150. 

ProQuest Submission - Printable Guidelines