The following guidelines presented by the Academic Policy and Curriculum Committee establish a university-wide standard of quality and legibility for the preparation of a thesis/dissertation.
a. Style Requirements
Thesis/dissertation must adhere to the format requirements in effect at the time of submission. The style for footnotes, bibliographies, tables, chapter headings, etc. is determined by individual departments. Students will need to consult with their advisors regarding departmental formatting requirements and review procedures. It is the dissertation/thesis advisor's responsibility to see that the manuscripts are edited for spelling, grammar, organization, stylistic consistency, correct sequence of pages, and agreement between the table of contents and the contents of the manuscript. Students may also reference guides here, and if you have Chinese, Japanese, and/or Korean sources, this citation guide from Yale is a good resource.
b. Required Copies of the Theses/Dissertations & Binding Fee
Students must submit one loose-leaf copy for binding to the library. With your submission, you acknowledge that your dissertation/thesis metadata (title, author, abstract, etc.) will be listed in the library catalog and the institutional repository for reference purposes and the bound copy will be made available for circulation. The final thesis/dissertation must be shown to the library for formatting check before printing onto the final cotton paper. Send the finalized document in MS Word or PDF format to email@example.com and allot at least 2 weeks time for this formatting check process. Note that the approval page may be signed by the committee before the formatting check, but it should be printed on the same cotton paper and follow the established template as provided in the appendix. You will also need to submit a final PDF copy of the dissertation/thesis to ProQuest/UMI publishing, see Part C below. Then, submit all physical materials with the following form filled out:
The option to bind additional copies for the graduate's personal collection is available, see the form above for details. The library will not facilitate the purchase of additional copies after this submission. Please refer to ProQuest or ask the library for a reference to a local bindery if you would like to obtain bound copies after the submission process.
c. Required ProQuest/UMI Publishing Electronic Submission
The Proquest UMI service enables people to find and obtain access to dissertations and theses published through their service by placing abstracts and citations in major online indices. Students will be enriching the subject of their dissertation by participating in this program--other researchers can search and purchase/download your dissertation/thesis.
There are different publishing options available; details are available in the online submission website below. We require that you minimally submit your work with the 'Traditional' publishing option--there are no charges associated with this option. You may request to publish with optional features, including the option to publish in 'Open Access'* ($95), to order extra prints (varies), or to register for copyright protection ($55).
First, please read the following publishing guidelines to understand the details of the submission process (files update 8/5/2014): Preparing your manuscript for submission (including supplemental files), Subject categories, Embargoes & restrictions (to select an embargo of more than 2 years, please fill out the extended embargo form and obtain the approval of your committee chair and department chair), and Third-party Discovery & Access. All guides and and additional FAQs (how to create PDFs with embedded fonts) are all available here: Resources & Guides. Where ProQuest guidelines differ from the library guidelines, please contact us to confirm the difference before making changes to the electronic version of your manuscript. (Note that left margins should stay at 1.5 inches for both print copies and electronic versions to maintain consistent page numbers).
Students should read the above guidelines for document specifications and details before submitting their work. Deviations from the specifications required will delay the publication process. The electronic version should be the same as the version you've printed out for binding. However, do not include actual signatures. Rather, use a non-signed version that still contains your and your advisors' names and/or dates typed out to match the written versions. This is to prevent the digital release of signatures and forgeries. Note that this means prints ordered from ProQuest will not contain actual signatures as they will print from the electronic submission.
Students will need to create an account at the following website and submit their work electronically:
If you requested and have been approved for extended embargo, add a note beneath that section and the embargo date will be manually entered.
Your submission will be reviewed before it is sent to ProQuest for publication. You may be notified via email to revise certain areas. If you wish to add certain options that require payment, you will need to provide credit card information to ProQuest.
* The two major differences between choosing ProQuest 'Open Access' and/or publishing in open access in the UWest institutional repository is the access points to your work and the hosting cost: ProQuest academic databases are frequently used by students and researchers as sources of scholarly literature. By publishing in open access in the ProQuest ecosystem, it may be easier for others to find and directly download your work among other academic resources. However, both ProQuest 'Open Access' theses/dissertations and those made available via the UWest institutional repository will be discoverable by major search engines such as Google and Yahoo. In addition, with the UWest institutional repository, your work with be indexed and showcased along with the works of other UWest graduates.The hosting cost for 'Open Access' in ProQuest is $95 (rate as listed on 6/5/2019). The UWest institutional repository does not charge for hosting.
d. Copyright Registration
- Students who wish to officially register their copyright may do so by contacting the U.S. Copyright Office for forms and procedures. The address is Library of Congress, Copyright Office, Washington, D.C., 20599.
- ProQuest can act as an agent in registering for copyright. It is an option available in the online submission process. Again the fee for this service is $55.00 (subject to change), which covers the cost of the copyright registration and the submission of two microfilm copies to the Library of Congress.
- Students should include a copyright legend © in one of the first pages of their dissertation even if they do not officially register their copyright.
e. Official Name Used in the Thesis/Dissertation
Degree candidates must present their full name in the thesis/dissertation as it is officially recorded at the Registrar's Office. This official name must be the same one used in all other required official graduation forms. A dharma or clergy name may be added and parenthesized after the official name.