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 dissertation/thesis.
a. Style Requirements
The dissertation/thesis 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 there are Chinese, Japanese, and/or Korean sources, this citation guide from Yale is a good resource.
b. Required Copy of the Dissertation/Thesis & 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 library archival and circulation. The final dissertation/thesis 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 firstname.lastname@example.org 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. A final PDF copy of the dissertation/thesis must also be submitted to ProQuest/UMI publishing, see Part C below. Then, submit all physical materials with the following form filled out as the coverpage of your submission packet:
- UWest Dissertation/Thesis Binding Application Form (copy requirement updated 6/19/2019, price updated 3/18/2021)
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 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 for a fee, including the option to publish in 'Open Access*,' to order extra prints, or to register for copyright protection.
First, please read the following publishing guidelines to understand the details of the submission process: Preparing your manuscript for submission (including supplemental files), Subject categories, and 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). 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 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 printed out for binding. However, do not include pages with actual signatures. Rather, use a non-signed version (see Appendix template) 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 an extended embargo has been requested and and approved, submit the form to the library and add a note beneath the embargo section of the Online Submission to ProQuest. The submission will be reviewed before it is sent to ProQuest for publication. Students may be notified via email to revise certain areas. Students who wish to add certain options that require payment will need to provide credit card information to ProQuest.
Students may also submit their work in Open Access* to the UWest Institutional Repository by completing this form.
*The two major differences between choosing ProQuest 'Open Access' and/or publishing in Open Access in the UWest Institutional Repository is (1) the access points to the dissertation/thesis and (2) 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 the dissertation/thesis among other academic resources. However, both ProQuest Open Access theses/dissertations and repository works will be discoverable by major search engines such as Google and Yahoo. In addition, with the repository, the dissertation/thesis with be indexed and showcased along with the works of other UWest graduates.
The hosting cost for in ProQuest is $95 (subject to change). The 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. The fee for this service is $75 (effective 3/1/2020, 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 the copyright page even if they do not officially register their copyright.
e. Official Name Used in the Dissertation/Thesis
Degree candidates must present their full name in the dissertation/thesis as it is officially recorded at the Registrar's Office. Contact the Registrar's Office at email@example.com (contact form) to verify and/or change. A dharma or clergy name may be added and parenthesized () after their full name.