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Formatting Questions 

How did the University of Washington decide on the format found in the Style Manual for Theses and Dissertations?

As there are many variations in the formatting of a document, the university determined a style that was a fairly standard one to those used by other universities.  Most universities prefer consistency in style of all theses and dissertations regardless of the style typical in individual fields of study.  The requirements described in the style and policy manual have been established so theses and dissertations are presented in a form suitable for library cataloging and shelving.  The document takes its place in the library as a product of original thinking and research, and it is, therefore, designed to appear in form comparable to a published work.

I used a thesis/dissertation in the library as a pattern upon which to base my own document.  Why are you saying my document deviates from the Style and Policy Manual?

There have been occasional changes in the style requirements throughout the years.  Also, some departments do not require their copies to follow the official style manual.  Because of the deviation from the current approved style, students should NOT use existing library or departmental copies of theses/dissertations as examples of proper format.

Must the Chair of my Supervisory Committee also sign the signature page in the Reading Committee Section?

If the Chair is also on your Reading Committee, the Chair must sign twice.  Because of this, you must format a line in the Reading Committee section for your Chair to sign.

May I have my signature page signed by my committee before I have my thesis/dissertation looked at by the Thesis Adviser at the Graduate School?

It is best to have your entire document INCLUDING the signature page examined for adherence to the required style BEFORE you get your signatures and BEFORE you have your final copies made.  If there is a problem found you will be required to make corrections even if you have your signatures or have already made copies.

The Style Manual says the margin should be one inch.  How can the page number and first line of text be on the same line?

The margin we require at the top of the page is one inch.  The margin is the space without anything printed in it.  The page number would then be located below the one-inch mark.  Text would start at approximately one and one-half inches.

When I look at theses/dissertations at the library, the margins are less than the margins required in the Style and Policy Manual.  Why is this?

We require specific margins as the bindery clips off the edges of the manuscripts in the bindery process.  Because of this, the margins appear less in the bound version than in the unbound version.

I thought Acknowledgements and Dedication weren’t supposed to have page numbers.

They DO require page numbers.  They should be lower case Roman numerals centered at the bottom of the page one inch from the edge.  They do NOT get listed in the Table of Contents.

Do I drop the page numbers on the first page of each chapter?

No, all pages of the text should have a page number, INCLUDING page 1.

I don’t use the word “Chapter” for titles of my main sections.  Do I have to?

Major divisions are treated like “chapters” whether or not you call them “chapters”.

May I start new pages for subsections of my chapters?

No, only major divisions or chapters, Chapter Notes, End Notes, Bibliography, Appendices, and the Vita can start on new pages.  The only exceptions are when you break a page to keep a subsection title with its paragraph or to start a table or figure that will not fit into the remainder of the page.

Can citations be placed in parentheses in the text?

Yes, you can cite sources in that fashion.  However, you will still be required to have an alphabetical listing of all your sources at the end of your document as a “References”, “List of References”, “Bibliography”, or “Works Cited”.

What’s the difference between endnotes and references?

Endnotes are a listing of sources cited in the order in which they are mentioned in your document.  References (also can be called Works Cited or Bibliography) are an alphabetical listing of your sources located at the end of your text.  They are alphabetical to assist readers in finding a reference in which they are interested.

Table and Figure Questions 

What is the difference between a Table and a Figure?

A Table is information arranged in rows and columns.  Figures are usually items such as photos, drawings, maps, charts and graphs.

If I only have one figure or table, do I still need to make a list of figures or tables?

Yes, you do need to have the figure or table in the preliminary pages after your Table of Contents.

Why do you required captions to be at the top of the table and at the bottom of the figures?

The arrangement was based on the most commonly used method found in publications.  It also provides a consistency from document to document.

Does the font inside a table or figure have to be the same size and font as the caption?

No, although the font you use does have to be a clear and easily read.

General Questions 

Do I have to make an appointment to see a thesis adviser?

An appointment is required for final submission.

15-minute appointments are available for those submitting their thesis or dissertation and those with complicated documents needing extra assistance:  10:00-11:30 a.m. and 1:30-3:45 p.m.  To schedule an appointment:

Phone:   206/543-5900
E-Mail:  blueizs@grad.washington.edu
Schedule Appointment in Person with Receptionist:  G-1 Communications

Students submitting a document for a preliminary check, must bring a copy of their thesis or dissertation to the Graduate School Receptionist in G-1 Communications.  The Thesis Adviser will then go through your document to ensure all formatting requirements have been followed. 

You will be e-mailed or telephoned when your document is ready for you to pick up.  You may request your document be returned by mail if you have an on-campus address.  If you want your document returned by U.S. mail you will have to submit a self-addressed, stamped envelope with your thesis or dissertation.  If any corrections are required, you will be given an instruction sheet along with your document.

This process should take 1-2 days depending upon how close it is to the end of the quarter.  A longer time will be required the closer to deadline day as that is when most students submit their documents.

Walk-in evaluation and acceptance of theses and dissertations will only take place during Finals Week.

How do I get extra copies of my thesis?

You can take extra copies of your thesis to the Communications Building Copy Center, B-042 or Gerberding Hall Copy Center, B-36.  You pay for the copies at the copy center of your choice.  They will send your documents to the bindery for binding.

How do I get extra copies of my dissertation?

You can take extra copies of your dissertation to the Communications Building Copy Center, B-042 or Gerberding Hall Copy Center, B-36.  You pay for the copies at the copy center of your choice.  They will send your documents to the bindery for binding.

People with dissertations can also get extra copies from ProQuest Information and Learning by completing the order form in the “Publishing your Dissertation” booklet given to you at your defense.  You must send in the form directly to ProQuest with your payment.

Remember, however, if you order extra copies of dissertations from ProQuest Information and Learning, it will probably take longer to get your copies than if you order through a campus copy center.  Your dissertation will not be sent out from the Graduate School until one to two months after the end of the quarter due to time needed for proofing the graduation list and processing the shipment.  Any questions regarding your order should be directed to ProQuest Information and Learning at 800/521-0600, ext. 7020.

Do I have to give my department a copy of my thesis/dissertation?

Each department has different requirements, so check with your department to see if they require a copy.

Where do the two thesis/dissertation copies go?

They both go to the UW library system.  One copy is for circulation; the other is put in archives.

If I find an error after I submit my thesis/dissertation, can I bring in a correction?

After your thesis or dissertation has been submitted to the Graduate School, corrections will only be accepted under extremely limited circumstances.  A letter from the Chair of your committee will be required to approve the change.

Do I need to use special paper for my final copies?

No special paper is required.  Paper that is smooth and flat-surfaced is preferred. Most photocopy paper will be accepted.

Do I have to copyright my thesis/dissertation?

The University of Washington does not require students to copyright.  The choice is up to each individual.

What is the Microfilm Agreement Form?

It is the Doctoral Dissertation Agreement Form found in the 8 ˝” x 11” booklet entitled “Publishing Your Dissertation”.  The booklet is given to Ph.D. candidates at their defense.  The form is the fold-out sheet that must be completed giving ProQuest Information and Learning permission to microfilm your document, distribute your work upon request, and prepare copyright materials for you if you choose to copyright.  The Microfilm Agreement Form is sometimes confused with the “Quote Slip”, but they are two different items.  The “Quote Slip” is bound into your document while the Agreement Form is the form that gives your permission.

The Graduate School   G-1 Communications Building    Box 353770   Seattle  WA   98195   Phone: 206-543-5900   Copyright  2006