Electronic Format Requirements

Acceptable File Types
Color vs. B/W
ETD File Types
Format Exceptions
Introduction
LaTex
Multimedia
Quality of Graphics & Scanning
Technical Assistance

As of August 15, 1998, WVU requires the electronic submission of all theses and dissertations (ETDs).

This section focuses on formats generally applicable to electronic documents. The Print Format requirements in this guide are listed for use with printed and bound documents, which apply only to individuals granted an ETD exemption, (granted only in rare instances) or to bound copies which may be required by many departments and/or committee members as well as for personal use.

Electronic File Types Required

Front Matter

The preliminaries (title page, abstract, table of contents, list of tables, etc.) must be presented in the portable document file (pdf) format. The front matter material may be reproduced in more creative fashion within the body using an alternate format if desired.

Body Matter

Material in the body must be accessible from a commonly used public domain platform or format (i.e. can be viewed in a Web browser).
- For most students, we recommend using the Adobe Acrobat (pdf) format for a variety of reasons. The Acrobat Reader software, used to view and print these files, is freely available, works with Web browsers, and has become a de-facto standard over the years.
- HTML or other formats are permitted, however, pagination structure, formatting and archiving become more problematic. We suggest that pdf equivalent file(s) be produced to accompany the HTML or other file(s) in order to help resolve this problem.
- Electronic formats used should provide the capability of uniform page numbering assignment as well as consistent screen and print output, regardless of platform.
- This is important in order to help classify and describe the document, which will aid in cataloging and dealing with printed copies. Because of this, we recommend the portable document file (PDF) format. This format can provide consistent reproduction in a variety of formats, print or electronic, HTML can not.

Back Matter and Appendices Format

Material in the back matter such as appendices or other supplementary material may contain more specialized, platform dependent files, if you think they will be useful to fellow researchers (i.e. data sets or output files). Often, this can be represented in ASCII format. Where at all possible, try to use public domain platforms out of consideration for ease-of-use and preservation.

Acceptable File Formats for WVU ETDs

Thesis

(front matter / preliminaries)

Thesis

(body)

PDF (preferred)
HTML

Text

(supplementary files)

ASCII (.txt)
SGML

-- Note: We recommend Unicode for non-Roman characters.

Images

PDF (.pdf)

-- use Type I PostScript fonts
JPEG (.jpg)
CompuServe GIF (.gif)
TIFF following version 6.0 or later, including CCITT G4 (.tif)
CGM Computer Graphics Metafile (.cgm)
PhotoCD

-- Note: We recommend a minimum of 600 dpi resolution for images of pages with text.
Adobe Photoshop (.ppd)
Post Script (.eps)
PowerPoint (.ppt)

Video

MPEG (i.e., MPEG-1, MPEG-2) (.mpg)
QuickTime - Apple (.mov)
Audio Video Interleaved - Microsoft (.avi)
Streaming video applications

Audio

MPEG-2
MP3
CD-DA
CD-ROM/XA (A or B or C)
AIF (.aif)
SND (.snd)
Streaming audio applications
WAV (.wav)
MIDI (.midi)
- Can be used with Finale software to reproduce score

Authoring

Authorware
Director (MMM, PICS)

Special

Spreadsheet - Excel (.xls)
AutoCAD (.dxf)
ArcView (GIS)

Referring

"handles" as URNs (URLs don't last very long)
ISBN, ISSN

Multimedia Objects

Multimedia object types include tables, complex equations, graphs, diagrams, digital pictures, digital video, digital audio, virtual reality, data sets and even computer software that you have developed.

For your convenience and to inspire you, we have compiled a Survey of WVU multimedia ETDs. Please contact the WVU Office of Information Technology for specialized assistance with multimedia projects.

Simple objects

Most simple objects like tables, graphs, and diagrams can be embedded in your ETD using your word processor.

Put the object at the point of reference or ``float'' it to the top or bottom of the page or to the top of the next page.
Center the object between the left and right margins of the page.
Directly below the object for figures and above for tables, center the type and number according to its position in the chapter (e.g., in Chapter 5 we may have Table 5.1, Table 5.2, and Figures 5.1, 5.2, and 5.3).
Give the object a concise, descriptive title.

For example:

Figure 1.4. Example Multimedia Object (GIF, 1k)

Complex objects

More complex multimedia objects, however, require special treatment. They either do not fit naturally on a page or the file size is too large to fit reasonably within a document. For complex objects, do the following:

Place the type and number of the object along with its concise, descriptive title, centered on a line by itself. In parentheses, include the media encoding (e.g., JPEG) and file size (e.g., 1.5 Megabytes).
See instructions below on how to connect object titles using the PDF link feature.
Be sure to submit each multimedia object file you have linked when you submit your PDF file.

Note that many complex multimedia object types have a simple object version (often called "thumbnail") that is a reduction of the picture or one frame of video. If possible, we recommend that you include this reduction in the main document along with a PDF link to the complex object.

Multimedia Submissions: If you are using a multiple directory structure to accommodate interactive multiple file submissions, you will need to zip the entire set of directories and respective files before submitting online. You can access the zip freeware from the following links:
- WinZip (for PC platform)
- ZipIt (for MAC platform)

For help preparing multimedia objects, please see what the Office of Information Technology has to offer.

Information on Using LaTex

A guide to LaTex Use(Virginia Tech)
The not so short introduction to LaTeX2e(pdf - Oetiker, Partl, Hyna and Schlegl)
Using LaTex to Create PDF Documents(University of Akron)
LaTex and PDF (College of the Redwoods)
LaTeX-to-pdf How-To ( Ringlord Technologies Publications)
Correctly Converting Latex to PDF (Georgia Tech)
Using TrueType fonts with TeX and pdfTeX (Damir Rakityansky)
Getting Good PDF from LaTex (General Atomics, Inc.)
LaTex Information Page (Yale University - IPAG)

Quality of Graphics & Scanning:

Poor quality image scans are unacceptable: If in doubt, prior approval should be obtained from the University Libraries. Assistance with scanning technique is available from the Office of Information Technology.
Digital reproductions of images (computer scans & screen shots) should be sufficiently legible when zoomed in on the screen (pdf format) and or produce legible laser print copies at 600 dpi. The committee and student may decide the necessary level of detail, so long as the above indications are met.
Poor quality screen fonts and/or images are unacceptable, usually produced by improper document conversion. Consult the Office of Information Technology to resolve.
Form signatures (IRB, etc.): When scanning for inclusion in an ETD document, be sure to obscure any signatures that appear on the page. This can be done by covering part of the signature with a piece of a sticky note prior to scanning. Signatures may also be obscured in the Adobe pdf file using the "Pencil Tool".

Color vs. Black and White

Images and illustrative text in a thesis or dissertation may be in black and white or color. Keep in mind that maximum clarity for microfilming and duplicating is attained when there is good black and white or color palette contrast.
Color photographs should be used when they are essential for understanding the methods or results of the research.
If color photographs are used, appropriate labels must be provided to assist the readers of reproduced copies.

Format Exceptions

The University Libraries does accept proposals for theses or dissertations that are artistic works, musical compositions, etc., which require elements that may exceed the established limits for electronic formats and multimedia applications herein indicated. However, any proposed non-conforming thesis or dissertation must be approved by your college/school or department and then by the WVU ETD Task Force as well as the University Libraries before final production.

Revised 29-Jan-2008