Print Formats

Abbreviated Title
Binding
Illustrations and Charts
Non-Conforming
Pagination
Paper
Patent
Photographs
Reproduction
Signature Page
Spacing & Margins
Submission Process
Supplementary Materials
Unacceptable
UMI

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

This section focuses on formats generally applicable to paper (printed) documents. The paper format requirements in this section are listed for use with printed and bound documents, and applies 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 and desirable for personal use. For electronic format information, go to Electronic Formats page.

Paper

White, acid free, 20 pound paper (most paper manufactured today has acid free content).

White bond paper with 25% or higher rag content is recommended.

8 ½ inches x 11 inches in size.

Erasable bond, recycled, or perforated paper are unacceptable.

Reproduction

Copies of theses and dissertations must be printed on only one side of the paper, except when the facing-page format is used (see Illustrations and Charts section for pagination details).

Either two original copies or the original and first copy must be presented to the University Libraries.

Paper and electronic copies presented must be clean, clear, and uniform, with high contrast print resolution.

You should use a computer and applicable software to produce theses and dissertations where possible.

Keep in mind that because of duplicating and microfilming needs, the print must be letter quality with dark black characters that are consistently clear and dense.

The preferred typeface includes 10 to 12 characters per horizontal inch.

The preferred number of lines is 6 (single-spaced) or 3 (double-spaced) text lines per vertical inch.

If necessary, different typefaces may be used within tables, figures, and appendices. Non-standard typefaces, such as script, are generally not acceptable except for commonly accepted symbols.

Unacceptable:

Dot matrix print, unless prior approval is obtained from the University Libraries.

Overstrikes, interlineations, cross outs, defective lines from paste-ups, dots and shading in the background, smudges and smears, careless erasures, and white-out.

Use of photo-mounting corners, staples, or transparent tape, or other non-archival material.

Spacing and Margins

All straight text is to be double spaced, but single-space long tables, long quotations, footnotes, multi-line captions, computer programming, and bibliographical entries.

All pages must have a minimum margin of 1 inch on all sides of the page.

A left margin of 1.5 inches (binding offset) is also acceptable, if you and your committee desire.

The placement of the footnotes at the bottom of the page or at the end of the manuscript is optional but must be consistent throughout. A form acceptable for publications in the discipline is recommended.

All footnotes must conform to the margin requirements.

All tables and figures should conform to the margin requirements. Photographic reduction may be necessary. Not more than 3 to 5% reduction is suggested to prevent indistinct print quality.

A subheading at the bottom of the page must have at least two full lines of type below it. Otherwise, the subheading should begin on the next page.

The last word on any page should not be hyphenated. The line should be short of the margin and the whole word typed on the following page.

Page Numbering Format

Each and every page in a thesis or dissertation, including all blank pages, must be assigned a number with no duplications in the numbering system.

The preliminaries (table of contents, list of tables, etc.) must be numbered with lower case Roman numerals (iii, iv, v, etc.). The numbers should appear in the upper right-hand corner or as indicated by your style manual, 0.75 inches from the edge of the page.

The title page counts as page i, but the number should not appear.

The abstract page counts as page ii, but the number should not appear.

The remainder of the text (body) must be numbered consecutively in Arabic numerals, starting with Chapter One or the Introduction. Numbering must begin with page "1" centered at the top or bottom of the page, or as indicated by your style manual, within the 1 inch margin (0.75 inches from the edge of the page).

Avoid the use of letter suffixes as 10a, 10b, etc.

For multi-volume theses or dissertations, the maximum advisable size for a binding unit is 2.5 inches in thickness (approximately 550 pages). Beyond this size, you must separate the manuscript into volumes.

Multiple volumes should be identified as Volume I, II, or Volume 1, 2, etc.

Page numbering may either follow consecutively or begin again with Arabic 1.

Multiple volumes should each contain a title page.

All preliminary pages should remain in the first volume.

Non-Conforming Theses and Dissertations

The University Libraries does accept theses or dissertations that are musical compositions, artistic works, etc., which require printed pages that exceed the previously designated size limits or electronic formats of with multimedia, etc. applications. 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 and the University Libraries before final production.

Illustrations and Charts

All illustrations and charts must be drawn in dark, opaque ink and be of sufficient size to be readable. Remember that microfilming and duplicating are black and white photographic processes and colors will appear in varying shades of gray. Thus, cross-hatching and labels are essential.

If a title or description of an illustration or graph is too long to be placed on the same page, it should be placed on the previous page.

Photocopies, computer scans and reduced text must be readable when reproduced.

Wide tables or figures may be placed broadside, (landscape orientation). The table should be placed so that the top of the table is nearest the binding side (left margin). The placement of the table or figure, vertical or horizontal, does not alter the position of the page numbering requirements set forth in this guide.

Some disciplines prefer the title or description to face the illustration or graph, which is called the facing- page format. If this is done, be sure to number the blank side of the page, but do not number the description side of the page.

Oversize pages complicate duplicating procedures and should be avoided. Often a different layout or the use of photographic reduction will resolve the problem.

If oversized maps or charts are used, they should be folded as few times as possible, but in such a way as to give 0.25 inches minimum clearance on the front right-hand edge of book.

Maps or charts inserted in a pocket of the inside back cover must be folded to a size not larger than 6.5 inches x 10.5 inches.

A binding pocket should be included before the manuscript is presented to the binder.

Photographs

Photographs 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 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.

Digital reproductions (computer scan) or other color photo-duplication methods often produce more desirable results than mounted photographs.

Photographs smaller than 8 ½ inches x 11 inches must be firmly affixed to pages with Kodak (or equivalent) Dry Mounting Tissue, rubber cement, or professional spray mounting, to ensure permanent adhesion. Photographs which are 8 ½ inches x 11 inches in dimension may be inserted and numbered like a regular page.

Dissertations: If color must be used, it is suggested that you submit one copy in color (for library patron use), and one copy in black and white (for microfilming and archives).

Supplementary Materials

Software (i.e., floppy disk, CD-ROM, etc.) or other unbound materials (i.e., maps, realia, etc.) must be clearly labeled with author and title information.

The material should be placed in an envelope or other appropriate pocket, no larger than 6.5 inches x 9.5 inches, one per copy.

Master's Theses Only: The pocket should be firmly affixed to the inside back cover of the bound copies.

The University Libraries will provide information about the acceptability of illustrative material if given the opportunity to examine it before submission of the manuscript.

Patent Pending

If a U.S. patent is pending on a thesis or dissertation manuscript, the submission must be accompanied by a Patent Pending Letter. The University Libraries will secure the documents from public access; paper submissions will remain in the Wise Library vault until further written notice (a release authorization) is received from the author.

Submission Process

If an ETD exemption has been granted, you must present your thesis (bound) or dissertation (unbound), required forms, and payment (dissertations only) to the University Libraries. Exemptions are granted only in rare instances.

ProQuest (formerly UMI) Publishing Services

Whereas West Virginia University requires doctoral students to participate in the UMI Abstract and Microfilming Services, WVU does not require master's students to do so. In other words, the master's thesis abstract, microfilming, and copyright application to UMI is independent of the library submission process, whereas the doctoral dissertation application is not.

Students should follow the ETD Exempt submission indications found in the Submission Checklist page.

Dissertations Only: The cost of publishing the abstract and microfilming and binding the dissertation is $55.00 (subject to change). This is payable by cash, certified check, or money order to West Virginia University Libraries. This fee must be presented to the University Libraries at the time of delivery of the two copies of the dissertation.

Theses Only: If you wish to take advantage of the UMI abstract service, see the explanation in the section above, and see Publishing Your Master's Thesis; however, the master's student is responsible for his or her own submission, independent of the library submission process.

Signature Page
Both copies of a thesis or dissertation presented to the University Libraries must have original signatures of committee members on the approval page. Reproductions are not acceptable. It may appear at the end of the manuscript or in the preliminary pages, following the abstract, at the discretion of your committee.

The signature page should include the title, the student's name, the manuscript type (thesis or dissertation), the degree being conferred (Ph.D., M.A., M.S., etc.), the degree-granting institution, and the words "APROVAL OF EXAMINING COMMITTEE". Below this, the names of the student's committee members must be typed below his or her signature with the chairperson listed last and so identified.

A sample signature page is provided.

Abbreviated Title

Dissertations Only: In cases where the title is excessively long, you must provide the University Libraries with an abbreviated title of not more than 55 spaces (i.e., a maximum of 55 printed characters and spaces between words) which will be printed on the spine of the bound copies (see the sample Abbreviated Title).

Binding

ETD Exempt Thesis Submissions and Complimentary Copies of Theses or Dissertations:

Theses that have been approved for ETD Exemption are submitted to the University Libraries in bound form. The following regulations for the bookbinder apply, regardless of which bindery you choose.

Black Pryolin Impregnated Buckram or binding board not less that 0.068 inches thick.

Flat stitching with wire on manuscripts less than 0.75 inches and flat sewing on manuscripts more than 0.75 inches.

The word "Thesis" or "Dissertation", the Title of the Work, and the Author's Name embossed in gold letters along the length of the spine running from top to bottom.

Recommended Book Binders

Arrow Graphics & Printing offers photocopying and soft cover binding services. Contact information: 89 Keener St, Westover, WV 26501 | (304) 292-4202.

Copies Copies Copies offers photocopying (color and black & white) and soft cover binding services. Contact information: 548 Beechurst Ave, Morgantown, WV 26505 | (304) 292-6710.

Custom Pack N Ship offers photocopying and soft cover binding services. Contact information: 720 Powell Ave, Morgantown, WV 26505 | (304) 292-7225.

Heckman Bindery(N. Manchester, Indiana) offers personal binding services by mail order. The University Libraries have used their services for contract binding in past years. They offer a variety of durable, customized and professional bindery services. Binding covers are available in standard pyrolin impregnated buckram as well as fine leather, in a variety of colors.

ICI Binding (Akron, Ohio) offers personal binding services by mail order. The University Libraries currently use their services for contract binding. They offer a variety of durable, customized and professional bindery services. Binding covers are available in standard pyrolin impregnated buckram covers in a variety of colors.

Mail & More offers photocopying and soft cover binding services. Contact information: 306 Venture Dr. (Glenmark Center), Morgantown, WV 26508 | (304) 291-6245.

Mail Boxes Etc. offers photocopying and soft cover binding services. Contact information: 364 Patteson Dr., Morgantown, WV 26505 | (304) 599-0001.

Morgantown Printing and Binding offers services such as color and black and white photocopying, printing and hard-cover binding with gold lettering on the spine. This format is acceptable to the University Libraries (for ETD exemptions) and is also the type of binding traditionally used for complimentary copy distribution. Contact information: 915 Greenbag Road, P.O. Box 850, Morgantown WV 26508 | (304) 292-3368.

NextPrint offers photocopying and soft cover binding services. Contact information: 3109 University Ave, Morgantown, WV 26505 | (304) 598-8060.

Office Depot offers photocopying and soft cover binding services. Contact information: 725 Chestnut Ridge Rd., Morgantown, WV 26505 | (304) 598-7899

Pronto Print offers photocopying and soft-cover binding services. Contact information: 2995 University Ave. Morgantown WV 26505 | (304) 599-6066 or wvcopies@hotmail.com.

UMI (Proquest) offers hard and soft-cover bound formats via their pre-publication discount order form included in the UMI Master's Thesis or Doctoral Dissertation Agreement Form. Reproductions are produced from a black and white microfilm master so copies are limited to black and white only. If you want to include a traditional committee signature sheet, you must provide a copy with the order form. If you are using this service, completed order forms should be included with the agreement form submitted to the University Libraries.

WVU Printing Services offers printing, reproduction and soft and hard cover binding services to the University community. Special binding options such as cover-lettering may require additional time to complete. Contact information: (304) 269-6366 or wvprint@mail.wvu.edu.

Revised 27 November, 2006