Thesis and Dissertation Guide
Updated on January 25, 2021
Congratulations on making it to these final steps of your degree! This guide provides information about formatting and submission of master’s theses and doctoral dissertations for GSAS programs. If you have any questions after reviewing this guide, please email Emily Wheeler at emilywheeler@brandeis.edu.
Please note: These guidelines do not apply to master’s papers. Students completing master’s papers should follow program procedures for formatting and submission. Students can discuss the option to publish in the Brandeis Library's ScholarWorks repository with their advisors, which is available by following the instructions for publishing master's papers on the Library website.
1. Sections of the Thesis/Dissertation
The following sections are required unless otherwise noted and should be included in this order. Each section should begin on a new page.
- Title Page
- Signature Page (dissertations only)
- Copyright Page
- Acknowledgments (optional)
- Abstract
- Preface (optional)
- Table of Contents
- Lists of Tables, Figures, Illustrations, Abbreviations, and/or Symbols (as needed, each starting on a new page)
- Main Body
- References
- Appendices
- Original Composition (Music Composition and Theory students only)*
Please follow the templates for the Title Page, Signature Page (dissertations only), Copyright Page, and Abstract for master’s theses and dissertations. The text and formatting included in the templates is standardized and should be included exactly as shown in the template. Where there are parentheses in the templates, insert the required information and delete the parentheses.
This formatting example displays how to format the required sections.
*A note for Music Composition and Theory dissertations: The title of your submission should include the name of the text of your work followed by “and an original composition, _________ for ________.” For example: “This Is the Title of My Dissertation; and an original composition, Composition for piano and violin”
2. Formatting Requirements
The following formatting requirements are required of all theses and dissertations submitted to GSAS and may differ from the requirements of your program or discipline. In addition, ProQuest has their own guidelines for preparing your manuscript and that you should review before submission, as well as this FAQ page that provides helpful information.
For any additional formatting issues outside of those listed here, please defer to the formatting guidelines for your discipline.
For students who would like to use LaTex to format their dissertation or thesis, you are welcome to use the package for theses and package for dissertations found on the CTAN website, which include the required GSAS formatting.
1. Font Type and Size
Use a consistent font throughout the document, including front matter, page numbers, and references. Times New Roman, Arial, Cambria, and Calibri are recommended fonts.
Use size 12 font throughout the document, including section titles and page numbers. Long quotations, bibliographic references, and notes can be size 10 or size 11.
Bold font may be used for section titles if preferred. Do not use bold or italicized font for any of the standardized text found in the templates.
2. Spacing
Follow the spacing used in the title page, signature page (dissertations only), copyright page, and abstract templates.
Otherwise, single space all long quotations, bibliographic references, legends, and notes. Double-space all remaining text.
Do not include any blank pages.
3. Margins
Use 1 inch margins on all sides of the page throughout the document.
4. Pagination
With regard to pagination, there are three different sections of your dissertation or thesis. Each of these three sections and their associated pagination requirements are described below.
a. Pages without page numbers displayed: Title Page, Signature Page (dissertation only), Copyright Page
These pages are still counted as the first pages of the document, but no page numbers are displayed.
b. Pages with lowercase Roman numeral page numbers displayed: Acknowledgments (optional); Abstract; Preface (optional); Table of Contents; Lists of Tables, Illustrations/Figures, Abbreviations, and/or Symbols (if needed)
These pages have lowercase Roman numeral page numbers displayed in the center of the bottom margin, beginning with “iii” for master’s theses and “iv” for dissertations.
All remaining pages have Arabic numeral page numbers displayed in the center of the bottom margin, beginning with page “1” on the first page of the main body and continuing through the remainder of your manuscript.
Please refer to this list of sections of the thesis or dissertation, which is in the order they should appear in your manuscript. The required pagination is listed for each section:
- Title Page: Page number not printed on the page, but it is still considered page i.
- Signature Page (Dissertations Only): Page number not printed on the page, but it is still considered page ii.
- Copyright page: Page number not printed on the page, but it is still considered page ii for master's theses and page iii for dissertations.
- Acknowledgments (Optional): Page number is printed on the page, if included, starting with page iii for master's theses or page iv for dissertations.
- Abstract: Page number is printed on the page. If no acknowledgments section was used, start printing page numbers here with page iii for master's theses and page iv for dissertations. If acknowledgments section was included, continue with printed Roman numerals here.
- Preface (Optional): Continue with Roman numerals, printed.
- Table of Contents: Continue with Roman numerals, printed.
- List of Tables (if needed): Continue with Roman numerals, printed.
- List of Illustrations/Figures (if needed): Continue with Roman numerals, printed.
- List of Abbreviations/Symbols (if needed): Continue with Roman numerals, printed.
- Introduction/Chapter 1: Start Arabic Numerals, beginning with page 1, printed on the page.
- Main Body, Bibliography, Appendices: Continue with Arabic numerals, printed.
Many students find pagination to be the most difficult part of the formatting. The different sections of pagination can be formatted entirely in Microsoft Word using section breaks. Microsoft's support page for starting page numbering on Page 3 will guide you through how to do this.
Another option is to create three Word documents for each section of pagination and then merge them into a single PDF. Please review the Adobe resource on creating merged PDFs for help with merging your documents.
All page numbers should be centered at the bottom of the page when the page is in portrait orientation. If you have any landscape pages in your thesis, the page number still needs to appear centered at the bottom of the page when in portrait orientation. Please review the GSAS Guide for Formatting Pagination for Landscape Pages in Word for help formatting these page numbers.
5. Standardized Language for Program/Department Name on the Title Page
When adding your program/department name to the title page, please refer to the table below to find the standardized phrasing for your program.
Department/Program | Department and/or Program Name for Dissertations and Theses |
---|---|
Ancient Greek and Roman Studies (MA) | Graduate Program in Ancient Greek and Roman Studies |
Anthropology (PhD) | Department of Anthropology |
Biochemistry (B/MS) | Department of Biochemistry |
Biochemistry and Biophysics (MS, PhD) | Graduate Program in Biochemistry & Biophysics |
Biology (B/MS) | Department of Biology |
Biotechnology (B/MS, MS, MS/MBA) | Graduate Program in Biotechnology |
Chemistry (BA/MA, MS, PhD) | Department of Chemistry |
Computer Science (PhD) | Department of Computer Science |
Computational Linguistics (B/MS, MS) |
Graduate Program in Computational Linguistics (line 1) |
English (PhD) | Department of English |
Genetic Counseling (MS) | Graduate Program in Genetic Counseling |
History (MA) | Department of History |
Hornstein: Jewish Professional Leadership (BA/MA) | Hornstein Jewish Professional Leadership Program |
Mathematics (PhD) | Department of Mathematics |
Molecular and Cell Biology (PhD) | Graduate Program in Molecular and Cell Biology |
Music Composition and Theory (MFA, PhD) | Department of Music, or Graduate Program in Music Composition and Theory |
Musicology (MFA, PhD) | Department of Music, or Graduate Program in Musicology |
Near Eastern and Judaic Studies (BA/MA, Joint BA/MA with WGSS, MA, Dual MA with Hornstein, Joint MAs with WGSS and COEX) | Department of Near Eastern and Judaic Studies |
Neuroscience (BS/MS, MS, PhD) | Interdepartmental Program in Neuroscience |
Physics (MS, PhD) | Department of Physics |
Politics (PhD) | Department of Politics |
Psychology (MA, PhD) | Department of Psychology |
Sociology (PhD, Joint PhD) | Department of Sociology |
3. Publication and Distribution
1. Electronic Publication
Following degree conferral, theses and dissertations submitted to GSAS are published electronically in the ProQuest database and the Brandeis Library ScholarWorks database. Both ProQuest and the Brandeis Library will require you to sign a publishing agreement at the time of submission.
2. Printed Copies of Dissertations and Theses
In addition to electronic publication, students have the option of ordering printed copies of your dissertation from ProQuest, either at the time of submission or after publication. ProQuest offers printing options for authors at a range of costs.
For doctoral students, GSAS will reimburse you for the cost of one 6 x 9 softbound printed copy of your dissertation. To request reimbursement, email a copy of your ProQuest receipt and your current mailing address to emilywheeler@brandeis.edu.
3. Copyright
Please note that the information provided here is intended as an informational resource for students and does not constitute legal advice. Students are encouraged to consult a lawyer as needed.
Copyright as it relates to master's theses and dissertations involves two issues: (1) use of copyrighted material in the thesis or dissertation, and (2) student's copyright of their published thesis or dissertation. The resource "Copyright and Your Dissertation: Ownership, Fair Use, and Your Rights and Responsibilities" by Kenneth Crews is a helpful for understanding some of the copyright issues involved in publishing your work.
Including Previously Published Work in Your Thesis or Dissertation
Part of preparing for publication is ensuring that you are not infringing on someone else's copyright by including material that is not your original work in your publication, including previously published works that you have authored. Examples of previously published works that may be included in a thesis or dissertation include photographs, music, figures from a published journal article, or inclusion of an entire journal article as a dissertation chapter.
Any material that is not your original work and that is included in your thesis or dissertation should either be: a) in the public domain, b) allowable under fair use, or c) permitted by the copyright holder. If you need to seek permission for use of copyrighted work, it is important to allow enough time to do so before you are ready to submit your manuscript. By submitting your thesis or dissertation and signing the publishing agreements, you are agreeing that a) your thesis or dissertation does not knowingly infringe upon any copyright and b) you take sole responsibility for any claims of copyright infringement related to your published work.
Please review ProQuest's UMI Copyright Guide for more information about including copyrighted works in your thesis or dissertation. Please note that ProQuest requires that you include a copy of your permission letter from the copyright holder allowing use of their copyrighted work in your thesis or dissertation with your submission. The Copyright Guide includes a sample permission letter that meets ProQuest's requirements, and we recommend including any permission letters for your thesis or dissertation as appendices.
Copyright of Your Thesis or Dissertation
Your published thesis or dissertation is automatically copyrighted, and ownership of that copyright is granted to you with no action required on your part. The publishing agreements that you sign at the time of submission permit publication, reproduction, and distribution of your thesis or dissertation but do not confer ownership of copyright in any way.
You do have the option of registering for copyright at any time during the life of the copyright, including at the time of submission to ProQuest. Registration of copyright is not required to grant you copyright of your work or to provide the protections of copyright, but registration does have additional advantages. Registration is offered by the U.S. Copyright Office in the Library of Congress, which provides more information about registration.
You have two options for registering copyright:
- You can request that ProQuest register for copyright on your behalf as part of the submission process. ProQuest will charge a fee for this optional service ($75, cost subject to change).
- You can file for copyright directly with the U.S. Copyright Office. There is a fee associated with this service ($45, cost subject to change).
Please see the Brandeis Library copyright guide for more information on copyright.
4. Open Access
Open Access publishing allows the public free access to published materials and encourages greater dissemination of your research. The submission process requires you to submit to ProQuest ETD, resulting in publication in the ProQuest database. Traditional Publishing in the ProQuest database is not Open Access and gives the author options of embargoing and restricting publication. For an additional fee, you also have the option of choosing Open Access publication in the ProQuest database; this option does not allow embargo or restriction of the published work.
As part of submission your dissertation or thesis will also be published in the Brandeis Scholarworks repository, which is Open Access. If you choose to embargo or restrict your submission in ProQuest, the embargo or restriction will be applied to publication in the Brandeis repository automatically.
5. Embargo
While Open Access publishing provides unrestricted access to your publication, there are some reasons why students may wish to limit access to their published thesis or dissertation. At the time of publication, you have the option to embargo your dissertation or thesis, which delays its release. There are varying reasons why embargo may be advantageous. Most often, the reasons for embargo are:
- Your work is based on data generated through research that will support other publications from people on your research team.
- You plan to apply for a patent based on research that is discussed in your dissertation or thesis.
- Your dissertation or thesis contains data or material that was generated pursuant to a grant or contract, and the dissertation or thesis is subject to review by the sponsor or grantor prior to publication.
- You are planning to publish all or part of your dissertation or thesis and know that publishers in your field consider open access electronic thesis/dissertations to be a prior publication.
- You are concerned about the confidentiality of information or data contained in your manuscript.
With an embargo, the title and abstract of your dissertation or thesis will still be published at the time of degree conferral, but the full text will remain restricted until the embargo is lifted. You have the option of choosing a 6 month, 1 year, or 2 year embargo of your work.
If you would like to request an embargo, please discuss this option with your advisor and program. The embargo that you choose as part of your ProQuest submission will transfer to the Brandeis Library repository.
With an embargo, the full text of your thesis or dissertation will not be visible but your metadata (i.e., name, title, abstract, etc.) will appear in the ProQuest database and the repository. To request embargo of your abstract, you must contact both GSAS and ProQuest directly. Please email Emily Wheeler at emilywheeler@brandeis.edu and ProQuest ETD at disspub@proquest.com.
Please review this ProQuest resource on embargoes and restrictions as well for helpful information to support your decision-making.
6. ORCID
During the submission process, you are required to add an ORCID identifier on the “Contact Information” page. ORCID (Open Researcher & Contributor ID) is an identifier that is unique to you, and allows any and all of your published scholarship to be linked regardless of changes in name, affiliation, language of publication, etc. If you have not already set up an ORCID, you will need to create one up at the time of submission. Your ORCID is free to create and will be displayed with your dissertation or thesis; you will then be able to use this ID to link to future publications as well.
To learn more, please visit the ORCID website.
4. Dissertation Submission Process
Step 1: Apply to Graduate By the Application Deadline
Submit your online Application for Degree, which is available on the Registrar’s website. The online application form is generally available within the first few weeks of the semester. If the application is not available when you are ready to submit your dissertation, please proceed with submission and complete the application once it becomes available.
A new application is necessary if you do not complete all requirements for the degree by the dates listed.
Step 2: Publicize Your Defense
At least 2 weeks before your defense date, complete the Dissertation Defense Calendar Submission form in order to publicize your defense on the GSAS calendar. Publicizing your defense is required.
Step 3: Bring Your Dissertation Defense Form to Your Defense
The PhD Dissertation Defense Form is available on the Registrar’s website. This form should be signed by your committee at the defense and returned to the Registrar’s Office.
If revisions are required, you will need to complete an additional form, the Report on PhD Revisions Form, which is also available on the Registrar’s website. This form must be submitted to the Registrar’s office by the doctoral candidate after the committee has accepted the revised dissertation.
Note: GSAS no longer requires you to submit a signed Signature Page in addition to the Defense Form. An unsigned Signature Page should still be included in the prefatory pages of the final, ready-for-publication dissertation, per the templates.
Step 4: Submit Your Dissertation — Don't wait until the last day!
1. Go to the ProQuest site to start your submission.
2. PQ publishing options:
- Select your preferred publication option; see the Publication and Distribution section of this guide for more information about options if you have questions.
- If desired, choose to delay release (embargo) your submission and then indicate the length of the delay. Read and agree to the ProQuest and Brandeis publishing agreements.
- Add your contact information here.
- When asked for your contact information, make sure to provide a current email address that you check often in order to prevent delays in the submission process. This is how you will be contacted about any formatting edits that need to be made and about the status of your publication.
- Link to or create your ORCID here.
- Under Future Services, we encourage you to select: “Yes, please let me know about ordering additional copies and other related services” in order to get updates about ordering printed copies of your submission.
- This page will ask you to provide your abstract, department, degree, degree date, advisor’s name, other committee members, and subject categories and keywords for your publication.
- Pay close attention to the title you enter on the Details page; the entered title needs to match your approved title exactly, including capitalization and punctuation.
6. Upload Supplemental files and add Notes if needed.
7. Register U.S. Copyright: You will have the option to register for copyright of your submission through ProQuest; please see the Publication and Distribution section of this guide for more information if you have questions.
8. Order Copies: You will have the option to order printed copies of your thesis as part of this submission process. You can also order printed copies anytime after your submission is published, typically within 4 to 6 weeks of degree conferral. GSAS will reimburse you for the cost of a printed softbound 6 x 9 copy of your dissertation if you wish. For reimbursement, email a copy of your ProQuest receipt and your mailing address to Emily Wheeler at emilywheeler@brandeis.edu.
9. Submit your submission. Your submission will now be available to GSAS staff for formatting review.
Step 5: Edit Formatting Through ProQuest
After you deposit your dissertation, you will receive a confirmation email from ProQuest. You will then receive another email requesting that you make formatting edits if any are needed. The email will include a link to upload a revised version of your dissertation. Once the revisions are complete, you’ll receive an additional email via ProQuest letting you know that your dissertation has been accepted by GSAS.
Step 6: Publication of Your Dissertation
Once degrees are conferred (on February 1st, Commencement Day, or August 31), your dissertation will be released for publication in the ProQuest database and the Brandeis University Library repository. You will receive emails notifying you that your dissertation was sent to ProQuest and at the time that it is published.
If you would like a printed softcover 6 x 9 copy of your dissertation, GSAS will reimburse you for the cost. To receive reimbursement, please order a printed softcover 6 x 9 copy of your dissertation through the ProQuest website, and then email Emily Wheeler at emilywheeler@brandeis.edu with a copy of the receipt and a forwarding mailing address. You may also purchase additional printed copies of your dissertation through the ProQuest site at your own cost.
Step 7: Complete GSAS Exit Survey and Survey of Earned Doctorates
The Office of Institutional Research will contact you with more information about completing these surveys.
5. Master's Thesis Submission Process
Step 1: Apply to Graduate Before or By the Application Deadline
Submit your online Application for Degree, which is available on the Registrar’s website.
A new application is necessary if you do not complete all requirements for the degree by the dates listed.
Step 2: Complete Your Master’s Thesis Acceptance Form
The master's thesis requirement will not be considered fulfilled, nor will the thesis be published, until the Certification of Master's Thesis Acceptance (PDF) form is submitted to GSAS. Complete this form and submit it by email no later than one day before your thesis submission deadline. Electronic signatures are acceptable. Please email the completed form to Emily Wheeler at emilywheeler@brandeis.edu and copy your thesis advisor and departmental administrator on the message.
Step 3: Submit Your Thesis — Don't wait until the last day!
1. Go to the ProQuest site to start your submission.
2. PQ publishing options:
- Select your preferred publication option; see the Publication and Distribution section of this guide for more information about options if you have questions.
- If desired, choose to delay release (embargo) your submission and then indicate the length of the delay. Read and agree to the ProQuest and Brandeis publishing agreements.
- Add your contact information here.
- When asked for your contact information, make sure to provide a current email address that you check often in order to prevent delays in the submission process. This is how you will be contacted about any formatting edits that need to be made and about the status of your publication.
- Link to or create your ORCID here.
- Under Future Services, we encourage you to select: “Yes, please let me know about ordering additional copies and other related services” in order to get updates about ordering printed copies of your submission.
- This page will ask you to provide your abstract, department, degree, degree date, advisor’s name, other committee members, and subject categories and keywords for your publication.
- Pay close attention to the title you enter on the Details page; the entered title needs to match your approved title exactly, including capitalization and punctuation.
5. PDF: Upload your final, approved thesis file to ProQuest. Be sure to review your manuscript carefully; while GSAS will review your dissertation for formatting, it is up to you to ensure that there are no content errors or typos. Make sure that your document file is in PDF format and complies with ProQuest’s requirements before you upload the file and submit.
6. Upload Supplemental files and add Notes if needed.
7. Register U.S. Copyright: You will have the option to register for copyright of your submission through ProQuest; please see the Publication and Distribution section of this guide for more information if you have questions.
8. Order Copies: You will have the option to order printed copies of your thesis as part of this submission process. If can also order printed copies anytime after your submission is published, typically within 4 to 6 weeks of degree conferral.
9. Submit your submission. Your submission will now be available to GSAS staff for formatting review.
Step 4: Edit Formatting Through ProQuest
After you submit your thesis, you will receive a confirmation email from ProQuest. You will then receive another email requesting that you make formatting edits if any are needed. The email will include a link for uploading a revised version of your thesis. Once any required revisions are complete, you’ll receive a final email from ProQuest letting you know that your thesis has been accepted by GSAS.
Step 5: Publication of Your Thesis
Once degrees are conferred (on February 1st, Commencement Day, or August 31st), your thesis will be released for publication in the ProQuest database and the Brandeis Library ScholarWorks repository. You will receive an email from ProQuest confirming publication.
6. Bachelor’s/Master’s Thesis Submission Process
Students in the Biology, Biochemistry, and Neuroscience bachelor’s/master’s programs should follow the formatting guidelines outlined in this guide and submit their thesis as follows:
Step 1: Complete Your Master’s Thesis Acceptance Form
The master's thesis requirement will not be considered fulfilled, nor will the thesis be published, until the Certification of Master's Thesis Acceptance (PDF) form is submitted to GSAS. Complete this form and submit it by email no later than one day before your thesis submission deadline. Electronic signatures are acceptable. Please email the completed form to Emily Wheeler at emilywheeler@brandeis.edu and copy your thesis advisor and departmental administrator on the message.
Step 2: Submit Your Thesis — Don't wait until the last day!
1. Go to the ProQuest site to start your submission.
2. PQ publishing options:
- Select your preferred publication option; see the Publication and Distribution section of this guide for more information about options if you have questions.
- If desired, choose to delay release (embargo) your submission and then indicate the length of the delay. Read and agree to the ProQuest and Brandeis publishing agreements.
- Add your contact information here.
- When asked for your contact information, make sure to provide a current email address that you check often in order to prevent delays in the submission process. This is how you will be contacted about any formatting edits that need to be made and about the status of your publication.
- Link to or create your ORCID here.
- Under Future Services, we encourage you to select: “Yes, please let me know about ordering additional copies and other related services” in order to get updates about ordering printed copies of your submission.
- This page will ask you to provide your abstract, department, degree, degree date, advisor’s name, other committee members, and subject categories and keywords for your publication.
- Pay close attention to the title you enter on the Details page; the entered title needs to match your approved title exactly, including capitalization and punctuation.
5. PDF: Upload your final, approved thesis file to ProQuest. Be sure to review your manuscript carefully; while GSAS will review your dissertation for formatting, it is up to you to ensure that there are no content errors or typos. Make sure that your document file is in PDF format and complies with ProQuest’s requirements before you upload the file and submit.
6. Upload Supplemental files and add Notes if needed.
7. Register U.S. Copyright: You will have the option to register for copyright of your submission through ProQuest; please see the Publication and Distribution section of this guide for more information if you have questions.
8. Order Copies: You will have the option to order printed copies of your thesis as part of this submission process. If can also order printed copies anytime after your submission is published, typically within 4 to 6 weeks of degree conferral.
9. Submit your submission. Your submission will now be available to GSAS staff for formatting review.
Step 3: Edit Formatting Through ProQuest
After you submit your thesis, you will receive a confirmation email from ProQuest. You will then receive another email requesting that you make formatting edits if any are needed. The email will include a link for uploading a revised version of your thesis. Once any required revisions are complete, you’ll receive a final email from ProQuest letting you know that your thesis has been accepted by GSAS.
Step 4: Publication of Your Thesis
Once degrees are conferred (on February 1st, Commencement Day, or August 31st), your thesis will be released for publication in the ProQuest database and the Brandeis Library ScholarWorks repository. You will receive an email from ProQuest confirming publication.
7. Key Dates for Submission, 2020-2021
Date | Detail |
---|---|
Friday, Oct. 30, 2020 | Last day for February graduate degree candidates (final and continuing master's and Ph.D.) to file Application for Degree. See application for details. |
Friday, Dec. 4, 2020 | Final day for February PhD candidates to defend dissertations. |
Tuesday, Jan. 12, 2021 | Deadline for submission of Certification of Master's Thesis Acceptance Form. |
Wednesday, Jan. 13, 2021 | Final day for February graduate degree candidates to electronically deposit their dissertations or theses. |
Monday, Feb. 1, 2021 | February degrees conferred. |
Monday, Mar. 1, 2021 | Last day for May graduate degree candidates (final and continuing master's and PhD) to file Application for Degree. See application for details. |
Thursday, Mar. 25, 2021 | Final day for May PhD candidates to defend dissertations. |
Tuesday, Apr. 20, 2021 | Deadline for submission of Certification of Master's Thesis Acceptance Form. |
Wednesday, Apr. 21, 2021 | Final day for May graduate degree candidates to electronically deposit their dissertations or theses. |
Sunday, May 23, 2021 | May degrees conferred at Commencement. |
Friday, Jun. 18, 2021 | Last day for August graduate degree candidates (final and continuing Master’s and PhD) to file Application for Degree. See application for details. |
Friday, Jul. 23, 2021 | Final day for August PhD candidates to defend dissertations. |
Wednesday, Aug. 4, 2021 | Deadline for submission of Certification of Master's Thesis Acceptance Form. |
Thursday, Aug. 5, 2021 | Final day for August graduate degree candidates to electronically deposit their dissertations or theses. |
Tuesday, Aug. 31, 2021 | August degrees conferred. |