F.A.Q.

2. When may I submit my manuscript for review?

Your manuscript may be submitted after you have defended, satisfied the requirements of your committee, and obtained their signatures.

3. May I submit after deadline day and graduate in that semester?

No, the deadline day is an absolute deadline. Students who do not submit their manuscripts on or before that day will not be able to graduate in that semester.

4. What if I have a committee member who is unavailable to sign the approval form?

You may obtain an "Absentee Committee Member" form from our office and have it signed by your chair (or department head) and yourself. This will allow you to submit the thesis for review. You will need to get the signature of the missing member by the last day to "clear" the Thesis Office. (See question 19 below for an exception.)

5. May I submit the approval form without the signature of the head of my department?

Either the department head or an authorized signer must sign the signature page. Check with the Thesis Office for the list of authorized signers for your department.

6. May I make changes after my manuscript is submitted?

No. Only those corrections required by the Thesis Office may be made after the manuscript is submitted.

7. What if I have unusual format questions or I am unsure about the format I am using?

Come by, phone or email us well in advance of deadlines to work through any potential difficulties. We are here to help you!

8. How long will it take for the Thesis Office to review the manuscript?

Early in the semester we usually have the list of corrections ready within five working days. If you submit during the week before deadline week, the review will take two weeks; during deadline week, it may take up to three weeks. You will have at least one week to make corrections.

9. What is required before I can be cleared by the Thesis Office?

You must have (1) registered in the semester graduating. (2) applied for graduation. (3) paid the graduation fee. (4) paid the processing fee.

10. What if there is previously published material in my manuscript?

If any material in your manuscript has been published, you must obtain a letter from the publisher giving you permission to use the work. sample request letter and instructions.

11. When will I get a paper copy of my manuscript?

Never. The university stores documents digitally. Documents from previous semesters may be downloaded and printed from the digital repository. See "Binding Information For Personal Copies" in the Handouts section.

12. Can I have a chair and a co-chair?

No, you either have one chair or two co-chairs.

13. The head of my department is on my committee. How many times does he/she sign?

The department head must sign twice--once as a member and once as the head of the department.

14. I have a substitute coming to my defense. Should he/she sign the approval form?

No, the substitute is not a permanent member of your committee and does not sign the "Approval of Written Thesis" form.

15. I have replaced a committee member. Who should sign the "Approval of the Written Thesis" Form?

The new committee member is a permanent member of your committee and must sign the "Approval of Written Thesis" form. The replaced member does not sign the page.

16. I just defended last week. When must I submit my thesis and signed "Approval of the Written Thesis" form to the Thesis Office?

The student has one year after the final defense to clear the Thesis Office. Plan to submit the document and the signed form at least a month before that date.

17. Does the electronic thesis (PDF) include an "Approval of Written Thesis" form?

Yes, the PDF file will include an "Approval of Written Thesis" form. However, this page will have a different look. It will be a listing of the committee and department head and will not include signatures.

18. My chair is on sabbatical. Can someone else sign the "Approval of Written Thesis" form?

No, the chair must sign for him/herself. The Thesis Office has a form that can be signed by the chair and faxed to the Thesis Office for initial submittal purposes. The Approval Page MUST HAVE the original signature of the chair for final clearance.

19. What if I have a committee member who is in Qatar and not able to sign my approval form at the final defense?

The Thesis Office will accept a faxed signature from this absent committee member. Since this signature will be the ONLY signature that may be faxed, this member's signature needs to be the first signature obtained on the form. After the absent committee member faxes back the approval form, the remainder of the committee will place their original signatures on the faxed approval form.

20. What is a journal model?

The student must select a journal to be used as a style guide in writing the thesis. The journal must be a respected, scholarly journal, well known in the major field. Whenever there are differences in format and layout between the specifications of the Thesis Manual and the journal model, the Thesis Manual overrules the journal. Some examples of format common in journals but not allowed in theses are: large and small capital letters for headings and subheadings, figure captions beside the figures, text in double columns and text beside figures.

Follow the journal for:

• Location of table titles (above or below table)
• Location of figure titles (above or below figure)
• Format and content of the Reference section