Steps for Completing Your Master’s Thesis Presented by The Office of Graduate Studies and Research Alena Filip Thesis and IRB Coordinator

Steps for Completing Steps for Completing Your Master’s ThesisYour Master’s ThesisPresented by Presented by The Office of Graduate The Office of Graduate Studies and ResearchStudies and Research

Alena FilipAlena FilipThesis and IRB CoordinatorThesis and IRB Coordinator

Culminating Experience Culminating Experience Plan A or Plan CPlan A or Plan C

Both plans require that students Both plans require that students submit a manuscript following the submit a manuscript following the SJSU Thesis Guidelines to GS&R to GS&R for approval and publication.for approval and publication.

Outline of PresentationOutline of Presentation

The life cycle of your thesisThe life cycle of your thesis

Submitting your thesis to GS&RSubmitting your thesis to GS&R

Common errorsCommon errors

PublicationPublication

Where to get helpWhere to get help

The Life Cycle of Your The Life Cycle of Your ThesisThesis

Who is involved?Who is involved? You!You! Your departmentYour department

Graduate Admissions and Program Evaluations (GAPE)

Graduate Studies and Research (GS&R)

The MLK / SJSU Library ProQuest / UMI

The Life Cycle of Your The Life Cycle of Your ThesisThesisStage 1 – you’re thinking about doing a Stage 1 – you’re thinking about doing a thesisthesis Need to be a classified graduate Need to be a classified graduate

student, advanced to candidacy, student, advanced to candidacy, will apply for graduation the will apply for graduation the semester in which you submit semester in which you submit your thesis to GS&R, and will your thesis to GS&R, and will enroll in the thesis 299 units (enroll in the thesis 299 units (GAPE))

Get approval for research that Get approval for research that involves human subjects or involves human subjects or animals animals before before conducting your conducting your research and collecting any data…research and collecting any data…

Research Involving Human Subjects or Research Involving Human Subjects or AnimalsAnimals

SJSU Institutional Animal Care and Use Committee (IACUC)

SJSU Institutional Review Board (IRB)

Any kind of research where Any kind of research where data is sought from human data is sought from human participants. This may include participants. This may include surveys, interviews, surveys, interviews, evaluations, observations, or evaluations, observations, or the analysis of private records.the analysis of private records.


Stage 2 – selecting your thesis Stage 2 – selecting your thesis committeecommittee University policy: a minimum of three University policy: a minimum of three

people, two of which must be faculty people, two of which must be faculty at SJSU. The thesis chair mustat SJSU. The thesis chair must be a be a tenured or tenure-track SJSU professor. tenured or tenure-track SJSU professor.

Departments may have more stringent Departments may have more stringent requirements.requirements.

Determine the availability and level of Determine the availability and level of commitment of each committee commitment of each committee member and plan accordingly.member and plan accordingly.


Stage 3 – evaluation of your Stage 3 – evaluation of your thesisthesis

Don’t forget to file the Application for Award ofDon’t forget to file the Application for Award of

Master’s Degree (GAPE) and enroll in 299 units!Master’s Degree (GAPE) and enroll in 299 units!

Discipline specific requirements and quality of Discipline specific requirements and quality of writingwriting

(thesis committee – department guidelines)(thesis committee – department guidelines)

Thesis defense /oral presentationThesis defense /oral presentation

University requirements and quality of writing University requirements and quality of writing

(GS&R – most (GS&R – most currentcurrent SJSU thesis guidelines) SJSU thesis guidelines)


Stage 4 – graduationStage 4 – graduationDepartment assigns credit for 299 course and Department assigns credit for 299 course and submits culminating experience memo to GAPE.submits culminating experience memo to GAPE.

You upload a digital version of your GS&R-approved You upload a digital version of your GS&R-approved thesis to the online ETD administratorthesis to the online ETD administrator

GS&R notifies GAPE that the thesis process is GS&R notifies GAPE that the thesis process is completecomplete

GAPE checks that you have fulfilled all other GAPE checks that you have fulfilled all other graduation requirements graduation requirements

You graduate!You graduate!


Stage 5 – publicationStage 5 – publication

GS&R sends approved theses in a batch to GS&R sends approved theses in a batch to ProQuestProQuest

ProQuest publishes your thesis following the ProQuest publishes your thesis following the publishing option you selected and fulfills any publishing option you selected and fulfills any

optional services that you orderedoptional services that you ordered

ProQuest sends your thesis to the MLK/SJSU libraryProQuest sends your thesis to the MLK/SJSU library

The MLK Library catalogs your thesis and makes it The MLK Library catalogs your thesis and makes it available following the licensing option you available following the licensing option you

selectedselected

Submitting Your Thesis to Submitting Your Thesis to GS&RGS&R

Thesis submission is by email Thesis submission is by email only only [email protected]

READ THE READ THE INITIAL SUBMISSION CHECKLIST

ANDAND

PROOFREAD YOUR THESIS!!!PROOFREAD YOUR THESIS!!!

Submitting Your Thesis to Submitting Your Thesis to GS&RGS&R Technical requirementsTechnical requirementsThesis itself:Thesis itself:OneOne PDF document PDF document (saved as last name_first (saved as last name_first name_thesis.pdf)name_thesis.pdf)

Embed fontsEmbed fonts(for help see: (for help see: http://www.etdadmin.com/cgi-bin/main/createpdf?siteId=150#pdf9))

No password protection, and security No password protection, and security settings allow for printingsettings allow for printingReview resulting PDF Review resulting PDF

Other documents:Other documents:Each should be in PDF; you may need Each should be in PDF; you may need to use a scannerto use a scanner


Required documentsRequired documents

1. Thesis Information Packet::(scanned as (scanned as oneone PDF saved as last name_first name_packet.pdf) PDF saved as last name_first name_packet.pdf)

2.2. IRB or IACUC approval letter, if IRB or IACUC approval letter, if applicableapplicable

(saved as last name_first name_irb or iacuc.pdf)(saved as last name_first name_irb or iacuc.pdf)

3.3. Link to your style manual, journal Link to your style manual, journal format, or department guidelines format, or department guidelines if you if you DID NOTDID NOT use APA, MLA, use APA, MLA, Turabian, Chicago, IEEETurabian, Chicago, IEEE

Submitting Your Thesis to Submitting Your Thesis to GS&RGS&RRequired documents: copyright Required documents: copyright permissionspermissions

4.4. Copyright permissions, if applicableCopyright permissions, if applicable(scanned into (scanned into oneone PDF saved as last name_first name_permissions.pdf) PDF saved as last name_first name_permissions.pdf)

– You must get permission to You must get permission to reproduce any copyrighted reproduce any copyrighted material (e.g., tables, figures, material (e.g., tables, figures, graphs, photographs, or extensive graphs, photographs, or extensive portions of someone else’s work)portions of someone else’s work)

– Use our sample permission letter Use our sample permission letter for use of copyrighted materialfor use of copyrighted material

Submitting Your Thesis to Submitting Your Thesis to GS&RGS&RRequired documents: supplementary filesRequired documents: supplementary files

5.5. Any additional supplementary Any additional supplementary files: files:

multimedia files, audio or video multimedia files, audio or video recordings, oversized maps, etc.recordings, oversized maps, etc.

(saved as last name_first name_supplementary)(saved as last name_first name_supplementary)

– Can be any file type, but keep Can be any file type, but keep in mind accessibilityin mind accessibility

– Include a description in the Include a description in the body of your submission emailbody of your submission email


Email rulesEmail rules

[email protected]@sjsu.eduOneOne email with all attachments email with all attachmentsNo last minute editsNo last minute editsSend questions to Alena Filip, not to the Send questions to Alena Filip, not to the thesis submission email addressthesis submission email addressGS&R is not an editing service. There GS&R is not an editing service. There will be no pre-official submission editing will be no pre-official submission editing or review. Thesis coordinator will not or review. Thesis coordinator will not preview your submission to make sure it preview your submission to make sure it is “ok”is “ok”


DeadlinesDeadlines

Are posted on the GS&R website:Are posted on the GS&R website:

- Submitting to GS&R for review- Submitting to GS&R for review

- Submitting to ProQuest for publication- Submitting to ProQuest for publication Can submit up to one month in advanceCan submit up to one month in advance Must be received by 5pm of the Must be received by 5pm of the

deadline datedeadline date Keep your automated confirmation Keep your automated confirmation

email and allow at least a month for email and allow at least a month for reviewreview

Are finalAre final


Review outcomeReview outcome

The thesis coordinator will email you The thesis coordinator will email you about a month about a month afterafter the deadline the deadline regardless if you submitted early.regardless if you submitted early.

Approved or approved with corrections: Approved or approved with corrections: Upload to ETD administrator Upload to ETD administrator

Not approved: reapply for graduation Not approved: reapply for graduation with GAPE, have your thesis committee with GAPE, have your thesis committee review the thesis again, and re-submit review the thesis again, and re-submit the following semester with a new the following semester with a new Thesis Information PacketThesis Information Packet

Common ErrorsCommon Errors1 – Writing errors1 – Writing errors

Incorrect use of commas is a common Incorrect use of commas is a common error, however run-on sentences are error, however run-on sentences are the most common type of error, as this the most common type of error, as this sentence demonstrates.sentence demonstrates.

Problems with subject-verb agreementProblems with subject-verb agreement Incorrect shifts in tenseIncorrect shifts in tense Incorrect use of punctuationIncorrect use of punctuation Confusing sentence structureConfusing sentence structure Confusion between i.e., e.g., and etc.Confusion between i.e., e.g., and etc.

Common ErrorsCommon Errors2 – Inconsistencies with…2 – Inconsistencies with…

CapitalizationCapitalization

This Shows the Correct Use of Title Case.This Shows the Correct Use of Title Case.

This shows the correct use of sentence case.This shows the correct use of sentence case. Format of headings and subheadingsFormat of headings and subheadings

A First Order Heading in APAA First Order Heading in APA

A Second Order Heading in APAA Second Order Heading in APA

A third order heading in APA. A third order heading in APA. Start text Start text on same line. Blah, blah…end of paragraph.on same line. Blah, blah…end of paragraph.

Another First Order Heading in APAAnother First Order Heading in APA Use of punctuationUse of punctuation Format of reference sectionFormat of reference section

Common ErrorsCommon Errors3 – Formatting errors3 – Formatting errors

MarginsMarginsLeft = 1.5”, Right = 1”, Top and Bottom = Left = 1.5”, Right = 1”, Top and Bottom = 1.25”1.25”

PaginationPagination Front materialFront material Extensive gapsExtensive gaps- Do you see how right justification - Do you see how right justification

cre-cre-ates spaces between words and ates spaces between words and

unnecessary hyphens?unnecessary hyphens?

Common ErrorsCommon Errors4 – Cluttered presentation4 – Cluttered presentation

Tables and figures containing data Tables and figures containing data discussed in the thesis should appear within discussed in the thesis should appear within the thesis (not part of the appendix) and the thesis (not part of the appendix) and should be referenced prior to appearance.should be referenced prior to appearance.

Blurry tables or figures; illegible textBlurry tables or figures; illegible text Inappropriate use of colorInappropriate use of color

Titles for tables appear Titles for tables appear aboveabove each table. each table. Tiles for figures appear Tiles for figures appear belowbelow each figure. each figure.

Example of Text and TableExample of Text and Table

Manual Page Display FormatManual Page Display Format

Understanding a manual page requires some “inside” information. If you know Understanding a manual page requires some “inside” information. If you know

what to expect, and what order to expect it in, then finding that information becomes a what to expect, and what order to expect it in, then finding that information becomes a

palatable task. Otherwise, it will seem impossible. Every manual page adheres to a similar palatable task. Otherwise, it will seem impossible. Every manual page adheres to a similar

format, as shown below. Not every field will be found in every manual page, and not always format, as shown below. Not every field will be found in every manual page, and not always

in the same order. However, Table 3 shows the standard manual page headings and their in the same order. However, Table 3 shows the standard manual page headings and their

contents.contents.

Table 3. Manual page entry heading (modified from Hodges, 1995).Table 3. Manual page entry heading (modified from Hodges, 1995).

Example of Text and FigureExample of Text and Figure(Computer Code)(Computer Code)

Each program we have presented has consisted of a function called main that called Each program we have presented has consisted of a function called main that called

standard library functions to accomplish its tasks. Now consider how programmers write their own standard library functions to accomplish its tasks. Now consider how programmers write their own

customized customized

functions. Consider a program with a user-defined function square that calculates the square of the functions. Consider a program with a user-defined function square that calculates the square of the

integers integers

from I to 10 (Figure 3).from I to 10 (Figure 3).

Fig. 3.3: fig03 03.cgDFig. 3.3: fig03 03.cgD 2 // Creating and using a programmer-defined function2 // Creating and using a programmer-defined function 3 #include <iostresm.h>3 #include <iostresm.h> 44 5 int square( int5 int square( int function prototypefunction prototype 66 7 int main() 87 int main() 8 {{ 99 for ( int x = 1; x <= 10; x++ )for ( int x = 1; x <= 10; x++ ) 1010 Gout < < square( x ) < < 11Gout < < square( x ) < < 11 1212 cout << endl;cout << endl; 1313 return 0; 14return 0; 14}} 1515 16 // Function definition16 // Function definition 17 int square( int y )17 int square( int y ) 1818 {{ ; 19; 19 return y * y;return y * y; 20 }20 }

Figure 3. Creating and using a programmer- defined function (modified from Hodges, 1995).Figure 3. Creating and using a programmer- defined function (modified from Hodges, 1995).

Example of Text and FigureExample of Text and Figure(Graphic)(Graphic)

Bivariate scatter plots are used for comparing the scatter or clustering of points given two dimensions. They Bivariate scatter plots are used for comparing the scatter or clustering of points given two dimensions. They

can be used to develop regression lines or to incorporate three dimensions (Figure 10-5). can be used to develop regression lines or to incorporate three dimensions (Figure 10-5).

Figure 10-5. Use of multidimensional scaling on benthic data to ascertain stream Figure 10-5. Use of multidimensional scaling on benthic data to ascertain stream classification classification (reprinted with permission from Barbour et al., 1996). (reprinted with permission from Barbour et al., 1996).

The first and second axes refer to the dimensions of combinations of data used to measureThe first and second axes refer to the dimensions of combinations of data used to measure similaritysimilarity..

Common ErrorsCommon Errors5 – Unclear organization5 – Unclear organization

Embedded journal articles: still need to Embedded journal articles: still need to provide an introduction to the thesis itself, provide an introduction to the thesis itself, outlining how the work is structured, and outlining how the work is structured, and summarizing what is discussed in each summarizing what is discussed in each articlearticle

Each section of the thesis should be Each section of the thesis should be unique unique

Thesis guidelines override any style Thesis guidelines override any style specific formatting or instructionsspecific formatting or instructions

Submitting Your Thesis for Submitting Your Thesis for PublicationPublicationThe Online SJSU ETD AdministratorThe Online SJSU ETD Administrator(Electronic Theses and (Electronic Theses and Dissertations)Dissertations) http://www.etdadmin.com/sjsuhttp://www.etdadmin.com/sjsu(Once approved do (Once approved do notnot email your thesis back to email your thesis back to

GS&R)GS&R)

Follow Final Submission ChecklistFollow Final Submission Checklist

Technical requirements:Technical requirements: Same as initial submission BUT use ETD Same as initial submission BUT use ETD

PDF converter toolPDF converter tool File size of PDF and any supplementary File size of PDF and any supplementary

documents shouldn’t be greater than documents shouldn’t be greater than 100MB100MB

Submitting Your Thesis for Submitting Your Thesis for PublicationPublicationThe Online SJSU ETD AdministratorThe Online SJSU ETD Administrator(Electronic Theses and (Electronic Theses and Dissertations)Dissertations)Student process:Student process:Create an accountCreate an accountSelect a publishing optionSelect a publishing optionUpload PDF thesisUpload PDF thesisOptional services (e.g., ordering personal Optional services (e.g., ordering personal copies, copyright registration)copies, copyright registration)

GS&R process:GS&R process:Check that corrections were made; request Check that corrections were made; request additional correctionsadditional correctionsDeliver PDF to ProQuest and to SJSU/MLK Deliver PDF to ProQuest and to SJSU/MLK LibraryLibrary

Submitting Your Thesis for Submitting Your Thesis for PublicationPublicationPublishing optionsPublishing options

ProQuest Publishing AgreementProQuest Publishing AgreementEmbedded into ETD processEmbedded into ETD processNon-exclusiveNon-exclusiveTraditional (commercial distribution) vs. open Traditional (commercial distribution) vs. open accessaccessEmbargo optionsEmbargo options

SJSU License AgreementSJSU License AgreementSubmitted with Thesis Information PacketSubmitted with Thesis Information PacketNon-exclusiveNon-exclusiveSJSU access only vs. open accessSJSU access only vs. open accessOne embargo optionOne embargo option

Distribution of GS&R Approved

ThesisViaETD

MLK LibraryEducational /

Non-commercial DistributionSJSU License Agreement

(non-exclusive)

Student selects between:

ProQuest/UMIPossible

Commercial DistributionPublishing Agreement

(non-exclusive)

Student selects between:

Traditional Publishing(commercial distribution)

FreeOptional services(personal copies)

Embargo options available

Open Access(free world wide access)

$150Optional services(personal copies)

Embargo options available

Restricted Access (SJSU only; default)

FreeNo bound copies

Embargo option available

Open Access(world wide web)

FreeNo bound copies

Embargo option available

Where to Get HelpWhere to Get HelpOffice of Graduate Studies and Office of Graduate Studies and

ResearchResearch

WebWebhttp://www.sjsu.edu/gradstudies/thesis/http://www.sjsu.edu/gradstudies/thesis/

Thesis ContactThesis ContactAlena Filip – Thesis and IRB CoordinatorAlena Filip – Thesis and IRB Coordinator

[email protected]@sjsu.edu

(408) 924-2479(408) 924-2479

Thesis Submission AddressThesis Submission [email protected]@sjsu.edu

LocationLocationAdministration Building (ADM) – Room 223Administration Building (ADM) – Room 223

Mon-Fri 9-12 and 1:30-4Mon-Fri 9-12 and 1:30-4

Where to Get HelpWhere to Get HelpGraduate Admissions and Program Graduate Admissions and Program

EvaluationsEvaluations

University level program requirementsUniversity level program requirements Steps for completing your master’s degreeSteps for completing your master’s degree Candidacy and graduation applicationsCandidacy and graduation applications

WebWebhttp://www.sjsu.edu/gape/index.htmhttp://www.sjsu.edu/gape/index.htm

ContactContactFind email address for evaluator assigned to your Find email address for evaluator assigned to your

department onlinedepartment online

LocationLocationStudent Services Center (SSC)Student Services Center (SSC)

Where to Get HelpWhere to Get HelpThe SJSU Writing CenterThe SJSU Writing Center

Individual tutoring sessionsIndividual tutoring sessions WorkshopsWorkshops Documentation stylesDocumentation styles

WebWebhttp://www.sjsu.edu/writingcenter/http://www.sjsu.edu/writingcenter/

LocationLocationClark Hall – Room 126Clark Hall – Room 126

Where to Get HelpWhere to Get HelpProQuest Information and Learning / ProQuest Information and Learning /

UMI UMI and Copyright Informationand Copyright InformationProQuest Dissertations and Theses ProQuest Dissertations and Theses http://il.proquest.com/products_umi/dissertations/http://il.proquest.com/products_umi/dissertations/

1-800-521-06001-800-521-0600

ETD Administrator Resources and GuidelinesETD Administrator Resources and Guidelines(Managed by GS&R with support from ProQuest/UMI)(Managed by GS&R with support from ProQuest/UMI)

http://www.etdadmin.com/cgi-bin/main/resources?http://www.etdadmin.com/cgi-bin/main/resources?siteId=150siteId=150

Copyright Law and Graduate ResearchCopyright Law and Graduate Researchhttp://www.umi.com/products_umi/dissertations/http://www.umi.com/products_umi/dissertations/

copyright/copyright/

US Copyright OfficeUS Copyright Officehttp://www.copyright.gov/http://www.copyright.gov/

Documents

Steps for Completing Your Master’s Thesis Presented by The Office of Graduate Studies and Research Alena Filip Thesis and IRB Coordinator