PROCESSING YOUR THESIS

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PROCESSING YOUR THESIS
Electronic Thesis and Dissertation
(ETD)
Thesis Processors Office of the Dean of
Research Naval Postgraduate School March 2011
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Thesis Processors

• Pam Silva
• psilva_at_nps.edu
• Halligan Hall, Room 236
• 656-2762
• Janice Rivera
• jlrivera_at_nps.edu
• Halligan Hall, Room 232
• 656-2155
• Sue Hawthorne
• Halligan Hall, Room 232
• sjhawtho_at_nps.edu
• 656-2159

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Thesis Reviewers

• Janis Higginbotham
• Halligan Hall, Room 234
• jchiggin_at_nps.edu
• 656-3031
• Donna Cuadrez
• Halligan Hall, Room 234
• dlcuadre_at_nps.edu
• 656-3033
• Donna and Janis will be reviewing theses and
  finalizing your PDF and Special Abstract, in
  addition to Pam, Janice and Sue. Pam, Janice or
  Sue will sign your green card when process is
  complete.

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Important Dates

• Graduation Friday, 25 March 2011
• Last day for acceptance of final, approved
  thesis Friday, 1 April 2011
• E-MAIL YOUR SHAREPOINT URL TO THE THESIS
  PROCESSOR EARLY FOR INITIAL REVIEW

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What is SharePoint?

• SharePoint Services, a component of Windows
  Server 2007, is a web-based collaboration tool
  that allows information sharing and document
  collaboration. Help files about graphics,
  MathType and Word in relation to your thesis are
  linked from your personal SharePoint site.
• SharePoint training is available for all students
  and advisors who will be using SharePoint. ITACS
  provides the training and support.

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SharePoint Announcement

• All March resident graduates must use SharePoint
  to submit their theses to the Thesis Processor
  for review. Students will receive their
  SharePoint URLs via e-mail. This site is your
  thesis workspace.

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Electronic Thesis and Dissertation (ETD) website

• PROCESSING OF THESES, DISSERTATIONS, MBA PROJECT
  REPORTS AND JOINT APPLIED PROJECTS
• http//www.nps.edu/research/research1.html
• Site includes
• Templates, ETD Process, Forms, Lab information
  Help with MS Word and Template.
• NPS Research Site
• http//www.nps.edu/Research/index.html
• Quick Links
• Link to Thesis Processing site

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Student submits thesis to advisor for review
(hard copy or SharePoint URL). Check with Advisor
for preference
Student attends ETD workshop
Student begins typing thesis in Word and uploads
to SharePoint or can Access Word in SharePoint
to Begin typing thesis
Student completes thesis and submits final
version to advisor(s)/ 2nd reader(s). (Hard
copy Or SharePoint URL)
Student and Advisor agree on thesis topic
Student e-mails SharePoint URL to Thesis Draft
for preliminary format review
Student incorporates changes into thesis
Student delivers signed Signature Page, signed
Thesis Release Form and Color Print Request
(if needed) to the Thesis Office and
receives Green Card

• Student
• E-mail SharePoint URL for final Word version to
• Processor for final review before converting to
• PDF. Complete thesis Release Form
• Obtain Signatures on Signature Page
• Thesis Release Form
• Prepare a separate document in Word for
• Special Abstract with e-mail addresses of
• the distribution list in WORD
• Color Page Print Request (if needed)

Thesis Office notifies student via e-mail
that thesis was approved
Thesis Office clears thesis
Student e-mails his/her Processor when final
thesis (PDF) Special Abstract (in Word with
e-mail Addresses) are ready for review in
SharePoint
END
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SharePoint Submission Process(Unclassified
Theses)

• E-mail your SharePoint URL to Thesis Processor at
  thesisdraft_at_nps.edu. E-mail link is also on your
  SharePoint site.
• You will be assigned a reviewer, who will remain
  your POC in getting your green card. Thesis will
  be reviewed, and you will be notified by e-mail
  within two days that you may access your thesis
  in SharePoint. It will have corrections and
  comments in Track Changes.
• Student makes corrections recommended by Thesis
  Processor.

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SharePoint Submission (cont.)

• When editing is completed, you will be instructed
  convert final thesis into one PDF file.
• Print PDF version of thesis and provide to
  advisor (if advisor requests). The Thesis
  Processor does NOT want a hard copy of your
  thesis!
• Download and complete Thesis Release Form. (This
  form provides general info on thesis, its release
  to the Internet, distribution statement, and
  applicable technology areas related to thesis).
• Print the Signature Page from your thesis.

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SharePoint Submission (cont.)

• Obtain signatures on Thesis Release Form and
  Signature Page.
• In Word, create Special Abstract and save as
  separate file. Upload to Sharepoint.
• Prepare Color Page Print Request (optional).
• Thesis office does not want a hard copy of
  thesis, only Release Form and Signature Page.

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SharePoint Submission (cont.)

• When the PDF version of your thesis is approved,
  and your Special Abstract is uploaded to
  Sharepoint, you will be instructed via e-mail to
  bring signed original Signature Page, original
  signed Thesis Release Form, and Color Page Print
  Request (if needed) to Thesis Processor.
• Receive GREEN CARD.

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Distribution of Your Thesis

• The e-mail addresses in your Special Abstract
  will be used to send your abstract and link to
  your thesis. If your thesis is not approved for
  public release, the PDF will be sent as an
  attachment to those on your distribution list.

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Archiving Your Thesis

• Two printed copies of your thesis will be
  archived in the NPS Library (these will be the
  only copies printed by NPS).
• If approved for Internet release
• The PDF version of your thesis will be
  catalogued by the NPS Library and made available
  on the WWW.
• The Defense Technical Information Center will
  also catalog your thesis.

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Converting Thesis to PDF

• Directions for conversion from Word 2003, XP and
  Word 2007 are available on the ETD website.
• www.nps.edu/research/research1.html.
• Conversion to PDF will be easier if you
• Use Word 2003, XP or Word 2007
• Use MathType for calculations and formulas.
• Use PNG vs. TIF for images to keep file smaller.

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E-mailing Your SharePoint URL toThesis Processors

• E-mail SharePoint URL for thesis draft review to
• thesisdraft_at_nps.edu
• E-mail SharePoint URL for thesis final review
  when you have completed your thesis (PDF) and
  Special Abstract in Word to
• thesisfinal_at_nps.edu if Pam was your reviewer
• jlrivera_at_nps.edu if Janice was your reviewer
• sjhawtho_at_nps.edu if Sue was your reviewer
• dlcuadre_at_nps.edu if Donna was your reviewer
• jchiggin_at_nps.edu if Janis was your reviewer
• E-mail early to avoid the rush.

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Typing Your Thesis

• If you do not use Template
• USE ACCEPTABLE FORMAT (Acceptable format is
  available on thesis office website).
• When changing computers, you must set up Word as
  instructed in your handouts, or you might lose
  your formatting. Consult us if using a Mac. See
  us for the LaTex template.
• If you use the Template (recommended)
• Remember, the Template is a Style Guide.
• You must know how to use the Template to avoid
  problems.
• Attend the Thesis Template Workshop.

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Typing Your Thesis (cont.)

• Be consistent in format
• Page set up
• Margins top/bottom are 1
• left/right are 1.25
• Line spacing of text 1.5 spacing
• Footer should be set at 1
• Fonts
• 12 point Arial, New Times Roman, or Courier.

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Typing Your Thesis (cont.)

• Headings
• Consistent in spacing from text throughout
  thesis consistent in font size
• Sections
• Major sections (signature page, abstract, table
  of contents, list of figures/tables, chapters,
  appendices, list of references, distribution
  list) begin on ODD page.
• List of Referencesif a website, put the month,
  day, and year you last accessed the site.

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Typing Your Thesis (cont.)

• Page Numbering
• Number all pages of your thesis except the Cover
  Page and blank page behind Cover Page.
• Front material is numbered with small roman
  numerals ( i, ii, iii).
• Body is numbered with Arabic numbers (1, 2, 3).
• Numbering of pages includes your appendix.
• Numbers are placed one inch from bottom.

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Typing Your Thesis (cont.)

• Section Dividers
• When a section ends on an odd page, a blank page
  must be inserted to allow for the following
  section to begin on an odd page.
• Type THIS PAGE INTENTIONALLY LEFT BLANK on
  section dividers at 4 inches on the left ruler.
• Table of Contents
• Make sure it matches the body of your thesis.
  This will be done for you if you use the template.

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Distribution List in Thesis

• The Initial Distribution List is the last page of
  your thesis. It must include the following
• 1. Defense Technical Information Center
• Fort Belvoir, Virginia
• 2. Dudley Knox Library
• Naval Postgraduate School
• Monterey, California

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Special Abstract

• The Special Abstract (with e-mail distribution
  list) is a separate file and will be submitted as
  a Word file. Template is on our website. Include
• Thesis Title (must match thesis exactly)
• Name, Rank, Service (spelled out)
• Undergraduate degree, School, Year received
• NPS Degree Graduation month/year
• Advisors Name/Department
• Second Readers Name/Department (if contractor,
  list Company or DoD Contractor)
• Abstract (same as in thesis)
• Keywords
• E-mail Distribution List
• E-mail addresses of recipients listed in thesis
  Distribution List

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Common Errors on Special Abstract

• ? Incorrect title
• ? Incorrect department name for advisor and
  second reader/advisor. Faculty and Department
  listings can be found athttp//research.nps.navy.
  mil/cgi-bin/vita.cgi
• ? Missing rank/service for military advisors
• ? Wrong Degree (degrees are listed on ETD site)
• http//www.nps.edu/Academics/Admissions/images/M
  aster20Curric.pdf
• ? Writing in the first person
• ? Lack of information on Bachelors Degree
  should be
• Degree, School and Year obtained--MBA and
  JAP are Not required to include
  BA degree

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Assistance Available to You

• NPS ETD website
• ETD SharePoint Process
• Thesis Templates
• Directions on converting to PDF
• Lab Resources
• Forms
• Where to go for Help (MS Word, Template)

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Assistance (cont.)

• Thesis Typists/Editors
• Currently under contract for international
  students only
• Reserve typist/editor early in process
• U.S. students, contact Pam Silva psilva_at_nps.edu

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