Forms and Petitions

Guide to Filing Theses and Dissertations (Condensed)

Recommendations for a Smoother Filing Process

• Before preparing your document, please visit our Web site and download a copy of the Guide to Filing (available in PDF and Word for Windows versions). You may wish to take advantage of the sample document featured there as well. Print and consult the Guide to Filing frequently in preparing the document
• We urge all students to come to Graduate Division for a pre-check of a draft of the thesis or dissertation. It's particularly important that we see your preliminary pages, and that we check your margins, the size of figures and tables, and your pagination and page numbering (more below).
• Please be aware that even a pre-check is not an iron-clad guarantee that your final copy will meet the requirements, particularly in the crucial area of margins. Computers, printers, and photocopiers can yield unpredictable and varying results such that margins are correct on the computer screen but wrong in the printed version. Photocopiers can cause unpredictable undesired changes in margins, as well.
• When coming in for a pre-check, doctoral students can receive information on electronic filing of the dissertation, and completing the Survey of Earned Doctorates and ProQuest forms on-line. Paper copies of these forms are also available in the Doctoral Filing packet. Doctoral students can complete the UCSB Exit Survey on-line via the Graduate Division Web site prior to filing.
• If at all possible, please plan ahead and try to avoid filing on the last day of the quarter. Allowing lead time for a pre-check and completion of paperwork will make the process less stressful. Other than the last day of the quarter, you can request an appointment to file.
• Beware of preformatted software programs. If you borrow a software package from another student - especially LaTeX - you are still responsible for meeting the filing requirements stated in the Guide to Filing. When you use another student's template, you may inadvertently repeat the same mistakes previously made. Pay particular attention to the font size, margins, and page numbering.
• Most frequent problem in filing: Not meeting margin requirements in the document. We see errors in margins on pages having tables and illustrations, on preliminary pages, and in the main text. A pre-check can help.
• Second most frequent problem: Pagination and page numbering are incorrect and/or vary. All page numbers must be in the same place throughout the document, including text, illustrations, bibliography, and appendices. Please remember that the title and approval pages are counted but do not show page numbers. The next preliminary page is numbered "iii." The first page of the main body of text is numbered with the Arabic "1." Subsequent pages are numbered sequentially. All pages of the main body of the document must have a page number, including any appendices.
• Please remember to double-space your abstract along with the main body of text. There are specific instances where single-spacing is allowed, including the title page, footnotes, the bibliography, captions, and, in some instances, the appendices.
• Be sure to furnish proof of permission for use of previously published, copyrighted material - including your own - when it exceeds fair use. Contact us for further information. Templates for permission letters are available in the Filing Guide.
• Be sure to type your major correctly on the title page. If you are not sure, you can check the Registrar's records or ask Graduate Division.
• Before filing, make sure that the numbers in your table of contents agree with the page numbering of your final draft.
• Be sure to check that all pages are included in the manuscript.
• Please plan on filing in person or select a friend to do so for you. Ordinarily, we do not accept copies of manuscripts by mail or delivery service.