University of South Florida

Thesis & Dissertation FAQ

Format Checks

What are the deadlines for my format check?
Deadlines for the format check change every semester. For this semester’s deadlines, visit the thesis/dissertation page.

Do I need to make an appointment for my format check?
No. Format check submission is a drop-off procedure in the Graduate School (see information below).

What do I need to bring for a Format Check?
 All the items you need to bring to your Format Check are listed for you on the ETD Server page.

Where do I take my thesis/dissertation for a format check?
Once you have completed the online part of the format check process and have a cover sheet signed by your major professor (or both co-major professors), take it to the Graduate School in BEH 301 (Graduate School reception office).

How do I get feedback about my submitted format draft?
Any format corrections will be marked on your draft and you will receive an email when it is ready for retrieval.

I'm not a local student and I need to do a format check, how do I get the information to the Editorial Office? How do I get it back?
Mail your manuscript to Janet Giles with a postage-paid, pre-addressed UPS or FedEx mailer (not United States Postal Service). Please do not put any personal credit card information on your return label and do not remove the ‘sender’ copy. Use the address below:

Janet Giles, Manuscript Editor
University of South Florida
Graduate School
4202 E. Fowler Avenue, BEH304
Tampa, FL 33620-8470

Alternately, you can also have someone else pick up your manuscript (see below) and mail it back to you.

Can someone else pick up my formatted manuscript draft from the format check?
We prefer you pick up your manuscript yourself, since you must sign a verification form acknowledging your receipt of the formatted draft. If you cannot, please email the editorial office and indicate who will be picking up your document. Also, send an authorization email to that person and have them bring that email and a picture ID with them when they come to retrieve your format check. If you have someone else pick up your draft, it is your responsibility to ensure you receive all necessary instructions regarding final submission and what happens if you miss it.

I submitted my format check already, why I don’t see the processing fee or the ProQuest fees on my OASIS account yet?
The processing fee ($100) and the microfilming/ProQuest fees (doctoral students only) are assessed to your OASIS account by the editor after your format check has been completed.

I submitted my format check this semester but I’m not going to finish/graduate this semester, do I still have to pay the processing fee?
Yes.  Any semester in which you begin the manuscript processing by completing the online format form, you will be assessed a fee, regardless if you submit a hard copy of your manuscript for processing or if you graduate in the same semester.  Make sure you submit a hard copy.

I had a format check last semester but didn't graduate. Do I need another one this semester?

Yes. Although you may not have that many changes to your document, procedures or format requirements may have changed.

I submitted my format check this semester but am not going to finish/graduate this semester, do I need to pick up my format check?
Yes.  You have to repeat the process and you are required to retrieve the format check you submitted this semester and make the noted corrections prior to resubmitting another format check in a future semester.  You will benefit twice by doing so.

I submitted my format check this semester but am not going to finish/graduate this semester. Do I have to pay the processing fee in another semester when I submit another format check?
Yes.

I submitted my format check this semester but am not going to finish/graduate this semester. Do I need to register for thesis/dissertation hours next semester?
Yes.  You have to register for a minimum of 2 thesis/dissertation hours each semester after you begin working on your manuscript through the final semester in which you submit your publishable manuscript copy to the university for approval and publication.



Formatting

What are the USF formatting requirements?
USF format requirements can be found on the thesis/dissertation web page under the format handbook links.

The Title page template will not let me change anything, how do I correct it?
See the instructions for Word 2003 in the link above the templates. You must unlock the Word template to make corrections to it. The template was created as a Word form. You must turn on your "forms" toolbar to unlock it. On the formatting toolbar in Word (at the top), click on "View," then on "Toolbars," and scroll down to the "Forms" toolbar and click on it to turn it on. On the far right of the toolbar is a small icon that looks like a lock. Click on the lock once and the form will unlock (if you click again, you will relock the form). BE CAREFUL! When you unlock the form, you can change anything and everything!

The Title page template needs keywords.  What are keywords:
A keyword is a word you would type into an electronic search engine (i.e. Google or Yahoo) to find something, such as a website or manuscript. Keywords are also used to search the electronic files in the library. When you list keywords, do not use any words from your manuscript title; these words are already searchable.

Do I have to list a copyright on the Title page?
Yes, even though you may not be registering your copyright with the US Copyright Office (http://www.loc.gov/copyright), it is to your benefit to list your copyright.

What is the date that I put for the Copyright on the Title page?
The date you insert after the "Copyright" on the Title page is the year that your manuscript is published by the University of South Florida (not the year it was approved if this is different.  For example, if your manuscript was defended and approved in December 2009, but you did not submit your final manuscript, and receive Graduate School approval until Spring 2010, your copyright date will be 2010).



Defense Information

Do I need to defend my manuscript before the final submission deadline?
Yes. Your manuscript must be defended and completely approved, by your committee and college, and in a publishable format prior to final submission to the Graduate School for publication approval.

How do I schedule my defense?
Each college or program has its own requirements and deadlines for thesis defenses. Please check with your program and college for this information. Information on defense requirements for doctoral defenses can be found in the “University Degree Requirements” section of the Graduate Catalog, http://www.grad.usf.edu/catalog.asp.



Final Submission

What are the deadlines for my final submission?
Deadlines for the final submission change every semester. For this semester's deadlines, visit our website.

How do I submit my final copy?
Detailed instructions for submitting your final copy are provided with your returned format check draft.  Please read all the information in your packet, it is all very important so that you don’t miss any steps that would prevent your graduation.

Do I need to make an appointment for my final submission?
Final submission appointments are not mandatory; however, they are STRONGLY recommended.  No appointments are scheduled for the last few days of final submission week. During that week, final copies are processed on a first come, first serve basis. Also, check the Graduate School website for any modifications to Final Submission information prior to turning in your final copies; this information is updated from semester to semester and may entail a change in submission procedure or a revision to your manuscript.

When do I make a final submission appointment?
The editor will do her best to accommodate any student with a final submission appointment if you are leaving Florida and need to submit a final manuscript prior to the last few weeks of the semester (provided you have completed the format check process).  Otherwise, everyone who submitted a format check will receive an email approximately three weeks prior to the final submission deadline to contact the Graduate School receptionist to begin making final submission appointments.  This is done primarily because the editor is still processing format checks up until the two weeks prior to the final submission deadline.

Where do I take my thesis/dissertation for my final submission?
When the thesis/dissertation is ready for final submission, it needs to be in a PDF format and uploaded to the Graduate School web site.  All forms and signature pages need to be taken to the Graduate School in BEH301 (Graduate School's reception office).  Follow the instructions as directed on the website or included with your returned format check materials.

Where can I go on campus to convert my manuscript to PDF?
The Graduate School has two computers in BEH 336 that have the full Adobe program for pdf conversion.  You can also convert your manuscript at the computer lab in the Marshall Center.  For information on this lab, please consult their web site, http://www.sgcs.usf.edu/.

Can I use Microsoft Word to save my manuscript as a PDF, or do I need another program?
You can use Microsoft word to convert your document to PDF if the computer you’re on also has a full version of Adobe Acrobat.  Please note that the free Acrobat Reader is not sufficient for this.  See the Graduate School thesis/dissertation web site for information on converting your file to a .pdf.

How do I submit my final manuscript if I am out of the area/state?
Your final pdf manuscript can be uploaded to the Graduate School web site remotely.  Submission of signature forms, web forms and surveys can be mailed in to the Editor using the address above.  PLEASE NOTE:  this method MUST be completed by the semester final submission deadline, however, due to the magnitude of processing that takes place during the final submission weeks, it may be after the deadline before you hear anything back from the editor.

One of my professors is out of town and will not return by the final deadline.  How do I get a signature?
Signature forms are acceptable with faxed signatures as long as that signature is that of your professor in question. 

I have more than one professor out of town.  Can I fax the signature page to several different people? Yes.  However, if you have to fax to more than one professor and you have two or more copies of the signature form, please have the verification signature at the bottom of ALL copies of the form.

I did the format check and was assessed the ProQuest publication fees (doctoral students) but am not going to complete and graduate in the current semester, do I have to pay these fees again in a future semester?
No.  If you did not complete the process and submit a final manuscript, the ProQuest publication fees will be credited to your OASIS account for the current semester and will be assessed again in a future semester when you submit a format check.