thesis submission certificate

Thesis Writing and Filing

The following guidelines are only for master’s students. If you are pursuing a doctoral degree, please see the Dissertation Filing Guide .

Filing your master’s thesis at the Graduate Division is one of the final steps leading to the award of your graduate degree. Your manuscript is a scholarly presentation of the results of the research you conducted. UC Berkeley upholds the tradition that you have an obligation to make your research available to other scholars. This is done when the Graduate Division submits your manuscript to the University Library.

Your faculty committee supervises the intellectual content of your manuscript and your committee chair will guide you on the arrangement within the text and reference sections of your manuscript. Consult with your committee chair early in the preparation of your manuscript.

The specifications in the following pages were developed in consultation with University Library. These standards assure uniformity in the degree candidates’ manuscripts to be archived in the University Library, and ensure as well the widest possible dissemination of student-authored knowledge.

Research Protocols

Eligibility, fall and spring semesters, summer filing, formatting your manuscript, special page formats, organizing your manuscript, procedure for filing your thesis, permission to include previously published or co-authored material, inclusion of publishable papers or article-length essays, withholding your thesis, changes to a thesis after filing, diploma, transcript, and certificate of completion, certificate of completion, common mistakes, mixed media guidelines, definitions and standards, electronic formats and risk categories, frequently asked questions.

If your research activities involve human or animal subjects, you must follow the guidelines and obtain an approved protocol  before you begin your research.   Learn more on our website   or contact the Committee for the Protection of Human Subjects ( http://cphs.berkeley.edu/  or 642-7461) or the Animal Care and Use Committee ( http://www.acuc.berkeley.edu/  or 642-8855).

In addition to the considerations explained below, your Expected Graduation Term (EGT) must match the term for which you intend to file. EGT can be updated at any time using an eForm available in CalCentral.

To be eligible to file for your degree, you must be registered or on approved Filing Fee status for the semester in which you file. We encourage you to file your thesis as early in the semester as you can and to come in person to our office to submit your supporting documents. If you cannot come to our office, it is helpful if you have a friend bring your documents. The deadline to file your thesis in its final form is the last day of the semester for your degree to be awarded as of that semester.

Filing during the summer has a slightly different set of eligibility requirements. If you were fully registered during the immediately preceding Spring semester, and have not used Filing Fee already, you may file your thesis during the summer with no additional cost or application required. This option is available for both Plan I master’s degree students filing a thesis and Plan II students completing a capstone. Summer is defined as the period from the day after the Spring semester ends (mid-May) until the last day of the Summer Sessions (mid-August).

International students completing degree in the Summer must consult Berkeley International Office before finalizing plans, as in some cases lack of Summer enrollment could impact visa status or post-completion employment.

If you have already used Filing Fee previously, or were not registered the preceding Spring semester, you will need to register in 1.0 unit in Summer Sessions in order to file.

Theses filed during the summer will result in a summer degree conferral.

You must be advanced to candidacy, and in good standing (not lapsed), in order to file.

All manuscripts must be submitted electronically in a traditional PDF format.

• Page Size : The standard for a document’s page size is 8.5 x 11 inches. If compelling reasons exist to use a larger page size, you must contact the Graduate Division for prior approval.
• Basic manuscript text must  be a non-italic type font and at a size of 12-point or larger. Whatever typeface and size you choose for the basic text, use it consistently throughout your entire manuscript. For footnotes, figures, captions, tables, charts, and graphs, a font size of 8-point or larger is to be used.
• You may include color in your thesis, but your basic manuscript text must be black.
• For quotations, words in a foreign language, occasional emphasis, book titles, captions, and footnotes, you may use italics. A font different from that used for your basic manuscript may be used for appendices, charts, drawings, graphs, and tables.
• Pagination:   Your manuscript is composed of preliminary pages and the main body of text and references. Page numbers must be positioned either in the upper right corner, lower right corner, or the bottom center and must be at least ¾ of an inch from the edges. The placement of the page numbers in your document must be consistent throughout.

Be Careful!   If you have any pages that are rotated to a landscape orientation, the page numbers still need to be in a consistent position throughout the document (as if it were printed and bound).

• Do not count or number the title page or the copyright page. All other pages must have numbers. DO NOT SKIP PAGE ” 1 “.
• The remaining preliminary pages may include a table of contents, a dedication, a list of figures, tables, symbols, illustrations, or photographs, a preface, your introduction, acknowledgments, and curriculum vitae. You must number these preliminary pages using   lower case Roman numerals  beginning with the number “i” and continue in sequence to the end of the preliminary pages (i, ii, iii, iv, v, etc.).
• An abstract is optional, but if you chose to include one, your abstract must have  Arabic numeral  page numbers. Start numbering your abstract with the number “1” and continue in sequence (1, 2, 3, etc.)
• The main body of your text and your references also use Arabic numerals. Start the numbering of the main body with the number “1” and continue in sequence (1, 2, 3, etc.), numbering consecutively throughout the rest of the text, including illustrative materials, bibliography, and appendices.

Yes! The first page of your abstract and the first page of your main text both start with ‘1’

• Margins:   For the manuscript material, including headers, footers, tables, illustrations, and photographs, all margins must be at least 1 inch from the edges of the paper. Page numbers must be ¾ of an inch from the edge.
• Spacing:  Your manuscript must be single-spaced throughout, including the abstract, dedication, acknowledgments, and introduction.
• Tables, charts, and graphs   may be presented horizontally or vertically and must fit within the required margins. Labels or symbols are preferred rather than colors for identifying lines on a graph.

You may choose to reduce the size of a page to fit within the required margins, but be sure that the resulting page is clear and legible.

• Guidelines for Mixed Media:   please see Appendix B for details.

Certain pages need to be formatted in a very specific way. Links are included here for examples of these pages.

Do not deviate from the wording and spacing in the examples, except for details applicable to you (e.g. name, major, committee, etc.)

• As noted in the above section on pagination, the abstract is optional but if included must be numbered  separately  with arabic numerals starting with ‘1’
• IMPORTANT: A physical signature page should no longer be included with your thesis. Approvals by your committee members will be provided electronically using an eForm.
• The title page does not contain page numbers.
• Do not bold any text on your title page.
• The yellow bubbles in the sample are included for explanatory purposes only. Do not include them in your submission.
• If you are receiving a joint degree, it must be listed on your title page ( Click here for sample with joint degree )

The proper organization and page order for your manuscript is as follows:

• Copyright page or a blank page
• Dedication page
• Table of contents
• List of figures, list of tables, list of symbols
• Preface or introduction
• Acknowledgements
• Curriculum Vitae
• References or Bibliography

After you have written your thesis, formatted it correctly, assembled the pages into the correct organization, and obtained verbal approval from all members of your committee, you are ready to file it with UC Berkeley’s Graduate Division.

Step 1:  Convert your thesis to a standard PDF file.

Step 2: Log into your CalCentral account. Under Student Resources in your Dashboard find Submit a Form and choose Final Signature Submission .

Step 3:  Complete the eForm in its entirety and hit submit once all  required documents are submitted:

• Attach the PDF of your thesis and
• Attach a copy of the approval letter for your study protocol from the Committee for Protection of Human Subjects, or the Animal Care and Use Committee if your research involved human or animal subjects. 

(Step 4): Congratulations you’re done! The traditional lollipop will be mailed to you following the end of the semester. Please be sure to update your mailing addresses (especially the diploma mailing address).

Important Notes: 

• DO NOT SUBMIT A DRAFT. Once your thesis has been submitted, you will not be allowed to make changes. Be sure that it is in its final form!
• Check your email regularly. Should revisions be necessary the eForm will be “recycled” to you and you will be notified via email. To resubmit your thesis, go back to Student Resources in your CalCentral account find Manage Your Forms and select Update Pending Forms . Here you can search for your submitted Final Signature form and make necessary updates and/or attach your revised thesis.
• After your thesis has been approved by Graduate Division, it will be routed to the listed committee members for electronic approval. Once all members have provided approval you will be notified.
• The review of your thesis may take up to four business days.

Important note for students in a Concurrent Degree Program (e.g. Landscape Architecture & City Planning):

• If you are filing a thesis to satisfy both master’s degrees, do not submit two eForms. Please select one plan only on the eForm and the Graduate Division will update your record accordingly.

If you plan use of your own previously published and/or co-authored material in your manuscript, your committee chair must attest that the resulting thesis represents an original contribution of ideas to the field, even if previously published co – authored articles are included, and that major contributors of those articles have been informed.

Previously published material must be incorporated into a larger argument that binds together the whole thesis. The common thread linking various parts of the research, represented by individual papers incorporated in the thesis, must be made explicit, and you must join the papers into a coherent unit. You are required to prepare introductory, transitional, and concluding sections. Previously published material must be acknowledged appropriately, as established for your discipline or as requested in the original publication agreement (e.g. through a note in acknowledgments, a footnote, or the like).

If co-authored material is to be incorporated (whether published or unpublished), all major contributors should be informed of the inclusion in addition to being appropriately credited in the thesis according to the norms of the field.

If you are incorporating co-authored material in your thesis, it is your responsibility to inform major contributors. This documentation need not be submitted to the Graduate Division. The eform used by your committee chair to sign off on your thesis will automatically include text indicating that by signing off they attest to the appropriateness and approval for inclusion of previously published and/or co-authored materials. No addition information or text needs to be added.

Publishable papers and article-length essays arising from your research project are acceptable only if you incorporate that text into a larger argument that binds together the whole dissertation or thesis. Include introductory, transitional, and concluding sections with the papers or essays.

Occasionally, there are unusual circumstances in which you prefer that your thesis not be published immediately.  Such circumstances may include the disclosure of patentable rights in the work before a patent can be granted, similar disclosures detrimental to the rights of the author, or disclosures of facts about persons or institutions before professional ethics would permit.

The Dean of the Graduate Division may permit the thesis to be held without shelving for a specified and limited period of time beyond the default, under substantiated circumstances of the kind indicated and with the endorsement of and an explanatory letter from the chair of the thesis committee.  If you need to request that your manuscript be withheld, please consult with the chair of your committee, and have him or her submit a letter requesting this well before you file for your degree. The memo should be addressed to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.

Changes are normally not allowed after a manuscript has been filed.  In exceptional circumstances, changes may be requested by having the chair of your thesis committee submit a memo to the cognizant Associate Dean, in care of Graduate Services: Degrees, 318 Sproul Hall.  The memo must describe in detail the specific changes requested and must justify the reason for the request.  If the request is approved, the changes must be made prior to the official awarding of the degree.  Once your degree has been awarded, you may not make changes to the manuscript.

After your thesis is accepted by Graduate Services: Degrees, it is held here until the official awarding of the degree by the Academic Senate has occurred.  This occurs approximately two months after the end of the term.  After the degree has officially been awarded, the manuscripts are shipped to the University Library.

Posting the Degree to Your Transcript

Your degree will be posted to your transcript approximately 3 months after the conferral date of your degree.  You can order a transcript from the Office of the Registrar (https://registrar.berkeley.edu/academic-records/transcripts-diplomas/).

Diploma Your diploma will be available from the Office of the Registrar approximately 4 months after the conferral date of your degree.  For more information on obtaining your diploma, visit the Registrar’s website .  You can obtain your diploma in person at the Office of the Registrar, 120 Sproul Hall, or submit a form to have it mailed to you. Unclaimed diplomas are retained for a period of five (5) years only, after which they are destroyed.

If you require evidence that you have completed your degree requirements prior to the degree being posted to your transcript, request a “ Certificate of Degree Completion “.

Please note that we will not issue a Certificate of Completion after the degree has been posted to your transcript.

• The most common mistake is following a fellow (or previous) student’s example. Read the current guidelines carefully!
• An incorrect committee — the committee listed on your title page must match your currently approved committee. If you have made any changes to your committee since Advancement to Candidacy, you must request an official change from the Graduate Division. Consult your departmental adviser for details.
• Do not use a different name than that which appears in the system (i.e. the name on your transcript and Cal Central Profile). Students are allowed to use a Lived Name, which can be updated by self-service in CalCentral.
• Page numbers — Read the section on pagination carefully. Many students do not paginate their document correctly.
• Page rotation — some pages may be rotated to a landscape orientation. However, page numbers must appear in the same place throughout the document (as if it were bound like a book).
• Do not include the signature/approval page in your electronic thesis. Signatures will be provided electronically using the eForm.
• Do not include previous degrees on your title page.

In May, 2005, the Graduate Council established new guidelines for the inclusion of mixed media content in theses.  It was considered crucial that the guidelines allow theses s to remain as accessible as possible and for the longest period possible while balancing the extraordinary academic potential of these new technologies.

The thesis has three components: a core thesis, essential supporting material, and non-essential supplementary material.

Core Thesis.   The core thesis must be a self-contained, narrative description of the argument, methods, and evidence used in the thesis project.  Despite the ability to present evidence more directly and with greater sophistication using mixed media, the core thesis must provide an accessible textual description of the whole project.

The core thesis must stand alone and be printable on paper, meeting the formatting requirements described in this document. The electronic version of the thesis must be provided in the most stable and universal format available—currently Portable Document Format (PDF) for textual materials. These files may also include embedded visual images in TIFF (.tif) or JPEG (.jpg) format.

Essential Supporting Material.   Essential supporting material is defined as mixed media content that cannot be integrated into the core thesis, i.e., material that cannot be adequately expressed as text.  Your faculty committee is responsible for deciding whether this material is essential to the thesis.  Essential supporting material does  not  include the actual project data.  Supporting material is essential if it is necessary for the actual argument of the thesis, and cannot be integrated into a traditional textual narrative.

Essential supporting material  must  be submitted in the most stable and least risky format consistent with its representation (see below), so as to allow the widest accessibility and greatest chance of preservation into the future.

Non-essential Supplementary Material.   Supplementary material includes any supporting content that is useful for understanding the thesis, but is not essential to the argument. This might include, for example, electronic files of the works analyzed in the thesis (films, musical works, etc.) or additional support for the argument (simulations, samples of experimental situations, etc.).

Supplementary material is to be submitted in the most stable and most accessible format, depending on the relative importance of the material (see below). Clearly label the CD, DVD, audiotape, or videotape with your name, major, thesis title, and information on the contents. Only one copy is required to be filed with your thesis.  A second copy should be left with your department.

Note . ProQuest and the Library will require any necessary 3rd party software licenses and reprint permission letters for any copyrighted materials included in these electronic files.

The following is a list of file formats in descending order of stability and accessibility. This list is provisional, and will be updated as technologies change. Faculty and students should refer to the Graduate Division website for current information on formats and risk categories.

Category A:

• TIFF (.tif) image files
• WAV (.wav) audio files

Category B:

• JPEG, JPEG 2000 (.jpg) image files
• GIF (.gif) image files

Category C:

• device independent audio files (e.g., AIFF, MIDI, SND, MP3, WMA, QTA)
• note-based digital music composition files (e.g., XMA, SMF, RMID)

Category D:

• other device independent video formats (e.g., QuickTime, AVI, WMV)
• encoded animations (e.g., FLA or SWF Macromedia Flash, SVG)

For detailed guidelines on the use of these media, please refer to the Library of Congress website for digital formats at  http://www.digitalpreservation.gov/formats/index.shtml .

Q1: Can I file my thesis during the summer?

A1: Yes. There are 2 ways to file during the summer:

1)     If you have never used Filing Fee before AND you were registered during the immediately preceding spring semester, you can file your thesis during the summer with no further application or payment required. Simply submit your thesis as usual and the Graduate Division staff will confirm your eligibility. If you are an international student, you must consult the Berkeley International Office for guidance as this option may have visa implications for you.

2)     If you weren’t registered in spring, you can register for at least 1.0 unit through Berkeley Summer Sessions.

Q2: If I chose that option, does it matter which session I register in during the summer session?

A2: No. You can register for any of the sessions (at least 1.0 unit). The deadline will always be the last day of the last session.

Q3: If I file during the summer, will I receive a summer degree?

A3: Yes. If you file before the last day of summer session, you will receive an August degree. If you file during the summer, remember to write “Summer” on your title page!

Q1: I’ve seen other theses from former students that were / that had  __________, should I follow that format?

A1: No. The formatting guidelines can be changed from time to time, so you should always consult the most current guidelines available on our website.

Q2: I want to make sure that my thesis follows the formatting rules. What’s the best way to do this?

A2: If you’ve read and followed the current guidelines available on our website, there shouldn’t be any problems. You are also always welcome to bring sample pages into the Graduate Degrees Office at 318 Sproul Hall to have a staff member look over your manuscript.

Q3:  Does my signature page need to be printed on some special paper?

A3: Signatures are now an eForm process. A physical signature page is no longer required.

Q1: I’m away from Berkeley. Is there any way to file my thesis remotely?

A1: Yes! The whole process is done remotely.

Q2: Can I have a friend file my thesis for me?

A2: No. You will need to CalNet authenticate in order to file.

Q3: What’s a Receipt of Filing? Do I need one?

A3: The Receipt of Filing is an official document that we produce that certifies that you have successfully filed your thesis on the specified day and that, if all other requirements are met, the date of the degree conferral.

Some students may need the receipt in order to prove to an outside agency that they have officially filed their thesis. Many students simply keep the receipt as a memento. Picking up your receipt is not required.

Q4: What’s the difference between a Receipt of Filing and a Certificate of Completion?

A4: A Receipt of Filing is automatically produced for all students upon successful filing of their thesis. However, it only certifies that the thesis has been accepted. The Certificate of Degree Completion  must be requested. It will state that all requirements  have   been met and notes the date that the degree will be conferred. This is a useful document for students who file early in the semester and need some verification of their degree in advance of its conferral (note: degrees are only conferred twice each year).

Q5: How to I know if I’m eligible for a Certificate of Completion?

A5: In order to be eligible to receive a Certificate of Completion, you must:

1) Successfully file your thesis

2) Have a completed (satisfied) Academic Progress Report. Your department can assist you with this if you have questions.

3) Pay all of your registration fees. If you have a balance on your account, we may be unable to provide a Certificate of Completion.

Q6: I’m supposed to submit my approval letter for research with human subjects or vertebrate animals, but it turns out my research didn’t use this after all. What should I do?

A6: If you’re research protocol has changed since you advanced to candidacy for your degree, you’ll need to ask you thesis chair to write a letter to the Graduate Division explaining the change. It would be best to submit this in advance of filing.

Q7: My thesis uses copyrighted or previously published material. How to I get approval?

A7: The policy on this has recently changed. There is no need to for specific approval to be requested.

Q9: I found a typo in my thesis that has already been accepted! What do I do?

A9: Once a thesis has been submitted and accepted, no further changes will be permitted. Proofread your document carefully. Do not submit a draft. In extreme circumstances, your thesis chair may write a letter to the Graduate Division requesting additional changes to be made.

Q10: Oh no! A serious emergency has caused me to miss the filing deadline! What do I do? Are extensions ever granted?

A10: In general, no. In exceptional circumstances, the Head Graduate Advisor for your program may write to the Graduate Division requesting an extension. Requests of this type are considered on a case by case basis and, if granted, may allow you to file after the deadline. However, even if such an exception is granted you will receive the degree for the subsequent term. Your first step is to consult with your department if an emergency arises.

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Electronic Theses and Dissertation Submissions

Thesis/Dissertation Office, 466 West Circle Drive, 2nd floor, Chittenden Hall, East Lansing, MI 48824

Phone: 517-353-3220; Email: [email protected] .

The links below provide instructions on what needs to be completed and approved by the Graduate School in order to graduate.

Each semester has a firm submission deadline by which students must submit their thesis/dissertation to ProQuest. The document must have been successfully defended, corrections from the committee addressed and is to be a final version. After submission it may take several days for the Graduate School to review and approve the documents, especially if formatting revisions are needed. Each semester has a final deadline (usually 2 weeks later) by which students must have all required paperwork turned in, all milestones completed and their thesis/dissertation accepted by the Graduate School. 

• Printable Formatting Guide (PDF) Note the absence of List of Tables and List of Figures in the new formatting guide. These sections are generally not necessary and leaving them out helps quicken the review process. Also note that the Table of Contents is more useful when entries are limited to chapter-level headings or chapter-level headings and first-level subheadings.
• Printable Sample Pages (PDF) This includes examples of the title page, abstract, copyright, dedication page, preface, bibliography, table of contents, etc.
• Master’s Title Page Template
• Dissertation Title Page Template
• Dissertation Title Page with Dual Degree Template
• Summer 2024 Electronic Thesis and Dissertation Formatting Tutorial (PowerPoint)
• Summer 2024 Electronic Thesis and Dissertation Formatting Tutorial (Video)
• All Plan A Master’s and all Doctoral students must turn in the Approval form.
• The Approval form is taken as evidence that the document has been examined and approved by the major professor or thesis/dissertation director. It also serves to document compliance with the appropriate Institutional Review Board for the use of human and vertebrate animals for research.
• Supplemental files may be included with the electronic submission of the thesis or dissertation in the student’s ProQuest account ONLY if the files have been approved by the faculty advisor/committee on the Approval Form.
• ETD Approval Form

Human Research Protection Program

• If human subjects were used in your research, the IRB letter (on letterhead from the Human Research Protection office) should be uploaded with your electronic Approval Form.
• The IRB number that is to appear your approval form is the “Approved” number on the IRB letter (e.g. STUDY00004871 or AMEND202100608), not the application number (e.g. i45603).
• Sending a screenshot from the “CLICK” site where you are listed as a researcher (CLICK photo must start at the green box that says “APPROVED” and extend so it includes information in the “Contacts” tab below the flow chart) OR
• Having your PI send an email to [email protected] stating the IRB number, the project title, and that you are an approved researcher on the project.  (If you used animal subjects, your name does not need to appear on the IACUC letter.)  

MSU Requirements

MSU IRB review and approval or an exempt determination is required for all projects that involve research or clinical investigations with human subjects conducted by faculty, staff, students, or agents of MSU before initiation of any human subject research activities.

For those projects that may qualify as exempt from IRB approval, an exempt determination must be obtained from the MSU IRB office prior to initiation of the human subject research. For those projects that do not qualify as exempt, IRB approval must be obtained prior to initiation of the human subject research.

Please note: your thesis or dissertation may be rejected if you did not obtain IRB approval prior to the start of your research, if your IRB request was backdated or if your review request was denied by the Human Research Protection office. For further information, please see the Human Research Protection Program website at:  https://hrpp.msu.edu/ . Phone: 517-355-2180. Email:  [email protected] .

Animal Care Program

• If vertebrate animals were used in your research, the IACUC (AUF) letter (on letterhead from the Animal Care Program office) should be uploaded with your electronic Approval Form.
• The IACUC (AUF) number that is to appear on your approval form is the “IACUC ID” number on the IACUC letter (i.e.: PROTO201800030).

Activities Needing Approval

Any ownership or use of animals for research, teaching, testing, or public outreach by or for MSU must be approved by the IACUC. Some activities are exempt but check first.

Check with the IACUC before you do any of these:

• breed, buy, or conduct research involving animals
• study wild animals
• conduct farming and food production with animals
• euthanize an animal
• import or export animals
• test products, procedures, or treatments on animals
• transport animals
• initiate a new project
• add a new procedure or controlled substance
• change your protocol
• change the breed you are using
• schedule a public performance or demonstration with animals

Get approval before you begin ANY activities involving animals.

The  laws and guidelines  for using animals are numerous. Non-compliance can affect animal care. Non-compliance will be costly to the investigator and the University (such as damage to our reputation and funding). The IACUC committee and staff have up-to-date information on legislation and regulations and contacts with agencies providing guidelines for the care and use of animals.

Please note: your thesis or dissertation may be rejected if you did not obtain IACUC approval prior to the start of your research, if your IACUC request was backdated or if your review request was denied by the Animal Care Program office. For further information, please see the Animal Care Program/IACUC website at:  https://animalcare.msu.edu/iacuc/index.html . Phone: 517-432-8103. Email:  [email protected] .

• Please take a few moments to complete this survey the semester that you plan to graduate. Only students who have applied for graduation will have access to this online survey. Your participation is important and is greatly appreciated by the Graduate School. The survey will ask you questions about your educational experience in your graduate program. The Graduate School uses data from this survey when reviewing graduate programs and to guide decisions about services and initiatives for graduate students.
• Doctoral students:  https://www.egr.msu.edu/doctoral/survey
• Master’s students:  https://msu.12twenty.com
• Enter your MSU NetID (Login name) and password.
• Complete all items on the survey. When finished, click Submit.
• If you cannot open the survey, please contact the Graduate School by email at  [email protected]  and include your name, student ID#, degree level (PhD, MA, MS, etc), and the semester of graduation. You will then be notified when you are able to access the survey.
• The Survey of Earned Doctorates is the definitive source of information on the nation’s new research doctorates. Sponsored by the National Science Foundation and five other federal agencies and conducted by RTI, the SED is critical to the understanding in what specialty areas doctorates are produced and their post-graduation employment plans.
• Results are used by government as well as academic institutions to make decisions about graduate education funding, developing new programs and supporting existing ones.
• Michigan State University REQUIRES verification of completion of the survey. When you submit your survey, a notification of completion will automatically be sent to the Graduate School office. It is recommended that at the end of the survey, you also have a copy of the “certificate of completion” emailed to your personal email for your records.
• The registration URL for the survey is:  https://sed-ncses.org . You will receive an email with a PIN and password as well as the URL to the survey upon registering.
• Confidentiality Assurance: The information provided in the survey questionnaire remains confidential and is safeguarded in accordance with the Privacy Act of 1974 and the NSF Act of 1950, as amended. The survey data are reported only in aggregate form or in a manner that does not identify information about the individual.
• Questions about the survey may be directed to RTI at  [email protected]  or at 1-877-256-8167.
• You may submit your document to ProQuest once you have successfully defended your thesis or dissertation and you have made the corrections that your committee wishes you to make.  Do not submit your document prior to your defense. 
• Go to  www.etdadmin.com/grad.msu  and follow the directions for submitting your thesis/dissertation to Michigan State University via ProQuest.
• When creating your account be sure to use an email address that you use regularly. In order to continue the submission process, you will be asked to “confirm” your account using the email address you provided. This is the email address that all correspondence from the Graduate School regarding your document will go.
• Once you “confirm” your account, you are ready to begin the submission process. Please be sure you are on the Michigan State University website within ProQuest. 
• The submission steps are listed on the left side of the screen in the ProQuest website. As each step is completed, a check mark will appear in the appropriate box indicating that you have completed that step. In order to make your initial submission, you must go through each step of the process.
• Once you submit to ProQuest, your electronic submission will be reviewed by a Michigan State University Graduate School Administrator for possible formatting revisions and/or required paperwork before it is “officially” accepted and delivered to ProQuest for publishing.
• You may expect a response with necessary corrections or paperwork from the Graduate School within two business days from the time we receive your electronic submission (or resubmission). NOTE: Response times increase dramatically closer to deadline dates.
• Once all corrections have been made and all necessary paperwork has been turned in to the Graduate School, your document will be accepted and delivered to ProQuest for publishing.
• Please contact ProQuest directly at 800-521-0600 with any technical questions regarding your submission or any questions regarding an order you placed.
• If you wish to have ProQuest file a copyright on your behalf, the current fee is $75.00 and must be paid to ProQuest when you create your submission.  You must be the sole author of the entire document for ProQuest to file for a copyright on your behalf.
• For information regarding a publication hold/embargo on your thesis/dissertation please go to the Embargo link .

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Academics | Candidacy & Defense

https://graduate.rice.edu/academics/candidacy-defense-thesis-submission/thesis-signatures

Thesis Defense & Submission

The deadline to submit for the August degree conferral has passed. The deadline to submit for the December degree conferral is noon CDT on Friday, December 6, 2024. Be sure to upload your Signed Title Page and Original Approval of Candidacy form at the website here after submitting your thesis through thesis.rice.edu .

Students must submit the final thesis to the Office of Graduate and Postdoctoral Studies no later than six months from the date of the defense. However, in order to qualify for a specific degree conferral date, the submission deadline for that semester must be met. See the academic calendar for deadlines. The General Announcements has complete information on thesis defense .

Administrative Things to do before the defense

Review the committee members with your graduate administrator. If the committee has changed since the student petitioned for candidacy, then a committee revision form must be sent to GPS prior to the defense (the earlier, the better)

Register the defense! The thesis announcement must be entered here: https://events.rice.edu/rgs/

Doctoral students must announce the defense at least 14 calendar days before the defense

Masters students must announce the defense at least 7 calendar days before the defense

Provide copies of the thesis to the committee members

Doctoral students give the thesis to their commitee at least 14 calendar days before the defense

Masters students give the thesis to their committee at least 7 calendar days before the defense

What happens before the Defense

A couple of days before the defense the student will receive via email an Adobe Sign link containing 2 forms: an approval of candidacy form and a thesis title page. These forms are to be signed after the completion of the successful defense and they get signed in order. The approval of candidacy form is the committee signing/approving that the defense was passed. The title page is the committee signing/approving the final version of the thesis.

The Defense

The thesis is presented to the committee and it goes great!

Doctoral students can stop by the Tiebrary in the GPS office (Sewall Hall 370) to pick out a tie to take to Valhalla to celebrate!

The Tiebrary is open Monday - Friday 9:00 am - noon and 1:00 pm - 4:00 pm

Thesis Submission Process

There are 2 online portals that the student will submit items for the thesis submission. The thesis portal and the online thesis submission form . The thesis portal is where the student will upload the defended version of the thesis, final version of the thesis with the signed thesis title page and the signed approval of candidacy form. Doctoral students will also need to complete the Survey of Earned Doctorates and upload the certificate that is received after completing the survey. The online thesis submission form portal is where the student uploads the signed approval of candidacy form and the signed thesis title page. This portal is where and how the thesis submission gets approved.

After the successful defense, the student will come back to the Adobe Sign link and fill out the approval of candidacy form and this will go to the committee members for their signatures. They can sign in parallel. The student and the student's graduate administrator will be notified of each signature. Once the last committee member signs the approval of candidacy form, the form will come back to the student to edit the thesis title page. Once this is filled out and signed, the form goes back around to the committee for their signatures. More information on the Adobe Sign process can be found here.

Depending on the feedback form the committee after the defense, below is how the student will proceed with the thesis submission into the thesis portal and the online thesis submission form:

• If your thesis is defended but not complete (e.g., you need to make changes), follow the instructions in Part 1 within one weeks of your defense.
• If your thesis is defended and all changes have been made, submit your thesis using Part 2 below within six months of your defense or before the thesis submission deadline for the upcoming degree conferral
• If your thesis is defended and no changes were necessary, complete all of the steps in Part 1 and Part 2

Part 1: Within a week of your defense

• Navigate to thesis.rice.edu
• Click "Start your submission"
• Login with your NetID and password
• Follow the instructions on the site, using the guides for assistance

Verify that all the information is accurate before moving forward.

Assent to the terms of the agreement by checking the appropriate boxes.

• Enter your thesis title, graduation date, abstract, and keywords. The information entered here should match the information in your document.
• Supply the names of your committee members.

If you’ve used the online thesis submission process, once all your committee members have signed virtually, you will receive the PDF of the Original Approval of Candidacy form. Print this form, digitally separate the two pages and upload them to thesis.rice.edu:

• The Original Approval of Candidacy is uploaded as an administrative file, and
• The defended version of the manuscript is uploaded as the "Manuscript in PDF".
• The title page should not be signed or submitted until the advisor confirms that the thesis is in its final form and ready to submit.

For guidelines on supplemental files, please click here .

• Confirm that your information is correct and click the "Confirm and Submit Button".
• This initial submission (Part 1) is not final. Your submission will be sent to GPS for an initial review. You will still be able to edit your submission, thesis, and uploaded documents following the GPS review, typically within two business days.
• If you need to make changes to your submission at this point, do not start a new submission. Contact [email protected] to have your thesis status changed so you can make edits.
• Once GPS acknowledges your defense, your status will be changed to "Defended, Not Final." Please review the thesis format guidelines if you have not already done so prior to submitting the final copy of your thesis.
• Within six months of your defense, you must upload and submit the final copy of your thesis and all supplemental documents. This is Part 2. Once you submit a final copy of your thesis and your signatures have been received, and you’ve completed the required electronic Thesis Submission webform (see Part 2), you will not be permitted to alter your thesis.
• Please make all corrections prior to submitting your thesis. The online webform referenced above replaces the visit to GPS and the Office of the Registrar.

Part 2: Changes made, ready to submit

Please note all thesis and administrative files must be PDFs.

• Create a single PDF of your thesis, including the signed electronic Thesis Title Page form. Please review the thesis format guidelines if you have not already done so.
• Separate your electronic Original Approval of Candidacy.
• Doctoral only: complete the Survey of Earned Doctorates and create PDF of the certificate you'll receive upon completion. The certificate will come via email to you.
• Open http://thesis.rice.edu in your web browser.
• Select "Start your submission."
• Login with your Rice NetID and password.
• If you have already started a submission previously, select the action "Edit" or "Continue" to continue a previous submission. Otherwise, select "Start a new submission."

If any of the information is incorrect or needs to be updated, email [email protected] .

• Upload defended and corrected copy of your thesis as your primary document. This action will archive the defended version.
• You must include your signed electronic Thesis Title Page form as the first page of your final version of your thesis.

Upload the following required documents as ADMINISTRATIVE FILES:

• Your signed Original Approval of Candidacy
• Survey of Earned Doctorates Certificate (Doctoral only)
• Supplemental files are optional and may include non-PDF materials, such as videos, that complement your thesis.

Add a note here if there have been any changes in your thesis submission data.

• Complete the webform here . This replaces what is normally a visit to GPS and the Office of the Registrar for final submission.
• GPS will review the thesis submission and sign the form accordingly.
• You'll receive the form back as a receipt once complete.
• GPS will also sign the Original Approval of Candidacy form, and you and your graduate program administrator will receive a copy.
• The thesis will be published with the electronic title page if there are no embargoes.

Congrats, you got your ducks in a row! Be on the lookout before the May and December commencement ceremonies for an invitation to Cheese & Quackers !

Updated August 2024

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Submitting your thesis for examination (PhD, EdD, MD, BusD, MLitt, MSc)

Format of the thesis, the thesis must:.

be written in British English, apart from quotations and recognised technical formulae

be in A4 portrait format

use one-and-a-half spaced type

include any photographs or other illustrations scanned into the text

be a single file saved in the electronic format and naming style specified by your Degree Committee

Examiners are not expected to edit work. They will deal with errors of fact and typographical errors that affect the meaning of your work, as well as larger structural issues. The extent to which the text has or has not been properly prepared may influence their recommendation concerning the award of the degree. You are therefore advised to check your thesis thoroughly prior to submission to ensure clear, formal British English has been used throughout and that there are minimal typing and/or spelling mistakes.

How and when to present the thesis for examination

You must submit an electronic copy of your thesis for examination, and any required accompanying documents, to your Degree Committee by your submission deadline (which can be found under 'Thesis Submission details' on the Academic tile in your CamSIS self-service). If you are not a self-funded student, the terms and conditions of your funding may require you to submit your thesis earlier than the date shown in CamSIS. If you are unsure what your funder-expected submission date is, you should contact your Funding Administrator. You are required to submit your thesis for examination by your deadline even if the date falls over a weekend or holiday period.

Your Degree Committee should provide you with guidance for electronic submission; please contact them directly if you require any assistance.

The thesis you submit to your Degree Committee will be the thesis forwarded to the examiners for examination. It is not possible to 'retract submission' or to send a revised copy directly to your examiners. Therefore you should carefully check the file(s) you upload when submitting your thesis.

Postgraduate students must keep a minimum number of terms of research before they can submit (for example, 9 for the full-time PhD) unless they have been granted an allowance or exemption of terms . The thesis may be submitted from the first day of the term in which this requirement is met, provided that full-time students have also met the minimum residence requirement (unless they have been granted an allowance of terms). If you attempt to submit too early and have not had an allowance or exemption of terms approved, your thesis submission will not be accepted. If you have an application for an allowance or exemption of terms under consideration in CamSIS at the time you submit your thesis, your thesis will be kept on hold until a decision on your application is made.

Requirements

You must include the following bound inside your thesis:

Please ensure the pages are in the correct order. This is very important - if these preliminary pages are in a different order in your final hardbound thesis to your thesis submitted for examination, this could cause problems and delay approval for your degree.

1. A title page displaying:

the full title of the thesis

your full legal name (as it appears on your passport, marriage certificate or deed poll)

your college

the date of submission (month and year)

a declaration stating: "This thesis is submitted for the degree of Doctor of Philosophy/Doctor of Education/Doctor of Business/Doctor of Medicine/Master of Science/Master of Letters (as appropriate)."

2. A declaration in the preface stating:

'This thesis is the result of my own work and includes nothing which is the outcome of work done in collaboration except as declared in the preface and specified in the text. It is not substantially the same as any work that has already been submitted, or, is being concurrently submitted, for any degree, diploma or other qualification at the University of Cambridge or any other University or similar institution except as declared in the preface and specified in the text. It does not exceed the prescribed word limit for the relevant Degree Committee.'

The declaration does not need to be signed . For more information on the word limits for the respective Degree Committees see Word Limits and Requirements of your Degree Committee )

3. An abstract/summary of your thesis

4. [if applicable] the list of additional materials that were approved for submission alongside the thesis

You must also submit the following documents (not included inside the thesis):

Required: One declaration form

Optional: Research Impact Statement If pandemic, war/conflict, or natural disaster have significantly impacted on your research, you are invited to submit a Research Impact Statement with your thesis using the template provided. The purpose of the statement is for you to describe any restrictions or difficulties experienced in undertaking your research as a result of pandemic, war/conflict, or natural disaster, and to provide details of any alternative arrangements made to complete the work for your thesis. Further details for students and supervisors can be found in the Research Impact Statement guidance  and the Research Impact Statement form can be downloaded here . 

Inclusion of additional materials

Students other than those in the Faculty of Music must seek permission through their  CamSIS Self Service page if they wish to submit additional materials for examination alongside their thesis. Content such as figures, tables, photographs, bibliography, or appendices is contained within the submitted thesis and would not normally constitute separate additional materials. Additional materials are integral to the thesis but in a format that cannot be easily included in the body of the thesis (for example, 3D graphics). You should refer to the ' Policy on the inclusion of additional materials with a thesis ' before making an application to include additional materials. Talk to your supervisor and contact your Degree Committee if you require any advice. The application process should be initiated prior to the thesis submission. If a thesis is submitted with additional materials and without permission to include them, it will be held by the Degree Committee until approval is confirmed.

Please bear in mind that if you are granted permission to submit additional materials, you are required to upload the same materials to the University repository, Apollo , when you submit your approved thesis  post-examination (doctoral candidates only). Therefore, the inclusion of additional material that contains uncleared third-party copyright or sensitive material may affect the access level that is most appropriate for your thesis.

Submitting a revised thesis

If you are resubmitting your thesis following a viva outcome of being allowed to revise and resubmit the thesis for examination for a doctoral degree, you need to follow the same procedure as for the original thesis submission .

What happens following submission of the thesis for examination 

When you submit your thesis for examination the Degree Committee will check the submission, acknowledge receipt, and inform Student Registry you have submitted. The Student Registry will update your CamSIS record.

The Degree Committee will forward your thesis to your examiners. If you have not received confirmation of the date of your viva (oral examination) within six weeks of submitting your thesis, or if you have any questions with regard to your thesis at this stage, you should contact your Degree Committee. 

Your Examiners should not ask you for a printed copy of your thesis or other material in advance of your viva (oral examination). If they do, please seek advice from your Degree Committee.

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Preparation of your Thesis

It is important to prepare a well-written thesis that is free from error. All text, tables, figures and graphics contained in your thesis must be clear and readable in both print and electronic formats. Your thesis must also be suitable for microfilming, photo-duplication or other means of reproduction.

Where research protocol requires anonymity, Faculty Advisors and graduate students are responsible for removing "Identifying Information" from theses. ("Identifying Information" can be used to uniquely identify, contact, or locate a single "person" or can be used with other sources to uniquely identify a single "individual.")

Your department may offer support with writing your thesis. There are also resources available through the library and various workshops .

Students are responsible for ensuring that the final version of their thesis submitted to the Atrium meets accessibility standards according to the Accessibility for Ontarians with Disabilities Act (AODA) .  Guidance and resources in support of creating accessible digital materials can be accessed through the Digital Accessibility Resource Centre's Document Resources page.

There are two Microsoft Office Word templates available: A monograph-based template and a manuscript-based template . The monograph-based template provides a standard (or "traditional") thesis layout while the manuscript-based template provides a layout that is made up of a series of scholarly papers. The thesis templates have been pre-formatted to follow the Office of Graduate & Postdoctoral Studies (OGPS) requirements as outlined in the Preparation of your Thesis guide below. Both templates are also AODA-compliant and will support you in creating an accessible document.

Note: Using either of these templates does not guarantee that your thesis will be properly formatted for immediate acceptance into the Atrium Institutional Repository , especially if you make any changes to the formatting. It is your responsibility to review your thesis prior to submission, to ensure it meets all formatting requirements as outlined by the OGPS. 

Using the Thesis Templates

Whether you use the monograph or manuscript style template, please be aware that:

• To retain formatting, insert your text within the double brackets. 
• Once you have added the appropriate content, the double brackets and any instructional text should be removed.
• If there is a section in the template that is not applicable to your thesis, you should delete that section. 
• The Table of Contents and Listings (e.g. listing of tables, listing of figures) have been pre-generated in the template. Remember to update the Table of Contents and Listings to reflect any changes that you make.
• Make sure to modify the file properties so that the document title and author reflect your thesis. This information will be embedded in the final PDF document that you will create with the template (To modify the file properties, in Microsoft Word, select "File," then "Info," and then "Properties.")
• Save your final PDF as a tagged PDF to maintain the formatting and tagging features of the thesis template.

Additional support

If you are using Microsoft Office (Windows or Mac), please refer to the Formatting in Microsoft Office Word guide. This guide includes specific instructions for using the built-in tools in Microsoft Word to format your thesis and to save your thesis as a tagged PDF (which supports a more accessible document).

If you are using LaTeX, Michigan State University Libraries' Creating Accessible LaTeX Documents guide and Lancaster University's Accessibility Checklist for LaTeX Documents provide basic instructions and best practices for improving the accessibility of documents created using LaTeX.

Since writing style can vary greatly in different disciplines, you are expected to learn the appropriate style for your field. You are also advised to follow the recommendations of your Advisory Committee on all matters not covered here, including the content of your thesis.

It is the responsibility of your Advisory Committee to judge your thesis from all standpoints, including neatness, mechanics, and technical and professional competency. Therefore, it is important that you provide them a copy of your thesis before your defence.

Preparing a thesis is similar to the process of preparing a manuscript for publication. For both, the student must prepare the information for the document, present it in a structured format, undergo a review cycle, and finally, achieve publication. One difference, however, is that you must complete the electronic publication process (usually the responsibility of the publisher) by submitting your thesis according to the following guidelines:

Formal Style

The Office of Graduate & Postdoctoral Studies accepts theses either in monograph or manuscript format. A thesis written in monograph format organizes chapters around a central problem, for instance, with an Introduction, a Literature Review, and chapters on Methodology, Results, and Conclusions. In the manuscript format, the chapters treat separate elements of the research program, typically incorporating several discrete articles suitable for journal publication. Theses written in manuscript format may include the following:

        Published articles         Submitted articles         Unpublished work in publication format

Publication or acceptance for publication of research results before presentation of the thesis in no way supersedes the University’s evaluation and judgement of the work during the thesis examination process. Theses written in manuscript format must include the following:

        Connecting materials that integrate across the different chapters/articles, including at minimum an overarching introduction and a concluding discussion chapter.         The student must be the principal or sole author of any included manuscripts and must have had a major or sole role in the design of the research, and the preparation and writing of the manuscripts.

If the college/school or department does not specify points of style, the latest style manual information may be obtained in the McLaughlin Library through one of the following:

    The Research Help Desk     Writing Services

2. Organization of the Thesis

The format of your thesis will vary depending on your discipline and which style manual you use. The following are suggestions for how to organize the sections of your thesis but please work with your Advisor/department to determine the most suitable format for you.

Note: The information below is reflected in the thesis template provided above.

Document Divisions

•     The document is divided into front matter, body matter, and back matter.

A thesis normally contains the following parts:

Front Matter

• Title Page, including international copyright symbol ©
• Dedication (optional)
• Acknowledgments
• Table of Contents
• List of Tables (if any)
• List of Figures, Illustrations, Plates (if any)
• List of Symbols, Abbreviations, or Nomenclature
• List of Multimedia Objects or Files
• Introduction
• Review of Literature
• Text of Investigation
• Summary and Conclusions
• Recommendations

Back Matter

• Bibliography

    At the beginning of each chapter, place the word "Chapter," the chapter number, and the chapter title in large type.           A Certificate of Approval page with approval signatures should not be included in your thesis. You must submit this separately to the Office of Graduate & Postdoctoral Studies.

Because library retrieval systems use words in the title to locate manuscripts, it is essential that a title provide a brief description of the contents of the work. Words should be substituted for formulas, symbols, Greek letters, and so on.

The title page should include the following:

• Type of Manuscript (thesis)
• Degree Conferred (Ph.D., M.A., M.S., etc.)
• Degree Program (as listed in the University of Guelph Graduate Calendar or latest update)
• Field of Specialization (optional, if your program has an approved field, and your department has confirmed you have met the requirements)
• Collaborative Specialization (optional, if you are graduating with a collaborative specialization)
• Place of Publication
• Year of Publication (year submitted for graduation)
• Copyright Notice

To view a version of the title page, see sample title page .

Gender pronouns are not typically included, but should a student choose to include, please do so next to the Author name on the title page. The gender pronoun should not be included with the author name field on the Atrium form.

• The abstract should be a concise and accurate summary of your work.
• The maximum length of the abstract must not be more than 150 words in length for the master's and not more than 350 words in length for the doctoral theses.
• The abstract must have centered at the top of the first page the word "Abstract", the exact full title of the thesis as it appears on the title page, followed on the next line by the full name of the candidate as it appears on the title page (see the illustration below).
• The following parts are found in an abstract, although not identified with subheadings: Statement of Problem, Procedure or Methods, Results, and Conclusions.

3. Electronic Format Requirements

Acceptable file formats for university of guelph etds.

Your main thesis file should be saved as a tagged PDF document . In addition to being a widely used and stable file format, a tagged PDF format is also the format required by Library and Archives Canada (LAC). Saving your thesis file as a tagged PDF will ensure that LAC can harvest your thesis from the Atrium for inclusion in the Theses Canada database.

Multiple Files and Alternative Submission Formats

As of May 1, 2024, the Atrium Repository can only hold one main file per submission: the tagged PDF version of your final thesis.

If you wish to include supplemental files with your submission, such as video files, audio files, infographics, or high-resolution images, then you must contact the Research & Scholarship Team ([email protected]). They will arrange for your additional files to be uploaded separately.

Supplemental Data Files

In addition to the data files themselves, descriptive information (metadata) that describes the data, and all supplemental documentation necessary for the data to be discovered, understood, and reused (e.g., readme file, codebook, data dictionary, user guide) should be included with your data deposit.

To improve the findability, accessibility, interoperability, and reusability of your research data, we strongly encourage that datasets be deposited in the University of Guelph Research Data Repositories . Datasets deposited in the U of G Research Data Repositories receive a persistent identifier (DOI) that can be used to share, access, and cite your data. For more information regarding depositing your data in the U of G Research Data Repositories, please see How to deposit research data in the Agri-environmental Research Data Repository or the University of Guelph Research Data Repository or contact the library's Research and Scholarship Team .

If you are unsure about the long-term accessibility and readability of your file format(s), please contact the library's Research & Scholarship Team for guidance.

To promote reuse, use with other software/systems, and long-term access, supplemental files submitted in the Atrium should be in open, software-agnostic, non-proprietary file formats. The following is a list of open and/or widely supported file formats that are recommended for supplemental files:

4. General Format

• The preferred font size is 10 to 12 ( characters per horizontal inch).
• The preferred font style is Time New Roman (traditional) or Arial (modern).
• If necessary, different typefaces (font sizes or styles) may be used within headings, tables, figures, and appendices. Non-standard typefaces, such as script, are generally not acceptable except for commonly accepted symbols.

 Reproduction

• Electronic copies presented must be clean, clear, and uniform, with high contrast for quality screen and print resolution.
• You must use a computer and applicable software to produce theses where applicable.
• Keep in mind that because of duplicating and microfilming needs, the print must be letter quality with dark characters that are consistently clear and dense.

Spacing and Margins

• All straight text should be single, one-and-one half, or double spaced. Keep in mind that single spacing is preferable for electronic documents. A good compromise would be 1-1/2 spacing.
• The preferred number of lines is 6 (single-spaced) or 3 (double-spaced) text lines per vertical inch.
• Separate paragraphs by a line of horizontal space. Indent block quotes on the left and right.
• Single-space long tables, long quotations, footnotes, multi-line captions, computer programming, and bibliographical entries.
• All pages should have a minimum margin of 1 inch on all sides of the page. This applies to the average text, illustration or table arrangement, where a professional and consistent format should be retained. Exceptions could be, for example, artistic renderings requiring full margin bleed.
• A left margin of 1.5 inches (binding offset) is also acceptable, if you and your committee desire
• Electronic formats should normally be able to be reproduced on standard paper sizes such as 8 1/2" x 11".
• The placement of the footnotes at the bottom of the page or at the end of the manuscript is optional but must be consistent throughout. A form acceptable for publications in the discipline is recommended.
• All footnotes must conform to the margin requirements.
• All tables and figures should conform to the margin requirements. Photographic reduction may be necessary. Not more than 3 to 5% reduction is suggested to prevent indistinct print quality.
• A subheading at the bottom of the page must have at least two full lines of type below it. Otherwise, the subheading should begin on the next page.
• The last word on any page should not be hyphenated. The line should be short of the margin and the whole word typed on the following page.

Page Numbering

• Each and every page in a thesis, including all blank pages, should normally be assigned a number with no duplications in the numbering systems.
• The preliminaries must be numbered with lower case Roman numerals (iii, iv, v, etc.). The numbers should appear in the upper right-hand corner or as indicated by your style manual, no closer than 1.9 centimetres from the edge of the page.
• The title page counts as page i, but suppress the display (the number should not appear on the page).
• The abstract page counts as page ii, but suppress the display ( the number should not appear on the page).
• The remainder of the text (body) should be numbered consecutively in Arabic numerals, starting with Chapter One or the Introduction. Numbering should begin with page "1" centered at the top or bottom of the page, or as indicated by your style manual, no closer than 1.9 centimetre from the edge of the page.
• Avoid the use of letter suffixes as 10a, 10b, etc.
• Electronic multimedia presentations may not always be reproducible with conventional pagination and should be used with some caution. However, formats other than pdf are acceptable for the body, appendices, or other supplementary material.
• Tradition suggests that you use footnotes (as opposed to end notes).
• Place any footnotes on the same page as the items that refer to them. Footnotes in main body text should be numbered consecutively in Arabic numerals, starting with 1.
• ETDs: With electronic documents and the possibility of hyperlinks, this issue becomes less relevant since navigation around the document is facilitated.

Supplementary Materials

• Supplementary files, those secondary to the main document, may be used for a variety of requirements, such as high-resolution or specialized image files, audio files, video files, or other presentation materials. File formats should be in open, non-proprietary formats where possible. Please refer to the Electronic Format Requirements section of this guide for more information on recommended file formats.

Tables and Figures

• The word "Table" designates tabulated numerical data used in the body of the thesis and in the appendices. Tables consist of an arrangement of facts, figures, and values in an orderly sequence usually in rows or columns. The word "Figure" designates all other nonverbal material used in the body of the thesis and in the appendices, such as charts, graphs, maps, photographs, plates, drawings, diagrams, etc.

  Illustrations and Charts

• All illustrations and charts must be drawn in dark, opaque fashion and be of sufficient size to be readable. Remember that microfilming and duplicating are black and white photographic processes and colours will appear in varying shades of gray. Thus, cross-hatching and labels are often essential.
• If a title or description of an illustration or graph is too long to be placed on the same page, it should be placed on the previous page.
• Photocopies, computer scans and reduced text must be readable when reproduced.
• Wide tables or figures may be placed broadside, (landscape orientation). The table should be placed so that the top of the table is nearest the binding side (left margin). The placement of the table or figure, vertical or horizontal, does not alter the position of the page numbering requirements set forth in this guide, and should remain consistent with pagination structure adjacent in the document.
• Electronic formats: the preference is to rotate all wide illustrations, tables or figures so that they appear in landscape orientation for ease of screen viewing.
• Oversize pages complicate duplicating procedures and should be avoided. Often a different layout or the use of photographic reduction will resolve the problem.
• If oversized maps or charts are used, they should capable of reproduction on standard paper size, or otherwise scalable.
• See the Electronic Formats page for multimedia tables and illustrations.
• See the example of the addition of tables, illustrations and charts   to a thesis by permission of Adam Mark, 2011.

Suggestions

We encourage the use of all of the available options in Adobe Acrobat Exchange. By doing so, your ETD will be easier to view and browse and will encourage users to navigate through your entire ETD. These options will add to the look and feel of the document.

Some of these include:

• Adding Bookmarks
• Adding Thumbnails
• Adding Yellow Stickies
• Adding Links to the List of Figures
• Adding Links to the List of Tables
• Adding Links to the Table of Contents
• Linking to Internal Multimedia Objects
• Linking to External Multimedia Objects
• Adding Hyperlinks

5. PDF Creation

Please use one of the following methods to save your thesis as a tagged PDF document:

• Adobe Acrobat Pro: Select "File" then "Create" and finally "PDF from File." In the Open window, navigate to and select the desired document to convert. Click on "Open" to begin the file conversion.
• Adobe Acrobat add-in for MS Word (Windows): Click on the Acrobat tab in the main navigation tool bar. Click on "Create PDF" and then click on "Options." In the Adobe PDFMaker window, make sure that the radio button for "Enable Accessibility and Reflow with tagged Adobe PDF" is checked.
• MS Word for Windows: Select "File" and then "Save as." Select "PDF" from the "Save as type" drop down list. Click on the "Options" button and make sure the radio button for "Document structure tags for accessibility" is checked. Click on "OK" and then "Save."
• MS Word for Mac: Open the "File" application and select "Save As." Select "PDF" from the "File Format" list. Make sure the radio button for "Best for electronic distribution and accessibility (uses Microsoft online service)" is checked. Then click on "Export."

For access to software and assistance, the following information may be helpful:

• Adobe Acrobat is available in various campus locations
• Check with your college, program or department to see if they have a local copy of Adobe Acrobat available.
• You can buy your own copy of Adobe Acrobat at a reduced academic pricing from the CCS Software Distribution Site
• Adobe.com offers limited free trial and fee-based document conversion services*.
• Open Office offers a shareware word processing program that converts files to the pdf format. Versions are available for Windows, Linux and Apple platforms.
• PDFzone offers a plethora of links to freeware and commercial software to convert to the PDF format.

PDF Formatting Support:

Contact CCS Help Centre .

IT help in the McLaughlin Library at the IT Help Desk .

6. File Naming Conventions

The following file naming convention is mandatory for electronic thesis submissions:

familyname_firstname_finalsubmissionyearmonth_degree.pdf

Example: If your last name is Li, your first name is Alex, and you are submitting your MSc thesis in March of 2012, you should name your file as follows:

Li_Alex_201203_Msc.pdf

7. Print Formatting

You may be required by the department to produce a paper copy your thesis or you may wish to have a personal copy. The paper format requirements in this section are listed for use with printed and bound documents, and applies only to individuals granted an ETD exemption (granted only in rare instances) or to bound copies which may be required by some departments and/or committee members and desirable for personal use. For electronic format information, access to the Electronic Formats page above.

• White, acid free, 20-pound paper (most paper manufactured today has acid free content).
• White bond paper with 25% or higher rag content is recommended.
• 8.5 inches x 11 inches in size.
• Erasable bond, recycled, or perforated paper are unacceptable.

Reproduction

• Copies of theses must be printed on only one side of the paper, except when the facing-page format is used (see Illustrations and Charts section for pagination details).
• Check with your department regarding the numbers of copies they may require.
• Paper and electronic copies presented must be clean, clear, and uniform, with high contrast print resolution.
• Keep in mind that because of duplicating and microfilming needs, the print must be letter quality with dark black characters that are consistently clear and dense.
• The preferred typeface includes 10 to 12 characters per horizontal inch.
• If necessary, different typefaces may be used within tables, figures, and appendices. Non-standard typefaces, such as script, are generally not acceptable except for commonly accepted symbols.

Unacceptable:

• Overstrikes, interlineations, cross outs, defective lines from paste-ups, dots and shading in the background, smudges and smears, careless erasures, and white-out.
• Use of photo-mounting corners, staples, or transparent tape, or other non-archival material.
• All straight text is to be double spaced, but single-space long tables, long quotations, footnotes, multi-line captions, computer programming, and bibliographical entries.
• All pages must have a minimum margin of 1 inch on all sides of the page.
• A left margin of 1.5 inches (binding offset) is also acceptable, if you and your committee desire.

Page Numbering Format

• Each and every page in a thesis, including all blank pages, must be assigned a number with no duplications in the numbering system.
• The preliminaries (table of contents, list of tables, etc.) must be numbered with lower case Roman numerals (iii, iv, v, etc.). The numbers should appear in the upper right-hand corner or as indicated by your style manual, 0.75 inches from the edge of the page.
• The title page counts as page i, but the number should not appear.
• The abstract page counts as page ii, but the number should not appear.
• The remainder of the text (body) must be numbered consecutively in Arabic numerals, starting with Chapter One or the Introduction. Numbering must begin with page "1" centered at the top or bottom of the page, or as indicated by your style manual, within the 1 inch margin (0.75 inches from the edge of the page).

    For multi-volume theses :

• The maximum advisable size for a binding unit is 2.5 inches in thickness (approximately 550 pages). Beyond this size, you must separate the manuscript into volumes.
• Multiple volumes should be identified as Volume I, II, or Volume 1, 2, etc.
• Page numbering may either follow consecutively or begin again with Arabic 1.
• Multiple volumes should each contain a title page.
• All preliminary pages should remain in the first volume.

Non-Conforming Theses

• The Atrium can accept a variety of file formats (e.g., video/audio recordings, artistic works, etc.). However, the main submission must normally follow the formatting of the template provided. Any proposed non-conforming thesis must be approved by your college/school or department and then by the Office of Graduate & Postdoctoral Studies before final production. If you wish to submit a non-conforming thesis, then please provide written support from your Advisor and Graduate Program Coordinator to the Office of Graduate & Postdoctoral Studies.

Illustrations and Charts

• All illustrations and charts must be drawn in dark, opaque ink and be of sufficient size to be readable. Remember that microfilming and duplicating are black and white photographic processes and colors will appear in varying shades of gray. Thus, cross-hatching and labels are essential.
• Wide tables or figures may be placed broadside, (landscape orientation). The table should be placed so that the top of the table is nearest the binding side (left margin). The placement of the table or figure, vertical or horizontal, does not alter the position of the page numbering requirements set forth in this guide.
• Some disciplines prefer the title or description to face the illustration or graph, which is called the facing-page format. If this is done, be sure to number the blank side of the page, but do not number the description side of the page.
• If oversized maps or charts are used, they should be folded as few times as possible, but in such a way as to give 0.25 inches minimum clearance on the front right-hand edge of book.
• Maps or charts inserted in a pocket of the inside back cover must be folded to a size not larger than 6.5 inches x 10.5 inches.
• A binding pocket should be included before the manuscript is presented to the binder.

Photographs

• Photographs in a thesis may be in black and white or color. Keep in mind that maximum clarity for microfilming and duplicating is attained when there is good black and white contrast.
• Color photographs should be used when they are essential for understanding the methods or results of the research.
• If color photographs are used, appropriate labels must be provided to assist the readers of reproduced copies.
• Digital reproductions (computer scan) or other color photo-duplication methods often produce more desirable results than mounted photographs.
• Photographs smaller than 8.5 inches x 11 inches must be firmly affixed to pages with Kodak (or equivalent) Dry Mounting Tissue, rubber cement, or professional spray mounting, to ensure permanent adhesion. Photographs which are 8.5 inches x 11 inches in dimension may be inserted and numbered like a regular page.
• Software (i.e.CD, DVD.) or other unbound materials (i.e., maps, realia, etc.) must be clearly labeled with author and title information.
• The material should be placed in an envelope or other appropriate pocket, no larger than 6.5 inches x 9.5 inches, one per copy.
• Master's Theses Only : The pocket should be firmly affixed to the inside back cover of the bound copies.

Restrict Circulation of Thesis

• If you wish to apply for restrictions on the circulation of your thesis due to patents pending or other circumstances, the submission must be accompanied by a Request to Restrict Circulation of Thesis and the Office of Graduate & Postdoctoral Studies will secure the documents from public access; paper submissions will remain in the Office of Graduate & Postdoctoral Studies until the requested date of release.

Submission Process

• If an ETD exemption has been granted, you must present your thesis (unbound), required forms, and payment to the Office of Graduate & Postdoctoral Studies. Exemptions are granted only in rare instances.

ProQuest Publishing Services

• The University of Guelph does not participate in the Proquest Abstract and Microfilming Services. In other words, the master's and doctoral thesis abstract, microfilming, and copyright application to Proquest is independent of the library submission process.
• The student will be responsible for the cost of publishing the abstract and microfilming thesis. In the rare instance of an ETD exemption, the $50.00 fee is payable by cash, certified check, or money order to the Office of Graduate & Postdoctoral Studies. This fee must be presented to the Enrolment Services at the time of delivery of the one copy of the thesis.
• Theses Only: If you wish to take advantage of the UMI abstract service, see the explanation in the section above, and see Proquest. The student is responsible for his or her own submission, independent of the library submission process.

Certificate of Approval

• The copy of the thesis in its final form must be presented to the Office of Graduate & Postdoctoral Studies with original signatures of committee members on the Certificate of Approval. Reproductions are not acceptable.

Abbreviated Title

• In cases where the title is excessively long, you must provide the University Libraries with an abbreviated title of not more than 55 spaces (i.e., a maximum of 55 printed characters and spaces between words) which will be printed on the spine of the bound copies.
• There are two options for binding theses if a print copy is desired. Please refer to the submission checklist for these options.
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BHARATHIAR UNIVERSITY

Coimbatore - 641046, centre for research and evaluation, instructions online application for thesis submission.

• Kindly read the instructions carefully before you start filling the application form.
• Register Online at http://erp.b-u.ac.in/erp/scholar/public/
• The Online Application should be filled and submitted online.
• Print the online application and handover the printed online application to the Centre for Research and Evaluation, Controller of Examination Building, Bharathiar University, Coimbatore after the prescribed period of research and three moths before the date of submission of thesis. Another copy of the synopsis application should be submitted to the Registrar, Bharathiar University, Coimbatore.
• Thesis File (below 5MB)
• Thesis Certificate(Download Certificate here)
• Declaration Certificate(Download Certificate here)
• CERTIFICATE OF GENUINESS OF THE PUBLICATION(Download Certificate here)
• � NO DUE CERTIFICATE� from the Head of Department (applicable only to the University Department candidate).
• . �NO DUE CERTIFICATE� obtained from the Registrar, Bharathiar University if the Ph.D. scholar is from a Recognised Research Institution or doing Ph.D. under independent study external registration
• The copy of the challan towards remittance of thesis fee of Rs.6000/- prescribed for those candidates registered on or after 01-04-2001 and the late thesis submission fee, if any, to the Bharathiar University Exam Fund Account in the Bank of India branch at Bharathiar University or Demand Draft drawn on any of the scheduled banks in the Coimbatore City favouring the Registrar, Bharathiar University stating clearly the purpose of remittance.
• Attested copy of the University communication granting extention of time for submission of the thesis
• A CD containing the thesis copy in PDF format.
• The penalty fee for the late submission of Ph.D. Thesis is Rs.500/- (if it exceeds six months from the date of submission of the Synopsis) for every six months till the date of submission of thesis.
• Actual Postal Expense is to be paid by the candidate at time of the submission of consolidated Report. A fee of Rs.500/- Is to be paid by the candidate for Provisional Certificate along with the Viva voce report.

• AcSIR Emblem
• Mission & Objectives
• Board of Governors, AcSIR
• Senate, AcSIR
• AcSIR Affiliated Research Institutes (82)
• Statement of Accounts
• Right To Information
• Faculty of Studies
• Academic Timeline
• Professors & Faculty List
• AcSIR Students List
• Programme Fee
• Grade Conversion Formula
• Academic Requirements
• Research Papers with AcSIR Affiliation (till 2021)
• AcSIR Ph.D. Thesis Abstract Portal
• PhD Notification
• Request for Transcript from AcSIR
• Request for Degree Certificate (Routine/ Priority to Indian/ foreign destination) and/or Duplicate Degree/ Grade Card
• AcSIR Best Ph.D. Thesis Awards
• Awards & Honors
• Convocation
• Online Admission Portal
• Admission process
• Admission Calendar
• QIP | Quality Improvement Programme
• Visvesvaraya PhD Scheme January-2024 (Open)
• AcSIR-RMIT University Joint PhD (Cotutelle) Fellowship Program 2023
• AcSIR-Deakin University Joint PhD (Cotutelle) Program, 2023
• AcSIR, India–UWA, Australia, Joint PhD (Cotutelle) Program
• National Ragging Prevention Programme
• AcSIR Alumni network
• Master’s Program – Alumni
• Ph.D. Program- Alumni
• Opportunities

Forms and Templates.

Template for introduction of new courses, template for modification of existing courses, format for doctoral advisory committee (dac) meetings, format for comprehensive exam, form for conduct of pre-thesis open colloquium (ptoc/ dac-iv), thesis submission checklist, form for examiners of ph.d thesis, request form for financial no dues certificate : word format | pdf format, format of declaration for plagiarism free dissertation or thesis, form for dac recommendation on thesis examiner reports and constitution of oral examination board (oeb), format for certification of the compliance to ugc regulation 2009/2016 for ph.d. degree.

• Revised Formats of AcSIR Ph.D. Thesis and documents to be mandatorily included with the Thesis ( effective from August 08, 2020 onwards for all the Ph.D. thesis submitted to AcSIR )
• Faculty application form

SERB Project Information System & Management

SERB PR oject I nformation S ystem & M anagement  (PRISM)

National Post Doctoral Fellowship

All Areas of Science (in the broadest terms) will be covered by the fellowship.

The SERB-National Post Doctoral Fellowship (N-PDF) is aimed to identify motivated young researchers and provide them support for doing research in frontier areas of science and engineering. The fellows will work under a mentor, and it is hoped that this training will provide them a platform to develop as an independent researcher.

Eligibility

• The applicant should be an Indian citizen.
• The applicant must have obtained Ph.D./M.D./M.S. degree from a recognized University. Those who have submitted their PhD/M.D/M.S thesis and are awaiting award of the degree are also eligible to apply. However, such candidates, if selected, will be offered lower fellowship amount till they qualify the eligible degree.
• The upper age limit for the fellowship is 35 years at the time of the submission of application, age will be calculated by taking the date of closure of the respective call. Age relaxation of 5 (five) years will be given to candidates belonging to SC/ST/OBC/Physically Challenged & Women candidates.
• NPDF can be availed only once by a candidate in his/her career.
• Mentor must hold a regular academic / research position in a recognized institution in India. Should hold Ph.D. degree in Science or Engineering.
• A mentor shall not have more than two SERB NPDF fellows at any given time.
• Aspirants of NPDF, ECRA and CRG (EMR) can submit their proposal only once in a calendar year in any one of these schemes.

Nature & Duration of Support

• The fellowship is tenable only in India and can be implemented in any of the recognized academic institutions, national laboratories and other recognized R & D institutions. The host institution should provide necessary administrative and infrastructural support.
• The fellows will not be allowed to work with the Ph.D. guide/co-guide. It is also normally not availed at the same Department / institution where the candidates have earned their PhD/M.S/M.D degree.
• The fellowship is purely a temporary assignment, and is tenable initially for a period of 2 years.
• The fellows will be entitled to receive the grants as given below
• (Rs. 55,000/- per month (consolidated))
• (Rs. 35,000/ p.m for candidates who have submitted the thesis but degree not yet awarded)
• Research Grant (Rs. 2,00,000/- per annum)
• Overheads (Rs. 1,00,000/- per annum)
• Research grant can be used for minor equipment, consumables, contingencies and domestic travel. There is no provision for providing manpower support under this scheme. The Fellow is expected to undertake the research objectives by himself/herself during the entire duration of the fellowship.
• The fellows are not eligible to receive any other fellowship from any Government or Non-Governmental source during the tenure of the fellowship.
• The fellows must seek the consent of SERB if he/she intends to be away from the implementing institute (except for field work related to the project) continuously for a period more than eight weeks.

Selection & Mode of Application

• The call for applications for SERB-N PDF will be notified twice a year through the websites www.serbonline.in and www.serb.gov.in
• The application form along with a research proposal highlighting the objectives of the research work to be undertaken should be submitted online through the website www.serbonline.in
• The applicant must identify a suitable Mentor under whom the proposed research would be carried out.
• The selection will be based on the recommendations of an Expert Committee that will be constituted by the SERB. If required, the applicants may be called for personal interview.

How to Apply Online

For successful online submission of the application the following points may be noted:

• Applicants should first register into the online www.serbonline.in click here to register
• After log-in, applicants are required to fill all the mandatory fields in Profile Detail section under User Profile, which includes Bio data, photo, Institute Address, etc.
• Details including Project Title (max 500 characters), Project summary (max 3000 characters), Keywords (max 6), Objectives of the proposal (max 1500 characters), Expected output and outcome of the proposal (max 1500 characters) should be provided online at the time of submission of the application.
• Work Methodology and Research plan has to be uploaded in single PDF file not more than 3 pages (max 10 MB).
• For details one may visit www.serbonline.in - NPDF

Documents Required (in PDF) Should be in Prescribed Format

• Biodata (under user profile section) (Download template)
• Age Proof Certificate
• Qualification Certificate
• Category Certificate (in case of Age Relaxation)
• Undertaking Certificate by the applicant (Download template)
• Endorsement Certificate from the Mentor & Host Institute (Download template)
• Short CV of the mentor.

Termination of the Fellowship

• If any fellow wishes to terminate the fellowship, he/she shall inform the SERB through the mentor and host institute immediately. The implementing institute should not incur any expenditure from the date of termination of the project or the date of resignation of PI. The institute will also arrange for submission of documents mentioned above.
• SERB reserves the right to terminate the Fellowship at any stage if it is convinced that appropriate progress is not being made or the grant has not been utilized properly.

SERB PDFs are entitled to leave as per rules of the host institution. Participation in scientific workshops held in India or abroad will be treated as on duty. Maternity leave as per the Govt. of India instructions issued from time to time would be available to female candidates in all categories.

Frequently Asked Questions

Q1: Who can apply for NPDF? What are the eligibility criteria for availing the post-doctoral fellowship?

A1: The applicant should hold Ph.D. degree in Science or Engineering or M.D or M.S degree in any area of medicine. Those who have submitted their PhD/M. D/M. S thesis and are awaiting award of the degree are also eligible to apply. Applicants should have an outstanding track record as evident from the quality of the research outputs and publications. The selection will be based on the recommendations of an Expert Committee.

Q2: What is the age limit for availing NPDF?

A2: The upper age limit for the fellowship is 35 years at the time of the submission of application. Age relaxation of 5 (five) years will be given to candidates belonging to SC/ST/OBC/Physically Challenged & Women candidates.

Q3: What is the amount of fellowship?Is my fellowship taxable? Is the fellowship tenable outside India?

A3: The Fellowship amount for NPDF is Rs. 55,000/- per month. For those who have submitted their Ph.D. degree, Rs. 35,000/- per month will be offered till they are awarded the eligible degree. The fellowship is taxable under the Income Tax rules of India. The fellowship is tenable only in India and can be implemented in any of the recognized academic institutions, national laboratories and other recognized R & D institutions. The host institution should provide necessary administrative and infrastructural support.

Q4: What is the tenure of the NPDF? Can it be extended?

A4: The fellowship is purely a temporary assignment, and is tenable initially for a period of 2 years. In exceptional cases, depending on the progress of research, the fellowship can be extended for one more year. There is no provision to extend the tenure beyond three years in any case.

Q5: What is the upper age limit up to which the J C Bose fellowship can be availed?Can I avail the NPDF from the same institution from where I have obtained the Ph. D. degree? Can I avail other fellowship grants?

A5: The fellowship is generally not availed at the same institution where one hasobtained or worked for the PhD/M.S/M.D degree. Also, the fellowship cannot be availed with the doctoral thesis supervisor or co-supervisoras a mentor. The fellows are not eligible to receive fellowship/salaryfrom any other Government or Non-Governmental source during the tenure of the SERB National Post-Doctoral Fellowship.

Q6: What is the nature of support in NPDF scheme?

A6: National Post-Doctoral Fellow will be entitled to receive grants under the following budget heads.

Q7: When should I apply for NPDF? Can I apply for the National Post-Doctoral Fellowship (N- PDF) projects throughout the year?

A7: The applicant must first identify the host institution and a suitable Mentor in the host institution under which the proposed research objectives will be pursued. The call for applications for SERB- NPDF will be notified through the website www.serbonline.in and www.serb.gov.in Usually one month window will be provided to submit the application along with other documents. All applications should be submitted through the SERB online portal www.serbonline.in.

Q8: Who is eligible to be a Mentor? Can my Ph.D. supervisor or co-supervisor act as a mentor?

A8: The Mentor should hold a regular academic or research position in the host institution. The fellowship cannot be availed with the doctoral thesis supervisor or co-supervisoras a mentor.

Q9: How should I apply for NPDF? What documents should I submit?

A9: All applications should be submitted through the SERB online portal www.serbonline.in. Usually one month window is provided to submit the application along with other documents. The following documents are mandatory.

• Research proposal (see www.serbonline.in for the correct format).
• Proof of Date of Birth (Class X certificate or Date of Birth Certificate).
• Proof of Caste (only for cases seeking age relaxation).
• Proof of Ph.D. Degree or proof of Ph.D. thesis submission certificate.
• Endorsement Certificate signed by Mentor and Head of the Host Institution (format can be downloaded from www.serbonline.in).
• Undertaking Certificate by the applicant (see online portal for its format).
• Reprints of your two best publications.
• CV of the Mentor (see online portal for its format).

The applicants are advised to follow detailed instructions provided in the SERB online portal www.serbonline.in.

Q10: When will I be informed of my selection?

A10: The selection process on an average takes at least two months from the last date of submission of the applications. All selected candidates shall receive an Email notification through the SERB online portal, who are then required to download the offer letter.

Q11: Is there any break up available for the NPDF research grant?

A11: Flexibility is provided to the Fellow and the Mentor for utilising the Research Grant as per the needs of the research work. Generally, the Research grant can be used for purchasing minor equipment, consumables and contingencies. The grant can also be utilised for travel in India for attending workshops/conferences and other research related activities. In this regard, the host institution?s norms shall apply for TA/DA.

Q12: Can I recruit a manpower under this scheme?

A12: There is no provision for providing manpower under this scheme. The Fellow is expected to undertake research himself/herself during the entire duration of the fellowship.

Q13: I have received my fellowship for the first year. What documents should I send to receive my scholarship for the second year?

A13: The Fellows should upload annual Progress Report and financial statementsat the end of each financial year. The release of the next instalment of the grant will be considered only after submission of (a) Proper Utilization Certificate and Statement of Expenditure, financial year wise and (b) Annual Progress Report through the SERB online portal.

Q14: I intend to change my Mentor/Host Institution? What procedure should I follow?

A14: Change of Mentor/Host Institution is generally discouraged and can be allowed only in exceptional cases. Change of Host Institution shall be undertaken only after obtaining due approval from SERB. The new host institute in any case should not be the institution from which the applicant has worked for his Ph.D. or obtained his Ph.D. degree. The transfer of the fellowship along with balance grant and the assets to the new institute is allowed, provided the administrative authority of both institutes agree in writing. NOC from the previous host institute and Endorsement Form from the new host Institute &new Mentor must be sent to SERB through the online portal.

Q15: I wish to resign as NPDF? What documents must I send to SERB?

A15: If the one wishes to terminate the fellowship and leave the institute, he/she shall inform the SERB through the host institution immediately. The implementing institute should not incur any expenditure from the date of termination of the project or the date of resignation of fellow.

Q16: What are the rules for availing leave?

A16: There is complete flexibility in using the research grant of Rs. 15.00 lakh. Funds under this "Research Grant" head (Rs. 15.0 Lakh) can be utilized for hiring of manpower, consumables, national travel for self, students, other research staff, visiting scientists and international travel and per diem per year for self for research purposes, chemicals, equipment items, other unforeseen contingencies, repair of equipments, books and journals, etc. and any other research and academic activity, subject to the ceiling of sanctioned Research Grant budget head.The NPDF is entitled to leaves as per norms of the host institution. Participation in scientific workshops held in India or abroad will betreated as on duty. Maternityleave, as per the Govt. of India instructions issued from time to time, would be available to femalecandidates in all categories.

Q17: Is SERB terminate NPDF fellowship?

A17: There is complete flexibility in using the research grant of Rs. 15.00 lakh. Funds under this "Research Grant" head (Rs. 15.0 Lakh) can be utilized for hiring of manpower, consumables, national travel for self, students, other research staff, visiting scientists and international travel and per diem per year for self for research purposes, chemicals, equipment items, other unforeseen contingencies, repair of equipments, books and journals, etc. and any other research and academic activity, subject to the ceiling of sanctioned Research Grant budget head.The NPDF is entitled to leaves as per norms of the host institution. Participation in scientific workshops held in India or abroad will betreated as on duty. Maternityleave, as per the Govt. of India instructions issued from time to time, would be available to femalecandidates in all categories.SERB reserves the right to terminate the Fellowship at any stage if it is convinced that appropriate progress is not being made or the grant has not been utilized properly.

Q18: Can I be away from the implementing Institute when I am working as National Post-Doctoral Fellow?

A18: The fellows must seek the consent of SERB if he/she intends to be away from the implementing institute (except for field work related to the project) continuously for a period more than eight weeks.

Q19: What should be done for the unspent grant under National Post-Doctoral Fellowship (N- PDF) after the completion of the tenure of the fellowship?

A19: The following documents should to be sent to the SERB after the duration of the Fellowship is completed:

• Final Consolidated Statement of Expenditure (in duplicate), giving expenditure financial year wise (FY) from date of start till date of completion;
• Utilization Certificates (FY wise) for all FYs (in duplicate) matching with Statement of Expenditure figures in that FY;
• Project Completion Report (PCR) with list of publications, patents filed.
• DD/ cheque for the unspent grant, drawn in favor of 'Fund for Science & Engineering Research'
• Mentor and PDF candidate are responsible for the timely submission of progress report, utilization certificate, project closure report (PCR), refund of unspent balance amountetc. at end or early closure of the project.