39

FORMATTING AND PREPARATION OF THESES AND DISSERTATIONS

All theses and dissertations must contain a written component; however, theses and dissertations may include other components as well. In preparing the thesis or dissertation, students should be aware that the nal copies of the thesis or dissertation submitted to the Faculty of Graduate Studies should take one of three formats:
Format Characteristics 1. Routine Consists mostly of words, tables, charts and gures Electronic Can be produced on paper using standard word processing programs Is not electronically interactive Is microlmable 2. Complex A work with a high reliance on slides, lm or videos, elecElectronic tronically interactive word/image based text on CD-ROM or the World Wide Web Part of the work can be produced on paper but key elements of the work depend on direct experience with or interaction with a text whose physical form may be changed as a consequence of the interaction 3. Multimodal A work in which the key component is a performance or piece of art Part of the work can be produced on paper but key elements of the work depend on direct experience with, 39

40

SECTION 2: PROCEDURES

The criteria for acceptance are listed in detail in this guide but in general the requirements for the written component may be summarized as follows: 1. 2. 3. 4. The text and accompanying illustrative material must be clear and error free. The layout of each page must be set within standard margins. A high quality of paper must be used (i.e., not erasable paper). Standards that are acceptable to Library and Archives Canada (formerly, the National Library of Canada) must be met. Written permission to include previously copyrighted material must be obtained.

5.

The Thesis Secretary will check that the copies meet all the quality standards outlined in Chapter 9 of this booklet and has the right to refuse any unacceptable copies until they are submitted in acceptable form. The Thesis Ofce will not accept nal copies that fail to meet all required criteria as explained on the following pages. STUDENTS ARE RESPONSIBLE FOR ALL TUITION FEES UNTIL FINAL COPIES ARE SUBMITTED AND ACCEPTED BY FGS SIGNIFYING THAT ALL DEGREE REQUIREMENTS HAVE BEEN MET.

STYLE GUIDES
Students preparing their thesis/dissertation should follow a single style guide appropriate to their discipline. The York University Libraries at http://www. library. yorku.ca/ Home/eResources/referencelinks.htm#style has links to many style guides for various disciplines, for example: American Sociological Association Format [Cal State] APA Documentation Style [University of Wisconsin] Chicago Manual of Style FAQ Columbia Guide to Online Style Online! Citation Styles [APA, MLA, Chicago Styles] Vancouver Style (science) Other useful guides include the most recent editions of:

FORMATTING Turabian, Kate L., A Manual for Writers of Term Papers, Theses and Dissertations. Chicago Press Wiles, Roy McKeen, Scholarly Reporting in the Humanities, published in association with the Humanities Research Council of Canada by University of Toronto Press

41

SPELLING & LANGUAGE

Either American or British spelling is acceptable provided that it is used consistently throughout. Normally, a thesis or dissertation should be written in English but approval for it to be written and defended in French can be granted.

GENDER NEUTRALITY
Theses and dissertations should be gender neutral. See Appendix G, an excerpt from the York University Style Guide, which offers some useful guidance in this respect.

PAPER & PHOTOCOPIES

8-1/2 x 11 or equivalent metric size paper should be used. The original typescript and all photocopies should be on good quality white bond paper. Coloured paper is not acceptable. All copies must be checked to ensure that pages are in the correct order and that no pages have been skipped or shifted in the photocopying process.

LINE SPACING AND FONT REQUIREMENTS Line Spacing

The text should be double-spaced and on one side of the paper only. Footnotes and long quotations may be single-spaced. However, if a thesis or dissertation is being prepared for publication, where double spacing is required throughout, this form is acceptable to the Faculty of Graduate Studies.

Font Style

The entire thesis/dissertation must be in the same type, (e.g., Times New Roman, or Arial). To ensure that theses/dissertations can be microlmed, we recommend that the typescript be 12 point, preferably, and no smaller

42

SECTION 2: PROCEDURES

than 10 point (including footnotes or endnotes). Non-standard characters not available on standard keyboards (e.g., mathematical equations, complex tabular matter, exponents and subscriptions) may be executed neatly by hand with black India ink. Library and Archives Canada should be referred to on all matters relating to microlming (see Appendix H).

MARGINS
Margins must be at least 1 inches at the TOP and LEFT-HAND edges of the paper to allow for binding. Some software programs may require headers to be set at 1.5 so the page number falls within the margin. 1 inch margins at the BOTTOM and RIGHT-HAND edges should be set so that all the text including footnotes, will appear within the microlm frame and will also allow the binder to trim the edges. Margins may be wider but not narrower than the stated requirements. For example, the rst page of every chapter may have a top margin of 2 inches. Please note, margin requirements apply to EVERY page, including pages with illustrations (tables, gures, plates), the abstract, appendices, and title page.

RUNNING HEADERS
Running headers to put title, name, chapter, etc., on each page are not acceptable.

DIAGRAMS AND TABLES

Each diagram and table should be numbered. Page numbers should appear in the same position on the page as they appear elsewhere in the body of the text. Tables may be horizontal or vertical as long as the required margins are used. Diagrams must be generated by graphic software or neatly hand drawn in black India ink. Colour should not be used for the copy which is submitted to Library and Archives Canada for microching.

PHOTOGRAPHS

Ideally, each photograph should have the full range of contrast, from true black to pure white. Colours will not reproduce on microche; therefore, the copy submitted to Library and Archives Canada for microlming must be in black and white.

FORMATTING

43

If photographs must be included, students may either dry mount them directly into each copy of the thesis or dissertation OR students may scan the photographs directly into the thesis or dissertation. If students are scanning images into the thesis or dissertation, the resolution of such images should follow the following guideline: the scanning resolution for the image must be 1/3 the output (printer) resolution capability. In other words, if the printer a student is using prints at 200 dpi, then the images should be scanned at 600 dpi. If an image is to be enlarged following the scanning, then students should factor the scale of the enlargement into their calculations. As an example, if an original photograph is to be presented at double its size in the thesis or dissertation, and the printer output is 200 dpi, then the image should be scanned at 600 dpi x 2 resulting in a 1200 dpi scanned image. If images are to be reduced in size from the original image scanned, students should use the general guideline that the image resolution is 1/3 the output (printer) resolution quality and should not adjust for reduction of image size.

REPRINTS
Students using publishers reprints must submit either a photocopy of the reprint or a PDF copy for the copy of the thesis/dissertation that is submitted to Library and Archives Canada. All other copies can be bound using original reprints. This ensures that all pages meet the 8 x 11 requirement.

OVERSIZE PAGES
If charts, graphs, maps or tables that are larger than the standard page have to be used in the thesis or dissertation, they should be carefully folded into the manuscript. The fold should not extend the full width of the page in case the edges are trimmed by the binder and the foldout is destroyed. Alternatively, a photocopier can be used to reduce the size as long as the font does not go below 10 point and the required margin allowances are upheld.

PREPARATION OF TITLE PAGE

The title page must be prepared in the format shown on page 49. It should be noted that the centre of the typed matter on the title page is adjusted to 1 left and top and 1 right and bottom margins. The degree on the students title page should reect the designation chosen for the degree. e.g., Doctorate of Philosophy or Doctor of Philosophy; Magisteriate or

44

SECTION 2: PROCEDURES

Masters. This will be the rst page of the thesis/dissertation.

TITLING THE THESIS/DISSERTATION

The title of the thesis/dissertation must be a meaningful description of the work. The authors name and year of graduation will appear on the front cover of the bound copies. The title used must be identical (in content and format) on each of the title, copyright, and certicate pages. When a thesis or dissertation title is lengthy, a short title of no more than 75 characters and spaces, including the authors surname and initials, is needed for the spine of the bound thesis/dissertation. The shortened version should follow the wording of the original title as closely as possible and should facilitate easy recognition of the thesis/dissertation on the library shelf. The shortened title must be on a form provided by the Thesis Ofce.

PREPARATION OF COPYRIGHT PAGE

A copyright symbol is incorporated on a page containing statements of permission for the loan or sale of copies of the thesis or dissertation. Copyright in theses or dissertations (as in any published material) is protected by international copyright law. For further information on copyright, see the York University website at http://www.yorku.ca/secretariat/documents/ copyright/copyright.htm. Copyright pages must be completed as shown on page 50. A minimum of three of these pages is required in original form form. The copyright page will be inserted as the second page in each thesis/dissertation immediately following the title page.

PREPARATION OF CERTIFICATE PAGES

Certicate pages must be completed as shown on page 51. A minimum of three of these pages is required in original form Each copy of the certiform. cate page must be signed by the supervisor in the appropriate place before submission by the Program Director to the Faculty of Graduate Studies. They are submitted to FGS with the recommendation for the composition of the examining committee. Following a successful oral examination, these pages will be signed by the examining committee. If the student selects the paper submission route for the submission of nal copies of the thesis/dissertation, these pages will be inserted by the Thesis Secretary in each copy of the thesis or dissertation immediately following the copyright page. If the student selects the electronic submission route for submission of the nal copies of the thesis

FORMATTING

45

or dissertation, the certicate pages must still be submitted but they will form part of the students ofcial record in the Ofce of the Registrar and will be forwarded to the Ofce of the Registrar by the Thesis Secretary. Should the student, at a later date, wish to have a paper copy of their thesis bound, a set of the Certicate Pages may be requested from the Faculty of Graduate Studies.

AUTHENTICITY STATEMENT
Students submitting the nal copy of the thesis/dissertation electronically, must complete an Authenticity Statement. The Authenticity Statement takes the place of the Certicate Pages in the electronic version of the nal copy of the thesis/dissertation. A sample Authenticity Statement is provided on page 52.

ABSTRACTS
Each thesis or dissertation must contain an abstract. The abstract is expected to give a succinct account of the thesis/dissertation so that a reader can decide whether to read the complete work. For masters theses, the abstract cannot exceed 150 words, while, for Doctoral dissertations, the abstract cannot exceed 350 words. If abstracts exceed the recommended length they will be truncated when archived by Library and Archives Canada. An abstract contains a statement of the problem, the procedure or methods used, the results and the conclusions. The abstract should be inserted immediately before any acknowledgments and the Table of Contents. The rst page number for the abstract is always typed as iv.

ACKNOWLEDGMENTS PAGE
An acknowledgements page may be included.

CONTENTS

The Table of Contents, List of Tables and List of Figures, where applicable, should follow the abstract (or acknowledgements, if any). Curriculum vitaes, list of student-authored publications, or conference presentations do not form part of the contents of the thesis/dissertation. A truncated version of the Table of Contents should not precede each chapter.

PAGINATION
For paper copies, the copyright page and certicate page are inserted by

46

SECTION 2: PROCEDURES

the Thesis Secretary after the nal copies are submitted by the student; these pages must be allowed for in the pagination. For electronic copies, the student must insert the copyright page and the Statement of Authenticity page into the electronic copy of the thesis or dissertation. Thus in a typical manuscript, the pagination in Roman Numerals of the preliminary matter is as follows:
Title Page Copyright Page Certicate Page OR Statement of Authenticity Page Abstract Dedication (optional) Acknowledgments (optional) Table of Contents List of Tables, if appropriate List of Figures, if appropriate Introduction (i) (ii) (iii) (Number not typed on) (Number not typed on) (Number not typed on)

(iv) (v) (vi) (vii) (viii) (ix) 1

(Number typed on) (Number typed on) (Number typed on) (Number typed on) (Number typed on) (Number typed on) (Number typed on)

Please note that the page numbers are not typed on the title, copyright or certicate pages, and that if the abstract is any longer than one page, the pagination of the following material must be adjusted accordingly. For the remainder of the thesis/dissertation, including the introduction, main body, gures, appendices, and bibliography, Arabic Numerals are used starting with 1. (For samples of the above, see pp.49-55). All page numbers should be in a consistent location, that is either centre bottom, centre top, right top corner, or right bottom corner. They must fall within the 1 or 1 margins. There should be no blank pages or large blank spaces within the thesis or dissertation. All pages should be checked to ensure they are included in all copies and are sequential.

APPENDICES
Each appendix must be assigned an alphabetical letter and title, (e.g., Appendix A: Title). Appendices are ordered in the same sequence as they are referred to in the body of the text; that is, the appendix rst mentioned in the text is assigned the letter A, the second is B, etc. Materials in the appendices that are copied from other sources must meet the same requirements as the

FORMATTING

47

body of the paper, for example, copies from books, maps, etc., must be clean and legible, and must maintain the same margins. Residual shadows of page edges created in the photocopying process and copies taken from coloured originals resulting in dirty copies are not acceptable.
(See Chapter 4 for a full explanation of the use of copyrighted material.)

COPYRIGHT

No substantial amount of copyrighted material may be included in the thesis/dissertation. Under the Copyright Act, if more than a reasonable extract of another persons work is included in the thesis/dissertation, written permission must be obtained from the copyright holder(s). Furthermore, if the thesis/dissertation contains one or more chapters which were authored or co-authored by the thesis/dissertation author and published as a journal article or as part of a book, permission must be obtained from the copyright holder(s) (i.e., publishers). Similarly, if part of the thesis/dissertation was written in conjunction with one or more authors, a statement from the coauthor(s) must be obtained permitting the microlming of the thesis/dissertation. This ensures that the work of all persons who have contributed to the thesis/dissertation is duly recognized.

NUMBER OF COPIES REQUIRED FOR EXAMINATION

The required number of copies of a thesis or dissertation depends on the number of members of the oral examining committee (including the external examiner): Masters - the minimum is four Doctoral - the minimum is six However, often more than these minimum are required. The supervisor or Program Director will inform the candidate how many copies are needed. Students are responsible for ensuring that all members of the examining committee have a copy of the thesis/dissertation.

NATURE OF COPIES REQUIRED FOR ORAL EXAMINATION

48

SECTION 2: PROCEDURES

Format Routine Electronic

Copies to be submitted
the student must provide a paper copy to each of the members of the examining committee unless prior approval has been received for the submission of an e-copy the student must provide a paper copy of the written component to each of the members of the examining committee unless prior approval has been received for the submission of an e-copy. for the remaining component of the work, it is the students responsibility to ensure that the work produced for the thesis or dissertation can be examined by the examining committee. Students producing multimedia dissertations or theses should consult with the Theses Canada Portal (www.nlc-bnc.ca/thesescanada) at Library and Archives Canada for advice on formats supportable for preservation. However, if a student wishes to work in a format not supported for preservation, as long as the work is readily accessible by the examining committee and the student submits a written component, the student may submit work in unsupported formats. the student must provide a paper copy to each of the members of the examining committee unless prior approval has been received for the submission of an e-copy the student must make arrangements for the examining committee to view/engage in the non-written component

Complex Electronic

NOTE: If e-copies are submitted for the Oral Examination, for ease
of the examination, the pagination and formatting of each page of any e-copies and the paper copies must match.

FORMATTING

49

SAMPLE TITLE PAGE

THE QUEST FOR THE PERFECT DISSERTATION: AN EXPLORATION OF ACADEMIC DESIRE

JOE Q.STUDENT

A DISSERTATION SUBMITTED TO THE FACULTY OF GRADUATE STUDIES IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE DEGREE OF DOCTOR OF PHILOSOPHY

GRADUATE PROGRAM IN HIGHER EDUCATION YORK UNIVERSITY, TORONTO, ONTARIO DECEMBER 2003

Note: Masters degree students should replace the word Dissertation with Thesis and should substitute the specic masters degree designation (see p. 44) in place of Doctor of Philosophy. The above title, student name, and graduate program are ctitious.

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SECTION 2: PROCEDURES

SAMPLE OF COPYRIGHT STATEMENT

THE QUEST FOR THE PERFECT DISSERTATION: AN EXPLORATION OF ACADEMIC DESIRE

by Joe Q. Student a dissertation submitted to the Faculty of Graduate Studies of York University in partial fulllment of the requirements for the degree of DOCTOR OF PHILOSOPHY Permission has been granted to: a) YORK UNIVERSITY LIBRARIES to lend or sell copies of this dissertation in paper, microform or electronic formats, and b) LIBRARY AND ARCHIVES CANADA to reproduce, lend, distribute, or sell copies of this dissertation anywhere in the world in microform, paper or electronic formats and to authorize or procure the reproduction, loan, distribution or sale of copies of this dissertation anywhere in the world in microform, paper or electronic formats. The author reserves other publication rights, and neither the dissertation nor extensive extracts from it may be printed or otherwise reproduced without the authors written permission.

Instructions 1. The copyright statement is placed within a hairline box. 2. The font style and size of the text within the box should be consistent throughout the text and match that of the main body of the thesis or dissertation. 3. The copyright box should be centered between the top and bottom margins of the thesis/dissertation page. 4. Within the copyright box, there should be 3/4 inch (or 2 cm) margin that offsets the text within the box. Note: The title and student name (used above and opposite) are ctitious.

FORMATTING

51

SAMPLE CERTIFICATE PAGE

52

SECTION 2: PROCEDURES

SAMPLE STATEMENT OF AUTHENTICITY

THE QUEST FOR THE PERFECT DISSERTATION: AN EXPLORATION OF ACADEMIC DESIRE

by Joe Q. Student

By virtue of submitting this document electronically, the author certies that this is a true electronic equivalent of the copy of the dissertation approved by York University for the award of the degree. No alteration of the content has occurred and if there are any minor variations in formatting, they are as a result of the conversion to Adobe Acrobat format (or similar software application).

Examination Committee members: 1. Len Johxnon 2. Noel Rampran 3. Norma H. Purshy 4. Lucy Meighone 5. Camilla Penhipe-Jones 6. Kyra Janetta MacGomobon

NOTES 1. The Statement of Authenticity must follow the Copyright Page. Students should list all of the Examining Committee members, adding numbers and names as appropriate. Please attend to the correct spelling of the names of the Examining Committee. 2. The dissertation title and contents (opposite) as well as the names of committee members (on the previous page and above) are ctitious.

FORMATTING

53

SAMPLE TABLE OF CONTENTS

TABLE OF CONTENTS Abstract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv List of Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii 1. Doctoral Studies and the Pragmatics of the North American Context. . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 1 Times to Completion for Doctoral Degrees . . . . . . . . . . . . . . . 4 Canadian Times to Completion. . . . . . . . . . . . . . . . . . . . . . 6 American Times to Completion . . . . . . . . . . . . . . . . . . . . . . 9 Rates of Completion vs Times to Completion . . . . . . . . . . 11 Changing Demographics of the Student Population . . . . . . . 14 Female Participation in Graduate Education . . . . . . . . . . . 19 Socio-economic Status and Graduate Education . . . . . . . 21 Social Darwinism and the University . . . . . . . . . . . . . . . . . 27 2. Theorizing Academic Desire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Academic Innocence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 The Eros of Knowledge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55 Academic Answerability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 3. Methodology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Ethical Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Interview Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Data Analysis Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

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SECTION 2: PROCEDURES

SAMPLE LIST OF TABLES

LIST OF TABLES Table 1:. Times to Completion for Full Time Canadian Doctoral Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ....7 Table 2: Times to Completion for Full Time U.S. Doctoral Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 Table 3: Rates of Completion for Canadian Students . . . . . . . . . . . . 11 Table 4: Female Participation Rates in Doctoral Education. . . . . . . . 19 Table 5: Socio-economic Status and Doctoral Education. . . . . . . . . 22

vii

FORMATTING

55

PROCEDURES FOLLOWING THE ORAL 1. Approval of revisions A

After the oral defense, students have six months in which to complete their required revisions. Students must be actively registered during this time. Prior to making the nal copies for submission, students must submit a memorandum from the appropriate individual named below to the Thesis Secretary stating that the revisions have been completed and approved: a) For Specied Revisions: with the Principal Supervisors signature, and conrmation from the Deans Representative; or, For Major Revisions: with the Supervisors and Deans Representatives signatures.

b)

In order to graduate, nal copies of theses/dissertations must be submitted by the deadlines indicated in the FGS Calendar and website (www.yorku. ca/grads/). STUDENTS ARE RESPONSIBLE FOR TUITION FEES UP UNTIL THE FACULTY OF GRADUATE STUDIES HAS ACCEPTED THE FINAL COPIES OF THE THESIS OR DISSERTATION.

2. Microlming
Normally at the time the thesis/dissertation is submitted for examination, there are three forms which a student must sign: i) Partial Copyright Licence ii) Library and Archives Canada Non-Exclusive Licence to Reproduce Theses Permission form iii) Subject Categories Form By signing the Partial Copyright Licence and Library and Archives Canada Non-Exclusive Licence to Reproduce Theses Permission form, authority for microlming their thesis/dissertation is provided by each student. Currently, the National Theses Program of Library and Archives Canada utilizes the services of a third party for the purpose of theses microlming and distribution. The microlm copies are included in Dissertation Abstracts International and Masters Abstracts International. Students are required to sign the Non-Exclusive Licence to Reproduce Theses to authorize UMI

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SECTION 2: PROCEDURES

to publish the thesis/dissertation and abstract. These forms can be obtained from either the Thesis Ofce or Program Ofce.

3. Delay of publication and restriction of access

With good reason, students may be permitted to delay publication of and restrict access to their thesis or dissertation for up to three years. This may be done only on the recommendation of the students supervisor and the Graduate Program Director, and with the approval of the Dean of Graduate Studies, as shown on the Partial Copyright Licence. Students submitting e-copies of traditionally formatted theses or dissertations also have the option of making their work searchable on the World Wide Web via the York University Libraries website. The advantage of allowing such access is that the work will be widely disseminated; however, such e-publication may disadvantage students seeking publishing contracts for their work. Students wishing to opt out of making their work available via the York University Libraries website may do so at the time of nal submission of their theses and dissertations. Should a student who elected to make her or his work available, at a later date, wish to have the work removed, the student must make such requests (along with a rationale) in writing to the Faculty of Graduate Studies.

4. Final submission and binding process

In order to complete all degree requirements for Convocation, the student must submit the minimum number of nal approved copies of the full thesis or dissertation to the Thesis Ofce by the deadline dates as noted on the FGS Website and Calendar each year. The Thesis Secretary will check that the copies meet all the quality standards outlined in Chapter 9 of this booklet and has the right to refuse any unacceptable copies until they are submitted in acceptable form. For submission purposes, theses and dissertations have been categorized into three different types: Routine Electronic, Complex Electronic, and Multi-modal. There must be a written component in all three formats.

FORMATTING Format Routine Electronic Characteristics Type of Copies

57

Consists mostly of words, tables,

three paper copies or one electronic copy

charts and gures Can be produced on paper using standard word processing programs Is not electronically interactive Is microlmable

for the written

Complex Electronic

A work with a high reliance on

slides, lm or videos, elec tronically interactive word/image based text on CD-ROM or the World Wide Web Part of the work can be produced on paper but key elements of the work depend on direct experience with or interaction with a text whose physical form may be changed as a consequence of the interaction

component, three paper copies or one electronic copy for the remaining component, three copies of the component

for the written

A work in which the key component

Multi-modal

is a performance or piece of art Part of the work can be produced on paper but key elements of the work depend on direct experience with, for example, displayed artworks or theatrical productions

component, three paper copies or one electronic copy three copies of slides, videotape, lm or any other type of electronic copy of the artwork or performance

58

SECTION 2: PROCEDURES

The number of copies to be submitted depends upon the type of submission and is outlined below: In instances where three copies of the thesis/dissertation materials are required, one copy is provided to the supervisor, one copy to the graduate program, and one copy of digitized electronic materials to Library and Archives Canada and/or the York University Libraries. All material (e.g., slides, videotapes. CD-ROMs, lms) will be made available only to the York University Libraries and not to Library and Archives Canada as Library and Archives Canada does not archive non-digitized materials. If paper copies of the written component are submitted: The minimum number of paper copies which must be submitted is three: supervisor, program, and library copies. FGS pays the cost of binding the programs copy. Students may choose to pay to have their supervisors copy bound. The library copy remains unbound until it is returned from Library and Archives Canada, at which point the York University Libraries will bind it and put it on the shelves. Students who wish to have personal copies bound must submit additional unbound copies of their thesis/dissertation. Students should ensure that they have followed the formatting and preparation of the thesis/dissertation prior to making nal copies of their thesis/dissertation. If, after reading these guidelines, students have any questions concerning formatting and preparation they should direct these questions to the Thesis Secretary. When materials that cannot be mounted on standard size paper ( i.e., maps, large drawings, diskettes, CDs) form part of the thesis/dissertation those materials will be mounted in special pockets attached to the nal bound copies of the thesis or dissertation. In such instances, all material to be placed in the pockets must be placed in an envelope marked clearly with the students full name and the title of the thesis/dissertation, and must be submitted with the thesis/dissertation. There must be one envelope, with contents, for each copy of the thesis/dissertation. For the copies that are to be bound, the binding company will attach a pocket to the inside back cover of the thesis/dissertation and will place the material in it. The current cost for binding is $17.50 for each copy (subject to change without notice). Students must leave an address, telephone number or e-mail address with the Thesis Secretary so that they can be contacted to pick up the bound copies when ready.

FORMATTING

59

If electronic copies of the written component are submitted: The submission is made via the FGS website, using the deposit form for electronic theses and dissertations. Students must remember to include the Statement of Authenticity page in the electronic version of their work. If the thesis or dissertation is not in PDF format, students should use the conversion utility on the FGS website to convert the thesis or dissertation to PDF. (A tutorial for using the conversion utility is available on the website). If the deposit is successful, students will receive an automated message to that effect; that message also provides the student with a unique identication number identifying their deposit. Students must bring the deposit identication number, the Partial Copyright Licence, Library and Archives Canada Non-Exclusive Licence to Reproduce Theses Permission form, the Subject Categories Form, their title page and abstract to the Thesis Ofce. The Thesis Secretary will ensure that the e-copy meets all the quality standards outlined in this booklet and has the right to refuse an unacceptable copy. Students are advised that if the students program wants a copy for its library, the student must submit a paper copy for this purpose, which will be bound by FGS. The student may also submit paper copies if s/he wants them bound for personal copies and/or for their supervisor, and must follow the guidelines for submission of paper copies. If complex electronic copies are submitted Students should determine if the non-written electronically produced portion of the thesis/dissertation is archivable by checking with the Theses Canada Portal at www.nlc-bnc.ca/thesescanada to review the guidelines provided by Theses Canada or their agents. Currently, Theses Canada uses the services of UMI and students should follow UMI guidelines for the preparation of that material (see Appendix I). 5. Convocation deadlines To fulll all degree requirements in order to convocate, acceptable nal copies must be submitted to the Thesis Ofce by the stipulated deadlines, as noted in the FGS Calendar and Website each year. The degree completion date is NOT based on the date of the oral examination; it is based on the date of submission to the Thesis Ofce of acceptable nal approved copies. STUDENTS ARE RESPONSIBLE FOR ALL TUITION FEES UNTIL FINAL COPIES ARE SUBMITTED AND ACCEPTED BY FGS SIGNIFYING THAT ALL DEGREE REQUIREMENTS HAVE BEEN MET.