Dissertation Formatting Guidance

The following resource shares some best practice guidance for dissertation formatting. Please note that some of the elements outlined below are required and will be reviewed by the FAS Registrar's Office as part of Harvard Griffin GSAS policies on formatting. 

Language of the Dissertation

The language of the dissertation is ordinarily English, although some departments whose subject matter involves foreign languages may accept a dissertation written in a language other than English.

Length

Most dissertations are 100 to 300 pages in length. All dissertations should be divided into appropriate sections, and long dissertations may need chapters, main divisions, and subdivisions.

Page and Text Requirements

Page Size

• 8½ x 11 inches, unless a musical score is included

Margins

• At least 1 inch for all margins

Spacing

• Body of text: double spacing
• Block quotations, footnotes, and bibliographies: single spacing within each entry but double spacing between each entry
• Table of contents, list of tables, list of figures or illustrations, and lengthy tables: single spacing may be used

Fonts and Point Size

Use 10-12 point size. Fonts must be embedded in the PDF file to ensure all characters display correctly. 

Recommended Fonts

If you are unsure whether your chosen font will display correctly, use one of the following fonts: 

If fonts are not embedded, non-English characters may not appear as intended. Fonts embedded improperly will be published to DASH as is. It is the student’s responsibility to make sure that fonts are embedded properly prior to submission. 

Instructions for Embedding Fonts

To embed your fonts in recent versions of Word, follow these instructions from Microsoft:

1. Click the File tab and then click Options.
2. In the left column, select the Save tab.
3. At the bottom, under Preserve fidelity when sharing this document, select the Embed fonts in the file check box.
   1. Clear the Do not embed common system fonts check box.
4. Click OK.

For reference, below are some instructions from ProQuest UMI for embedding fonts in older file formats:

To embed your fonts in Microsoft Word 2010:

1. In the File pull-down menu, click on Options.
2. Choose Save on the left sidebar.
3. Check the box next to Embed fonts in the file.
4. Click the OK button.
5. Save the document.

Note that when saving as a PDF, make sure to go to “more options” and save as “PDF/A compliant”

To embed your fonts in Microsoft Word 2007:

1. Click the circular Office button in the upper left corner of Microsoft Word.
2. A new window will display. In the bottom right corner select Word Options. 
3. Choose Save from the left sidebar.
4. Check the box next to Embed fonts in the file.
5. Click the OK button.
6. Save the document.

Using Microsoft Word on a Mac:

Microsoft Word 2008 on a Mac OS X computer will automatically embed your fonts while converting your document to a PDF file.

If you are converting to PDF using Acrobat Professional (instructions courtesy of the Graduate Thesis Office at Iowa State University):  

1. Open your document in Microsoft Word. 
2. Click on the Adobe PDF tab at the top. Select "Change Conversion Settings." 
3. Click on Advanced Settings. 
4. Click on the Fonts folder on the left side of the new window. In the lower box on the right, delete any fonts that appear in the "Never Embed" box. Then click "OK." 
5. If prompted to save these new settings, save them as "Embed all fonts." 
6. Now the Change Conversion Settings window should show "embed all fonts" in the Conversion Settings drop-down list and it should be selected. Click "OK" again. 
7. Click on the Adobe PDF link at the top again. This time select Convert to Adobe PDF. Depending on the size of your document and the speed of your computer, this process can take 1-15 minutes. 
8. After your document is converted, select the "File" tab at the top of the page. Then select "Document Properties." 
9. Click on the "Fonts" tab. Carefully check all of your fonts. They should all show "(Embedded Subset)" after the font name. 
10.  If you see "(Embedded Subset)" after all fonts, you have succeeded.

Body of Text, Tables, Figures, and Captions

The font used in the body of the text must also be used in headers, page numbers, and footnotes. Exceptions are made only for tables and figures created with different software and inserted into the document.

Tables and figures must be placed as close as possible to their first mention in the text. They may be placed on a page with no text above or below, or they may be placed directly into the text. If a table or a figure is alone on a page (with no narrative), it should be centered within the margins on the page. Tables may take up more than one page as long as they obey all rules about margins. Tables and figures referred to in the text may not be placed at the end of the chapter or at the end of the dissertation.

• Given the standards of the discipline, dissertations in the Department of History of Art and Architecture and the Department of Architecture, Landscape Architecture, and Urban Planning often place illustrations at the end of the dissertation.

Figure and table numbering must be continuous throughout the dissertation or by chapter (e.g., 1.1, 1.2, 2.1, 2.2, etc.). Two figures or tables cannot be designated with the same number. If you have repeating images that you need to cite more than once, label them with their number and A, B, etc. 

Headings should be placed at the top of tables. While no specific rules for the format of table headings and figure captions are required, a consistent format must be used throughout the dissertation (contact your department for style manuals appropriate to the field).

Captions should appear at the bottom of any figures. If the figure takes up the entire page, the caption should be placed alone on the preceding page, centered vertically and horizontally within the margins.

Each page receives a separate page number. When a figure or table title is on a preceding page, the second and subsequent pages of the figure or table should say, for example, “Figure 5 (Continued).” In such an instance, the list of figures or tables will list the page number containing the title. The word “figure” should be written in full (not abbreviated), and the “F” should be capitalized (e.g., Figure 5). In instances where the caption continues on a second page, the “(Continued)” notation should appear on the second and any subsequent page. The figure/table and the caption are viewed as one entity and the numbering should show correlation between all pages. Each page must include a header.

Landscape orientation figures and tables must be positioned correctly and bound at the top so that the top of the figure or table will be at the left margin. Figure and table headings/captions are placed with the same orientation as the figure or table when on the same page. When on a separate page, headings/captions are always placed in portrait orientation, regardless of the orientation of the figure or table. Page numbers are always placed as if the figure were vertical on the page.

If a graphic artist does the figures, Harvard Griffin GSAS will accept lettering done by the artist only within the figure. Figures done with software are acceptable if the figures are clear and legible. Legends and titles done by the same process as the figures will be accepted if they too are clear, legible, and run at least 10 or 12 characters per inch. Otherwise, legends and captions should be printed with the same font used in the text.

Original illustrations, photographs, and fine arts prints may be scanned and included, centered between the margins on a page with no text above or below.

Pagination

Pages should be assigned a number except for the Thesis Acceptance Certificate. Preliminary pages (abstract, table of contents, list of tables, graphs, illustrations, and preface) should use small Roman numerals (i, ii, iii, iv, v, etc.). All pages must contain text or images. 

Count the title page as page i and the copyright page as page ii, but do not print page numbers on either page.

For the body of text, use Arabic numbers (1, 2, 3, 4, 5, etc.) starting with page 1 on the first page of text. Page numbers must be centered throughout the manuscript at the top or bottom. Every numbered page must be consecutively ordered, including tables, graphs, illustrations, and bibliography/index (if included); letter suffixes (such as 10a, 10b, etc.) are not allowed. It is customary not to have a page number on the page containing a chapter heading.

Check pagination carefully. Account for all pages.

Thesis Acceptance Certificate

A copy of the Thesis Acceptance Certificate should appear as the first page. This page should not be counted or numbered. The DAC will appear in the online version of the published dissertation. The author name and date on the DAC and title page should be the same. 

Title Page

The dissertation begins with the title page; the title should be as concise as possible and should provide an accurate description of the dissertation. The author name and date on the DAC and title page should be the same. 

Do not print a page number on the title page. It is understood to be page i for counting purposes only.

Copyright Statement

A copyright notice should appear on a separate page immediately following the title page and include the copyright symbol ©, the year of first publication of the work, and the name of the author:

© [year] [Author’s Name] All rights reserved.

Alternatively, students may choose to license their work openly under a Creative Commons license. The author remains the copyright holder while at the same time granting up-front permission to others to read, share, and (depending on the license) adapt the work, so long as proper attribution is given. (By default, under copyright law, the author reserves all rights; under a Creative Commons license, the author reserves some rights.)

Do not print a page number on the copyright page. It is understood to be page ii for counting purposes only.

Abstract

An abstract, numbered as page iii, should immediately follow the copyright page and should state the problem, describe the methods and procedures used, and give the main results or conclusions of the research. The abstract will appear in the online and bound versions of the dissertation and will be published by ProQuest. There is no maximum word count for the abstract. 

• The abstract text should be:
  • double-spaced
  • left-justified
  • indented on the first line of each paragraph
• The top of the abstract page should include:
  • The author’s name, right justified
  • The words “Dissertation Advisor:” followed by the advisor’s name, left-justified (a maximum of two advisors is allowed)
  • Title of the dissertation, centered, several lines below author and advisor

Table of Contents

Dissertations divided into sections must contain a table of contents that lists, at minimum, the major headings in the following order:

1. Title page
2. Copyright
3. Abstract
4. Table of Contents
5. Front Matter
6. Body of Text
7. Back Matter

Front and Back Matter

Front matter includes (if applicable):

• acknowledgements of help or encouragement from individuals or institutions
• a dedication
• a list of illustrations or tables
• a glossary of terms
• one or more epigraphs.

Back matter includes (if applicable):

• appendices
• bibliography
• supplemental materials, including figures and tables
• an index (in rare instances).

Supplemental Material

Supplemental figures and tables must be placed at the end of the dissertation in an appendix, not within or at the end of a chapter. If additional digital information (including audio, video, image, or datasets) will accompany the main body of the dissertation, it should be uploaded as a supplemental file through ProQuest ETD. Supplemental material will be available in DASH and ProQuest and preserved digitally in the Harvard University Archives.