PROCESSING YOUR THESIS

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PROCESSING YOUR THESIS
Distance Learning
Electronic Thesis and Dissertation (ETD)
Thesis Processors Office of the Dean of
Research Naval Postgraduate School September 2010
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Thesis Processors

• Your Thesis Processors are
• Pam Silva
• psilva_at_nps.edu
• Halligan Hall, Room 236
• Phone [phone]
• Janice Rivera
• jlrivera_at_nps.edu
• Halligan Hall, Room 232
• Phone [phone]
• Sue Hawthorne
• Halligan, Room 232
• sjhawtho_at_nps.edu
• 656-2159

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THESIS REVIEWERS

• Janis Higginbotham
• Halligan, Room 234
• jchiggin_at_nps.edu
• 656-3031
• Donna Cuadrez
• Halligan, Room 234
• dlcuadre_at_nps.edu
• 656-3033
• Janis and Donna will be reviewing theses,
  finalizing the PDF and Special Abstract, in
  addition to Pam, Janice and Sue. Pam, Janice or
  Sue will sign the green card once process is
  completed.

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Important Dates

• Graduation Friday, 24 September
• Last day for acceptance of final approved thesis,
  with signatures on Release Form and Signature
  Page 1 October
• E-MAIL YOUR SHAREPOINT URL TO THE THESIS
  PROCESSOR EARLY FOR INITIAL REVIEW

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What is SharePoint?

• SharePoint Services, a component of Windows
  Server 2007, is a Web-based collaboration tool
  that allows information sharing and document
  collaboration. Help files about graphics,
  MathType and Word in relation to your thesis are
  linked from your personal SharePoint site.
• http//researchsp/sites/Pages/category.aspx
• Specific help files about use of graphics,
  MathType and Word in relation to your thesis are
  also linked from your personal SharePoint site.
• SharePoint training is available via VTC for all
  DL students and advisors who will be using
  SharePoint. Larry Frazier is the POC
• frazier_at_nps.edu

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SharePoint Announcement

• All DL graduates are encouraged to use SharePoint
  if possible for their theses. You should receive
  an e-mail notifying you of your URL this is
  your thesis workspace. If not, e-mail Rhoda
  Lynch for your URL. rlynch_at_nps.edu
• FAQs can be accessed from the following URL
• http//researchsp/sites/Pages/category.aspx

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Access to a Site

• DL Students must use a VPN client connection.
  The VPN client must be installed on the students
  home PC. To obtain the VPN client, go to the
  following link and click on available software
• https//www.nps.navy.mil/ITACS/SoftwareLib/index.h
  tm
• If you have problems, contact Rhoda Lynch at
  [phone] or rlynch_at_nps.edu.

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Training for SharePoint

• The POC for training is Larry Frazier. Video
  Streaming is now available.
• All other problems, e-mail or call the Help Desk
  [phone] or hdesk_at_nps.edu.

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Electronic Thesis, Dissertation and Distributed
Learning (ETD) Web Site

• Processing of Electronic Theses, Dissertations,
  MBA Professional
• Reports, Joint Applied Projects Distance
  Learning.
• www.nps.edu/research/research1.html.
• NPS Research Site
• http//www.nps.edu/Research/index.html
• Quick Links
• Thesis Processing
• Site includes
• ETD Process, Forms, Templates, Help with MS Word
  and Template, Labs, Help

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Student attends ETD workshop Some DL students
are Not able to attend
Student begins to work on thesis. If using
SharePoint, you may Upload to your URL Or begin
typing In Word in SharePoint
Student submits thesis draft to advisor for
review
Student completes thesis and submits final
version to advisor(s)/ reader(s).
Student and Advisor agree on a thesis topic
Student e-mails thesis draft to Thesis Office in
WORD for preliminary format review Or if using
SharePoint, e-mail URL to thesis draft
Student incorporates changes into thesis
Student (or POC) delivers signed Signature
Page, signed Thesis Release Form and Color
Print Request (if needed) to the Thesis Office
and receives green card. POC will mail Green
Card to student

• Student
• E-mail final Word version(or URL) to processor
  for
• final review before converting to PDF
• Completes thesis Release Form and
• mails signed Signature Page and Release Form
• To POC in department to route for signatures
• Prepares a separate document for
• Special Abstract and e-mail addresses of
• the distribution list in WORD
• Color Page Print Request (if needed)

Thesis Office notifies student via e-mail
that thesis was approved
Student e-mails his/her Processor when final
thesis (PDF) Special Abstract (in Word
with E-mail addresses) are Ready for review
Thesis Office clears thesis
END
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Electronic/SharePoint Submission
Process(Unclassified Theses)

• E-mail draft thesis as a Word file to NPS Thesis
  Processor at thesisdraft_at_nps.edu. If using
  SharePoint, e-mail URL.
• Thesis will be returned by e-mail within two days
  with corrections/comments by NPS Thesis
  Processor.
• Student makes corrections recommended by NPS
  Thesis Processor--corrections are made in word
  processing version. Then, final version is
  converted to PDF.

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Electronic/SharePoint Submission (cont.)

• Convert final thesis into one PDF file.
• Print out PDF version of thesis and provide to
  advisor (if advisor or Chair requests)
• Download and complete Thesis Release Form (Thesis
  Release form provides general info on thesis,
  release to WWW, Distribution Statement,
  applicable technology areas related to thesis).
• Print your Signature Page from your thesis.

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Electronic/SharePoint Submission (cont.)

• Thesis office does not require hard copy.
• Obtain necessary signatures on Thesis Release
  Form and Signature Page.
• Create Special Abstract with e-mail addresses in
  Word and send or upload as separate file.
• Prepare Color Page Print Request (if needed).

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Electronic/SharePoint Submission (cont.)

• E-mail final version of thesis (or SharePoint
  URL) as one PDF file and special abstract as Word
  file to YOUR Thesis Processor (whoever did your
  initial draft review)
• Thesis Final _at_nps.edu if Pam Silva was your
  processor
• jlrivera_at_nps.edu if Janice Rivera was your
  processor
• sjhawtho_at_nps.edu if Sue Hawthorne was your
  processor
• jchiggin_at_nps.edu if Janis Higginbotham was
  your reviewer
• dlcuadre_at_nps.edu if Donna Cuadrez was your
  reviewer
• When e-mail is received from Thesis Processor and
  the final version (PDF) of thesis and Special
  Abstract is approved , you will be e-mailed that
  as soon as the POC in your department brings the
  signed original Signature Page, original signed
  Thesis Release Form, and Color Page Print Request
  (if needed) to the Thesis Processor. Your green
  card will be completed and given to the POC to
  mail to you.
• GREEN CARD will be mailed to you by your
  department.

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Distribution of Your Thesis

• The e-mail addresses on your Special Abstract
  will be used to send your abstract and Internet
  link to your thesis. If your thesis is not
  approved for public release, the PDF will be
  attached to the e-mail.

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Archiving Your Thesis

• Two printed copies of your thesis will be
  archived in the NPS Library (these will be the
  only copies printed by NPS).
• If approved for release to WWW
• The PDF version of your thesis will be
  catalogued by the NPS Library and made available
  on the WWW.
• The Defense Technical Information Center will
  also catalog your thesis.

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Converting Your Thesis to PDF

• Directions for conversion from Word 2003, XP, and
  Word 2007 are available on the ETD Web site.
• www.nps.edu/research/research1.html.
• Conversion to PDF will be easier if you
• Use Word 2003 or 2007
• Use MathType for calculations and formulas.
• Use PNG for images to keep file smaller.

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E-mailing Your Thesis toNPS Thesis Processors

• E-mail thesis draft in word to
• thesisdraft_at_nps.edu
• E-mail thesis final in PDF and Special Abstract
  with e-mail addresses in Word to
• Thesis Final _at_nps.edu if Pam Silva was your
  Processor
• jlrivera_at_nps.edu if Janice Rivera was your
  Processor
• sjhawtho_at_nps.edu if Sue Hawthorne was your
  processor
• jchiggin_at_nps.edu if Janis Higginbotham was your
  reviewer
• dlcuadre_at_nps.edu if Donna Cuadrez was your
  reviewer
• E-mail one PDF file--multiple files are not
  acceptable.
• E-mail early to avoid the rush.

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Typing Your Thesis

• If you do not use Template
• BE CONSISTENT IN FORMAT (standard acceptable
  format is available on ETD Web site).
• When changing computers, its best to not switch
  between XP and Windows 2000.
• If you use the Template (recommended)
• Remember, the Template is a Style Guide.
• You must know how to use the Template to avoid
  problems.

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Typing Your Thesis (cont.)

• Be consistent in format
• Page set up
• Margins top/bottom are 1
• left/right are 1.25
• Line spacing of text 1.5 spacing
• Footer set at 1.0 Word defaults to 0.5, so make
  sure you change the footer.
• Fonts
• 12 point. Arial, New Times Roman and Courier.

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Typing Your Thesis (cont.)

• Headings
• Consistent in spacing from text throughout
  thesis consistent in font size
• Section
• Major sections (signature page, abstract, table
  of contents, list of figures/tables, chapters,
  appendices, list of references, distribution
  list) begin on odd page.
• List of References if using a Web site, put the
  month, day, and year you last accessed the site.

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Typing Your Thesis (cont.)

• Page Numbering
• Number all pages of your thesis except the Cover
  Page and blank page behind Cover Page.
• Front material is numbered with small roman
  numerals ( i, ii, iii .).
• Body is numbered with Arabic numbers (1, 2, 3).
• Numbering of pages includes your appendix.
• Numbers are placed one inch from bottom.

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Typing Your Thesis (cont.)

• Chapter Dividers
• When a chapter ends on an odd page, a blank page
  must be inserted to allow for the following
  section to begin on an odd page.
• Type THIS PAGE INTENTIONALLY LEFT BLANK on
  section dividers at number 4 on the left ruler.
• Table of Contents
• Make sure it matches the body of your thesis.
  This is done for you (by right-clicking and
  updating the list) if you use the template.

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Distribution List in Thesis(If Not Top Secret)

• The Distribution List is the last page of your
  thesis. It must include the following
• 1. Defense Technical Information Center
• Fort Belvoir, Virginia
• 2. Dudley Knox Library
• Naval Postgraduate School
• Monterey, California

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Special Abstract

• ? Special Abstract with E-mail Distribution List
  is a separate document and will be submitted as a
  Word file. The template is on our Web site. File
  will include
• Thesis Title
• Name, Rank, Service (spelled out)
• Undergraduate degree, School, Year received
• NPS Degree Graduation month/year
• Advisors Name/Department
• Second Readers Name/Department
• Abstract (same as included in thesis)
• Keywords
• E-mail Distribution List
• E-mail addresses only of recipients listed in
  thesis

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Common Errors on Special Abstract

• ? Incorrect department name for advisor and
  second reader/advisor. Faculty and Department
  listings can be found at
• http//research.nps.navy.mil/cgi-bin/vita.cgi
• ? Missing rank/service for military advisors
• ? Wrong Degree (degrees are listed on ETD site)
• http//www.nps.edu/Academics/Admissions/images/M
  aster20Curric.pdf
• ? Writing in the first person
• ? Lack of information on Bachelor Degree
  should be
• Degree, School and Year obtained

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Assistance Available to You

• NPS ETD Web site and SharePoint Info
• ETD Process
• Thesis Templates
• Directions on converting to PDF
• Lab Locations and Lab Resources
• Forms
• Where to go for Help (MS Word, Template)

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Assistance Available (cont.)

• Thesis Typists/Editors
• Currently contracted for international students
  only. If you need a formatter or editor, contact
  Pam Silva by e-mail.
• Thesis Template/MS Word
• Pam Silva or Janice Rivera
• psilva_at_nps.edu or jlrivera_at_nps.edu
• Donna Cuadrez, Janis Higginbotham or Sue
  Hawthorne
• dlcuadre_at_nps.edu, jchiggin_at_nps.edu or
  sjhawsho_at_nps.edu
• Help Desk_at_nps.edu [phone]

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