All doctoral students in the Andrew Young School of Policy Studies (AYSPS) must complete a dissertation vetted and approved by faculty experts in their respective fields of study. The dissertation’s format must meet both an approved writing style* (ex. APA) and AYSPS’ format requirements as part of their dissertation graduation requirements. As students begin writing their dissertation it is their responsibility to:
- Read and understand the formatting AYSPS formatting guidelines in their entirety.
- Master their chosen word processor and its editing capabilities. We recommend students use Microsoft WORD. It is available free to GSU students, is simple to use and offers many useful formatting tools.
This webpage covers the following content:
- Format requirements,
- Content and organization,
- Copyright Permissions,
- Writing resources,
- Frequent mistakes to avoid, and
- Instructions on how to submit your dissertation for format review.
*Where these guidelines deviate from the student’s selected writing style (APA or other), the AYSPS guidelines override all other formatting styles or guides.
Fonts:
- Font Size: The body of the dissertation, the abstract and acknowledgments must be 12 point font. No font size larger than 12 point is acceptable. If necessary, exceptions may be made for:
- footnotes (same font, smaller size allowed);
- body of tables (same font, smaller size);
- figures and other reproduced materials;
- documents reproduced in the appendices, such as surveys.
- Font Type – Times New Roman: The entire document, including figure and table captions and page numbers, should be typed using the Times New Roman typeface.
- Font Formatting:
- Either italics or underlining can be used throughout the Dissertation. However, no text should ever be both italicized and underlined.
- Boldface may be used only in headings. Do not use boldface for emphasis in the text.
- Common symbols, such as scientific fonts, may be used in the body but not in the title of the work.
- All type, including superscript numbers and letters, must be large enough and dark enough to be clearly legible.
Margins. The top, bottom, right-hand and left-hand margins must be 1 inch.
Justification: Use the default “ragged-right” with your type aligned on the left and unjustified on the right. Right justification will not be accepted.
Page Numbers. Continuous page numbering is required throughout the dissertation. Page numbers must be at the bottom placed in the lower right-hand corner.
- Preliminary Page Numbers*: Pagination that appears on pages before the introduction or chapter 1 must be Roman numerals (i, ii, iii, iv, etc).
- *Note: All preliminary pages are counted in the pagination count except for the Abstract page(s), but the first page to bear a Roman numeral is either the Dedication page or Acknowledgements page (it may also be your Table of Contents if you choose to omit the Dedication and Acknowledgments pages).
- Main Body Page Numbers*: Arabic numbers (1, 2, 3, 4, etc.) are used beginning at the first page of the Introduction or Chapter 1.
- *Note: The page numbering begins at number 1 and continues to the end of the document, including the Appendices, Bibliography and Vita.
Paragraphs are designated by indentation. Do not use extra spaces between paragraphs.
Spacing:
- The text of the dissertation is double-spaced.
- Footnotes, references, and legends are single-spaced.
- Leave one blank double-space line before and after tables and figures except at the very top or bottom of pages.
Appendix Materials:
- Appendix Title Requirements:
- Each appendix is identified with a capital letter and must bear a title: Appendix {Capitalized Letter}. {Appendix Title}.
- For example:
- Appendix A. Survey Instructions
- For example:
- Each appendix is identified with a capital letter and must bear a title: Appendix {Capitalized Letter}. {Appendix Title}.
- Reference to the appendices are indicated by the letter (for example Appendix A, Appendix B), rather than the page number of the dissertation on which the appendix is located.
- All materials in the appendices must be legible and conform to margin guidelines.
- Do not include copyrighted materials in the appendices unless you have obtained appropriate authorization from the holder of the copyright to do so. (Refer to the Dissertation Content & Organization section for information on obtaining copyright permissions.)
Widows and Orphans. Isolated lines, such as the first line of a paragraph at the bottom of a page, last line of a section at the top of a page, or a heading with no text underneath, are called “widows” and “orphans” and should be avoided. For example, no heading should appear at the bottom of a page unless there are at least two lines of text underneath it.
Headings: Headings are used to separate sections and create hierarchal order throughout the dissertation. Each chapter or new section of the paper should begin at the highest heading level and each subordinate section is denoted by the next corresponding header level. Header levels one through three are reflected in the Table of Contents. Level four and below do not appear in the Table of Contents.
Level 1 Headers
Level 1 headers are centered, bold, and follow title case headings capitalization rules. The text begins as a new paragraph under the level 1 header.
- Only the following can be listed as level 1 headers:
- Dedication page title
- Acknowledgement page title
- Table of Contents title
- List of Tables title
- List of Figures title
- Dissertation Introduction title
- Dissertation Chapter titles
- Appendices/Appendix title
- List of References/Bilbliography title
- VITA title
- Table of Contents Entry: In the table of contents, level 1 header entries are aligned left.
Level 2 Headers
Level 2 headers are left aligned, bold, and follow title case headings capitalization rules. The dissertation text begins as a new paragraph under the level 2 header.
- Table of Contents Entry: In the table of contents, level 2 header entries are indented once.
Level 3 Headers
Level 3 headers are left aligned, bold, italicized, and follow title case headings capitalization rules. The text begins as a new paragraph under the level 3 header.
- Table of Contents Entry: In the table of contents, level 3 header entries are indented twice.
Level 4 Headers. Level 4 headers are indented, bold, and follow title case headings capitalization rules. The text begins on the same line and continues as a regular paragraph.
- Level 4 headers are not listed in the table of contents.
Level 5 Headers. Level 5 headers are indented, bold, italicized, and follow title case headings capitalization rules. The text begins on the same line and continues as a regular paragraph.
- Level 5 headers are not listed in the table of contents.
Table of Contents Entries: Each record must match the corresponding entry in the Dissertation exactly in terms of wording, capitalization, punctuation, and page number.
- Level one to three headers must have a Table of Contents entry.
- Exception: The Table of Contents does not appear as an entry on the Table of Contents.
- Level four headers and beyond do not have a Table of Contents entry.
- Each appendix and its title should be listed separately in the Table of Contents. However, table and figure appendix materials are listed in the appropriate List of Tables or List of Figures.
- See Appendix Title Requirements above for appendix entry guidelines.
- The Table of Contents should be formatted so that the page numbers for each of the entries align perfectly along the right margin. Use MS Word’s Table of Contents creator tool. This is the easiest way to accomplish this task.
Tables and Figures:
- Tables and Figures are identified with Table or Figure, followed by an Arabic number (1, 2, 3, etc.) in sequential order, followed by a period. After a space, the table or figure’s title appears without a terminal period.
- Table and figure naming formula: Table/Figure [Arabic Number]. [Title]
- Examples:
- Table 1. 1885 Census Results
- Figure 1. 1885 Courthouse Picture
- Examples:
- Table and figure naming formula: Table/Figure [Arabic Number]. [Title]
- If a dissertation includes an appendix with tables or figures, they are identified with Table or Figure, followed by the appendix capital letter (A, B, C, etc) where the table or figure appears, followed by an Arabic number (1, 2, 3, etc.) in sequential order, followed by a period. After a space, the table or figure’s title appears without a terminal period.
- Appendix table and figure naming formula: Table/Figure [Appendix Capitalized Letter][Number}. [Title]
- Examples:
- Table A1. U.S. Inflation Across 1955, 1985, and 2015
- Table A2. Time and Space Appearances
- Table B1. Target Investment Profit and Interest Gains from 1955 to 1985
- Examples:
- Appendix table and figure naming formula: Table/Figure [Appendix Capitalized Letter][Number}. [Title]
- If a table or figure extends to the next page, the table or figure’s title appears on the next page with, “(continued)” added at the end.
- Example:
- Table 1. 1885 Census Results (continued)
- Example:
- Tables and figures should be inserted as near as possible to the text they illustrate.
- You may place two tables/figures on a single page, but not side-by-side.
Tables & Figure Size:
- If size of table or figure is one-half page or less, it may appear on the same page with the text.
- If size of table or figure is larger than half-page, it may be centered on its own separate page.
- Landscape Orientation: Tables or figures that have its own separate page, when appropriate, may be placed on landscaped (horizontal) pages.
- Tables or figures should be placed in landscape when it is too wide for the standard portrait (vertical) page.
- The caption for landscaped tables and figures are in the same orientation as the table or figure.
- Landscaped pages do not have any dissertation text, only the table or figure and its title.
- Landscape Orientation: Tables or figures that have its own separate page, when appropriate, may be placed on landscaped (horizontal) pages.
List of Tables and List of Figures Entries.
- Separate pages are used for each type of list.
- The List of Tables appears first, followed by the List of Figures.
- The List of Tables or List of Figures should include the table or figure captions exactly as they appear on the tables and figures; however, if captions are extremely long, they may be truncated.
- See the Tables and Figures section above for entry naming guidelines
- Figures with multimedia files should include the file information in the List of Figures.
- Each appendix table and figure should appear separately in their appropriate lists.
- Table appendices appear in List of Tables
- Figure appendices appear in List of Figures
Preliminary Pages
Regardless of the style manual or area of study, all preliminary pages of the dissertation will remain the same. Click here for the Microsoft WORD Preliminary Pages Template. Below in sequential order are the required preliminary pages. You may click the name of the page to review a sample.
Abstract (required). The abstract will be published in dissertation Abstracts and cannot exceed 350 words. It should include a statement of the problem, procedure or methods, results, and conclusions.
- This page is not numbered nor counted in pagination.
Title Page (required). The title page must include the full title of the dissertation and the author’s full legal name.
- Pagination count begins on this page but is not physically displayed.
Copyright Page (required). The copyright notice is placed in the center of a blank page. If you wish to further copyright your dissertation you may do so with the U.S. Copyright Office.
- Page number is not physically displayed but is counted in pagination.
Electronic Acceptance Page (required). This is an electronic version of the physical acceptance page to be signed by your committee when you pass your final dissertation defense. It does not have physical signatures but lists your chair and committee members.
- Note: the date of approval on this page should be the month and year of your graduation, not the month and year you turn in your dissertation.
- Page number is not physically displayed but is counted in pagination.
Dedication Page (optional). A dedication page is a brief expression of thanks to individuals that are influential to the student completing the dissertation but were indirectly involved, such as friends, family, and significant partners. This page is optional. You are not required to provide a dedication or acknowledgement for your dissertation. It should be double-spaced.
- Note: If included, the dedication page is the first page to be numbered (page iv). Beginning after the Abstract page, the pages are counted in the pagination, although numbers do not appear on the page prior to this page.
Acknowledgments (optional). Most dissertations include a brief statement of appreciation for, or recognition of, any special assistance completing the student’s dissertation. The Acknowledgments single out help rendered by members of the dissertation committee and acknowledge others who have assisted the candidate. This page page is optional. You are not required to provide a dedication or acknowledgement for your dissertation. It should be double-spaced.
- Note: If included and a dedication page is not included, the Acknowledgements page is the first page to be numbered (page iv). Beginning after the Abstract page, the pages are counted in the pagination, although numbers do not appear on the page prior to this page or the Dedication page.
Table of Contents (required): The table of contents lists the preliminary, main body, and references sections in the student’s dissertation and the page number where they appear.
- See Dissertation Format Requirements section for Table of Contents formatting requirements.
List of Tables and/or Figures (required if tables or figures are used): The List of Tables and List of Figures catalogs every table and figure and where they appear in your Dissertation.
- See Dissertation Format Requirements section for List of Tables and List of Figures format criteria.
- If both List of Tables and List of Figures appear in a Dissertation. The List of Tables appears before List of Figures
Main Body of the Text
Introduction. Usually, the first section of the text is an introductory chapter or chapters; it may be entitled “Introduction,” and subsequent chapter designations will be introduced at the beginning of each major section. Pages of the main body should be numbered using Arabic numbers (1, 2, 3, etc.) in accordance with the style manual you are using. The following information should be presented in the introduction:
- The purpose of the study, including a concise statement of the problem(s).
- The importance or significance of the project and perhaps the candidate’s reasons for interest in it.
- The scope and limitations of the study.
- References to the most important previous studies and contributions concerning the subject. (You may wish to connect your research with that already accomplished by others.)
- A general plan of presentation for the rest of the dissertation.
- General information, including the main data sources used, the procedures and techniques involved, and other technical aspects of handling the material.
Text.
- The main body of text is divided by chapters; each chapter begins a new page.
- Chapter headings are numbered with Roman numerals (I, II, III, IV, etc.), given distinct titles, and are designated as level one headings. Subtitles are acceptable and recommended.
- Chapters are customarily divided into subsections with subheadings that have slightly different styles and are designated as level two headings and below. Follow the Andrew Young School’s heading rules.
- Chapters do not have title pages. (Click here for sample of Chapter beginning page)
Conclusion. The conclusion gives a clear and comprehensive summary of the previous chapters. The significant findings and the author’s conclusions based on those findings are presented. Suggestions and recommendations for additional research should be made.
References
The references are the last division of the dissertation’s general format, and consist of the Appendices, the Bibliography, and the Vita.
Appendices. Appendices are usually added to contain data and quotations too lengthy for inclusion in the text.
- See Dissertation Format Requirements section for format requirements.
Bibliography. Following the appendices is the List of References, formatted according to the style manual you selected.
Vita. The last page(s) of the dissertation is a biographical sketch of the author. The Vita is written in the third person in prose and should be no longer than two pages. It should include the author’s full name, schools and colleges attended, degrees held, major research and publications, various types of work and military experience. It may also contain contact information for the author (such as an email address) should they wish to have that included.
If your dissertation uses copyright protected data or materials, be sure you have received publication rights. If publication rights have not been secured, your Dissertation cannot be approved for format review or be published. Until publication rights have been granted, the student will not be able to complete their final dissertation graduation requirements and it will prevent graduation.
- It is your responsibility to:
- Obtain letters of permission from copyright holders to reproduce copyrighted material or use copy righted data for research which you may use in your dissertation and
- Turn in these written permissions to your Committee Chair before your final defense.
- Permission(s) should be obtained well in advance of the anticipated date of the final defense. Allow ample time (at least several weeks) to secure permission.
- The main task is to identify the copyright holder at the time of publication and write for permission to reprint or adapt the material.
- Depending on the policies of the copyright holder, permission may be required from the copyright holder as well as from the author of the requested material.
- Determining who holds the copyright can be a challenge, particularly for older works, because publishers may merge, and copyrights change hands.
- The permissions request should specify the source material (title of work, year of publication, page number, etc.) and the nature of the reuse (reprinting in a dissertation).
- OAA will accept a letter of permission or an email from the publisher.
- Once permissions are granted, the author needs to include a permissions notice in the dissertation (refer to your style manual for format).
Writing Resources
- GSU Writing Studio: The Studio provides consultation and guidance with writing style guidelines. Remember that AYSPS guidelines override all style guides in various areas and you will need to be aware of those areas as you discuss with any editors.
- Click here for instructions on how to schedule an appointment.
- Click here for Writing Studio FAQs
- Click here to schedule an appointment.
- Microsoft Word 365 Editor: Offers grammar, spelling, tone, similarity, and accessibility checking.
- The full Microsoft ProPlus Office Suite is available for FREE to currently enrolled students. Click here for instructions on how to download Microsoft Office.
- Click here on how to use Microsoft Office 365’s Review Tools.
- TurnItIn Peermark: Electronic plagiarism check tool available in iCollege; instructions on how to use this tool are available online here.
- Online Writing Tools, Manuals, Grammar Resources, & More: Click here for a list of online writing-related resources.
Frequent Dissertation Format Mistakes to Avoid
Not reviewing the manuscript after converting to PDF format: We strongly recommend you use MS word to edit your dissertation, but the file format must be converted into a PDF prior to submission to OAA for review. Many students neglect to review the entire manuscript both in Word and in PDF to ensure formatting did not shift during the file conversion process.
Preliminary Pages: Do not use your writing style’s Abstract, Title, Copyright Pages format style. All preliminary pages must meet the Andrew Young School’s requirement and layout. Students should use the Andrew Young School Preliminary Pages Template.
- Individual Preliminary Page Templates:
One-Inch Margins: Review your Dissertation in PDF with the ruler function (in Adobe, Choose View > Show/Hide > Rulers & Grids > Rulers) turned on to verify your Dissertation meets the one-inch margin requirement.
- Make sure there are no blank line of space on the first line of each page. This can cause the top margin being greater than one-inch.
- Check your word processor’s spacing does not add spacing before or after a new paragraph.
- This should be set to 0 throughout your Dissertation.
- In Microsoft WORD, before and after spacing is located in the Ribbon’s layout section.
- Review each table and figure individually to make sure they do not extend beyond the top, bottom, left, and right one-inch margins.
- If there is a table or figure at the bottom of your dissertation above the bottom one-inch margin, there should be no empty space. Make sure your text continues afterward to the bottom one-inch margin. The only exception is if the table or figure is before the start of a new chapter, Appendix, or List of References.
Case-Headings: Be sure that the following have title-case headings:
- Table of Content Entries
- List of Table Entries
- List of Figure Entries
- All header titles (levels 1 through 5)
Table of Contents:
- The following preliminary pages do not appear in the Table of Contents:
- Abstract
- Title Page
- Copyright Page
- Electronic Acceptance
- Table of Contents
- Only header levels one (1) through three (3) appear as table of content entries
- Make sure your table of content entries matches your header’s format requirements (bold, bold and italicized)
- Check each table of content entry’s page number to ensure it matches the correct page.
- If your Table of Contents is bookmarked or linked to the entry’s page location, be sure the:
- Text color is set to black
- Bookmark or link goes to the correct page number
Tables and Figures:
- Make sure tables and figures are center aligned.
- If a page only has a table or figure, be sure the table or figure is both middle aligned and center aligned.
- A table or figure can only take up an entire page if its size is greater than half a page.
- Middle aligned definition: table or figure is located at the midpoint of the top and bottom page margins.
- Center aligned definition: table or figure is only aligned at the midpoint of the left and right page margins.
- Make sure all tables and figures in your dissertation have an entry in your List of Tables or List of Figures.
Checking for plagiarism/reference errors. It is your responsibility to ensure their dissertation is free of reference errors or concerns that may be flagged for plagiarism. GSU offers an electronic plagiarism review tool, TurnItIn PeerMark that each student should use as a check on their dissertation manuscript.
Copyright Permission: If using copyright materials, be sure that you have received permission to use the data and submitted publication approval verification to your Committee Chair.
- If publication rights have not been secured, your Dissertation cannot be approved for format review or be published.
- Until publication rights have been granted, you will not be able to complete the final dissertation graduation requirements and it will prevent graduation.
- See the Copyright Permission section for more information regarding copyright permission requirements and your responsibility.
Once a doctoral student has passed their final defense, their Dissertation’s format must be approved by the Office of Academic Assistance. This is not an editorial process. It is the student’s responsibility to ensure their dissertation meets their chosen writing style and AYSPS’ format guideline requirements. The expectation is your first submission will meet all format requirements.
How to Submit Your Dissertation for Format Review
- Review chosen writing style and the Andrew Young School’s format requirements and make any needed format updates.
- Save a PDF copy of your dissertation.
- Upload a PDF version of your Dissertation using the Dissertation Format Review Submission Form.