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SCHOOL OF GRADUATE STUDIES
Prof. Dr. Hasanah Mohd GhazaliSchool of Graduate Studies
HMG, SGS
SCHOOL OF GRADUATE STUDIES
The preparation of a thesis is a systematic and meticulous process. It involves numerous steps beginning with the
submission of a research proposal and ending with the binding of the thesis.
HMG, SGS
1. Importance of having a guide to thesis preparation
2. Factors considered when preparing a guide
3. Contents of UPM’s Guide to Thesis Preparation
4. UPM’s thesis formats
SCHOOL OF GRADUATE STUDIES
HMG, SGS
The Guide:1. serves as a reference for formatting of a
thesis 2. states the university’s requirements on thesis
submission3. ensures uniformity in all of the university’s
postgraduate thesesallows for a common set of criteria in thesis evaluationesthetic value
SCHOOL OF GRADUATE STUDIES
HMG, SGS
1. Common requirements (format) for all theses2. Special requirements e.g. referencing style3. Fields of study
Sciences including agriculture, chemistry, computer scienceTheoretical sciences e.g. mathematics, theoretical physics, etcMedicineEngineeringHumanities/social sciences – economics, management, languages, law, literature, religion, philosophy etc
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
2007 version
HMG, SGS
Table of Contents
General requirementsLanguageTechnical specificationsThesis submission
Formatting - stylesWriting conventionsPlagiarismUse of editorial services
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
English (encouraged) – the spelling system used must be consistent throughout the thesisMalay language (for theses in fields such as Malay Language and Malay Literature, otherwise it is an option for other fields of study)Mandarin (optional for theses in the field of Chinese Literature)Arabic (optional for theses in the field of Arabic Language)
Colour of front cover: BlackFormat for the front cover, title page etcBinding: HardboundType of paper: White simili A4 size (210 mm x 297 mm) paper (80 g)Page layout: portrait (when can the landscape layout be used?)No. of pages (excluding figures, tables and appendices)
≤ 150 pages for a Masters thesis;≤ 240 pages for a PhD thesis For a thicker thesis, written permission must be sought from the SGS.
SCHOOL OF GRADUATE STUDIES
Thesis title: guidelinesMaximum number of words for thesis title: 20Type face (e.g. Arial, Times New Roman, etc)Font size: 12Margins – Left = 40 mm; others minimum 25mmSpacing – double Types of Pagination
Consecutive numbering (1, 2, 3 etc), Lowercase Roman numerals (i, ii, iii etc)
Numbering of tables and figures: Consecutive or chapter-based
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
The title should reflect and describe the content of the thesis accurately and concisely.
Omit words such as "An Investigation ...", "An Analysis ...", or "A Study ..." which are redundant. All theses are investigations, analyses or studies of one kind or another.
SCHOOL OF GRADUATE STUDIES
HMG, SGS
The title can be determined quite readily from the abstract of the thesis based on the following:
1. Objective(s) of the study 2. Important keywords – identify and use
these keywords in the title!
SCHOOL OF GRADUATE STUDIES
HMG, SGS
1. For titles in Bahasa Melayu, use terms that are actually found in the `Dewan Kamus’ or `Istilah Bahasa Melayu’ for the relevant fields of study.
2. Cite the common name of a plant or an animal first followed by its scientific name in parenthesis (brackets)
3. Avoid the use of abbreviations and/or acronyms (e.g. UNITAR). Instead, use the full terminology, unless the term is commonly used in the field of study (e.g. ESL, DNA, PCR, GIS).
4. Avoid the use of a colon (:) or dash (-) e.g. `Bacillus subtilis amylase: Purification and Characterisation’ or `Bacillus subtilis amylase - Purification and Characterisation’. The title may be replaced with `Purification and Characterisation of Bacillus subtilisamylase’.
Thesis title: guidelinesMaximum number of words for thesis title: 20Type face (e.g. Arial, Times New Roman, etc)Font size: 12Margins – Left = 40 mm; others minimum 25mmSpacing – double Type of Pagination
Consecutive numbering (1, 2, 3 etc), Lowercase Roman numerals (i, ii, iii etc)
Numbering of tables and figures: Consecutive or chapter-based
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
HMG, SGS
No. of copies for evaluation: 5 softbound copies (not ring-bound)
No. of copies for final submission: 2 hardbound copies, 3 softcopies on CD and 2 passport-size photographs
General requirementsLanguageTechnical specificationsThesis submission
Formatting - stylesWriting conventionsPlagiarismUse of editorial services
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Abstract: 300 – 500 wordsAbstrakAcknowledgementsApproval Sheets Declaration FormsTable of ContentsList of TablesList of FiguresList of Abbreviations/Notations/Glossary of TermsBody of Thesis (Chapters) – 2 StylesReferences/BibliographyAppendicesBiodata of the CandidateList of Publications
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Summary, Conclusion and Recommendations for Future Research6
*Discussion5*Results / Findings4
Materials and Methods / Methodology / Problem Solving3
Literature review2Introduction (including objectives)1
ItemChapter
Style 1
In Mathematics, items 1 and 2 may be combined, and `Materials and Methods` / `Methodology` replaced by `Problem Solving’
SCHOOL OF GRADUATE STUDIES
May be combined
HMG, SGS
Summary, Conclusion and Recommendations for Future Research6
Research chapters: Each chapter represents a separate study that has its own Introduction (including objectives), Materials and Methods, *Results, *Discussion, and Conclusion
3-5#
Literature review2Introduction (including objectives)1
ItemChapter
Style 2
#Additional chapters may be added if required* May be combined
SCHOOL OF GRADUATE STUDIES
HMG, SGS
When to use Style 2
Only when each research chapter, although related, represents a study that may stand on its own, and where the Materials and Methods section is sufficiently different from chapter to chapter.
SCHOOL OF GRADUATE STUDIES
HMG, SGS
AbstractAbstrakAcknowledgementsApproval SheetsDeclaration FormTable of ContentsBody of Thesis (Chapters) – Style 3References/BibliographyAppendicesBiodata of the Candidate
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
Materials and Methods/Methodology/Problem Solving3
Summary, Conclusion and Recommendations for Future Research7
Research chapters: *Published articles, accepted articles, and unpublished articles written as a result of the study conducted by the student during his candidature
4-6#
Literature review2Introduction (including objectives)1
ItemChapter
# Additional chapters may be added. These materials must be re-typed using the format outlined in the technical specifications in Chapter 1 of this Guide.* Articles in proceedings are unacceptable
Candidate’s own research papers Candidate is either the first author or principal researcherPapers are produced under supervision and during the period of candidatureMS: 2 papers; PhD = 4 papersPublished in citation-indexed journalsWritten consent must be secured from copyright ownersAcceptance letters must be furnished for accepted manuscripts.The works of co-authors must be clearly delineated.
SCHOOL OF GRADUATE STUDIES
Examples of sources of information on listing of citation-indexed journals:
1. Thomson Scientific ISI Web of KnowledgeSM website at http://scientific.thomson.com/mjl/
2 Arts and Humanities Citation Index at http://www.columbia.edu/cu/lweb/eresources/ databases/
2087600.html
3. Social Sciences citation Index at http://www.lib.umich.edu/ govdocs/ssci.html
4. or any other listing relevant to the field of study for guidance in the selection of such journals.
SCHOOL OF GRADUATE STUDIES
HMG, SGS
General requirementsLanguageTechnical specificationsThesis submission
Formatting - stylesWriting conventionsPlagiarismUse of editorial services
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Units of Measure e.g. M; mole; g/LNumbers – e.g. do not start a sentence with a numberNames of OrganismsElliptical Marks i.e. ‘…’Use of Square Brackets [ ]Use of a Symbol to Show PercentagePolicy on Direct QuotationsFormat for Quotations (direct and indirect)Format for citing references
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Format for citing references
UPM does not specify which reference style is to be used
It is advisable to follow a style used by an authoritative journal in the field of study
Must be consistent
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
Commonly Used Reference Formats
i. American Psychological Association (APA)
ii. The Chicago Style
iii. Council of Biology Editors (CBE)
iv. Modern Language Association (MLA)
v. American Chemical Society (ACS)
HMG, SGS
General requirementsLanguageTechnical specificationsThesis submission
Formatting - stylesWriting conventionsPlagiarismUse of editorial services
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Plagiarism is the use of the work of someone else (copy, paraphrase, translate) without due acknowledgement.
Such work include:1. words or ideas from the printed literature:
Journal papersMagazine articlesBooksNewspapersWebpagesComputer programmes etc
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
2. published creations includingfigurestablesdiagramsillustrationschartsmapsPictures/images and/or other visual materials
3. information from interviews, etc.4. research data from collaborative work and
used without obtaining prior consent
www.turnitin.com
HMG, SGS
[Universiti Putra Malaysia (Graduate Studies) Rules 2003 (enforced on 1 June 2003) # Rule 33]
“Disciplinary action by the relevant authority of the University shall be
taken against a student who is found to have committed
plagiarism.”
Termination of candidature (GB)
Can lead to:-
SCHOOL OF GRADUATE STUDIES
General requirementsLanguageTechnical specificationsThesis submission
Formatting - stylesWriting conventionsPlagiarismUse of editorial services
SCHOOL OF GRADUATE STUDIES
HMG, SGS
THESIS(Examination of written Material)
VIVA VOCE(Oral defense of thesis +
examination of competency)
Pass /Re-submit /Downgrade/
Fail
Pass /Oral re-examination
(re-viva)
+
SCHOOL OF GRADUATE STUDIES
HMG, SGS
Thesis report
1. Accepted with distinction2. Accepted3. Accepted with minor modifications4. Accepted with major modification5. Re-viva (Re-oral examination)6. Re-submission7. PhD to MS8. Fail
SCHOOL OF GRADUATE STUDIES
HMG, SGS
1. Accepted:a. with distinction when all or most of the research findings have either been published or accepted for publication in citation-indexed journals, and the thesis requires minimal improvement in spelling, grammar and syntax only;
b. with some corrections in spelling, grammar and syntax.
2. Accepted with minor modificationsreformatting of chaptersimprovement in declaration of research objectives or statementsinsertion of missing referencesamendment of inaccurately cited references, and minimal improvement in spelling, grammar, syntax and presentation.
SCHOOL OF GRADUATE STUDIES
3. Accepted with major modificationsmajor revision of the literaturemajor improvement in description of methodologystatistical analysis of research datare-presentation of written data in the form of figures or tables, and improvement in discussion of results.
But needs no additional experimental work or data collection
The examiner may recommend the candidate seeks the assistance of an editorial service if corrections in grammar and syntax are substantial.
SCHOOL OF GRADUATE STUDIES
HMG, SGS
4. Re-submission of thesisDoes not meet the scope of the degree for which it is intendedThe objectives of the research were not met or There are obvious flaws in the experimental design or methodology, and therefore, requires additional experimental work or data collection.
6. FailA `Fail’ status is given if the thesis does not achieve the level of the degree for which it is intended.
5. Resubmission of a PhD thesis as a Masters Thesis The Examination Committee can recommend a PhD thesis to be accepted for the award of a Masters degree.
SCHOOL OF GRADUATE STUDIES
1. Importance of having a guide to thesis preparation
2. UPM’s Guide to Thesis Preparation
SCHOOL OF GRADUATE STUDIES
HMG, SGS
SCHOOL OF GRADUATE STUDIES
www.sps.upm.edu.myHMG, SGS