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Electronic Submission Guidelines

DatesandDeadlines GENERAL INFORMATION AND PURPOSE

Ball State University has implemented a policy that all master’s degree theses, research papers, creative projects, and doctoral dissertations are to be submitted electronically. This means that the Graduate School will no longer accept paper copies of graduate student research projects. The goals of the Graduate School in requiring electronic submission include seeking to instruct graduate students about electronic document preparation and how to use digital libraries. Moreover, many research projects go beyond the traditional text-only format, which cannot be captured in paper copy alone, and this initiative will allow worldwide accessibility to Ball State student research.

Ball State is a member of the Networked Digital Library of Theses and Dissertations (NDLTD). NDLTD is an international organization dedicated to promoting the adoption, creation, use, dissemination, and preservation of electronic analogues to the traditional paper-based theses and dissertations. Visit the NDLTD Web site for detailed information, including its goals and purposes and a list of member universities.

Policy Statement
All theses, research papers, and creative projects written in partial fulfillment of the requirements for any master’s or specialist degree conferred by the university, and all dissertations written in partial fulfillment of the requirements for any doctoral degree conferred by the university must be filed electronically with the Ball State Library system according to its procedures for such filing. Ball State has the non-exclusive license to archive and make accessible all the aforementioned research project requirements. Each student will retain all other ownership rights to the copyright and the right to use in future works (such as articles or books) all or part of the above-mentioned document.

Due Dates for Submission of Documents
All papers and projects must be received in the Graduate School by the deadline date established for each semester. Check here for the exact date. The electronic routing to all committee members and the department chairperson/designate may take several days to complete, therefore we suggest that all files be uploaded one week prior to the published Graduate School due date.

INSTRUCTIONS FOR DOCTORAL DEGREES

Important! Please read the following instructions before submitting the final copy of the dissertation.

While your department and advisory committee have the responsibility of determining the manual or style to be followed in writing a dissertation, matters such as spacing and professional word processing standards, etc., must be in accordance with Graduate School general requirements listed below.

1. Format Requirements 
  • Software: All papers must be saved as a Microsoft Word document or PDF file with font size no smaller than 11 points. View the TechClips instructions on how to create a PDF file. 
  • Paper: White, 8 ½ inches by 11 inches; to be used for all hard copy submissions to the Graduate School (e.g., ETD Signature Form, Final Approval Form, Signature Page)
  • Margins (required throughout the text)
    • Top: 1 inch, 2 inches on first page of each chapter. Three blank lines should be left between a chapter title and written material following.
    • Left-Hand: 1 ½ inches
    • Right-Hand: 1 inch 
    • Bottom: 1 ¼ inches
    • Page Numbering: The placing of page numbers is determined by the manual of style selected by your department, but the page number is to be omitted on the first page of each chapter.
    • Spacing: The main body should be double spaced. Footnotes and endnotes are to be single spaced. 
    • Pages: Only one side of the page is to be used. 
    • Attachments: Attachments not adaptable to PDF format (e.g., multimedia, photographs) are to be submitted via appropriate software as separate files from the main body of text and bibliography.

    2. Specific Requirements for Dissertation (DISS 799)

    3. REQUIRED Hard Copy Submissions to the Graduate School for ALL Doctoral Degree Dissertations: The following forms must be submitted to the Graduate School in a hard copy (paper) format:

     
    4. Checklist for Submission of Final Copy of Dissertation (all items must be completed to be considered for degree conferral):

    • Complete electronic document conversion to acceptable format (i.e., Microsoft Word or PDF). Visit the TechClips for PDF conversion instructions.
    • Download, print, complete, and acquire signatures of committee members and department chairperson (or designate) on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form and submit it to the Graduate School.
    • Download, print, complete, and acquire signatures of committee members and department chairperson (or designate) on the Final Approval Form and submit it to the Graduate School.
    • Submit the Incomplete (“I”) Removal form, if application, to the Graduate School (departmental responsibility).
    • Upload and electronically submit file(s) of the final copy of your dissertation. This includes the abstract, title page, and acknowledgement page.
    • Submit the completed form for University Microfilms International Publishing, ProQuest Publishing Agreement:  
      • If you choose to authorize University Microfilms/ProQuest Publishing to obtain a copyright for you, you need to prepay the service fee of $55.00 by turning in to the Graduate School either a U.S. Postal Money Order or a Bank Money Order in the proper amount. Personal checks cannot be accepted.
    • Submit the completed form for the National Academy of Science Survey.
    • Submit one copy of the Plan of Study (check sheet) showing all graduate courses used for the doctoral degree (minimum of 90 semester hours) signed by your committee chairperson.
    • Sign and submit the information letter and form from the dean of the Graduate School on publishing of abstracts of dissertations and copyrights of dissertations.

    5. Electronic Submission of Final Dissertation

    • All dissertations must be received in the Graduate School by the deadline date established for each semester. Find the exact date here.
    • The electronic routing to all committee members and the department chairperson/designate may take several days to complete, therefore we suggest that all files be uploaded one week prior to the published Graduate School due date.
    • You MUST upload all files at one sitting. Once you click the submit button, you CANNOT go back and add additional files later.


    INSTRUCTIONS FOR MASTER’S DEGREE STUDENTS
     
    Important! Please read the following instructions before submitting the final copy of your research paper, thesis, or creative project.

    While your department and advisory committee have the responsibility of determining the manual or style to be followed in writing a research paper, thesis, or creative project, matters such as spacing and professional word processing standards, etc., must be in accordance with Graduate School general requirements listed below.
     
    1. Format Requirements

    • Software: All papers must be saved as a Microsoft Word document or PDF file with font size no smaller than 11 points. View the TechClips instructions on how to create a PDF file. 
    • Paper: White, 8 ½ inches by 11 inches; to be used for all hard copy submissions to the Graduate School (e.g., ETD Signature Form, Final Approval Form - 3-hour form, - 6-hour form)
    • Margins (required throughout the text)
      • Top: 1 inch; 2 inches on first page of each chapter. Three blank lines should be left between a chapter title and written material following.
      • Left-Hand: 1 ½ inches
      • Right-Hand: 1 inch
      • Bottom: 1 ¼ inches
      • Page Numbering: The placing of page numbers is determined by the manual of style selected by your department, but the page number is to be omitted on the first page of each chapter.
      • Spacing: The main body should be double spaced. Footnotes and endnotes are to be single spaced.
      • Pages: Only one side of the page is to be used.
      • Attachments: Attachments not adaptable to PDF format (e.g., multimedia, photographs) are to be submitted via appropriate software as separate files from the main body of text and bibliography.

      2. Specific Requirements for Research Paper (RES 697), Creative Project (RES 697 or THES 698), or Thesis (THES 698)

      3. REQUIRED Hard Copy Submissions to the Graduate School for ALL Master’s-Level Papers: The following forms which must be submitted to the Graduate School in a hard copy (paper) format:

      4. Checklist for Submission of Final Copy of Research Paper, Thesis, or Creative Project (all the below items must be completed to be considered for degree conferral).

      • Complete electronic document conversion to acceptable format (i.e., Microsoft Word or PDF). Visit the TechClips for PDF conversion instructions.
      • Download, print, complete, and acquire signatures of committee members and department chairperson (or designate) on the Research Paper, Thesis, Creative Project, or Dissertation (ETD) Signature Form and submit it to the Graduate School.
      • Download, print, complete, and acquire signatures of committee members and department chairperson (or designate) on the Final Approval Form (3-hour form; 6-hour form) and submit it to the Graduate School.
      • Submit the Incomplete (“I”) Removal form, if application, to the Graduate School (departmental responsibility).
      • Upload and electronically submit the final research paper, thesis, or creative project. This includes the abstract, title page, and acknowledgement page (if applicable).

      5. Electronic Submission of Final Research Paper, Thesis, or Creative Project 

      • All papers and projects must be received in the Graduate School by the deadline date established for each semester. Find the exact date here.
      • The electronic routing to all committee members and the department chairperson/designate may take several days to complete, therefore we suggest that all files be uploaded one week prior to the published Graduate School due date.
      • You MUST upload all files at one sitting. Once you click the submit button, you CANNOT go back and add additional files later.