School of Graduate Studies

Completion and Submission Directions

Culminating Projects Checklists

Dissertation

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted before preliminary conference.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF).

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
    • A 3.25 grade point average is required for the specialist degree in Educational Administration and Leadership.
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours of on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Hold preliminary conference/proposal meeting with committee

  • Submit committee meeting request (PDF) two weeks prior to conference.
  • Cannot be held in the same semester as final defense/final oral examination.
  • Students conducting research with human subjects must complete the Institutional Review Board (IRB) process.

Submit application for graduation and $35 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Hold final defense/final oral examination with committee

  • Submit culminating project committee meeting request (PDF) two weeks prior to conference.
  • Must be held the same semester as your planned graduation date.
  • Cannot be held in the same semester as preliminary conference/proposal meeting.

Submit culminating project to School of Graduate Studies

  • Final dissertation should be submitted to the committee a minimum of two weeks prior to the date set for the final examination.
  • Receipt of a signed, final approval form is required before the dissertation is considered complete.
  • If approved with revisions, student must complete the revisions and have committee chair send a written notification of completion to the School of Graduate Studies. This can be done in The Repository if it is in an ETD portal.
  • The School of Graduate Studies will review the final work to ensure formatting guidelines have been followed. A final work is uploaded by the student into the ETD intake of The Repository.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the dissertation must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Thesis and Field Study

Students whose culminating project is a thesis will use the course number 699 and their department's abbreviation (example: HIST, IM) to register for the project.

  • May be registered for it in one- to six-credit blocks with approval of advisor
  • A total of 6 credits of thesis is required and permitted
  • S/U grading is required.

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted before preliminary conference.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF)

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
    • A 3.25 grade point average is required for the specialist degree in Educational Administration and Leadership.
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours of on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Hold preliminary conference/proposal meeting with committee

  • Submit committee meeting request (PDF) two weeks prior to conference.
  • Cannot be held in the same semester as final defense/final oral examination.
  • Students conducting research with human subjects must complete Institutional Review Board (IRB) process.

Submit application for graduation and $30 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Hold final defense/final oral examination with committee

  • Submit culminating project committee meeting request (PDF) two weeks prior to conference.
  • Must be held in the same semester as planned graduation date.
  • Cannot be held the same semester as preliminary conference/proposal meeting.
  • Some departments require a final written examination; check with program advisor.

Submit culminating project to School of Graduate Studies

  • Final thesis should be submitted to the committee a minimum of two weeks prior to the date set for the final examination.
  • Receipt of a signed, final approval form is required before the thesis will be considered complete.
  • If approved with revisions, student must complete the revisions and have committee chair send a written notification of completion to the School of Graduate Studies. This can be done in The Repository, if it is in an ETD portal.
  • The School of Graduate Studies will review the final work to ensure formatting guidelines have been followed. A final work is uploaded by the student into the ETD intake of The Repository.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the thesis must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Creative Work

Students whose culminating experience is a creative work will register using course number 698 and the department's abbreviation. Example: MUS 698.

  • You may be registered for it in one- to six-credit blocks with approval of advisor.
  • A total of 6 credits of creative work is required and permitted
  • S/U grading is required.

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted before preliminary conference.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF).

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
  • A 3.0 grade point average is required in the major (the total program, and all graduate courses taken at St. Cloud State).
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours in on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Hold preliminary conference/proposal meeting with committee

  • Submit committee meeting request (PDF) two weeks prior to conference.
  • Cannot be held in the same semester as final defense/final oral examination.
  • Students conducting research with human subjects must complete Institutional Review Board (IRB) process.

Submit application for graduation and $30 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Hold final defense/final oral examination with committee

  • Submit culminating project committee meeting request (PDF) two weeks prior to conference.
  • Must be held in same semester as planned graduation date.
  • Cannot be held in the same semester as preliminary conference/proposal meeting.
  • Some departments require a final written examination; check with program advisor.

Submit culminating project to School of Graduate Studies

  • Final work should be submitted to the committee a minimum of two weeks prior to the date set for the final examination.
  • Receipt of a signed, final approval form is required by before the creative work will be considered complete.
  • If approved with revisions, student must complete the revisions and have committee chair send a written notification of completion to the School of Graduate Studies. This can be done in The Repository, if it is an electronic submission.
  • The School of Graduate Studies will review the final work to ensure formatting guidelines have been followed. A final work is uploaded by the student into the ETD intake of The Repository.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the creative work must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Starred Paper

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted before preliminary conference.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF).

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours in on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Hold preliminary conference/proposal meeting with committee

  • Submit committee meeting request (PDF) two weeks prior to conference.
  • Cannot be held in the same semester as final defense/final oral examination.

Submit application for graduation and $30 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Hold final defense/final oral examination with committee

  • Submit culminating project committee meeting request (PDF) two weeks prior to conference.
  • Must be held in the same semester as planned graduation date.
  • Cannot be held in the same semester as preliminary conference/proposal meeting.
  • Some departments require a final written examination; check with program advisor.

Submit culminating project to School of Graduate Studies

  • Final work should be submitted to the committee a minimum of two weeks prior to the date set for the final examination.
  • Receipt of a signed, final approval form is required by the School of Graduate Studies before the project will be considered complete.
  • If approved with revisions, student must complete those and have committee chair send a written notification of completion to the School of Graduate Studies. This can be done in the The Repository, if it is an electronic submission.
  • The School of Graduate Studies will review the final work to ensure formatting guidelines have been followed. A final work is uploaded by the student into the ETD intake of the Repository.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the written work/examination must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Written Comprehensive Examination

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted prior to scheduling your comprehensive exam.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF).

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours in on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.
  • During the first two weeks of the semester that you plan to graduate, arrange with your advisor to complete the final written comprehensive examination.
  • The advisor will notify the School of Graduate Studies whether the student passes or fails the examination by completing the Report of Final Written Comprehensive Examination.
  • Notification of successful completion of the examination must be received in the School of Graduate Studies by the appropriate deadline.

Submit application for graduation and $30 application fee

  • Application is due within the first four weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Submit outcome of the comprehensive examination in writing to the School of Graduate Studies

  • Students who fail the comprehensive examination may retake the examination once. Students not passing after the second attempt are dismissed.
  • Receipt of a signed, final approval form is required by the School of Graduate Studies before the project will be considered complete.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the written work/examination must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Capstone

Submit a program of study

  • The form (PDF) must be signed by advisor and submitted prior to the completion of 15 graduate credits.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (the total program, and all graduate courses taken at St. Cloud State).
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours in on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Register for the designated capstone course

  • Capstone course is usually 1-3 graduate credits completed in the final semester alone or concurrent with final course requirements.
  • Capstone is complete when instructor submits grade of B or better or S for an S/U-graded capstone.

Submit application for graduation and $30 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester. A written request is required if a student wishes to change semesters.
  • To participate in Commencement, you must register online.

Receive diploma

  • A diploma will not be released until fees owed the university are paid.
  • A grade for the creative work must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

 

Project/Portfolio or Internship/Portfolio

Submit program of study to School of Graduate Studies

  • The form (PDF) must be signed by advisor and submitted before preliminary conference.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF).

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the major (core plus research), the total program of study, and cumulative (all graduate courses taken at St. Cloud State).
  • Fulfill the residence requirement. Candidates must earn a minimum of 20 semester hours in on-campus classes. Courses offered at graduate study centers/cohort groups or through ITV and web-based programs are considered on-campus credit.

Hold preliminary conference/proposal meeting with committee

  • Submit committee meeting request (PDF) two weeks prior to conference.
  • Cannot be held in the same semester as final defense/final oral examination.

Submit application for graduation and $30 application fee

  • Application is due within the two weeks of the semester you wish to graduate.
  • Valid for one semester (a written request is required if students wish to change semesters).
  • To participate in Commencement, you must register online.

Hold final defense/final oral examination with committee

  • Submit culminating croject committee meeting request (PDF) two weeks prior to conference.
  • Must be held the same semester as planned graduation date.
  • Cannot be held in the same semester as preliminary conference/proposal meeting.

Submit culminating project to School of Graduate Studies

  • Final project/portfolio should be submitted to the committee a minimum of two weeks prior to the date set for the final examination.
  • Receipt of a signed, final approval form is required by the School of Graduate Studies before the project/portfolio will be considered complete.
  • If approved with revisions, student must complete the revisions and have committee chair send a written notification of completion to the School of Graduate Studies.
  • The School of Graduate Studies will review the final work to ensure formatting guidelines have been followed.

Receive diploma

  • A diploma will not be released until all fees owed to the university are paid.
  • A grade for the project/portfolio must be submitted by student’s advisor.
  • Prior to graduation, provide St. Cloud State with an updated mailing address.

Graduate Certificate

Submit program of study to School of Graduate Studies

  • Ensure you have applied for and recieved admission to the certificate program.
  • The form (PDF) must be signed by advisor and submitted.
  • Transfer credits must be indicated on the form.
  • All courses, including transfer credits, must be completed within seven-year time limit.
  • Course changes must be approved by petition (PDF) or on a new program of study.

Complete program course work

  • Incompletes must be completed and grades submitted by instructor.
  • A grade of C- or lower, or a grade of “U” cannot be used.
  • A 3.0 grade point average is required in the certificate program of study and cumulative (all graduate courses taken at St. Cloud State).

Submit application for certificate completion and $10 application fee

Receive Certificate

A graduate certificate is not released until fees owed the university are paid.

Prior to completion, provide St. Cloud State with an updated mailing address.

Certificate students are not eligible to participate in Commencement.

Preparation for Submission

Start Here

Dissertations, theses, field studies, creative works and starred papers are submitted electronically to the The Repository. Contact the School of Graduate Studies with questions regarding this requirement.

Get started

  • Attend a culminating project workshop that addresses formatting guidelines and paper submission.

  • Talk to the culminating project advisor about departmental requirements regarding style guides (APA, MLA, Chicago, etc.) for the culminating project. All matters of style should be consistent throughout the document, and conform to accepted practices in the discipline.

  • Copyright permissions: Obtain permission letters for copyrighted materials used in the culminating project beyond Fair Use guidelines.

    • Because the culminating project is submitted in satisfaction of a part of the requirement for an advanced degree, the student grants to the University a nonexclusive right (license) to archive, reproduce, and distribute the document, as well as the right to migrate or convert the submission, without alteration of the content, to any medium or format for the purpose of preservation and/or continued distribution.

    • The copyrights of the culminating projects remain with the author; subsequent uses of the culminating projects by the authors or subsequent copyright holders are not restricted by this license.

  • Additional information on style guides is available from Melanie Guentzel, director of graduate student services, or Areej Zahra, format reviewer and ETD support.

Electronic Document Formatting

Regardless of the disciplinary style guidelines selected for a culminating project, certain specifications and guidelines must be adhered to.

These specifications will ensure the culminating project complies with the School of Graduate Studies requirements.

Document formatting

For most culminating projects, the online submission process will automatically convert a Microsoft Word document to a PDF.  However, if the culminating project uses special characters, such as foreign language fonts, Greek fonts used in mathematics, or the International Phonetic Alphabet, use a current version of Adobe Acrobat Pro to convert the file to a PDF prior to submission.

For further information, see “Embedding Fonts” below.

Adobe Acrobat software, required to create a .pdf document, is available as part of the Adobe Creative Suite in general-access computer labs across campus.

File

  • Size: No size limit for culminating projects submitted to the Institutional Repository (IR).
  • Names: Use only Roman letters, underscore lines for blank spaces, and Arabic numbers for file name (e.g., ksmith_androgyny_patriarchy_rev2).
  • Formats
    • Text
      You must use one of the following formats to assure the best chance for future migration as formats evolve:
      • MS Word (.doc or .docx)
      • Rich Text Format (.rtf)
      • PDF (.pdf) with embedded fonts
    • Multimedia
      Submitted as supplemental files during submission:
      • TIFF (.tif)
      • JPEG (.jpg)
      • GIF (.gif)
      • MPEG (.mpg)
      • MPEG 3 (.mp3)
      • WAV (.wav)
      • Multimedia video or audio files that are part of a culminating project should be submitted as supplemental files during the submission process.
      • Security restrictions: Do not incorporate restrictions (e.g., password protection, copy/paste prohibition, or compression prohibition) into the document.  They are not allowed for several reasons:
    • Security restrictions inhibit future document management and migration.
    • Security restrictions reduce the functionality of the document for users.
    • Security restrictions prohibit adding archival information to the document file.

Bookmarking

Bookmarks allow readers to jump between sections of the culminating project, improving the usability and navigation of the project.

  • Bookmark the:
    • Title Page.
    • Abstract.
    • Table of Contents (TOC).
    • Introduction.
    • Each Chapter.
    • Each Sub-section within a Chapter.
    • Each Appendix.
    • References or Bibliography.
  • Set the document to open with bookmarks visible.
  • In Word:
    • Highlight the text (e.g., chapter title, sub-section title, or bibliography) where a bookmark is to be inserted.
      On the Insert tab, in the Links group, click Bookmark.
    • On the pop-up screen, enter the name of the bookmark, usually the highlighted heading as it reads.
    • Click the Add
    • To display where there are bookmarks, click on the File tab, then scroll and select Options.
    • Click on Advanced. Scroll to the section Show Document Content and select on Show Bookmarks.
    • Bookmarks will display in [brackets].
  • In Adobe Acrobat Pro
    • Click on the File tab, and then select Document Properties.
    • Select Initial View from the left in the Dialog Box.
    • Select Bookmarks Panel and Page from the Show

Fonts/Typefaces

Use the font type and size recommended by the selected disciplinary style guide, or these guidelines:

  • General
    • Consistency of font use and text size within the culminating project is important to enhance readability and use.
    • Use one font type or style.
    • Use the same font (as used in text) for headings and labels.
    • Use serif or sans-serif fonts for the body of the culminating project.
  • Title
    • Either a serif font (such as Times New Roman, Goudy Old Style, Book Antiqua, or Bookman Old Style) or a sans-serif font (Helvetica, Arial).
    • 12-pt font in bold.
    • Headline Capitalization style.
      • Only capitalize exceptions when they are the first word of the title or subtitle following a colon.
      • Example: The Androgyne Patriarchy in Thailand: Contemporary Issues in Gender.
  • Body
    • Select an easy-to-read font. Generally, serif font is preferred for the body of the text.
    • Use the same font throughout the body.
    • 11- or 12-pt. font.
    • Do not bold, underline, or italicize text in the body unless required.
    • Use italics for titles of journals, books, newspapers, films, television shows, long poems, plays of three or more acts, operas, musical albums, or works of art (e.g.,American Historical Review, Moby Dick, Rubber Soul, or Mona Lisa).
    • Use italics for names of individual trains, planes, or ships (e.g.,Spirit of St. Louis,Sunset Limited,USS Eisenhower).
    • Use italics for Latin names for genus and species (e.g.,Cypripedium reginae).

Headings and Sub-heads

St. Cloud State accepts five levels of headings

  • If the selected disciplinary style guide allows for more than five, please use the top five levels as recommended by the style guide, or follow the following guidelines:
    • Culminating projects must contain chapter headings and a minimum of one sub-heading.
    • Use the same font as the text body.
    • Use bold for all headings.
    • First-level heading: Chapter number and title, in all capital letters (e.g., Chapter I: INTRODUCTION).
      • First-level headings should use 12-pt font.
    • Second-level heading: Sub-heading (e.g., Statement of Problem)
      • Second-level headings should use 12-pt font.
    • Third- and Fourth-level sub-headings
      • Use same font size as text body.
    • Fifth-level sub-headings are used only for paragraph headings where they are useful and are not included in the Table of Contents.
      • Use same font type as body of text.

Page Formatting

  • Line spacing
    • Use double-spacing for the body of the text, including headings.
    • Footnotes, bibliographic citations, and long quoted passages should be single-spaced.
  • Margins
    • One-inch on all sides—top, bottom, and sides.
    • Larger margins are acceptable when approved by the culminating project committee.
  • Justification
    • Left justification should be used in the body of the culminating project.
    • “Orphans” (headings or sub-headings not followed by text at the bottom of a page) and “widows” (short lines ending a paragraph at the top of a page) should be avoided.
  • Page Numbering
    • Page numbering begins with the title page.
    • There is no page number on the title page. Page numbers appear starting on page 2 (using Arabic numerals) and continue throughout the remainder of the paper.
    • Placement.
      • Format as recommended by the selected disciplinary style guide or use the following guidelines:
      • Page numbers may be placed on the top right corner within the side margins, 1-inch from the top of the page (set header to 1-inch; hit return after typing page number—this assures the 1-inch margin is maintained); OR
      • Page numbers may be centered within the side margins, 1-inch from the bottom of the page (set footer to 1-inch; hit return after typing page number—this assures the 1-inch margin is maintained).
  • Font
    • Use the same font style and size as the body of the text.
    • Be consistent.
  • Format
    • Use only the plain Arabic numerals (1, 2, 3, etc.).
    • Do not use leads (e.g., ………1……..) or dashes (e.g., -1-) or bold (e.g., 1)

Page Order

  1. Title page
    • Bold font may be used for the title only. (see the Title Page example at the end of this document)
    • Do not us “Dr.” or “Professor” titles before committee members’ names.
  2. Abstract (not required for creative works or starred paper)
    • Use a Level 2 heading for this page.
    • The body of the abstract must be single-spaced and should not include graphs, charts, tables, or other illustrations.
    • List any multimedia supplements included with the culminating project submission.
  3. Preface and/or acknowledgment (optional)
    • Use a Level 2 heading for this page.
  4. Quoted statement or short poem significant to the culminating project
    • Do not use bold font on this page.
  5. Table of contents
    • Use a Level 2 heading for this page.
  6. List of tables (required when tables are used in the body of the paper)
  7. List of figures (required when figures are used in the body of the paper)
  8. List of files (required only when supplementary files are submitted in addition to the culminating project).
  9. Body of text
    • This section must be divided into appropriate chapters or sections appropriate to the culminating project.
  10. Bibliography and/or references
    • The bibliography is a comprehensive list of resources used in research and preparation of the culminating project, whether those sources are cited or not.
    • References are those works cited in the text.
  11. Appendix/Appendices, as necessary
    • If IRB approval was sought, include the approved IRB application and supporting documents.

Tables and Figures

Tables and figures should be formatted as recommended by the selected disciplinary style guide or these guidelines.

Placement

  • Include throughout the project; do not group at the end.
  • Triple-space before and after tables.
  • For a small table or figure, place as close as possible to where it is mentioned. Do not wrap the body of text around the table or figure.  Provide sufficient room for a heading and caption on the same page.
  • For a large table or figure, place on the page following the page where it is mentioned. Provide sufficient room for heading and caption on the same page.
  • For very large data sets that would require an oversize sheet to display, submit the data set as a supplemental file and reference by file name and title in the body of the project.

Numbering

  • Each table or figure should be numbered sequentially according to the chapter in which it appears
  • Number tables and figures separately.
  • For example, Table 1.1 (chapter 1, table 1), Table 1.2, and Figure 1.1 (chapter 1, figure 1) could be in the same chapter.

Headings

  • Table headings must be placed above each table using the same font size as used in the body of the text.
  • Font face should match the font used in the body of the text.
  • Table headings should be centered or justified with left edge of table.
  • Figure or Image headings may be placed either above or below, depending upon the convention used in the discipline.
  • Figure or image headings should be justified with left edge of table, or centered.
  • For large tables or figures using landscape page preference, headings must be oriented to the table, either above or below.

Electronic Upload

Creating an account

  • Begin by creating a personal account at the The Repository.
  • Choose "Research unit, center or department."
  • Then choose "Expand All" and look for your department.
  • Select the "Culminating Projects" series for the department.
  • Select "Submit Research" in the left navigation.
  • "Sign up" to create a new account.
    • Complete each field marked with an asterisk. You will receive monthly reports on the number of downloads your contribution receives. Use an email address you will use after you graduate.
    • Please designate St. Cloud State University as your institution.
    • You will receive an email at the email you designate that will confirm registration.

Uploading your project

  • To upload, return to "My Account" and sign in using the email address and password you used to create your account.
  • Be prepared to enter the following information.
    • Title - The title of your thesis or dissertation.
    • Author - Enter your full name. After you have created your account, type your last name in the Search box; once it appears, click on your name and it will populate the rest of the author data.
    • Date of award - Date of graduation ceremony.
    • Type - Choices are “thesis,” “dissertation," "starred paper," "creative work" or "Plan C Paper."
    • Degree name - This is the program name for your degree (e.g.,, “Education Administration and Leadership: MS” or “Higher Education Administration: EdD”).
    • Department - This is not the program, but the department through which the program is offered.
      • First Advisor. This is your culminating project chairperson/supervisor.
      • Second, Third Advisors. These are members of your culminating project committee other than your culminating project chairperson/supervisor.
    • Creative Commons license - This helps you retain copyright control while allowing others to copy, distribute or make some use of your work so long as they credit you. The most restrictive license, commonly used for culminating projects, is Attribution-Noncommercial-No Derivative Works, and is the default.
    • Keywords and subject headings - You may enter up to six keywords (individual words or phrases), separated by commas. This improves indexing and retrieval of your culminating project. Subject Headings will be added by library staff.
    • Abstract - Copy and paste the full text of the abstract as it appears in your thesis or dissertation. If you are submitting a starred paper or creative work, you will need to provide an appropriate description of the culminating project in lieu of an abstract.
    • Comment or acknowledgement
      • A typical comment is to an article or conference presentation based in whole or in part on the research represented in the culminating project.
      • A typical acknowledgement recognizes the mentoring or contribution of a professor or colleague.
    • OCLC Number - This control number is created by the library to uniquely identify your deposit. You do not need to be concerned about this number.
    • Embargo - An embargo period that denies public access to your deposit. This may be appropriate for selected culminating projects. This field should only be changed with prior approval from Graduate Studies. 

Resubmission/Corrections

  • Return to "My Account" and login using the email address and password you used to create your account.
  • Upload a new/corrected version to this account.

Formatting and Editing Tutorials

Formatting

Editing

Hands-on Formatting Workshops

Need in-person assistance with formatting?

Join us for one or more small group sessions:

  • Thursday, October 25, 1:00-4:00 p.m., Bldg. 51B~Room 125
  • Sunday, October 28, 3:00-6:00 p.m., Miller Center Library~Room 135G
  • Sunday, November 4, 3:00-6:00 p.m., Miller Center Library~Room 135G
  • Thursday, November 8, 1:00-4:00 p.m., Bldg. 51B~Room 125
  • Thursday, November 15, 1:00-4:00 p.m., Bldg. 51B~Room 125
  • Sunday, November 18, 3:00-6:00 p.m., Miller Center Library~Room 135G
  • Thursday, November 29, 1:00-4:00 p.m., Bldg. 51B~Room 125
  • Sunday, December 2, 3:00-6:00 p.m., Miller Center Library~Room 135G
  • Thursday, December 6, 1:00-4:00 p.m., Bldg. 51B~Room 125
  • Sunday, December 10, 3:00-6:00 p.m., Miller Center Library~Room 135G
  • Thursday, December 13, 1:00-4:00 p.m., Bldg. 51B~Room 125

Times do not work in your schedule? Email the format reviewer GA at gagrad6@stcloudstate.edu to set up an individual appointment.

Guidelines, Roles, Responsibilities

Theses, dissertations, creative works, and starred papers may be submitted through the electronic submission process. Plan C papers are considered on a case-by-case basis. Contact the School of Graduate Studies.

Graduation deadlines

The School of Graduate Studies will process graduations six times per year. Students wishing to graduate with a specific graduation date must meet posted deadlines for that graduation date or apply for the next available date.

Students are required to be enrolled in the term that they graduate.

Student responsibilities

  • Attend a thesis/dissertation workshop addressing formatting guidelines and Electronic Theses and Dissertation (ETD) submission, view the associated PowerPoint presentation online (in Process), or meet with the format reviewer.
  • Submit fully-formatted draft of culminating project to faculty committee two weeks in advance of final defense (final committee meeting).
  • Students seeking a preliminary review may submit the fully-formatted draft to gagrad6@stcloudstate.edu to request a preliminary formatting review.
    • Submitted document must be formatted according to the approved disciplinary style and the guidelines outlined in the Preparation of Culminating Projects for Electronic Submission.
    • Formatted document must include title page, abstract (not required for creative works or starred papers), table of contents and correct in-text citations, references and appendices. Citations and included references must be congruent.
    • A works consulted list may be included in an appendix if the sources are not indicated in the body of the project.
    • Student receives feedback from format reviewer in 10-14 days.
  • Student makes formatting corrections and revisions required by the committee.
  • Advisor reviews revisions and sends signed committee approval form to School of Graduate Studies.
  • Student uploads final, approved and formatted culminating project to the Institutional Repository through ETD intake.
    • Student enters name, program, school or college, document title, abstract (thesis and dissertation), keywords, and chair/committee members’ names and emails.

THEN

  • Following advisor approval, the School of Graduate Studies reviews the final submission and places the document in the queue for publishing to the Repository.
  • Graduate Studies notifies Office of Records and Registration that the culminating project is complete.
  • Student, advisor and college dean receive notifications that the culminating project has been accepted and published to the Repository.

 OR

  • If additional formatting corrections are needed, or the chair does not approve submitted document, the student receives notification that additional changes are needed.
  • The student makes changes as required prior to final deadline and uploads corrected document through ETD intake using the existing account.
  • Format reviewer does final check and accepts the re-submitted document. The committee chair is notified that the final copy is again available for review and approval.
  • Following advisor approval, the School of Graduate Studies reviews the final submission and places the document in the queue for publishing to the Repository.
  • Graduate Studies notifies the Office of Records and Registration that the culminating project is complete.
  • Student, advisor, and college dean receive notifications that the culminating project has been accepted and published to the Institutional Repository.

 Faculty responsibilities

  • Direct student as to which disciplinary style guide should be used for formatting, or direct student to the St. Cloud State University formatting guides for electronic submission.
  • Direct student to submit the formatted culminating project to the School of Graduate Studies and the culminating project committee two weeks in advance of the final oral defense. Notify Graduate Studies if you want a preliminary review.
  • Provide student with feedback on content, disciplinary style (if used), in-text citations and references (citations/references should be in the disciplinary style and accurate).
  • Print the committee approval form and bring to the final defense. Collect signatures from the committee members.
  • Hold form until student has completed any corrections required by the committee, sign and submit to Graduate Studies.
  • Review the final electronic submission of the student’s culminating project for accuracy and approve electronically (may be required more than once depending on the accuracy of the student submission). In Process – Currently faculty chairs are notified when the formatting is approved and when the document is published to the IR.

School of Graduate Studies responsibilities

  • Provide formatting and submission workshops in a variety of formats, as to be accessible to all students and disciplines.
  • Preliminary review of formatting and citation/referencing for culminating projects in the Electronic Theses and Dissertation intake.
  • Provide feedback to student on formatting, style, referencing, citations, etc. within 10 business days of submission.
  • Perform the final review of formatting and citation/referencing for culminating projects in the Electronic Theses and Dissertation intake.
  • Notify the faculty chair that the final document is ready for review and approval.
  • Receive final approval and publish the Electronic Theses and Dissertation to the Repository.

Learning Resources Responsibilities

  • Maintain the Institutional Repository.
  • Support electronic submission of theses and dissertations, and other culminating projects.
  • Metadata.
  • Archive.

Binding Options for Departmental, Personal or Gift Copies

Binding specifications of the School of Graduate Studies

  • Hard cover
  • Black buckram (color)
  • Gold lettering
  • Adhesive
  • White, acid-free paper or 100 percent cotton blend
  • Appropriate number of required copies (1 minimum)
  • Front-cover wording (optional/extra charge)
    • Thesis/Dissertation/Starred Paper
    • Title
    • Name
    • Month and year
  • Spine wording (required)
    • Last Name
    • Title
    • Month and Year

Procedure

  • The student contacts the company and completes a form that asks name, title, number of copies, etc.
  • The student uploads their project, completes shipping information and submits payment.
  • Costs and delivery times are estimates based on “average” metrics (e.g., single-sided, 114 pages, 10 pages in color, 4 copies, hard cover, acid-free white paper).

Companies accept culminating projects electronically

University of Minnesota

  • Estimated cost including printing, binding, shipping
    • $236 for 4 copies
    • $179 for 3 copies
    • $121 for 2 copies
    • $ 64 for 1 copy
  • Delivery: 10 business days

FedEx Office (local drop-off and pick-up)

  • Estimated cost including printing, binding, shipping
    • $218 for 4 copies
  • Time to pick-up: 5-7 business days

PHD Book Binding

  • Estimated cost not including shipping
    • $37 for each copy
  • Delivery: Orders ship on the fifth business day of each week

Additional options for binding a personal copy or gift copy

Spiral Bind

  • Copies Plus
  • Atwood Memorial Center
  • Estimate: $2.85 each

Soft Cover Bind