Formatting Guidelines for Preparing Master’s Theses

and Project Reports

California Polytechnic State University

__________________________________________

Edition 2008

Research and Graduate Programs

California Polytechnic State University

San Luis Obispo, CA 93407

(805) 756-2328

Fax (805) 756-1725

 Contents
Contents..........................................................................................................................................2
Introduction....................................................................................................................................3
General Formatting Requirements..................................................................................................4
Font Style and Font Size.............................................................................................................4
Margins.......................................................................................................................................4
Line Spacing ..............................................................................................................................4
Page Numbers ............................................................................................................................5
Widows and Orphans .................................................................................................................5
Chapters......................................................................................................................................5
Parts of the Thesis/Project Report...................................................................................................5
Preliminaries...............................................................................................................................6
Title Page................................................................................................................................6
Copyright Page ......................................................................................................................6
Committee Page......................................................................................................................6
Abstract...................................................................................................................................6
Acknowledgments..................................................................................................................7
Table of Contents....................................................................................................................7
List of Tables..........................................................................................................................7
List of Figures.........................................................................................................................7
Body of Text...........................................................................................................................7
Bibliography or List of References.........................................................................................7
Appendices.............................................................................................................................7
Troubleshooting Common Problems..............................................................................................8
Other Resources..............................................................................................................................8
Appendix A: Samples.....................................................................................................................9
Appendix B: Formal Names of Graduate Degrees........................................................................18
Appendix C: Checklist Summary of Required Formatting............................................................21

Page 2 of 22
Introduction
According to Title V of the California Education Code of Regulations:

“A thesis is the written product of a systematic study of a significant problem. It identifies the
problem, states the major assumptions, explains the significance of the undertaking, sets forth the
sources for and methods of gathering information, analyzes the data, and offers a conclusion or
recommendation. The finished product evidences originality, critical and independent thinking,
appropriate organization and format, and thorough documentation. Normally, an oral defense of
the thesis is required.

“A project is a significant undertaking appropriate to the fine and applied arts or to professional
fields. It evidences originality and independent thinking, appropriate form and organization, and
a rationale. It is described and summarized in a written report that includes the project’s
significance, objectives, methodology, and a conclusion or recommendation. An oral defense of
the project may be required.”

If a thesis or project is required in a Master’s degree program, a committee-approved copy must

be completed in accordance with university specifications. A copy of the thesis or project must be
received and reviewed by the thesis editor in the Research and Graduate Programs Office. Upon
completion of any required corrections, a digital copy must be filed with the Research and
Graduate Programs Office for submission to the University Library.

This document is intended to help graduate students present the results of their work in the form
of a scholarly document. Graduate students must also work closely with their thesis/project
committees to learn specific departmental requirements for preparing culminating graduate work.

Submission Workflow
After committee approval, a copy of the thesis/project report should be delivered to the thesis
editor in the Research and Graduate Programs Office. It will then be checked for compliance with
Cal Poly format requirements. All theses and project reports are reviewed in the order in which
they are received. The amount of time required for this depends on the number of document in
line for review. Usually some modifications will be needed as a result of the review. Needed
changes will be outlined in a detailed e-mail memo. The Research and Graduate Programs Office
website outlines specific steps for submitting the electronic thesis/project report
(http://www.rgp.calpoly.edu/thesis.html).

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General Formatting Requirements
The format for both theses and project reports should follow Form & Style: Research Papers,
Reports, Theses, by Carol Slade and Robert Perrin (13th edition, 2008) or another approved style
guide. Earlier editions of this manual are also acceptable. Form & Style may be purchased at El
Corral, Amazon.com or local bookstores. Copies are also available in the Reference Section of
the Kennedy Library.

This manual provides information on APA, MLA, and Chicago styles for referencing and
bibliographical entries. If your department requires an alternative style, it may be used for
referencing and bibliographical entries, but formatting should follow the guidelines outlined
below and discussed in further detail in Form & Style.

Font Style and Font Size

One of the following fonts should be used throughout your thesis/project report:
• Arial
• Courier
• Helvetica
• Times

For symbols, one of the following should be used:

• Symbol
• Zapf Dingbats

For consistency, the same 10- to 12- point font is to be used throughout your document.

Margins
Each page must have at least a 1.5” left-hand margin, and at least 1” top, bottom, and right-hand
margins. Most word-processing packages provide templates that will set these automatically for
your document. Margins may be wider, but not narrower than these standards. Please note that
all pages must meet these requirements, including the preliminary pages, text, figures and tables,
and bibliography.

Line Spacing
Each page must be double-spaced, with the following exceptions:
• Preliminary pages (title, copyright, approval, abstract, acknowledgments, table of
contents, list of tables, list of figures) may be single-spaced.
• Tables within the text may be single-spaced.
• Extended citations (long quotations) within the text may be set off and single-spaced.
Consult your style manual for details.
• Definitions within glossaries or questions within surveys may be single-spaced, but
double-spaced between entries. Scholarly references—footnotes, endnotes, bibliography
or list of references—may be single-spaced, but double-spaced between entries.

Page 4 of 22
Page Numbers
Page numbers must be placed either at the bottom center, bottom right, or top right of each page,
beginning with Arabic numeral 1, on the first page of Chapter 1 or the Introduction. If the top
right is chosen, the page number may be placed at the bottom center when beginning a new
chapter. On landscape-oriented pages containing graphs, figures, photos, or illustrations, it is
acceptable to suppress page numbering.

Preliminary Page Numbering

Preliminary pages should be numbered using lower-case Roman numerals. The title page
(p. i) is counted but not numbered.

Widows and Orphans

A “widow” is a short line or single word ending a paragraph at the top of the next page. An
“orphan” is a heading or subheading that appears at the bottom of a page with the text beginning
on the following page. These are not desirable in a formal document. Word processing software
can be set to avoid both “widows” and “orphans” automatically.

Chapters
Each chapter should begin on a new page.

Justification
Type may be left-justified, which leaves a “ragged” right margin, or may be fully-justified, which
establishes even margins on the left and right. The thesis/project committee should be consulted
as to the standards in your discipline.

Parts of the Thesis/Project Report

A thesis or project report should include three main categories of materials: the preliminaries, the
text (chapters), and the reference materials.

The preliminaries should be arranged in the following sequence with pagination in lower-case
Roman numerals centered at the bottom of each page. Samples of the preliminary pages are
included in Appendix A: Samples.

1) Preliminaries
Title Page required (page i but not numbered)

Copyright Page required (page ii)

Committee Page required (page iii)

Abstract required (page iv)

Acknowledgements Page optional (numbered)

Table of Contents required (numbered)

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 List of Tables if appropriate (numbered)

List of Figures if appropriate (numbered)

2) Text (Chapters)
The chapters (text) follow with Arabic numerals

Text required (numbered, beginning with

page 1)

3) Reference materials
Bibliography or List of References required (numbered)

Appendix(es) if appropriate (numbered)

Preliminaries
Sample preliminary pages appear in Appendix A: Samples.

Title Page
The title will determine how widely the subject matter of the thesis/project report will be
disseminated. Electronic databases, citation indices, and bibliographies search using keywords,
so terms should be chosen carefully to accurately reflect the content of the work. Eliminate words
that add little or nothing to an understanding of content, like “A Study of …” The title should be
exactly the same on the title page, committee page, and abstract page.

Copyright Page
Master’s theses and project reports are automatically under copyright protection as soon as they
appear in a tangible form. They do not have to be registered through the U.S. Copyright Office to
be copyright protected. However, for those who want to register the copyright, the procedure and
forms are on the U.S. Copyright Office website. A copyright page is required in your Master’s
thesis or project report.

Committee Page
The committee page lists the thesis title, author, date submitted, and committee members’ names
and titles. Signatures are not required on the committee page. Signatures must be collected from
your committee on the Master’s Thesis/Project Approval Form which is available on the
Research and Graduate Programs website.
Abstract
The abstract is a concise and descriptive summary of the work completed. It should explain the
work rather than defend or evaluate it. It should begin with the most important information,
which usually will be the conclusions or findings, followed by a brief but precise statement of the
problem; a description of the research method and design, if applicable; and the significance of
your conclusions.

Page 6 of 22
Acknowledgments
The acknowledgments page is optional. If used, it expresses appreciation for guidance and
assistance. Although not required, the recognition of the generosity of time and knowledge of the
people who helped is a courtesy. It should be simple and sincere.

Table of Contents
The Table of Contents must provide the page location of the List of Tables (if included), List of
Figures (if included), each chapter or section and sub-sections, as well as Bibliography/
References, and Appendix (if included). No other preliminary page listings other than List of
Tables and List of Figures should be included on this page. Use of leader dots and spacing in the
Table of Contents are optional at the discretion of the writer and his/her committee.

List of Tables
A table is a columnar arrangement of written material or data, organized to save space and
convey relationships at a glance. Within the List of Tables, be sure all captions and page
numbering appear exactly as those within the text. Include a List of Tables even if there is only
one table in the document.

List of Figures
Charts, graphs, maps, and illustrations of other kinds should be grouped and labeled as figures.
All figures listed in the List of Figures must include captions appearing exactly as they do within
the text and corresponding page numbers. Include a List of Figures even if there is only one
figure in the document.

Body of Text
The text, or body, of a thesis begins on page 1, which directly follows the preliminaries.
Numbering must appear in Arabic numerals. Number placement must be consistent throughout
the document. The specific work presented will determine the nature and the organization of the
thesis/project report. The Committee will have suggestions concerning its design and layout.

Bibliography or List of References

References should contain only those works cited within the text. A bibliography is any list of
references at the end of a text, whether cited or not. It includes works used, not only that you
referred to in the text, but additional background reading, and any other material deemed
appropriate for background reading.
If a source is cited within the text, it must be listed in the references or bibliography
sections.

Appendices
An appendix should include materials that supplement the main text. Original data, summary
tabulations, complicated mathematical proofs, descriptions of equipment, very lengthy
quotations, supporting legal decisions or laws, supplementary illustrative materials, computer

Page 7 of 22
printouts, questionnaires, and other such documents belong in an appendix. If a document
contains two or more appendices, each should be assigned a letter and be given a title, and listed
by letter and title in the Table of Contents.

Troubleshooting Common Problems

The document should be proofread carefully prior to submission to the Research and Graduate
Programs Office. It is suggested that a spell checker be used and that the document be reviewed
by others for flow and formatting. The following are the most common errors found in theses and
project reports:
1. Missing or incorrectly formatted preliminary pages.
2. Pagination erratically or incorrectly located on pages
3. Figures or Tables missing captions; captions in the wrong place in text; captions not
agreeing with the List of Tables or Figures
4. References cited in the text, but not found in the Bibliography
5. Misspelled words
6. Grammatical errors

Other Resources

Copyright Registration: http://www.copyright.gov

DigitalCommons@CalPoly Upload Instructions:

http://www.lib.calpoly.edu/collections/theses/thesis_upload.pdf

Form & Style: Research Papers, Reports, Theses, by Carol Slade and Robert Perrin (13th edition,
2008)

General Instructions for Master’s Theses/Project Reports: http://www.rgp.calpoly.edu/thesis.html

Human Subjects Protocol: http://www.calpoly.edu/~rgp/indexHS.html

Master’s Thesis/Project Approval Form: http://www.rgp.calpoly.edu/forms.html

Page 8 of 22
Appendix A: Samples

Page 9 of 22
 TITLE OF THESIS IN ALL CAPS, INVERTED PYRAMID STYLE IF
MORE THAN ONE LINE

A Thesis
presented to
the Faculty of California Polytechnic State University,
San Luis Obispo

In Partial Fulfillment
of the Requirements for the Degree
Master of ______ in _______(check page 18 for appropriate degree name)

by
Student’s Full Name
Month Year
 © 2008
Writer’s Full Name
ALL RIGHTS RESERVED

ii
 COMMITTEE MEMBERSHIP

TITLE: Be sure title matches title page exactly

AUTHOR: Student’s full name

DATE SUBMITTED: Month and year

COMMITTEE CHAIR: Type chair’s full name, Title

COMMITTEE MEMBER: Type member’s full name, Title

COMMITTEE MEMBER: Type member’s full name, Title

iii
 ABSTRACT

Thesis Title (Must match title page exactly)

Student’s Full Name

The abstract may be either single- or double-spaced, and may be longer than one
page, if necessary, with committee approval. Also, “keywords” may be added at the end
of the abstract.

Keywords: Select descriptive keywords and separate terms with a comma and a space.

iv
 ACKNOWLEDGMENTS

This page is not required, but especially if you have received funding for your
research, or assistance or guidance that you feel should be noted, it belongs on this page.

v
 TABLE OF CONTENTS

Page
LIST OF TABLES (if applicable) …………………………………………………. vii
LIST OF FIGURES (if applicable) ……………………………………………….. viii
CHAPTER
I. INTRODUCTION …………………………………………………………... 1
Statement of Problem ………………………………………………... 2
List of Terms ………………………………………………………… 3
II. LITERATURE REVIEW …………………………………………………… 5
BIBLIOGRAPHY …………………………………………………………………….. 75
APPENDICES
A. Cover Letter ………………………………………………………….. 80
B. Questionnaire ………………………………………………………….. 81

vi
 LIST OF TABLES
Table Page
1. Be sure that each table title is listed exactly the way it is listed in the text,
and that no text runs into the page number column …………………….. 2
2. If you choose to single-space each table title, double-space between
entries ……………………………………………………………………. 18

vii
 LIST OF FIGURES

Figure Page

1. Be sure that each figure title is listed exactly the way it is listed in the text,

and that no text runs into the page number column ………………………… 23

2. If you choose to single-space figure titles, double-space between entries … 26

viii
Appendix B: Formal Names of Graduate Degrees

Page 18 of 22
 GRADUATE DEGREE PROGRAMS

COLLEGE OF AGRICULTURE, FOOD AND ENVIRONMENTAL SCIENCES

Master of Science in Agribusiness

Master of Science in Agriculture, with Specializations in:
Agricultural Education
Agricultural Engineering Technology
Animal Science
Crop Science
Dairy Products Technology
Environmental Horticultural Science
Food Science and Nutrition
Irrigation
Plant Protection Science
Recreation, Parks, & Tourism Management (Natural Resources
Management Department)
Soil Science
Master of Science in Forestry Sciences (Natural Resources Management
Department)

COLLEGE OF ARCHITECTURE

Master of Science in Architecture

Master of City and Regional Planning
Master of City and Regional Planning/Master of Science in
Engineering (Transportation Planning Specialization)

COLLEGE OF BUSINESS

Master of Business Administration

MBA/Agribusiness Specialization
MBA/Graphic Communication Document Systems
Specialization
MBA/MS Engineering (Engineering Management Program)
MBA/Bachelor of Architecture Program
Master of Science in Industrial and Technical Studies (Industrial Technology
Department)

COLLEGE OF EDUCATION

Doctor of Education in Educational Leadership and Administration

Master of Arts in Education, with Specializations in
Counseling and Guidance
Educational Leadership and Administration
Special Education

COLLEGE OF ENGINEERING
Page 19 of 22
 Master of Science in Aerospace Engineering
Master of Science in Biomedical Engineering
Master of Science in Civil and Environmental Engineering
Master of Science in Computer Science
Master of Science in Electrical Engineering
Master of Science in Engineering, with Specializations in
Biochemical Engineering
Bioengineering
Biomedical Engineering
Integrated Technology Management
Materials Engineering
Water Engineering
Master of Science in Industrial Engineering
Master of Science in Mechanical Engineering
Master of Business Administration/Master of Science in Engineering
(Engineering Management Program)
Master of Science in Engineering/Master of City and Regional Planning
(Transportation Planning Specialization)

COLLEGE OF LIBERAL ARTS

Master of Arts in English

Master of Arts in History
Master of Public Policy
Master of Science in Psychology

COLLEGE OF SCIENCE AND MATHEMATICS

Master of Science in Biological Sciences

Master of Science in Kinesiology
Master of Science in Mathematics
Master of Science in Polymers and Coatings (Chemistry Department)

Page 20 of 22
 Appendix C: Checklist Summary of Required Formatting

Checklist Summary of Required Formatting

Note: This checklist is intended to highlight common formatting errors and is not exhaustive. Consult the
 appropriate section of the Guidelines for Submitting Master’s Theses for additional formatting information.
Page 21 of 22
Preliminary Pages
Includes, in the following order: Title, Copyright, Committee, Abstract, Acknowledgments (optional), Table of
Contents, List of Tables (if appropriate), List of Figures (if appropriate)
Contains consistent capitalization and spacing of headings
Numbered using lower-case Roman numerals
Title Page
Appropriate degree name chosen from list in Thesis Guidelines
Title page is counted, but not numbered
Margins are 1.5” left, 1” top, right, bottom throughout
Copyright page
Copyright page has current year and your full name
Committee Membership page
Thesis title matches title page exactly
Abstract
Title on Abstract page matches Title and Committee Membership pages
Table of Contents
Begins with List of Tables, followed by List of Figures
No titles run into page number column

Each table title matches table caption and page number in text
No titles run into page number column

Each figure title matches figure caption and page number in text
No title runs into page number column

Introduction (Chapter I) begins on page 1

Pages are numbered consecutively using Arabic numerals
Font is consistent throughout document
Each chapter begins on a new page
Each chapter is consistently formatted
No widows or orphans throughout text
Text is double-spaced throughout (approved exceptions outlined in Guidelines for Preparing Master’s Theses)
Each table has a consecutively numbered caption; full caption is on same page as table
Each figure has a consecutively numbered caption; full caption is on same page as figure
Landscaped tables/figures have title along right-hand margin
References cited in the text are listed in the Bibliography

References are listed either alphabetically or numerically according to approved style manual
After your thesis is approved by the Research and Graduate Programs Office:
Check with committee chair to be sure that final grades have been submitted for all 599 coursework

Page 22 of 22