SCHOOL OF GRADUATE STUDIES

Prof. Dr. Hasanah Mohd Ghazali

School of Graduate Studies
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 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.

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 SCHOOL OF GRADUATE STUDIES

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

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 SCHOOL OF GRADUATE STUDIES

The Guide:
1. serves as a reference for formatting of a
thesis
2. states the university’s requirements on thesis
submission
3. ensures uniformity in all of the university’s
postgraduate theses
9 allows for a common set of criteria in
thesis evaluation
9 esthetic value

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 SCHOOL OF GRADUATE STUDIES

1. Common requirements (format) for all theses

2. Special requirements e.g. referencing style
3. Fields of study
¾ Sciences including agriculture,
chemistry, computer science
¾ Theoretical sciences e.g. mathematics,
theoretical physics, etc
¾ Medicine
¾ Engineering
¾ Humanities/social sciences – economics,
management, languages, law, literature,
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religion, philosophy etc
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2007 version

Table of Contents

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 SCHOOL OF GRADUATE STUDIES

„ General requirements
„ Language
„ Technical specifications
„ Thesis submission
„ Formatting - styles
„ Writing conventions
„ Plagiarism
„ Use of editorial services

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 SCHOOL OF GRADUATE STUDIES

9 English (encouraged) – the spelling system

used must be consistent throughout the
thesis
9 Malay language (for theses in fields such as
Malay Language and Malay Literature,
otherwise it is an option for other fields of
study)
9 Mandarin (optional for theses in the field of
Chinese Literature)
9 Arabic (optional for theses in the field of
Arabic Language)

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„ Colour of front cover: Black

„ Format for the front cover, title page etc
„ Binding: Hardbound
„ Type 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)
¾ ≤ 150 pages for a Masters thesis;
¾ ≤ 240 pages for a PhD thesis
¾ For a thicker thesis, written permission must be
sought from the SGS.
 SCHOOL OF GRADUATE STUDIES

„ Thesis title: guidelines

„ Maximum number of words for thesis title: 20
„ Type face (e.g. Arial, Times New Roman, etc)
„ Font size: 12
„ Margins – Left = 40 mm; others minimum 25mm
„ Spacing – double
„ Types of Pagination
¾ Consecutive numbering (1, 2, 3 etc),
¾ Lowercase Roman numerals (i, ii, iii etc)
„ Numbering of tables and figures: Consecutive or
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chapter-based
 SCHOOL OF GRADUATE STUDIES

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.

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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!

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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 subtilis
amylase’.
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 SCHOOL OF GRADUATE STUDIES

„ Thesis title: guidelines

„ Maximum number of words for thesis title: 20
„ Type face (e.g. Arial, Times New Roman, etc)
„ Font size: 12
„ Margins – Left = 40 mm; others minimum 25mm
„ Spacing – double
„ Type of Pagination
¾ Consecutive numbering (1, 2, 3 etc),
¾ Lowercase Roman numerals (i, ii, iii etc)
„ Numbering of tables and figures: Consecutive or
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chapter-based
 SCHOOL OF GRADUATE STUDIES

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z No. of copies for evaluation: 5 softbound

copies (not ring-bound)

z No. of copies for final submission:

¾ 2 hardbound copies,
¾ 3 softcopies on CD and
¾ 2 passport-size photographs

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 SCHOOL OF GRADUATE STUDIES

„ General requirements
„ Language
„ Technical specifications
„ Thesis submission
„ Formatting - styles
„ Writing conventions
„ Plagiarism
„ Use of editorial services

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 SCHOOL OF GRADUATE STUDIES

¾ Abstract: 300 – 500 words

¾ Abstrak
¾ Acknowledgements
¾ Approval Sheets
¾ Declaration Forms
¾ Table of Contents
¾ List of Tables
¾ List of Figures
¾ List of Abbreviations/Notations/Glossary of Terms
¾ Body of Thesis (Chapters) – 2 Styles
¾ References/Bibliography
¾ Appendices
¾ Biodata of the Candidate
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Style 1
Chapter Item
1 Introduction (including objectives)
2 Literature review
Materials and Methods / Methodology /
3
Problem Solving
4 *Results / Findings
May be combined
5 *Discussion
Summary, Conclusion and
6
Recommendations for Future Research
In Mathematics, items 1 and 2 may be combined, and `Materials
and Methods` / `Methodology` replaced by `Problem Solving’
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Style 2
Chapter Item
1 Introduction (including objectives)
2 Literature review
Research chapters: Each chapter
represents a separate study that has its
3-5# own Introduction (including objectives),
Materials and Methods, *Results,
*Discussion, and Conclusion
Summary, Conclusion and
6
Recommendations for Future Research
#Additional chapters may be added if required
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* May be combined
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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.

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¾ Abstract
¾ Abstrak
¾ Acknowledgements
¾ Approval Sheets
¾ Declaration Form
¾ Table of Contents
¾ Body of Thesis (Chapters) – Style 3
¾ References/Bibliography
¾ Appendices
¾ Biodata of the Candidate
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Chapter Item
1 Introduction (including objectives)
2 Literature review
3 Materials and Methods/Methodology/Problem Solving
Research chapters: *Published articles, accepted
articles, and unpublished articles written as a result
4-6#
of the study conducted by the student during his
candidature
Summary, Conclusion and Recommendations for
7
Future Research
# 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
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„ Candidate’s own research papers

„ Candidate is either the first author or principal
researcher
„ Papers are produced under supervision and during
the period of candidature
„ MS: 2 papers; PhD = 4 papers
„ Published in citation-indexed journals
„ Written consent must be secured from copyright
owners
„ Acceptance 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.
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„ General requirements
„ Language
„ Technical specifications
„ Thesis submission
„ Formatting - styles
„ Writing conventions
„ Plagiarism
„ Use of editorial services

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„ Units of Measure e.g. M; mole; g/L

„ Numbers – e.g. do not start a sentence with
a number
„ Names of Organisms
„ Elliptical Marks i.e. ‘…’
„ Use of Square Brackets [ ]
„ Use of a Symbol to Show Percentage
„ Policy on Direct Quotations
„ Format for Quotations (direct and indirect)
„ Format for citing references
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Format for citing references

¾ UPM does not specify which reference style
is to be used
¾ It is advisable to follow a style used by an
authoritative journal in the field of study
¾ Must be consistent

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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)

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 SCHOOL OF GRADUATE STUDIES

„ General requirements
„ Language
„ Technical specifications
„ Thesis submission
„ Formatting - styles
„ Writing conventions
„ Plagiarism
„ Use of editorial services

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 SCHOOL OF GRADUATE STUDIES

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:
¾ Journal papers
¾ Magazine articles
¾ Books
¾ Newspapers
¾ Webpages
¾ Computer programmes etc
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2. published creations including

¾ figures
¾ tables
¾ diagrams
¾ illustrations
www.turnitin.com
¾ charts
¾ maps
¾ Pictures/images
¾ and/or other visual materials
3. information from interviews, etc.
4. research data from collaborative work and
used without obtaining prior consent
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[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.”

Can lead to:-

Termination of candidature (GB)

 SCHOOL OF GRADUATE STUDIES

„ General requirements
„ Language
„ Technical specifications
„ Thesis submission
„ Formatting - styles
„ Writing conventions
„ Plagiarism
„ Use of editorial services

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 SCHOOL OF GRADUATE STUDIES

THESIS
(Examination of
+ VIVA VOCE
(Oral defense of thesis +
written Material) examination of competency)

Thesis report

Pass / Pass /
Re-submit / Oral re-examination
Downgrade/ (re-viva)
Fail
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1. Accepted with distinction

2. Accepted
3. Accepted with minor modifications
4. Accepted with major modification
5. Re-viva (Re-oral examination)
6. Re-submission
7. PhD to MS
8. Fail

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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 modifications

¾ reformatting of chapters
¾ improvement in declaration of research objectives or
statements
¾ insertion of missing references
¾ amendment of inaccurately cited references, and
¾ minimal improvement in spelling, grammar, syntax and
presentation.
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3. Accepted with major modifications

¾ major revision of the literature
¾ major improvement in description of methodology
¾ statistical analysis of research data
¾ re-presentation of written data in the form of figures or
tables, and
¾ 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.

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4. Re-submission of thesis
¾ Does not meet the scope of the degree for which it is
intended
¾ The objectives of the research were not met or
¾ There are obvious flaws in the experimental design or
methodology, and therefore, requires additional
experimental work or data collection.

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.

6. Fail
A `Fail’ status is given if the thesis does not achieve the
level of the degree for which it is intended.
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1. Importance of having a guide to thesis

preparation
2. UPM’s Guide to Thesis Preparation

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 SCHOOL OF GRADUATE STUDIES

www.sps.upm.edu.my
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