The Graduate School at SHSU oversees and implements the thesis/dissertation policies, guidelines and submission process. TGS has numerous resources to assist graduate students during the thesis/dissertation writing process as well as professional development workshops. TGS is committed to assisting graduate students during their thesis/dissertation research journey. Students can view these resources under the Events and Resources tab on The Graduate School webpage.
For questions regarding initiation sheets, embargo requests, and public defense announcements, email firstname.lastname@example.org.
For questions regarding 1st and 2nd/Final Draft Review submissions, formatting thesis/dissertation documents, and updates on Vireo submissions and route sheets, email email@example.com.
Thesis & Dissertation
Order of Events – From Writing To Submitting Your Thesis/Dissertation
Below is a detailed timetable of tasks that need to be completed in order to graduate.
- Initiation Sheet: The initiation sheet should be submitted once the graduate student completes coursework, registered for thesis/dissertation writing courses (ABD/ABT) and formed their thesis/dissertation committee. Email form to firstname.lastname@example.org. Note: If a member is not employed by SHSU, a request form must be submitted to The Graduate School for the individual to serve on the thesis/dissertation committee. Make sure all applicable signatures are on the request form and attach the non-SHSU member’s Vita to the email along with the request form.
- First Draft Review: Thesis/Dissertation 1st drafts should be submitted to the Thesis/Dissertation Specialist at email@example.com by the set deadline. The graduate student must submit all required sections (i.e., title page, approval page, etc.) plus three chapters of their thesis/dissertation. Include your name, contact information, SAM ID, and chosen style guide (i.e., MLA, APA, Chicago, etc.). After the document is reviewed, you will be emailed a draft review checklist that will provide all corrections that need to be made. Note: It is the graduate student’s responsibility to ensure their thesis/dissertation meets all SHSU regulations and guidelines. The NGL Thesis/Dissertation Handbook (ETD Manual Upload TBD) and Draft Review Checklist has instructions on formatting thesis/dissertation documents following SHSU guidelines.
- Public Defense Announcement: A public defense announcement should be completed two weeks prior to the defense. Email form to firstname.lastname@example.org.
- Public Defense: A public defense of your thesis/dissertation should be completed by the deadline stated in the academic calendar. Students can also find this deadline below. Coordinate with your Chair, committee members and department on scheduling your defense.
- Route Sheet: Graduate students should submit a route sheet immediately after successfully defending their thesis/dissertation.
- Embargo Request: Graduate students who are seeking a one-year, two-year or permanent embargo must submit an Embargo Request Form by the deadline. Students must be approved for an embargo by the Dean of The Graduate School. Email form to email@example.com.
- Second/Final Draft Review: The final draft review should be submitted to the Thesis/Dissertation Specialist at firstname.lastname@example.org after revising all format issues included in the 1st review checklist as well as all approved edits by committee members. The document should be completed in its entirety including all required sections and chapters.
- Vireo and Embargo Submission: The Thesis/Dissertation Specialist will email a final pdf version of your approved thesis/dissertation document to submit through Vireo. Follow the instructions, fill in all sections correctly and upload the approved pdf file. If a graduate student was granted a one-year or two-year embargo, fill in all sections that apply. Graduate students who are seeking a permanent embargo will be sent a final pdf version as well but must follow a different process that can be found here. Note: It is important that embargo requests and Vireo submissions be completed in a timely manner. Failure to do so will delay final route sheet approvals which need to be confirmed by the Registrar for commencement purposes.
Listed below are the deadlines for the current academic year. Students can also find deadlines in the Academic Calendar.
March 11, 2021 [THURSDAY] – Last day to submit 1st draft theses/dissertations to the Thesis/Dissertation Specialist for format and style review.
April 8, 2021 [THURSDAY] – Last day to complete a public defense of theses/dissertations. Last day to begin electronic route sheet. Last day to request an embargo for a thesis/dissertation to the Dean of The Graduate School.
April 22, 2021 [THURSDAY] – Last day to submit defended and approved theses/dissertations to the Thesis/Dissertation Specialist 2nd draft review.
May 3, 2021 [MONDAY] – Last day to complete publication of theses/dissertations through Vireo (or in print for permanent embargo). Last day to submit electronic route sheet to the Thesis/Dissertation Specialist.
May 5, 2021 [WEDNESDAY] – Last day to submit the electronic route sheet to the Dean of The Graduate School.
June 10, 2021 [THURSDAY] – Last day to submit 1st draft theses/dissertations to the Thesis/Dissertation Specialist for format and style review.
June 30, 2021 [WEDNESDAY] – Last day to complete a public defense of theses/dissertations. Last day to begin electronic route sheet. Last day to request an embargo for a thesis/dissertation to the Dean of The Graduate School.
July 15, 2021 [THURSDAY] – Last day to submit defended and approved theses/dissertations to the Thesis/Dissertation Specialist for 2nd draft review.
July 26, 2021 [MONDAY] – Last day to complete publication of theses/dissertations through Vireo (or in print for permanent embargo). Last day to submit electronic route sheet to the Thesis/Dissertation Specialist.
July 29, 2021 [THURSDAY] – Last day to submit the electronic route sheet to the Dean of The Graduate School.
October 8, 2021 [FRIDAY] – Last day to submit 1st draft theses/dissertations to the Thesis/Dissertation Specialist for format and style review.
November 5, 2021 [FRIDAY] – Last day to complete a public defense of theses/dissertations. Last day to begin electronic route sheet. Last day to request an embargo for a thesis/dissertation to the Dean of The Graduate School.
November 19, 2021 [FRIDAY] – Last day to submit defended and approved theses/dissertations to the Thesis/Dissertation Specialist for 2nd draft review.
December 1, 2021 [WEDNESDAY] – Last day to complete publication of theses/dissertations through Vireo (or in print for permanent embargo). Last day to submit electronic route sheet to the Thesis/Dissertation Specialist.
December 3, 2021 [FRIDAY] – Last day to submit the electronic route sheet to the Dean of The Graduate School.
- Student Forms
Formatting & Submission Deadlines
SHSU has established formatting guidelines that graduate students must adhere to when submitting their thesis/dissertation. Detailed instructions on formatting can be found in the NGL Thesis/Dissertation Handbook (ETD Manual). Students can also use the Thesis-Dissertation Draft Review Checklist to review formatting requirements.
ETD And Vireo Submission Manual
The Graduate School is currently in the process of creating an Electronic Thesis and Dissertation (ETD) Manual that encompasses everything from formatting to copyright to assist graduate students. Until then, graduate students can continue to refer to the NGL Thesis/Dissertation Handbook for formatting instructions. Manuals for Vireo submission are also available for students and graduate advisors.
SHSU has created pre-formatted templates to simplify the formatting process for graduate students. These Microsoft Word templates can be used by PC and Mac users. It is recommended that graduate students use the template as it adheres to SHSU format guidelines. If students choose not to use the template, the NGL Thesis/Dissertation Handbook (ETD Manual) has instructions for creating a thesis/dissertation document manually. For graduate students using a different style manual, headings can be changed from the home menu in Microsoft Word. Always use the most recent edition of your designated style manual guide.
- Thesis/Dissertation Template: This template provides a basic format for creating a thesis or dissertation. Download the file and save it to your computer. This document has been updated to APA 7th ed.
- Journal Style Template: This is a modified template that includes designation pages for journal articles. This document is now in APA 7th ed. Note: Student must have a least three journal articles in order to use the journal style format.
- Common Mistakes: This document provides examples of common mistakes seen in thesis/dissertation documents.
**Note: Graduate students should follow the style guide/manual specified by their department; however, SHSU formatting guidelines supersede any stye manual.
The following style manuals have been accepted by the Sam Houston State University Graduate Council. The most recent edition of these manuals should always be followed. CONSULT YOUR THESIS/DISSERTATION DIRECTOR TO DETERMINE WHICH MANUAL IS REQUIRED BY YOUR DEPARTMENT.
- ACS Style Guide: A Manual for Authors and Editors (American Chemical Society)
- AIP Style Manual (American Institute of Physics)
- Associated Press Stylebook and Libel Manual
- Chicago Manual of Style OR A Manual for Writers of Term Papers, Theses, Dissertations (Kate L. Turabian)
- Form and Style: Theses, Reports, Term Papers (William G. Campbell)
- A Manual for Authors of Mathematical Papers (American Mathematical Association)
- MLA Handbook for Writers of Research Papers (Modern Languages of America)
- Publication Manual of the American Psychological Association (APA)
- Scientific Style and Format: THE CSE Manual for Authors, Editors and Publishers (Council of Science Editors)
- Style Manual for Political Science (American Political Science Association - APSA)
- Style Manual: An official guide to the form and style of Federal Government printing (United States Government Printing Office)
- Suggestions to Authors of the Reports of the United States Geological Survey
- The Bluebook: A Uniform System of Citation (Harvard Law Review)
Policies, Procedures and Compliance
- Policies and Procedures
Research involving human or animal participants must be approved by the SHSU Committee for the Protection of Human Subjects prior to the commencement of the project. Instructions and applications are available from the Office of Research and Sponsored Programs, Thomason building- Suite 303 or from the OSRP website.
The Federal Aviation Administration (FAA or Air Traffic Organization), relevant state laws, and University and Texas State University System (TSUS) policies govern operation of UAS, including drones and model aircraft. SHSU complies with all FAA requirements and state laws. UAS activity is only permitted on SHSU property when the use conforms to these authorities and is approved by the SHSU UAS Advisory Committee. The SHSU UAS policies and any UAS Advisory Committee procedures ensure compliance with legal obligations and reduce risks to safety, security, and privacy.
The Sam Houston State University Institutional Biosafety Committee (IBC), in conjunction with the Environmental Health, Safety and Risk Management Department (EHS & RM), maintains a registry of all laboratories and personnel working with human pathogens, and/or toxins, human blood, body fluids, and tissues, and recombinant DNA technology. Biohazardous materials are defined as any organism known to or suspected of causing infection in humans, and a toxin is a proteinaceous poison, which is highly toxic to humans. Experiments using biohazardous materials and toxins should follow the CDC/NIH Biosafety in Microbiological and Biomedical Laboratories (BMBL) Guidelines (4th Edition-1999). Experiments using recombinant DNA technology should follow the NIH Guidelines for Research Involving Recombinant DNA (rDNA) Molecules, (April 2002).
The export of certain data, technologies, software and hardware is regulated and controlled by federal lase for reasons of national security, foreign policy, prevention of the spread of weapons of mass destruction, and for competitive trade reasons. SHSU and all its employees are required to comply with applicable export control laws and regulations.
The IACUC, a federally mandated committee, is charged with oversight of all aspects of the institution’s animal care and use program, facilities, and procedures. The regulations of the AWA and PHS require institutions using animals for research or teaching to appoint an IACUC. IACUC members are appointed by the Institutional Official and include scientists, non-scientists, veterinarians and representatives from the community.
The Newton Gresham Library has a plethora of resources to assist graduate students. From the Writing Center to subject librarians, graduate students are encouraged to utilize all resources SHSU provides to ensure the successful completion of their thesis or dissertation.