These guidelines are also available in PDF format here: Thesis and Report Guidelines (full document)

Writing your thesis/report

The purpose of writing a thesis is to fulfill your degree requirements but also to make your research accessible to others. The thesis will typically be the culmination of many years of research, and it is important to ensure that the thesis submitted for examination reflects well on the quality of your work and on the University.

It is the responsibility of all students and their supervisory team to be familiar with all relevant regulations of the School of Graduate Studies as well as the Academic Unit.

Doctoral Student Theses

All Doctoral students are required to submit a thesis that demonstrates original research that makes a significant contribution to knowledge in their field(s) of study.

Masters Student Theses

All Masters students are required to submit a thesis that demonstrates their ability to carry out research and to organize and analyze results.

Reports

Some Masters students are required to submit of a project report, paper folio, practicum, or internship report. These may be examined through the School of Graduate Studies and are subject to the same regulations as a thesis. The academic unit can confirm if a specific Masters program includes a report of this nature.

General Requirements of all Theses and Reports

• The thesis topic and thesis style will be discussed between the student and supervisory team as early as possible.
• There is an exception of a high degree of literacy, and all students are encouraged to ensure:
• Writing is clear and concise.
• Excessive use of jargon should be avoided to ensure that the document is accessible to a wide audience.
• Accessibility standards, such as ALT text for diagrams, is encouraged.
• The thesis needs to be free of typos as well as grammar and spelling errors.
• The thesis material must conform with Memorial University’s Intellectual Property policy and Research Ethics policies.
• Research funded by external partners, including the Tri-Council, may have additional requirements that should be discussed between the student and supervisory team.

Thesis Style

There are three different styles of thesis accepted at Memorial University. It is vital that students and their supervisory team agree on the most appropriate thesis style early in the degree as this will guide how the student approaches their thesis. It is important that the thesis style is noted in the introduction and is communicated to examiners by the Academic Lead when they are in the process of identifying appropriate and available examiners.

While it is possible for a student to change the style of thesis during the writing process, it is not recommended as this often requires significant reformatting of the thesis, however this may be recommended by a supervisory team for a range of reasons.

Traditional Style

This style of thesis presentation is sometimes called a monograph and is written as a single, unified document that could be revised into a book length publication. The Traditional Style thesis must have an Introduction, a series of linked and integrated chapters that address a central thesis statement and/or research question(s), and a Conclusion.

Manuscript Style

This style of thesis, sometimes called a “Thesis by Publication” presents several chapters that are intended to be published as individual research outputs (such as peer-reviewed journal articles or book chapters). The chapters will include manuscripts that have already been published or are under review or will be submitted to peer-reviewed publications.

It should be noted that the number of manuscripts required for a thesis to be considered “complete”, and the status of the manuscripts (i.e. if a certain number must be under review/published) is determined by the Academic Unit. Generally, a minimum requirement is three manuscripts for Doctoral students, however it depends on the policy of the Academic Unit, as well as the manuscript’s scope, significance and the student’s independent contribution to any co-authorised manuscripts.

The Manuscript Style thesis must use a consistent citation style throughout no matter what the published version of some chapters might have used. The Manuscript Style also requires an Introduction or Overview section that provides all the following information:

• a comprehensive review of relevant literature.
• how the research fits into the larger context of the field(s) or discipline(s).
• the objectives of the research.
• a statement that makes clear the coherence of the chapters that follow.

The chapters of a Manuscript Style thesis are “stand-alone” in the sense that they have been prepared for separate publication to one or more peer-reviewed outlets. However, each chapter still requires the following:

• an introduction.
• a methodology section (if applicable).
• a discussion section.
• a concluding section.

It is expected that the student will be the principal/primary author for every chapter. Because each chapter is stand alone, a co-authorship statement is required for every chapter where the manuscript has more than one author.

At the end of the Manuscript Style thesis, the thesis must also include a Summary or Discussion/Conclusion that unites all the material presented in the chapters in a cohesive way

Students should keep in mind that the publication of manuscripts does not guarantee that the thesis will be passed by examiners.

Portfolio Style

The Portfolio Style allows students to engage in different or new ways of engaging diverse audiences for their work. Crucial to the Portfolio Style is early agreement between the student, supervisory team and the Academic Unit on the presentation, formatting, and general outline for your Portfolio thesis.

Students need to be prepared that a Portfolio Style thesis may require a student to be flexible to potentially unexpected challenges in compilation. The Portfolio Style requires an Introduction or Overview section that provides:

• a comprehensive review of relevant literature.
• a discussion of how the work fits into the larger context of the field(s) or discipline(s).
• the objectives of the thesis work; and
• a statement that makes clear the coherence of chapter or sections to follow.

At the end of the thesis the student must also include a Summary or Discussion/Conclusion section that unites all the material presented in a cohesive way.

A Portfolio style thesis can present a variety of research efforts, including (but not limited to): applied work(s), creative work(s), digital work(s), experiential work(s), entrepreneurial work(s), or any combination thereof.

Some examples of content (but these are not the only ones) include:

• Policy reports and/or papers
• Knowledge mobilization to the media, communities, or other groups standing to benefit from the research
• Publicly available resources (e.g., novels, comics, web tools, apps, music, art, documentaries)
• Inventions, prototypes, or business plans
• Patents or other technology licenses
• Educational programs, course materials, or assessment measures
• Translations
• Oral histories
• Cultural creations
• Creative work from festivals or exhibitions
• Digital artifacts (e.g. animations, webpages, interactive portals, software)
• Special issues that result from curating/managerial editing practice (e.g. oral history archives, literary magazines)
• Special issues resulting from original production of objects or events (e.g. performing arts, galleries, museums, archives)
• Traditional academic publications or works in progress toward publication
• Traditional style thesis chapters

Components of a thesis

Regardless of the thesis style chosen, the following components are required, and should appear is the order presented below:

Title Page

Contains the copyright notice and information used to identify the thesis in library databases. The date should indicate the month and year of your anticipated graduation. In choosing your title, keep in mind that a title is a valuable scholarly reference and will often be the only information a prospective reader will have available. Ensure your title describes the content of your thesis and contains searchable keywords. An example can be found on the SGS Website.

Abstract

Should be no more than 200 words for a Masters and 350 words for a Doctoral thesis. The abstract is written for a reader familiar with the area(s) of research and must offer readers sufficient information for them to decide if the work is relevant to them. Ensure that searchable keywords are used.

General Summary

Has similar content as the Abstract but is written for a general audience and should be no more than 150 words for a Masters and 350 words for a Doctoral thesis. The summary of the research should be written in clear, plain language so that it can be understood by readers outside of academia. The General Summary must not be identical to the Abstract.

Acknowledgements

Intellectual and practical assistance, advice, encouragement and sources of financial support should be acknowledged.

Students must acknowledge any prior publication of any material included in the thesis both in this section and in the Introductory chapter. If material in the thesis has already been published, then students must secure copyright from the publisher(s) and any co-authors (information available on the SGS Website). Securing these permissions might take time and students are encouraged to secure the publisher permission as early as possible.

It is always possible that a section or chapter of the thesis will be altered from a published format. Always note at the beginning of these sections the extent of the changes from the published version. Include these copyright permissions in your thesis; ideally, this should be included in the text you submit to examiners but it must be included in the version that is deposited in the library after examination process is complete. If you wish to include a land acknowledgement, be sure to consult Memorial University’s official Land Acknowledgement for appropriate wording.

Table of Contents

This allows the reader to navigate the thesis, which each heading and subheading included in the thesis listed.

Lists (includes Tables, Figures, Plates, Abbreviations and symbols, Appendices) - (if required – not mandatory) 

If there is a list of items included in the thesis (including tables, figures, etc), the List(s) must come after the Table of Contents. Each List must start on a new page and use the decimal system of the Table of Contents.

Thesis Text

The body of the Thesis Text must follow one of the three thesis styles discussed on this page. Your thesis describes your research as a whole and should be presented in a scholarly manner consistent with the accepted conventions of your discipline.

Bibliography and References

All theses require a collected, unified Bibliography or list of References (sometimes referred to as a Works Cited) at the end of the main text (before Appendices). Bibliographic data must be complete, clear, and exact. Format for the bibliography should be in a style appropriate for your discipline. Memorial Library has several online citation guides available here. If a DOI is available, you should include.

Appendices - (if required – not mandatory) 

All thesis research that requires ethics approval must include the most recent ethics approval documentation as an Appendix. Additional appendices normally provide information that is relevant for completeness but detracts from the readability of the main text or presents data used in the thesis but not directly obtained by the author. For example, lengthy tables, tabulated and reference data, detailed explanations of laboratory procedures, and computer programs are typical appendix information. Important note: for privacy reasons, no signed documents may be included in a thesis.

Supplementary Files - (if required – not mandatory) 

Supplementary files may be included with a thesis and in any file format. Students should consider the audience when selecting the file format, as some may require specific software to use. Ideally a direct link to an online location should be provided. Students should include a description of the digital files and the relevance to the thesis work. If required, the Request to Include Copyright Material form should be included as a supplementary file. A recommended depository for the permanent storage of data associated with the thesis is Memorial University’s Research Repository

Formatting a thesis

There are general formatting principles that apply to all these styles and reports, as detailed below:

Font and Spacing:

• General text is double-spaced in portrait format
• Single spacing can be used for footnotes or lengthy quotations
• Triple or larger spacing may be used where necessary to set off headings, subheadings, or illustrations
• Font, font size, style of footnotes and references must be consistent
• Times New Roman 12pt is recommended
• Smaller fonts may be used for footnotes, graphs, etc. but must be sufficiently clear

Margins:

• If intended to bind a thesis:
• Left: 3.8 cm (1.5 inches); Right: 2.5 cm (1.0 inch) Top and Bottom: 3.0 cm (1.25 inches)
• If you have no intention of binding your thesis, all margins should be 2.5 cm (1.0 inch).
• If not intending to bind a thesis:

Pagination:

• All pages must have a number
• All page numbers are centered at bottom of page
• Acknowledgements, Abstract, Summary, and Table of Contents use lower case Roman numerals (i, ii, iii)
• Title page is (i) but suppress the number (so that it is not indicated)
• Body of thesis text uses Arabic numerals (1, 2, 3)
• Figures, Tables, Plates, Appendixes are numbered consecutively with Arabic numerals to the end of the Bibliography/References

Illustrations:

• Tables, figures, photographs, scanned images and other non-text material whether in black/white or colour should be legible, arranged neatly and effectively, and must always be referred to in the text.
• Title of a table should be placed above the table, and the title of a figure or plate should be positioned below the figure.
• Oversize maps, charts or diagrams must be folded so that they can be bound with the pages or, as is most common, inserted in a pocket fastened to the inside of the back cover when the thesis is bound.
• If possible, media containing additional print or non-print material should be included in a pocket fastened to the inside of the back cover when the thesis is bound.
• Prints, photo-offsets or scanned images should be provided in all required copies of the thesis.
• Where not forming a complete page, non-text material should be properly mounted on a page.

Language:

With the exception of the theses submitted from the Modern Languages, Literatures and Cultures Department, all theses are written in English, except with the express permission of the Dean of Graduate Studies.

Authorship, Copyright and Publication

Co-Authorship Statements

Research is often collaborative and frequently involves the contributions of several people. You are expected to make a major intellectual and practical contribution to all the work that is reported in your thesis. To that end, a co-authorship statement must be included in your thesis, usually following the Abstract and General Summary, if other people have authored the original work included in your thesis.

Further, the School of Graduate Studies strongly suggests that each section of your thesis that is a result of collaborative efforts have its own co-authorship statement. While this might seem repetitive, your thesis examiners will appreciate knowing this information for every part of your thesis.

Normally, papers with multiple authors can only be used in one thesis (that is, if another student has worked on a paper with you and contributed equally, you both should write traditional theses and identify your own contributions).

If you are the sole author of all or parts of your thesis, state this clearly and briefly. You must make a clear statement for each section of your thesis that is co-authored. In these statements, you must describe your unique contribution and address contributions made in:

• design and identification of the research topic,
• practical aspects of the research,
• data analysis, and
• manuscript preparation

Intellectual Property and Copyright

Canada’s Copyright Act permits “fair dealing” of someone else’s work. There is reasonable flexibility in the interpretation of what constitutes “fair dealing”, and you are allowed to quote a reasonable extract provided it is properly cited.

Extensive quotation requires written permission of the copyright holder (usually the publisher) which must be noted in the thesis.

Students opting to submit a thesis in manuscript format should note that incorporation of published material will require written permission from the copyright holder.

Copies of the Canadian Copyright Act can be consulted in the Reserve Section of the Queen Elizabeth II Library and the Health Sciences Library.

A useful statement of the Canadian Copyright Act relevant to Educational Institutions in Newfoundland can be found here.

At the time of submission of a thesis, students are requested to complete and sign a “Request to Include Copyright Material” form (Appendix 4). Students should also be fully aware of Memorial’s Intellectual Property Policy, and be mindful that these requests may take some time for the copyright owner to action and return.

Thesis Release and Embargos

Memorial University encourages the publication of all theses via the Memorial University Research Repository.

Students can request that the University places an embargo on the thesis to delay a publication – typically this would be requested due to a pending publication, patent application or for commercial reasons. All students will be asked if they would like to request an embargo as part of the final thesis submission process.

Thesis Canada Participation

A digital copy of the thesis is sent to the Theses Canada Program where it will be catalogued, preserved, and accessible in the Theses Canada Portal. In addition, theses submitted in manuscript format must include a written waiver of all rights required to permit publication of the thesis as described above. Written permission must be obtained from any co-author who retains copyright or the person to whom the co-author has assigned copyright. The thesis should indicate that the article has been reproduced “with permission” or “under license.” Copies of letters for permission or licenses must be submitted to the School of Graduate Studies at the time the thesis is submitted for examination.

Thesis Binding

Students wishing to create a hard copy bound version of their thesis are encouraged to review the many book binder providers in Canada, most of which offer postal options. These services can be identified via a web search.

Additional Resources and Tools

• samples of a Title Page, Table of Contents, List of Tables
• online tutorials for writing and editing from Memorial's Dr. Cecile Badenhorst
• an excellent article on "what examiners do" when assessing theses

Frequently asked questions

• Use of editoral and proofreading services: There are a number of a valuable options for writing assistance, and Memorial University's CITL Writing Services should be your first choice if you're looking for writing help. Some software and computer apps are better than others for assistance and you must only use these with the knowledge and approval of your supervisor. If you wish to hire an editor/proofreader, the School of Graduate Studies strongly advises that you only hire a professional who will provide you a contract outlining services; further, you must have your supervisor(s) approval to work with a professional editor to ensure that the submitted thesis can be deemed your work.
  
  
• Use of artificial intelligence: Any use of Artificial Intelligence must be discussed between the student and supervisory team, as in some cases the unauthorized use of AI may be considered an Academic Offence. Any use, including for editing purposes, must also be appropriately acknowledged as per the University’s Artificial intelligence and your academic work statement.
  
  
• When should a student be requesting a co-authorship statement or copyright permissions: If a thesis contains co-authored publications, students are responsible for ensuring that they have requested permission to use the work via the statement of co-authorship statement, as well as copyright permissions from a publisher, if necessary. While these documents are only required when submitted for examination, it is strongly recommended that students request these permissions at least 3 months prior to lodging for examination.
  
  
• What is the minimum number of publications required for a manuscript style thesis: The minimum number of publications required would depend on the level of study (Masters or Doctoral), and the norms within the Discipline Area. Students are encouraged to discuss these expectations with their supervisor as early as possible. Typically, a minimum of 3 publications is required for Doctoral students.
  
  
• What factors should be considered when determining the student’s contribution to a manuscript is significant enough to include in a manuscript style thesis: Typically, a student will be the first or co-first author on a manuscript if it is being included in a manuscript style thesis. It is recommended that a student communicates with all authors as early in the process as possible of the intention to include the publication in their thesis.
  
  
• How many chapters should a thesis have: A thesis should have a minimum of 3 chapters: introduction, body, discussion/conclusion.
  
  
• How many pages should a thesis be: As with the number of chapters, the expected length of a thesis would depend on the specific discipline. Students are encouraged to discuss with their supervisory team.
  
  
• What if part of a thesis has been published in an altered version: This should be noted in the acknowledgements, in the introduction, and as a footnote in the chapter that has published content. Depending on publishing agreements, a student may need to get copyright permission from the publisher.
  
  
• What if there are co-authored part(s) of a thesis: Note this in the acknowledgements, in the Introduction, and as a footnote in the chapter that has published content.

• Can the chapters be in different stages of publication (eg Under Review and Submitted): Yes, but students should alert examiners to these stages (in the acknowledgements and introduction and as a footnote to the relevant chapters).

• What if the methodology is the same for more than one chapter: Students should note this in the introduction, so examiners are aware of the fact. Students can also consider varying the language to tailor the information to the specific content of each chapter.

• What if a publication status changes during the examination process: This is a regular occurrence. Students will make changes to the thesis before final submission and after the examination process and that is the time to update any publication status.

• Can students include peer-reviewed conference papers as a chapter: This is possible; however, it would likely need to be edited. Material that has been presented as a conference paper can be noted as such, but the text of a thesis must conform to the expectations of academic writing for your discipline. 

• What if an examiner asks for revisions to something that is already published: Students should always consider examiners’ requests for changes with their supervisor and make all revisions that are relevant and helpful in improving your thesis. Changes to a published publication would need to be carefully considered based on the feedback from the examiner.