Special Requirements

Tables, Figures, Object, Dialog transcripts all pose their own special issues that need to be addressed. And regardless of how many exceptional situations we try to think of in advance, there’s always something new to be dealt with. Don’t hesitate to contact the ASC if your question isn’t answered here.


Tables

One of the major reasons why we recommend that Tables be placed at the end of the chapter is that any table that CAN fit on a single page, MUST be placed on a single page. You can only break a table across multiple pages if that’s the ONLY way to present the data. Moving text around to fix text-flow problems is a major headache and once you get the text-flow problems settled and everything’s in place your advisor will ask you to add a paragraph at the beginning of your Results Chapter and everything will move and need to be re-placed.

Since you’re rarely discussing a table on the same page as that table anyway, in an electronic document, it’s better to have Tables and Figures grouped in one location, open two copies of the file and read one and look at the Figures and Tables in the other.

When drafting your tables, you should be following the examples shown here:

  • There must be only 1 single spaced blank line before or after a table or figure with the table heading at the top of the table.
  • Aligned with the left-hand margin and above the table, place the word Table; then the number, coded to the chapter and joined to the table number by a hyphen; flush left; then a period; then two spaces; then the title in Sentence case.
  • Any supplementary information should be printed or typed on the reproduced image with the SAME typeface as the rest of the manuscript and should appear as a note below the table.
  • Single-space all tables. Use sentence case for elements of the table (heading, column headings, and cell entries).
  • Use left-alignment (ragged right) in all text column entries and feel free to indent any carry-over lines by 2 spaces. In general, right alignment should be used with numeral entries; however, with the use of decimals, the decimals should be aligned.
  • Do not use bold, underlining, or vertical lines in tables. Go to the Borders and Shading button on the “Home” tab and remove all lines. Instead, add one line under table heading; one under column-heading row; and one at end of table (before notes, if any).
  • When possible, use full width of page (for smaller tables, you can keep the columns readably close, toward the left—and merely extend the lines to the right margin).

Tables too long or too wide for a single page—broadside or upright—may be continued. The table title should not be repeated. The heading should read

Table 4-1. Continued

Column and row headings must be repeated for continued tables.


Figures

Figures, like tables, can cause severe text-flow issues when placed in the body of the text. In addition, the type of figure used can impact the quality and size of your document as well. A general rule to follow is, “If you can see the detail needed on a computer screen, 150 dpi is more than enough resolution.”

Compressed file formats (.jpg, .png, .gif) are generally better chioces than bitmapped images (.bmp), or tagged image file format (.tif or .tiff). While it is true these image formats CAN show a higher level of detail, in most cases a higher level of magnification at a lower resolution will demonstrate the detail better. You can actually show several lower resolution images and use less memory than one high-res image.

You should be following the examples here. These are the rules to apply to the use of figures throughout (some of these may not apply to you):

  • There should be only one single spaced blank line before and after a figure (considering the figure and figure legend as a unit, with only 1 single-spaced blank line between the figure and the figure legend.).
  • Beneath the figure, place the word Figure; then the figure number, coded to the chapter in which it appears in and joined by a hyphen; flush left; then a period; then two spaces; then the figure title in sentence case.
  • If suitable, use full width of page.
  • Do not have any supplementary text above the figure (this is the purpose of the figure heading).
  • Page and figure numbers, titles, and any supplementary information should be printed or typed on the reproduced image with the SAME typeface as the rest of the manuscript.
  • Do not have frames around your figures.

When you have a figure with subparts, you must label and cite subparts of figures simply, logically, and consistently. Do not cite figures by location (“second part,” “below,” etc.). In the actual figure, give the subparts the labels A and B and C (etc.) [use capital letters]. Additionally, do not use A. or (A) in order to reduce punctuation clutter later—and to plan for consistent use. Then, in the figure legend (continuing immediately from the title—do not skip a line) describe the subparts like this: Figure 1-1. General title of overall figure. A) Description of this subpart. B) Description of this subpart. C) Description of this subpart.


Any candidate who intends to quote or reproduce material beyond the limits of “fair use” from a copyrighted source must have written permission from the copyright holder. A copy of this written approval must be submitted to the Graduate School Editorial Office no later than the final submission date of the term the candidate graduates. A sample of this form can be found here.