GUIDELINES TO THE

PREPARATION OF THESIS

By

INSTITUTE OF POSTGRADUATE STUDIES

Universiti Kuala Lumpur

Malaysia

1
 FORWARD

This guide is meant to facilitate postgraduate students of Universiti Kuala Lumpur in the
preparation of their theses. Since the preparation of the last guide, typing and printing
technologies have acquired new dimensions, all to the benefit of the graduate student. The
guide covers the technical specifications, type of paper, format and method of bibliographic
citation.

The format of this guide has also acquired a new look in order to resemble as closely as
possible the format of a thesis, in terms of content layout, except for line spacing. To conserve
space, the guide uses single spacing, whereas a thesis is typed in 1.5 spacing.

As indicated by the title, this document is meant to be a guide and it is up to the students to
adapt it to the demands of their respective disciplines. It is hoped that with the availability of
this guide, a certain measure of uniformity, can be achieved in all Universiti Kuala Lumpur
theses.

We acknowledge that the preparation of a thesis or dissertation is a complex and tedious

process. It involves numerous steps beginning with the submission of a research proposal and
ending with the binding of the thesis. With proper planning and the aid of modern typing and
printing technologies, the preparation of a thesis can be a very satisfying and rewarding
exercise.

First Edition 2014

Second Edition 2018
Third Edition 2019
Fourth Edition 2022
IPS, UniKL Chancellery

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 TABLE OF CONTENTS

Page
FORWARD ii

CHAPTER

1 GENERAL REQUIREMENTS OF THESIS ……………… 5

Introduction ………………………………………... 5
Submission of Thesis ……………………………… 5
Technical Specifications …………………………… 5
Typeface and Font Size …………………….. 8
Margins ……………………………………... 8
Spacing ……………………………………... 8
Pagination ………………………………….. 9
Paper ……………………………………….. 9
Binding …………………………………….. 9
Submission Final Hardbound……………….. 10

2 FORMAT OF THESIS ……………………………………. 11

Title Page …………………………………………... 12
Table of Contents ………………………………….. 13
Approval sheet ……………………………………… 13
Preface/Acknowledgements ……………………….. 13
List of Tables ………………………………………. 14
List of Figures ……………………………………… 14
List of Plates ……………………………………….. 14
List of Abbreviations ………………………………. 14
Abstract …………………………………………….. 14
Text of Thesis ……………………………………… 15
Body of Thesis ……………………………. 15
Introduction………………………………… 15
Literature Review………………………….. 16
Materials and Method……………………… 16
Results……………………………………… 16
Discussion………………………………….. 16
Conclusion and Recommendation ………… 16
Tables ………………………………………. 16
Illustrations ………………………………… 17
Footnotes …………………………………… 17
Citations in the Text ……………………….. 17
Equations ………………..……………….... 18
References ………………..………………... 18
Appendices ………………………………… 18

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 Page

3 WRITING CONVENTIONS …………………………... 19

Units of Measure …………………………………... 19
Numbers …………………………………………… 19
Elliptical Mark …………………………………….. 19
Use of Brackets () …………………………………. 20
Use of Symbol for Percentage …………………….. 20
Policy on Direct Quotation ………………………… 20
Proof Reading and Editorial Services……………….. 20

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 CHAPTER 1

GENERAL REQUIREMENTS OF THESIS

Introduction

This guide is to help postgraduate students of Universiti Kuala Lumpur in the preparation of
their theses. It deals only with the format of the thesis and some writing conventions

1. Submission of Thesis

As prescribed in UniKL ‘s Policy of Viva Voce, candidates to submit their thesis should
comply with the following procedure:

(a) A candidate shall give at least three (3) months’ notice in prescribed Form
‘Submission draft copies of Thesis’ obtainable from the UniKL Student Portal.

(b) On completing the approved programme of study and research, a postgraduate

candidate MUST submit to the IPS his/her thesis.

(c) A candidate shall, within 30 days after submission of correction form, submit
to the IPS one (1) hardbound copy of the approved thesis together with 1 CD
consist of PDF and Word file of the thesis. The softbound also must be
submitted according to the form submission.

(d) It is advisable to submit to the IPS a draft copy of the thesis before submitting
the hardbound to ensure that the proper format is followed.

2. Technical Specifications

The thesis must be typed and printed on a letter quality or laser printer. Only original copies
of thesis or similar quality of photocopies will be accepted.

a) Minimum word count shows in the table below:

No. Programme Mode Campus Word Limit (Minimum)

UniKL RCMP
1. Doctor of Philosophy (Pharmacy) Research
FSPH
UniKL RCMP i. Master by research – 30,000
2. Master of Science (Pharmacy) Research
FSPH ii. Master by Coursework/Mixed Mode
Master of Quality Engineering Mixed – 20,000
3. UniKL MITEC iii. PhD by research – 40,000
and Management Mode
iv. PhD by coursework/mixed mode –
Doctor of Philosophy (Industrial
4. Research 30,000
Automation)
UniKL MFI
Doctor of Philosophy
5. Research
(Mechanical)

5
 Master of Engineering
6. Technology in Industrial Research
Automation)
Master of Engineering
7. Research
Technology (Mechanical)
Master of Engineering in
8. Coursework
Structural Integrity
Master of Science (Water and
9. Coursework
Hydropower Engineering)
Master of Engineering in
10. Coursework
Mechanical
Doctor of Philosophy in UniKL Business
11. Research
Accounting School
Doctor of Philosophy
12. Research
(Management)
13. Master of Management Research
Master of Business UniKL Business i. Master by research – 35,000
14. Coursework
Administration School ii. Master by coursework –
Master of Business 15,000
15. Administration Coursework iii. Master by Mixed Mode –
(Entrepreneurship) 20,000
Master in Manufacturing iv. PhD by coursework – 50,000
16. Coursework UniKL MIDI v. PhD by Mixed Mode – 60,000
Management
vi. PhD by research – 70,000
Master of Maritime Operations
17. Coursework UniKL MIMET
and Management
Master of Science in Supply
18. Coursework UniKL MITEC
Chain Management
19. Master Business Technology Coursework UniKL MSI
Doctor of Philosophy (Information
20. Research
Technology)
i. Master by research – 30,000
Master of Information ii. Master by Coursework/Mixed Mode
21. Research
Technology – 20,000
Mixed UniKL MIIT
22. Master in Computer Science iii. PhD by research – 40,000
Mode iv. PhD by coursework/mixed mode –
30,000
23. Master in Data Science Coursework

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 i. Dissertation / Exegesis with
creative output
a. A dissertation of 20,000 to
50,000 words.
24. Master in Creative Digital Media Research UniKL MIIT
b. The exegesis and creative
output constitute a studio-based
research of 15,000 to 30,000
words, a documented record of
visual or creative work.

Doctor of Philosophy
25. Research
(Aerospace)
UniKL MIAT
Master of Engineering
26. Research
Technology (Aerospace)
Doctor of Philosophy
27. Research
(Manufacturing)
UniKL MIDI
Master of Engineering
28. Research
Technology (Manufacturing)
Doctor of Philosophy (Electrical
29. Research
and Electronic Engineering) i. Master by research – 30,000
Master of Engineering ii. Master by Coursework/Mixed Mode
30. Technology (Electrical and Research UniKL BMI – 20,000
Electronics) iii. PhD by research – 40,000
Master of Engineering iv. PhD by coursework/mixed mode –
31. Technology in Biomedical Coursework 30,000
Engineering
Doctor of Philosophy (Chemical
32. Research
Engineering)
Master of Engineering UniKL MICET
33. Technology (Chemical Research
Engineering)
34. Doctor of Philosophy (Maritime) Research
Master of Engineering UniKL MIMET
35. Research
Technology (Maritime)
Doctor of Philosophy (Medical i. Master by Research – 40,000 –
36. Research
Sciences) 50,000
37. Master of Medical Science Research UniKL RCMP ii. Master by coursework – 20,000 –
Master of Science in Public FOM 30,000
38. Coursework iii. PhD by research – 60,000 –
Health
39. Master of Public Health Coursework 80,000

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 iv. PhD by coursework – 40,000 –
50,000
40. Master of Applied Bioscience Research UniKL MESTECH
v. PhD Mixed Mode – 50,000 –
60,000
Doctor of Philosophy (Islamic UniKL Business i. PhD by Research
41. Research
Finance) School -100,000

b) The maximum number of pages allowed for submission excluding appendices:

Master : 200 pages (200,000 words)

PhD : 350 pages (350,000 words)
3. Typeface and Font Size

The entire text of the thesis, including headings and page numbers, must be produced with
the same font of typeface. Only the fonts listed below are accepted:

Calibri (12 points)

ARIAL (11 points)
Times New Roman (12 points)
Tahoma (11 points)

The font should not be italicized except for scientific names and terms in a different language.
Bold print and different size may be used for headings. Limited use of footnotes is allowed in
the field of humanities and social sciences. Font size used for footnotes should be 2 points
smaller than the text.

4. Margins

The following margin should be applied on all pages.

Left : 3.5 cm
Right : 3.0 cm
Top : 3.0 cm
Bottom : 3.0 cm
Page number at the right bottom: 2.0 cm

5. Spacing

The thesis should be typed in 1.5 spacing. The following, however, should be single-
spaced:

(i) footnotes (if necessary);

(ii) quotes longer than three lines set in a block;
(iii) multi-line captions (tables, figures, plates);
(iv) appendices, such as questionnaires, letters; and
(v) headings or subheadings.
(vi) abstract

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6. Pagination

Pages should be numbered consecutively throughout the thesis, including reference and
appendices. Page numbers should appear by themselves and should not be bracketed,
hyphenated or accompanied by other decorative devices.

Preliminary pages preceding Chapter 1 must carry page numbers in small Roman numerals
(i, ii, iii). The title page should not be numbered though it is counted as page i.

Page 1 begins with the first page of the Chapter 1 (Introduction)

Printed text or illustrations are on only one side of each sheet.

7. Paper

White simili paper (80 gsm) or paper of equivalent quality should be used. Paper should be
of A4 size (210 mm x 297 mm).

8. Binding

When the thesis has been completed and all necessary signatures obtained, the candidate
should seek the service of a reliable binder. The checklist can be download from UniKL PG
Portal to help you determine whether you have met the University requirements.

The thesis should be bound with hard covers. The binding should be of a fixed kind in which
pages are permanently secured. The covers should have sufficient rigidity to support the
weight of the work when standing on a shelf. All thesis is to be fully bound in BLACK
hardcover.

1) The following should be lettered in gold from the head to the foot of the thesis spine,
using a 18-point font:

Name of candidate;
Abbreviated Postgraduate Degree Programme; and
Year of submission.

2) The following particulars should be provided on the thesis cover, using 18-point gold
block font:
Title of thesis;
Name of candidates;
Postgraduate Degree Programme;
Name of university; and
Month, Year of submission.

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9. Submission Final Hardbound

Student should submit the final hardbound within 30 days after the correction and before the
last Senate to endorse the conferment of the student.

The student also needs to submit to IPS with completed signature:

i. 1 copy thesis in black hard cover

ii. 1 softcopy of the thesis on CD
iii. 1 softbound with complete form

10
 CHAPTER 2

FORMAT OF THESIS

These are generally composed in three main divisions: the preliminary pages or front
matter; the text or main body, usually divided into parts, chapters and sections; and the ending
pages or back matter.

The preliminary pages, or front matter includes the title page, dedications, preface,
acknowledgements, table of contents, list of tables, figures, graphs, maps, diagrams, plates,
abbreviations and abstract.

The ending pages or back matter consist of bibliography or references, appendices,

and vita.

The following is an example of how various pages in a thesis, from preliminary or

front matter to ending pages or back matter, are arranged. We recommend that this sequencing
be used as a guide, although not every thesis includes all the items listed below:

Item Remarks

1. Blank leaf

2. Title page Not to be paginated but counted as i

3. Copyright page Not to be paginated but counted as ii

3. Dedication (optional) Not to be paginated or listed in Table of

contents but counted as iii

4. Preface/Acknowledgements To be paginated as page ii or iii if there

is a dedication and listed in Table of
Contents.

5. Table of Contents Paginated, but not listed in Table of

Contents

6. List of Tables Paginated and listed in Table of

Contents

7. List of Figures Paginated and listen Table of Contents

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 Item Remarks

8. List of Plates Paginated and listed in Table of Contents

9. List of Abbreviations or Glossary Paginated and listed in Table of Contents

10. Abstracts Paginated and listed in Table of Contents

(Two versions are required: Bahasa
Malaysia and English)

11. Main body (chapters) Paginated beginning with page 1

12. Bibliography or references Paginated

13. Appendices Insert a leaf with only the word

APPENDICES in the centre of the page;

This sheet is counted but not paginated.

The actual appendices are paginated.

14. Approval sheets Not paginated or listed in Table of Contents

15. Blank leaf

Title Page

This page (see Appendix B), includes the following information:

(i) full title of thesis;

(ii) full name of author;
(iii) degree for which the thesis is submitted;
(iv) name of the institution to which thesis is submitted;
(v) Campus in which research was conducted;
(vi) month and year of submission.

The title should be a clear and concise description of the focus and contribution of the
research. It should not contain more than 20 words.

The title should describe the content of the thesis accurately and concisely, normally
omitting words such as “An Investigation . . .”, “ An Analysis . . .”, or “A Study . . .”
which are redundant as all theses are investigations, analyses, studies of a kind or
another. It should be typed single-spaced.

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Table of Contents

The Table of Contents immediately follows the Acknowledgements. It lists in sequence,

with corresponding page numbers, all relevant subdivisions of the thesis, including the
titles of chapters, sections and subsections; the bibliography or reference list; the list of
abbreviations and other functional parts of the whole thesis, the appendices (if any); and
the index (if provided). A table of contents should not be listed in The Table of Contents
itself!.

If a thesis comprises of more than one volume, the contents of the whole thesis are shown
in the first volume and the contents of the subsequent volumes in separate contents list in
the appropriate volume. The words VOLUME ONE (1 or 1) must be placed centered
beneath TABLE OF CONTENTS.

Major heading within chapters (primary headings) are centered. All subheadings
(secondary and tertiary) are typed flushed with the left margin. Tertiary headings are not
listed in the Table of Contents.

Approval Sheet

This sheet contains list of Viva Voce Panels with a signature from the Dean of IPS.

Declaration

Declaration must be made by students in order to affirm the originality of their work
following the Approval Sheet.

Copyright Page

Please note that a copyright page must be included in the thesis before dedication. Please
refer to the appendix for the sample of copyright.

Preface/Acknowledgements

Preface or Acknowledgements may contain all or some of the following information:

(i) Explanatory notes or reasons for doing the study (usually in Preface);
(ii) Acknowledgement of guidance and assistance from individuals and
institutions (usually in Acknowledgements).
(iii) Limited to ONE (1) page
(iv) For theses, PREFACE is optional while ACKNOWLEDGEMENTS
is generally preferred. The acknowledgements can be written in the
first person (e.g. I should like to thank . . .), or the third person (e.g.
The author wishes to acknowledge . . .).

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List of Tables

This list shows the exact titles or captions of all tables in the text and appendices, together
with the beginning page number of each table.

List of Figures

This includes graphs, maps, or illustrations of other kinds. The exact title or caption and
its corresponding page number is listed. Figures should be numbered consecutively
throughout the thesis, including those in the appendices.

List of Plates

Full-page illustrations, especially photographs, are usually called plates. The list, if any,
follows the List of Figures, and is numbered consecutively throughout the thesis.

List of Abbreviations

If an assortment of abbreviations and acronyms (e.g. FAO, DOA, MARDI, PORIM) is

used in the thesis, it is best to list them in a List of Abbreviations with their meanings,
even though the full name are given at the first mention in the text. This list serves as
ready reference to readers not familiar with the abbreviations. Universally recognized
symbols (°C, cm, mm, kg, ha) need not be listed.

Abstract

The abstract is a digest of the entire thesis and should be given the same careful attention
as the main text. Reference to literature is not normally made in the abstract.
Abbreviations or acronyms must be preceded by the full term at the first use.

An abstract should be in one (1) page and typed 1.5-spaced. It includes a brief statement
of the problem, a concise description of the research method and design, summary of
major findings including the significance or the lack of it, and conclusions.

The abstract should be given in English and Bahasa Malaysia. The version to appear first
is of the same language used in writing the thesis. The format of abstract heading is shown
in Appendix.

Even though a thesis may have been written in English, the abstract in Bahasa Malaysia
must also reach an acceptable scholarly standard. Common pitfalls such as spelling errors,
incorrect usage of prepositions and prefixes (e.g. di, ke) should be avoided. Scientific
terms must be used consistently.

14
 Text of Thesis

Chapter Layout

A thesis must be divided into chapters. A title must be given, and it should reflect its content.
A new chapter must begin on a new page. A chapter must be divided into sections. These
sections must be given appropriate titles and numbered.

Texts must be written in paragraphs. Long paragraphs should be avoided. Each paragraph
must describe an issue or subject. There must be continuity between paragraphs. The text
should contain:

i. An introduction and background on the study or research;

ii. A detailed description of the study or research which include theories, model
and materials and methods used;
iii. The data collection and analysis techniques.
iv. The main results and discussions; and
v. The conclusions and significance of the findings.

All chapters and their sub-sections must be labelled and numbered. The chapters are numbered
using Arabic numeric, i.e. Chapter 1, Chapter 2, Chapter 3, and so on. The subsections should
not be indented but arranged in a structured manner not more than four levels as follows:

2 First level (Title of the chapter)

2.1 Second level (Title of the sub-section)
2.1.1 Third level (Title of the sub-sub-section)
2.1.1.1 Fourth level (Title of the sub-sub-sub-section)

If the length of a title of a chapter or any level is more than one-line, same line spacing as in
the text should be used. Sub-sections beyond level four should be labelled using characters.
(eg. a, i, etc)

Body of Thesis

The body of a thesis may consist of the following headings or chapters:

1. Chapter 1 - Introduction
2. Chapter 2 - Literature Review
3. Chapter 3 - Materials and Methods / Research Methodology
4. Chapter 4 - Result / Findings
5. Chapter 5 - Discussion
6. Chapter 6 - Conclusion and Recommendation

Introduction

The introductory chapter generally introduces the problem and indicates its importance and
validity. This chapter sets forth the rationale, significance, and objectives of the study. It
includes background of the study, problem statement, research objectives, research questions,
15
hypotheses to be tested (subject to discipline of study), significance of study, limitations, the
scope of study and definitions of terms (subject to discipline of study).

Literature Review

It is a critical review of literature related to the topic. It is meant to act as a base for the
experimental/analytical section of the thesis. Literature selected must be up to date, analysed
and synthesized logically. It is not a mere summary of works of different authors.

Materials and Methods

It describes the methods and techniques used. It may also contain validation of methods used.
Research methods should include experimental design, the number of subjects, apparatus, etc.
In social science, a theoretical framework is generally included.

Results

It presents a complete account of results and analyses of the study in the form of figures,
tables or text so that the key information is highlighted.

Discussion

It discusses the result of the study in relation to the hypotheses. It highlights the main findings,
their significance and implications. A separate chapter for this is common in technological
disciplines. In social science, such a discussion often appears under Results and Discussion.
The results should be interpreted in the light of what is already known, and emphasis should
be placed on what the results add to the subject area. Strengths and weaknesses of the results
should be discussed. Conclusions and recommendations may be presented here or under a
separate chapter.

Conclusion and Recommendation

To distinguish from the abstract, this section generally sums up the findings, discussion,
conclusions and recommendations of the study.
This section highlights the contribution of the findings to new knowledge and applications. It
should also discuss the limitations faced in carrying out the research and the recommendations
for future research.

Students may make changes to the above structure of the thesis/dissertation according to
discipline of study.

Tables

Tables are numbered consecutively (with Arabic numerals) throughout the thesis (including
text and appendices). There are two possible numbering schemes: either (a) number them
consecutively throughout the thesis, or (b) number them by chapter, e.g. Table 1.1, 1.2, 1.3,
2.1, 2.2 and so on. No thesis may have two different tables called “Table 1”. All tables are to
be listed under LIST OF TABLES in the preliminary pages (including tables appearing in the
appendices). Tables should be placed after being mentioned in the text. Short tables should
not stand alone on a page.
16
Tables are captioned single-spaced above the tables (see Appendix F). Capitalise only the first
letter of the principal words in the caption (excluding words like “of”,”the”,”to”). If preferred,
use “down style” in which all letters are of lowercase except for proper nouns and first letter
in the caption.

Table sources and notes should be placed directly below the table (not at the bottom of the
page). Use superscript symbols (e.g. *, **, ***) or lowercase letters, (e.g. a, b, c) but never
numerals for tables footnotes.

Illustrations

Illustrations include maps, charts, graphs, diagrams, and photographs. Photographs normally
called PLATES, while the rest are called FIGURES. Each of these categories are numbered
consecutively throughout the thesis, including those in the appendices. Illustrations should be
of good quality. The trend now is to use computers.

The figure/plate number and caption should be typed below the illustration using Arabic
numerals and lowercase, except for proper nouns and first letters of principal words (see
Appendix G). If preferred, “down-style” can also be used in which all letters are of lowercase
except proper nouns and first letter in caption. Illustration should be inserted near their
mention in the text.

If an illustration occupies an entire page, the caption may be typed on the left-hand facing
page (reverse side blank), which is counted but paginated. A right-hand page in landscape
format should have the top of the illustration at the binding edge. The illustrations number
should be typed parallel to the way the figure/plate reads. The page number is typed in
standard text position. Illustrations should conform to standard margin requirements.

Footnotes

Footnotes should be used sparingly in a thesis regardless of the field of study. They should be
used only to clarify a certain term, to state conversions factors or exchange rates and not to
cite authority for specific statements or research findings. Citations of authority is done in the
text as described in the following section. Extensive footnoting tends to distract the reader
from the main argument of the text. If footnotes are necessary, the indicators (the reference
numbers in the text) are usually superscript (e.g. 1, 2, 3). The numbering of footnotes should
begin with 1 and must be continuous within each chapter or appendix, and not throughout the
whole text.

Citations in the Text

Citation is a means of formally recognizing within the text, the resources from which the
information or idea were obtained. The purpose is to acknowledge the work of others, to
demonstrate the body of knowledge in which the work is based on and to lead others for further
information.

Citation in the texts must be written according to any one of the styles described. The use of
software such as RefWorks, JabRef,Mendeley or EndNote for publishing and managing

17
citation and references is encouraged. At the end of the thesis, students must supply list of
references in alphabetical order by author, with consistent punctuation.

Equations

The following tips on formatting equations can help you in writing equations:
• All equations are considered as text and numbered according to chapter (see Appendix
x). If detailed derivation is needed, it is to be placed in an appendix.
• Mathematical parameters should be written in italics but not units, numbers and
mathematical functions like logarithms.
• The equations that are written on a separate line should be centered and done consistently
throughout the thesis. Some equations are long and tend to be multi-line equations. If an
equation breaks to multiple lines, align them properly and use only one number for the
whole equation as far to the right as possible.
• The equation numbers should be enclosed by parentheses and placed at the right-hand
side of the page.

References

References is a term commonly taken to mean a list of works cited as well as works consulted
but not cited, whereas the reference list refers only to a list of works cited. You may use either
one but make sure it is correct.

The University does not specify which bibliography style to use. It is, however, to your
advantage to follow a style used by an authoritative journal in your field. Samples of
commonly used bibliographic styles are given in Appendix H.

Appendices

An appendix or appendices, if any, are placed after the reference list or bibliography. Details
of the appendices are listed by type in the Table of Contents. Appendices include original
data, summary, side-line or preliminary tests, tabulations, tables that contain data of lesser
importance, very lengthy quotations, supporting decisions, forms and documents, computer
printouts and other pertinent documents. Appendix materials should be grouped by type, e.g.
Appendix A: Questionnaire, Appendix B: Original Data, Appendix C: Results Tables.

18
 CHAPTER 3

WRITING CONVENTIONS

Units of Measure

Use internationally recognized abbreviations for units of measure, such as:

20 milliliters (20 ml)

5 kilogram (5 kg)
20 kilometer (20 km)
2.5 hectare (2.5 ha)
3.7 metric tone (3.7 mt)
45 parts per million (45 ppm)
12 gram (12 g)
500 U.S. Dollars (USD 500)
3.4 metric tonne/hectare (3.4 mt/ha)

The numbers before the measurement units should not be spelled out, e.g. 5 kg, not five kg
even if they are below 100 (see below), unless they are the first words of sentences.

Numbers

Write out all numbers less than ten unless they are attached to units of measure (e.g. 5 kg,
10 ml). Use figures for 10 or more than 10. If a sentence begins with a number, write the
number in words, e.g. “Three hundred and eighty-five farmers were sampled from the study
area.”

If you are using a series of figures, use numerals:

(a) In the room there were 4 chairs, 12 boxes, 13 books, 10 files, 9 umbrella and
8 pairs of shoes.
(b) The number of taxi permits issued during the past five years was 8, 53, 27, 38,
52, and 90.

Elliptical Mark

Writers use ellipsis to show an omission from quoted material. The ellipsis consists of three-
spaced full stops (. . .). When an ellipsis follows a sentence, it appears as four full stops (. .
.) - - one full stop marks the end of the sentence and the other three signal the omission. For
example:

Coombs (1985: 4) wrote about the conference:

The conference at Williamsburg . . . agreed that the world educational crisis sketched
in the document was real. . .

19
Use of Brackets ()

Within direct quotations, brackets are used to enclose any explanatory note inserted by the
thesis writer, e.g.

This year (1996) alone, we had two hundred applicants wanting to join our holiday camp
(Mustafa, 1996).

Candidates should use “sic” within brackets (sic) to indicate a certain doubt as to the meaning
or factual error. It is used in quotations to show that the original is being faithfully reproduced
even though it is incorrect or seems to be so. Errors, which are obviously typographical,
should be corrected as a matter of professional courtesy.

Use of Symbol for Percentage

The symbol % may be used in place of percent, e.g. 27.3% and typed without a space. If the
candidate prefers to write 27.3 percent in full, then consistency should be maintained
throughout.

Policy on Direct Quotations

Direct quotations must be minimized at all costs, except in some fields such as literature (e.g.
quotations from Shakespeare). Extensive use of direct quotations can be quite irritating,
especially if the quotations appear in a language other than that used in the thesis. For
example, a thesis written in Bahasa Malaysia should not quote materials directly in another
language (e.g. English, Tagalog). The candidate must learn to synthesize materials in other
languages and paraphrase them in his own words and style, an ability which is required in
graduate education.

Proofreading and Editorial Services

Proofreading and editorial services can be employed to improve thesis presentation and ensure
consistency and accuracy. It is not compulsory but highly recommended. Supervisors should
not be responsible to proofread the thesis.

The IPS stresses on consistency and accuracy. A consistently misspell word is also
unacceptable for instance.

20