City University of Hong Kong Thesis Format Guide

City University of Hong Kong maintains comprehensive formatting standards for all graduate research theses and dissertations. This guide covers CityU’s specific formatting requirements.

Page Setup and Margins

CityU’s margin specifications ensure proper binding and professional appearance.

Left Margin: 1 inch, or 1.5 inches if binding on left - Check with your department.

Right Margin: 1 inch - Standard margin.

Top Margin: 1 inch - Applied consistently across all pages.

Bottom Margin: 1 inch - Ensures proper spacing for page numbers.

Paper Size: A4 (210mm x 297mm) is standard.

Page Orientation: Portrait (vertical) orientation is standard.

Setting Margins in Word: Page Layout > Margins > Custom Margins (left: 1”, right: 1”, top: 1”, bottom: 1”).

Font Requirements

CityU maintains clear font specifications for thesis preparation.

Body Text Font: Times New Roman in 12-point size is standard.

Line Spacing: Double-spacing (2.0) is required for all body text.

Footnotes and Endnotes: May be single-spaced in 10-point font.

Font Consistency: Use the same font throughout body text.

Headings: Chapter headings in 14-point bold, section headings in 12-point bold.

Tables and Figures: May use fonts as small as 10-point if necessary.

Title Page Format

Your title page must include:

Required Elements:

• Thesis title
• Author name
• Degree (e.g., Doctor of Philosophy)
• Department
• City University of Hong Kong
• Date of submission

Layout: Center all elements with balanced spacing.

Page Numbering: Not numbered but counts as page i.

Line Spacing: Single-spacing for title page.

Abstract Requirements

Length: 300-500 words for most CityU theses.

Content: Summarize your research problem, methodology, findings, and significance.

Page Placement: On its own page following the title page.

Title: Center “ABSTRACT” in capitals.

Formatting: Double-spaced, same font as body text.

Table of Contents

Format: Include chapter titles and major sections with page numbers.

Title: Center “TABLE OF CONTENTS” in capitals.

Formatting: Double-spaced with dot leaders.

Automatic Generation: Use Word’s References > Table of Contents.

Heading Styles and Hierarchy

Chapter Headings (Level 1): 14-point bold, centered, begin on new page.

Section Headings (Level 2): 12-point bold, left-aligned.

Subsection Headings (Level 3): 12-point bold italic, left-aligned.

Paragraph Headings (Level 4): 12-point bold, run-in style.

Consistency: Use Word’s Styles gallery for all headings.

Page Numbering

Front Matter: Use lowercase Roman numerals (i, ii, iii).

Body Text: Begin Arabic numerals (1, 2, 3) with introduction.

Appendices: Continue Arabic numerals.

Page Number Location: Upper right corner or centered at bottom.

Implementation: Use Insert > Page Numbers with Section Breaks.

Citation Style Requirements

CityU typically uses Harvard referencing.

Standard: Harvard referencing (author-date system).

Alternative: IEEE for engineering programs may be accepted.

Verification: Check with your department for specific requirements.

Using GenText: GenText supports Harvard, IEEE, APA, Chicago, and other major formats.

Figure and Table Formatting

Table Titles: Above tables in 12-point font.

Figure Captions: Below figures.

Source Citations: Include sources for all data.

Integration: Embed in text near references.

Lists: Include if you have more than 5 figures or tables.

Bibliography and References

Organization: Alphabetical by author’s last name.

Title: Center “REFERENCES” in capitals for Harvard style.

Formatting: Use hanging indentation, double-spaced.

Appendices

Labeling: Label as “Appendix A,” “Appendix B,” etc.

Page Numbering: Continue from main text.

Content: Include supplementary materials.

Electronic Submission Requirements

File Format: Submit as PDF with embedded fonts to CityU Repository.

File Naming: Follow CityU conventions.

Submission Deadline: Check your department for deadlines.

Tips for Formatting in Microsoft Word

Create Custom Styles: Define styles before writing.

Use Section Breaks: Separate front matter from body text.

Generate Table of Contents: Use References > Table of Contents.

Verify Margins: Check before finalizing.

Word Formatting Best Practices for CityU

Setup Phase: Before writing, set margins, define custom styles for all text elements, configure headers/footers, establish line spacing (2.0 for body text).

Writing Phase: Apply styles from Styles gallery consistently, use Ctrl+Enter for chapter page breaks, insert footnotes via References > Footnotes, save every 15-30 minutes to prevent data loss.

Revision Phase: Update table of contents automatically, verify all margins and fonts, check formatting consistency throughout document.

Submission Phase: Create PDF with embedded fonts, verify filename meets conventions, confirm file size under 100MB, test PDF display on different computer.

Common CityU Formatting Issues and Solutions

Inconsistent Heading Styles: Using manual formatting instead of Styles gallery. Solution: Define heading styles before writing and apply exclusively via Styles gallery.

Page Number Problems: Using page breaks instead of Section Breaks. Solution: Insert Section Breaks between sections, configure page numbering separately for each.

Margin Inconsistencies: Applying margins to selected text instead of entire document. Solution: Select all text (Ctrl+A) then apply margins via Page Layout > Margins.

Table of Contents Errors: Manually creating instead of using automatic generation. Solution: Use References > Table of Contents and update after editing via right-click > Update Field.

Font Display Issues: Fonts not embedding in PDF. Solution: Go to File > Options > Save and check “Embed fonts in the file” before conversion.

Pre-Submission Formatting Checklist

• Margins correct (1.5” left, 1” others)
• Body text: Times New Roman, 12-point, double-spaced
• All headings properly formatted via Styles
• Page numbering correct and consistent
• Abstract: 300-500 words
• All tables/figures with titles and sources
• Bibliography complete and alphabetized
• Title page with all required elements
• Table of contents accurate
• PDF with embedded fonts and proper name

Related Resources and Tools

GenText Citation Generator: Supports all major citation formats for quick and accurate citation generation.

Word Formatting Tutorials:

• How to Format a Thesis in Word
• How to Create and Update a Table of Contents
• How to Use Section Breaks for Different Page Numbering
• How to Create Custom Heading Styles

Conclusion

Proper thesis formatting at CityU demonstrates professionalism and academic integrity. Use Word’s tools effectively and reference this guide throughout your thesis.

For the most current information on CityU thesis requirements, consult your department or the University website. Department-specific requirements may vary, so verify with your advisor.

With careful attention to these requirements, your thesis will meet all CityU standards and present your research professionally.