Written work involves adhering to formalities and conventions. We have compiled the most important ones for you here. We have also collected some questions that we are asked again and again.

Are you missing something? Then write us your question at schreibzentrum@leuphana.de. We will be happy to include you.

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The cover sheet for term papers and thesis

Is there a compulsory template? What information should be on the cover sheet?

There is no standardized template for the design of the cover page of term papers and theses. However, there is one requirement laid out in exam regulations: The cover page must include your degree program, your advisors, your name and contact information, and the type of paper you are writing (e.g. Bachelor Thesis, Master's Thesis, research paper, etc.) You have freedom in terms of design; if necessary, ask your supervisors whether they would like to make any specifications. However, it is important to remember that Leuphana Students are not legally allowed to use the official Leuphana logo on their papers. 

We have compiled a table of the information that must be included on the cover sheet of a term paper/thesis for the purpose of assignment (✔︎) or is optional:

Hinweise

In some cells it says "Mention". This means that you must include the following text on the cover sheet. For example, "Leuphana University of Lüneburg" must appear on the cover sheet.

According to administrative law, the logo may not be used by students; however, its use is currently tolerated by the Presidential Board. So if you want to be on the safe side, do not use the logo.

Student details	Term paper	Thesis
Name	✔︎	✔︎
Matricle number	✔︎	✔︎
E-mail	voluntary	voluntary
Mailing address	voluntary	✔︎
Title of the paper/ thesis	✔︎	✔︎
Exam details	Term paper	Thesis
Mention: Leuphana University Lüneburg	✔︎	✔︎
Logo of the Leuphana University
Name(s) of the lecturer(s)	✔︎
Names of 1st and 2nd Supervisors		✔︎
Course number	✔︎
Course titel	✔︎
Semester	✔︎
Mention: Bachelor-/Master Thesis		✔︎
Date of submission / "submitted on"	✔︎	✔︎

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Word-Template for term papers and thesis

Is there a Word template that I can use for my term papers and thesis?

You can find some Word templates for term papers and theses ➚ Schreibzentrum/ Writing Center's Moodle course. The templates follow the APA formatting guidelines and have pre-formated examples for a cover sheet, table of contents, figures, tables, reference list, appendix, and more. You can adapt these templates to your specific needs. Please remember to compare the templates with the specifications you receive from your lecturers or find out whether there are any specific specifications for your subject.

Writing in a gender-sensitive and diversity- or discrimination-sensitive way

Do I need to use "Gendered Language" in my work?

Leuphana is commit ted to gender sensitive/gender equitable language use.

The Equal Opportunities Office recommends, when writing in German, the use of asterisks in gender-dependent works, such as Freund*innen. The use of the asterisks acknowledges non-binary gender expressions. When writing in English, Leuphana recommends the use of gender neutral language. The Equal Opportunities Office also states, 

"In addition to other measures, gender-fair language helps to recognize the gender diversity of people and, in particular, to counteract discrimination against women, trans, inter* and non-binary people at the university and beyond." (Source: ➚ Equal Opportunities Office)

On the Equal Opportunities Office page, you will find further explanations of the different varieties of gender-sensitive writing. 

While 'gender-sensitive' language has become highly-political, it has long been discussed in the field of 'discrimination-sensitive writing.' Therefore, the American Psychology Association (APA) includes 'gender' under the umbrella of bias-free language.' This includes using language wisely and developing an awareness of existing prejudices and connotations associated with specific ways of writing. This includes awareness regarding age, disabilities, race, ethnicity, socio-economic status, etc. Leuphana encourages all authors to reflect on their work and consider the impacts of their writing. ↑ Back to the top

Citation

Whenever you refer to the idea of another author in your own text, you need to cite (identify) where you got that information. This includes when you mention another author's work, when you quote an author directly, or when you say something that isn't common knowledge. If you say 'the sky is blue,' - this is common knowledge and you don't need to tell your reader where you got that information. However, if you say 'Trucks are the most popular type of vehicle in America' - this is not common knowledge and you must provide your source. Finally, if you write, 'Shakespeare wrote, "To Be or Not To Be" - this is a quote and you must cite the play where this quote is taken from.

There are general ways that you can refer to another author's work. That is a quote or a paraphrase. 

1. Quote: repeating or copying the words directly from another author's text or speech. (If you are using a translation, then this no longer counts as a quote because it is not their exact words). 
2. Paraphrase: expressing the meaning of (something written or spoken) using different words. Rewording something written or spoken. Paraphrasing enables you to:
   1. Summarize statements from your reference texts.
   2. Align statements with what you want to say yourself. 

Below you will find an example of an other who uses both quotes and paraphrases in a text...

Introduction to Citations

Every academic text is subject to specific conventions that come from subject-specific traditions and linguistic influences. These conventions become particularly clear when citing and paraphrasing. Each discipline may have its own specific rules. 

There is a wide variety of references and bibliography formating styples. Professional organizations such as the American Psychological Association (APA) or the Modern Language Association (MLA) have their own conventions that determine how author names are written, whether a period, comma or colon is placed between references, etc. You can find an overview of the different styles at Purdue.owl. 

Using existing scientific literature in your own text

When writing a paper, you use the scientific literature of published authors to support and develop your own ideas. If you are writing an argumentative essay, you can use scientific literature to argue or support your point. If you are writing a research paper (Hausarbeit), you combine the findings of other authors to explain the current state of research for your specific question. Your writing should always bring a new idea or new angle to the discourse, so if you find yourself just repeat the research or arguments of other authors, you might need to adjust your research question. 

Here is an example of how a student uses other authors to support the statement "Scientific findings are always culturally influenced and therefore our results can't be universally valid." This excerpt comes from an argumentative essay. Quotes are highlighted in blue, paraphrases are highlighted in purple, and the student's own argument or thoughts are in green. 

       The core argument of standpoint theory is that subjugated groups’ experiences of discrimination allow them to better understand systemic discrimination better than those whom the system is optimized to serve (Sismondo, 2010, p. 76). “More generally, people for whom social constraints are oppressive can more easily understand those constraints than can others” (Sismondo, 2010, p. 76). Feminist standpoint theory points out the restrictions of our preferred knowledge systems. As scientific research is performed within the bounds of a certain knowledge and value system, it can fail to consider truths that lie outside the scientific purview (Sismondo, 2010, p. 73).

      These feminist scholars prove that it is impossible to separate ourselves from our positionality. Our research is always under the influence of our upbringing, our values, our eras, our educations, in short, our cultures. But what does it mean to be culturally biased? Culture is “the customary beliefs, social forms, and material traits of a racial, religious, or social group [it is] also: the characteristic features of everyday existence shared by people in a place or time (“Culture,” n.d.). This culture then leads to unwitting biases. These biases always make their way into research because a researcher approaches the problem with specific worldviews. This is the researcher’s positionality.

Observe how the student uses paraphrases and quotes from other authors to guide the reader from idea to idea, and eventually to an understanding of bias and positionality. 

Declaration of Authorship

Does Leuphana have an official "Declaration of Authorship"

Each paper you write without the supervision of a professor (most of you written work at Leuphana, except for the thesis) or each written part of a group academic paper must be accompanied by a declaration of authorship. This forms the last page of the entire document. This page is not numbered and does not appear in the table of contents. 

The contents of the declaration of authorship are defined by the RPO and can therefore be customized. We at the Schreibzentrum/Writing Center worked with the Teaching Service to develop the following template. You may use this template and adapt it to your writing project. It also contains a reference to the possible use of AI-based applications. 

Declaration of Authorship

I hereby certify that I have written this thesis (in the case of a group thesis, your part of the thesis should be marked accordingly) independently and have not used any sources or aids other than those specified. I have correctly cited all passages that I have quoted or paraphrased. I have not yet submitted the thesis in the same or a similar form for any other course or examination authority.

Location, Date

Signature

When writing your paper, you may have used an AI-based tool. You should always declare which AI tools you have used, however, there are currently no legally binding rules regarding how you should document your AI-usage. We recommend being open and honest about AI use in your papers.

Examiners can define the conditions under which AI can be used, as described in the "Conditions and recommendations for the use of AI-based applications in teaching and examinations." If you use AI tools, please discuss with your examiners in what form you should provide evidence of this.

A brief digression regarding Authorship

Independent work in a university context means acting ethically and correctly in the sense of good academic practice and taking responsibility for one's own learning process, personal skills development and actions. This applies equally to students and lecturers.

Teachers are required to define 'student autonomy' in relation to their teaching and learning objectives by clarify what form of autonomy they expect from students and what role and attitude they would like students to adopt over the course of the semester. Expectations can vary greatly depending on the context. 

Autonomy can mean that teachers hand over full responsibility for developing and working on a question to the students. This option is based on the consideration that students have acquired the knowledge necessary to take the examination during the course of their studies. Support from the lecturer is not required during the period in which the examination is taken.

Teachers may adopt the attitude of wanting to closely accompany the working and learning process of students and provide feedback on intermediate steps. This attitude aims to actively support the students' learning process and acquisition of skills in the examination process itself.

A teacher's approach may range between full support to full student independence, depending on that teacher's learning goals. Teachers have a responsibility to communicate to their students what expectations they associate with "independence" in order to create a trusting and constructive working atmosphere.

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Dyslexia

Can I receive learning accommodations due to Dyslexia? 

Yes, but this requires an application. It is important that the dyslexia is certified by a certified testing institute and the certification is not older than 5 years. At Leuphana, Dr. Klaus-Ulrich Guder (klaus-ulrich.guder@leuphana.de) is currently the official contact person for applications. (Further information on compensation for disadvantages).

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 Suggested citation for this Wiki-PageC

Knorr, Dagmar (2024): Formalities and Conventions - Essentials for Papers and Theses. Wiki "Schreiben im Studium | Academic Writing". Leuphana University Lüneburg, Schreibzentrum / Writing Center. <Formalities and Conventions – Essentials for Papers and Theses>