1. e-Thesis Submission: What You Need to Know About Going Global
Julie Hannaford,
Lisa Fannin, Lisa Fannin,
LISA
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2. General Overview of Process
Thesis and dissertation submission must now be made electronically
Upload is done via T-Space
Upload will be publicly available after convocation
Central libraries no longer receive print theses
Some campus libraries accept bound theses, check with your graduate unit
A processing fee continues – this fee helps to cover indexing and cataloging at Proquest & Dissertation Abstracts International and other administrative costs
SGS: Producing Your Thesis
LISA

3. What is T-Space? University of Toronto’s research repository
Intended to showcase and preserve scholarly works
Support for multiple file formats – now you can upload video/audio/data sets that support your thesis
Provides permanent URLs – no more broken links!
Searchable via Google or other search engines (with priority ranking)
Result: more opportunities for your work to be found, read, and cited
JULIE

4. First Steps T-Space requires that your thesis or
dissertation be in PDF format
Use Adobe Acrobat Writer or Acrobat
Professional software/MS Word 2007
There is support in the Information Commons at Robarts and the Education Commons at OISE if needed, and from the SGS masters and doctoral offices.
If you have accompanying material, make sure that it is also available electronically – scan images, prepare audio or video files, etc.
Image credit:
LISA

5. Next Steps There are naming conventions that you must follow: Thesis:
Supplementary files:
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LISA

6. Top Ten Formatting Errors
Not using the file naming convention
Wrong date in the file name – the date must be your graduation year and month
Wrong year on the thesis title page and abstract – the year must be the year of graduation and thesis publication, not the year in which you defended
LISA

7. Top Ten Formatting Problems
there should be NO page number on the title page
the Abstract must be the first numbered page
and must be page ii
the preliminary section must be numbered in
Roman numerals
LISA

8. Top Ten Formatting Problems
the main body must be numbered in Arabic
numerals beginning with page 1
every page except the title page must be numbered.
- no blank pages please!
appendices, if any, must be numbered consecutively
with the main body of the thesis
LISA
All of these page numbering problems can be avoided by using the template on the SGS website.

9. Next Steps Obtain all necessary copyright permissions
You need copyright permission if you are using someone else's work, your own previously published material, or work you have co-authored with another; this includes large direct quotes, tables, figures, images, etc.
Obtain permission from the copyright holder (who may not be the author)
The SGS website provides a sample permissions letter
Image credit to:
LISA

10. Additional Info: Copyright
Once you have permission, you must cite the work appropriately
SHERPA/RoMEO and Rightslink are helpful
databases of journal copyright policies and permissions
Additional links:
Canadian Intellectual Property Office
FAQs
Canada’s Copyright Act
U of T’s Copyright Policy
Copyright FAQ for Instructors
LISA

11. Next Steps
Submit to the Registrar at OISE if you are an OISE student, or to the SGS for all other students:
Written confirmation from your supervisor that your thesis has been approved in its final form
All copyright permissions you have obtained
Signed and dated Library and Archive Canada Theses Non-Exclusive License
Proof of payment of your submission fee
On exceptional basis: Restricted Release Form
LISA

12. The Library & Archives Canada License form
LISA
Gives the University the authority to distribute and publish the thesis, but it is “NON-EXCLUSIVE”, conferring no ownership rights

13. “Restrict Release” form (for exceptions)
LISA
Thesis publication is a degree requirement.
In exceptional circumstances we will restrict the release of your thesis for up to two years after the normal release date, with the approval of the chair of your graduate unit. Typical reasons include:
currently seeking publication of part of your thesis in a journal, or publication of the thesis as a book
content of a sensitive nature in the thesis, the publication of which might endanger the wellbeing of the author or of persons associated with the work
a patent in process

14. Ready to Upload! Login to T-Space here using your UTORID, if
you are registered in ROSI, you should
automatically be authenticated.
Once you are logged in, click on “Start a New Submission”
JULIE
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15. Describing Your Thesis
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16. Describing Your Thesis
Fill in the fields to describe your thesis or dissertation
Important: Enter your name as it appears in ROSI
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17. Describing Your Thesis
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18. Describing Your Thesis
To choose a subject code, use this site: UMI Subject Categories
Be as descriptive as possible: the more keywords you use the more your work can be found by end users when searching via Google, etc.
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19. Upload the File
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20. Verify the File Upload
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21. Verify Your Description
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22. Select a CC License (Optional)
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23. Grant T-Space License JULIE
Granting this license is obligatory. It gives the university the right to publish your thesis, which is a degree requirement. If you don’t grant the license, the thesis submission process will stop.

24. Now What? SGS will review your submission and let you
know when it has been approved
Once you have attended convocation, your thesis will be made public
Search the collections:
Masters theses:
Doctoral dissertations:
JULIE
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25. For the Future… Be aware of copyright issues when you are seeking
publication
Did you know that when you seek publication, the copyright release form often signs the rights to your work over to the publisher?
When working with publishers, you can negotiate your copyright so that you have the right to self-archive or otherwise distribute your work; see the SPARC Author Addendum
Protecting your rights as an author allows you greater flexibility with forthcoming publications
JULIE

26. Open Access “Open-access (OA) literature is digital, online,
free of charge, and free of most copyright and licensing restrictions” (
Open access increases the availability of your academic work to the research community
Prioritized  indexing of T-Space content by Google and other search engines improves visibility and citation impact – more people will read your work
Granting Councils are increasingly mandating wide dissemination of funded research outputs. CIHR and ERIC now require institutional open access archiving of publications; SSHRC supports open access in principle.
JULIE
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27. Interested in Learning More?
Check out the library’s Scholarly Communication LibGuide, which contains pages on:
Copyright
Author’s Rights
Open Access
Open Data
And more…

28. Contacts: T-Space technical issues: Gabriela.mircea@utoronto.ca
Thesis formatting:
Information Commons:
Education Commons: