1. Julie Hannaford, jhannaford@oise.utoronto.cajhannaford@oise.utoronto.ca Meryl Greene, mgreene@oise.utoronto.camgreene@oise.utoronto.ca Kristian Galberg, kgalberg@oise.utoronto.cakgalberg@oise.utoronto.ca T-Space: What You Need to Know About Electronic Submission http://homespace.oise.utoronto.ca/~hannafo3/e-Theses.ppt

2. General Overview of Changes As of November 2009 convocation, thesis/dissertation submission must be made electronically Upload will be done via T-Space Upload will be publicly available after convocation OISE Library will no longer require 2 bound copies Microfilming fee will continue – this fee is to produce the microfiche version of your thesis and other administrative costs SGS website: http://www.sgs.utoronto.ca/informationfor/students/finish/fin al.htm http://www.sgs.utoronto.ca/informationfor/students/finish/fin al.htm ETD workflowworkflow

3. What is T-Space?T-Space University of Toronto’s research repository Intended to showcase and preserve scholarly works Preservation and migration of multiple file formats Provides permanent URLs – no more broken links! Searchable via Google or other search engines Result: more opportunities for your work to be found, read and cited For a detailed tour click herehere

4. First Steps T-Space, requires that your thesis/dissertation be in PDF format Use Adobe Acrobat Writer or Acrobat Professional software There is a naming convention that you must use for your files:naming convention If you have accompanying material, make sure that it is also available electronically – scan images, prepare audio or video files, etc. Follow the naming convention for supplementary files Image credit: http://www.flickr.com/photos/stjernesol/2726886107http://www.flickr.com/photos/stjernesol/2726886107

5. Next Steps Ensure that you have all necessary copyright permissionscopyright permissions SGS provides a sample permissions letter Copyright FAQFAQ OISE Guidelines: http://www.ro.oise.utoronto.ca/OISE_Theses_Guide.pdf http://www.ro.oise.utoronto.ca/OISE_Theses_Guide.pdf Submit to SGS: Written confirmation that that your thesis is in final form and approved All copyright permissions Signed and dated Library and Archive Canada Theses Non-Exclusive LicenseTheses Non-Exclusive License Proof of payment of your submission fee If necessary, a Restricted Release FormRestricted Release Form

6. Ready to Upload! Create an account on T-Space herehere SGS will be notified via email and will approve your account Once approved, you will be sent an email to let you know that you can login Once you are logged in, click on ‘Start a New Submission’ Image: http://www.flickr.com/photos/zhurnaly/196310475/

7. Choosing a Collection You must first choose whether you are submitting to the Doctoral or Master’s collection

8. Choosing the # of Files T-Space assumes that you are just uploading one PDF file – if this is what you are planning, just click ‘Next’ If you have supplementary files, check the box next to ‘The item consists of more than one file’

9. Describing your Content Fill in the fields to describe your thesis or dissertation Be as complete as you can; search engines will pick up information from what you input and use it to find results

10. Describing Your Content cont’d. Some of the fields require that you type information in; others require that you to use drop-down menus

11. Describing Your Content cont’d To choose a subject code, use this site: UMI Subject CategoriesUMI Subject Categories Note that you can add more keywords (click ‘Add More’); the more keywords you can provide, the more can be used by end users when searching

12. Browse and Upload your File(s) Remember that the thesis itself must be in PDF format Remember that it must follow the naming convention

13. Verify your File(s) Ensure that the file upload is correct before you move on Image credit: http://www.flickr.com/photos/ebolasmallpox/240477265http://www.flickr.com/photos/ebolasmallpox/240477265

14. Verify Your Description Check what you have input in terms of a description – correct anything that is incorrect or needs editing

15. Select a CC License (Optional)CC

16. Grant T-Space License

17. 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: https://tspace.library.utoronto.ca/handle/1807/9947 https://tspace.library.utoronto.ca/handle/1807/9947 Doctoral dissertations: https://tspace.library.utoronto.ca/handle/1807/9945 https://tspace.library.utoronto.ca/handle/1807/9945 Image credit: http://www.flickr.com/photos/carbonnyc/143186839http://www.flickr.com/photos/carbonnyc/143186839

18. 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 AddendumSPARC Author Addendum Protecting your rights as an author allows you greater flexibility with forthcoming publications

19. Open Access “Open-access (OA) literature is digital, online, free of charge, and free of most copyright and licensing restrictions” (http://www.earlham.edu/~peters/fos/overview.htm)http://www.earlham.edu/~peters/fos/overview.htm 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 now requires institutional open access archiving of publications. Image credit to: http://www.flickr.com/photos/wakingtiger/3157622608/http://www.flickr.com/photos/wakingtiger/3157622608/

20. Interested in learning more? Check out some open access material here: http://delicious.com/OISEOpenAccess