The deposit requirements are applicable to the following research documents:
- Doctoral dissertation and Master’s thesis (all programs), and Master’s creative writing project (English);
- Master’s major paper (all programs) and major internship paper (Political Science).
The "deposit" is the submission of the final approved document after the final oral defense. The submission includes a digital document copy as well as any required physical copies, binding fees, and forms as outlined in the steps below.
A student has not completed the degree requirements until their document has been deposited with the Graduate Studies office.
Students must be registered for the semester in which they are completing the deposit. Review the registration requirements for students who are defending and/or depositing.
Steps leading to the deposit:
ALL STEPS must be completed:
Upon completion of the final oral defense, submit a single printed copy of your document to the Graduate Studies office (Chrysler Hall Tower, 3rd Floor, office #309), to be reviewed for compliance with the format requirements.
- Review the FORMAT CHECKLIST before submitting the thesis copy for format review, and ensure compliance with the format requirements.
- Please allow a minimum of two business days to receive format feedback. You will be notified by email after your document has been reviewed.
- You can submit for format checking as long as your document structure has been finalised, even if you are still working on final content edits. Upon request documents may be accepted for format review prior to the final oral defense, provided no subsequent structural and formatting changes will be made to the document after the format review.
- Any formatting issues must be resolved before proceeding to the next step.
Step 2: Soft copy (pdf) upload
After obtaining both format approval from Graduate Studies and final approval by your supervisory committee, upload a soft copy of your final approved document in PDF format using the online submission system. Proceed to the next step.
Determine number of required and optional hard copies and pay the binding fee:
- One physical copy is required in all departments except for departments listed under "Departmental physical copy exemptions".
- All Engineering students: one additional physical copy is required for each advisor/co-advisor in the Faculty of Engineering.
- Additional optional copies may be submitted to Graduate Studies to be bound for personal use
Pay the binding fee ($25 per hard copy) by credit card through the online webform for any required and optional hard copies before proceeding to the next step. If no physical copies will be submitted for binding no payment is required. Proceed to the next step.
Step 4. Submission of forms and hard copies for binding
Submit all of the following to the Graduate Studies office (Chrysler Hall Tower, 3rd Floor, office #309):
- all printed hard copies for which a binding fee has been paid through the online webform in the previous step. Any required hard copies must be identical with the soft copy (PDF submitted in step 2), and must conform to the print quality requirements.
- signed Approval page:
- one copy of the Approval page must be separately printed and signed by all committee members and submitted to Graduate Studies.
- only one copy of the signed Approval page is required, otherwise keep the unsigned Approval page within the required hard copies to be bound for the department and for the advisor(s).
- for theses and dissertations only: the "Thesis/dissertation non-exclusive license" completed and signed by the student. This license form is available from the Graduate Studies office or from the student forms webpage under "Thesis deposit forms (post defense)".
The final submission (deposit) will be complete upon submission of all items outlined in the steps above.
The following departments do not require a physical copy of a thesis/dissertation:
- Chemistry & Biochemistry
- Civil and Environmental Engineering
- Communication, Media and Film
- Computer Science: a physical copy for the department is only required for PhD dissertations but is not required for Master's theses.
- Electrical Engineering
- Human Kinetics/ Kinesiology: a physical copy for the department is only required for PhD dissertations but is not required for Master's theses.
- Sociology, Anthropology and Criminology
- The print must appear on one side of the paper only and must be produced with a laser printer which produces clear, consistently dense print of professional quality. Any reproduced images and illustrations (figures, charts, graphs) must be clear and sharp.
- No holes, staples, or other perforation marks are permitted on any of the pages of the final copy.
- Students must inspect printed physical copies for completeness, photocopier or printer errors, and legibility. It is the student's responsibility to ensure that each physical copy has been inspected and is complete. Examine every page. Mistakes not caught at this stage are costly and cannot be corrected after copies have been bound.
All required physical copies for the department and advisor(s) must be submitted for binding to the Graduate Studies office and the binding fee must be paid through the online webform.
If students wish to order for binding optional additional copies for personal use there are 2 options:
- At the Graduate Studies office: in addition to the required physical copy/copies, when you are completing your deposit you may submit additional printed copies of your thesis. The binding fee ($25 per copy) must be paid by credit card through the online webform before copies are submitted to Graduate Studies.
- Note that the binding fee does not cover the cost of printing or photocopying so the student must print and submit however many additional physical copies they wish to have bound.
- Students must inspect the printed physical copies for completeness, photocopier or printer errors, etc. It is the student's responsibility to ensure that each copy has been inspected and is complete. No holes, staples, or other perforation marks may appear on any page of the copy.
- Any optional copies ordered must be picked up from the Graduate Studies office after they have been bound. Copies that have not been picked within 6 months of ordering will be sent to the student's Department.
- The default color of the hard cover binding is black for Master's and red for doctoral copies. If a student wishes to select a different color for binding of their optional copies, the student must notify Graduate Studies at the time the copies are submitted to Graduate Studies for binding. Color selections cannot be changed after the copies are submitted to Graduate Studies.
- Online (Dissertations and theses only): when you are submitting your thesis pdf online you will be offered the option to purchase bound copies of your thesis from UMI/ProQuest. This is an optional service, and if you do not wish to order copies online simply select "Decline - do not order" at the bottom of the form. You can also submit order requests to UMI/ProQuest at a later time.
If a thesis, major paper, or dissertation contains material which needs to be withheld temporarily from the public or the community of scholars for a variety of valid reasons (e.g. publication pending, patent pending, etc.), the candidate and their research supervisor(s) may request a period of withholding from circulation as follows:
- six months without cause being given;
- up to 1 year with good cause, as determined by the Faculty of Graduate Studies;
- more than 1 year: requires explicit approval by the Dean of Graduate Studies - contact the Faculty of Graduate Studies if you believe you have reasons to request an initial withholding period for more than 1 year.
Follow these steps to submit a withholding request:
- at the time of completing the deposit (review deposit steps)at the Graduate Studies office, the student must submit a "Request for Withholding a Major Paper/Thesis/Dissertation" form, completed and signed by both student and the student's supervisor(s).
- when completing the online pdf submission the student must select the 'delayed release' option instead of "immediate release" and indicate the requested delayed period (6 months or 1 year)
Note that during the embargo period the full-text of your major paper, thesis or dissertation will not be publicly available, however, a brief record of your thesis will be posted on the web including the abstract.
For questions, contact the Graduate Studies Office.