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 by the student of the final committee-approved document and required forms to the Graduate Studies office following the final oral defense, as detailed on this webpage under 'Steps Leading to the Deposit. A student has not completed the degree requirements until their document has been deposited. The deposit is not considered 'complete' until ALL steps described below have been completed by the student.
Students must be registered in the semester in which they are completing the deposit. Review the registration requirements for students who are defending and/or depositing.
The final submission (deposit) will be considered 'complete' after ALL steps described below have been completed by the student.
Upon completion of the final oral defense:
- ensure you are registered in the semester in which you are completing the deposit. Note: Students who are targeting completion before the end of Fall term 2020 must submit for format review no later than December 1st, 2020. Refer to the defense and deposit deadlines for completion within the Fall term and the registration requirements for students who are defending and/or depositing.
- prepare your document in compliance with the forma t requirements and review the format checklist.
- email your formatted thesis document as a PDF file attachment to firstname.lastname@example.org, to be reviewed for compliance with the format requirements.
Please allow a minimum of 2 (two) business days to receive format feedback. You will be notified by email after your document has been reviewed.
Note: you can submit for format checking as long as your document structure has been finalized, even if you are still working on content edits. Note there will be only one format review, and while the format review is normally completed after the defense, upon request and in special circumstances (e.g. to meet targeted deposit deadlines) documents may be accepted for format review prior to the final oral defense, provided no subsequent structural and formatting changes are expected to be made to the document after the format review. Before submitting for format review, prepare your document in compliance with the format requirements and review the format checklist.
Any formatting issues must be resolved before proceeding to the next step.
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 to the online submission system. Proceed to the next step.
Submit the following forms via email as a PDF file attachment to email@example.com:
- one copy of the Approval page signed by all committee members. Review guidelines for obtaining electronic signatures on the Approval page.
- the "Thesis/dissertation non-exclusive license", completed and signed by the student - the license form is required for theses, dissertations, and creative writing projects but not for major papers and internship projects.
'Request for withholding' forms (if applicable) must also be submitted along with the required forms - refer to the instructions for submitting a request for withholding.
The final submission (deposit) will be complete when the student has submitted ALL items outlined in the steps above. Note: Students who are targeting completion before the end of Fall term 2020 must have completed all 3 Steps no later than December 22nd, 2020. Refer to the defense and deposit deadlines for completion within the Fall term.
Review the post-deposit FAQs regarding information about applying to graduate or obtaining a transcript or degree completion certificate.
Note: in addition to the online submission, some departments normally require a physical copy for the department or for the advisor to be submitted for binding, however, submission of hard copies for binding has been suspended/waived effective March 18th until further notice.
After a processing period (6-8 weeks), a digital copy of the deposited document will be available as open access in the University of Windsor Scholarship@UWindsor digital insitutional repository as well as in ProQuest (theses and dissertations only). 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.
How to submitting a request for withholding:
The request for withholding must be submitted at the time of completing the deposit with Graduate Studies as follows:
- The student completes a "Request for Withholding a Major Paper/Thesis/Dissertation" form and obtains signatures from their research supervisor - note if there are 2 co-supervisors both must sign the form.
- When uploading the final PDF copy (as described above in Step 2 of the deposit), the student must select 'delayed release' instead of "immediate release" and select the same embargo period that is specified on the "Request for Withholding" form (6 months or 1 year). For theses and dissertations the delayed release option is under "Publishing option" of the online submission sustem; for major papers and internship papers - under "Embargo period".
- The student submits to Graduate Studies the completed and signed "Request for Withholding a Major Paper/Thesis/Dissertation" form along with the rest of the required deposit forms, as described above in Step 3 of the deposit.
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 will be posted on the web including the abstract.
The Graduate Studies office has been closed for in-person visits effective March 16th. Submission of physical copies for binding has been suspended until further notice.
For questions, contact the Graduate Studies Office.