Final document submission (Deposit) with Graduate Studies office

Students are advised to plan ahead and to allow at least 10 days for completion of the 3 deposit steps outlined below.

The deposit requirements outlined on this page are applicable to the following research documents: 

  • Doctoral dissertation and Master’s thesis (all programs except M.F.A.), and Master’s creative writing project (English);
  • Master’s major paper (all programs) and Political Science Internship paper.

The "deposit" is the 3-step submission by the student of their research document and required forms to the Graduate Studies office. A research student has not completed their degree requirements until ALL three deposit steps outlined below have been completed. 

If targeting a specific completion deadline, it is the student's responsibility to ensure they have initiated the deposit by submitting their document for format checking (deposit Step #1 of 3) at least 10 days before their intended completion of all three deposit steps. Deadlines to start (Step #1) and to complete the deposit (Steps #2 and #3) for graduation, Phase I, and Phase II tuition refund purposes each term are posted on the Important Dates webpage.

For Spring 2024 the Phase I period is from May 1 to May 13 as follows:

  • May 1 – Deadline to start the Deposit (step #1 of 3: submit for format checking), for Phase I and Spring 2024 graduation - refer to the deposit step instructions outlined below. 

  • May 13 – Last day to complete the Deposit (remaining steps #2 and #3), for Phase I and Spring 2024 graduation. 

Students who complete by May 13th are expected to have applied to graduate in the Spring’2024 convocation, and will not be required to register for the Summer term 2024 in the dissertation/thesis/major paper/internship;

Students who complete after May 13th must register in the dissertation/thesis/major paper/internship for Summer term 2024 by the academic add/drop date for the term, and will not be eligible to graduate in Spring 2024 convocation. 

Steps leading to the deposit:

Deposit Step #1 of 3 (submit for format checking) is normally initiated by the student after the final oral defense has been completed; however, documents will be accepted for format review prior to the defense, to assist students who are targeting completion for Spring/Fall convocation, end-of-term completion, or for Phase I/Phase II tuition refund purposes. Documents must be formatted according to the posted format requirements.

Students must be registered in the current term if completing the defense or deposit after the Phase I period - refer to the Phase I policy and registration for students who are defending and/or depositing

The deposit will be considered 'complete' after ALL three steps outlined below have been completed by the student:

If a student is targeting a specific completion deadline, it is the student's responsibility to ensure they have initiated the deposit by submitting their document for format checking (deposit Step #1 of 3) at least 10 days before their intended completion of the next deposit steps, Steps #2 and #3.

Deadlines to Submit for Format-checking for graduation, Phase I, and Phase II tuition refund purposes are posted on the Important Dates webpage

Note that there will be only one format review, normally initiated by the student after completing the final oral defense; however, to assist students with meeting targeted deadlines, documents may be submitted for format review prior to the defense provided the document structure has been finalized and no subsequent structural changes are expected to be made to the document. 

To submit for format review (deposit step #1 of 3): 

  1. review the format checklist and ensure your document is prepared in compliance with the format requirements;
  2. email your formatted thesis document as a PDF file attachment, along with the completed format checklist, to, to be reviewed for compliance with the format requirements.

Students who complete the deposit after the posted Phase I grace period of the term must be registered for that term, as outlined in the Phase I policy and registration for students who are defending and/or depositing

Allow a minimum of three business days to receive format feedback after submitting your document. Documents are reviewed in order of submission and you will be notified by email after your document has been reviewed. 

Any formatting issues must be resolved before proceeding to the next step.

Upon obtaining both format approval from Graduate Studies and final approval by your supervisory committee after the final oral defense, upload a soft copy of your final approved document in PDF format to the online submission portal. Note within the uploaded PDF document the Approval page must remain unsigned. Proceed to the next step.

Submit the following forms via email as a PDF file attachment to

  1. one copy of the signed Approval page, with signatures of all committee members. Review guidelines for obtaining electronic signatures on the Approval page.
  2. 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.

A completed 'Request for withholding' form (if applicable) must also be submitted along with the required forms - refer to the instructions for submitting a request for withholding under "Additional Information" in the next section on this page.

The final submission (deposit) will be complete when the student has submitted ALL items outlined in the three steps above. Students who complete the deposit after the posted Phase I grace period of the term must be registered for that term, as outlined in the Phase I policy and registration for students who are defending and/or depositing

For information regarding graduation or obtaining an official letter to confirm degree completion, the Registrar's office have posted a number of graduation related instructions which can be found in the graduation articles.

For additional questions regarding your thesis deposit you may refer to the post-deposit FAQs.

Note regarding hard copy binding: No printed/hard copies are required to be submitted for the deposit. Students wishing to have bound thesis copies for personal use may refer to 'Thesis binding options' under "Additional Information" in the next section on this page.

Additional Information:

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 institutional 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 pre-approval by the Dean of Graduate Studies. The standard initial withholding period is up to 1 year, with the option of requesting an extension of the original embargo close to expiry, as specified on the "Request for withholding" form. If students believe they have reasons to request a longer initial withholding period that exceeds 1 year, they are to discuss with their thesis supervisor(s) who can submit a request to the Dean of Graduate Studies on their behalf outlining the extenuating circumstances for the request.

How to submit a request for withholding:

The request for withholding must be submitted by the student at the time of completing the deposit with Graduate Studies as follows:

  1. The student downloads a "Request for Withholding a Major Paper/Thesis/Dissertation" form, completes the form, and obtains signatures from their research advisor(s). Note if there are 2 co-advisors both must sign the form.
  2. When uploading the final PDF copy (as described above in Step 2 of the deposit), the student must select delayed release under access options for 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 system; for major papers and internship papers - under "Embargo period". 
  3. 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.

Hard-cover binding of thesis copies through the Graduate Studies office is no longer available (since March 2020). The following are some options available to students wishing to order bound copies for personal use:

  • The University Print Shop is offering document printing, along with being the liaison for hard-cover binding of major papers, theses, and dissertations through Wallaceburg Bookbinding. Please email for assistance or review the information posted on the PrintShop website.
  • Hard-cover binding via ProQuest (only available for theses and dissertations): students completing the online PDF submission of their thesis or dissertation (Step 2 of the deposit) will be offered during the submission steps to purchase (optionally) bound copies for personal use of their thesis/dissertation from ProQuest, as specified under "Instructions for uploading a thesis or dissertation" on the online submission webpage. Students who have already graduated wishing to order bound copies for personal use of their previously submitted thesis or dissertation may refer to ProQuest's options and pricing for ordering bound copies which includes discount pricing listed under "Author Prices". For questions or to place an order students should contact ProQuest directly via phone at 1-800-521-0600 or email to request a purchase link for the discounted author pricing.

For questions regarding the deposit steps contact the Graduate Studies office.