1. If I publish a paper as a graduate student at U of T, can it still be used as part of my thesis?
Yes, we do allow graduate students to include research published in a conference, book, or journal as part of their thesis; indeed, this has become standard practice in many disciplines. It is important, however, to be aware of copyright issues. When you have your research published, you usually sign some type of agreement with the publisher. You should read that agreement carefully before signing, making sure you understand and agree with the terms and conditions. If you don't, you may want to request changes to the agreement to ensure you can use the material in your thesis. The agreement should be explicit about what future rights of use you retain. If you want to include the material in a dissertation, the best way is to retain your copyright.
2. If I publish a paper as a lapsed graduate student and am currently working at another university, can I still use this publication as part of my thesis later on? Do I have to be enrolled at the time of publication?
Any thesis research or data collection must be done as a registered University of Toronto graduate degree student and not as an employee at another institution. A publication on work done while a registered student that you submit while lapsed may be included in the thesis subject to the approval of your department and SGS.
Keep in mind that as a registered graduate student you own or co-own the intellectual property that you create as part of your work for academic credit; however, if you are employed for the purpose of doing the work, the work usually belongs to your employer.
3. Does the University have any rules concerning a joint paper as part of a thesis at U of T?
Scholarship is often pursued through collaboration with other scholars and researchers so intellectual property can be jointly created and jointly owned; this is usually the case in laboratory sciences where research is often the result of group interaction. There are no clear rules concerning how much or what kind of contribution is required in a joint (co-authored) paper if it is to be part of a thesis; this should be determined in conjunction with the supervisor and/or the graduate unit.
Joint (co-authored) papers may be included as part of your thesis if intellectual property issues are worked out in advance and approval is sought from your graduate unit. In all cases of joint publication, there should be a statement in the thesis explaining the nature of the collaboration and the contribution of the thesis author. Note however, the University of Toronto does not permit joint (co-authored) theses.
4. When is my thesis ready to be submitted to the SGS?
Once your thesis is in final, defended, corrected, approved form, it is ready to submit. Be sure that your thesis, ETD meets the technical and production requirements. (See the
Formatting web page). You will find the checklist on this page helpful.
5. Do I still need to submit a paper copy?
Maybe. SGS does not require a paper copy, but your department or graduate unit may require you to provide a bound paper copy or copies. Please check with them.
6. If I need to submit a bound copy to my department, where should I go?
If you require a binding service, this is available through the
BookPOD at U of T Bookstore, 214 College Street, Information Desk, 416-640-5849. You may bring a USB key or a paper copy of your thesis. This is only an option; you may use any binding service that you prefer.
7. What are the advantages of submitting an electronic thesis?
Electronic theses have many advantages. Electronic thesis and dissertation (ETD) submissions will be online in full colour, while microfiche and digitized versions of paper theses were processed in black and white only. ETD submissions allow the author to retain the highest quality of embedded images. In addition to the principle text-based PDF thesis file, ETD submissions can also include supplementary files in a variety of formats, enriching the text-based thesis in ways not possible with a paper submission.
In addition, accessibility and ease of use are greatly improved, better achieving the goal of enriching the world with the knowledge that your work has produced. For you personally, citation rates have been found to increase dramatically, and plagiarism of your work is inhibited because it could be so readily detected.
8. What documentation is needed?
Paper copies of the following documents must be handed in to the Doctoral Examinations Office or the Master’s Office in order to be authorized to submit an ETD:
Restrict Release (attach PDF) form signed by the chair of your department is required if an embargo/restriction is to be placed on the release date of your ETD
written confirmation (email is fine) of completion of minor corrections or minor modifications specified by a doctoral final oral exam committee
9. Are there specific formatting requirements?
Yes. Please see the
Formatting web page. There is also a file naming convention that you must follow.
10. How do I create a PDF file of my thesis?
A PDF conversion tool is included in the
digital library repository. Adobe Acrobat writer or Acrobat Professional software (or other PDF writer programs) are required. University of Toronto Libraries (416-978-4357) has computers equipped for PDF conversion. Your Department may also be able to provide you access to PDF conversion software. Student versions of Adobe Acrobat software can be purchased at the Computer Shop of the U of T Bookstore. Other PDF authoring software is also available online for little or no cost.
11. What if I need help formatting my thesis?
First, see the
Formatting web page; the template may solve your problems. Colleagues are an obvious source of information, and the Doctoral Examinations Office or the Master's Office can assist you or direct you to further help. Technical support is available through the
digital library repository.
The Information Commons at Robarts Library, 416-978-4292 or
firstname.lastname@example.org, has computers equipped with all the software you need. Staff there are knowledgeable about most of the issues you may encounter.
OISE students will find the necessary equipment and software in the OISE library; staff can provide assistance. Workshops may also be planned. OISE students can inquire at the registrar's office, 416-978-1639, or the OISE library.
12. How do I submit an ETD?
13. I want to use previously published material in my thesis. What permission is needed?
14. When will my ETD be available online?
ETD submissions are available on the ProQuest website approximately five to six weeks following your convocation, and at T-Space a few weeks after that. Your thesis will be part of the T-Space collection at the library and part of the National Library of Canada's collection.
15. What if I notice mistakes and/or changes that need to be made after submitting my ETD?
Contact the Doctoral Examinations Office or the Master's Office, respectively, for a doctoral or master’s thesis issue. A correction or change can only be made with the authorization of SGS prior to the release of your thesis after convocation, and it may require the written approval of your supervisor. Your ETD must be the approved, final version of your thesis. You will not be able to make a change to your thesis once the thesis has been released after convocation.
1. How do I register?
You are considered registered as soon as you have paid tuition and incidental fees or have requested to register without payment (i.e., fee deferral). For information on registering without payment (i.e. tuition fee deferral), visit the
Graduate Fees web page.
2. I have a student loan or major scholarship (NSERC, SSHRC, OGS, etc.) and I plan to use this to pay my fees. How do I register before I receive my award or loan?
You may request to register without payment (i.e. make a tuition fee deferral) through the
Student Web Service (ROSI/ACORN) if you have no outstanding fees from a previous session and are the recipient of one of the following which exceeds the Minimum Payment to Register amount on your Student Web Service (ROSI/ACORN) invoice:
Other provincial government loan
US government loan
University funding package (major award, research stipend or teaching stipend)
Register Without Payment (Fee Deferral) form must be used if you are receiving a major award, research stipend or teaching assistantship that is not part of a funding package or if you are registering after the deadline. If you are receiving a major award, research stipend or teaching assistantship that is not part of a funding package, the form is submitted to your graduate unit.
If you register after the final date to register without financial penalty, you are required to pay a late registration fee of $44.00. Please complete the online late registration form and online payment here. Once completed, SGS will change your ACORN/ROSI status to "invited", which will allow you to register.
*When you request to register without payment, your fees are still considered outstanding and owing to the School of Graduate Studies. Please review related service charges and other info on the
Student Accounts website.
3. How do I register if I have an admission condition?
You must bring the necessary documentation to clear admission conditions to your graduate unit. Once the condition(s) is cleared, you may view your Fees Invoice using the
Student Web Service (ROSI/ACORN). Once you have paid your fees, bring proof of payment to your graduate unit and then proceed with enrolment, etc.
4. I applied to two programs and was accepted. I see two fees invoices on the
Student Web Service (ROSI/ACORN). What do I do now?
You must cancel the invited registration for the program in which you do not intend to register. You may do this through the Student Web Service (ROSI/ACORN) or by contacting the School of Graduate Studies or the graduate unit in which you do not intend to register. It is important that you do this, otherwise fee charges will remain on your account for all programs to which you were accepted.
5. What is the deadline to pay fees?
Please see the sessional registration deadline indicated in the SGS Sessional dates. A late registration fee of $44.00 will be charged when students register after the sessional registration deadline (payable at SGS). You will be required to show proof of payment and register at SGS if you register after the sessional registration deadline. Enrolment in and access to courses via the Student Web Service (ROSI/ACORN) will be cancelled for those who fail to register by the registration deadline. You may also lose credit for full-time attendance for income tax purposes by Revenue Canada (T2202A).
6. What is the minimum fee I have to pay by the registration deadline?
The minimum required payment (MRP), as well as the due date, is indicated on the fees invoice. The MRP is:
- Fall session: Arrears + 100% of Fall (September to December) tuition fees
- Winter session: Arrears + 100% of Winter (January to April) tuition fees
- Summer session: Arrears + 50% of Summer (May to August) tuition fees
If you are an international student, you must pay your University of Toronto Health Insurance Plan (UHIP) fees (indicated as an item on your fees invoice) before registering, even if you have requested to register without payment.*
*When you request to register without payment, your fees are still considered outstanding and owing to the School of Graduate Studies. Please review related service charges and other information on the
Student Accounts website.
7. I recently became a landed immigrant in Canada. How do I change my immigration status and claim exemption from international fees?
You are eligible for the domestic tuition rate if you are claiming Status in Canada exemption. For more information on eligibility for international fee exemptions, please consult the
Student Accounts website.
A change of status is not retroactive to any previous session.
Bring original documents to substantiate the claim to SGS by the following deadlines:
November 1 for reassessment for the complete Fall and Winter session.
February 1 for the reassessment for the Winter session only.
June 30 for reassessment for the complete Summer session. This only applies to students that have tuition fees charged for the Summer session.
Students who are assessed annual fees will have to claim Status in Canada exemption in the session that they are charged their annual fees.
Note that upon graduation, all students in master's programs will be charged at least the minimum degree fee associated with their program. The minimum degree fee differs depending on your immigration status in Canada during the length of your program (i.e., the time that a full-time student is expected to complete the program). If your immigration status changes from international to domestic after you have completed the program length, your minimum degree fee will be based on your international status.
8. How do I get my student card?
Government-issued photo ID and your offer of admission letter are required to obtain your TCard. Email service, wireless network, and access to the
Learning Portal will be available upon receipt of your TCard and authentication of your UTORid. You can obtain your TCard from the following locations (visit the
TCard website for details):
St. George campus: First floor of the Koffler Student Services Centre, 214 College Street
Mississauga campus: Information & Instructional Technology Services help desk
Room 3133, Communication, Culture and Technology (CCT)building
Scarborough campus: University of Toronto Scarborough Library
1265 Military Trail
Proof of legal status is required in order to receive a TCard. Your legal status will also determine your fees. Students whose legal status documentation does not match their status in the University's records system will not be issued a TCard and will instead be directed to SGS.
9. How do I create a UTOR email address?
To create a UTOR email address, please follow the
www.utorid.utoronto.ca. You will need your TCard to active your UTOR email address. It is important to activate your UTORid to receive communications from U of T, SGS, and the Graduate Awards Office. Only University-issued email accounts will be accepted by the Student Web Service (ROSI/ACORN). Also, you must activate your UTORID to access the University's student portal.
10. How do I get my OSAP money?
After you have submitted your OSAP application and provided OSAP signature pages and supporting documentation to
Enrolment Services (173 St. George Street), you will need to take your personalized Master Student Financial Assistance Agreement (MSFAA) along your Social Insurance Number Card, valid photo identification issued by the federal or provincial government and your banking information (voided cheque) to a Canada Post outlet to be forwarded to the National Student Loans Service Centre (NSLSC).
U of T will confirm your registration through an electronic process for eligible students who have completed their MSFAA. You are considered registered as soon as you have paid tuition and incidental fees or have requested to register without payment (i.e. fee deferral). For information on registering without payment (i.e., fee deferral), visit the
Graduate Fees section of this website.
See further information.
11. I am having a financial emergency. What are my options?
You should speak with staff in your graduate unit or the SGS Financial Advisor. To book an appointment with the SGS Financial Advisor, please email email@example.com, or visit the office at the address listed below.
If you have encountered an unanticipated serious financial emergency, you may be eligible for an SGS Emergency Grant. Visit the SGS the
SGS website for more information.
12. What financial support options are available to PhD students who are no longer receiving a cohort funding package?
If you are in the fifth or sixth year of your doctoral program, you are eligible for a Doctoral Completion Award.
Contact your graduate unit or visit the
Graduate Awards section of this website for more information.
Furthermore, you may wish to book an appointment with the SGS Financial Advisor, who may be able to direct you to additional resources; to do so, please email firstname.lastname@example.org, or visit the office at the address listed below.
13. Why is it important for me to keep my Mailing Address and Permanent Address up-to-date on the Student Web Service (ROSI/ACORN)?
Each type of address is used differently at the University of Toronto and both should always be accurate. The Graduate Awards Office uses the Mailing Address when sending out award letters and processing award payments. Whether a student has direct deposit or receives award cheques in the mail, the Student Web Service (ROSI/ACORN) will NOT process a student's award instalment unless the student's mailing address is active.
14. What do I do if I miss a test or exam because I am ill?
If you miss a test or final examination for unforeseen reasons, notify the graduate office within 24 hours of the scheduled test/examination. If the office is not notified within this time frame, you may receive a grade of zero for that test/examination. A final examination may be deferred for the following reasons:
documented medical grounds;
documented compassionate grounds. Please use the
University of Toronto Student Medical Certificate if you are submitting missed exam reports based on medical grounds. If you write a scheduled examination, you will not be allowed to ask for an alternative assessment or special consideration in marking after the fact.
15. What do I do if I become ill during an examination?
If you become ill at an examination, you must notify the instructor immediately. You cannot do this at the end of the examination or just before the examination ends. Seek medical attention immediately. You may then request through your graduate office for another opportunity to write the examination and provide the
University of Toronto Student Medical Certificate to support your request. Having once abandoned an examination, keep in mind that consideration may not be given again for the same circumstances.
16. My course is non-standard. What are the add/drop dates?
If your course is not a standard 12- or 13-week academic activity, please check add/drop dates with your graduate administrator. Graduate units may establish their own add/drop dates which vary from the SGS sessional dates.