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Frequently Asked Questions

 

Electronic Theses & Dissertations

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 section). You will find the checklists helpful:

Electronic Thesis and Dissertation Submission Checklist -Masters (PDF)

Electronic Thesis and Dissertation Submission Checklist -PhD (PDF)

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.    Do I still have to pay the SGS "binding" fee?

Yes. What used to be called the ‘binding fee’ is in fact the processing fee: A partial payment toward the cost of creating a microfiche copy, listing a citation and other admintrative costs. It must be paid at the Payment Office at the School of Graduate Studies using ONLY debit, creditcard (MASTER CARD, VISA) or by cheque or moneyorder payable to "University of Toronto".

7.    What are the advantages of submitting an electronic thesis?

Electronic theses have many advantages. 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 PhD Exams Office or the Master’s Office in order to be authorized to submit an ETD:

a. the Library and Archives Canada Theses Non-Exclusive License
b. copyright permission letters as required
c. Restrict Release 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
d. proof of payment of the thesis processing fee
e. 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 Formatting. There is also a file naming convention that you must follow.

10.    How do I create a PDF file of my thesis?

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 section - the template may solve your problems. Colleagues are an obvious source of information, and the Ph.D. Exams Office or the Master's Office can assist you or direct you to further help.

The Information Commons at Robarts Library (416-978-4357)has computers equipped with all the software you will need and 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, and staff available to provide assistance. Workshops may also be planned. Please inquire at the registrar’s office (416-978-1639) or the OISE library if you are an OISE student.

12.    How do I submit an ETD?

Follow the General Instructions on the ETD website.

13.    I want to use previously published material in my thesis. What permission is needed?

Please see the Copyright section on the ETD website.

14.    When will my ETD be available online?

ETD submissions are available via T-Space and on the web approximately two weeks following your Convocation.

15.    What if I notice mistakes and/or changes that need to be made after submitting my ETD?

Contact the PhD Exams Office or the Master's Office respectively, for a Doctoral or Master’s thesis problem. A correction or change can only be made with the authorization of the SGS, and may require the written approval of your supervisor. Your ETD must be the approved, final version of your thesis.

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Fees

1. How do I register for Direct Deposit?

Step 1

After you login to the Student Web Service, select Personal Information.

Step 2

Once in Personal Information select Direct Deposit and follow the instructions.

Please note that you must be registered to set up direct deposit on the Student Web Service.
Students must register by either paying or requesting to register without payment (deferring fees)* no later than August 27th. In addition to activating direct deposit, your mailing address on the Student Web Service must be accurate and active in order to receive payments. Faculty of Arts & Science and Medicine students with inquiries about U of T Fellowships must contact their graduate units.

*When you defer your fees, they are still considered outstanding and owing to the School of Graduate Studies.  Please review related service charges and other info on the Student Accounts webpage.

2. Why were fees deducted from my award when I 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 info on the Student Accounts webpage.

3. I'm in the guaranteed funding cohort - can you tell me what my financial package is going to be this year?

That we cannot do, as the funding packages are decided and controlled at the departmental level. Please consult your graduate unit - they should provide you with a written letter detailing your funding package at the start of each academic year.

4. Fee Invoices

Please note that the University of Toronto does not mail fee invoices to students.

You are informed of fees payable by way of the Student Web Service (SWS) at www.rosi.utoronto.ca. Simply view your account in invoice format on the SWS, which lists every transaction posted to your account. All students are expected to view their account on the SWS to monitor all account activity. Tuition is updated in real time and always reflects the most current situation.

Ensure that you notify all graduate units of your decision to accept/decline their offers of admission. Otherwise you will be invoiced for all programs to which you have been admitted.

5. I have received transfer credit; will my tuition be reduced?

There is no financial credit awarded for transfer credit (only academic credit). In other words, a student transferring a credit from any other institution or U of T program is still required to pay the minimum total program fee.

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Graduate Awards

1. Why were fees deducted from my award when I completed a Request to Register without Payment form?

Your January and May award instalments are posted to your fees account and automatically put towards tuition and/or any outstanding charges. When you request to register without payment, you are eligible to register without paying the Minimum Payment to Register amount on your SWS/ROSI invoice, but your fees are still considered outstanding and owing to the School of Graduate Studies.  Please review related service charges and other info on the Fees webpage.

2. I'm in the guaranteed funding cohort - can you tell me what my financial package is going to be this year?

Funding packages are decided and controlled at the departmental level. Please consult your home department as they should provide you with a written letter detailing your funding package at the start of each academic year.

3. Why is it important for me to keep my Mailing Address, my Permanent Address, and UTOR email address up to date on ROSI?

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” and utoronto email address when sending out award notifications and processing award payments. Whether a student has direct deposit or receives award cheques in the mail, ROSI will NOT process a student’s award instalment unless the student’s ROSI “Mailing Address” is active.

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GPS

1. Why should I participate in GPS?

GPS will provide you with skills beyond those conventionally learned within your disciplinary program.  GPS will help you develop other skills critical to success in the wide range of careers that you may enter, and help you adjust to the changing requirements of a career in academe.  GPS will equip you to communicate effectively, plan and manage your time,  be entrepreneurial, understand and apply ethical practices, and work effectively in teams and become leaders.

2. Who can participate in GPS?

GPS is designed for doctoral-stream graduate students (MA, MASc, MSc, PhD).

3. Is there a fee for participating in GPS? 

While there is no fee for registering in the GPS Program, some of the individual GPS Offerings have a small charge.  For complete details, visit the GPS Portal Community.

4. I completed a GPS Offering prior to registering for the program.  Can I claim GPS Credits “retroactively”?

Students who completed GPS offerings prior to May, 2009 may apply for retroactive credit, provided (1) the offering has not changed in any substantial way, (2) the program partner can confirm that the student has completed the offering.  Retroactive credit will only be approved if the offering was completed in the context of a student’s current program of study.

5. I went to a workshop that seems relevant, but wasn’t listed as a GPS Offering.  Can this be counted toward GPS Completion?

A workshop cannot be counted toward GPS Completion unless it is listed in the GPS Portal Community.  If you have suggestions for workshops that should be included in GPS, please submit them to gps@sgs.utoronto.ca.

6. How do I apply for GPS Completion?

Apply for GPS Completion by downloading and submitting the appropriate form from the "Completing GPS" section of the GPS Portal Community.

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Grad Room

1. What is the Grad Room Lounge?

The Grad Room Lounge is a bright, naturally lit, accessible environment with comfortable chairs, wireless internet access and space to meet, relax or study. In addition, Grad Room Student Staff Assistants are available to help you with your questions about graduate student resources at the University of Toronto.

2. What is the Grad Room Multi-Purpose Space?

The space is designed to host a range of academic, social, and professional programming for graduate students and is fully equipped with audio-visual equipment.

The Multi-Purpose Space is located on the lower-level of the Grad Room, seating approximately 30 people in boardroom style or 40 in lecture style. This space can accommodate more people in a reception-style event.

When available, the Multi-Purpose Space can be accessed for quiet study.
 
3. Who can use the Grad Room?

The Grad Room is designed to serve members of the graduate community at the University of Toronto.

4. Do I have to show my student card?

Visitors are expected to be members of the graduate community but we do not require identification to be shown for use of the Lounge space. Students wishing to book the Multi-Purpose Space for study must present their student card to the Grad Room Student Staff Assistant.
 
5. What programs are offered at the Grad Room?

A range of graduate student academic, social and professional programming is offered at the Grad Room. Visit the Calendar for a list of upcoming activities. New events are always being added, so be sure to visit the Calendar at least once a week.

6. What are the Grad Room operating hours?

The Grad Room is open Monday to Friday, from 7 a.m. to 8:30 p.m., and from 9 a.m. to 7 p.m. on weekends when the University is open.

7. Where is the Grad Room located?

The Grad Room is located at 66 Harbord Street at the corner of Spadina and Harbord, just across from the Athletic Centre.
 
8. Is there a fee to use the Grad Room?

There is no fee for graduate students to use the lounge or attend events hosted in the Multi-Purpose Space from Monday to Friday, 10:00a.m. to 6:00p.m. For eligible groups booking the Multi-Purpose Space outside of those hours, a fee may be applied. Please visit Booking Space for more details.

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Registration

1. How do I register?

You are considered registered as soon as you have paid tuition and incidental fees. You are informed of fees payable by way of the Student Web Service (SWS) at www.rosi.utoronto.ca. Fee payment will be accepted at most Canadian financial institutions. You may pay at a bank machine or at a teller. Please keep the receipt section stamped by the teller or the bank machine transaction slip as proof of payment. You may also pay using telephone or online banking. Contact your financial institution and provide them with your account number. Your account number is printed in a box located on the top right-hand corner of your fees invoice and is also displayed on the invoice format of your account on the Student Web Service. Please keep your confirmation number as proof of payment. See the Student Accounts website for details: www.fees.utoronto.ca.

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?

For students holding major awards, a TA/RA appointment or a guaranteed funding package that covers the minimum fee payment, you may request to register without payment (defer your fees). This can be done at your graduate unit by filling out the Request to Register without Payment form before the registration deadline.

Students who are receiving OSAP or other provincial loans can request to register without payment (defer fees)* through the Student Web Service.  Do not complete the Request to Register without Payment form.  For students in Biotechnology, Management, OISE/UT, Information, Dentistry and Social Work, fees for OSAP recipients may be deferred directly at the graduate unit.

*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 webpage.

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. 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. 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 by using the Student Web Service 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?

You must pay fees by August 26, 2011 to ensure that your payment will be processed by September 16, 2011. After September 16th (or January 13, 2012 for students registering in the second session only), a late registration fee of $44.00 plus $5.00 per additional day to a maximum of $94.00 will be charged. You will be required to show proof of payment and register at SGS. Enrolment in and access to courses via the Student Web Service 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 payment, as well as the due date, is indicated on the fees invoice. The minimum fee usually represents 65% of the total invoice amount. Please note that for international students, 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 info on the Student Accounts webpage.

7. I recently became a landed immigrant in Canada. How do I change my immigration status and claim exemption from international fees?

You must report your status change and present original documents to substantiate the claim to SGS Student Services on the main floor of 63 St.George Street. You may be eligible for international exempt status prior to receiving your permanent resident card/paper. Please note that retroactive charges are not permitted. Deadlines to change immigration status or claim exemption from international student fees are November 2nd for the complete fall and winter sessions, February 1st for the winter session only, and June 30th for the complete summer session.  Please also review further information on this on the Student Accounts webpage.

8. How do I get my student card?

All new students are required to have a photo-ID card (TCard) which serves as a student card and a library card. You will use this card throughout your graduate program. You may get your TCard at Robarts Library, Room 2054, 130 St. George Street (the UTM TCard Office is located in the South Building; the UTSC TCard Office is located in the UTSC library). The TCard Office requires that you show two pieces of identification – a piece of photo-ID and a document indicating your student name and number (e.g., Offer of Admission letter).

9. How do I create a UTOR email address?

To create a UTOR email address, please follow the instructions at www.utorid.utoronto.ca. You will need your TCard to active your UTOR email address. It is imperative that you have a UTOR email address and record it on the Student Web Service, as the University may use electronic mail to deliver official correspondence to students. Only University-issued email accounts will be accepted by the Student Web Service. Also, you must activate your UTORID to access the University's student portal.

10. Where and when do I pick up my OSAP document?

OSAP documents are available for pick-up starting September 7th at the SGS Student Services reception counter, Room 102, 63 St. George Street. Please present your TCard and have your SIN card available. Please note that students who have applied late for OSAP should consult the OSAP website for approximate pick-up times.

For students in Biotechnology, Management, Social Work, Information, Dentistry and OISE/UT, all OSAP documents and forms are available at your graduate unit starting September 7th.

For more information on registration and fees, please contact your graduate unit or the Student Services Office at the School of Graduate Studies at 416-978-6614 or graduate.information@utoronto.ca.

11. I am having a financial emergency. What are my options?

You should speak with staff in your graduate unit or the School of Graduate Studies Financial Counsellor. To book an appointment with the SGS Financial Counsellor, please call the Graduate Awards Office at 416-946-0808, 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. Application forms are available online as well as at the SGS Graduate Awards Office, Room 202, 63 St. George Street.

12. What financial support options are available to PhD students who are no longer receiving a guaranteed funding package?

If you are in the fifth or sixth year of your doctoral program, you are eligible for a Doctoral Thesis Completion Grant. For detailed information and to download the application form, click here.

Furthermore, you may wish to book an appointment with the SGS Financial Counsellor, who may be able to direct you to additional resources; to do so, please call the Graduate Awards Office at 416-946-0808, or visit the SGS Graduate Awards Office, Room 202, 63 St. George Street.

13. Why is it important for me to keep my Mailing Address and my Permanent Address up-to-date on the Student Web Service?

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 will NOT process a student’s award instalment unless the student’s mailing address is active.

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Student Record

1. I’ve legally changed my name; how do I update my U of T student record?

To change your name (this includes middle names), you must complete the University of Toronto Name Change Form and bring an original legal name change document (e.g. court document specifying change of name; birth certificate, marriage certificate, divorce certificate or passport may be required depending on the nature of the name change) in-person to SGS Student Services at 63 St. George.
 
2. I do not want to legally change my name; how do I update my U of T student record?

If you would like to have your name and/or gender changed on your student record at the University of Toronto but do not wish to legally change your name, some exceptions may be permitted with supporting documentation. Please submit your request to the Director, Student Services.

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Supervision

1. How do I find a supervisor?

Your graduate unit will advise and assist you. Some graduate units assign a supervisor – but with doctoral program the responsibility, generally rests with the student. The Graduate Supervision Guidelines handbook discusses strategies students might use when beginning to look for a supervisor.
 
2. Do master’s students need a supervisor?

Some do. Master’s program supervisors may be assigned at the time of admission. Practice varies across disciplines. Ask your graduate administrator.

3. Is there a deadline for finding a supervisor?

University regulations require all doctoral students to have a supervisor and supervisory committee in place not later than the end of the second year of their program and to meet at least once a year there after. Some graduate units have even earlier deadlines. Talk to your graduate administrator.

4. Can I change supervisors?

Yes, of course. But changing supervisors, and research focus, can set back progress in your degree program. Graduate departments have procedures in place if a dispute or concern arises between a graduate student and supervisor. Conflict resolution is also addressed in the Graduate Supervision Guidelines handbook .

5. Do I need to speak with my supervisor about course selection?

Normally you would discuss course selection with your supervisor, as you would discuss your research interests, a research plan, timelines and so forth. Once you confirm acceptance of an offer of admission, your graduate unit follows up with appropriate direction/advice on supervision and course selection.

6. How often do I meet with my supervisor?

You and your supervisor should have shared expectations about how often to meet. You will prepare a research plan and timetable in consultation with your supervisor and report on your progress and results. Doctoral students will spend several significant years, working with their supervisor.

7. Who owns intellectual property developed through my research?

SGS has intellectual property guidelines on its website. Establish clear shared expectations with your supervisor. Discuss questions such as: who owns what, order of authorship on publications, co-authorship, potential patent agreements, etc.

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