T-Space Submission
Submitting your ETD is a quick and simple process. After your thesis supervisor has approved your thesis, follow the instructions below for submitting your ETD documents to T-Space.
General Instructions
Step by Step Instructions
- Choose a Collection
- More than one file?
- Enter Author/Title
- Enter Degree/Department
- Upload Your File(s)
- Select File Format
- File Uploaded Successfully
- Verify Submission
- Licenses
- Technical Assistance
Submission Complete: What Next?
General Instructions
Submitting your thesis to T-Space is straightforward. Here's how.
Administrative Preliminaries
You can register as a T-Space user at any time, but to submit an ETD, you must first provide the Doctoral Examinations or Master’s Office with the following:
- written confirmation (letter or email) from your supervisor (for minor corrections) or the convenor of your modifications committee (for minor modifications), that your thesis is in final form and approved
- all copyright permission letters required for your thesis
- a Library and Archives Canada Theses Non-Exclusive License signed and dated
Embargoes on Thesis Release
Publication of your thesis by the University is a requirement of your degree; it is the intention of U of T that there be no restriction on the distribution and publication of theses. Accordingly, theses will be released after each convocation, and will be freely available to the public in an online environment. However, in exceptional cases, you may wish to consider delaying thesis publication. Typical reasons for embargo include:
- currently seeking publication of part of your thesis in a journal, or publication of the thesis as a book
- content of a sensitive nature in the thesis, the publication of which might endanger the wellbeing of the author or of persons associated with the work
- a patent in process
Please discuss restriction with your supervisor and the chair of your graduate unit if you think restriction might be appropriate. If you intend to restrict the release date of your ETD, a Restrict Thesis Release Date form (PDF), dated and signed by the chair of your graduate unit, must be submitted to the SGS and another copy bound inside the front cover of the bound paper copy submitted to your graduate unit, if applicable.
Prior to Submitting Your ETD
Create a T-Space Account
You will need to create a T-Space account in order to submit your thesis. Once you have accessed T-Space, you will be directed to the UofT Weblogin page. Log into the T-Space resource by entering your UTOR ID and Password. You will be directed to the T-Space login page and asked to enter your email twice. You must use an official utoronto or graduate unit email account. At this point you will choose "Start a New Submission" and choose the appropriate collection to submit to.
File Format and Naming Convention
The main thesis file must be in PDF format to be accepted. Create a PDF of the final approved version of your thesis before you start the submission process.
You must use the following file naming convention (PDF):
lastname_firstname_middleinitial(s)_graduationyearmonth_degreedesignator_thesis.pdf
eg. Smith_Lorie_L_200711_PhD_thesis.pdf
Supplementary files should follow the same naming convention:
eg. Smith_Lorie_L_200711_PhD_datatables.exl
Stopping During the Submission Process
You can stop and save your work at any point in the submission process and resume your submission at a later date by clicking on the 'cancel/save' button at the bottom of every ETD submission page. The data you have already entered will be stored until you come back to the submission, and you will be reminded on your 'My T-Space' page that you have a submission in process. If somehow you accidentally exit from the submit process, you can always resume from your 'My T-Space' page. You can also cancel your submission at any point.
Submission Progress Bar
The Progress Bar is a set of buttons at the top of the Submit page.
As you move through the process, these ovals will change colour. Once you have started, you can also use these buttons to move back and forth within the submission process by clicking on them. You will not lose data by moving back and forth.
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Step by Step Instructions
- Log In to your My T-Space Account
- Click “Start a new submission”
Choose a Collection
Click on the arrow at the right of the drop-down box to select the Doctoral or Master’s collection for your submission.
If you are denied permission to submit or you do not see any collections in the drop down menu, contact SGS.
More than one file?
Default is a one PDF thesis file submission.
Check more than one if you intend to submit supplementary files.
An item can consist of more than one file in T-Space. The main thesis must be a single file in a PDF format. But you can add supplementary files such as references to image files (such as JPG or GIF files). Another example is a thesis that is supplemented with a video and a data file. If you are submitting more than one file for this item, click in the 'yes' box. Click 'Next'.
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Enter author/title etc.
The descriptive information on this T-Space page enables users to retrieve your thesis using search engines. By filling out these fields in the form, you are creating a metadata record for your thesis. The more thorough you are, the more 'findable' your submission will be, so please take the time to fill in as many fields as you can about each item.
Author
Your name must be exactly as you are registered and recorded on ROSI or your ETD will be rejected.
Supervisor
Enter your supervisor’s name.
Co-Supervisor
Use the “add more” button to enter your co-supervisor’s name (if applicable)
Title
Enter the full and proper title of your thesis.
Translated title – for theses written in a language other than French or English
Graduate departments in the Humanities may grant permission for a thesis to be written in a language other than French or English. If your thesis is approved to submit in a language other than French or English, you will be required to enter a translated title (in French or English) and a supplementary abstract of about 5,000 words (in English or French).
Release Date
Theses will be released four to five weeks after convocation, unless a restriction is placed on the thesis. Choose "release four to five weeks after convocation" unless you wish to restrict the publication of the thesis. If you do intend to restrict the thesis' publication, you may choose either "one year after convocation" or "two years after convocation". For more information on restricting your thesis, please see below. Release cannot be restricted without having first submitted the appropriate form to SGS. If you have any questions about placing a restriction or embargo on public access, contact SGS.
Month and Year of Convocation
Enter the month and year in which your degree will be awarded, not the year of your defense.
Type of content being submitted
Thesis is the default identifier for anyone submitting a single PDF file. For multiple file submissions, identify each type of file. To select more than one value in the list, you may have to hold down the 'ctrl' or 'shift' key.
Language
Select the principal language of the intellectual content of your item. If the default (English - Canada) is not appropriate, click on the arrow on the right of the drop down box to see a list of languages commonly used for publications, e.g., if supplementary files to your thesis submission are not text documents and language is not applicable as description, then select the N/A choice.
Click on the 'next' button to proceed, or 'cancel/save' button to stop and save or cancel your submission.
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Enter Degree/Department/etc.
Degree
Select from the drop down box, the appropriate degree for which this thesis is submitted.
Department
Select from the drop down box, the appropriate graduate unit.
UMI Subject Code
Select one subject code that most closely identifies the content or your thesis. The link to the UMI subject codes is unavailable on T-Space, so please consult the UMI list prior to submitting the thesis.
Subject/Keywords
Provide as many appropriate keywords and subject terms about your work as possible, from the general to the specific. The more words you provide, the more likely it is that users will find this item in their searches. Use one input box for each subject word or phrase. For more input boxes, click on the 'Add More' button.
You may have been advised to use terms from a specific vocabulary, taxonomy, or thesaurus. If this is the case, please select your subject words from that list.
Abstract
Cut and paste the content paragraphs of your abstract, as it appears in your thesis, into this box. The maximum length of an abstract is 350 words for Doctoral and 150 words for Master's.
Supplementary Abstract
Doctoral theses written in a language other than French or English are required to have a supplementary abstract, of up to about 5,000 words, written in French or English. If applicable, cut and paste the abstract and the supplementary abstract into this box.
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Upload your file(s)
There are two methods of entering the name of the file you wish to upload:
- Type the full path and file name into the input box and then click on the 'next' button in the lower right hand corner of the screen.
- Click on the 'browse' button and a window showing your files will appear. You can navigate through your directories and folders until you find the correct file to upload. Double-click on the file name you wish to upload, and the name will be entered into the input box.
The thesis file must be in PDF format.
You must use the following file naming convention:
lastname_firstname_middleinitial(s)_graduationyearmonth_degreedesignator_thesis.pdf
eg. Smith_Lorie_L_200711_PhD_thesis.pdf
Supplementary files should follow the same naming convention:
eg. Smith_Lorie_L_200711_PhD_datatables.exl
Note
If you are using the Netscape browser, the default file type may be set to "HTML files", so you may not see all of your files. In order to view your files, click to the right of the '*.html' in the top text box, and remove the '.html' with the backspace key, but leave the'*'. Then, click on the 'Filter' button at the bottom of the window. You will then see all of your files.
Once the correct file name is in the input box, click on the 'next' button to proceed.
File Description
If you specified at the beginning of the submit process that you had more than one file to upload for this item, you will see an input box marked 'File Description'. The information you provide here will help users to understand what information is in each file, for instance, 'thesis main file' or 'images' or 'computer program' or 'data set'. Enter file descriptions for each item, and click on the 'next' button to proceed.
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Select File Format
If the system does not automatically recognize the format of the file you have uploaded, you will be asked to select the appropriate format from the list offered.
If the format is not in the list, click on 'Format Not in List' and describe the format in the text box lower down on the page. Be sure to give the name of the application you used to create the file and the version of that application, e.g., 'Autodesk AutoCAD R20 for UNIX'.
What kinds of formats are supported by T-Space?
File Uploaded Successfully
After you have uploaded a file, check the information in the table to make sure it is correct. There are two further ways to verify that your files have been uploaded correctly.
Click on the filename. This will download the file in a new browser window, so that you can check the contents.
If you're only uploading one file, click on 'Next' when you're satisfied that the file has been uploaded correctly.
If you're uploading more than one file, click on the 'Add Another File' button (this will appear if you checked 'The item consists of more than one file' on the 'Submit: Describe Your Item' page). When you are satisfied that all files for this item have been successfully uploaded, click on the 'Next' button.
Add Another File:
This feature only appears if you are uploading an item that consists of more than one file, including HTML pages with embedded files. Remember that all aspects of your submission must comply with copyright permissions.
If you are uploading an HTML page with embedded files, upload all files or bitstreams referenced in the HTML page. After all the files are uploaded, in the column marked 'Primary Bitstream', select the bitstream or file that is the index page or the top page for the web page. This will ensure that all of your embedded files will display properly on the HTML page. Then click on the 'Next' button.
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Verify Submission
This page lets you review the information you have entered to describe the item. To correct or edit information, click on the corresponding button on the right, or use the oval buttons in the progress bar at the top of the page to move around the submission pages. When you are satisfied that the submission is in order, click on the 'Next' button to continue. Click on the 'Cancel/Save' button to stop and save your data, or to cancel your submission.
Licences
U of T Authority & Authenticity Statement
In order for T-Space to reporduce, translate and distribute your submission worldwide, your agreement to this licence is necessary. Read over the terms of the licence and the authenticity statement at the bottom: "The thesis is the approved and final version, in whole and without alteration, submitted to the School of Graduate Studies of the University of Toronto as a requirement of the degree program in which the author is registered."
You must agree to grant the licence in order for your thesis to be accepted on T-Space.
Creative Commons License
The Creative Commons offers non-exclusive licenses. With a Creative Commons license you can specify use, e.g., the right of others to copy your work, make derivative works or adaptations of your work, to distribute your work and/or make money from your work. Choosing a Creative Commons non-exclusive license means you keep your copyright but allow people to copy and distribute your work provided they give you credit. Participation in the Creative Commons licensing program is optional. The license provides further copyright protection for the author; we suggest using the most restrictive form of this license if you take this option.
Technical Assistance
Technical assistance with converting yor thesis to a PDF file is available at the Information Commons in Robarts Library, either in-person or by telephone at 416-978-4292 or by e-mail at digital.studio@utoronto.ca. In addition, computer work stations in the following University of Toronto Libraries are able to create PDF documents using the "Print to PDF" procedure in Microsoft Word:
- Robarts Library - Information Commons (130 St. George Street)
- Gerstein Science Information Centre (7 & 9 King's College Circle)
- St. Michael's College - Kelly Library (113 St. Joseph Street)
- Engineering & Computer Science Library (10 King's College Road, Room 2402)
- Earth Sciences - Noranda Library (5 Bancroft Avenue, 2nd Floor)
- Trinity College - Graham Library (6 Hoskin Avenue)
- Victoria University - Pratt Library (71 Queen's Park Crescent East)
- Victoria University - Emmanuel College Library (75 Queen's Park Crescent East, 3rd Floor)
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Submission Complete: What Next?
Congratulations! SGS will review your thesis and you will be notified once it is approved. If there is any problem with your submission, you will be notified and given instructions.
Publication and Distribution
Your thesis will be available online at T-Space and on the web approximately four to five weeks following convocation. T-Space theses will have priority in many search engines. Theses will be uploaded to the University of Toronto Library at intervals, approximately two times per year.
Proquest/UMI will create an archival quality microfilm copy of the thesis for Library & Archives Canada, and will also catalogue your thesis and publish the abstract in the ProQuest Dissertations & Theses (PQDT) database Proquest is considered an academic and not a commercial publisher. Proquest makes theses available in digital or paper format for a fee.
After a period of two years, Library & Archives Canada may also make downloadable copies of theses available at no charge (or paper copies for a fee that covers the cost of production).
Before electronic submission, this was the only way to obtain copies of theses apart from borrowing them from university libraries or contacting authors directly. You retain copyright to your thesis and may make it available on a personal website and pursue other sources of publication as well.
Continued Access to T-Space
You will be able to view your thesis on T-Space following convocation. Simply search the Doctoral or Master’s collection of the School of Graduate Studies Theses collection on T-Space.
Authorization to submit to the SGS Theses collection is withdrawn once your thesis submission is approved.
You can continue to use T-Space with access to any collections, including the Theses collection. You are also welcome to become a contributor to other T-Space communities and/or register for updates.
For general information and news about T-Space or help using your account and using the site, please contact tspace@tspace.library.utoronto.ca.
Handles
When your thesis becomes a part of the T-Space repository, it is assigned a persistent URL. This means that, unlike most URLs, this identifier will not have to be changed when the system migrates to new hardware, or when changes are made to the system. T-Space is committed to maintaining the integrity of this identifier so that you can safely use it to refer to your item when citing it in publications or other communications.
Our persistent URLs are registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers, known as "handles," for digital objects and other resources on the Internet. The Handle System is administered by the Corporation for National Research Initiatives (CNRI), which undertakes, fosters, and promotes research in the public interest.
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