Julie Hannaford j.hannaford@utoronto.ca
Lisa Fannin
doctoral@sgs.utoronto.ca
Image credit to: http://www.flickr.com/photos/jeco/3931151
General Overview of Process
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Thesis and dissertation submission must now
be made electronically
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Upload is done via T-Space
Upload will be publicly available after convocation
Central libraries no longer receive print
theses
Some campus libraries accept bound theses,
check with your graduate unit
A processing fee continues – this fee helps to
cover indexing and cataloging at Proquest &
Dissertation Abstracts International and other
administrative costs
What is T-Space?
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University of Toronto’s research repository
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Intended to showcase and preserve scholarly works
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Support for multiple file formats – now you can upload
video/audio/data sets that support your thesis
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Provides permanent URLs – no more broken links!
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Searchable via Google or other search engines (with priority
ranking) Result: more opportunities for your work to be found, read,
and cited
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Copyright is retained by the author - uploading to T-Space does not
change who owns the intellectual work
First Steps
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T-Space requires that your thesis
or dissertation be in PDF format
Use Adobe Acrobat Writer or Acrobat
Professional software/MS Word 2007
 There is support in the Information Commons at
Robarts and the Education Commons at OISE if
needed, and from the SGS masters and doctoral
offices.
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If you have accompanying material, make
sure that it is also available electronically –
scan images, prepare audio or video files,
etc.
Next Steps
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There are naming conventions that you
must follow:
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Thesis:
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Supplementary files:
Image credit to:
http://www.flickr.com/photos/atoach/3978319410
Top Ten Formatting Errors
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Not using the file naming convention
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Incorrect date in the file name – the date
must be your graduation year and month
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Incorrect year on the thesis title page and
abstract – the year must be the year of
graduation and thesis publication, not the
year in which you defended
Top Ten Formatting Problems
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There should be NO page number on the title
page
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The Abstract must be the first numbered
page and must be page ii
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The preliminary section must be numbered in
Roman numerals
Top Ten Formatting Problems
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The main body must be numbered in Arabic
numerals beginning with page 1
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Every page except the title page must be
numbered - no blank pages please!
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Appendices, if any, must be numbered
consecutively with the main body of the thesis
Next Steps
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Obtain all necessary copyright permissions
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You need copyright permission if you are using
someone else's work, your own previously published
material, or work you have co-authored with another;
this includes large direct quotes, tables, figures,
images, etc.
 Obtain permission from the copyright holder (who
may not be the author)
 The SGS website provides a sample permissions
letter:
Image credit to: http://www.flickr.com/photos/atoach/3978319410
Additional Info: Copyright
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Once you have permission, you must cite the
work appropriately
SHERPA/RoMEO and Rightslink are
helpful databases of journal copyright policies
and permissions
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Additional links:
Canadian Intellectual Property Office
 FAQs
 Canada’s Copyright Act
 U of T’s Copyright Policy
 Copyright FAQ for Instructors
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Next Steps
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Submit to SGS:
 Written
confirmation from your supervisor that
your thesis has been approved in its final form
 All copyright permissions you have obtained
 Signed and dated Library and Archive Canada
Theses Non-Exclusive License
 Proof of payment of your submission fee
 On exceptional basis: Restricted Release Form
The Library & Archives Canada License form
“Restrict Release” form (for
exceptions)
Restricted Release
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In exceptional cases, you may wish to
consider delaying thesis publication. Typical
reasons include:
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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
Patent in process
Ready to Upload!
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Login to T-Space here using your
UTORID, if you are registered in ROSI,
you should automatically be authenticated.
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Once you are logged in, click on “Start a New
Submission”
Image credit to: http://www.flickr.com/photos/zhurnaly/196310475/
Describing Your Thesis
Describing Your Thesis
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Fill in the fields to describe your thesis or
dissertation
Important: Enter your name as it appears in
ROSI
Describing Your Thesis
Describing Your Thesis
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To choose a subject code, use this site: UMI
Subject Categories
Be as descriptive as possible: the more
keywords you use the more your work can be
found by end users when searching via
Google, etc.
Upload the File
Verify the File Upload
Verify Your Description
Select a CC License (Optional)
Grant T-Space License
Now What?
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SGS will review your submission and let
you know when it has been approved
Once you have attended convocation, your
thesis will be made public
Search the collections:
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Masters theses:
https://tspace.library.utoronto.ca/handle/1807/9947
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Doctoral dissertations:
https://tspace.library.utoronto.ca/handle/1807/9945
Image credit to: http://www.flickr.com/photos/carbonnyc/143186839
For the Future…
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Be aware of copyright issues when you are
seeking publication
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Did you know that when you seek publication, the
copyright release form often signs the rights to
your work over to the publisher?
When working with publishers, you can negotiate
your copyright so that you have the right to selfarchive or otherwise distribute your work; see the
SPARC Author Addendum
Protecting your rights as an author allows you
greater flexibility with forthcoming publications
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Open Access
“Open-access (OA) literature is digital, online,
free of charge, and free of most copyright and
licensing restrictions”
(http://www.earlham.edu/~peters/fos/overview.htm)
Open access increases the availability of your
academic work to the research community
Prioritized indexing of T-Space content by Google
and other search engines improves visibility and
citation impact – more people will read your work
Granting Councils are increasingly mandating wide
dissemination of funded research outputs. CIHR and
ERIC now require institutional open access archiving
of publications; SSHRC supports open access in
principle.
Image credit to: http://www.flickr.com/photos/wakingtiger/3157622608/
Interested in Learning More?
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Check out the library’s Scholarly
Communication LibGuide, which contains
pages on:
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Copyright
Author’s Rights
Open Access
Open Data
And more…
Contacts:
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T-Space technical issues:
Gabriela.mircea@utoronto.ca
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Thesis formatting:
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Information Commons:
Amanda.Wagner@utoronto.ca