Convocation - Applying to Graduate
A candidate for graduation must contact the office of the registrar of the college which will grant the degree to signify his or her intention to graduate, and must then follow the regulations in effect at that college regarding convocation. (MA and PhD students must also follow the instructions at the bottom of this page.)
TSpace: Electronic Thesis & Dissertation (ETD) Submission
Revised Policy 2012: Submission of Electronic Theses & Dissertations (ETD) on TSpace
Guidelines on the final format of the thesis and submission are outlined in the ETD Guide below. Under the revised policy, students are no longer required to submit hardbound or unbound paper copies of the thesis/dissertation to TST and Proquest/UMI. Instead, students must now upload a PDF version of their thesis or dissertation onto TSpace. (Note: your individual college may ask for a bound copy of your thesis. Please check with your college registrar or college librarian).
What is TSpace?
What is a PDF?
PDF is Adobe Acrobat’s "Portable Document Format," a widely accepted open standard for the exchange of documents. It is independent of any application software (e.g., word processors), hardware, and computer operating systems (See "Technical Support" below).
How are files uploaded to TSpace?
Files are uploaded to TSpace by students through a self-submission process. Students upload their thesis/dissertation; provide the details of their name, program and college; and submit an abstract of their work and subject keywords. The uploaded PDF submission will then be vetted by the TST GCTS Office. Once vetted, the digital copy of the ETD in the institutional repository will be considered the "official" version of the thesis/dissertation. Each ETD will be assigned a unique internet address (or URL), thus ensuring permanent access to the digital version. ETDs will normally be released 4-5 weeks after the student has graduated.
ETDs offer students greater flexibility in the presentation of their research and some reduced preparation costs. More importantly, this ease of access benefits students through greater access to their research, and the colleges, through greater exposure of their own graduate programs.
A website, style templates and workshops have been developed to assist students with the production and submission of their electronic thesis or dissertation. Some colleges and libraries have computers equipped with Adobe Acrobat to enable conversion of the thesis from word processor formats to PDF. Although not required, students are also able to purchase a version of Acrobat through the University of Toronto's Licensed Software Office.
A computer at the Information Commons within Robarts Library has been equipped with Adobe Acrobat software and has been designated as an ETD workstation. The Help Desk at the Information Commons is available to respond to technical inquiries. Full instructions, help and templates are also available at the bottom of this page.
ETD authors retain copyright for their theses. If a thesis contains copyrighted material, students must obtain written permission from the copyright owners to include such materials in the ETD. A sample copyright letter and thesis checklist have been made available to students to assist them in negotiating rights with publishers.
Exemptions to Open Access – Restricting Thesis Release Date
TST’s expectation is that all theses/dissertations will be made available for unrestricted access via TSpace. However, in some rare cases, it may be appropriate to restrict partial or full access to the electronic version of the thesis for a defined period of time. If there are any intellectual property implications and/or sensitive data that require such restrictions, a student may apply to the TST GCTS Director for an embargo to be placed on the digital copy of the thesis (for a period of up to two years). Students are to use the TST Restrict Thesis Release Date form below.
Proquest and Library of Canada Archives
The digital thesis is eventually sent to Proquest/University Microfilms International for cataloguing in the ProQuest Dissertations & Theses (PQDT) database, and for transmission to Library and Archives Canada. As part of their TSpace submission, students will also be required to submit a Theses Non-Exclusive License form to the TST GCTS Office. The form may be found below.
Students will be required to pay a $25 fee. This fee covers the administrative costs of the TSpace review and approval process. The fee is paid directly to TST by cheque or PayPal (cash is not accepted). Read more about payment methods here.
Should you have further questions regarding this revised policy, please contact the GCTS Office or 416-978-4050.
IMPORTANT: MA & PhD Students & Convocation
All MA and PhD students at TST (including non-St. Michael's College students) should be aware that the MA and PhD are awarded by St. Michael's College. As such, all MA and PhD student must apply to St. Michael's College to graduate by completing and returning the University of St. Michael's College Faculty of Theology Graduation Application Form. This form must be returned no later than the first Friday in September. Non-St. Michael's College students must also contact their home college of their intention to graduate. This must be done well in advance of the anticipate convocation dates. Please check with your home college for specific deadlines.