Electronic Thesis Submission

Final Submission

Thesis Completion

Following a successful oral exam (including confirmed approval of any specified revisions or major revisions), submission by the student of the final approved thesis/dissertation is a requirement for graduation and convocation.

The thesis or dissertation is submitted electronically using York University’s Electronic Thesis and Dissertation (ETD) platform. The Graduate Milestones and Progression Coordinator in the Office of the Dean, Graduate Studies, will check that the thesis/dissertation meets the Faculty’s organizational and technical requirements, and has the right to refuse any unacceptable document until it is submitted in acceptable form.

Once the submission is approved and all requirements for graduation are met, the thesis/ dissertation will be transferred to YorkSpace, York University's institutional repository of research outputs, where it will be accessible to Library and Archives Canada as well as major search engines and other repositories.

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ETD Submission Deadlines

The degree completion date is NOT based on the date of the oral examination; it is based on the date of submission to the Electronic Thesis & Dissertation Tool (ETD) to the Office of the Dean, Graduate Studies. Students are responsible for active registration and all tuition fees until the final copy is submitted to and approved by the Office of the Dean, Graduate Studies.

Submission deadlines with respect to convocation can be found under Important Dates.

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Submission Procedures and Required Forms/Documents

An ETD record will be created for each student by the Graduate Milestones and Progression Coordinator in the Office of the Dean, Faculty of Graduate Studies once all of the following have been received:

  • Oral Examination Report (passed)
  • Revisions Approved Memorandum, if applicable
  • Library and Archives Canada Theses Non-Exclusive License form, signed and dated
  • Copies of copyright permissions (if applicable)

Once an ETD record is opened, the student will receive an email with instructions on how to log in and complete their submission. Students should ensure that they have followed the organization and technical requirements for theses/dissertations prior to making a submission to the Office of the Dean, Graduate Studies through the ETD platform. If, after reading the Organization & Technical Requirements section of this handbook, students have any questions concerning formatting and preparation, they should direct these questions to the Graduate Milestones and Progression Coordinator. Instructions for the use of the ETD platform are available at Electronic Thesis and Dissertation (ETD).

By signing the Library and Archives Canada (LAC) Theses Non-Exclusive License form, the student authorizes LAC to reproduce, publish, archive, preserve, conserve, communicate to the public, loan, distribute and sell the thesis/dissertation for commercial or non-commercial purposes. Further information about the Non-Exclusive License and the Library & Archives Canada thesis program is available on the Library and Archives Canada website.

The student must also accept the terms of the York University Copyright License as part of the electronic submission of their thesis/dissertation using the Electronic Thesis and Dissertation (ETD) application.

If required, students should provide copies of any needed copyright permissions prior to the final thesis/dissertation submission. Students should also retain copies of all copyright permission requests and approvals.

For information on how to submit your Thesis/Dissertation on the ETD, please visit the “How to Submit" section. For information on the technical and organizational requirements needed for your thesis/dissertation upload to the ETD, please visit the “Technical and Organizational Requirements” section.

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Requests for Delay of Publication/Embargo

As a publicly funded institution, York University has an obligation to ensure that research produced by its graduate students is available for the benefit of the public, particularly by making successfully defended theses and dissertations available through York University Libraries and Library and Archives Canada. With that in mind, there is normally no restriction on the publication of and access to successfully defended theses and dissertations. However, in some exceptional instances it may be detrimental to the author or sponsor of the thesis/dissertation research to have the thesis/dissertation publicly available immediately following a successful defense. Valid reasons to delay publication/restrict access to a successfully defended thesis/dissertation may include:

  • approved intellectual property contract between a research sponsor and the University that specifies a period of confidentiality;
  • that public distribution of the thesis/dissertation would invalidate a patent application;
  • that public distribution of the thesis/dissertation would invalidate a publication contract; and,
  • that public distribution of the thesis/dissertation would pose a risk to the personal safety of the author.

Prior to submission of the final version of their thesis/dissertation to the Graduate Milestones and Progression Coordinator, students may request to delay (or to extend a previously approved delay) publication of/restrict access to their thesis/dissertation for a maximum of three years. Requests for embargo must be made to the Office of the Dean, Faculty of Graduate Studies, through an online request form prior to your thesis/dissertation being accepted on the ETD. Requests will only be considered with the recommendation of the student’s supervisor and graduate program director. If approved, the body of the thesis/dissertation will be withheld from York University Libraries and Library and Archives Canada for the approved period. At the end of the approved period, the body of the thesis/dissertation will be released to York University Libraries and Library and Archives Canada via YorkSpace. To submit a request for an embargo/delay of publication, including extension requests, please do so using the online application form. Your request will be reviewed by the Faculty of Graduate Studies and a decision will be communicated to you by email. For more information on Delay of Publication/Embargo Processes, please contact the Graduate Record & Enrolment Coordinator for your Faculty:

  • Nadia D'Angelo (gradtd1@yorku.ca) for
    • AMPD
    • Faculty of Education
    • Glendon
    • Faculty of Liberal Arts & Professional Studies (all except Professional Programs)
  • Yuwn Forrester (gradtd2@yorku.ca)
    • Faculty of Environmental and Urban Change
    • Faculty of Health
    • Faculty of Liberal Arts & Professional Studies (Professional Programs only)
    • Lassonde School of Engineering
    • Osgoode Hall Law School
    • Schulich School of Business
    • Faculty of Science

Binding/Hard Copy of Thesis for Personal Use

Students who wish to have personal copies of the thesis/dissertation bound must make their own arrangements.

Getting Bound Copies

Students who wish to have personal copies of their thesis/dissertation bound must make their own arrangements. Some options include:

Please note that you may be required to make minor formatting adjustments to your document to prepare it for binding. For example, many binders will require that the top and left margins are at least 1.5 inches.

Reimbursement of Production Costs

Graduate students who are members of CUPE 3903 (Unit 1) may submit reimbursement requests for thesis, dissertation or MRP production costs to the Office of the Dean, Faculty of Graduate Studies, using the Reimbursement of Thesis/Dissertation Production Costs Form (.pdf).

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