Once you have read through the Office of Graduate & Postdoctoral Studies (OGPS) Thesis Completion Guide and prepared your document for submission, follow the steps below to complete the process.
IMPORTANT: Please be aware that the Thesis Approval Deadline date is the LAST DAY for a thesis/dissertation to be approved in the Atrium in order to graduate at the next Convocation. Your thesis/dissertation must be ACCEPTED into the Atrium by the Office of Graduate & Postdoctoral Studies BEFORE the Thesis Approval Deadline. For the exact date of the approval deadline, please refer to the applicable Graduate Calendar - Schedule of Dates.
NOTE: All questions regarding ETD formating requirements, submission of required forms, graduate fees, and/ or the status of your thesis/ dissertation submission to the Atrium should be directed to the Office of Graduate and Postdoctoral Studies at firstname.lastname@example.org.
1.Go to the Atrium.
2.Click the Login button, located under the orange header bar.
3.Click on the University of Guelph login link. Log in with your central login user name and password.
4.In the right menu bar under the My Account menu, select Submissions.
5.In the Submissions & workflow tasks window, select start a new submission.
6.In the Select a collection window, the drop-down list will include all collections for which you have permission to submit. You must select Theses & Dissertations - All (2011-). Click Next.
7.Describe item (Part One) - Fill in all mandatory fields and any other field that is applicable to your submission.
Authors: This field is mandatory. Enter the name of the author and click the Add button.
Title: This field is mandatory.
Other Titles: If your item has an alternative title (e.g. it has been translated into an additional language), use this field to provide the additional titles. For each additional title, click on the Add button to create a new field.
Type: From the drop-down list select Thesis.
Language: Select the written language of your thesis/dissertation from the drop-down list.
Programme: From the drop-down list select the your degree programme.
Degree: From the drop-down list select the degree that you have earned.
Department: This field is mandatory. Select the University department in which your degree was earned.
Advisor: This field is mandatory. Enter the name of your advisor. For each additional name click the Add button to open a new field of entry.
Thesis defense date: This field is mandatory. Enter the date your thesis/dissertation was successfully defended.
Date of Copyright: This field is mandatory. Enter the date that appears on the title page of the thesis/ dissertation. You may leave out the day and/ or month if they are not applicable.
Embargo lift date: If you wish to request a temporary or permanent embargo on access to your thesis, you must apply to the Office of Graduate & Postdoctoral Studies (OGPS) stating the reason for your request before beginning the submission process. If you enter an embargo at the time of submission without prior approval from OGPS, it will be removed. Refer to the OGPS Thesis Completion Guide for instructions.
Note: The buttons across the top of the form will help you to monitor you progress through the submission steps.
Note: The Save & Exit button will allow you to save your work at any time and resume at a later date.
8. Describe item (Part Two) - Fill in all mandatory fields and any other field that is applicable to your submission.
Related Publication: If you have published (e.g. journal article, conference proceeding, etc.) any portion of your thesis or dissertation work (e.g. a chapter of your thesis or dissertation), enter the full bibliographic citation information for the publication, including the digital object identifier (DOI) for the publication as part of the citation. If required, use a semi-colon (;) to separate multiple citations.
e.g. Author, A. A., Author, B. B., and Author, C. C. (Year). Title of article. Title of Periodical. Volume(Issue). Pages. https ://doi.org/xx.xxx/yyyy
Note: You may enter your citation(s) using your chosen Style (e.g. APA, MLA, ASA, Chicogo, etc).
9.Describe item (Part Three) - Fill in any mandatory fiels and all other fields that are applicable to your submission.
Subject keywords: Enter a keyword. For each additional keyword, click on the Add button to create a new field. The more descriptive the keywords are, the easier it will be for users to discover your submission.
Abstract: This field is mandatory. Copy and paste your abstract exactly as written in your thesis/dissertation into the box.
Sponsors: If you received funding, use this field to acknowledge your funders.
It is mandatory to include a file with your submission. Your thesis/dissertation must be saved in PDF format prior to uploading. The following file naming convention is mandatory for electronic thesis submissions:
NOTE: If your name is hyphenated or has accented characters, the hyphen and/ or accented character(s) should NOT be included in the file name.
(e.g. Seán Smith-Jones would be SmithJones_Sean_201204_MSc.pdf)
a. Use the Browse button to locate and select the file from your hard drive.
NOTE: Multiple files can be added to a submission (e.g. PDF documents, graphics, videos, etc). If you wish to include supplemental files in your submission, please refer to the FAQ Technical for preferred file formats. Supplemental data files may also be deposited in the University of Guelph Research Data Repositories to improve access and discovery of your data, as well as to meet any funder/publisher requirements to share/ preserve your data. For more information regarding depositing your data with the U of G Research Data Repositories, please contact email@example.com.
b. Enter a brief description of the file.
c. If you are submitting multiple files, select Upload file & add another.
d. Once all files are uploaded, click Next.
11.Use the Review submission window to review the information you have entered so far for typos and other omissions. Use the Correct one of these button to make corrections as necessary. When you are satisfied that the information is correct, click Next.
12. In the License your work step, you have the option to apply one of a number of standard licenses from Creative Commons to your work.
A Creative Commons license can be used to set the conditions under which your work can be used by others. Applying a Creative Commons license does not take away any of your rights; rather, it makes clear to users of your work what kind of reuse you permit.
The Creative Commons License Chooser can be used to guide you through selecting an appropriate license for your work.
You can also contact firstname.lastname@example.org to learn more.
NOTE: If you choose not to apply a Creative Commons license to your work, Canadian Copyright will be in effect.
a.Select an option from the License Type drop-down menu:
NOTE: By depositing your work in the Atrium without any access restrictions (e.g. read restrictions, embargoes), you are making your work Open Access. You may still apply conditions on use for your Open Access work using a Creative Commons license. You do not need to place your work in the Public Domain (e.g. CC0), waiving your rights, to make your work Open Access.
b.If you select Creative Commons, you will then need to define the type of license.
By selecting Creative Commons, you are automatically indicating that users must provide attribution (citation/ credit) if they use your work. To set additional conditions on use, answer yes or no to the questions by selecting the appropriate radio button.
13. In the Library and Archives Canada License window, you must accept the copyright conditions as outlined by the Unversity of Guelph Copyright Policy section 2.2.1 Access to Student Works.
Check the box I Grant the License.
Click Complete your submission.
Your submitted paper will be sent to and reviewed by OGPS for format compliance. You will receive notification if any changes need to be made. Once the item is approved by OGPS, the paper will be posted to the Atrium, and, if there are no embargoes, it will be publicly accessible on the web. You will receive an auto-generated message to your email account notifying you when your paper is posted.
NOTE: You will not be able to make changes or edits to your submission after it has been submitted or posted (made public) to the Atrium without first obtaining permission from OGPS.
You may check the status of your submission by logging into the Atrium and selecting Submissions located under My Account in the right hand menu bar. The Submissions & workflow tasks window will open and you will be able to track the status of your submission here.
Your accepted thesis/dissertation will be automatically mapped into your department or school’s Theses & Dissertations collection. For the automatic mapping to occur, you must select a department during the Describe item (Part 1) step of the submission process.
Automatic mapping occurs once a week, on Sunday’s at 3:00am. Depending on when your thesis/dissertation was accepted into the Atrium, please allow up to a week for it to be visible in your department or school’s collection.
Questions regarding the Atrium submission process described above or support for technical issues experienced while submitting your ETD to the Atrium, can be directed to email@example.com.