Atrium ETD submission guide

Please review the Office of Graduate & Postdoctoral Studies’ (OGPS) Thesis Completion Guide prior to beginning the submission process. 

Using the Atrium online submission form

1. Go to the login page for the Atrium.  

2. Click the University of Guelph login link. Log in with your central login username and password.  

3. In the right menu bar under the My Account menu, select Submissions. 

4. In the Submissions & workflow tasks window, select start a new submission. 

5. 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. 

6. Use the online submission form to describe, upload file(s), add an end-use license, and submit your thesis/dissertation for review and inclusion in the Atrium. The buttons across the top of the submission form will help you to navigate between steps, as well as monitor your progress through the submission steps. The Save & Exit button will allow you to save your work at any time and resume later. 

7. Describe item (Part One) - Fill in all mandatory fields (*) and any other field that is applicable to your submission. Once you have completed all relevant fields, click Next. 

  • Author*: Enter the name of the author as listed on the title page of the thesis/dissertation. Please enter only your own name as the author of the thesis/dissertation. 
  • Title*: Enter the full name by which this thesis/dissertation should be known and cited. 
  • Other Titles: Use this to indicate any alternative titles for the thesis/dissertation, such as a translated title. 
  • Language: Select the language of the content of your thesis/dissertation from the drop-down list. 
  • Programme: Select your program from the drop-down list. 
  • Degree: Select the degree that you have earned from the drop-down list. 
  • Department: Select your home department from the drop-down list. Please note that upon acceptance into the Atrium, your thesis will be automatically mapped into your home department’s Theses & Dissertations collection. If you do not enter your home department, your thesis will not be mapped. 
  • Advisor*: Enter the name of your advisor. If you have multiple advisors, click the ‘Add’ button to create additional advisor name input boxes. 
  • Thesis defense date*: Enter the date (Year, Month, Day) that you successfully defended your thesis/dissertation. 
  • Date of copyright*: Enter the date (Year, Month) that appears on the title page of your thesis/dissertation. This date should be the year and month in which you are submitting your thesis/dissertation to the Atrium. 
  • Embargo lift date: If you wish to request a temporary or permanent embargo on access to your thesis/dissertation, you must first 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 Submission Checklist for information about requesting an embargo. 

8. Describe item (Part Two). Fill in all mandatory fields (*) and any other field that is applicable to your submission. Once you have completed all relevant fields, click Next. 

  • Related Publication: If you have published any portion of your thesis/dissertation work (e.g., journal article, conference proceeding, etc.), enter the full citation information for the publication in your preferred citation style. Where applicable, include the digital object identifier (DOI). 

9. Describe item (Part Three). Fill in all mandatory fields (*) and any other field that is applicable to your submission. Once you have completed all relevant fields, click Next. 

  • Subject keywords: Enter at least three to five keywords or phrases about your thesis/dissertation. The more descriptive the keywords/phrases are, the easier it will be for users to discover your item. Capitalize terms only when necessary. Use one input box per keyword or phrase. For additional input boxes, click the ‘Add’ button. 
  • Abstract*: Enter the abstract for your thesis/dissertation. You may copy and paste directly from your document. 
  • Sponsors: If your thesis/dissertation is a product of funded research, use this field to list the funder(s). Please enter the full name of the funder (e.g., Natural Sciences and Engineering Research Council of Canada, Ontario Agri-Food Innovation Alliance, etc.). Separate multiple funder names using a semicolon (;). 

10. Upload file. Your thesis/dissertation must be saved in PDF/A format prior to uploading. The file name should contain only alphanumeric characters and underscores and should not include any spaces, hyphens, or accented characters. The following file naming convention is mandatory for thesis submissions: familyname_firstname_finalsubmissionyearmonth_degree.pdf 

e.g., the file name for a Master of Science thesis authored by Seán O’Leary-Jones in May 2022 would be:  OLearyJones_Sean_202205_MSc.pdf 

Click on the Browse button to select the file you want to upload. To upload multiple files, click on the ‘Upload file & add another’ button to add each additional file. Once all files are uploaded, click Next. 

Note: If you wish to include supplemental files (e.g., images, audio, videos, etc.) with your thesis submission, it is recommended files are uploaded in non-proprietary, stable, and widely supported formats. Please contact us if you have questions about appropriate file formats for your supplemental files. Supplemental data files should be deposited in the University of Guelph Research Data Repositories to improve access and discovery of your data. For more information regarding depositing your data in the U of G Research Data Repositories, please contact us

11. Review Submission. Review the information you have entered for accuracy and completeness. Use the ‘Correct one of these’ button to make changes as necessary. When you are satisfied that the information is correct, click Next. 

12. License your work. A Creative Commons license can be applied to a work to specify to others how they may use the work provided they give proper credit. To license a work, you must be the copyright holder or have authorization from the copyright holder to do so. The Creative Commons License Chooser can be used to help you choose an appropriate license for your work or contact us to learn more. 

a. Select an option from the drop-down license type menu. 

  • If you wish to omit a license, select ‘No Creative Commons License’. In this case your work will be published with a standard statement “All items in the Atrium are protected by copyright with all rights reserved unless otherwise indicated.” 
  • If you wish to add a license to your work, select ‘Creative Commons’.  
  • If you wish to waive all copyright to the extent possible under law, select ‘CC0’ (Public Domain Dedication - “No rights reserved”).

b. If you selected ‘Creative Commons’, you automatically indicate that users must provide attribution (citation/credit) if they use your work. To set additional conditions on use, select a response to the two prompts: Allow commercial uses of your work? Allow modifications of your work? Once you have made your selections, click Next. 

13. Distribution license. Your agreement to this non-exclusive license is required before your thesis/dissertation can appear in the Atrium and Theses Canada (Library and Archives Canada). By agreeing to this license, you grant the University of Guelph and Library and Archives Canada the non-exclusive right to reproduce, translate, and/or distribute your submission worldwide in any format or medium. Check the box beside ‘I Grant the License’ and click on ‘Complete Submission’ to submit your thesis for review. 

Review of thesis/dissertation submissions 

Your submitted thesis/dissertation will be reviewed by the Office of Graduate and Postdoctoral Studies (OGPS). While your submission is under review, you will not be able to make changes or edits to it. During the review process, the status of your submission will be listed as “Awaiting editor’s attention” or “Submission being edited” depending on its position in OGPS’ review queue. 

If any corrections to your submission are required, you will receive an email notification that your submission has been rejected with an explanation of required changes. You can update your submission and resubmit for review. 

When your submission has been accepted into the Atrium, you will receive an email notification with a persistent URL (a handle) for your thesis/dissertation, that you can use to cite and share your work. 

Departmental Theses & Dissertations collections 

Automatic mapping of accepted theses and dissertations into departmental Theses & Dissertations collections 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. 

Support 

The Office of Graduate and Postdoctoral Studies manages the Theses & Dissertations collection in the Atrium. Questions about formatting requirements, submission of required forms, graduate fees, and the status of your submission should be directed to the Office of Graduate and Postdoctoral Studies.

If you have questions about the Atrium online submission form or require technical assistance, contact us.