Atrium ETD submission guide

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 ethesis@uoguelph.ca.

Submitting your electronic thesis

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.

My Account menu options Logout, Profile, Submissions.

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

Submission and Workflow Tasks window and option to 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.

Select A Collection window with drop-down menu listing existing collections in the Atrium.

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.

Deposit item Author field to enter Last name and First name.

Title: This field is mandatory.

Describe item Title field.

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.

Describe item (Part 1) Other Titles field.

Type: From the drop-down list select Thesis.

Describe item Type field presented as a drop-down list.

Language: Select the written language of your thesis/dissertation from the drop-down list.

Decribe item Language field presented as a drop-down list.

Programme: From the drop-down list select the your degree programme.

Describe item Programme field presented as a drop-down list.

Degree: From the drop-down list select the degree that you have earned.

Describe item Degree field presented as a drop-down list.

Department: This field is mandatory. Select the University department in which your degree was earned.

Describe item Department field presented as drop-down list.

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.

Describe item Advisor field to enter Last name and First Name.

Thesis defense date: This field is mandatory. Enter the date your thesis/dissertation was successfully defended.

Describe item Thesis defense date field to enter year, month and day.

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.

Describe item Date of Copyright field to enter year, month and day.

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.

Describe item Embargo lift date field to enter year, month, day.

Click Next.

Save & Exit and Next buttons

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).

Describe item (Part 2) Related Publication field

Click Next.

Progress buttons Previous, Save & Exit and Next.

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.

Describe item Subject Keywords field

Abstract: This field is mandatory. Copy and paste your abstract exactly as written in your thesis/dissertation into the box.

Describe item Abstract field.

Sponsors: If you received funding, use this field to acknowledge your funders.

Describe item Sponsor field.

Click Next.

Progress buttons Previous, Save & Exit and Next.

10.Upload file

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:

familyname_firstname_finalsubmissionyearmonth_degree.pdf

(e.g. Smith_John_201204_MSc.pdf)

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 lib.research@uoguelph.ca.

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.

Upload File window has the options to browse, describe and upload file(s).

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.

Review Submission window with option to correct entered information.

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 lib.research@uoguelph.ca 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:

  • No Creative Commons License – this option means that no Creative Commons license will be applied to your work. Canadian copyright will be in effect; your work will be protected by Canadian copyright with all rights reserved.
  • Creative Commons – this option allows you to assign a Creative Commons license to your work. If this option is selected, additional questions will appear to help you select a CC license.
  • CC0 (Creative Commons Public Domain Dedication) – CAUTION this option places your work in the Public Domain, where you waive all rights to your work, allowing others to reuse, adapt, and/ or modify the work for any purpose without restriction. For example, someone can use and modify your work, for any purpose, without citing or giving you credit for your work.

License Your Work window with a drop-down list of options to apply a license to your work.

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.

Additional questions to select the type of Creative Commons license that will be applied (e.g. are commercial uses allowed, are modifications to the work allowed).

c.Click Next.

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.

Library and Archives Canada License window with full license text.

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.

Checking the status of your item

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.

Departmental Theses & Dissertations collections

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.

Still have questions?

All questions regarding ETD formating requirements, submission of required forms, graduate fees, or the status of your thesis/ dissertation submission to the Atrium should be directed to the Office of Graduate and Postdoctoral Studies at ethesis@uoguelph.ca.
 

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 lib.research@uoguelph.ca.

 

  • While your submission is under review, the item will be listed under Submissions being reviewed.

Submissions being reviewed list

  • If your submission has been rejected, it will be listed under Unfinished submissions. You will receive an email notification outlining the changes required. Once the corrections have been made, the item can be resubmitted. The submission will once again be listed under Submissions being reviewed while waiting approval.

Unfinished submissions list

  • When your submission has been approved and your thesis/dissertation has been added to the Atrium, it will be listed under Archived Submissions.

Archived submissions list