Graduate students must apply to graduate in Bear Tracks before submitting their thesis. Once in Bear Tracks, go to Academics>My Academics>Graduation and follow the directions. Students who fail to apply will not be eligible for convocation.
Theses must be submitted within six months of the date of the final oral examination.
There are thesis submission deadlines for each convocation period and registration requirements when submitting your thesis. We recommend you submit your thesis a minimum of 3-5 working days before any deadline, as corrections may be required. Please consult the Thesis Deadlines section for more details.
Your thesis must be in a software application that can be converted to PDF/A (Archive), eg MicrosoftWord, WordPerfect, etc. You will need to convert your thesis to a single PDF/A file and submit it to Thesis Deposit. Once in Thesis Deposit, the FGSR will review your thesis for acceptance. Follow the steps below.
4.1 Confirm Thesis is Formatted Correctly
Before converting your thesis to PDF/A, confirm that it complies with the FGSR Minimum Thesis Formatting Requirements and department-specific guidelines. Refer to Step 1: Format Your Thesis.
4.2 Convert Thesis to PDF/A (Archive)
Your thesis needs to converted to a single PDF/A file, even if it was originally saved in one or more files.
How to Save as PDF/A (Archive)
Your final PDF/A must be named as follows:
•To convert your thesis to PDF/A, you may need to use Adobe Acrobat (not the freely available Acrobat Reader).
•For information on where to access Adobe Acrobat and other resources, go to the Adobe Acrobat Resources page
4.3 Prepare Supporting Documents
Complete and send the following documents to the FGSR (2-29 Triffo Hall), or scan and email the document to the Program Services Unit. For more contact information click here.
These documents must be received prior to electronic submission of your thesis.
•print and complete one form
•this form grants permission to University of Alberta Libraries to include your thesis in its collection
•the student, as author, still retains copyright
•grants the National Library permission to publish and disseminate your thesis either by interlibrary loan or sale
2. Copyright Permission Letters
If you have copyright permission letters allowing inclusion of another person's work in your thesis, the letters must be included.
This form (signed after the final examination and completed by the Graduate Coordinator), must have been sent to the FGSR. Confirm with your department that this form has been completed and sent to the FGSR.
NOTE: Restricting Access to a Thesis: Students who want to restrict access to their theses for an embargo period must complete and submit the Request to Restrict Access to a Thesis form (found in the FGSR Forms Cabinet) to the FGSR. The request must be made before submitting the Thesis to the FGSR. See the Graduate Program Manual §8.4.3 or the University Calendar §204.4.3.
4.4 Register with Thesis Deposit and Submit Thesis
Before submitting your thesis to Thesis Deposit, you must register with Thesis Deposit (see procedure below). You must use a computer with:
•internet access using either a broadband or dial-up connection
•Windows, Macintosh or UNIX/Linus operating systems
•Google Chrome, Mozilla Firefox, Internet Explorer 8.x or later, Safari or other modern browser
Go to Thesis Deposit, using the procedure Submitting Your Thesis Electronically in Thesis Deposit
4.5 Thesis Submission Review by FGSR
Staff in the FGSR review your electronic thesis in Thesis Deposit to make sure it meets the minimum required specifications.
If not approved:
•an email from the FGSR will be sent to the email address used when registering with Thesis Deposit, notifying you that your electronic thesis has been rejected. You will be required to make any modifications instructed by the FGSR, log back into Thesis Deposit and re-submit.
•you must continue to check your email after each submission in case there are any corrections required. Your submission is not complete and you will not meet the deadline until your thesis is approved by the FGSR. (It may be necessary to check your spam/junk folder.)
•an email will be sent to the email address used when registering with Thesis Deposit, confirming that your thesis has been successfully submitted and approved and outlining the final required steps.