Section 5 - Final Thesis/Dissertation Submission
- Graduation & Convocation
- Fees & Submission Deadlines
- Submission Procedures and Required Forms/Documents
- Supplementary Files
- Delay of Publication/Restricted Access
Graduation & Convocation
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 thesis 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.
Fees & 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 Office of the Dean, Graduate Studies of the acceptable final approved copy. Students are responsible for 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 here: www.yorku.ca/grads/current_students/important_dates.html
Submission Procedures and Required Forms/Documents
An ETD record will be created for each student by the thesis 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 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 thesis coordinator. Instructions for the use of the ETD platform are available on the York University website here: www.yorku.ca/grads/policies_procedures/thesis_dissertations_electronic.html.
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, which can be found here: www.collectionscanada.gc.ca/index-e.html.
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.
Supplementary files refer to items that are part of the approved, examined thesis/dissertation that cannot be included in the PDF thesis/dissertation, such as multi-media, sound, video or hypertext.
All supplementary files will be made available only to the York University Libraries and not to Library and Archives Canada as Library and Archives Canada does not archive these materials at this time.
Students who wish to have personal copies of the thesis/dissertation bound must make their own arrangements.
Delay of Publication/Restricted Access
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 an 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; and, that public distribution of the thesis/dissertation would invalidate a publication contract.
Prior to submission of the final version of their thesis/dissertation to the thesis 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. Such requests must be made to the Dean of the Faculty of Graduate Studies prior to submission of the final version of the thesis/dissertation, and will be considered only on 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.
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