3-Step Thesis Submission Process

• Please be aware that theses submitted during the last two weeks of the semester can take up to 1 or 2 months to be processed. 
• Students who have an urgent need for the intake of their theses to be completed asap (such as a graduation confirmation requirement deadline for a new job, or leaving the country permanently with no access to email), rather than hand your thesis into the Library Management Office, be sure to hand in your thesis directly to the Thesis Assistant either during available drop-in times or book an Appointment as per the Schedule/Calendar webpage. 
• If you've completed all other degree requirements apply for graduation early--any time during your final semester (see DGS' page, How to Apply for Graduation and attend convocation if you wish.

You have already formatted your thesis and you are ready to put your Thesis Package together for submitting to the Library.

1. Spot-check for formatting errors in your thesis
   

   Ensure the following are correct in your document prior to printing your thesis for submision to the Library. 
   1.1. The margins of all pages of your thesis are:
       1.25" left/right and 1" top/bottom (page numbers can be at .7") or
       1.5 on left and 1" top/right/bottom—
      Though margins cannot be smaller, they can be bigger--but we do not recommend this.
      Fonts: Arial 11 is recommended for onscreen reading, which is how the majority of people access theses now.  
      Times New Roman 12 is still acceptable but not recommended--Arial 10 or Arial Narrow 10 is recommended for Tables and Figures.
   1.2. No content stretches out past the margins you chose above—that is, tables, figures, images, etc., do not stretch past where the text falls naturally on other pages and, if anything does go past the margins you chose above, fix these pages and print them again.
   1.3. Do a physical check to be sure there are no blank pages in your document—that is, pages that don’t have content on them (rather than page numbers, content means text, images, tables, etc.,)—Print Preview through your Word doc and then, after converting to PDF, view all the PDF pages as well--Keep an eye out for going over the margins and for blank pages. 
   1.4. Except for the Title Page, all pages have page numbers
   (Roman on preliminary pages, ii. iii, iv,... and Arabic for the body of text, Introduction through to the end of the document, 1, 2, 3,...)
   1.5. Overall Layout and Structure
   [1.5 spacing overall, single-spacing for blockquotes, numbered paragraphs, bullets, references, appendix(es)]
   1.6. The page numbers and other info/details are correct on the following pages: 
   Title page (no page#), Approval page (ii), Abstract (iii; new template Nov 14, 2011 onward p. iv), Chapter 1 or Introduction (1). 
   For example, check all details on both your Title and Approval pages—be sure your name, the title, the degree, and other details on both the Title page and unsigned Approval page in your file matches the signed Approval page.  Latex users see Latex Common Errors.
   1.7. All pages with major headings must correspond with the page numbers and headings in the Table of Contents (ToC). If you've used the Library's template as per the workshop and instructions, everything should be fine, however it's good to check the headings and their page numbers with the ToC (e.g., Approval page, Abstract, Dedication, Acknowledgements, ToC, List of Tables, List of Figures, etc., Introduction, Conclusion, and References/Bibliography and Appendices/Appendix[es]; it's also a good idea to spot-check some other ToC sub-headings as well, matching these with the page numbers on which the headings reside in the document).
   --If you haven't used the template, you must check all your headings.  Print your document from the PDF, have the ToC on the left and flip through the document, when you come across a heading check it's corresponding listing and the page number in the ToC. If you didn't use heading styles and the ToC auto-generate function for such lists (including tables, figures, etc.), you must match all entries in the ToC with all headings and page numbers in the document to be sure they're correct.
   1.8.  If you find problems with any of the above, please see the Help and Documentation column available at http://www.lib.sfu.ca/theses , then go through this section again until all is right.
   1.9.  If you can't fix the issues, see the Help and Support instructions on the Schedule/Calendar page
   1.10. Then, along with this section, be sure to complete numbers 2, 3.1, 3.2, and 3.3 below before you arrive at the Thesis Office.
   

2. Register your thesis online
   After you have registered, changes cannot make changes to the data you entered on the system, so the following points will help prepare you for registering.
   2.1. When to register on the system
   ♦ Register once you have your title and abstract set--this can be done before you defend but must be done before you submit hardcopies to the Library as outlined in 3 below.  
   ♦ No need to be concerned if changes need to be made to page numbers--these will be done at the Library during intake. 
   ♦ Uploading the PDFed thesis, DVD/mp4 files, and other documentation can be done at a later date--but must be done before you bring your thesis package to the library.  If changes need to be made to your thesis after that, you can upload a new PDF and mark the old one for deletion. 
   ♦ If you have additional/supplemental files on the system, after you have uploaded your thesis, be sure the PDFed thesis appears at the top--use the 4-sided arrow to drag your thesis PDF file to the top position.  After saving, be sure to check that your PDF has in fact uploaded (occasionally online systems hiccup while saving).
   2.2. When registering, be sure to use the correct course number—that is, the course in which you are registered to write your thesis/project/essays (if you make an error in the course number, create a new submission record--do this only if you made an error in the course number)
   2.3. Also when you register online you are given a list of the documentation you need for readying your thesis in 3 below.
   ♦ Print this list of documents and download each of them at this time (see Step 3 below for instructions on where to include these forms).
   Note. If for some reason you didn't see this screen, the forms are in the table on the Thesis Assistance webpage ( http://www.lib.sfu.ca/theses ).  
   ♦ After your first online registration has been completed, you will receive an ‘auto-generated receipt’ of your registration via email—please print 2 copies of the 1st page and keep for 3.1 below. 
   2.4 Uploading a PDF of your thesis: No need to upload when you register--but do this before you come to the Thesis Office with your thesis--upload your Files
   ►♦ the most recent PDF of your thesis,
   ♦ your documentation if you signed it electronically (i.e., PCL and LAC), and
   ♦ any supplementary documents you might have (such as CDs, videos, bi-fold 11x17 pages, etc.) and 
               

3. Bring your Thesis Package to the Thesis Office (or for those submitting from a distance)
   Please see Submission 'by appointment' and 'drop-in' hours. 
   A thesis package consists of:
   ♦ 3 standard letter-sized white- or cream-coloured tabbed file folders, that is, 8.5" x11" card-stock—not 8.5"x14, not coloured (because the colour bleeds onto the pages) and no metal or plastic please. Include:
   ♦ All the required documentation (as indicated in 3.1 below)
   ♦ 2 laser-printed hard-copies of your thesis (unbound and siingle-sided) on acid-free or archive paper (as outlined in 3.2 and 3.3 below).
   Note.Though it is the student's responsibility to supply the required documentation outlined in the three folders below so--before filling in everything--first, check with your Department's graduate program assistant/secretary as he/she may have some or all of these for you.  
      
   Print yourself a checklist of 3.1, 3.2, and 3.3 below for each folder.
   
   3.1. Documentation Folder, 
   ♦  label clearly as follows: front of the folder "DOCs"; on the tab your Surname, Given Name Initials, and semester in which you submit to Thesis Office, e.g., Surname, Givenname I. I.        ##-# (##-# means,11-3 = 2011 Fall, 12-1 = 2012 Spring, 12-2 = 2012 Summer)
   ♦  Include the following documentation in the following order:
   3.1.1. 1 completed (original) Supervisor Revision Memo/Letter/Form, signed and dated by supervisor and, if a copy, signed and dated by grad assistant (including printed name, position, department)—also the latter signature is needed if supervisor's signing date on this document is older than 3 weeks from time of submission (Note. Not required for 2-member committees or when "Supervisory Committee" is stated on the signed Approval Page).
   3.1.2. 1 completed (original) Library Archives Canada form (LAC; see Forms column at http://www.lib.sfu.ca/theses); enter full degree (e.g., Master of Arts)--Masters or Doctorate are not acceptable;  Degree awarded = Date Defended (Examining Committees) or Approved (Supervisory Committees).  
   (necessary for theses, dissertations, and REM projects--see Thesis Assistance homepage)
   3.1.3. 2 copies of the 1st-page of the auto-generated Thesis Submission Registration confirmation you received via email (either the Thesis Submission Registration or File Upload Acknowledgement are fine)—we date-stamp these, 1 goes to you as a receipt and 1 goes in the file—you can make a note of any corrections needed to the information you entered when registering your thesis on the system on this page.
   3.1.4. only if applicable
   1 copy of the original or updated Ethics Approval letter (from the Office of Research Ethics or University Animal Care Committee),
   (NB. Doctoral Students: In January 2012, the DGS now requests you submit your ethics approval letter/form attached to a copy of the completed "Approval of Examining Committee for a Doctoral Student" form--this you get from your GA.)
   2 copies of the electronic media that accompany your thesis (audio / video files)--and anything that is not in the PDF copies (such as 11x17 bi-fold Appendices).
   1 copy of each copyright permission received for inclusions, and 
   1 Postponement form (authorized by DGS).
   
   3.2. Thesis for Archives folder (this is the only folder that contains documents with signatures),
   ♦  label clearly as follows: front of the folder "ARCH"; on the tab your Surname, Given Name Initials, and semester in which you submit to Thesis Office, e.g., Surname, Givenname I. I.        ##-# (##-# means,11-3 = 2011 Fall, 12-1 = 2012 Spring, 12-2 = 2012 Summer)
   ♦  Include the documentation and your single-sided laser-printed thesis on at minimum 20lb bond paper acid free laser paper in the following order:
   3.2.1. Title Page (no page #, states current Semester and Year—i.e., the term in which you are submitting the hardcopy to the library)
   3.2.2. Approval (original) Page (page ii), signed and dated
   3.2.3. Insert signed Partial Copyright Licence (with original signature) (if you downloaded the template in November 2011 or later, replace the Partial Copyright Licence that is in the printed version of your thesis with this signed PCL--no page # on the page but is listed in ToC)
   3.2.4. Ethics Statement if applicable (no page #)
   3.2.5. Remainder of your thesis from Abstract (page iii) onward--this will be page iv only if you downloaded the template in November 2011 or later). 
   NB. The thesis must be printed from a PDF file on acid-free or archive paper on a good quality laser printer (400dpi or better).  We recommend the SFU Copy Centre.   If you need additional copies (check with your department) or you would like personal copies, contact the SFU Copy Centre but take them a signed Approval Page (original or copy) to put in your thesis/theses.   
   
   3.3. Thesis for Circulation folder (this is the "CIRC"; on the tab your Surname, Given Name Initials, and semester in which you submit to Thesis Office, e.g., Surname, Givenname I. I.        ##-# (##-# means,11-3 = 2011 Fall, 12-1 = 2011 Spring, 12-2 = 2011 Summer)
   ♦  Include the documentation and your single-sided laser-printed thesis on at minimum 20lb bond paper acid free laser paper in the following order: 
   3.3.1. Title Page (no page #, states current Semester and Year—i.e., the term in which you are submitting the hardcopy to the library)
   3.3.2. Approval Page (page ii), unsigned and dated--should be the same as the signed page, nothing on lines, only the date of defence is filled in. 
   3.3.3. Insert Declaration of Partial Copyright Licence here--only if you downloaded the template prior to November 2011-(no page # and not in ToC).  If, however, you downloaded the template in November 2011 or later, this is already in your thesis (page iii and listed in the ToC).
   3.3.4. Ethics Statement if applicable (no page #)
   3.3.5. Remainder of your thesis from Abstract (page iii) onward
   NB. The thesis must be printed from a PDF file on acid-free or archive paper on a good quality laser printer (400dpi or better).  We recommend the SFU Copy Centre.   If you need additional copies (check with your department) or you would like personal copies, contact the SFU Copy Centre but take them a signed Approval Page (original or copy) to put in your thesis/theses.    

AFTER SUBMITTING
    ♦ Errors in your thesis?
    ♦ Personal / Dept. Bound Copies
    ♦ if you wish, attend Convocation
    ♦ If submitting after the deadline date see Fees and Tuition Refunds.
    ♦ SFU theses, copyright