Thesis submission: Register information online about your thesis and upload your thesis

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Thesis submission is entirely online. It is the student's responsibility to upload all documents and complete the submission steps. 

 You can view the video recording of the Thesis Submission Process Workshop that was delivered on July 27, 2023.

To submit your thesis to the Library by the deadline dates and times, you must complete the following steps.

Log in and register on the Thesis Registration System

Check markStep number 
 1Before registering to submit your thesis in the Thesis Registration System (TRS), ensure that your Thesis Title and Abstract have been authorized by your supervisor.
 2Go to the Thesis Registration System (TRS).
 3Log in with your SFU Computing ID (CAS ID).
 4

*Note: If you see that your account is "inactive", please log out and log back into your account again. If this doesn't work, please contact the Assistant for Theses at thesis@sfu.ca

Update your profile:

  • Select the name(s) you want displayed once your thesis is in the institutional repository, Summit. Make sure the name(s) you select match what you have on the thesis title page; save your user profile before continuing
  • You might need to fill in a personal email address; enter a current non-institutional/non-organizational email address (like gmail or hotmail) that you regularly use and check

Click on "Create thesis submission" and enter the following fields in the Thesis Registration System (TRS):

  • Course Number (select using drop down menu)
  • Thesis title
  • Abstract
  • Keywords
  • Supervisor (or Co-supervisor)
  • Defence or approval date
  • Page counts (Roman numeral and Arabic number)
  • Read and check the box to agree to the SFU Thesis Non-Exclusive Copyright Licence

No need to upload any documents at this time. If necessary, you can edit any of the above fields later if you haven't done step #13 yet.

 5Click on "Go to save" button; then click on the "Save/Update" button
Make sure you receive an email confirmation re: "Registration of your intention to submit your thesis ....."
If you did not receive this email contact the Assistant for Theses as soon as possible.

 

Upload your thesis, supporting materials, and documentation

Check markStep numberNote: you do not need to upload ALL documents before pressing clicking the Save / Update button. Upload what you have available, press the Save / Update button before navigating away from the page. Log back in when you have the rest of your documents to upload, remembering to press the Save / Update button before navigating away from the page.
 6If you aren't logged in already, login to the Thesis Registration System (TRS). 
 7

ALL thesis supporting documentation MUST be in PDF file format, uploaded, and saved into the Thesis Registration System before a thesis will be accepted by the Library. 

Required documentation includes:

  1. signed and dated Results, Approval & Degree recommendation (RAD) form

Note: the RAD form is initiated and filled out by your academic unit's Graduate Program Assistant (GPA) and they will send you the form once they have all required information after your defence. Please check with your GPA if you have any questions about obtaining or receiving this form.

If applicable documentation includes:

  1. Ethics Approval (If you have Ethics approval, ensure the Ethics Statement is inserted as page iii of your thesis)
  2. Copyright Permissions (for theses that used other authors' copyrighted material)
  3. Postponement Approval (if requested) 
 8

Upload a PDF/A version of your thesis. 

  • If you require assistance to convert your thesis to a PDF/A, please contact the Assistant for Theses.
  • If your thesis contains image/figures, please upload a high-quality, press-quality, or standard-quality PDF (or equivalent).  Ensure that your thesis follows the library's formatting standards.
 9Temporary instructions for supplementary material files or research data files (if any): Do not upload them into the Thesis Registration System, instead contact data-services@sfu.ca to publish these. Data Services will help you organize and describe these files appropriately pending publication (see Appendices & Supplemental Material).
 10Save your record (click the Save / Update button).
Make sure you receive an email confirmation re: "File upload acknowledgement"
If you did not receive this email contact the Assistant for Theses as soon as possible.

 

Book a thesis intake appointment (recommended)

Please note that although it is recommended, an intake appointment is NOT required in order to submit your thesis to the library. Should you wish, you may move ahead to step 13 and submit your thesis and supporting documentation to the Thesis Registration System. 

Check markStep number 
 11Book a Thesis formatting / submission intake appointment to ensure that your document meets formatting requirements and that all supporting documentation is accurate and complete.
 12The intake stage of submitting your thesis is done at your appointment. You will be informed of formatting changes that may be required. You, your graduate program assistant, and the Faculty of Graduate Studies will receive a message confirming that your submission has been completed and awaits auditing.

 

Complete your thesis submission in the Thesis Registration System

Check markStep number 
 13

Once you have confirmed that you have met ALL the requirements for formatting and have uploaded ALL required supplementary materials and documentation, complete your thesis submission:

  • Login to the Thesis Registration System and click on the Edit tab.
  • Select the submission checkbox that states:
    "I have completed ALL requirements listed above and am ready to submit my thesis to the Library for review".
  • Click the Save / Update button.

Note: Once you have completed your final submission, you will no longer be able to make any changes.

Make sure you receive an email confirmation re: "Signoff Receipt Message" - this email message contains your official submission date/time.
If you did not receive this email contact the Assistant for Theses as soon as possible.

 

After submission, your thesis will enter the queue for processing, which does not affect your requirements for graduation - please see After you have submitted your thesis to the Library.