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Information about using UVic's Learning & Research Repository - UVicSpace

Introduction to ETD submission

This guide provides step by step instructions on how to submit the final PDF of your Electronic Thesis or Dissertation (ETD) to UVicSpace.

More information is available on the Faculty of Graduate Studies - Thesis and dissertation website. Check out our Theses & Dissertations FAQs.

Step 1: Begin the submission process

  • Register for an account on UVicSpace (you can use your UVic email address but DO NOT use your Netlink password, choose a different password).
  • Email and ask for permission to submit your PDF to UVicSpace.
  • After your oral defense and all revisions have been made, the committee will sign off on your thesis or dissertation. Then, convert the entire final thesis/dissertation into PDF format. You can now submit multiple files (pdf, video, data, etc.) in a single submission. See information on how to make a PDF.
  • Name the final PDF file using the following convention:
    Last name_First name_Degree name_Year of copyright.pdf
    e.g. Smith_John_PhD_2010.pdf or Jones_Emily_MASc_2010.pdf
  • Login to UVicspace. Under My Account, click Submissions.
  • On the Submission page, click Start a New Submission.

    Tip: You can stop and save your work at any time by clicking the "cancel/save" button at the bottom of the page. The data you have already entered will be stored until you return to the submission; you will be reminded on your "My Account/Submissions" page that you have a submission in process. If somehow you accidentally exit from the submission process, you can always resume from your "My Account" submission page. You can also cancel a submission at any point.

  • Select the collection you were given permission to submit to from the drop down box. It will be the ETD (Electronic Theses and Dissertations) collection.

  • Click Next.
  • Describe your item.
    • Tick the appropriate box for multiple titles if this applies to your thesis. Otherwise leave blank.
    • DO NOT check the box if your thesis or any part of it has been previously published before. If it has, you will enter this information in the Bibliographic Citation field later in the submission process.

Step 2: Add your thesis information

Enter information about your ETD in the appropriate boxes or choose options from the drop-down menus. Accents or symbols can be used in any of the fields if the keyboard you are using supports them or by cutting and pasting them.

  • Withhold Date

If you have a signed withholding form enter that date in the format: yyyy-mm-dd.

Make sure that withholding has been approved by the Faculty of Graduate Studies before you submit your thesis or dissertation. The withheld thesis is not accessible for the period of 1 year, but the metadata is available to the world wide web.

  • Authors

In the first box, enter your last name. In the second box, enter your first name and middle initial or full middle name. Use upper- and lowercase as in common usage.

  • Title

Capitalize only the first letter of the first word of the title and proper names found within the title. The title should NOT be all in caps, nor have every word in the title begin with a capital letter.

  • Degree

Select your degree from the drop-down box.

  • Language

Select the language of the ETD from the drop-down box.

  • Keywords

Enter keywords describing your thesis, being as specific as possible. Use important words from the title, chapter headings, your abstract, etc. If non-English keywords are used, consider adding English equivalents as well. Add only one keyword or keyword phrase per box; click Add for additional boxes. There is no limit to the number of boxes you can add.

  • Abstract

Copy and paste your abstract into the box to ensure no typos. The maximum number of words is 500.

  • Bibliographic citation

If part or all of your thesis has been previously published or publicly distributed, whether in print or electronically, enter a standard citation for each instance of previous release (add more boxes if necessary-one citation per box). Include the year of issue and publisher, if known. DO NOT put the bibliography from your thesis here. If this is not applicable, leave it blank.

Eg. Li, Jon (2002). Weeds. Wild Manitoba 4(7): 13-16.

Li, Jon (2003). Fields of weeds.

  • Department

Choose the specific Department/Faculty, Program or School name that matches your program from the drop-down list. If "Interdisciplinary Graduate Program" is appropriate, choose that from the drop-down list.

  • Supervisor(s)

Enter your supervisor's name in the same style as the author's name. Add a second box if necessary. Do not list all the committee members.

  • Rights

Select Available to the World Wide Web from the drop-down list.

  • Scholarly Level

Select Graduate from the drop-down list.

  • Copyright date

Enter the year for the copyright date of the thesis, as shown on the title page, e.g., 2014

  • Type

Select Thesis from the drop-down box. This will include dissertations.

  • Click Next.


Step 3: Upload your ETD file and approve licenses

Before uploading your PDF file, please ensure there are NO SIGNATURES on any of the pages. Either white them out before scanning the page, remove them digitally or eliminate the page entirely, e.g., the ethics approval page, copyright permission pages, etc. See information on how to make a PDF. You can now upload multiple files (e.g., pdf, data file, video, etc.) in a single submission. You do not have to create a single PDF using the e-portfolio software.


  • Upload a file

Click the Browse button to find the PDF version of your thesis or dissertation. Select the file name and click Open in the browse box. Be sure your file name is in the following convention: LastName_FirstName_Degree_CopyrightYear.pdf
EG. Smith_John_MSc_2011.pdf

  • Click Next.


  • Review submission

Review your submission carefully and make any necessary changes. When you are satisfied that it is correct, click Next.

Please note: careful review is important given that submission is final; normally no revisions will be permitted once the thesis has been submitted!


  • Creative Commons license

Creative Commons licenses allow you to specify certain uses for your copyrighted work. Creative Commons licenses are optional. if you prefer not to have one, click "Next" at the bottom of the screen. If you decide to choose this option:

  • Select a Creative Commons license from the dropdown License Type box and answer No to the two questions. This will generate the most commonly chosen license, the Attribution-NonCommercial-NoDerivs 3.0 Unported.
  • Click Next.
  • UVic non-exclusive Distribution License

You must agree to the UVic non-exclusive distribution license in order to submit your ETD by clicking "I Grant the License." This required license allows us to distribute your work online and to migrate it to new formats in the future if necessary.

  • Click Complete submission.

Submission complete
You will receive an email that your thesis has been successfully submitted. Before it is searchable in UVicSpace, it must first be approved by GARO staff, then archived by UVicSpace staff. You will receive another email when it has been approved. Within 1-2 days it will be archived and searchable in UVicSpace.

Thank you for submitting your thesis or dissertation to UVicSpace!

ETD Corrections

Occasionally, GARO staff checking the formatting of your PDF may reject your submission and note changes that you should make to the PDF(your thesis or dissertation).  When this happens, you can create a new PDF by editing your word document and saving it again.  Then you need to replace the PDF in your UVicSpace submission.  Follow these steps:

  1. Login to UVicSpace
  2. Click Submissions
  3. Under Unfinished Submissions, click on the title of your thesis/dissertation
  4. Click Resume
  5. Click Next until you are at the Upload Files step
  6. Under Files Uploaded, click the check box next to the current (incorrect) PDF and click Remove Selected Files
  7. Click Browse, and follow the instructions to upload the corrected PDF you have ready on your desktop
  8. Continue clicking Next until you have granted the license and completed your submission.
Creative Commons License
This work by The University of Victoria Libraries is licensed under a Creative Commons Attribution 4.0 International License unless otherwise indicated when material has been used from other sources.