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Graduate Students: Getting Started @ UVic Libraries

This guide highlights services, resources and tools of interest to graduate students and are available through UVic Libraries

About this page

This page contains instructions for graduate students who complete projects (rather than theses or dissertations) and who wish to submit their project to UVicSpace.

Subject Guide

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Bill Blair
Music and Media Commons

McPherson Library

250 452 5025

Questions? Need help?

For answers to your UVicSpace questions, contact Inba Kehoe

For graduate, thesis, or dissertation questions, contact Graduate Studies

Graduate projects

Register with UVicSpace:

  1. Go to the UVicSpace Registration page at
  2. Enter your UVic email address and click Register.
  3. You will receive an email with a link to complete the registration. Click the link.
  4. Enter your information on the "Registration Information" screen: first name, last name, phone (optional), password, and confirm password. Then click "Complete Registration."

Your registration is then done. Note that you will not be able to submit your project to UVicSpace until you receive submitting privileges from the collection administrator for your academic department (usually the graduate secretary).

When your project is complete and all corrections have been made according to your departmental procedures, you should contact the departmental graduate secretary and request permission to submit your project to UVicSpace. The grad secretary will grant permission for you to submit and notify you.

Before you begin, prepare the following:

  • Your project abstract as text you can copy and paste into the submission form.
  • Your final, complete PDF file with approved layout and any other files (spreadsheets, images, etc.) available for uploading. See information on how to make a PDF.
  • Be sure your file name is in the following convention: LastName_FirstName_Degree_CopyrightYear.pdf


Step 1: Begin the submission process

  • Sign in to My Account on UVicSpace with your UVic email and password.
  • From your My Account section on UVicSpace page, click Submissions. On the next screen click "start a submission"

Tip: You can stop and save your work for later 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 - Submissions " page. You can also cancel a submission at any point.

  • Select your Departmental projects collection as the collection and click Next.
  • Describe your item. Tick the appropriate box for multiple titles or multiple files if this applies to your project. Otherwise leave blank. DO NOT check the box if your project or any part of it has been previously published before. If it has, you will enter this information elsewhere but not acknowledge it here.

Step 2: Add your project information

Enter information about your project 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.

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.

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.

Select your degree from the drop-down box.

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

Enter keywords describing your project, 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 per box; click Add for additional boxes. There is no limit to the number you can add.

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 project 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.

Select your department or school from the drop-down box. If you are in an Interdisciplinary Graduate Program, choose the department or school to which your first supervisor belongs.

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.

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

Scholarly Level

Select "Graduate" from the drop-down list.

Copyright date
Enter the year for the copyright date of the project, as shown on the title page, e.g., 2008

Select "Project" from the drop-down box.

Click Next.

Step 3: Upload your project file(s) and approved 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.

Upload a file

Click the Browse button to find the PDF version of your project. 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

Click Upload file & add another. You will see that your file has now been uploaded.

Click Next.

Review submission

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

Creative Commons license

Create an optional Creative Commons license for your thesis. Creative Commons licenses allow you to specify certain uses for your copyrighted work. It is suggested that you answer No to the two questions. This will generate the most commonly chosen license, the Attribution-NonCommercial-NoDerivs 3.0 Unported.

Other Creative Commons licenses are also available at

Creative Commons licenses are optional, if you prefer not to have one, click "Skip Creative Commons" at the bottom of the screen.

Click Next.

UVic non-exclusive distribution license

You must agree to the UVic non-exclusive distribution license in order to submit your project 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. (Read the license on the UVicSpace policies page)

Click Complete submission.

Submission complete

You will receive an email that your project has been successfully submitted. Before it is searchable in UVicSpace, it must first be approved and archived by UVicSpace staff. You will receive another email when it has been archived in UVicSpace.

Thank you for submitting your project to UVicSpace!

Questions or comments? Please contact Scholarly Communications Office scholcom (at) uvic (dot) ca

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.