Electronic Thesis Submission Manual

Transcription

1 Electronic Thesis Submission Manual If you have any questions concerning Faculty of Graduate Studies regulations, or having issues submitting, please contact Updated April 25, 2013

2 Section 1: General Guidelines Before Submission: Have you submitted all required forms to the FGS office? Before you proceed with electronic submission of your thesis, ensure that all of the required forms have been submitted to the Faculty of Graduate Studies (FGS) Office. Your submission will be declined if the forms are not received in advance. Visit the FGS Website to download the most updated forms Have you obtained permission for using copyrighted materials? Please ensure that you have read the Theses Guidelines section on the use of copyrighted material prior to creating your PDF and accompanying materials. If you have used copyrighted material(s) ensure that you have obtained the appropriate copyright permissions to include those materials in your thesis. If permissions are not obtained, those particular material(s) must be left out of your thesis. Check the thesis guidelines for more information Are you submitting the final copy of your thesis? Review and make all corrections required by your supervisor(s) and committee prior to converting your thesis file to PDF. You must submit the final and approved thesis (by your supervisor and/or committee) to the Vault. No changes will be permitted once the thesis has been submitted and approved by the FGS office. 2 April 25, 2013

3 Thesis file format Your main thesis file must be in PDF format. This file must be unsecured and it is highly recommended that the PDF file is tagged and fast web viewed. Section 2 provides instructions on how to convert from Word to PDF, Creating PDF from Adobe Acrobat 9 and instructions on adding tags and fast webviewing functionality to your PDF files. Please keep your file under 500 MB. The University of Calgary Theses Repository, the Vault recognizes and supports PDF files. As supported files these will be preserved using methods to ensure future access. Naming The PDF file should be named the following way: ucalgary_year_last name_first name For example, ucalgary_2011_smith_john Accompanying materials Accompanying files are to be uploaded separately from your main thesis PDF. Please ensure your accompanying files are referenced in your thesis PDF and that you have included your thesis title and name within each file. Please keep accompanying file types under 500 MB. Recommended files types for accompanying files Audio AIF(.aif), MPEG (.mpeg), WAV (.wav) Video MP4 (.mp4), MPEG (.mpeg) Apple QuickTime (.mov) Other Other file types, such as image files (tiff, jpeg, etc), Excel, PowerPoint, etc. should be converted to PDF. 3 April 25, 2013

4 It is also possible to upload proprietary file formats, including: AutoCAD, ArcView, Mathematica, etc. We suggest that you use these formats only if you feel that the unique qualities inherent in these file types cannot be matched by a more open and accessible file format. You may not upload the programs that allow users to read these files, however you must include instructions in your theses file on how a user can access your files. This may include information on where the program can be downloaded from. If the accompanying files consist of multiple files (image banks, tutorials, websites, software, etc.) we suggest that you compress the files into a.zip or.rar file for easy download by users. If your files require a specific directory structure, make sure to save this structure when creating the compressed file. In addition, you must include a manifest file describing the structure and contents. We suggest using WinZip (Windows) or ZipIt (Macintosh) for file compression. Naming of Accompanying Files Accompanying files should be named the following way: ucalgary_year_last name_first name _what the supplementary file is. For example: ucalgary_2011_smith_john_appendixa For example: ucalgary_2011_smith_john_datatables The University of Calgary Theses Repository recognizes many of the accompanying file types, however, full support cannot be guaranteed. Therefore, be aware that we cannot guarantee preservation or access to these files for future users. Remember to review your PDF(s) and accompanying files to ensure that they are an accurate reflection of your original document(s). 4 April 25, 2013

5 Section 2: Converting Documents to PDF You must submit your final revised and approved version (by your supervisor and/or committee) of your thesis or dissertation to the Vault, the University of Calgary Theses Repository. DO NOT include the following in your PDF: all required forms, approval page, ethics permission, and any signatures or personal information such as your home phone number or address. All supporting documents must be submitted to the FGS office separately prior to submission to the Vault. 5 April 25, 2013

6 2.1 Create a PDF file using Adobe Acrobat 9 It is highly recommended that you create your PDF file directly from Adobe Acrobat. If you do not have Adobe Acrobat, you can convert your Word 2007 document to PDF by following the instructions in section 2.2 Step 1: Create Open Adobe Acrobat 9.0 -> Create -> PDF from File Step 2: Choose a File Select your thesis file from wherever you have it saved -> double click or select the file and click open Step 2: Save your file 6 April 25, 2013

7 Once Acrobat has finished compiling your thesis (this may take a while depending on how big your file is), you can save the file. File -> Save You must name your file using the required format: ucalgary_year_lastname_firstname (e.g., ucalgary_2012_smith_john) 7 April 25, 2013

8 Step 3: Adding Tags (recommended) Advanced -> Accessibility -> Add Tags to Document Step 4: Fast Web View (recommended) Advanced -> Accessibility -> PDF Optimizer 8 April 25, 2013

9 Change the settings to reflect the image below -> OK 9 April 25, 2013

10 Step 5: Final Check of the Document File -> Properties If you have tagged and Fast Web Viewed your PDF properly, it should say Yes on both description as indicated below. 10 April 25, 2013

11 Recommended: Remember to review your PDF thesis ensuring each chapter and sections are properly bookmarked. Not only will it look more professional, it will be more organized and allowing easy navigation for readers. 11 April 25, 2013

12 2.2 Convert a Word 2007 document to PDF Step 1: Save as Open your thesis word document -> File -> Save As -> PDF of XPS -> Name your file using the required format :ucalgary_year_lastname_firstname (e.g., ucalgary_2012_smith_john) 12 April 25, 2013

13 Step 2: Name your file A save window will prompt after you click PDF or XPS. It s recommended that you save your file to Desktop so it is easier to locate when you need to upload it Name your file using the required format (must use all lower case): o ucalgary_gradyear_lastname_firstname o For example: ucalgary_2011_smith_john Choose Standard (publishing online and printing) Click Publish 13 April 25, 2013

14 Section 3: Submission Before submission: Ensure that all required forms have been submitted to the FGS Office The thesis you are submitting is the final version approved by your supervisor(s) or supervisory committee Your thesis has met all formatting requirements **Failure to comply with any of the above conditions will result in a decline of your thesis submission! Visit our website for more information. STEP 1: Activate Your the Vault Account 1. When you are ready to submit your thesis, proceed to the Vault ( to set your password. 14 April 25, 2013

15 2. Before you log in for the first time, you will need to click on Activate your account here to set your password 3. Enter the address that you have designated as your preferred in your Student Centre.* *If you don t remember what is your preferred , go to my.ucalgary.ca and check under Student Centre -> Personal Information or contact us at thesis@ucalgary.ca 4. Proceed to your account and click on the link in the message from The Vault to complete setting your password. 5. Enter your password twice when prompted. You are now ready to proceed with uploading your thesis. STEP 2: Uploading your thesis to the Vault 1. Login: Login to the Vault using your preferred account and the password you have set. 2. Start the Submission: Click on Start a new submission. 15 April 25, 2013

16 3. Choose a collection: Choose Electronic Theses 2012 from the dropdown menu and click next. If you do not see a selection under collection, you need to check: o If you are accessing theses.ucalgary.ca o o If you had registered a new account. If you did, you will need to sign out and resign in with the preferred address you have indicated in your student information center. New registered accounts will not be allowed to submit. Still can t submit? Contact us at thesis@ucalgary.ca 4. Describe this item: If you have more than one file, for example, a thesis PDF and other accompanying files, then please check the first box. Ensure that you have visited the General Guidelines in section 1 for accompanying file requirements. 16 April 25, 2013

17 5. Forms Submission Requirements: Prior to submitting to the Vault you must have already submitted the following to the Faculty of Graduate Studies Office: All required forms. If you have not done so, please stop the submission process and submit the above item first. If you have already submitted all the required documents, please check the box and proceed to the next step. 17 April 25, 2013

18 6. Granting Licence: If you do not grant this licence you will not be able to proceed with your submissions. For questions please contact Note: At any point during your submission you can stop and save your submission by clicking on Save it, I ll work on it later. You can continue your submission by logging into My Vault. 7. Thesis information Fill in as many fields as possible to best describe your thesis. Copying and pasting the information from your thesis file will help eliminate typing errors. Title enter it exactly as it appears on your title page. Author enter your name as it appears on your title page. Enter your last name in the indicated box and your first name followed by any additional names in the box labeled First name(s). Supervisor (s) enter your thesis supervisor s name. If you had a co-supervisor(s) click on Add More and fill in the appropriate number of boxes. Year enter the year that appears on your thesis title page Withhold Terms - you may set a withhold on your thesis only if you have requested a delay in publication (withhold) and have received approval from the Dean of Graduate Studies. Please refer to the Delay in Public Release of Thesis section on the FGS website for more information. If you have been granted a withhold, choose the approved period from the drop down box. *For all students in the Leaders in Medicine program, please select indefinite as your withhold term. Faculty of Study choose your faculty of study from the drop down options. Graduate Program choose your Graduate Program from the drop down options. *If your faculty or program is not one of the options please contact the Faculty of Graduate Studies (thesis@ucalgary.ca). Language choose the language your thesis was written in. Degree choose the degree you will be awarded from the drop down options. *If your degree does not appear in the options please contact the Faculty of Graduate Studies (thesis@ucalgary.ca). Abstract Abstract is required. Please entre the abstract exactly as it appears in 18 April 25, 2013

19 your thesis. You can copy and paste the abstract from your thesis. If your abstract contains symbols, please contact Subject Choose the headings that most broadly define your thesis topic (up to 3). Keyword(s) enter specific keywords that describe your thesis topic. 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 More for additional boxes. 8. Uploading a file: Prior to uploading your file, please ensure you have carefully read the thesis guidelines. You are responsible for ensuring you have not included any copyrighted materials without proper permission nor any documents with signatures (e.g., ethics pages, approval pages, etc.) in your PDF file. You are also responsible for correctly naming your file(s). You must verify the accuracy of your PDF and any accompanying files. Click on Choose File Choose a file by either double clicking on the file or by clicking on Open. Once you have selected a file click Next. 19 April 25, 2013

20 Review the file you have uploaded by clicking on the file name If you have no accompanying file(s), once you have verified your document, you can click Next to proceed to the next step. Depending on your file size, it may take a few minutes for the file to upload. Please be patient. If you have accompanying file(s), click on Add Another File, then upload 20 April 25, 2013

21 them individually following the same steps as above. If you have accompanying file(s), but the Add Another File button is not shown, you will need to go back to the previous page to enable it. You can do this by clicking on the first Describe button show on the top of the page. If the Vault does not recognize your file type and it is not included in the drop down format list please enter your file format in the space provided If you have multiple files give each file a brief description in the box that appears. For example; Thesis File, Dataset, etc. 21 April 25, 2013

22 9. Verify submission: Review your submission and make changes if necessary by clicking on the Correct one of these buttons. When you are done, click Next to proceed. Note: Make sure all information entered is as shown on your approved paperthesis. Your submission will be rejected if there are any mistakes, even just minor ones such as spelling errors or inconsistent capitalization. 22 April 25, 2013

23 10. Submit: This licence must be granted to complete your submission. For questions please contact Once you have read and agreed to the terms, check the box and click submit. Note: Once you have submitted, NO CHANGES WILL BE ALLOWED. Once you have completed the uploading process your thesis will be added to the Faculty of Graduate Studies (FGS) review queue. The review process will take 5-7 business days. Note that your submission is not competed until you have received notification from FGS confirming that your thesis has been approved. If there are any problems with your submission, you will receive an from FGS detailing what changes need to be made. It is your responsibility to ensure that your thesis is submitted well in advance of the deadline to allow time of modifications. You will not meet the deadline until your thesis is approved by the Faculty of Graduate Studies. Your approved thesis will be made publicly available during convocation week. You will receive an confirming the availability of your thesis and the persistent URL for it. 23 April 25, 2013