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FGSR Thesis Deposit Application

Modified on: Wed, 22 Nov 2023 10:09 AM

Introduction

On February 23, 2018 Faculty of Graduate Studies and Research (FGSR) launched a new application for the submission, review, and acceptance of student thesis. This article will assist users and Service Desk staff to source the information required to answer their questions and who to escalate questions to.



Applicability

This article applies to Graduate students who are submitting their thesis for approval and IST Service Desk staff who are attempting to assist students experiencing issues.



Procedure

The links below will assist with information around thesis preparation/requirements/deadlines, submissions, archives and a contact for more information.  The Frequently Asked Questions (FAQ) section contains additional information.


Links

FGSR Thesis Preparation, Requirements & Deadlines Information: https://www.ualberta.ca/graduate-studies/current-students/academic-requirements/thesis-requirement-and-preparation

 

Student Submission Webpage: https://thesisdeposit.fgsr.ualberta.ca

 

Student Submission step by step instructions: https://cloudfront.ualberta.ca/-/media/gradstudies/current-students/academicrequirements/thesisrequirementandpreparation/thesis-deposit-student-submission-ver-3.pdf

 

Education and Research Archive (ERA): https://era.library.ualberta.ca


Questions about theses stored in ERA should be directed to: erahelp@ualberta.ca




Frequently Asked Questions

Q: I am having trouble saving my thesis as a PDF/A.
A: We recommend the following troubleshooting tips if you are having problems with PDF/A creation:

  • If you are using MS Word, do not use "Save as PDF" under File. Use "Save As", select PDF, then click the Options dialogue box to select PDF/A.
  • If MS Word is still not performing the conversion properly (a correct conversion will have a banner across the top of the file indicating so), try Adobe Acrobat (Not the free Acrobat Reader). See the Adobe Acrobat Resources webpage for more information.
  • If possible and applicable, don't use the Mac versions of WORD/Adobe; use PC/Windows versions.
  • If you are using LaTeX, contact your department for assistance. If further assistance is required, please contact FGSR Program Services at grad.services@ualberta.ca.
  • Further instructions on PDF/A creation can be found here: https://cloudfront.ualberta.ca/-/media/gradstudies/current-students/academicrequirements/thesisrequirementandpreparation/20160301instructions-how-to-save-a-thesis-as-a-pdfa-archiveeffectivemarch-12016eralinkchanged-only.pdf

Q: How long will it take the Faculty of Graduate Studies and Research to process my thesis submission?

A: Please allow FGSR three business days to review your thesis submission. Please note that theses are reviewed in the order they are received. All questions about the processing status of submissions after this time period should be directed to FGSR Program Services at grad.services@ualberta.ca.

 

Q: I have a question about a change requested when my thesis was rejected. Who do I contact?

A: Contact FGSR Program Services at grad.services@ualberta.ca with any questions regarding requested changes.

 

Q: I've submitted/resubmitted my thesis and it hasn't been reviewed yet but I just noticed that I made an error. How do I fix it?

A: Contact FGSR Program Services at grad.services@ualberta.ca and notify us. We will return your thesis submission so that you have access to it again. Once you have received it, make the necessary changes you need to make and resubmit.

 

Q: I have files that I need to attach to my thesis. How do I submit an attachment?

A: Contact FGSR Program Services at grad.services@ualberta.ca for further information and instructions on submitting attachments to your thesis.

 

Q: I noticed an error in my thesis but it is already approved. Can you replace the file?

A: These are evaluated on a case-by-case basis by the Faculty of Graduate Studies and Research. Contact FGSR Program Services at grad.services@ualberta.ca with any questions about requested changes.

 

Q: I saved my thesis, but I can't see it in my saved or pending items in order to access it.

A: Log into https://thesisdeposit.fgsr.ualberta.ca using your CCID and password. Any saved thesis can be accessed by hitting the green “Saved Items” button on the bottom left

Q: I can't see the entire submission form.

A: Save your submission using the Green Save buttons and try refreshing the webpage. If that does not work try a different browser such as Google Chrome or Firefox.

 

Q: I encountered a technical problem not covered above. Who do I contact?

A: Technical issues can be sent to ist@ualberta.ca. These will be escalated to the EDRMS team who will assist you.

 

Q: My thesis was accepted but it is not publically available

A: Accepted theses are moved to the Education and Research Archive (ERA) and will become publicly available on your convocation date (June 15 or November 15) if no further embargo was requested.

If an embargo was requested then the thesis will become publicly available as of the embargo date.




Keywords: Thesis, Theses, Thesis submission, Thesis Deposit, FGSR, Faculty of Graduate Studies and Research, PDF/A, PDF/A creation, EDRMS, Electronic Documents and Records Management System
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