School of Graduate Studies

School of Graduate Studies
School of Graduate Studies

Preparing your thesis file(s) for upload to QSpace

This process should only take you about 10 minutes. In order for the submission to go smoothly make sure to be prepared with the following:

If you haven't already done so, please take this opportunity to STOP and complete a final check (165 KB) before submitting to QSpace.

  • File formats:
    • Your FINAL approved thesis document MUST be saved as a PDF file ready for upload to QSpace
    • The PDF copy must NOT be password protected
    • Save the file in an accessible PDF format: The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires Queen’s University to make all content on its websites including electronic documents, available in accessible format. Consult these guidelines from the University’s Accessibility Hub to learn how to create accessible PDF documents.
  • Naming your thesis file:
    • Required: your thesis must be named using the following file naming convention:
      • lastname_firstname_middleinitial_finalsubmissionyearmonth_degree.pdf

Example: Smith_Michael_B_201704_PhD.pdf

Degrees in short are PHD, MA, MED, MES, LLM, MSC, MASC, MPL

  • Supplemental files:
    • If there are supplementary files associated with your thesis but separate from the text, you are encouraged to deposit these as separate files.Note: these files must have been submitted as part of your final thesis submission and approved by your Thesis Examining Committee and supervisor(s).
    • Name any supplemental files using the following file name syntax:
      • Supplementary_file-type_lastname_firstname_middleinitial_finalsubmission_yearmonth_degree.pdf

Example: Supplementary_Video_Smith_Michael_B_201704_PhD.pdf.

  • Please provide a brief description of the file as part of the submission process in QSpace
  • If you need to upload multiple files greater than 500MB each please contact the Scholarly Publishing Team for specific instructions. 
  • NETID - You can only submit your thesis by using your Queen's Student NETID and password.
  • ABSTRACT - You will be required to include a copy of your Abstract in the submission process.

IMPORTANT NOTE: Once your thesis is approved by the Graduate School and you have NOT selected the option to "restrict from publication", your thesis will be available on QSpace worldwide within minutes. Make sure that the PDF you are submitting is the CORRECT one. There is no going back and re-submitting because you have found an error.

Thesis Deposit Licenses

To maximize the reach and exposure of your research and as a completion of degree requirement, you must deposit your FINAL revised and approved thesis to QSpace, Queen’s Research Repository.   

Once your thesis has been deposited to QSpace, Queen’s University Library will also deposit your thesis, on your behalf to:

  1. Library and Archives Canada, Theses Canada Portal: This is a national archive of Canadian Graduate Theses, and
  2. ProQuest Dissertations and Theses: a comprehensive collection of dissertations and theses from around the world from 1861-present.

When you deposit your thesis to QSpace you will be asked to read and agree to the terms of deposit as set out in the license agreements.  As a completion of degree requirement you MUST agree to deposit your thesis to QSpace and Library and Archives Canada and also to ProQuest Dissertations and Theses, under the terms of the licenses.  See below. 


The ‘publishing option’ noted in this agreement refers to any embargo period you would like to request on access to the full-text of your thesis. 

During the QSpace deposit process a candidate can indicate that their thesis is to be restricted from any public access for a period up to five years.  Restricted status is intended to protect rights for immediate commercial publication, to obtain a patent which may rise from the research, or as a result of any contract made with a third party.    Note that this restriction does NOT embargo the “metadata” – that is, the thesis title and the abstract. Even if the thesis is restricted, the title and abstract are ordinarily still published online.    Please refer to Intellectual Property Guidelines at Queen’s University  and to Copying and Preserving Your Thesis for more information.

If you have any questions regarding the requirements for degree completion which you would like to discuss before completing the deposit of your thesis to QSpace please see contacts below. 

Questions about the requirements for degree completion please contact:

Rose M. Silva, Thesis Coordinator
613-533-6000, x77313


School of Graduate Studies
Queen's University
Gordon Hall, Rm 425
Kingston, Ont. CANADA
K7L 3N6 

Questions about the QSpace deposit process please contact:

QSpace Administrator
Queen’s University Library
Kingston, Ontario, K7L 2N9 Canada


Tel: 1(613) 533 6000. Ext: 77529.

Future Uses of Your Thesis by Others: Creative Commons Licenses

In order to clearly define the uses that other researchers make of your thesis when they access it online you will have the option to choose and assign a Creative Commons License to you thesis during deposit to QSpace.   

If you decide not to grant such a license, you can click on ‘Skip Creative Commons’ during the deposit process.  

There are 6 Creative Commons Licenses to choose from and all require attribution, signified by the "BY" in each license name.

The recommended license is: Attribution license - CC BY (Creative Commons Attribution 4.0 International License).  

IMPORTANT things to consider before applying a CC License to your thesis

Considerations for licensors:

For more detailed information see: Copyright and Author's Rights - Future Uses of Your Work.
For more information about Creative Commons see:

If you choose to assign a Creative Commons license to your work during deposit to QSpace, you will should also add information about the Creative Commons license terms to your thesis document, see below.

Add your preferred Creative Commons (CC) license to your thesis document

This will mean that anyone who downloads and views your thesis document(s) via a Google search will clearly see the license terms you have assigned and permitted uses.

Option 1. Manually:

  • Insert a copy of the appropriate CC icon from:
  • Add some text stating the name of the license you have assigned, e.g.: "This work is licensed under a Creative Commons Attribution 4.0 International License"
  • Insert a hyperlink from the descriptive text naming the license to the terms of the your chosen license.  Select the link to ‘View License Deed’ for the license on this page: About the Licenses.

Option 2. Using the Creative Commons Add-in for Microsoft Office (Word / Excel / PowerPoint):

E-Thesis Submission
  1. Log into QSpace
  2. Follow the instructions on the submission screens.
  3. QSpace automatically alerts the Thesis Coordinator of the School of Graduate Studies when your thesis has been successfully submitted.
  4. The Thesis Coordinator will review the formatting of the thesis. Notification will be sent to your Queen's email EITHER accepting the thesis OR rejecting the thesis, with instructions for required formatting corrections.
  5. Once formatting has been corrected, the revised thesis must be resubmitted through the above link.

Exceptions to submission of an electronic copy of the thesis via the E-Thesis submission process outlined above, will be made by the School of Graduate Studies on a case-by-case basis. If it is decided that no electronic copy can be submitted, one paper copy revised as recommended by the Thesis Examining Committee and finally approved by the supervisor/committee must be submitted to the School of Graduate Studies in fulfillment of degree requirements.

A note from your supervisor stating that required corrections to the thesis have been made must be submitted before the School of Graduate Studies will accept the electronic thesis submission. This note may be emailed to

Questions - contact Thesis Coordinator

Rose M. Silva, Thesis Coordinator
613-533-6000, x77313
School of Graduate Studies
Queen's University
Gordon Hall, Rm 425
Kingston, Ont. CANADA
K7L 3N6