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e-thesis instructions for students

The process is divided into two sections: Thesis Details and Thesis Upload. In the Thesis Details section, you will be asked to provide information about your e-thesis as well as given instructions for entering your English and French abstracts. In the Thesis Upload section, you will upload your e-thesis to the server for online supervisor approval. You can use the e-Thesis Checklist to ensure that you have followed all the necessary steps.

  1. Minerva and select the e-Thesis Submission form.
  2. Click on the “Add Thesis File” button at the bottom of the page.
  3. Select the main language of your thesis from the drop down menu.
  4. Enter the plain text of your English abstract in the field of the same name. You can copy and paste your abstract from your original word processing document.
  5. Enter the plain text of your French abstract in the field of the same name. You can copy and paste your abstract from your original word processing document.
  6. Select the UMI code which best describes your thesis subject using the “Select” option. You will be given subsequent options to narrow down the subject. Once the UMI code appears, click on “Select this code”. The code will automatically be entered in the text field. You can change the code by repeating the process.
  7. You can save this information without uploading your e-thesis file by clicking on “Save Thesis Details”.
  8. Click on the “Browse…” button to select your e-thesis file. Navigate to the folder and double-click on the file name. If you selected the wrong file, repeat the process to select the correct file.
  9. Click on the “Save Thesis Details and Upload Thesis” button to upload your e-thesis to Minerva.
  10. Enter the number of pages in the body of your thesis (i.e. not including the front section [title page, abstracts, etc] nor end section [bibliography, appendices, etc]) and click on "Save Page Count".
  11. Select the software you used to write your thesis from the dropdown menu. If you select “Other,” you can enter a maximum of 100 characters.
  12. At this point you can do 3 (three) things:
    1. Submit your e-thesis for online approval by your supervisor(s) by clicking on the "Submit Thesis for Approval" button. An e-mail will be automatically sent to your supervisor(s) notifying them that you have uploaded your e-thesis and that it's now ready for approval.
      Please note: after your e-thesis has been submitted for supervisor approval, you will no longer be able to delete your e-thesis or change the thesis details, but you will still be able to download a copy of your e-thesis. If you realize that you’ve made a mistake, your supervisor will have to reject the e-thesis so that you can delete the file and start over.
    2. Download a copy of the already uploaded e-thesis (in case, for example you want to verify that you have uploaded the correct version) by clicking on the "Download" button.
    3. Delete the e-thesis and start over by clicking on the "Delete Thesis" button. The Thesis Details will not be deleted. (If you need to make changes to the Thesis Details, follow the process from Step 1 after you have deleted the e-thesis.)
  13. If your supervisor rejects the e-thesis, i.e. requires that you make changes to your e-thesis, an automatic e-mail will be sent to you. You can view the comments by clicking on "View" under the "Comments" heading next to the supervisor's name.

    In order to then make changes to your thesis:

    1. Print the Minerva page with the comments (the comments will disappear once you submit your e-thesis for online approval).
    2. Download a copy of your e-thesis (see Step 10.ii above).
    3. Make the changes to your original document (e.g. Word, LaTex).
    4. Generate a new pdf file in PDF/A 
      Please see

      http://kb.mcgill.ca/it/easylink/article.html?id=5163 (Microsoft Office 2010 and 2013)

      http://kb.mcgill.ca/it/easylink/article.html?id=5136 (Mac Users and Latex)

    5. Follow the Steps 1-9 and 10.i above, as well as deleting the rejected e-thesis file (10.iii).
  14. When your supervisor(s) approves the e-thesis, an automatic e-mail will be sent to you. Once all supervisors have approved the e-thesis, GPS will review it and either approve or reject it.
  15. If GPS rejects your e-thesis, you will receive an e-mail from GPS stating which changes need to be made. You will then need to follow Step 11.
  16. If you would like, you can track the progress in Thesis Status by logging back into the e-Thesis Submission form on Minerva and viewing supervisor decisions. Once your thesis has been approved by GPS, however, you will no longer have access to the form.