Grad Thesis Self-Submission FAQs

Graduate Thesis Self-Submission Frequently Asked Questions

What does it mean to sign a non-exclusive distribution license?

As an author, you grant Emily Carr University a non-exclusive license to publish your thesis online. This license does not affect the ownership of copyright — you maintain whatever rights you have in your thesis. In addition, the license does not contain a waiver of your moral rights to your thesis. However, you are granting important rights to ECU and visitors to the ECU institutional repository and, therefore, you agree that if you grant another party copyright ownership or a license, it will be consistent with the rights you have granted under this license. For example, if you wish to publish your thesis support paper, in whole or in part, in a journal, you will inform the publisher of the rights you have granted ECU under the license and not agree to terms that restrict those rights.

Your thesis will be published online in open access format. Anyone with access to the Internet will be able to read your thesis.

How do I sign the non-exclusive license document? How do I submit it?

In order to fill out and sign the Institutional Repository Non-Exclusive License for Graduate Thesis document the library recommends using Adobe Acrobat. Adobe also has a ‘Fill & Sign’ mobile app. In order to sign the document, you will be required to create an electronic signature.

Once the form is filled out and signed, you can use the SUBMIT button to send the form by email. If you press the SUBMIT button, you should see an automatically generated email with your form attached. If you DO NOT see this email, then you will need to download the completed form and upload it using the Upload Support Document button on the Thesis Self-Submission site.

How do I get copyright permission to use an image by someone else in my thesis?

The responsibility for obtaining permission to use copyrighted material (such as images) rests with the student. You must obtain written permission from copyright holders in order to use their work in your thesis project support paper. You must include full citations for any copyrighted material you have in your thesis regardless of source. Images of your own work should also be clearly identified.

If the thesis includes reproductions of copyright protected images, including but not limited to, figures, drawings, paintings, photographs, logos, maps, diagrams, tables or charts, the author of the thesis must in most cases obtain written permission from the copyright holder in order to reproduce this material for inclusion in the thesis.

When you submit your thesis and visual documentation, you must include documentation indicating that you have received permission to use any copyrighted material. Use the Permission to Use Copyrighted Material in a Thesis sample letter (located in the Thesis Support Document Preparation + Overview Handbook) and Permission to Use Copyrighted Material in a Thesis form (form can be downloaded from the Thesis Self-Submission site) when contacting copyright holders. More information can be found in the Thesis Support Document Preparation + Overview Handbook.

If there are more than two items for a single copyright holder, please use additional forms and obtain signatures on all forms. This form grants permission to include the thesis in the Emily Carr University of Art + Design Library collection, in online format. You are responsible for obtaining any additional permissions, which may be required for any other use of the copyrighted material, including published on any other website or in any publication.

If you have any questions about copyright, please contact Suzanne Rackover.

How do I log in to the system?

The grad studies office will issue you log-in credentials. There is a login button on the right of the top menu, or you can go here: https://ecuad.arcabc.ca/user/login

What is the maximum size of file I can upload?

Maximum file size is 2GB.

I’m seeing an error message after uploading my thesis/support documents/images. How do I know if the upload was successful?

Two error messages may display after you upload your documents:

  • “This object is not active. Metadata may not display correctly."
  • “Document not present in Solr while generating the metadata display for ecuad:XXXXX. Try reloading the page, or contract an administrator if this issue persists.”

In addition, sometimes the file you’ve uploaded won’t display right away, but will if you refresh the page. These are also normal behaviours for the system. If you want to check to see if your upload was successful, see FAQ: Can I check to see what I’ve uploaded?

Do I need to upload everything at the same time?

No, you do not need to upload everything in one sitting. Keep track of the things you have submitted so you don’t duplicate work. Once you have uploaded all your files, use the submission checklist at the bottom of the Thesis Self-Submission site and click the ‘Thesis submission is complete’ button. This will generate a notice to the Grad Studies office and the eCollections administrator that you’ve uploaded all your files.

Can I check to see what I’ve uploaded?

You can check to see what files have been uploaded, but they will not display immediately after upload. The eCollections administrator has to approve each submission before it will be displayed in the system. Generally this will occur within 24 hours if the submission was made during a weekday.

This is where you will find the various parts of your upload:

I’ve logged out of the system and now I don’t see my thesis. Did it upload successfully?

You will only be able to see what files you’ve successfully uploaded if you’re logged in with your account credentials. For more information, see the FAQ: Can I check to see what I’ve uploaded?

The version of the thesis I uploaded has a typo. Can I upload a new version?

There are two ways you can upload a new version:

  1. Repeat the submission process to upload the new version. You do not need to duplicate all the information in the ingest for (just fill out the *mandatory fields). Email the eCollections administrator to inform them to use the mostly recently uploaded file
  2. Email the eCollections administrator the corrected version and they will replace the previously uploaded version in the system

There is a mistake in the metadata. Can it be fixed?

Yes. Email the eCollections administrator and inform them of the error. They will be able to edit the metadata.

How can I upload a video or audio support file?

When submitting audio or video as documentation of your artwork/project, please send information directly to the eCollections administrator.

Audio requirements:

  • Maximum of 3 audio files as part of a maximum of 10 supporting files
  • Do not submit audio work by other authors, regardless of whether they are included in your thesis support paper
  • .wav format (Broadcast WAV files)
  • 96 kHz Stereo
  • Minimum bitrate: 24 bits
  • Files encoded with variable bit rate (VBR) are acceptable.
  • Include your audio work in its entirety, or excerpts
  • File naming convention, with the number corresponding to the order in which you would like it to appear in your list of support documents: 01_LastName_FirstName.WAV
  • Provide the following information when submitting audio files: Title, total duration of work in minutes and seconds, year, medium, artist’s name, file name

Video requirements:

  • Maximum of 3 video files as part of a maximum of 10 supporting files
  • Do not submit video work by other authors, regardless of whether they are included in your thesis support paper
  • Acceptable file formats: .mp4, .mov
  • Video can also stream directly from a third party platform (Vimeo, YouTube), as long as it is publicly viewable. Note that this will not store the video file and if you remove it from the third party platform it will become a dead link on your thesis page
  • Include your video work in its entirety, or excerpts
  • File naming convention, with the number corresponding to the order in which you would like it to appear in your list of support documents: 01_LastName_FirstName.MP4
  • Provide the following information when submitting video files: Title, total duration of work in minutes and seconds, year, medium, artist’s name, file name, URL if hosted on a third party platform

How long will it take before my thesis is published online and available for others to view?

It may take up to six weeks before theses are available for the public to view online. Once they are published, they will also be added to the library catalogue.

Can you add my ORCID at a later date?

Yes, email the information to the eCollections administrator. Learn more about ORCIDs and register here.

eCollections Administrator

Hillary Webb
604-630-4567
[email protected]