HKUST Electronic Theses Database: Submit E-theses

The Library collects all HKUST theses and dissertations in electronic format.

The PDF copy will be loaded into the

• HKUST Electronic Theses Database
• HKUST SPD | The Institutional Repository 
• ProQuest Dissertations & Theses A&I (for Doctoral dissertation)
  • sciences & engineering
  • humanities & social sciences

Before You Start

• Your thesis must follow the HKUST Guidelines on Thesis Preparation
• Refer to the sample templates:
  • MPhil Template
  • PhD Template
• Refer to the FAQs, particularly regarding the common reasons for failed library validation

Step-by-Step Submission Process

1. Visit the Online Thesis Submission System and log in with your credentials
2. Check Your Profile and verify all personal information is correct

3. Fill in the required information
   • Non-HKUST Email: Required for future contact
   • Thesis Title:⚠️ IMPORTANT: Your thesis title must match EXACTLY with your PDF file; for more details, please refer to the FAQ about the common reasons for failed library validation

4. Review Agreements
   • Accept the Student Agreement allowing HKUST Library to make your work available for research
   • Choose a release date
     • Early release helps share your research with the academic community
     • Discuss with your supervisor first if you need to delay release

• For PhD students only - check the ProQuest Agreement for including your thesis in their database

5. Upload documents
   • You need to upload TWO separate PDF files:
     1. Your complete thesis (You may leave the unsigned pages blank in your main thesis)
     2. Signed Signature Authorization Pages as a PDF file

6. Submit and confirm
   • ⚠️ IMPORTANT: Before clicking the confirm button:
     • Double-check all information carefully
     • Verify all uploaded documents
     • Review your selected options, such as release date
   • Once you click "Confirm":
     • No changes can be made to any information or documents
     • You cannot modify your submission after this point

Q: I have submitted my thesis to the HKUST Library Submission System, and it has been approved by my supervisor. How long will it take for the library to validate my thesis?

A: The standard processing time for thesis validation is within 1 to 2 working days. However, during graduation periods, there may be a higher volume of submissions, which can extend the processing times. Therefore, please allow sufficient time for the validation process.

Q: I received an email about failed validation from the library. Why was my thesis submission rejected?

A: Your thesis submission may have been rejected due to one or more of these common reasons:

• Title mismatch between your PDF file and the Thesis Submission System

  • Since the titles in the Thesis Submission System and the Student Information System are synced, if you need to correct the thesis title in the Student Information System, please contact your department to make the change and inform Library.

  • If the title mismatch between your PDF and the Library Submission System is caused by special characters, please contact lbthesis@ust.hk for assistance in resolving this issue.

• Missing signed authorization page

  • The signed authorization page was not submitted with the signature page as a single PDF file. Combine these documents and resubmit.

• Missing department name on signature page

  • The department name is missing from the signed signature page.

• Missing submission date on signed pages

  • The submission date is missing from the signed pages.

• Presence of blank pages

  • Any blank pages should be removed from the submitted documents.

• Signatures not separated

  • Signatures of thesis supervisors should be on separate lines, not combined.

• Missing head of department signature

  • The signature of the head of department is missing from the submitted documents.

• Missing title page

  • ​​​​​​​The title page has not been included in the submission.

  • Please also ensure the title page, containing in this order:

    • Thesis title
    • Full name of the candidate
    • Degree for which the thesis is submitted
    • Name of the University, i.e. The Hong Kong University of Science and Technology
    • Month and year of submission

Q: What are the requirements for thesis submission?

A: For thesis preparation and formatting, please visit Guidelines on Thesis Preparation for more details.

Q: How do I set up and access an iThenticate account for my thesis submission?

A: For enquries about iThenticate account, please contact FYTGS at pgsec@ust.hk.

Q: Who holds the copyright of theses after the submission?

A: According to the University’s Intellectual Property Policy, students hold sole copyright ownership of their thesis. More details about copyright are available at the Copyright Libguide.

Q: When will my thesis be released to the public?

A: If you did not send a request to keep the thesis confidential, your thesis will be released once all the library processes are completed.

This simple application will double check your thesis for simple errors that require your attention before submission. It can catch even the smallest error that will prevent full submission (e.g., slight margin errors or excessive blank spaces)

Download the application from MTPC. (Video Guide)

• Username: e_thesis_app
• Password: pgso2015

For additional assistance and troubleshooting, refer to Creating PDF files for E-thesis Submission Guide Section F.

Direct inquiries to Mr Joe Wong (ptjoe@ust.hk)

About Thesis Submission

Fok Ying Tung Graduate School (FYTGS)

pgsec@ust.hk

About Thesis Validation

Library Thesis Team

lbthesis@ust.hk