TL62 – Theses

Records of the submission of approved master's and doctoral theses for deposit in the University Library.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

As part of the fulfilment of degree requirements for certain graduate programs, the University requires submission of the approved thesis for deposit with the University Library. Some faculties, academic departments, and schools also require copies of the approved thesis. Circulation of some theses may be temporarily restricted where a student's rights may be jeopardized by publication.

The records include theses, approval notifications, thesis restriction forms, copies of Library and Archives Canada thesis non-exclusive license forms, and related correspondence.

Responsible Unit

Graduate Studies and Postdoctoral Affairs.

Information Steward

Associate Vice-President, Graduate Studies & Postdoctoral Affairs.

Information Confidentiality Classification

  • Restricted: thesis submission records.
  • Confidential: theses which have been granted a restriction on circulation or availability, for the duration of the restriction period.
  • Public: theses released to the Library, following any restriction period.


  • Theses: retained permanently by the University Library.
  • Thesis submission records: 3 years after the release of the thesis to the University Library.


A copy of each thesis is also deposited with Library and Archives Canada.


Thesis submission records: Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


University of Waterloo Graduate Calendar.

Retention Rationale

Theses are a significant portion of the University's intellectual output and have ongoing historical value. The retention of thesis submission records is based on operational use.

Approval Date

26 July 2010