Step by step guide to the deposit process for PhD students registered from 2011 onwards. Includes considerations e.g. third party copyright, restrictions, ethical considerations

1. eTheses at Lancaster
A guide to making your thesis available electronically
Louise Tripp
Subject Librarian:
English, European Languages, Linguistics
A21/51, The Library
l.tripp@lancaster.ac.uk
Tel. (01524) 592546
Annette Lawrence
Assistant Librarian (Resources)
A56, The Library
a.lawrence@lancaster.ac.uk
Tel. (01524) 594965

2. • The University has a commitment to Open Access
• All students registered from October 2011 onwards for
doctoral level degrees are required to deposit an electronic
copy of the final version of their thesis as well as one print
copy for the Library
• The eThesis must be in .pdf format and will be uploaded to
EPrints, the institutional repository for research output
eTheses at Lancaster

3. Record on EPrints
L
Choose a Creative Commons Licence to
protect your work:
https://creativecommons.org/licenses/

4. Benefits of eTheses
• Easier access
• Visibility
Citation
Collaboration
• Recognition and promotion of your work and University
• Secure and stable storage
• Access to a variety of theses
• Fulfils grant requirements

5. • Submitting copies for examination - Candidates will continue to
submit print copies (one for each examiner) to the Registry for
examination
• One .pdf copy of the final version of the thesis (following vive voce
and corrections) to be uploaded to EPrints via PURE and one print
copy to be deposited with the Bindery for inclusion in the Library
Thesis Collection
• Candidate to send the Thesis Declaration Form to the Registry at
the point when the electronic thesis is to be uploaded.
What this means in practice
The deposit process

6. The deposit process
http://lancaster.libguides.com/etheses

7. Thesis Declaration Form

8. • What is the Thesis Declaration Form?
• The Thesis Declaration Form grants the University the right to
make the thesis available as an open access document via the
Web
• It also contains a declaration that you have sought to obtain
permission to use third party copyright
• If you wish to restrict access to the thesis, the Declaration
Form also contains a section for the embargo details
The deposit process
The Thesis declaration Form

9. • Once you have deposited your print copy with the Bindery
and uploaded the .pdf version to PURE, the Registry will be
notified that you have completed the deposit process
• On receipt of the Thesis Declaration Form by the Registry, you
will be notified that you have completed the deposit process
and will be awarded your degree
The deposit process cont.

10. • Third Party Copyright
• Ethical confidentiality
• Publication pending
• Commercial contracts
Challenges to the deposit of
eTheses

11. • Making your work available through EPrints is a form of
publication and so UK Copyright Law applies
• If the thesis contains material that you do not own, e.g.
diagrams, maps, images, permission will need to be obtained
to include it in your thesis
• If permission cannot be obtained, the image may be removed
with a placeholder inserted at this point in the document, e.g.
Figure(Text/Chart/Image, etc.) has been removed due to Copyright restrictions
Third Party Copyright

12. • A restricted or embargoed thesis is still deposited in EPrints
and researchers will be able to locate the details but will not
be able to download the full text
• Under what circumstances are theses restricted?
• Research carried out in collaboration with commercial
organisations may have a contract to forbid the publication of
commercially sensitive data
• There may be ethical issues, e.g. medicine or social sciences,
although the data is anonymised it may still be necessary to
embargo the research
• Publication pending – this is the most common reason for
restricting access to prevent jeopardising a publication deal
Restrictions or Embargoes

13. • Theses may be restricted for up to 5 years in the first instance
• The Thesis Declaration Form contains a section for embargo
details
• The form must be countersigned by the Head of the
Department to approve the embargo before it is sent to the
Registry
• The embargo is then countersigned by the Dean of Graduate
Studies to complete the restriction
How are theses restricted?

14. • eTheses LibGuide
http://lancaster.libguides.com/etheses
• Copyright Officer – Lorna Pimperton
l.pimperton@lancaster.ac.uk
• Copyright LibGuide
http://lancaster.libguides.com/copyright
• Help with uploading to Pure/EPrints – Richard Ingham
r.ingham@lancaster.ac.uk
Further help

15. Questions