- Browse UOW digital theses
- Procedures for deposit
- See also Thesis Submission and Graduation guide
- See also Finding Theses guide
Procedures for deposit
- Do I need to submit a copy of my digital thesis files for deposit to Research Online?
- Do I need to organise and name my files in a particular way?
- What type of files and file formats can I supply to the Research Student Centre?
- Do I need to place any security settings on my files so they will be read-only?
- Do I need to insert the copyright disclaimer form into each of my files?
- Can I restrict access to my thesis?
- Do I need to seek copyright permission if I have included copyrighted material in my thesis?
1. Do I need to submit a copy of my digital thesis files for deposit to Research Online?
Yes, all University of Wollongong Masters by Research and PhD/Doctor of Philosophy students need to supply the Research Student Centre with a final version copy of their digital thesis file/s. This file must be the same as the copy of the thesis that was approved as fulfilling the requirements for the degree.
2. Do I need to name my thesis file in a particular way?
Yes. Please submit your thesis as a single file, and name your file in lower case characters using the following method:
Note: Please ensure the year in the file name is the same as the year on your thesis.
If you have multiple appendices files it is recommended you merge these files into the whole document. If the files are too large, or if you have multimedia files in the appendices, it is suggested that you provide them as separate files and name them as follows:
or for multiple large files:
- year_surname_firstinitial_studentnumber_appendix2 etc
3. What type of files and file formats can I supply to the Research Student Centre?
Where possible, material in other formats, such as musical scores, computer programs, artistic works, videos, etcetera, completed and submitted as part of a thesis may also be loaded onto Research Online with the digital text files. However, there are technical limitations and, in some cases, only the text files will be loaded.
The Research Student Centre, acting on behalf of the Library, will accept thesis files as Microsoft Word (.doc, .docx, .rtf) or Portable Document Format (.pdf).
For multimedia files accompanying the thesis, the following file formats are recommended:
|Media type||Recommended format|
|Digital video files||motion JPEG 2000 (.mj2, .mjp2)|
|Digital image data||JPEG or JPEG 2000 (.jpeg, .jpg)|
|Digital audio data||WAV (.wav)|
These files may be emailed or sent via UOW Sharefile to the Research Student Centre: firstname.lastname@example.org. For more information on acceptable file types, please contact the Library or the Research Student Centre.back to top
Note: For files submitted in PDF, please ensure all fonts are embedded and subset, magnification should be set at 100% and no security should be applied.
4. Do I need to place any security settings on my thesis file so it will be read-only?
No. The Library will do this when they process your thesis file for Research Online. The standard document security setting recommended for Research Online is read and print only. This is set by Library staff and means NO copying, pasting or changes can be made to your document.
5. Do I need to insert the copyright disclaimer form into my file?
This is optional. If you do, it will help the Library in processing your thesis for Research Online as quickly as possible. If you don't, the Library will insert this copyright disclaimer into your file upon receipt.
- Download the Copyright Disclaimer form [PDF 48KB]
6. Can I restrict access to my thesis?
Yes, however, conditions apply. In general, the University is committed to making the outcomes of research publicly available.
Restrictions may be required due to contracts with industry partners, unpermitted use of third party copyright, patent applications, or negotiations with publishers. Students intending to restrict access to their thesis should seek the advice of their supervisors. An application to have your thesis restricted should be submitted in the Thesis Declaration Form to the Research Student Centre and should include:
- reasons for the restriction
- signatures of the supervisor or Head of Postgraduate Studies
Restrictions may be granted for a defined period of up to 24 months. An application for a continuation of the restriction must be made in writing to the Library and is the responsibility of the author.
7. Do I need to seek copyright permission if I have included copyrighted material in my thesis?
Under the Copyright Act, you can include other people's figures, graphs and other images (collectively known as Artworks) in your thesis, because of the Fair Dealing (Research & Study) exception. To comply with this exception in preparation for submitting your thesis, you need to cite the sources appropriately. You can find more information about this exception on the Library's Copyright website.
When submitting your thesis, you (and your supervisor) sign an ‘Agreement for deposit of HDR thesis in digital repository’, where you warrant that you have, where possible, obtained the permission of copyright owners for use of any third party copyright material included in your thesis, or provided reasons why permission was not obtained.
Where published journal articles are included, formal permission from the publisher is required in order to ensure copyright compliance (as per the HDR course rules).
Additionally, if you later wish to publish your thesis elsewhere, you must either remove the third party copyright material, or get permission from the copyright owners.
If you cannot obtain copyright permission for material used in your thesis, continue to submit your complete thesis to the Research Student Centre. In the Thesis Declaration form you will need to request a restriction of access to your thesis in Research Online.
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- News@Library - Spring 2014 issue