1. Library Exposing Your PhD Thesis Online Via ARAN – Access to Research at NUI Galway Rosarie Coughlan & Gwen Ryan 3 rd August 2010

2. Library Outline E-Theses – project aim Who benefits from e-Theses? The deposit workflow and process –Thesis file formats –3 rd party copyright material Restricting access to your thesis Q & A

3. Library e-Theses – project aim? What are e-Theses? An e-Thesis is an electronic version of a printed thesis I.e. the electronic version of work produced and archived in Word or in PDF in order to be made available on the Web. Project aim? To publish forthcoming completed doctoral theses in ARAN NUIGalway Research Repository: http://aran.library.nuigalway.ie/xmlui/ http://aran.library.nuigalway.ie/xmlui/

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5. Benefits of exposing your thesis online Your thesis will gain wider exposure through free online access than is currently possible by depositing a hard copy in the Library. Accessibility will increase your research visibility internationally which encourages research usage & research impact Increase your citation count with global access online via Google You will have greater flexibility of digital content presentation, including publication of multimedia files Easy submission – your Research Support Librarian will be on hand to guide you through the easy-submission process Access key up-take and usage data demonstrating the impact of your research, including reports on the number of downloads and other vital stats

6. The Moment you’ve been waiting for… Submitting Your PhD Thesis (in a nutshell) Library

7. The Moment you’ve been waiting for… Submitting Your PhD Thesis (in a nutshell) Step 1: Submission of thesis Examination processes –Examining Board (Internal & External Examiners) –Viva (Oral Examination) Report on whether your thesis is ‘worthy of publication as a work of serious scholarship’ in whole OR in part: –With corrections i.e. typo-graphical or substantive –Not publishable i.e. rejected Following corrections… –Currently – submit 1 hardbound copy to Library –NOW – Submit 1 hardbound copy PLUS deposit an electronic copy With Library Submission Form EOG 060 Library

8. PRE e-Thesis deposit process - ACTIONS

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10. Pre-deposit Requirements Request embargo approval ONLY if necessary e.g. if: –Your thesis is due for publication as monograph; –Your thesis contains commercially sensitive information, the release of which might prejudice the commercial interests of any person including the author, the University or an external company; –Your thesis includes material that was obtained under a promise of confidentiality; –The release of your thesis might endanger the physical or mental health or the safety of an individual; Library

11. Library Submission Form E0G 060 Signed declaration approving: E-deposit of your thesis Verifying any necessary embargo period and reasons 3 rd party copyright approval, either that you: –Have obtained permission for all 3 rd party copyright materials –OR your agree to submit an edited version of your thesis with copyright items excluded from view (with reference information for item) Agree to deposit of an electronic version of your theses into ARAN and… –Use / re-use of your thesis (copying, displaying, viewing) ACTIONS BEFORE YOU SUBMIT THIS FORM… Library

13. Restricting Access to Your Thesis – why? Your thesis is due for publication as a monograph; Your thesis contains commercially sensitive information, the release of which might prejudice the commercial interests of any person including the author, the University or an external company; Your thesis includes material that was obtained under a promise of confidentiality; The release of your thesis might endanger the physical or mental health or the safety of an individual; You should: –talk to your supervisor about the need for an embargo before depositing –Basic descriptive information (metadata) about your thesis will be displayed in ARAN Repository staff will make your thesis visible in ARAN once the embargo period has expired.

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15. 3rd Party Copyright Materials What is copyright? Copyright is a property right protecting the economic interests of people or organisations that create works of various types and own the rights in their work. This right cannot be taken from them nor can their works be used without their permission. (s.17, s.37). As a property right it can be transferred, e.g. by inheritance or contract. Copyright is a moral right, which includes the right to be identified as the creator of a work, not to have works falsely attributed to you or have your work falsely attributed to someone else. It also covers the right not to have your work changed or adapted in any way without your permission (s.107-119). Library

16. What is protected by copyright? Any expression of ideas or facts, once they are fixed in some way, has copyright protection. There are many ways of “fixing” including writing down, filming, making a sound recording, printing, painting, performing, broadcasting and entering on a database. The ideas or facts themselves cannot be protected by copyright. Copyright is established automatically and is international Copyright applies to all categories of information irrespective of format, and includes traditional areas such as literary, dramatic, musical and artistic works, as well as “new” categories such as computer programmes, databases and websites. Library

17. How long does copyright last? In most cases a work is protected by copyright for 70 years after the death of the creator Sound recordings, broadcasts and the typographical arrangements of published works are protected by copyright for 50 years In many media there can be several rights valid simultaneously e.g. an author and publisher can have different rights to the same published edition at the same time. –While the content of a work may be out of copyright if the author has been dead more than 70 years, a publisher will continue to have copyright in the typographical arrangement of any published edition of that work for 50 years. Volume works or parts or broadcast in episodes, the period of copyright protection starts from the date on which each part was made available. Rights equivalent to authors’ rights may be acquired for 25 years by anyone who first makes a work available to the public (e.g. by publication) after its original copyright has expired, as long as it has never before been made publicly available. Database copyright applies to anyone who makes a substantial investment in obtaining, verifying or presenting the content of a database and applies for 15 years from the end of the year in which the database was completed. Library

18. Authorship & Ownership Copyright generally belongs to the author. This however will change if the author (researcher) has assigned copyright to a third party in a written agreement, eg. the editor or publisher. Some other examples when ownership may have transferred to a different party include the following: The employing institution might have employed the author to undertake the work (in this case the copyright belongs automatically to the institution unless a contract freely entered into by both parties specifies otherwise). If the author was sponsored by a third party, then a condition of that sponsorship may have been that the copyright was assigned to the sponsor. Ownership of the copyright may have been assigned to the employing institution when the research was commenced Library

19. Including third party copyright material in your thesis Seek permission where you have included: –Figures –Tables or illustrations etc created by a third party to illustrate an argument. How: Sample request letter to a copyright holder Library

23. Q & A? Thank You. Library

24. Exposing Your PhD Thesis Online Via ARAN – Access to Research at NUI Galway Rosarie Coughlan & Gwen Ryan 3 rd August 2010