1. eTheses at the University of Sheffield Vic Grant Faculty Librarian for Medicine, Dentistry and Health University Library Sept 2010

2. General Regulations for Higher Degrees by Research, 2008–09 Regulation 40: “Three copies of the thesis and an additional copy of the summary must be submitted to the Registrar and Secretary. The thesis shall be properly bound using the University Print Service. When a thesis has been approved, one bound copy shall be deposited in the University Library. Students registering from 2008–09 onwards will additionally be required to submit the final copy of their thesis in electronic format, in accordance with the University's procedures for e-theses.”

3. What this means in practice eThesis submission is mandated for all PhD registrants from September 2008 All current PhD students are being strongly encouraged to submit in electronic form Three print copies of thesis still required at submission Students will upload the “final, examined and awarded” version of their eThesis to White Rose eTheses Online http://etheses.whiterose.ac.uk/http://etheses.whiterose.ac.uk/

4. Benefits to students Your thesis will be read Will be picked up by anyone doing a keyword Google search Thesis is immediately available for consultation world- wide Potential impact on and contribution to profession/subject area much more immediate than in traditional form Indicators for career progression Development of career skills: self-marketing; handling of copyright

5. Third Party Copyright in Theses Traditionally it has been acceptable to include 3 rd Party Copyright in print theses under the examinations exception Online theses are being “made available” and this is a form of publication so it will be necessary to comply with copyright regulations

6. What constitutes third party copyright material? Extracts from publications e.g. books or journals Illustrations e.g. images, maps, photographs, tables, models etc. Photocopies of published articles (entire) Unpublished material Film

7. Short quotations If third party material is a short quotation from a published work, acknowledged and referenced correctly, this may be included A defence of Fair Dealing for the purposes of “Criticism and Review” Such extracts should be “insubstantial” – this term is not defined If in doubt ask yourself whether you would consider your rights had been infringed if someone else used a similar quotation from your work

8. Referencing It is important for students to acknowledge their sources correctly It is also important to reference correctly to avoid accusations of Plagiarism Advice from the Library on referencing styles available via the Information Skills Resource in http://www.librarydevelopment.group.shef.ac.uk/

9. Getting Permission 1 If the material used is more than seventy years old then it may not be necessary to apply for permission If your extract is short you may not need permission Identify rightsholders – start with publishers This can be difficult if they have died and you cannot contact the Estate/relatives

10. Getting Permission 2 Contact information – written permission is needed (you could use email) Precise details of material usage, e.g. the page numbers or figure numbers Details of how/where the requested material will be used including that it will be included in a repository and published on the internet

11. What to do if permission is granted Indicate this at the appropriate point in the thesis e.g. “Permission to reproduce… has been granted by…” Keep a copy of any letters or emails you received from the rights holders

12. What to do if permission is not granted Some rights holders may request payment for copyright permissions or you may not be able to trace a rights holder Consider embargo or editing [dealt with later…]

13. Embargo of theses Main reasons: Commercial sensitivity Political sensitivity/issues of national security Privacy of individuals (patient privacy?) Prior publication http://www.shef.ac.uk/ris/staff_students_visitors/how_to/thesisemba rgo.html Duration unspecified and should be agreed with supervisor

14. Embargo of eTheses Where e could be construed as prior publication Where clearance for all third party copyright material is NOT obtained Still require upload of e if embargoed

15. Embargo of p vs. e Theses There will be times when the eThesis is embargoed – e.g. third party copyright – but the pThesis is not Metadata for the thesis would be available on the server and give rise to requests for borrowing

16. An alternative to e-embargo Edit the eThesis to remove material for which clearance not obtained fully, replacing with reference partially, to fall within fair dealing provisions, also providing reference p thesis in final, examined and awarded version must NOT be edited In all cases, eThesis must be annotated at point of change, noted on title page and on Access to thesis form

17. Access to Thesis form New form will require you to complete questions about access to and embargo of your e and p thesis http://www.shef.ac.uk/ris/staff_students_visitors/how_to/access.html Includes additional protection for you as an author via Creative Commons licence [by-nc- nd] http://creativecommons.org/international/uk/ To be bound in pThesis (as currently) and to be front page of eThesis

18. Uploading Theses will be held at White Rose eTheses Online http://etheses.whiterose.ac.uk/

19. For more information and … coming soon … a recorded eTheses lecture by the Library’s Copyright Officer http://www.librarydevelopment.group.shef.ac.uk/shef- only/research/etheses.html

20. Questions? Contact Vic Grant Faculty Librarian v.grant@sheffield.ac.uk