Depositing your thesis, dissertation and other research outputs Carol Brandenburg & Sarah L. Tritt, Library Teaching and Learning, 2014

Contents of this Presentation Thesis examination process Dissertation examination process Final digital copy Copyright Digital deposit Research outputs Open access & publishing Your professional profile Contact details

THESIS EXAMINATION PROCESS Outlines number of copies needed; relevant forms

Submitting for examination Softbound copies are handed to Student Services with a Declaration form (proof of authorship). Copies are sent for external examination: 1.Number of copies: PhD 4 copies, Masters 3 copies 2.Contact the Linc for Softbinding 3.Student Services: Ground Floor, Forbes Building 4.Submit 1 Declaration form signed and completed by you and your Supervisor, form.pdf Alternatively check with your supervisor to see if the external examiners accept digital submissions and communicate this to Student Services

Examination completed External examiner returns final mark and feedback; author receives confirmation letter and Supervisor receives Graduation Clearance form from Student Services: 1.The confirmation letter will confirm your final mark and that you have been awarded your degree on completion of any necessary changes required by examiners 2.Necessary changes must be completed before final deposit, you will be given 3 months to complete 3.Your supervisor will sign the Graduation Clearance form once changes are made 4.The Graduation Clearance form is also signed by Faculty Research Committee and Library once final copy/copies* are deposited *depending on third party copyright material, see below

DISSERTATION EXAMINATION PROCESS Outlines number of copies needed; relevant forms

Submitting for examination Softbound copies are handed to Student Services with a Declaration form, these are then marked: 1.Number of copies: 2 copies 2.Contact the Linc for Softbinding 3.Student Services is Ground Floor, Forbes Building 4.Submit 1 Declaration form signed and completed by you and your Supervisor, declaration-form.pdf

Examination completed Author receives confirmation letter from Student Services with confirmation of degree being awarded. Supervisor receives Graduation Clearance form: 1.The confirmation letter will confirm you have been awarded your degree once you have completed any necessary changes required by the examiners 2.Necessary changes must be completed before final deposit, you will be given 3 months to complete 3. Your supervisor and faculty need to sign the Graduation Clearance form once changes are completed. 4.You are required to deposit a final digital copy with Lincoln University Research Archive 5.You are also required to deposit a final digital copy with your Faculty

FINAL DIGITAL COPY Copyright; Digital deposit

Final Digital Copy Under the Copyright Act your thesis is considered ‘published’. The content must comply with the Act, particularly relating to third party material. As the author you need to convert your file(s) to PDF and deposit online to the Research Archive.

COPYRIGHT Copyright Act; Third Party copyright; Adapting/modifying material

Copyright Act 1994 Under the Copyright Act 1994 you hold the copyright of your thesis. Legally your digital thesis is considered to be ‘published’ in the public domain. If you have included another persons copyright work (third party copyright) YOU are responsible for obtaining permission to include that work.

Third Party Copyright You may have included in your thesis or dissertation another persons copyright work, e.g. chart, poem, graphic, map, image, diagram, figure. These are Third Party Copyright materials: 1.You must obtain permission from the copyright holder to reproduce any images, tables or diagrams, etc. 2.You can use the sample MS Word form to request permissionsample MS Word form 3.Keep a record of these permissions in your own files

No Third Party permission? You must deposit 2 copies of your thesis: Copy 1 = Open Access, with Third party copyright material removed Copy 2 = Restricted Access, retains Third Party Copyright

Open Access copy You have to remove the material from the open access copy of your thesis or dissertation: 1.Leave a blank space of equivalent size to the removed material 2.Retain citation to removed material 3.The citation should be specific to enable readers to find the original resource 4.You can include a hyperlink to online material

Open Access digital copy with Third Party Copyright material removed Be careful to ensure your text doesn’t reformat e.g. one line moved to next page Citation Author statement: Figure removed, subject to copyright

Adapted or modified material If you have significantly modified the material you do not need to obtain permission from the original copyright holder: 1.Changing the font or colour is not significant modification 2.Incorporating original material into a diagram or adding new columns of information into a table may be significant modification 3.Consult Ask us if in doubtAsk us

Copyright license examples 1.Images from Wikipedia may have a variety of copyright statements or licenses. 2.E.g. the Xanthomonas campestris pv campestris page has 3 images each with different licensing 3.To find out more about each individual image click on the image to go to the File information page _campestris Consider using material with a Creative Commons licenseCreative Commons license

DIGITAL DEPOSIT Outlines copyright; converting file to PDF; how to deposit

Digital deposit PhD, Masters and Dissertations: You must deposit a digital copy. If your work is not copyright compliant you must deposit 2 copies: Copy 1 = Open Access, with Third party copyright material removed Copy 2 = Restricted Access, retains Third Party Copyright, i.e. one submission two files Dissertations You are also required to deposit a digital copy with your Faculty

File conversion You must use Acrobat Adobe Professional to convert your word document to PDF: 1.Adobe Pro provides improved navigation and retrieval features including bookmarks and metadata in the file properties 2.Available on campus from ITS Help, LTL two PCs outside L077, Faculty Administrators and Commerce Faculty

Metadata example The file name should be family name, underscore, degree e.g. Junhua Du’s Master of Commerce and Management thesis file is: Du_MCM.pdf Note information included in title, author, and keywords

Digital deposit As author deposit your thesis online to the Lincoln University Research Archive: 1.Go to: and-Dissertations1/Depositing-a-Digital- Thesis/Submitting-Online/ and-Dissertations1/Depositing-a-Digital- Thesis/Submitting-Online/ 2.View the whole page to see screen shots of each step 3.Return to Step 1, click link to begin deposit

RESEARCH OUTPUTS Open access; scholarly communication; authors’ rights

Research outputs As part of your online professional profile deposit other research outputs to create a portfolio of your work: 1.Outputs may include: Conference papers; poster presentations; research reports; journal articles; audio and video files 2.Each item in the Lincoln University Research Archive is assigned a persistent URL – include these in your portfolio 3.Find out more about professional portfolios in the Maximising your career opportunities workshop Maximising your career opportunities

OPEN ACCESS & PUBLISHING What you need to know…

Open access Publishing, and how you present your research, is changing. You determine the use of your work. LU has an Open Access policy.Open Access policy Depositing into the Lincoln University Research Archive - an open access repository: 1.Connects you to the global research community 2.Increases your citation rate 3.Contributes to your professional profile

Publishing Be an informed author: 1.What are your rights as author? E.g. when your article was published, did you sign over ownership of your research to the publisher?rights as author 2.Some publishers allow you to publish in a subscription journal plus deposit the publishers version into the Lincoln University Research Archivepublishers 3.Should you use a Creative Commons license?Creative Commons license Find out more,

Your professional profile What is the next step? 1.LinkedIn? 2.Find out more about where to publish? 3.Make an impact with your research?

Useful Contacts Deposit Phone Copyright Phone Research Outputs & Publishing Phone Word Template ITS Help Attribution-Noncommercial (BY_NC)