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Depositing and sharing your thesis

Here you will find the benefits of E-thesis deposit, E-theses at Surrey, Depositing your thesis, Copyright and Restricting access to thesis

SRI Open Access

Login using your IT username and password to deposit your thesis

Copyright Material in Theses

Benefits of e-theses deposit 

Depositing an electronic copy of your thesis in the University’s open access repository: 

  • Increases exposure of your research 
  • Helps you build your research profile 
  • May increase your chances for further funding opportunities and collaborations 
  • Attributes your doctoral research to you, making it easier to detect plagiarism and to prove your authorship. 

E-theses at Surrey

All doctoral degrees and MPhils are examined by thesis and an oral examination commonly known as the viva voce examination. Once you have done your viva and your corrections have been signed off, the University of Surrey requires you:

Flowchard showing stages of thesis deposit: PhD student deposits thesis - Library gets a notification - Library checks deposit - Library contacts student and Research Degrees on successful deposit - Library receives list of degrees awarded - Library reviews details and make it Open Access

 

Depositing your thesis 

You must deposit your thesis by following the E-thesis Deposit Guidance. The guidance includes best practice guidelines on how to enter the details of your thesis for better discoverability. 

  • You will need to accept the terms of the Author Deposit Agreement when depositing your thesis. There is no form required. You need only click ‘accept’ when prompted by the system. 
  • You can add any supplementary files, e.g. video, photographs, etc. This should not include any materials which already appear in your thesis. 
  • Please note, the Research Degree Committee will not proceed to award the degree, until confirmation that the correct documents have been uploaded and that you have complied with the University’s requirements. The e-theses team will check your submission and confirm its status via e-mail, within 1-3 working days. 
  • The thesis will not appear on the public website until you have been awarded your degree. 
  • Remember you must have removed all 3rd party Copyright material you do not have permissions for before submitting. 

Restricting access to theses 

Under special circumstances, your thesis can be embargoed. If an embargo is in place, only information in the record, such as title, author and abstract will be available on the University’s open access repository, SRI Open Access, and EThOS, the British Library Electronic Theses Online Service. 

When to restrict your thesis 

You may want to restrict access to your thesis if: 

  1. the material is due for publication as a monograph or as an article in a journal that considers an open access e-thesis a “prior publication,” or if you are actively seeking to publish this material as a monograph or article
  2. the material includes confidential information
  3. the material contains personal information about you or a third party
  4. release of the material would substantially prejudice the commercial interests of the University or your sponsor
  5. release of the material would substantially prejudice filing a patent or a patent is associated to a thesis

How long to restrict your thesis for 

The recommended embargo period for each case is: 

 

Due for future publication1 year
Confidentiality3 years
Personal Information3 years
Commercial Interests2 years
Patent2 years

How to request an embargo 

  1. Print, complete and sign the Restricting Access Form 
  2. Hand the form to your principal supervisor along with a completed Entry Form for Examination 
  3. Your principal supervisor must sign this form to indicate that the supervisory team agree with your decision to restrict access to your thesis 
    a. If the requested embargo is due to publication of material derived from the e-theses as a monograph, this must be specified in the Restricting Access Form, along with the name of the publisher. When concerning a journal article, you must provide evidence that the journal in question considers an open access e-thesis as a “prior publication.” Such information can usually be found on the journals website, in which case you can simply add the link to the relevant webpage
    b. If the requested embargo is due to commercial interest or patent, your principal supervisor will send the form to the Director of Technology Transfer: techtransfer@surrey.ac.uk
    c. The Director of Technology Transfer will sign it and return to you. 
  4. Scan the form and deposit it along with your thesis into SRI Open Access.

Ethesis Deposit Guide 

2019depositguide (727.3KB - Requires Adobe Reader)

Restricting Access Form

Ethesis Restriction Form (50.03KB)

Contact Us

For help uploading your thesis please contact

etheses@surrey.ac.uk

Where we are

University Library, George Edwards Building,  University of Surrey,  Guildford,  Surrey GU2 7XH,  United Kingdom T: +44 (0)1483 689235 F: +44 (0)1483 689500

More contact details
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