Submitting your final Ethesis

We've worked with other universities in Yorkshire to create White Rose Etheses Online, an open access repository to store digital copies of successful doctoral theses.

Find out whether or not you need to upload an eThesis, what the benefits are, and how to upload your eThesis as part of your doctoral submission.  

Benefits of the eThesis

  • your thesis is more likely to be widely read
  • theses are immediately available and readily searchable
  • the worldwide visibility of UK higher education research is increased
  • underused primary research is made available
  • the profile of the researcher, institution and individual schools may be raised.
  • eThesis submission can help you meet the requirements of your funding body (for example research councils).

Do I need to upload an eThesis?

If you commenced a doctoral research degree in or after September 2009 your are required to submit your successful thesis in both hard bound and electronic (eThesis) form.

If you commenced a doctoral research degree before September 2009 you are strongly encouraged to deposit a copy of your thesis in eThesis format, in addition to the hard bound copy.

If you are an MPhil and Mastership by Research student you are exempt from the requirement to deposit an eThesis, but must still submit one hard bound copy.

In all cases one copy of the final, corrected hard bound thesis must be submitted to Postgraduate Research & Operations, via the Student Services Centre counter. This copy will be sent to the University Library after your name has appeared on a pass list.

Why do I need to upload an eThesis?

One way of storing theses and making them available to a wide audience is to deposit them in an open access repository; this is becoming common practice both in the UK and internationally and ensures that the theses are appropriately described, safely housed and easy to obtain.

The University of Leeds worked with colleagues in Sheffield and York to create White Rose Etheses Online (WREO) – an open-access repository in which to store the digital copies of successful doctoral theses. Potential readers will be able to find a stored eThesis through an ordinary search engine such as Google or specialist, academic search engines. In addition, the eThesis will be made available to the British Library's EThOS Service (Electronic Theses Online). 

When to upload your eThesis

You should only upload after your internal examiner has approved the correction of any editorial and presentational corrections or minor deficiencies identified at your examination. You must upload the final, examined and corrected version of your thesis as a single PDF file. This must exactly replicate the content of the final, corrected, hard-bound copy of your thesis.

Where to upload your eThesis

You should upload your final eThesis (and redacted version if required) directly to White Rose eTheses Online. Please see the Library website for further advice on the upload process. You don't need to submit a copy of your final eThesis on CD with your final hard bound thesis. Instead, you can specify the thesis retention arrangements and upload your eThesis using the simple online deposit process. You will still need to submit one hard bound copy of the thesis to Postgraduate Research & Operations, via the Student Services Centre counter.

How to upload your eThesis

You'll need to create an account and register, after which you will receive confirmation of your username and password. From here you can manage your eThesis deposit via the 'Manage deposits' page. This will take you through a range of screens where you enter in details about your thesis, including whether an embargo on access is needed. You will be asked to upload your eThesis (and redacted eThesis if required). Please see the Library website for further advice on the upload process.

Once the upload process has been completed you will receive confirmation via email. A confirmation email will also be sent to your supervisor(s) and to PGR and Operations staff. Please make sure you include the name and email addresses of all your supervisors as part of the upload process. You don't need to complete a paper thesis deposit form.

You must register with the University using your legal name (i.e. the name shown in your passport or other legal documentation) and this is the name that will appear on the pass list published by the University. It is very important in terms of any future requests the University receives to verify the award of your degree that all records match. You must use this registered name on both your hard bound thesis and your eThesis.

The name which appears in the Library and WREO records must be that which was published by the University on the pass list. You must enter your full, registered name – including any and all middle names held in the University records – when you complete the online thesis deposit form as part of the eThesis upload process. If the name you enter does not, for any reason, correspond with that which appears on the University pass list the name it will be amended in the WREO/Library records to correspond with the pass list.  

eThesis format

eTheses are submitted in PDF format. One copy of the eThesis must be a single file exactly replicating the content of the final, corrected printed/bound copy of your thesis and must be supplied as a PDF. Theses produced using other packages (Word, LaTex etc) should be converted to PDF for the final version. If you upload your thesis in another format (e.g. Word) you will be asked to correct this. The single PDF file should include all appendices. On opening the digital file the first page accessed by the user should be the title page of the thesis. Please see the Guide to the thesis examination process for further advice about the layout and format of your thesis and the information required on the title page. 

eThesis file name format

The PDF ethesis should be given a standard filename which follows the format of the hard-copy thesis: Surname and initials, school, degree, year of submission. For example: Smith_ABC_Chemistry_PhD_2015.PDF.

Please note that the filename will be visible to anyone accessing your eThesis through WREO. For this reason it is important that you follow the filename format given here and do not include other information in the filename (for example your 9 digit student ID number) .

 

Restricting access to your eThesis (and hard bound thesis)

The uploaded file will not go live until after your degree has been awarded and your name has appeared on a pass list. However if you have placed an embargo on access to your thesis then the files will not go live until after the embargo has expired. The same embargo will be applied to the hard bound thesis too.

As part of the eThesis upload process you will be asked to specify the retention of thesis arrangements for the library and whether your eThesis can be made immediately available or whether a restriction on access might be necessary. You can restrict access to your thesis for one, two, three, five or twenty years (in the case of a patent pending). After the indicated period both the hard-bound copy and the eThesis will be released. You will also be asked to indicate a Creative Commons Licence for your work.

Before you upload your eThesis you must discuss the retention of thesis arrangements with your supervisor. Publication of an eThesis immediately after successful examination for a research degree may, in some disciplines, reduce the prospects of the publication of monographs or papers by academic publishers or journals. The advent of digital publication is affecting the approach taken by publishers. Where a publication is likely to emerge from the thesis you should restrict access to your thesis for an appropriate period to allow your work to be published.

After the indicated period both the hard-bound copies and the eThesis will be released. You must discuss these matters with your supervisor(s) before you upload your thesis. Your eThesis (and hard bound thesis) will automatically become available to users when the embargo period expires. It is your responsibility to contact the University Library before the end of the embargo period if you wish to extend the period of restriction. 

 

Copyright permissions & redacted eTheses

You're expected to make all reasonable efforts to seek permission to include third party copyright material in the electronic version of their thesis. However, it is recognised that in some cases it may not be possible to gain permission, either because permission is declined, no response is received or because it would be too expensive. This means that you won't be able to make the full text of your eThesis available online. If you've not been able to obtain the permission of the copyright holder, you must prepare two versions of your eThesis:

 

  • eThesis 1 - A “complete eThesis” - a single file exactly replicating the content of the final, corrected printed/bound copy of your thesis.
  • eThesis 2 – If supported by a case from the Faculty/School, a “redacted eThesis” file with any third party copyright material redacted and replaced with a statement such as "This image has been removed by the author of this thesis for copyright reasons”. If possible, when removing material from the digital copy, a placeholder should be included to retain the pagination of the original document.

 

Please contact the thesis examination section in Postgraduate Research & Operations if you feel it will be necessary to submit a redacted eThesis.

In all cases one complete eThesis file MUST be supplied and held by the University but will not be made available online.

Further copyright advice

Further advice about use of copyright material and when you may need to seek permission from the copyright holder is given on the Copyright pages of the Library.

Creative Commons licences

The University recommends that you make your thesis available using a Creative Commons licence. This protects you as the author of the work and clarifies (and limits) the uses that others may make of your work without them needing to ask you for permission. 

The recommended licence is Creative Commons Attribution Non-Commercial Share Alike, but there are six licences to choose from. You can find further information about each on the Library copyright pages.

 

Hard-bound thesis

In addition to uploading your eThesis, one copy of the final, corrected hard bound thesis must be submitted to Postgraduate Research & Operations, via the Student Services Centre counter. This copy will be sent to the University Library after your name has appeared on a pass list.