The University of Liverpool Repository Policies: E-Theses



Submission Policy



  • Who should deposit their electronic thesis?
  • Which version of my thesis should I submit?
  • Which procedures must I follow before depositing my thesis in the University Repository?
  • Where can I obtain a copy the Thesis Declaration Form?
  • When should I submit the Thesis Declaration Form?
  • Are there any issues I should consider prior to submitting my e-thesis?
  • How do I submit the Thesis Declaration Form?
  • Do I need to keep a copy of my completed Thesis Declaration Form?
  • What happens after I submit my Thesis Declaration Form?
  • What happens if there are unresolved issues with my Thesis Declaration Form?
  • What happens if I need to change any information on my Thesis Declaration Form?
  • When should I deposit my E-Thesis?
  • What file format should I use to submit my thesis?
  • How should I prepare my e-thesis for submission?
  • What do I need to do to submit my thesis?
  • What happens to my thesis after it has been deposited?


  • Intellectual Property



  • Third Party Rights
  • Prior Publication
  • Controlling Access to your work
  • Deposit Licence
  • Notice and Take down policy


  • Submission Policy



  • Who should deposit their electronic thesis?
  • Students currently registered for the following higher degrees, MPhil, PhD and MD may make their thesis electronically available via the Internet by depositing it in the Liverpool Research Archive (LRA). Please note,

    • Students registered from 1st August 2008 for the following higher degrees, MPhil, PhD and MD, are required to deposit their thesis in electronic form to the University repository. The University repository will make their thesis electronically available via the Internet. Students will not be required to provide a printed, bound copy of the thesis.
    • Students registered before 1st August 2008 for the following higher degrees, MPhil, PhD and MD, are encouraged to voluntarily deposit their thesis in electronic form to the University repository. The University repository will make their thesis electronically available via the Internet. In addition, students are advised that they are still required to submit a bound copy of their thesis for the University Library in accordance with current procedures.

    Former students of the University are invited to make their thesis available. Please contact us via our Depositors Helpline service for further information.

    Members of the University staff who are not past students are invited to make their thesis available. Please contact us via our Depositors Helpline service for further information.

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  • Which version of my thesis should I submit?
  • All depositors should submit the final version. This is the version after your oral examination and you have made any amendments that were requested by your examiners. These amendments must be approved by the examiner as fulfilling the requirements for the award of your degree.

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  • What procedures must I follow before depositing my thesis in the University Repository?
  • Students currently registered at the University who wish to deposit their thesis must complete a Thesis Declaration Form. All students are required to consult with their supervisor when completing the form paying particular attention to Section B of the form where students are asked to provide information if they wish to restrict access to their thesis. This form must be signed by your Primary Supervisor and the Departmental Head of Postgraduate Research to indicate approval of the completed form.

    Students are strongly advised to read the document "Notes for Guidance:depositing your thesis in the University Repository" which accompanies the Thesis Declaration Form for information on how to complete the form as well as the guidance on copyright, restricting access to your thesis and third party rights in the Intellectual Property Rights Policy for e-theses on this website.

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  • Where can I obtain a copy of the Thesis Declaration Form?
  • Students who registered before 1st August 2008 can obtain the Thesis Declaration Form from here. Students who registered from 1st August 2008 will be asked to complete the Thesis Declaration Form as part of the Intention to Submit Form.

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  • When should I submit the Thesis Declaration Form?
  • Each candidate will deposit the final version of their thesis in the University repository as soon as they have been advised that they have been recommended for the award of their degree. In particular, students who registered from 1st August, 2008 should not delay since the deposit of their thesis in the repository is required in order to graduate.

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  • How do I submit the Thesis Declaration Form?
  • Students who registered before 1st August 2008 should send their completed Thesis Declaration Form to the Institutional Repository Team at the Sydney Jones Library via the inter-office mail or by post to: Thesis Deposit, Institutional Repository Team, Sydney Jones Library, Chatham Street, L69 3DA.

    For students who registered from 1st August 2008, the Thesis Declaration Form will automatically be submitted to the University repository as part of the Intention to Submit process.

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  • Do I need to keep a copy of my completed Thesis Declaration form?
  • Yes. You will need to obtain information from the completed and signed Thesis Declaration Form in order to deposit your thesis in the University repository.

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  • What happens after I submit my Thesis Declaration Form?
  • All students will receive an email confirming that their Thesis Declaration Form has been received by the University Repository Team. This email will be copied to the Department. You will also be advised about where additional information can be found about depositing your e-thesis and how to manage third party rights

    All forms will be reviewed by the University Repository Team and if there are any issues that require students to be consulted they will be contacted.

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  • What happens if there are unresolved issues with my Thesis Declaration Form?
  • If the issues are not addressed and remain unresolved, the University Repository Team will be unable to accept the thesis into the University repository. In cases where there is a dispute and the issues cannot be resolved within a month of receipt, the Departmental Head of Postgraduate Research or/and the Head of Department may be advised in order to resolve the matter.

    All students who registered from 1st August 2008 and are required to submit their thesis should note that failure to resolve issues with their form could delay graduation or prevent them from graduating until they are resolved.

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  • What happens if I need to change any information on my Thesis Declaration Form?
  • Depositors will need to resubmit a new, completed and signed form.

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  • When should I deposit my E-Thesis?
  • Each candidate will deposit the final version of their thesis in the University repository as soon as they have been advised that they have been recommended for the award of their degree. In particular, students who registered from 1st September, 2008 should not delay since the deposit of their thesis in the repository is required in order to graduate.

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  • Are there any issues I should consider prior to submitting my e-thesis?
  • Please check the final version of your thesis for third party copyright material. Guidance on third party copyright is available in our Intellectual Property Rights Policy. If your thesis contains third party copyright material please contact your Subject Librarian or the Depositors Helpline for guidance prior to finalising the preparation of the thesis and submitting your thesis to the University repository.

    By making your thesis available on the Internet it will be accessible to a wide variety of users and you should consider whether you wish to stipulate the conditions under which they are allowed to use your work. Guidance on how to identify appropriate end-user agreements is available in our Intellectual Property Rights Policy. Further information is available from your Subject Librarian or the Depositors Helpline.

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  • What file format should I use to submit my thesis?
  • All depositors of e-theses are advised to deposit their thesis in portable document format (pdf). If depositors have produced the original work in Microsoft Office Open XML (docx), Open Document Format (.odf), XML or PDF/A-1 they are strongly advised to submit the work in this format as well.

    If depositors wish to submit their thesis in any other file format they should consult with the University Repository Team by contacting the Depositors Helpline prior to depositing the thesis.

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  • How should I prepare my e-thesis for submission?
  • Please submit a single file in the prescribed format. It must be the final version of the thesis including any corrections or changes as required by the examiners.

    If there are supplementary files associated with your thesis but separate from the text you are encouraged to deposit these as separate files.

    The filename should be constructed using a combination of the students name, year and month on the title page of the thesis, and the University repository item id number. Please see below for an example:

    Student name: Peter Phillips Use: PhillipsPet
    Year and date on title page: October 2008 Use: Oct 2008
    University Repository Item ID number : 795 Use: 795


    Note: Use the ID number automatically assigned to your thesis submission by the University Repository

    The filename which should be used in the above example is:

    PhilipsPet_Oct2008_795

    If your thesis contains third party copyright material please review the guidance available and contact the IR Team via the Depositors Helpline prior to preparing your thesis for submission. All other concerns about preparing your thesis for submission should also be referred to your Subject Librarian or the Depositors Helpline.

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  • What do I need to do to submit my thesis?
  • All students will need to complete a short online submission form. This form has been deliberately kept short in order to save you time. Detailed information on depositing your thesis is available from the Deposit Guide.

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  • What happens to my thesis after it has been deposited?
  • If you are making your deposit and you registered from 1st August 2008 staff in the examinations office will be advised that your thesis has been deposited in the University repository. This will enable them to confirm that you have fulfilled the requirement to submit your e-thesis to the University repository so that your degree can be awarded.

    The University Repository Team will review your deposit and will be responsible for making your thesis available on the Internet via the University repository. Your submission will be checked and additional information will be added to your submission form by the University Repository Team. Depending on the information provided on your deposit your thesis will be managed in different ways by the University Repository Team. For example, some students will have been granted the right to restrict access to their thesis and in such circumstances their work will not be made available via the Internet unless the embargo has expired. If there are any matters that require consultation you will be contacted by a member of the University Repository Team.

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    Intellectual Property

  • Third Party Rights
  • Although the copyright of the thesis usually lies with the author, the thesis may contain material where the copyright is held by another individual or body. This is known as third party copyright. Examples of third party rights materials are photographs, diagrams or extracts from another work. If a student wishes to incorporate published articles or post prints as part of the thesis permission will also need to be obtained from the appropriate rights holder(s).

    While you might be permitted to use such materials in the thesis for the purposes of examination, you do not automatically have permission to make these materials freely available online. This means that you will need to obtain permission or clear the copyright for the use of third party material in a thesis which is to be deposited in the University repository.

    Persons depositing their thesis in the University repository are responsible for obtaining permission or clearing the copyright for third party material included in their thesis. All permissions must be obtained in writing. A copy of this correspondence must be submitted with your Third Party Rights Declaration Form. This form can be obtained by contacting the IR team via our Depositors Helpline service. Depositors are strongly advised to clear all rights and obtain all permissions for material from third party rights holders as they gather their resources and write up their thesis, rather than leaving it to the point at which they are required to deposit it in the University Repository.

    Our Intellectual Property Policy requires that prior to depositing a thesis in the University repository, depositors must check its contents to ensure that it does not contain any material where the copyright is held by a third party. Where third party material is included the depositor must ensure that permission has been granted by the rights holder(s) to make any third party material available online before they deposit their thesis.

    If a thesis contains material where the copyright is held by a third party but the depositor has been unable to obtain permission to make it available online, they will still be required to deposit a copy in the University repository. If a thesis contains third party material for which they have been unable to obtain permission to make it available online, they should contact the Depositors Helpline Service for guidance before depositing their thesis.

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  • Prior Publication
  • Persons depositing their thesis in the University Repository are advised that making their thesis available online is regarded as publication by a limited number of publishers. This is often referred to as prior publication. All depositors are therefore advised to consult the copyright policy of potential publishers of their work so that they are able to publish their thesis with their publisher of choice. Please contact the Depositors Helpline service or your Subject Librarian for guidance.

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  • Controlling Access to your work
  • End-user rights - creative Commons License

    Creative commons licenses are applied to all deposited theses to specify how others may use the work once they have access to it. The default license assigned to a thesis in the repository is a Creative Commons Attribution-Non-Commercial-No Derivative Works 2.0 UK: England & Wales. This license will be applied unless the depositor specifies that a different creative commons license is to be applied.

    Depositors are encouraged to review the Creative Commons licences available and to consider which one should be applied to their work in order to control how others may use it.

    A guide to Creative Commons licenses is available from the Creative Commons web site or depositors may consult the Depostors Helpline.

    Restricting access to your work

    Depositors may ask to restrict access to their thesis. . However, should the University receive a request to view your thesis under the provisions of the Freedom of Information Act (FOIA) the thesis will be made available unless the reason for restricting access qualifies for an exemption under FOIA .

    The Thesis Declaration form requires you to record the reasons for restricting access to your thesis and gives guidance on what qualifies for an exemption under the Freedom of Information Act.

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  • Deposit Licence
  • All depositors will be required to agree to in order to give permission for their work to be held in the repository; to provide for the distribution of their work, and to allow for ongoing preservation of both their work and/or the related metadata.

    This licence will allow the work of depositors to be included in the Electronic Theses Online Service (EThOS), and other services which the University repository may establish agreements with. It will also permit access to metadata associated with the record and to the full-text for the University library catalogue and Index to Theses.

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  • Notice and Take down policy
  • The IR will operate an immediate notice and take down policy. Therefore, if the IR administrators are notified of a potential breach of copyright, they will immediately remove the item from public access pending further investigation

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