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6. Conditions of Acceptance by the Library (including Restriction of Access)

6.1 Restriction of Access
6.2 Permission to Copy


As noted above, one copy of any thesis accepted for a higher degree is deposited in the University Library. The hard copy will be housed in the University Library. The electronic version will be deposited in the University’s institutional repository (WRAP). Unless otherwise indicated on the Library Declaration and Deposit Agreement, this will be made openly accessible on the Internet and will be supplied to the British Library to be made available online via its EThOS service.

At present, theses submitted for a Master’s degree by Research (MA, MSc, LLM, MS or MMedSci) are not being deposited in WRAP and hence are being made available via EThOS. This may change in future.

6.1 Restriction of Access

On submission of the thesis candidates are required to complete the Library Declaration and Deposit Agreement (Form 5.), indicating that the thesis will be deposited in the University Library in both hard and digital copy format following successful completion of the examination process.

Candidates can choose between four available options in respect of the availability of the thesis. The first three options can be selected without the requirement to seek the approval of the Chair of the Board of Graduate Studies, as follows:

(i) Both the hard and digital copy thesis can be made publicly available immediately;
(ii) The hard copy thesis can be made publicly available immediately and the digital copy thesis can be made publicly available after a period of two years;
(iii) Both the hard and digital copy thesis can be made publicly available after a period of two years.

Candidates wishing to restrict access because of their intention to publish would normally be expected to choose option (ii); where a thesis contains sensitive or confidential material, option (iii) would be recommended.

The fourth option, to embargo the thesis for a period exceeding two years, will require the prior approval of the Chair of the Board of Graduate Studies and will be granted only in exceptional circumstances. Restrictions to access in excess of two years have been agreed in the past where the material, if made publicly available in that time, could jeopardise the application for a patent, is commercially very sensitive, could endanger the author or other parties, or could jeopardise the reputation of an individual or individuals. Requests should be made by the candidate and supported by the relevant department, in writing, to the Graduate School at the time of submission and in advance of the examination.

Section 2.5 of the Library Declaration and Deposit Agreement (Form 5.) allows candidates to deposit an abridged hard and/or digital version of their thesis in the Library, should it contain material protected by third party copyright for which they have been unable to obtain permission for inclusion within the thesis. In such circumstances the sensitive material must be available to the examiners, but may be presented in a separate volume which does not then form part of the Library copy.

6.2 Permission to Copy

A declaration giving permission for reproduction may be made on the Library Declaration and Deposit Agreement to grant powers of discretion to the depository library to allow the thesis to be copied in whole or in part without further reference to the author. This permission covers only single copies made for study purposes, subject to normal conditions of acknowledgement. If the form is not signed and completed, it will be assumed that permission to reproduce single copies has been given.

Next = SECTION: 7 - What Happens after Submission?