How to deposit your thesis

Depositing your electronic thesis - for students registered during and after October 2011

Before depositing the final version of your thesis you should ensure that you do the following:

  • Ensure that you have made best efforts to seek permission to include any third party copyright material in the electronic version of your thesis. If you have been unable to gain all necessary permissions, decide if you want to make an edited version publicly available.
  • Discuss with your supervisor whether or not there is a reason for restricting access to your thesis. If you do wish to restrict access to your thesis you will need the signature of your Head of Department on the Thesis Access Declaration form.  
  • Complete the Thesis Access Declaration form. This should be sent to the Student Registry (Student Registry, A Floor University House, Bailrigg, Lancaster, LA1 4YW)  when you are ready to deposit the final version of your print copy with the Bindery and deposit your electronic version in Pure.

Instructions for electronic theses that are to be made available immediately (no embargoes, no copyright restrictions):

  • You need to deposit the electronic version of your thesis into Pure
  • Research students have access to Pure and can sign in with their network account
  • You should have the final version of your thesis as a single PDF file 
  • Ensure that your file is named according to the format yearnamedegree.pdf (eg 2016smithphd.pdf)
  • Use the information in the Pure user guide to add an electronic copy of your thesis to Pure
  • Once your thesis has been uploaded to Pure, the Student Registry will be informed that you have complied with University regulations

Instructions for electronic theses where access is to be restricted, either due to an embargo or due to the inclusion of third party copyright material

If you have been granted an embargo or if your thesis contains third party copyright material you do not have permission to include within the electronic version, access to the full text of the thesis will be restricted. In the case of embargoed or restricted theses, the access restriction will be dependent on the length of time for which restriction has been granted (up to a maximum of 5 years).

Embargoed theses

  • The instructions for depositing your thesis in Pure are as above. You will need to include details of the length of restriction, e.g. restricted until 2022, in the appropriate section of the Pure screen.
  • The Pure support staff will verify the embargo details with the Student Registry before restricting access to the thesis. Please make sure you have returned the Thesis Access Declaration Form to the Student Registry containing the required authorisation for the restriction (see Embargoes section).
  • Once your thesis has been uploaded and validated, the Registry will be informed.

Edited versions of theses with third party copyright removed

  • If you have created an edited version of your thesis to remove third party copyright, you may deposit this for public access in addition to the restricted unedited version.  
  • You should give the versions different filenames using the following format.  
    Edited (public view) version - yearnamedegree.pdf (e.g. 2017smithphd.pdf).
    Unedited (not for public view) version - yearnamedegreeinternal.pdf (e.g. 2017smithphdinternal.pdf)
  • Please note that the print copy you deposit will be the unedited version
  • Once your thesis has been uploaded and validated, the Registry will be informed.

Depositing your print thesis - all students

For students registered during and after October 2011 University regulations require you to deposit a single hardbound print copy of the final version of your thesis.  Students registered before October 2011 will need to provide two print copies in accordance with the University regulations in force at the time you registered.  

The University has specific rules for the presentation of the hard-bound print thesis, available in Appendix F in the Manual of Academic Regulations and Procedures

The easiest way to ensure that the hard-bound print version of your thesis meets the University's requirements is to have it printed and bound by the bindery on campus, Brady Bookbinders.  They offer a quick and professional service.  They can also deliver your thesis to the University Library when it is ready.  Brady Bookbinders will inform the registry when you deposit your print thesis for binding.

However, provided that your thesis meets the University's requirements, you are welcome to use any reputable printing/binding firm.  In this instance, you will need to send the hardbound copy to the Student Registry when ready.

Depositing a thesis - for students registered before October 2011  

Before depositing your thesis please:

  • Ensure that you have made best efforts to seek permission to include any third party copyright material in the electronic version of your thesis. If you have been unable to gain all necessary permissions, decide if you want to make an edited version publicly available.
  • Complete the Thesis Access Declaration Form pre October 2011 and send it to Annette Lawrence, The Library, Lancaster University, Bailrigg, Lancaster, LA1 4YH
  • Convert the final version of your thesis to a single PDF file  
  • Ensure that your file is named according to the format yearnamedegree.pdf (eg 2017smithphd.pdf)
  • Please contact the Pure support team at library@lancaster.ac.uk for details and guidance on sending the electronic version of your thesis for upload.
  • You will still need to provide two print copies of your thesis in accordance with the University regulations in force at the time you registered.

What happens after you have deposited your thesis?

Electronic

The Pure support team will check the information you have provided and add further details.

If you have chosen to make your thesis available immediately with no embargoes it will be available in the institutional repository shortly after deposit (assuming there are no problems with the file you have deposited - if there are we will contact you).

If you have been granted an embargo, the full text of your thesis will not appear publicly until after this period has elapsed. However, the details about your thesis, e.g. author, title etc. will be made publicly available at the point of deposit. If access to your thesis has been restricted for copyright reasons it will not appear in the repository at all unless you have also provided an edited version.

Print

When the thesis has been bound it will be added to the thesis archive in the University Library.  Details about your thesis will be available via the OneSearch discovery facility.