Your thesis, copyright and
the Oxford University
Research Archive (ORA)
Jason Partridge, Research Archive Assistant (2014)
Produced from slides originally created by Catherine Goudie (2011)
ora@bodleian.ox.ac.uk
Journal Articles
Conference Papers
Working Papers
Thesis
Reports
Book Sections
Posters
Eligible Theses
Doctor of Philosophy (D.Phil.)
Mandatory deposit if started programme of study
from 1st October 2007. Prior to 1st October 2007 –
Voluntary.
Master of Letters (M.Litt.)
Mandatory deposit if started programme of study
from 1st October 2007. Prior to 1st October 2007 –
Voluntary.
Master of Science (M.Sc.) by
Research
Mandatory deposit if started programme of study
from 1st October 2007. Prior to 1st October 2007 –
Voluntary.
Master of Philosophy (M.Phil.)
Voluntary deposit
Master of Studies in Legal Research
(M.St.)
Voluntary deposit
Doctor of Medicine (D.M.)
Voluntary deposit
Doctor of Clinical Psychology
(D.Clin.Psych.)
Voluntary deposit
Bachelor of Philosophy (B.Phil.)
Voluntary deposit
http://www.bodleian.ox.ac.uk/__data/assets/pdf_file/0010/90289/Summary-Guidance-for-Departments-for-theses-and-dissertations.pdf
Benefits of adding thesis to ORA
Visibility of your research is increased:
ORA is heavily crawled by Google and other
search engines.
Preservation: ORA provides the means to
preserve your research for the long-term.
Citations: increased visibility is likely to lead to increased citations
of your work
Persistent links: the links/URLs to items in ORA will stay
permanently live to avoid the problems of broken or dead links.
Impact and use: Increased visibility and easier access should result
in increased impact and use of your research
http://www.bodleian.ox.ac.uk/ora/about/key-facts
“Free online access to
publicly funded research”
Open Access Thesis - Impact
Social Sciences
D.Phil. thesis
(2010)
211 views
89 downloads
A D.Phil.
Thesis
(Medical
Sciences),
written in
2013 – 1583
views, 420
downloads
MPLS
D.Phil. thesis
(2011)
2341 views
785 downloads
A D.Phil.
Thesis
(Humanities)
, written in
1975 – 7873
views, 4005
downloads
Open Access digital theses: services and promotion
UK: Search over 350,000 doctoral
theses. Download instantly for your
research, or order a scanned copy
quickly and easily.
http://ethos.bl.uk/
http://www.theses.com/
Access to 543849 open access
research theses
from 562 Universities
in 28 European countries
http://www.dart-europe.eu/
http://www.ndltd.org/
Promoting the adoption,
creation, use,
dissemination, and
preservation of electronic
theses and dissertations.
A comprehensive listing of theses
with abstracts accepted for higher
degrees by universities in the United
Kingdom and Ireland since 1716.
611,000 theses in collection (377,000
of which have abstracts)
http://trove.nla.gov.au/
Australia: Find and get
over 384,163,239 Australian and
online resources:
books, images, historic newspapers,
maps, music, archives and more
US – promotion and services are subject to individual institutions
Thesis and the Oxford University Library Catalogue –
SOLO (example record page)
Link to ORA
thesis record
page
ORA thesis (example record page)
Open
Access
symbol
Abstract
Number of
page views
and full-text
download
Author
affiliation
and specific
funding
Citation
and
citable
link
Full-text
Type of
award
Supervisor(s)
Issue date, copyright
date, subjects,
keywords, links to
related items…
ORA thesis (example record page) - lower section
expanded
Issue and
copyright dates
Subjects and
keywords
Copyright holder
info and terms of
use
Tool allowing
updates to this
record to be
requested
http://ora.ox.ac.uk/objects/uuid:b2415bb2-7975-4f59-b5e2-8c022b4a3719
Copyright
Generally the author holds the copyright for their thesis. A thesis may often include
material (e.g. images, graphs, photos, etc.) for which copyright may be held elsewhere.
This material is known as ‘third party’ copyright.
Permission should be obtained from the copyright holders for third party material before
it can be made available in ORA. There is a table available to download from the ORA
website to help maintain a record of permissions:
http://www.bodleian.ox.ac.uk/__data/assets/word_doc/0017/90620/Record-ofcopyright-permissions.docx
They can be attached in a zipped file at the point of deposit or forwarded to the ORA
team via email.
Material where permission cannot be obtained should be removed from the
dissemination copy of the thesis and dispensation from consultation should be applied
for (if deposit is mandatory).
Guidance is available for dealing with third party material via the ORA Help
and Information Website: http://www.bodleian.ox.ac.uk/ora
Third-party Copyright
From published work: ‘fair dealing’ may apply (quotations, short excerpts), otherwise
permission from the copyright holder is required (maps, photos, cartoons, etc.). In some
cases third-party software is available for this purpose (RightsLink, Copyright Clearance
Centre)
From unpublished work (other thesis, research groups): permission must be obtained
from the copyright holder
From your own publications: check publisher policy (eg. any copyright transfer
agreement, licence to publish agreement, author rights, copyright/permissions
information on publisher website). In some cases third-party software is available for this
purpose (RightsLink, Copyright Clearance Centre)
Suggested wording for permission requests and a template for keeping track of
permissions are available from the ORA Help and Information website.
Guidance is available for dealing with third party material via the ORA Help and
Information Website: http://www.bodleian.ox.ac.uk/ora
Links to permissions request
forms are usually available
with the publisher article
record page.
RightsLink is used by Elsevier, Sciencedirect, Springer, Taylor & Francis,
Nature Publishing Group, AIP, ACS Science and more.
http://www.sciencedirect.com/science/article/pii/S1526820913002528
A user ID and login will
need to be created for
RightsLink (no charge
associated)
In most cases reuse
requests will be free of
charge (note: a licence will
still need to be obtained)
Complete details as
accurately as possible
(both print and online can
be selected for thesis
reuse)
Other considerations
If you have already published articles based on the content of your
thesis, you should check that you will not be breaking the terms of
publication contract by making the thesis freely available online –
i.e. check which version/format of the article can be made
available in your thesis.
Please check with your thesis supervisor before adding your thesis
to ORA to establish the appropriate level of access to your thesis if
a) your thesis contains confidential or sensitive material (e.g.
patient data, animal research)
b) making your thesis freely available may invalidate an application
for a patent on a product or process described in the thesis
c) restricting access to your thesis is a requirement of any
agreements with an outside body or sponsor
Dispensation from consultation
(Permission to restrict access to your thesis or thesis content)
Apply if:
a) your thesis contains third-party copyright material that you
don't have permission to make available online via ORA
b) your thesis contains confidential or sensitive material (e.g.
patient data, animal research)
c) making your thesis freely available may invalidate an application
for a patent on a product or process described in the thesis
d) restricting access to your thesis is a requirement of any
agreements with an outside body or sponsor
e) you have another good reason
Dispensation from consultation
(Continued…)
Apply by completing the Graduate Studies form GSO.3C
http://www.ox.ac.uk/students/academic/guidance/graduate/prog
ression
Default 3 year embargo policy in place for the University Divisions
(MPLS, Humanities, Social Sciences, and Medical Sciences) and also
Continuing Education theses
Dispensation need only be sought for those thesis that are
mandatory deposit (programme of study registered after 7 October
2007) and if there is material within the thesis that requires an
embargo beyond the default 3 years
If the deposit is voluntary, there is no need to apply for
dispensation from consultation
Dispensation form consultation
(Continued…)
Can be extended/lifted if circumstances change – to extend again
complete the GSO.3C form
When applying please specify clearly how much of the thesis is
affected – a few figures (fig. 1.3, 2.4 etc), specific chapters (that are
due for publication) or the whole work?
Dispensation may be required for both the e-copy and the
hardbound version. Please specify
Decisions regarding dispensation are made by the Faculty and not
by ORA. Check with your thesis supervisor or Graduate Studies
Assistant if queries about dispensation form consultation arise.
http://www.ox.ac.uk/students/academic/guidance/graduate/cont
acts
Depositing your thesis
Submit your thesis to ORA once you have been granted leave to supplicate. If
your Oxford login (SSO) has expired, contact us at ora@bodleian.ox.ac.uk to
request a new login for depositing your thesis. Please include your name as
would have been on the thesis (including any middle names) and the
Department/Division you were based when you completed.
The version of your work that is required for deposit to the research archive in
order to comply with the terms of your graduation is a copy that is as close to
the examined work as possible, with all images and text in place and no security
settings applied for the purpose of preservation – this may be a Word doc, Latex
or another source. Files can be zipped together to send to the archive.
A PDF version of the work (which may be identical) should also be added to the
archive as the version for dissemination (once any embargo periods have
ended). Please try to ensure that the pagination of your e-thesis matches that of
the hardbound version of your thesis.
Depositing your thesis
(additional notes...)
In addition to your thesis file(s) please send any proof of third
party permissions that you may have obtained – licences from
RightsLink or emails from authors.
If your thesis file(s) are larger than 50MB please do not attach
it/them to your thesis submission. Unfortunately our online form
cannot cope with large files. If this applies, please contact
ora@bodleian.ox.ac.uk and an alternative method for uploading
the file(s) will be provided.
http://ora.ox.ac.uk
Select the
Contribute
from the ORA
homepage.
http://ora.ox.ac.uk/information/contribute
Select the
thesis deposit
form.
If your Oxford
login has
expired contact
the ORA team.
Webauth Login
Use your
Oxford Single
sign-on to login
into the
deposit form or
the login
details
provided for
alumni access.
https://archive.sers.ox.ac.uk/cgi-bin/valet/submit.cgi?view=ethesis
https://archive.sers.ox.ac.uk/cgi-bin/valet/submit.cgi?
Add
Add your
your details
details and
and aa
sustainable
sustainable email
email address.*
address.*
Title
Title and
and details
details of
of your
your thesis
thesis
(try
(try to
to avoid
avoid using
using any
any special
special
characters
characters in
in the
the abstract)
abstract)
Select
Select appropriate
appropriate subjects
subjects from
from
the
the default
default list,
list, add
add keywords
keywords
separated
separated by
by aa comma
comma (,)
(,)
“Born
“Born Digital”.
Digital”. The
The date
date of
of award
award
is
is your
your leave
leave to
to supplicate
supplicate year.
year.
Date
Date of
of publication
publication is
is the
the date
date
on
on your
your thesis
thesis file
file (cover
(cover page)
page)
Select to continue
*If you are leaving the University shortly or your Oxford ID is about to expire please add a personal email address where we may contact
you (hotmail/gmail/yahoo etc.)
Unless you have transferred copyright to
another party you hold the copyright for your
thesis
Your thesis is subject to a default 3 year
embargo, unless you wish to release your file
before this period expires, select ‘Embargo’
This need not be entered for the default
embargo, only update if you have applied for
dispensation from consultation past the 3 year
period or if you would like to release the file
earlier to this date
Indicate whether you have clearance to reuse
any third party work contained within your
thesis
Select to continue
If your file is larger than the deposit maximum,
please continue with the deposit of the form
data and email ora.bodleian@ox.ac.uk to
request and alternative file upload option
Name give to your thesis file if the file name is
not appropriate
Select “Choose File” and select a file from your
computer. Multiple files can be uploaded here,
including Zipped folders. You must select
“Upload and add the file to this record” to
upload the file
When uploaded the file will appear here. You
can select to toggle the file to be embargoed
here
Use this section to add any notes to the
reviewer – i.e. if you have applied for
dispensation from consultation or if you wish
your file to be released immediately into ORA.
These notes will not display on the ORA record
Research Skills Toolkit
Coming this December 2014 and January 2015
https://atlas.bodleian.ox.ac.uk/confluence/display/ORAH/RST+Files+November+2013
Website & Contact details
ORA Homepage: http://ora.ox.ac.uk/
ORA Help & Information website:
http://www.bodleian.ox.ac.uk/ora
Queries regarding deposit of your hardbound
thesis:
http://www.ox.ac.uk/students/academic/exams
/research
Contact the ORA team: ora@bodleian.ox.ac.uk
or Phone: 01865 283809