Intent & Scope
To outline the process for depositing theses with the JCU Library for Higher Degrees by Research (HDR), PhDs by Prior Publication or Higher Doctorates
Terms mentioned in this document and not defined here are defined in the Policy Glossary in the Learning and Teaching domain of the University Policy Library, and in the Higher Degree by Research (HDR) Requirements.
Embargo is a restriction placed on access to a thesis for a specified period of time, normally up to 12 months. An embargo period for a thesis is applied to intellectual property and/or a confidentiality agreement relating to publishing of, or access to research, derived from a candidates work.
Exemption is an approval granted to release the candidate from the requirement of having the full or entire copy of the thesis in digital format publicly available in ResearchOnline@JCU. The exemption may be in whole or in part, and is normally applied due to intellectual property or technical limitations, for an agreed period normally no longer than 12 months.
It is a requirement that candidates deposit a fullelectronic copy of their thesis with the JCU Library as specified in the Higher Degree by Research (HDR) Requirements.
1. Depositing the Thesis
1.1 Upon receipt of the letter from the Graduate Research School that advises that a recommendation has been made that their Higher Degree by Research be awarded, a candidate is required to begin the procedure to deposit a full copy of the thesis in digital format with the University Library.
1.2 Candidates may seek assistance from the relevant administrative officer in their Enrolling Organisation Unit in undertaking this procedure.
1.3 A completed SUB-FORM-01 HDR Thesis Submission and Release Form must be submitted with the thesis.
1.4 Final copy of the thesis, as a full electronic copy (preferably in Portable Document Format on a CD), must be deposited with the Library prior to conferral of the degree, in accordance with the Guidelines for submitting a JCU digital thesis to ResearchOnline@JCU.
2. Availability of the Thesis after Deposit
2.1 The full electronic copy will be made available on ResearchOnline@JCU, the JCU Institutional Repository in accordance with the JCU Research Repository Policy. The electronic copy is normally an unsecured Portable Document Format (PDF).
2.2 Candidates may seek to have an embargo of up to 12 months applied if required on part or all of the thesis. This must be indicated on SUB-FORM-01 HDR Thesis Submission and Release Form. Embargoes longer than 12 months will only be granted in compelling circumstances and must be approved in writing by the Dean, Graduate Research. An extended abstract of 1,000-2,000 words must be provided for loading to ResearchOnline@JCU. All or part of the embargoed digital thesis will not be publicly available from ResearchOnline@JCU during the embargo period. However the embargoed material will be held for restricted access by Library staff. Clients who receive permission from the Dean, Graduate Research may be given read only access to the full digital thesis by Library staff.
2.3 Candidates may apply for an exemption from the requirement of having a section of their thesis or their entire thesis due to intellectual property or technical limitations publicly available in ResearchOnline@JCU. . In such cases, the exemption is required from the Dean, Graduate Research and an extended abstract of 1,000-2,000 words is provided for loading to ResearchOnline@JCU.
Dean, Graduate Research
Date for next review:
Amended to reflect change in library process – electronic theses only accepted.