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How to Deposit an Electronic Copy of the Final Version of a Research Degree Thesis

From August 2011, an electronic copy of the final version of all research degree theses (PhDs, MDs, Mchs, MPhils, MScDs by research and doctoral degrees by examination and thesis) must be deposited in the University's institutional repository, ORCA - Online Research @ Cardiff . However, if a thesis was completed before this date an electronic copy can still be deposited following the instructions below.

The University Awards and Progress Committee will only consider recommendations for an award following confirmation that the final corrected version of the thesis has been uploaded into the University's repository. Once confirmation has been received of the acceptance of the final corrected version of a thesis from the Convenor of the Examining Board you will be ready to deposit this version of the thesis into the University's institutional repository, ORCA. The final degree will not be awarded until Academic Registry receives confirmation that the thesis has successfully been deposited, together with the rest of the paperwork from the Convenor of the Examining Board in each School.

The revised University Regulations which details the new procedures can be found in the Academic Regulations Handbook 2011-2012 at: 1.17 - New Regulation - Presentation and Submission of Research Degree Theses

Note - Taught course theses and dissertations are not covered by these regulations.

Before depositing a thesis into the institutional repository, ORCA, you should ensure that you have completed the following:

  • If a bar on access has been agreed, you need to note the agreed period and indicate the period required during the deposit process when you upload the thesis (see further instructions below), this embargo period can be up to a maximum of 2 years. In exceptional cases a bar on access may exceed 2 years, but shall not exceed 5 years. Where a bar on access has been approved, only the bibliographic description of the thesis will be made freely available. A bar on access has to be have been agreed prior to deposit with the supervisor and the necessary paperwork completed with Registry.
  • Make sure the thesis is in the correct format - a single PDF file is preferred. If you want to deposit associated files, e.g. multimedia files and/or supplementary datasets, this will need to be discussed with repository staff. The file should be named according to the convention yearnamedegree.pdf (e.g. 2007smithgaphd.pdf). In some cases further advice may be needed from Information Service's IT Desk at insrvConnect@cardifff.ac.uk or by telephone +44 (0)29 208 74487.
  • Make sure that the candidate has made best efforts to seek permission to include any third party copyright material in the electronic version of the thesis. Third party copyright refers to copyright material other than your own, and includes extracts of texts from publications such as books and journals, or illustrations such as images, maps, photographs, diagrams, tables etc. While a candidate might be permitted to use such materials in the thesis for the purposes of examination, they do not necessarily have permission to make these materials freely available online. However, "insubstantial" extracts of third party copyright material can be included under the fair dealing provisions of the Copyright Act 1994, provided that they appear with a proper reference to the original source. "Insubstantial" amounts generally considered acceptable for inclusion is, for example, a 400 word extract from a printed source, book/journal. You will always need to get written permission from the copyright owner for any images, photographs, diagrams, charts, tables etc. that have been directly copied as a whole from another publication.
  • If the candidate has been unable to gain all the necessary permissions, they will need to decide if they want to make an edited version which excludes the third party material publicly available. In these cases the material will need to be removed and replaced with a statement that confirms this, e.g. "this image has been removed by the author for copyright reasons". In exceptional circumstances, where copyright law requires the redaction of significant parts of a thesis, the thesis may be held by the University and the National Library of Wales in print form and not stored in the repository. Any special requirements will need to be discussed with the Repository Team at orca@cardiff.ac.uk. Further advice on copyright can be found in the following guide on Copyright and your Ethesis at http://www.cardiff.ac.uk/insrv/forresearchers/copyright/index.html or by contacting the Information Services Legal Compliance Team at Copyright@Cardiff.ac.uk
  • A completed and signed Cardiff University Electronic Theses and Dissertations Publication Form must be supplied. The form must be printed, signed, scanned and saved as a separate PDF file in your network file space for upload during the deposit process together with the final corrected electronic version of the thesis (see instructions below). This file should be saved under the candidate's name (e.g. smithga.pdf).
  • The student should also have considered and notified the depositor if a Creative Commons Licence is required. Further details can be found at http://creativecommons.org/. This licence provides protection for the author of the work and also clarifies (and can limit) the uses that others may make of the work without them needing to get in touch with the author. The most commonly applied licence for a thesis is the Creative Commons-Attribution-Non-Commercial-No Derivative Works licence.
  • If the student is not carrying out the deposit it would be useful if the student could provide the depositor with some keywords. These can then be added to the record to enhance the retrieval rates for the thesis and are particularly useful for providing information about theses with more obscure titles.

Once you have this in place, follow the steps below to deposit the thesis into ORCA.

  1. Go to http://www.orca.cf.ac.uk , click on User Area Login and login using your Cardiff University network username and password.
  2. In the Manage Deposits screen click on the New Item button.
  3. From the list of Item Types select Thesis then click on Next>.
  4. To Add a New Document (i.e. the PDF copy of the thesis) you first have to click on Browse to retrieve the thesis file from where you've saved it, in one of your file spaces. Double click on it and the path to it should appear in the New Document box. (If you are using Firefox you will also need to click on the Upload button).
  5. If successful, the thesis icon or will appear alongside a row of other icons and options to help you describe the file further. You can access these other options by clicking on and opening the Show options +. If a bar on access is required this is where you need to enter the required Embargo Expiry Date.
  6. Note: - There is an option here to add a Creative Commons Licence. You can specify the Creative Commons Licence you decide is the most appropriate from the list of options in the Licence box. The most commonly recommended one for a thesis is the Creative Commons-Attribution-Non-Commercial-No Derivative Works 3.0 license. Further details can be found at http://creativecommons.org .
  7. The fields marked with a star are required fields and have to be filled in before you can move on. The default for the Type field should be filled in already as PDF (or Text if PDF isn't available) and the Visible to should be Anyone. Acknowledge that this is the final corrected version of the thesis by selecting the Accepted Version option from the drop down list of options in the Content field. Once you have completed this part of the form click on the Update Metadata button.
  8. You will need to follow a similar process to upload the accompanying signed Cardiff University Electronic Theses and Dissertations Publication Form. Click on Browse to retrieve the form from where you’ve saved it, in one of your file spaces. Double click on it and the path to it should appear in the New Document box. (If you are using Firefox you will also need to click on the Upload button).
  9. If the form has been uploaded successfully a icon will appear underneath the thesis icon and alongside a row of other icons and options to help you describe the file further. You can access these other options by clicking on and opening the Show options +. The fields marked with a star are required fields and have to be filled in before you can move on. The default for the Type field should be filled in already as PDF and the Visible to should be changed to Repository staff only. Once you have completed this part of the form click on the Update Metadata button.
  10. In the Details screen you will be required to fill in 6 fields.

    Title - Thesis Type - Qualification Level - Creator (Author name) - Date - Awarding Institution. The other fields are optional. We recommend that you also fill in the Abstract and Uncontrolled Keywords fields. It gives you the opportunity to enhance the retrieval rates for the thesis and is particularly useful for providing information about theses with more obscure titles. When you have filled in all the details required click on the Next> button to move to the Subjects screen.

  11. On the Subjects screen you will be required to Add the School by clicking on the Add button next to the appropriate School in the Schools list. Then click on the Next> button.
  12. Read the agreement on the final Deposit Screen and if you are satisfied that you have completed the deposit you can click on the Deposit Item Now button. If you would like to change anything on any of the previous screens you can go back to them by clicking on the Type - Upload - Details - Subject tabs at the top of the screen. If you have any queries you can save what you have done so far by clicking on the Save for Later button. This will place the item into your work area and you will need to retrieve it from there to deposit it into the live repository. You can do this when you are logged in by clicking on the Manage Deposits tab at the top of the screen. This screen will show you a list of items that you may have in the work area as well as the live repository.
  13. After deposit your item will go into the review area of the repository to be checked for accuracy and completeness by members of the Repository Team. Once it has been added to the live repository you will receive an email letting you know that the thesis has been added to ORCA and providing you with a persistent URL which you can use to refer to the online thesis, or link to it from another web page. This final email is also what is needed to confirm with Academic Registry that the electronic deposit has been carried out successfully and will accompany the rest of the paperwork sent off for the final degree award. If the student is carrying out the deposit they will need to forward a copy of this email confirmation to the Post Graduate Research Administrator or member of staff that they have been working with in their School, so that they can complete the paperwork that gets sent off for the final degree award.
ProQuest Research Thesis Deposit

Cardiff University students now also have the opportunity to use the ProQuest ETD Administrator, an online tool for students to publish their theses with ProQuest and make them available via the ProQuest Dissertations and Theses Database (PQDT). As part of this arrangement -

  • Publication of prospective theses is free and non-exclusive.
  • The student always retains the copyright.
  • Students may place embargoes on theses.
  • Students receive a royalty on individual copy sales.
  • Each theses published is given an ISBN reference and listed on the ProQuest Dissertations and Theses Database (PQDT), the largest single source for information about doctoral and master’s theses.
  • Works may be withdrawn from the database at any point at the request of the author.

If you require further information or wish to take up this option please follow the instructions in the following link http://bit.ly/1n9IhyW