e Theses at the University of Sheffield Vic

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e. Theses at the University of Sheffield Vic Grant Faculty Librarian for Medicine, Dentistry

e. Theses at the University of Sheffield Vic Grant Faculty Librarian for Medicine, Dentistry and Health University Library Sept 2010

General Regulations for Higher Degrees by Research, 2008– 09 Regulation 40: “Three copies of

General Regulations for Higher Degrees by Research, 2008– 09 Regulation 40: “Three copies of thesis and an additional copy of the summary must be submitted to the Registrar and Secretary. The thesis shall be properly bound using the University Print Service. When a thesis has been approved, one bound copy shall be deposited in the University Library. Students registering from 2008– 09 onwards will additionally be required to submit the final copy of their thesis in electronic format, in accordance with the University's procedures for e-theses. ”

What this means in practice • e. Thesis submission is mandated for all Ph.

What this means in practice • e. Thesis submission is mandated for all Ph. D registrants from September 2008 • All current Ph. D students are being strongly encouraged to submit in electronic form • Three print copies of thesis still required at submission • Students will upload the “final, examined and awarded” version of their e. Thesis to White Rose e. Theses Online http: //etheses. whiterose. ac. uk/

Benefits to students • Your thesis will be read • Will be picked up

Benefits to students • Your thesis will be read • Will be picked up by anyone doing a keyword Google search • Thesis is immediately available for consultation worldwide • Potential impact on and contribution to profession/subject area much more immediate than in traditional form • Indicators for career progression • Development of career skills: self-marketing; handling of copyright

Third Party Copyright in Theses • Traditionally it has been acceptable to include 3

Third Party Copyright in Theses • Traditionally it has been acceptable to include 3 rd Party Copyright in print theses under the examinations exception • Online theses are being “made available” and this is a form of publication so it will be necessary to comply with copyright regulations

What constitutes third party copyright material? • Extracts from publications e. g. books or

What constitutes third party copyright material? • Extracts from publications e. g. books or journals • Illustrations e. g. images, maps, photographs, tables, models etc. • Photocopies of published articles (entire) • Unpublished material • Film

Short quotations • If third party material is a short quotation from a published

Short quotations • If third party material is a short quotation from a published work, acknowledged and referenced correctly, this may be included • A defence of Fair Dealing for the purposes of “Criticism and Review” • Such extracts should be “insubstantial” – this term is not defined • If in doubt ask yourself whether you would consider your rights had been infringed if someone else used a similar quotation from your work

Referencing • It is important for students to acknowledge their sources correctly • It

Referencing • It is important for students to acknowledge their sources correctly • It is also important to reference correctly to avoid accusations of Plagiarism • Advice from the Library on referencing styles available via the Information Skills Resource in http: //www. librarydevelopment. group. shef. ac. uk/

Getting Permission 1 • If the material used is more than seventy years old

Getting Permission 1 • If the material used is more than seventy years old then it may not be necessary to apply for permission • If your extract is short you may not need permission • Identify rightsholders – start with publishers • This can be difficult if they have died and you cannot contact the Estate/relatives

Getting Permission 2 • Contact information – written permission is needed (you could use

Getting Permission 2 • Contact information – written permission is needed (you could use email) • Precise details of material usage, e. g. the page numbers or figure numbers • Details of how/where the requested material will be used including that it will be included in a repository and published on the internet

What to do if permission is granted • Indicate this at the appropriate point

What to do if permission is granted • Indicate this at the appropriate point in thesis e. g. “Permission to reproduce… has been granted by…” • Keep a copy of any letters or emails you received from the rights holders

What to do if permission is not granted • Some rights holders may request

What to do if permission is not granted • Some rights holders may request payment for copyright permissions or you may not be able to trace a rights holder • Consider embargo or editing [dealt with later…]

Embargo of theses • Main reasons: • • Commercial sensitivity Political sensitivity/issues of national

Embargo of theses • Main reasons: • • Commercial sensitivity Political sensitivity/issues of national security Privacy of individuals (patient privacy? ) Prior publication http: //www. shef. ac. uk/ris/staff_students_visitors/how_to/thesisemb argo. html • Duration unspecified and should be agreed with supervisor

Embargo of e. Theses • Where e could be construed as prior publication •

Embargo of e. Theses • Where e could be construed as prior publication • Where clearance for all third party copyright material is NOT obtained • Still require upload of e if embargoed

Embargo of p vs. e Theses • There will be times when the e.

Embargo of p vs. e Theses • There will be times when the e. Thesis is embargoed – e. g. third party copyright – but the p. Thesis is not • Metadata for thesis would be available on the server and give rise to requests for borrowing

An alternative to e-embargo • Edit the e. Thesis to remove material for which

An alternative to e-embargo • Edit the e. Thesis to remove material for which clearance not obtained • fully, replacing with reference • partially, to fall within fair dealing provisions, also providing reference • p thesis in final, examined and awarded version must NOT be edited • In all cases, e. Thesis must be annotated at point of change, noted on title page and on Access to thesis form

Access to Thesis form • New form will require you to complete questions about

Access to Thesis form • New form will require you to complete questions about access to and embargo of your e and p thesis http: //www. shef. ac. uk/ris/staff_students_visitors/how_to/access. html • Includes additional protection for you as an author via Creative Commons licence [by-ncnd] http: //creativecommons. org/international/uk/ • To be bound in p. Thesis (as currently) and to be front page of e. Thesis

Uploading • Theses will be held at White Rose e. Theses Online • http:

Uploading • Theses will be held at White Rose e. Theses Online • http: //etheses. whiterose. ac. uk/

For more information and … coming soon … a recorded e. Theses lecture by

For more information and … coming soon … a recorded e. Theses lecture by the Library’s Copyright Officer http: //www. librarydevelopment. group. shef. ac. uk/shefonly/research/etheses. html

Questions? • Contact Vic Grant Faculty Librarian v. grant@sheffield. ac. uk

Questions? • Contact Vic Grant Faculty Librarian v. [email protected] ac. uk