Student Services

Uploading the final submission

How to upload your thesis

Once the degree has been conferred, the thesis will be published (i.e. the full text made available on an open access basis online) unless:

  • The content contains confidential material. In this case an alternative version with the copyright or sensitive material removed should also be submitted.
  • The content includes third party copyright material for which permission to reproduce cannot be established. There are several options that may lead to permission for third party copyright material to remain (the guide Copyright and intellectual property guidance for electronic thesis submission outlines these).  If none of these succeed, an alternative version with the copyright material removed should also be submitted.
  • A restriction has been applied for due to time-limited confidentiality issues. In this case bibliographic details and the full-text would only be visible to repository staff.
  • An embargo has been requested. The thesis is not formally restricted but the author wishes it to remain confidential prior to publication in a different form. In this case bibliographic details would be searchable but the full-text would only be visible to repository staff.

Written theses should be deposited in PDF format. (This option is usually available within word processing software. For example Microsoft Word offers a 'save as PDF' option. Open your Word document, click on the Office button on the top left corner, go to save as, then click PDF. This will save your document in a PDF format.) However data, audio and video files may also be uploaded.

The steps in the Deposit process

Please ensure that you have discussed the terms under which your thesis will be made available with your supervisor. If your final thesis contains material which infringes a third party’s copyright then please obtain direct permission to reproduce this from the copyright owners or also upload a second copy with this material removed. Examples could be reproductions of photographs, graphs, illustration, extensive quotations or similar materials. Similarly, if you have conducted a survey or presented a case study, the data may need to by anonymised.


1. You will need the following information:

  • the type of degree - PhD, DM, MPhil, MRes, etc.
  • the full title of your thesis
  • the abstract of your thesis
  • the names of your supervisors
  • the year and month when you expect to graduate
  • the full text of your thesis, in PDF format
2. At the Nottingham etheses Home Page, Login with your University username and password


3. Click on "New Item"


4. On the following pages, select Item Type (i.e. "Thesis"), Thesis type and Faculty/School from the pick lists.


5.Upload your PDF(s). For each file you will need to provide further information.


Use Version to indicate:

  • Thesis – as examined
  • Thesis for reader access – any sensitive & copyright infringing material removed

The free text Description box allows you to enter extra information such as Volume 1, Volume 2.

Visible to allows you to specify who can access the full text of your thesis. You must check this and the Licence and Embargo fields with your Supervisor.


  • Anyone: the document is available to anyone via the world wide web
  • Repository staff only: the document can be requested by site visitors who identify themselves via a web form.

Repository staff only should be used for any access other than the Open Access “Anyone” option. It allows a log to be maintained of those requesting the full text of a thesis. If the title is embargoed (i.e. suppressed pending future publication), then access will be declined. If the thesis is restricted then there is a later option to specify this and it will not be discoverable at all.

Licences: LRLR can advise on the meaning of Creative Commons licences (email The supervisors know the circumstances surrounding the research – the commercial and ethical sensitivity, the possibility of patent application. We have received strong indications that supervisors want and need to be involved in this decision.Embargo: You may request an embargo period if you wish to suppress the full text pending publication of an article or book based on the content of your thesis. The bibliographic details including any abstract will be visible.

6. Click Next to fill in the bibliographic details template (author, title, abstract etc).



For Award Date enter the date when you expect to graduate.

If a thesis has an official Restriction then enter the details here to ensure that the thesis is not visible within the live repository.


Optionally add Keywords to help others to find your thesisComments and Suggestions are only visible to you and administrative staff. If there are particular reasons why you would need an embargo for longer than 2 years, please give details here.

Read the Deposit Licence carefully and deposit your files(s)


Your submission will be checked and a public version will appear in the archive after your award has been conferred.



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