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E-Thesis Deposit & Theses Collection: Deposit Information for Students

Mae'r dudalen hon hefyd ar gael yn Gymraeg

How do I deposit my completed e-thesis?

Contact us

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For an E-Thesis enquiry contact Library Research Support via  


Faculty administration staff usually act as the link between the student and the repository deposit process.

Visit Cronfa, the Swansea University Repository  ‚Äč


Including copyright material in your thesis - seeking copyright permissions

Full copyright guidance is available from our Copyright Library Guide.
See the Keeping Your E-Thesis Legal handout for copyright guidance and rights risk management as you prepare your thesis.

Including copyright material in your thesis

Third party copyright material

You will need to seek permission to include any substantial third party copyright material in an electronic version of your thesis, which is publicly available online.  You may normally include 'limited amounts' without seeking permission, provided it is adequately acknowledged and referenced according to academic convention.

What is 3rd party copyright content?

  • Any material which is not your own or where you have assigned your rights over to another, e.g. a journal article where you may have transferred rights to a publisher.
  • It includes long extracts of text, illustrations, adaptations, figures, tables, maps, charts, tables, photos, images etc. If in doubt, always ask permission.

It is beneficial to obtain permission to include copyright material in your thesis as you progress through your studies, rather than attempting to contact rights holders when you are approaching completion.  

How to seek permission to include third party material in the electronic version of your thesis
Identify and contact the rights holder(s). This could be an author, a publisher, an illustrator etc. When using material from published sources, contact the publisher in the first instance.  Include the following key points in your correspondence:

  • What are you asking permission to do? Include information on any ISBNs, title, page numbers, extract required.
  • Explain where you are seeking to re-use it (eg. online thesis).
  • Explain why you want to do this.
  • Include your contact details.

If you fail to receive a reply, assume that you cannot use the content, as you do not have permission. Occasionally you may be asked to pay a fee to re-use content. You are not obliged to do this and can choose to remove this material from the electronic public version of your thesis.

What to do with permission

  • Indicate that you have received permission from the copyright holder at the appropriate point in your thesis. Add a statement along the lines of ‘Permission to reproduce A has been granted by B.’ Keep records of any correspondence you obtain from rights holders.

If permission is refused or you cannot clear copyright for all material included in the thesis, you will not be able to make the full version of the thesis publicly available online.

 You may deposit two electronic versions of the thesis:

  • The complete version, including the third party content will be stored securely in a controlled area of the Research Information System (RIS). This will not be made publicly available.
  • A redacted content version: the second edited version of the thesis with all third party material removed can be released publicly via Cronfa.

Creating An Accessible Thesis

Creative Writing Theses - Guidelines for Creative Writing PhDs

Publisher Attitudes and Open Access

Publisher policies and attitudes to prior publication of a thesis

The Scholarly Communication community maintain a database that provides a flavour of the current publisher policies and attitudes towards authors who make their thesis openly accessible in their institution's repository. Some authors are concerned that providing an open access copy of their thesis could impact on their ability to publish the work as a monograph. The database provides information about specific publishers but it is important to remember that you are able to restrict access to your thesis by using the deposit declaration agreement when you provide your e-copy to the Library, or at a later stage if required.

In general terms, the small numbers of theses that are published as books are likely to be significantly revised in the period between dissertation and book publication. Most publishers will accept proposals based on dissertations, even if the original work is available in an open access repository. We suggest that you check the policy details associated with prior-publication with the individual publisher.

Access the Database

Other reading:
Do Open Access Electronic Thesis and Dissertations Diminish Publishing Opportunities in the Social Sciences and Humanities? Findings from a 2011 Survey of Academic Publishers 

Open Access and the Graduate Author: A Dissertation Anxiety Manual

What happens when you find your open access PhD for sale on Amazon? Guy Lavender et al.

How do I deposit my thesis? Graduate Students

  Tick icon    Following the examination and completion of any required corrections: 

  • Convert the final version of the thesis to a PDF file and name your file appropriately, e.g. 2021_Davies_AB_final.pdf. 

Swansea University always require a preservation copy for the research archive even if you opt-out of making your full-text e-thesis available to the public in the repository.  

  • Review the level of access you wish others to have to your thesis (i.e. full-text open access, temporary restriction, redacted content version, permanent restriction)
  • Consider your funder requirements
  • Consider protecting your copyright with a Creative Commons License
  • Check that you have completed and signed the E-Thesis Deposit Agreement
  • Send a PDF copy of the agreement and a full-text PDF copy of the awarded thesis to your Faculty postgraduate administrator

Funder Mandates & Research Data Management

Doctoral Training Partnership Grant

Compliance with the UK Research Councils’ (UKRI) policy on open access:

The UKRI document "Research Councils Training Grants Terms & Conditions" Requirement TGC11.5 (Nov 2020) states that the institution must support UKRI funded Ph.D. students to publish the results of their research in the institution's repository as soon as possible after award (maximum 12 months).

Compliance with the research data policies of the individual Research Councils:

  • Research Councils’ policies on research data require data generated or collected by research that supports published research findings (which could include e-theses) to be preserved and (where no commercial, ethical, or legal restrictions apply) made publicly available. Clarification on the EPSRC data access requirement is available.
  • Contact the Research Data support team for information on sharing your data or visit the research data management guidance. We can link your e-thesis record to your research data if you provide a URL.

We reserve the right to contact completing students to check that they have made an open access deposit.

Restricting Access

The E-Thesis Deposit Agreement offers an opportunity for the completing student to supply a temporary embargo expiry date to the full-text e-thesis. Access can be restricted for one year, two years etc. up to a maximum of five years. 

For example:

  • Publication pending - journal article(s) or monograph

If a formal bar on access to both the paper copy in the Library and the electronic version is required the student must indicate their intention as early as possible via the Head of College/School or nominee. The request must state the title of the work, and the reasons for a bar being placed.

For example:

  • Commercial contract
  • Patent pending
  • Third-party copyright inclusion where permission cannot be obtained or redacted
  • Ethical considerations, national security or data protection
  • Other substantial reason

If the thesis has been commercially sponsored and the student has signed an agreement which does not permit the work to be publicly available, whether for a limited period of time or in perpetuity, this should be indicated on the open access deposit agreement.

The author will still be required to supply a full-text electronic copy of the thesis for preservation but Swansea University will undertake not to make it publicly available online in accordance with the terms of the deposit agreement. An option for submitting a second redacted content version is available if the thesis contains third-party copyright content, or sensitive material the author wishes to remove.

Theses are subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Regulations 2004 (EIR).

Creative Commons License Picker Tool - add pre-prepared re-use permission to your work

Creative Commons (CCL) are pre-prepared licences that are intended to help copyright holders distribute their work; they define how it can be used by others without the need to grant permission each time someone wants to use it.            

Creative Commons, has a number of model licences which authors can apply ‘as given’ or adapted to their requirements.  The licences contain four main elements:

  • Attribution (BY)- You must credit the licensor of the work.                 
  • Non Commercial (NC)- You can only use the work for non-commercial purposes                 
  • No Derivatives (ND)- You may not create adaptations of the work.                 
  • Share alike (SA)- You may create adaptations of the work, but these must be under the same licence as this work.                 

These elements then combine to form six licences plus a final CC Zero or public domain licence which purports to waive all rights to the material it is applied to.               

  • Attribution-Only (CC-BY)              
  • Attribution-No-Derivatives (CC-BY-ND)               
  • Attribution-Non-Commercial No–Derivatives (CC-BY-NC-ND)                 
  • Attribution-Non-Commercial (CC-BY-NC)                 
  • Attribution-Non-Commercial-Share Alike (CC-BY-NC-SA)                 
  • Attribution-Share Alike (CC-BY-SA)                 
  • Public Domain (CC-0)