You have the option to submit two versions of your thesis to the library. All students must submit a ‘Master Copy’ which is the full complete examined thesis after any amendments have been made. If required, you can also submit an additional ‘Library Copy’ which is a file that has been amended for public viewing by removing copyright material or confidential/ sensitive content. If you do not plan on making a separate copy (because your thesis does not contain any material that needs to be redacted) then you can just submit the one Master Copy and that is what will be made public.
Version 1: Master Copy of Thesis
Your final amended thesis as approved by the University, this version will not be made public if you submit a separate Library Copy.
1. Make sure your thesis has a title page using the template provided by Office of Graduate Research (with the date you award was completed, not when it was submitted). Only one title page is required.
2. Name your file ‘SurnameThesisYear_MasterCopy.pdf’. Ensure that it is saved as a PDF and not as a Word document.
Version 2: Library Copy of Thesis
Optional additional copy which must be supplied if you have confidential material or third party copyright protected material (e.g. published images) that need to be redacted for public viewing. If supplied, this is the version which will be available for the public to read via the Library website, after any applicable embargo periods.
1 . Go to ‘Save As’ from your MasterCopy file and create a duplicate PDF copy of your thesis, named ‘SurnameThesisYear_LibraryCopy.pdf’.
It is best to redact material from a PDF file rather than from Word, as it will avoid disrupting page numbering and citation management. If preferred, you can edit in Word and then convert to PDF, but this could affect your layout and numbering.
2. PDFs can be edited in Adobe Pro which is available to students; follow the Adobe instructions on redacting sensitive material. Alternatively, you can use the Edit PDF tool to delete content. In Adobe edit mode you will be able to click on images and text boxes as objects. Use the mouse to select any images you need to remove and delete them.
3. Where an image has been removed, it is recommended to add a text box in its placethat says “Removed due to copyright restriction” (you can choose the wording you use and provide a link to the image if available online). To do this, follow the Adobe instructions on adding new text.
4. Clean up your appendices. If they contain clinical assessments or surveys that were designed by a third party, you will need to remove these as well as they will be copyrighted. Consider removing any other material that you only included for the benefit of your examiners and which may not have been intended for public viewing. Examples include letters of recommendation and correspondence. To keep your page numbering intact, you can keep the headings for each appendix, but delete the content and replace with a statement that says “Content removed for privacy reasons”.
5. Redact any other confidential material.
6. Save file, it is now ready to submit.