Congratulations on the successful completion of your PhD.
When you have uploaded the final PDF copy of your thesis to the Research Manager system, it will then be downloaded by the Copyright and Digitisation Team in Library Services. If your thesis has redactions you should indicate this in the embargo application form, and also upload an unredacted copy to Research Manager. The thesis will undergo some checks and then be made publicly available in our open access repository, City Research Online, and in EThOS, the British Library's thesis discovery service. We will also retain the unredacted digital copy of your thesis (if there is one), as part of our record of research at City.
City, University of London normally expects that all successful PhD theses will be made available in City Research Online - this is included in City's Open Access policy, and also in Senate Regulation 25: Submission Format and Retention of Theses.
Diagram illustrating the benefits of open access. CC BY Danny Kingsley and Sarah Brown.
We require you to submit the version of the thesis as finally examined, i.e. the final version of the thesis including any corrections that have been applied to it post-viva.
The exception is where the thesis contains any copyrighted material, sensitive material or clinical findings. If you need to redact such material, please submit a PDF copy for the original version, and a PDF copy for the redacted version that will be made available in City Research Online.
The University takes good stewardship of its research seriously, particularly when that research contains information that might be inappropriate for open release on the web. Many theses submitted for examination contain such material - it can include:
Candidates are expected to apply any necessary redactions to their thesis before submitting to Library Services. Guidance is available from the Copyright Library Guide, particularly the page on making theses available on City Research Online, and by contacting the Copyright and digitisation team at email@example.com. In rare cases authors might choose to apply for an embargo or waiver for their thesis due to the quantity of redactions needed.
If redactions and/or an embargo are necessary, these should be applied for on Research Manager. A number of different types of embargo are available:
If you are unsure what kind of embargo to apply for, you should discuss with your supervisor. The Copyright and Digitisation Team may also be able to offer guidance.
If an embargo is granted, metadata about the thesis will normally be publicly available in City Research Online, but the thesis won’t be viewable or downloadable from either CRO or EThOS for the duration of the embargo period.
Embargoes are subject to the approval of your supervisor, Department Research Programme Committee, and the Director of Library Services.
If an embargo request is declined, you will be informed. The request will be returned to the Research Programme Committee on Research Manager. You have the right to refer the request to the Chair of the Doctoral College Board of Studies, as stated in Senate Regulation 25: Submission Format and Retention of Theses (section 1i).
If you have any questions relating to embargos, please contact the Copyright and Digitisation Team.
PhD students funded by UK Research and Innovation (UKRI) research councils must make their research publications available in line with the UKRI open access policy.
Any PhD thesis arising from UKRI training grant funding must meet the terms and conditions outlined in the UKRI Training Grant Terms and Conditions Guidance. Key points are:
If you are seeking a longer embargo period for your work please contact the Copyright and Digitisation Team for further advice.