Depositing dissertations and public access

Requirement to deposit dissertations with the Library

25.1. Awarded PGR students must deposit the definitive version of their dissertation with the University of Bristol Library. Dissertations will be publicly available unless there is a permitted deferral or redaction.

25.2. Degree certificates are released after a graduation ceremony, but the certificate will be withheld if the student has not deposited the definitive version of their dissertation with the Library.

25.3. The definitive version of the dissertation deposited with the Library must be identical to the version approved by the student’s examiners, except in the following circumstances:

25.3.1. The student has addressed any typographical errors identified by the examiners if the degree was awarded unconditionally.

25.3.2. The student has addressed a small number of typographical errors that they have identified themselves. 

25.3.3. The student has redacted signature(s) and/or any other personal data contained in the preliminary pages. These pages are defined in the dissertation content and format section.

Consideration of third-party copyright and privacy

25.4. If the dissertation contains materials that breach a third party’s copyright (including where suitable permissions have not been obtained to include the materials in the publicly available version) or the privacy of an individual/s, the PGR student must deposit two copies as follows:

25.4.1. The definitive version as defined in 25.3.

25.4.2. A redacted version with any materials that breach third-party copyright or privacy removed.

25.5. The Library will hold both copies of the dissertation but only the redacted version will be made publicly available. The removal of materials that breach a third-party's copyright or the privacy of an individual/s do not require the student to submit a redaction request and do not need permission from the University.

25.6. Guidance on copyright clearance for dissertations is available from the Library.

Deadline and process for depositing

25.7. Awarded PGR students who do not have outstanding minor errors must deposit their dissertation within 28 calendar days of their award notification.

25.8. Awarded PGR students with outstanding minor errors must deposit their dissertation within 28 calendar days of receiving confirmation from the internal examiner (or independent chair if they do not have an internal examiner) that their corrections are satisfactory.

25.9. Students must deposit their dissertation in Pure in pdf format or in another format acceptable to the University and appropriate for the work. As part of the deposit process, students must complete a depositor declaration.

25.10. The only exception to depositing in Pure is where a request to deposit on a secure University server has been approved due to contractual, security or safety obligations.

25.11. Deposited dissertations will only be made public with the approval of the Academic Quality and Policy Office and the Library, and after any permitted deferral or redaction period has ended.

Definitions of a deferral and redactions

25.12. A deferral (also known as an 'embargo') means that the entire dissertation is held back from public release for a period. Deferral requests can, for example, cover where there is sensitive information related to contractual, security or safety obligations.

25.13. Redactions mean that specific parts of the dissertation are held back for an approved period with the unredacted parts being made publicly available. Redactions are normally only required if there are contractual, security or safety obligations that make this necessary. Redactions related to third-party copyright or privacy do not require permission from the University, as set out in 25.4 to 25.6.

25.14. Redactions only relate to the definitive version of the dissertation following the student’s award. Redactions cannot be applied to the version submitted for examination.

Informing the University of a deferral in Pure of up to one year

25.15. A PGR student can defer the public release of their entire dissertation deposited in Pure for up to one year from their award date without requiring approval. A student must however inform the University of this deferral before they deposit their dissertation in Pure in accordance with the guidance on delaying public access.

 25.16. If the PGR student wants to extend this one-year deferral, they must request an extension.

Where approval of deferrals and redactions is required

25.17. A PGR student must request that their dissertation is deferred from public release or that material is redacted in the following circumstances:

25.17.1. The student wants a deferral of their entire dissertation for over one year.

25.17.2. The student wants to redact parts of their dissertation for any period except where it relates to a breach of third-party copyright or to the privacy of an individual/s (see 25.4 to 25.6).

25.17.3. The student wants a deferral of one year of less, and this includes deposit onto a secure University server rather than on Pure.

25.18. Requests must be submitted in good time so that the request can be considered appropriately and must, at the latest, be received by the student’s deadline to deposit the definitive version of their dissertation with the Library.

25.19. In exceptional circumstances, where a need for a deferral or for redactions emerges after the dissertation has been deposited and/or publicly released, a PGR student or their main supervisor can make a later deferral or redaction request.

25.20. A PGR student’s main supervisor can make a deferral or redaction request on behalf of the student if there are contractual, security or safety obligations that require the supervisor’s direction.

25.21. A PGR student or, where relevant, their main supervisor must provide the information required on the relevant form when making a request.

25.22. Deposit on a secure University server (rather than on Pure) can only be requested if there are contractual, security or safety obligations that make this necessary.

25.23. If the PGR student wants to extend their initial deferral or redaction, they must request an extension.

How deferral and redaction requests are approved

25.24. The Faculty Academic Director (PGR) or delegate makes a recommendation on the deferral and redaction requests.

25.25. The Associate Pro Vice-Chancellor (PGR) considers and approves deferral and redaction requests . The recommendation from the Faculty Academic Director (PGR) or delegate and any funder and/or sponsor conditions will be considered as part of the decision process.

Depositing if there is a deferral or redactions

25.26. PGR students must always deposit the definitive version by their deadline even if they have a permitted deferral or redactions . It is only the public release of the dissertation that can be deferred or can be partially released with redactions. The requirement to deposit itself cannot be deferred.

25.27. Permitted deferrals and redactions only relate to the content of the dissertation. The PGR student must enter their metadata (student name, dissertation title and abstract) in Pure and this will be publicly available even where approved deferrals or redactions are in place. If there is any sensitive material in the abstract, the student must amend the abstract entered in Pure to remove the sensitive material.

25.28. Where a request to deposit the dissertation on a secure University server (rather than on Pure) has been approved, the PGR student will be required to deposit directly to the Library.

Redacted version

25.29. If redactions have been approved, both the redacted and full versions of the dissertation must be deposited by the PGR student’s deadline. The redacted version must include a cover sheet inserted before the title page.

25.30. The PGR student must use the following template for the cover sheet, which they can adapt for their individual circumstances.

This is a redacted version of the full dissertation, as agreed by the student, the supervisors and [name], the sponsor of this [degree type] studentship in the Faculty of [name]. The redactions cover key information that was deemed too sensitive to be published. The redactions have been kept to the minimum level necessary, so that the dissertation still shows the research excellence of the author.

25.31. The PGR student must deposit both the redacted and full versions of the dissertation to the Library. The redacted version file must be named as follows: ‘Redacted_Final_Copy_[year_month_day]_[student surname_student initials]_[Degree type].’

Extension requests for deferrals and redactions

25.32. The PGR student, the main supervisor or, if relevant, a sponsor or funder can request an extension to a deferral or redaction period on the relevant form. If necessary, the request can also include changing from a deferral to a redaction, or vice versa.

25.33. An extension request should be submitted in good time (normally three months) before the existing deferral or redaction period ends.

25.34. The Associate Pro Vice-Chancellor (PGR) considers and approves extension requests for deferrals and redactions.