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Final submission and access to the completed thesis

Once the examination process is complete, the candidate will be notified of the final result. Should the result be to award the PhD degree, the candidate will be required to:

  • forward two permanently bound copies of the final version of the thesis:
  • to the Doctoral Office in the Clocktower Building on the Dunedin Campus
  • for candidates in the University of Otago, Christchurch, to the Manager, Academic Programmes in the Dean's Department
  • for candidates in the University of Otago, Wellington, to the Postgraduate Liaison Office in the Postgraduate Office

Note that the cost of two hard-bound copies will be met by the University provided that the thesis is submitted within 4 EFTS (i.e. the equivalent of four years of full-time PhD study.) If eligible, the candidate should obtain an order form from the Doctoral Office phd@otago.ac.nz to cover the printing and binding costs of two hardbound copies of the thesis.

  • complete a standard Author Declaration Form (PDF, 366KB) to be bound into the front of one of the submitted hard bound theses. Any variations to this standard form require special approval; and
  • deposit an electronic copy of the final thesis to the Library (see Thesis Information: Submitting). The candidate must ensure the level of access they assign during their e-thesis submission matches that indicated on the completed Author Declaration Form.
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Embargo of Thesis

In situations where the thesis contains sensitive material or has been funded or helped by external research grants, or has publications pending, it may be necessary for the completed thesis to be placed under an embargo, with access restricted for a period of time. This may also be necessary for intellectual property reasons. Restricted access will be permitted only in the most exceptional circumstances and requires the permission of the Dean of the Graduate Research School. In the first instance, the candidate, with the support of their primary supervisor and Head of Department, or the primary supervisor with the support of the Head of Department, should apply for an embargo in writing explaining in detail the reason for the embargo and indicating the time frame of the embargo. A thesis is normally embargoed for a period of one year, but this can be extended or reduced as required. Applications should be forwarded to the Dean, Graduate Research School phd@otago.ac.nz for processing, whereby a special Library Declaration Form is produced and signed off by the Dean, the Divisional Pro-vice-Chancellor and the candidate.

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