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Final submission and access to the completed thesis

Once the Student Administrators – doctoral – are advised by an examination Convener that a candidate has completed all amendments to their thesis, (what is termed the "final sign-off"), the administrators will formally write to the candidate advising them that they can proceed with uploading the final version as below. Candidates are advised not to do this until they receive this letter or have verbal or email confirmation from their Convener to proceed.

The final submission involves the deposit of e-Thesis to the University research archive.

Deposit of the e-thesis

Candidates must submit an electronic copy of their finalised thesis to the University Library via the Otago University Research Archive (OUR Archive). This must be an exact replica of the corrected thesis that was accepted for their degree - this is the version that was bound. Either PDF or word processed versions are acceptable.

At the time of submission, candidates must select the level of access to the thesis. Normally "full text available for download" would be chosen so that the thesis is available to the public. However, in some cases it may be appropriate to select "abstract only (for six months from date of deposit)" or "abstract only and no inter-loan (permanent)". Alternatively, a thesis may be embargoed with no access for a set period (see below).

Deposit your e-thesis direct in the Otago University Research Archive

Find out more about e-thesis submission on the University of Otago Library Subject Guides pages

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 that require longer than 6 months restriction, 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 exceptional circumstances and requires the permission of the Dean of the Graduate Research School.

In the first instance, the candidate will complete the application and pass this on to their primary supervisor and Head of Department for sign off. Applications must be made and the process completed prior to final thesis amendments being approved. Minimum embargo period is 12 months; please apply for more than you need as this can be reduced later.

Application to embargo a thesis form (PDF)

Applications should be forwarded for approval by the Dean of the Graduate Research School as per the application form:

Email phd@otago.ac.nz