FAQ for Right of Access form

Part A: Open Access to Thesis

What are the advantages of making my thesis Open Access?

Making your thesis Open Access means that your research can be viewed by anyone at no cost, is easy to find, and it could improve the early engagement with, and impact of, your research. It means that your thesis will be available, not only to interested members of the public, but also potential collaborators in your discipline and future HDR candidates who may be looking for examples of theses in their field.

Will publishing my thesis in RUNE immediately as Open Access without embargo affect the acceptance of publications derived from it?

Some publishers may consider Open Access dissertations to be prior publications. However, in some cases your Open Access thesis may support subsequent publications:

  • Open Access may result in increased awareness of your work, generating a case for subsequent publication.
  • Open Access demonstrates its academic rigour and provides a reference point for later publications.
  • Your thesis will be revised and rewritten significantly as a journal article or a book. Many publishers will view this as entirely new work.
  • If you are concerned, check the guidelines for publishers with which you may wish to publish. Springer and Elsevier are examples of two publishers that do not count theses as prior publications.

Ultimately, you should check with your supervisor and the guidelines of the publishers you are considering. It is important to familiarise yourself with practices in your discipline.

Can my thesis be accessed if it is not Open Access?

Yes. The University Library can supply copies of outputs, upon request, under copyright provisions available to libraries under Section 51(2) of the Copyright Act, 1968.

The provisions allow individuals and other libraries to request a copy of an output if they declare the copy will be used only for the purposes of research or study or otherwise in accordance with the Copyright Act 1968, and will not be used for any commercial or other purpose.

Note: The UNE Library will not provide access to UNE outputs under Section 51(2) of the Copyright Act until the period of restriction (if approved) has finished, or two (2) years after degree conferral, whichever comes first.

What happens if I want sections of my thesis, such as a chapter, restricted, because I want to publish, but otherwise I want the output to be Open Access?

Simply include details of these chapter/s in the copyright table. Library staff can redact (hide) these chapters and instead provide a link to the published version of the chapter, usually with the DOI. The remainder of the output will be Open Access.

Part B: Request to Restrict Access to Thesis

What do I need to consider before deciding if my thesis should be Open Access immediately or restricted temporarily?

As per the HDR Thesis Submission and Examination Procedure, the thesis will be available for open access except where the Deputy Vice-Chancellor (Research) approves an embargo or restriction.

The Deputy Vice-Chancellor (Research) may approve a full or partial embargo on the circulation, copying and electronic access of a HDR output, on the recommendation of the Director, Graduate Research School, where the HDR output contains content that:

  • if released, would affect national or industrial security
  • is commercial in confidence or culturally sensitive
  • if released, would breach copyright laws or licensing agreements (such as where an agreement with a publisher restricts access), or
  • if released, would pose a risk to the author, the University or any third party.

The embargo will last for two (2) years, unless the Deputy Vice-chancellor Research approves an embargo for a longer period or a permanent restriction.

Please continue to read all the FAQs carefully for more information. It’s possible that only part of your thesis, such as a chapter, needs to be restricted. Library staff can assist you to meet these requirements.

Check with your supervisor if you are unsure about whether you should place a restriction on all or part of your Thesis.

What happens after the maximum two-year period of restriction for a thesis has passed?

After a period of restriction (if applicable) UNE theses will be made Open Access.  Alternatively, where open access is not possible, the thesis may be made available upon request for research and study purposes by the Library under Section 51(2) of the Copyright Act, 1968.

What details about my thesis will be made available if the actual thesis is not, or cannot, be Open Access?

Basic bibliographic details will be made available via RUNE. These include the title, your name, your supervisors’ names, the conferral date, the abstract, the Field of Research and Socio-Economic Objective codes and the date to which the thesis is restricted.

Part C: Copyright

Third Party Copyright

If I properly cite my sources, does this mean I don't need permission to include excerpts from them to be Open Access in my thesis?

Although citation is important, it is not the same as permission. Nevertheless, including quotes that are integral and sourced from published materials such as book chapters or journal articles, does not generally require permission, and can be Open Access. Please ensure you copy only what is required and always provide a proper academic citation.

I am the author of a published work I want to include in my thesis. Do I need permission for it to be Open Access?

This depends on the agreement with your publisher. Please identify the work in the Copyright table. Library staff will check and comply with any conditions imposed by the publisher such as managing an embargo period.

What are some examples of third-party copyright material that must be listed in the Copyright table?

  • Chapters that are with a publisher at the time of submission, or which you intend to publish.
  • Chapters that are published in a journal which is not Open Access, or where copyright has been transferred to a publisher.
  • Commercially acquired questionnaires and clinical assessment tests.
  • Datasets protected through agreements.
  • Material that you have received permission to use in your thesis.
  • Material that you have received permission to make Open Access in your thesis.
  • Third-party artistic works and images from published, unpublished or online works where permission is required from the copyright owner. Exceptions include Creative Commons Licenced and out-of-copyright images.

What are some examples of third-party copyright material that does not need to be listed in the Copyright table?

  • Properly cited literary materials such as figures, tables and quotes sourced from published works.
  • Creative Commons Licenced content.
  • Out-of-copyright works.
  • Content such as images where you are the copyright holder.

Can I include articles in my thesis which I have submitted to a publisher?

Yes. Published and submitted articles can be included with your thesis for examination. Please identify these in the Copyright table. Library staff will check and comply with any conditions the publisher imposes, including suppressing content in your Open Access thesis if required.

How can I tell whether I have the right “to make publicly accessible for proprietary or legal reasons”?

Content such as questionnaires or clinical assessment tests with third party ownership rights are likely to require permission to make them Open Access in your output. This is particularly so if you paid for access or entered into an agreement in order to use them during your candidature. Similarly, if you have assigned copyright in one of your chapters to a publisher, then depending on the publishing agreement, you may need permission for it to be Open Access in your thesis.

Identifying content such as this at the time of submission of your thesis will alert Library staff to check for it and suppress or redact if necessary.

Is written permission needed for figures that have been adapted?

This is not generally necessary. Although modifying or adapting a work such as a diagram is one of the rights of copyright owners, the practice is considered standard for academic writing. Adapted figures need to be properly cited, noting the original source.

Is written permission needed for tables that I have created using data from other sources?

No. As above, it is accepted academic practice to include this content in a thesis if it is integral to the work (e.g. illustrating a point). You must note the source of the data with the table.

If third-party content, such as quotes and tables that I include in my thesis can be Open Access with the thesis in RUNE, does this mean I can reuse the content if I publish from my thesis?

Not always. You should check with your publisher first.

How old does a source need to be in order to be out of copyright?

The general ‘rule’ for copyright duration is that it lasts 70 years from the death of the author or creator of the work. The Copyright Council guide ‘Duration of Copyright’ has more information.

Thesis by publication

What do I need to consider if my thesis is a thesis by publication?

You should seek advice and check you are publishing with a reputable publisher. When entering into an agreement with a publisher, be aware you may be giving away some rights, including your copyright.  If so, published chapters included at thesis submission may need to be hidden when the rest of your thesis is Open Access.

Do I need to provide any additional documentation?

If a chapter has been published in a closed (i.e. non-Open Access) journal, please provide a copy of the publisher agreement.

If you have received permission from a copyright owner for their work to be made available Open Access with your thesis, please include this with your submission.

If you are unsure of the copyright or legal implications of your thesis, please contact the Copyright Office, your supervisor, your HDR Coordinator, or seek qualified legal advice.