Skip to main content

Open Access Publishing: How to submit your e-thesis to ARAN

Open Access Publishing

Submitting your e-thesis

NUI Galway has adopted the policy of providing access to PhD theses in both print and online format. Online publication enables immediate access to a thesis from anywhere in the world and offers the potential for a thesis to be cited more frequently in other research publications.  This gives NUI Galway research and researchers greater exposure.

PhD candidates must submit:

See QA245 University Guidelines for Research Degree Programmes

6.2.4 Third-Party Copyright, page 19

6.2.5 Upload Procedure, page 20

6.7 Final Thesis submission, page 25

6.7.1 Library Submission form EOG 051, page 25

How to submit your e-thesis to ARAN

  • Discuss with your supervisor whether an embargo period to withhold access to your e-thesis is necessary. If required request the embargo on the EOG-051. The Library Submission Form EOG-051 is also available on the Graduate Studies Website.
  • Embargo requests are considered by a committee consisting of the Dean of Graduate Studies, the University Librarian and a representative from the Technology Transfer Office. The committee meets in March, June, September and December and their decisions are notified to requesters by letter.
  • Submit the completed Library Submission Form EOG-051 with your hardbound thesis and email a copy of your completed EOG051 form to aran@nuigalway.ie or send it to Trish Finnan, James Hardiman Library.
  • It is very important to check if you need to obtain permissions to include any third party copyrighted material such as illustrations or tables from other sources that you have reproduced. Your e-thesis will be available on open access so if you do not have permission you must replace this content in the electronic version with a placeholder that states the content has been removed due to copyright restrictions. Retain all third party copyright permissions received. A template for permission request letter is available here. See frequently asked questions about e-thesis submission to ARAN for further information about third party copyright.
  • The electronic version of your thesis may require editing to indicate third party copyright permissions or you should replace third party material with a placeholder where copyright permission was not received before deposit.
  • The thesis should be saved as a PDF and the recommended file  naming convention is yearnamedegree.pdf (e.g. 2011smithphd.pdf).
  • When ready to upload the electronic version of the thesis, email aran@nuigalway.ie to request a password for your ARAN account to be created. Please provide your name, school, supervisor and nuigalway email address in this email.
  • You will be sent instructions on how to login to ARAN and Submit your thesis. The steps are as follows:
  • Login as instructed
  • Select Submissions (left of screen) and Start a new submission.
  • At Collection select collection and continue to the next screen and enter thesis details requested at each prompt. Please complete the form and upload the third party copyright cleared version of your thesis as a PDF file. You will be prompted to sign off the deposit agreement electronically, including the declaration that third party permissions have been received to complete the deposit.

ARAN staff will verify the metadata and check the status of any embargo request before committing your thesis to ARAN, thus making it available via the Web. Where an embargo has been granted, only the descriptive information will be displayed in ARAN for the duration of the embargo period. If an embargo period was granted, ARAN staff will lift the access restriction when the embargo period expires. For further information see frequently asked questions about e-thesis submission to ARAN.

 

Big Warning...

  • Beware of unsolicited emails from publishers who may offer to publish your thesis
  • Graduate students often receive emails from predatory publishers, such as LAP Lambert Academic Publishing and VDM Verlag
  • Some examples of theses published by Lambert Academic Publishing are listed in the Library catalague
  •  Read about the experience of one such student at:

Stromberg, Joseph. I Sold My Undergraduate Thesis to a Print Content Farm: A trip through the shadowy, surreal world of an academic book mill. Slate daily magazine on the web.

Some frequently asked questions about e-thesis submission to ARAN

Can I include third party copyright material in my e-thesis?

If your e-thesis includes material in which the copyright belongs to a third party e.g. figures, tables or illustrations created by a third party, you must seek permission from the owner of the copyright in that material in order to make it available in ARAN.

Traditionally, for the purposes of examination, inclusion of such copyright material owned by a third party has not been an issue as the print version of a thesis has not been considered as formally published. However, where you make your thesis available on an open access basis on the Web, the work becomes much more visible and subject to wide dissemination and the copies are no longer made for the purposes of examination.

Do I need to get permission to use material that I have previously published?

If you intend to include published material that you have authored yourself, e.g. journal articles, you still need to check if the publisher will permit you to include these as part of your thesis. The easiest way to do this is by contacting the publisher directly. Most publishers will permit this. A template for permission request letter‌ request letter is available here.

Do I need to seek permission to include short quotations from published works in my e-thesis?

If the third party copyright material within your thesis consists of a short quotation from a published work and you have acknowledged and referenced it adequately it will probably not be necessary to seek permission from the copyright holder. However, there is no exact definition given in the Act regarding the amounts that may be reproduced. If in doubt about whether you need to get permission to include material within your thesis it is best to err on the side of caution and assume that you do. Ideally you should seek permission to include third party copyright material in your thesis as you go along rather than at the point of writing up your thesis.

How do I get permission to use third party material in my e-thesis?

To seek permission to include third party material you need to contact the rights holder. This may be the author of a work, a publisher, an illustrator etc. In the case of material from books and journals you should contact the publisher in the first instance. Many publishers give details on their web site of how to seek permission and who to contact. Look for information on rights/permissions/copyright clearance. If the publisher does not hold the rights to the work they should forward your enquiry to whoever does. Once you have established who to contact you can use the sample permission seeking template to form the basis of a letter or e-mail to the rights holder asking permission to include the material in the electronic version of your thesis. If the rights holder does not reply immediately you may choose to contact them again. However, do not deem a lack of response as consent to use the material. A template for permission request letter is available here. 

What do I do if permission is granted?

If a copyright holder indicates that permission has been granted you should indicate this at the appropriate point in your thesis, e.g. 'Permission to reproduce this ... has been granted by...'. You should keep a copy of any letters or e-mails you received from rights holders.

What do I do if permission is not granted?

Where you have not, or cannot obtain permission from third parties, then you must edit the work before submission to ARAN. If you are depositing your thesis with third party copyright clearance outstanding, you should remove the relevant material and insert a place holder at this point in the document, e.g. Figure (Text/Chart/Diagram/image etc.) has been removed due to Copyright restrictions. There is a feature in Acrobat to add a placeholder to a .pdf file. See Tools, Protection Mark for redaction/Apply redaction.

Terms and conditions attached to publishing in ARAN

Researchers submitting material to ARAN must do so under the terms of a deposit agreement and a user license. The Deposit Agreement has been framed by the Technology Transfer Office and outlines the responsibilities of the depositor and of the library. See also the Mediated Deposit Agreement. The user license outlines conditions under which a user can use material deposited in ARAN. The Creative Commons Share-a-like end-user license has been approved by the Technology Transfer Office.  Read a summary of the Creative Commons Share-a-like end-user license here. 

Usage statistics

A wealth of statistical information for publications that you’ve uploaded to ARAN is available.  Find your most popular publications on ARAN based on either item views or downloads or the most popular items and authors for your College, School or Research Centres.  If you want to know where readers of your publications come from consult the statistics by country.  Customised reports can be created and emailed to you at required intervals. For more information view the User Guide which is arranged as a series of questions and answers. If the statistical information you require is not covered by it or you require a customised report please email your query to aran@nuigalway.ie