Final Deposit of Research Degree Theses - Electronic Version

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Word Deposit of Final Version of Thesis Form

Following examination and the completion of any amendments required by their examiners, research students must deposit one electronic copy of the final version of their thesis. The electronic version must be deposited with the University's Leicester Research Archive.

Contents

The contents of your thesis should follow the same order as the version submitted for examination:

  • title page
  • abstract
  • acknowledgements page
  • table of contents
  • main body of the thesis
  • appendices (if needed)
  • bibliography

The contents of the thesis must be final version of your work reflecting any amendments required and approved by your examiners.

The contents of the electronic version should be identical to the contents of the hard-bound print version - unless your thesis contains third party copyright material for which you have been unable to secure permission for inclusion. Such material may be included in the print version of the thesis, but it must be removed from the electronic version.

For more advice on the use of third party copyright material in your thesis and on securing permission to include this, please see the University Library's guide Adobe Acrobat (PDF) Keeping Your Thesis Legal.

Formatting

The electronic version of your thesis must be deposited as a single Portable Document Format (PDF) file. If your thesis is composed of multiple files - such as an MS Word document and an accompanying MS Excel spreadsheet - you must convert these to PDF files and then merge them to create a single PDF file.

Creating Your Thesis PDF File on Campus

If you are using a University networked computer on campus, you can create your thesis PDF file using Adobe Acrobat X Pro - for advice on how to do this, see the Adobe Acrobat (PDF) IT Services Quick Start Guide.

You need to ensure that your thesis PDF file is saved as PDF/A compliant - this is needed to ensure the long-term digital preservation of your thesis. When you come to save your thesis PDF file, select "Save As" then "More Options" and then "PDF/A" before saving the file.

Please ensure that when you save your thesis PDF file you give it a title that follows this format - year_lastname_initials_degree.pdf

For example - 2014_SMITH_TL_PhD.pdf

Creating Your Thesis PDF File Away From Campus

If you have Adobe Acrobat installed on your home computer and are converting an MS Office file - such as an MS Word document - into a PDF file you should:

  1. Save your work as an MS Office file - such as an MS Word document
  2. With the file still open, select Acrobat from the ribbon ("toolbar") across the top of the screen
  3. Select "Create PDF" - this will open the "Save Adobe PDF File As" dialogue box
  4. In the dialogue box, select "Options" - this will open the "Acrobat PDFMaker" dialogue box
  5. In the dialogue box, tick "Create PDF/A - 1a: 2005 compliant file" and make sure that the Page Range is set to "All"
  6. Select "Okay" and save the PDF file

Please ensure that when you save your thesis PDF file you give it a title that follows this format - year_lastname_initials_degree.pdf

For example - 2014_SMITH_TL_PhD.pdf

If you do not have Adobe Acrobat, you can install and use one of the many PDF creation packages available online - such as PDF Online, CutePDF, PDF Forge, Jaws PDF Creator.

Converting Other File Formats and Further Advice 

If you are using other software to write your thesis - such as Open Office - please read the help information for your software on how to create PDF files. Alternatively you can install and use one of the PDF creation packages available online.

If you have used LaTeX to produce your thesis, it is a simple procedure using the freeware application GhostScript to convert a PostScript file into a PDF file.

For further advice on creating your thesis PDF file, please email the IT Help Desk - ithelp@le.ac.uk

Deposit with the Leicester Research Archive

You should deposit the electronic version of your thesis as soon as possible following your examination and the completion of any amendments required by your examiners; the electronic version of your thesis should be deposited with the University's Leicester Research Archive within twenty-eight days of the date on which your research degree was awarded.

If your thesis PDF file is 5Mb or smaller you can send it as an email attachment to ethesis@le.ac.uk

Please make sure to use the words "Thesis Submission" in the message subject line and include in the message your full name, your student number, and your School/Department. Please note that it is not necessary to email a copy of your thesis to the Graduate School Office.

For thesis PDF files larger than 5Mb we recommend using the University FileDrop file sending service to send it to ethesis@le.ac.uk FileDrop can be used for thesis PDF files up to 2Gb in size.

If you are delivering your thesis yourself you can leave this as a file on a USB drive or DVD/CD at the main reception desk in the David Wilson Library Building. Please make sure that this is securely labelled. 

You must provide with your thesis your signed Word Deposit of Final Version of Thesis Form. Please note we cannot accept typed signatures on this form. If your thesis will be sent by email or FileDrop you can post your form to:

The University Library
University of Leicester
University Road
LEICESTER
LE1 7RH

 

Or you can scan your signed copy and send this by email to ethesis@le.ac.uk

If you have not already done so, you must at the same time as you deposit the electronic version of your thesis also deposit a hard-bound print version of your thesis.

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