The sections below set out the process for preparing your final archival copy.

Once you receive your examination outcome you should schedule a meeting with your supervisory team to review the examiners’ reports and discuss their feedback. You should decide in consultation with the supervisory team how you will address any amendments requested by the examiners.

You will formalise your amendments by writing a response to the examiners. This document has to be approved by your senior supervisor and Dean/ Head of School and will be uploaded in Equella by you at the same time as your final thesis or project.

The recommended format for this response is as a table with columns that list the examiners’ comments, your response, and the page reference. While the presentation of this document is ultimately at your discretion, ensure you approach this document from an academic perspective and do not include your personal circumstances.

You must detail how the amendments were made, or write a reasoned justification as to why you do not consider certain amendment to be necessary.

The final archival version of the thesis or project must not contain material which infringes upon privacy. This information, which includes sensitive and/or health information and photographs, is protected by law and requires consent for collection, use, and publication. You must obtain written consent to use this type of information.

Please check that your archival thesis or project does not contain information deemed unsuitable for public availability. This information includes:

  • handwritten or electronic signatures by the author or anyone else;
  • home addresses, and personal contact details such as mobile phone numbers;
  • RMIT University student numbers; and
  • the real names of survey respondents or case study subjects.

Please refer to your Human Research Ethics Committee approval or RMIT privacy resources for detailed information regarding privacy requirements. Additionally, further information can be found in the Privacy and information management policy.

Upon completion of the examination it is expected that HDR theses and projects are made available for public access via the online research repository. However, in certain circumstances, such as if a patent applies or the thesis or projects contains commercially sensitive material, an application may be made for the work to be kept from public access for a set period of time. In general, the intention to publish is not adequate grounds for an embargo.

There are strict rules that determine whether a thesis or project qualifies for an embargo. For further information please refer to Section 49 of the Higher Degrees by Research Policy.

If your thesis or project contains content that meets the requirements of an embargo you may submit an application using the Request for a confidentiality deed or embargo form (PDF 164KB). You must include evidence that supports your application in order for it to be considered.

Candidates who require additional time to lodge their archival thesis or project can apply for an extension of time. Please email the SGR Examinations Office prior to the due date.

Archival theses and projects are lodged via the Learning Repository, Equella.

For your lodgement to be accepted in Equella you must have completed the Thesis/Project lodgement for archival approval form (PDF 104KB 1p). Your thesis or project cannot be processed if you do not include this form, signed by your senior supervisor and Dean/ Head of School.

To lodge you will need to upload as three separate PDF files:

For details on the required formatting of your thesis or project please refer to Submitting your thesis or project for examination. Any thesis or project that does not comply with the formatting standard will be returned for changes.

For more information on lodging in Equella and a link to its log in page, please refer to Learning Repository – Equella.

You will receive a notification from the SGR Examinations Office once your record has been received via Equella. Provided your archival lodgement meets the lodgement requirements stated above, it will be considered by the Associate Deputy Vice-Chancellor, Research Training and Development, SGR for approval. This process takes approximately five working days, and once finalised, you will receive another email advising you of your course completion.

Your archival thesis or project will be made available to the public via the Research Repository. The Research Repository is the central location for all RMIT University Higher by Research digital theses and projects, and provides your research with a world-wide audience. Please refer to the Library’s website for information on how to manage and measure your research impact.

If an application for an embargo has been approved, the thesis or project will be held from access until the date of release.

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