Archival of thesis or project
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. 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 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.
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 Additionally, further information can be found in the Privacy and information management policy (rescinded 1 October 2019).
The RMIT Research Repository is open to the public, so it is important that you check your thesis or project for any material that is subject to copyright, such as images, diagrams, maps and other previously published material.
You may need to obtain written permission from the copyright owners to include the copyrighted material in your thesis or project.
If you require an extension to lodge your archival thesis or project due to pending copyright permissions please contact the SGR Examinations Office.
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.
Archival theses and dissertations are lodged via the submission/lodgement tab of the Candidate Centre, which can be found in your 'My Student Record'.
To be able to lodge your final archival via the Candidate Centre your Primary Supervisor and the Delegated Authority for your school will need to have reviewed your amendments and given their approval within the system.
To successfully lodge your archival you will need to upload as two separate PDF files:
- your final thesis/dissertation; and
- a response to the examiners/details of any amendments made.
Please note that any thesis or project that does not comply with the formatting standard will be returned for changes. For details on the required formatting of your thesis or project please refer to Submitting for examination.
For more information on lodging your final archival please refer to the archival lodgement guide.
You will receive a notification from the SGR Examinations Office once your record has been received and is ready to be considered by the Associate Deputy Vice-Chancellor, Research Training and Development, SGR for completion approval. This process takes approximately five working days, and once finalised, you will receive another email advising you of your course completion.
Your archival 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.