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SCU Theses Collection Thesis Deposit and Verification Form

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SCU Theses Collection
Thesis Deposit and Verification Form

Introduction

This form is to be used by a PhD, Professional Doctorate or Masters by Thesis candidate when lodging the final copies of their thesis to the HDR Officer in the Graduate School. All candidates are required to provide a number of hard copies and a digital copy.

The purposes of this form are for the candidate:

• to verify that the lodged copies are the same (in terms of both style and content) as the thesis approved by the Dean, Graduate Studies

• to supply relevant keyword search terms for the Thesis

• to provide the Abstract of the Thesis (which must be less than 400 words)

• to confirm copyright ownership in the Thesis

• to indicate whether a confidentiality agreement applies to the Thesis

• to affirm that the Thesis does not infringe the copyright of any third party

• to indemnify SCU against any loss or liability in the event he/she has infringed the copyright of a third party

• to acknowledge that while he/she retains the intellectual property rights in the Thesis, University rules provide SCU with a licence to include copies of the Thesis in the Library (including the Archive) and to publish the Thesis online

• if applicable, to use this form as the basis of seeking an exemption from the application of the SCU licence to publish the Thesis online.

Further information about intellectual property and how it applies to a research thesis is detailed at Appendix 1. All lodging candidates must familiarise themselves with this information.

General Information about Lodgement of a Research Thesis at SCU

Lodgement of all required copies of a research thesis is a pre-requisite for graduation.

While a candidate retains the intellectual property in the Thesis, pursuant to University policy and rules, lodging a research thesis with SCU means:

i. one unbound copy for distribution to the University Library

ii. one digital copy which will be made available on open online access unless an application to restrict access is made and decided in accordance with clause (48). Some third party copyright material contained in the thesis may need to be removed to provide online access. This will be on the advice of the University Copyright Officer.

If necessary, a candidate may apply to have various restrictions on access placed on this copy and the unbound Archive copy (please refer to the submission rules if you seek such restrictions). The requirements pertaining to the lodgement of the hardcopies of a thesis are detailed on the University Website: Thesis Submission and Availability.

The online copy means that this copy is available at any time to any person in any place.

As detailed elsewhere in this form (including Appendix 1), a candidate may seek various exemptions from the requirements related to these copies (both hard and digital).

Additional Requirements Pertaining to Lodgement of a Digital Copy of a Research Thesis

The lodgement of a digital copy of a thesis includes additional and particular intellectual property considerations and formatting/presentation requirements.

Intellectual Property considerations

As the institutional repository holder of all online SCU theses, the University must obtain clear undertakings and warranties from the author. If a candidate’s thesis includes copyright material (e.g.: pictures, graphs, tables, substantial amounts of text) that does not belong to the candidate, then he/she must obtain permission to include that material in the online digital version or Library Staff may omit it from that version.

A number of questions in this form address these considerations.

Formatting/presentation requirements for the digital copy

To ensure a thesis is able to be retrieved and rendered with consistent and predictable results, theses must be submitted in accordance with the following requirements:

• Formats: The digital copy must be an exact copy of the lodged hardcopies.

• Acceptable file formats are MS word files for PC or Macintosh, or PDF.

• Other formats accompanying the text must be converted to PDF.

• File naming must follow Family Name / Initials / Year Awarded / Award Type.

• Formatting requirements include single file only, A4 paper, 1.5 or above line spacing, 0.75 or above line weight, 11 mm or above margins, and 10 point or above font size.

• Copyright permissions must be recorded on the Third Party Copyright Materials Table at Appendix 2.

• Two versions of a Thesis Abstract are required: one less than 400 words and one 100 words or less.

Submission of this form: submit the completed form with all required copies of the Thesis to the HDR Officer in the Graduate School.

You will be contacted by staff of the University Library when the Thesis has been processed and/or if further information is required. Please ensure the email address you provide is a continuing address.

Assistance/Further Information For thesis lodgement: hdrexamination@scu.edu.au. For copyright: copyright@scu.edu.au or +61 2 6626 9408.

Candidate and Course Details

Candidate

Family name

Given Names

Student ID

Email (If leaving SCU please provide a continuing email)

Telephone

I have read and understood the Introduction section on the preceding pages and the Information with respect to intellectual property detailed at Appendix 1.

Course

Course Title

Completion Year

School/Centre

Principal Supervisor’s Name

Thesis Title (please provide the exact title. You may attach a copy of the title page)

Verification of Lodged Copies

I declare that all of the lodged copies of my Thesis (both hard and digital) are, in terms of both style and content, the same as the thesis recommended by the Dean, Graduate Studies for the award of degree

I declare the following information is to be included in the Thesis Deposit Record:

Abstract

The Abstract lodged for the Library online repository purpose is identical to the Abstract of my recommended Thesis.

Keywords

Please nominate at least four keywords for the purposes of cataloguing and indexing. Note: these may be supplemented by University Library staff.

Intellectual Property Conditions Applicable to the Thesis

Copyright

I own the Copyright in my Thesis. OR My Thesis was produced with funding/scholarship monies and, on the basis of that funding agreement, I do not own the copyright in my Thesis. If yes, please state the name of your funding body/scholarship provider:

Confidential Information

My Thesis contains some confidential Information. My Thesis is subject to a Confidentiality Agreement which specifies that the research cannot be made publicly available for a specified period of time. If yes, please state the period for which the confidentiality requirement applies:

Third Party Access (hardcopies only)

I understand and confirm, subject to request to restrict access, that a bound hardcopy of my Thesis will be deposited in the University Library and will be accessible for third party use. I understand and confirm that an unbound hard copy of my Thesis will be deposited in the University Library Archive. I hereby notify that I will apply to the Dean Graduate Studies, Graduate School, to request restricted third party access to the hardcopies of my Thesis (if applicable).

Online Access (digital copy)

For Theses not including a (formally) Creative Component

My Thesis is research based and does not include a (formally) Creative Component. If no, see Theses including a (formally) Creative Component.

I confirm the following third party online access for my Thesis: Release the work in accordance with the information provided in the Introduction section of this document for Online Worldwide Access. OR Restrict Access to the entire work for a period of

months.

For Theses including a (formally) Creative Component

My work includes an Exegesis, an Abstract and a (formally) Creative Component.

If above field is Yes, I confirm the following third party online access for my Thesis:

Release the Exegesis, the Abstract and the Creative Component in accordance with the information provided in the Introduction section of this document for Online Worldwide Access.

OR Release the Exegesis and the Abstract in accordance with the information provided in the Introduction section of this document for Online Worldwide Access AND Restrict Access to the Creative Component for a period of

months.

Request for Restricted Online Access

If you seek Restricted Access to the online version of your thesis, then you are requesting the University not to exercise its right to a licence to online publication of your thesis. If this is the case, then you must attach a letter of request which details the period for which you seek restriction and the reasons for the restriction.

Intellectual Property (digital copy only)

Copyright Warranty

i. My Thesis is original work and does not contain any third party copyright material.

ii. My Thesis includes images, graphs, tables, pictures and/or a substantial amount of copyright material belonging to a third party and I have obtained ALL RELEVANT PERMISSIONS for this use and have listed both the third party copyright material and the permissions in the Third Party Copyright Materials Table provided at Appendix 2; OR

iii. My Thesis includes images, graphs, tables and/or a substantial amount of copyright material belonging to a third party and I have obtained ONLY SOME or NONE of the permissions, I acknowledge University Library Staff may remove the relevant material from the online version of my thesis.

iv. I understand that, notwithstanding my responses to the above copyright questions, in the event that copyright permission was not obtained or third party material was not listed, the University may remove the relevant material and replace it with a notice indicating the third party copyright material has been removed.

Intellectual Property Clearance

I have read the above statements and the information detailed at Appendix 1 and confirm that the lodgement of my Thesis does not infringe the intellectual property rights of any third party and that all persons/organisations having a claim to intellectual property developed during my studies have agreed to the lodgement of my Thesis with the University Library.

Candidate Declaration

I have read the above statements and the information detailed at Appendix 1 and confirm that the responses to the statements above are true and correct and I agree to indemnify Southern Cross University should this not be the case.

I hereby grant to Southern Cross University and/or its duly authorised agents the right to archive and to make available my Thesis, at the level of access indicated with respect to both hardcopy and online worldwide online access above, in whole or in part in all forms of media, now or hereafter known.

Candidate signature

Date

Principal Supervisor Declaration

I confirm that the assigned access level with respect to both hardcopy and online worldwide online access has been approved and the Candidate’s verification statement is true and correct.

Supervisor’s name

Supervisor’s signature

Date

Graduate School

Restricted access request:

Not applicable

Approved for entire work. Duration of restriction

Approved for (formally) Creative Component only. Duration of restriction

Not approved. Reasons:

Dean Graduate Studies name:

Signature

Date

Office use only:

Graduate School Staff

Thesis received. Date

Copyright clearance section completed

Signature of student

Signature of supervisor

Signature of Chairperson

Letter to restrict access attached (if required)

Restriction of access approved by Dean, Graduate Studies

Appendix 1 populated if applicable

Library Staff

Copyright check of thesis completed

Copyright material removed and thesis annotated (if required)

IR record checked

Cover page and PDF checked

Thesis author contacted

Link added to catalogue record

Signed off (Library Staff):

Name:

Signature:

Date:

APPENDIX 1

Thesis Submission: Information with Respect to Intellectual Property

Intellectual Property is an area of law that includes a range of legal rights. It includes patents, trademarks, confidential information and copyright.

In the context of a candidate’s research thesis, the most relevant of these rights is copyright. For a few students, confidential information may also be an issue.

Copyright

Copyright attaches to the first author of a work. It protects the expression or form of ideas (as opposed to the ideas themselves). Copyright itself includes several separable rights. These rights apply differentially and may be affected by other relevant factors.

Copyright is important for research students for two main reasons. One is to avoid infringing the copyright of others when citing or using other material in their own work. The other is to understand their own rights and any applicable limits.

In terms of the first reason, and as detailed above, a number of key purposes of this form are to direct a student’s attention to his/her use of third party copyright material and to assist in the process of systematically addressing permission issues.

With respect to the second reason, and consistently with sector practice throughout Australia, SCU policy and enrolment rules provide the University with a right to include a bound hardcopy of a student’s thesis in the University Library collection, an unbound copy in the University Library Archive and to upload a copy to its online Institutional repository.

This means the copyright owner retains the ownership rights in his/her thesis rights which means he/she retains the right to make use of other current and any future versions of the work.

Confidential Information

Confidential information is information that is not generally known and it has the potential to bestow an economic benefit and thus efforts are undertaken to protect its confidentiality.

A research thesis may contain confidential information which a student wishes to withhold from the public domain for a period of time. Students who seek to restrict the release of their research information to the public domain for a period of time may use this form to apply for that permission.

APPENDIX 2

Copyright Compliance Table for Higher Degree by Research Candidates

Please click on the button below to open Appendix 2. You must have an active Internet connection.

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What the SCU Theses Collection Thesis Deposit and Verification Form Does

The SCU Theses Collection Thesis Deposit and Verification Form is an institutional submission record used to deposit a graduate thesis into the university’s repository. It documents authorship, copyright and licensing preferences, embargo requests, and any restrictions on public access. The form also records advisor approval and confirms that required university processes — such as committee sign-off and copyright disclosure — are complete before the thesis becomes part of the archival collection. It supports electronic or paper signatures and creates a verifiable record for the library and registrar offices.

Why this form matters for students and the university

Completing the deposit and verification form ensures your thesis is archived, discoverable, and managed according to your access and copyright choices; it also confirms academic approval and documents consent for distribution and preservation.

Why this form matters for students and the university

Who completes and reviews the deposit form

The deposit workflow involves several campus roles that jointly confirm completeness and permissions before public release.

  • Graduate student submitting thesis: Provides author details, abstract, preferred access level, and signatures; confirms originality and compliance with university policies.
  • Thesis advisor or committee chair: Reviews content and signs to confirm academic approval and that degree requirements are met.
  • Library/Repository staff: Verifies formatting, metadata, embargo instructions, and schedules ingestion into the institutional repository.

Each role’s sign-off produces an auditable record that protects the student and the university and supports long-term access and compliance.

Essential parts of a professional deposit and verification form

A complete form combines administrative metadata, rights and access choices, academic approvals, and verifiable signatures to support preservation and lawful distribution.

Author and Contact

Full legal name, student ID, institutional email, and permanent contact address so the repository can attribute authorship and contact the student if issues arise during preservation or publication.

Thesis Metadata

Accurate title, degree program, advisor names, abstract, keywords, and graduation term; metadata drives discoverability in search systems and external indexes.

Copyright & License

Declare whether you retain copyright, grant the university a nonexclusive license, or choose a Creative Commons license; specify any embargo or commercialization restrictions.

Embargo Instructions

Indicate embargo length and start date, with rationale if needed; clear embargo choices prevent premature public dissemination while preserving long-term access.

Approvals and Certifications

Advisor and committee signatures certify that degree requirements are met and that the work complies with ethical and institutional standards.

Signature and Verification

Space for author and approver signatures, signature dates, and a record of the verification method (electronic signature, notarization, or in-person confirmation) for audit purposes.

Step-by-step: submit and verify a thesis deposit

Follow these sequential steps to complete deposition, approvals, and repository ingestion without delays.

  • 01
    Prepare Files: Finalize PDF and required supplementary files; include keyword metadata in a separate file.
  • 02
    Complete Form: Fill the deposit form fields carefully, choose license and embargo options, then sign.
  • 03
    Advisor Approval: Obtain committee or advisor signature confirming academic acceptance.
  • 04
    Library Ingest: Submit to repository staff for metadata verification and public access scheduling.

Typical digital workflow settings for online deposit

Configure the online submission workflow to capture metadata, obtain signatures, and route approvals automatically.

Field Configuration
Repository Selection Pick institutional repository and collection; determines metadata schema used.
Signer Order Set routing: student → advisor → repository staff for sequential approvals.
Embargo Logic Conditional field shows embargo length options when embargo requested.
Final Delivery Auto-email signed copy to student, advisor, and library inbox.

Technical requirements for eSubmission and eSignature

Use a platform that supports PDF, Word DOCX, and secure electronic signatures compatible with ESIGN and UETA.

  • File Formats: PDF and DOCX supported
  • Authentication: Email or SMS code
  • Integrations: Works with Google Workspace

Ensure the chosen system provides an audit trail, retains a copy for records, and supports export in archival formats for long-term preservation.

High-level signing and routing flow

This sequence summarizes how a digital deposit moves from the student to repository acceptance.

  • Upload: Student uploads final thesis and ancillary files.
  • Place Fields: Depositor or admin places signature and metadata fields.
  • Signers Authenticate: Advisor and student verify identity and sign.
  • Repository Receives: Library ingests files and updates public access settings.

Common calendar deadlines and timing expectations

Be aware of academic and administrative deadlines that affect degree conferral and public release schedules.

Graduation Submission Deadline:

Submit final thesis and form by the registrar’s posted deadline each term to qualify for conferral.

Advisor Sign-Off Deadline:

Obtain committee approval before the registrar’s cutoff to avoid delaying degree posting.

Embargo Start Date:

Embargos begin on the deposit effective date; specify MM/DD/YYYY for clarity.

Copyright Registration:

Optional; registering with U.S. Copyright Office has separate fees and timelines if desired.

Repository Ingest Time:

Expect 1–4 weeks for metadata checks and public availability depending on library workload.

Consequences and risks of incorrect or incomplete deposits

Degree Delay: May block degree conferral
Unauthorized Access: Incorrect embargo exposes work
Copyright Issues: Improper licensing can limit reuse
Privacy Violation: Unredacted PHI may violate HIPAA
Metadata Errors: Incorrect attribution harms discoverability
Record Inconsistency: Name mismatches cause administrative disputes

Common mistakes that slow processing

  • Using an informal or shortened name that does not match university records, causing identity and degree-matching errors during clearance.
  • Failing to specify embargo duration or start date, which can create confusion and unintended public release of restricted material.
  • Uploading files with missing or incorrect metadata fields such as advisor name or degree program, reducing discoverability in the repository.
  • Including sensitive patient data without redaction or proper authorization, creating compliance risks under HIPAA and institutional policy.

Representative eSignature platform pricing and capability comparison

Comparing baseline price and core capabilities helps institutions choose an eSignature solution for form collection, notarization support, and compliance management.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions and solutions for deposit and verification

These common questions address legal validity, identity mismatches, embargo changes, and best paths for amending or revoking a deposit.


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