Can I sign the form electronically?

Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent and consent are documented and a retrievable record is maintained.

What if my name on the thesis differs?

If your deposit name differs from university records, attach official documentation (name change affidavit or government ID) and notify the registrar to avoid degree verification issues.

How do I request or change an embargo?

Submit an embargo request with specific start and end dates; changes after deposit require library review and may delay public release depending on policy.

Is confidential or PHI material allowed?

Material containing PHI requires IRB approval and redaction or explicit consent; handling must follow HIPAA standards and institutional review protocols.

How can I correct a submitted form?

Contact repository staff immediately; corrections typically require a formal amendment process and, in some cases, re-signature by approvers.

Can I revoke my deposit later?

Revocation or removal is subject to university archival policy and legal considerations; consult repository staff, as complete revocation may not be possible once distributed.

Electronic Signature
Templates
Education
SCU Theses Collection Thesis Deposit and Verification Form

SCU Theses Collection Thesis Deposit and Verification Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

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.

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.

Need help? Contact support

Can I sign the form electronically?
Yes. Electronic signatures are legally binding in the United States under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent and consent are documented and a retrievable record is maintained.
What if my name on the thesis differs?
If your deposit name differs from university records, attach official documentation (name change affidavit or government ID) and notify the registrar to avoid degree verification issues.
How do I request or change an embargo?
Submit an embargo request with specific start and end dates; changes after deposit require library review and may delay public release depending on policy.
Is confidential or PHI material allowed?
Material containing PHI requires IRB approval and redaction or explicit consent; handling must follow HIPAA standards and institutional review protocols.
How can I correct a submitted form?
Contact repository staff immediately; corrections typically require a formal amendment process and, in some cases, re-signature by approvers.
Can I revoke my deposit later?
Revocation or removal is subject to university archival policy and legal considerations; consult repository staff, as complete revocation may not be possible once distributed.

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