Thesis Deposit Agreement/Open Access Authorisation for Theses

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1 Thesis Deposit Agreement/Open Access Authorisation for Theses Summary Library Services has reviewed the way it currently processes the receipt of doctoral theses and has developed a thesis deposit agreement form to help the process. The form has been revised as follows: all disciplines are covered (so that authors of DPsych theses will no longer be asked to complete a separate form) the numbers of incomplete forms received are reduced the author can request an embargo if appropriate explains to the student how they can apply for a deposit waiver The revised form also includes statements which highlight certain copyright considerations in more detail than on previous forms (see Appendix 1 and Appendix 2). The form will be discussed at the next Research Administrators meeting on 28 June The Graduate School Committee is asked to: 1. receive the revised Thesis Deposit Agreement/Open Access Authorisation for Theses form Publication: Open

2 OPEN ACCESS AUTHORISATION FOR THESES Authorisation form for theses on City Research Online (CRO) The City University London Institutional Repository Please read this form carefully and fill in as indicated 1. Author s name and address (hereafter referred to as I ) 2. Preferred contact 3. Title of thesis (hereafter referred to as the Work ) 4. Award (circle as appropriate) PhD/MPhil/DPsych/DClinPsych/DJourn/DHealth/DMus/DMA/LLM/DSc 5. Statement of wishes (You must read and understand the following statements, before ticking the relevant boxes and signing and dating the form) Deposit Agreement Statements i. I understand that the rights granted to CRO through this agreement are entirely nonexclusive and royalty free. I am free to publish the Work in its present version or future versions elsewhere. I agree that the Publications Team or any third party with whom CRO has an agreement to do so may, without changing content, translate the Work to any medium or format for the purpose of future preservation and accessibility. ii. iii. I understand that City University London attaches great importance to adherence to professional and ethical obligations, and it is essential that no material is deposited in the public domain that could compromise the confidentiality or welfare of participants / clinical patients / clients. I understand that work deposited in CRO will be accessible to a wide variety of people and institutions - including automated agents - via the World Wide Web, and that it will therefore be available both in and outside of City University London. I also agree to an electronic copy of my thesis being included in the British Library e-theses online service (EThOS).

3 iv. I understand that once the Work is deposited, a citation to the Work will always remain visible. Removal of the Work can be made after discussion with Library Services, who shall make best efforts to ensure removal of the Work from any third party with whom CRO has an agreement. v. I confirm that the electronic copy provided to the Publications Team has had any information in the research component, such as names of places of work, which could compromise the anonymity of participants, removed. This includes any contact details or signatures of participants. vi. vii. viii. ix. I confirm that, where the Work contains a clinical practice component, the version provided electronically/ on CD-ROM to the Publications Team has had this removed. Alternatively, if I wish the clinical practice component (or any part thereof) to remain, I guarantee that there is no likelihood of confidentiality being breached. (Supervisors can advise on this in case of uncertainty.) I confirm that I am the author or co-author of the work and have the authority on behalf of the author or authors to make this agreement and to hereby give Publications Team the right to make available the Work as described in this agreement. I confirm that I have exercised reasonable care to ensure that the Work is original, and does not to the best of my knowledge break any UK law or infringe any third party s copyright or other Intellectual Property Right. Where I have included third party copyright material, including material from the internet, I have fully acknowledged its source. I understand that the Publications Team do not hold any obligation to take legal action on behalf of the author, or other rights holders, in the event of breach of intellectual property rights, or any other right, in the material deposited. x. I understand that, under certain circumstances, I can if I wish, or if my research supervisor so advises me, request that the Work is placed under an embargo and to do so will not adversely affect the assessment of the Work for an award. (See section 6a) xi. I understand that, under certain circumstances, I can if I wish, or if my research supervisor so advises me, decline to deposit the Work in CRO and to do so will not adversely affect the assessment of the Work for an award (See section 6b) If you have read and understood the above statements, please tick one of the two options below OR I wish to deposit full text of the Work on CRO and EThOS and agree to all the above statements I wish to embargo the full text of the Work on CRO and EThOS but will allow metadata and abstract of the Work to be available on CRO and EThOS. (A covering letter will be required. Please read and complete section 6a.) 6. Requesting an embargo or deposit waiver

4 a. Requesting an embargo (If you have requested an embargo of your thesis in Section 5, please include a covering letter and tick the box below) The covering letter must give the reason for requesting the embargo and the length of embargo required. The standard embargo period is three years from the date your PhD was awarded. Acceptable circumstances include: The thesis has been written as the result of commercial sponsorship, and contains sensitive information that should not be released until an agreed date The thesis is intended to be turned into published material such as a book, monograph, article or book chapter An electronic copy of your thesis must be submitted as usual, at the same time as the hard copies, with the signed Thesis Deposit Agreement. The Publications Team will then make metadata about the thesis available in City Research Online but prevent anyone from downloading the file in either CRO or EThOS for the embargo period. I attach a covering letter giving the reason and required length for the embargo requested in Section 5 b. Requesting a waiver (You will not be required to complete a Thesis Deposit Agreement form; however, a hardcopy of the Work must still be submitted to Library Services for closed deposit) In some circumstances, where an embargo is not sufficient, an open access deposit waiver can be requested. These circumstances include: The thesis has been written as the result of commercial sponsorship, and contains sensitive information that is never to be released The thesis contains so much third party copyrighted material or personal data that the argument of the thesis in a redacted version will not be clear to a reader If you wish to request a deposit waiver, please contact the Office of the Graduate Dean. 7. Format of Submission (Please tick one of the two options below; and sign and date the form) OR I am submitting an electronic copy of the Work, which has been redacted, as required in the statements in section 5, and I am also submitting a full print copy of the original thesis, with no redactions. I am submitting a full electronic copy of the original thesis, as I believe no redactions are required, and I am also submitting a full print copy of the original thesis, with no redactions. Author s signature: Date:

5 Appendix 1 THESIS DEPOSIT AGREEMENT COVERED WORK I [Please insert name and address], the Depositor, would like to deposit [Please insert title of dissertation], hereafter referred to as the Work, in the City University Institutional Repository and agree to the following: NON-EXCLUSIVE RIGHTS Rights granted to the City University Institutional Repository through this agreement are entirely non-exclusive and royalty free. I am free to publish the Work in its present version or future versions elsewhere. I agree that the City University Institutional Repository administrators or any third party with whom the City University Institutional Repository has an agreement to do so may, without changing content, translate the Work to any medium or format for the purpose of future preservation and accessibility. DEPOSIT IN THE CITY UNIVERSITY INSTITUTIONAL REPOSITORY I understand that work deposited in the City University Institutional Repository will be accessible to a wide variety of people and institutions - including automated agents - via the World Wide Web. I also agree to an electronic copy of my thesis being included in the British Library Electronic Theses On-line System (EThOS). I understand that once the Work is deposited, a citation to the Work will always remain visible. Removal of the Work can be made after discussion with the City University Institutional Repository, who shall make best efforts to ensure removal of the Work from any third party with whom the City University Institutional Repository has an agreement. I AGREE AS FOLLOWS: - That I am the author or co-author of the work and have the authority on behalf of the author or authors to make this agreement and to hereby give the City University Institutional Repository administrators the right to make available the Work in the way described above. - That I have exercised reasonable care to ensure that the Work is original, and does not to the best of my knowledge break any UK law or infringe any third party s copyright or other Intellectual Property Right. Where I have included third party copyright material, I have fully acknowledged its source. - The administrators of the City University Institutional Repository do not hold any obligation to take legal action on behalf of the Depositor, or other rights holders, in the event of breach of intellectual property rights, or any other right, in the material deposited. Signature:

6 Appendix 2 THESIS DEPOSIT AGREEMENT- COUNSELLING PSYCHOLOGY THESES COVERED WORK I [Please insert name and address], the Depositor, would like to deposit [Please insert title of dissertation], hereafter referred to as the Work, in City University s Institutional Repository, City Research Online (CRO) and agree to the following: NON-EXCLUSIVE RIGHTS Rights granted to CRO through this agreement are entirely non-exclusive and royalty free. I am free to publish the Work in its present version or future versions elsewhere. I agree that the CRO administrators or any third party with whom CRO has an agreement to do so may, without changing content, translate the Work to any medium or format for the purpose of future preservation and accessibility. CONFIDENTIALITY AND ANONYMITY I understand that City University London attaches great importance to adherence to professional and ethical obligations, and it is essential that no material is deposited in the public domain that could compromise the confidentiality or welfare of clinical patients / clients. DEPOSIT IN CRO I understand that work deposited in CRO will be accessible to a wide variety of people and institutions - including automated agents - via the World Wide Web, and that it will therefore be available both in and outside of City University London. I also agree to an electronic copy of my thesis being included in the British Library Electronic Theses On-line System (EThOS). I understand that once the Work is deposited, a citation to the Work will always remain visible. Removal of the Work can be made after discussion with CRO, who shall make best efforts to ensure removal of the Work from any third party with whom CRO has an agreement. I understand that I can if I wish, or if my research supervisor so advises me, decline to deposit the Work in CRO and that to decline will not adversely affect the assessment of the Work for the award of the DPsych in Counselling Psychology. I AGREE AS FOLLOWS: That the version provided electronically on CD-ROM to the CRO team has had the clinical practice component removed in its entirety and that any information in the research component, such as names of places of work, which could compromise the anonymity of participants has also been removed. That I am the author or co-author of the work and have the authority on behalf of the author or authors to make this agreement and to hereby give CRO administrators the right to make available the Work in the way described above. That I have exercised reasonable care to ensure that the Work is original, and does not to the best of my knowledge break any UK law or infringe any third party s copyright or other Intellectual Property Right. Where I have included third party copyright material, I have fully acknowledged its source. The administrators of CRO do not hold any obligation to take legal action on behalf of the Depositor, or other rights holders, in the event of breach of intellectual property rights, or any other right, in the material deposited.

7 Candidate s signature: Print Name: Date: AGREEMENT OF RESEARCH SUPERVISOR TO DEPOSIT The candidate has my agreement to deposit the Work in CRO. Research Supervisor s signature: Print Name: Date:

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