Preparing a thesis/project for final submission (electronic archival) - guidelines for candidates

After your thesis/project has been examined and classified as ‘Passed’, you are required to submit one digital copy, an Appropriate Durable Record (ADR), of your final thesis/project before your higher degree can be awarded. This document aims to provide you with instructions on how to prepare and submit your ADR.

Where your ADR will be stored

Effective in April 2010, the RMIT University Research Repository replaced the Australian Digital Thesis archive as the storage location for all Doctoral and Masters by Research ADRs. Content of the Research Repository is indexed by:

  • OAIster database
  • Australian Research Online
  • Google and other search engines

Copyright and restricted content

Because the content of the RMIT Research Repository is open to the public, it is important that you check your thesis for any material that is subject to copyright, such as tables, illustrations, graphs and photographs. Such items may be not your own work or they might be your own published work that is already under copyright or restriction. In order to include this copyright material in your thesis/ADR you will need to obtain written permission from the copyright owners.

Where permission has not been granted for the material to be republished on the world-wide web, it will be necessary to supply two electronic copies of your thesis/ADR:

1) One full and complete copy (to be hosted on a restricted Library server and made available for educational use only)

2) A copy with all third-party copyright works removed (to be freely accessible in full text via the worldwide web on the RMIT Research Repository)

More information and advice can be obtained from the University’s Copyright Management Service. If you have any queries about the process you can contact your Liaison Librarian.

What to submit

Please note: Incomplete paperwork and/or incorrectly formatted CDs will be returned to you.

The following items must be submitted to the School of Graduate Research by the end of the time frame specified in your examination result letter:

1. A hard copy of the “Thesis/Project Final Electronic Archival Submission Form (DOC 83.5kb 3p)”
  • Available from Higher Degrees by Research forms, under “Submission and Examination”
  • Your Senior Supervisor and Head of School must complete and sign the ‘School Use Only’ section
  • You must sign the ‘Authenticity statement and warranty’ and Acknowledgement declarations

2. A hard copy list of amendments made and/or reasons why certain amendments were not made.
  • Required if your thesis was classified as “Passed subject to minor amendments” or “Passed subject to specific amendments”

3. A CD containing an electronic version of your thesis or exegesis (and any supporting files if applicable)
  • containing at least the following two files, labelled:

    1) yourname.doc (e.g. jessecitizen.doc)
    - This is a soft copy (in Microsoft Word) of the “Thesis/Project Final Electronic Archival Submission Form” with the ‘Student Use’ section completed
    - Signatures are not required for this electronic version

    2) whole.pdf
    - This is a PDF of the entire thesis/ADR, i.e. introduction, main body and appendices
  • Optional supporting files*: If your examination included a separate project (e.g. novel, photo exhibition, digital art, etc.), please also include this as an electronic file where possible, labelled “project”.
  • Label the CD using indelible pen with your full name, student number and the date, and place it within a protective case.

* Note on File Types
Please note that only text-based files need to be converted to PDF; all other files may be left in the format they were created in.

Additional information for Candidates submitting Projects

Project candidates are required to submit their ADR in an electronic format (the ADR may consist of the project plus exegesis). Because projects are completed in a variety of formats, the University does not specify how the ADR should be presented, but must meet the following minimum standards:

  • The components of the ADR must be together in an appropriate electronic format
  • Each electronic component of ADR must be labelled and clearly identified with, at least, the candidate’s name and the project title
  • When the ADR includes a text-based exegesis or catalogue, it must be presented according to the same guidelines that apply for a thesis. The title page must follow the guidelines in Appendix A (see appendices tab).

If candidates and supervisors are unsure about what form of electronic presentation to use for an ADR or whether they should seek exemption from electronic submission, they should seek the advice of the School of Graduate Research.

After your Final (Electronic) Submission is received

Once you submit the required materials they will be sent for approval by the School of Graduate Research Advisory Board; approvals happen on a weekly basis so a quick turnaround time can be expected. Once approval has been obtained, the School of Graduate Research will arrange for your final thesis/project result to be amended to Pass, and arrange for admission to the relevant degree. A letter will be sent to you confirming this and also advising how to apply for graduation. A Statement of Academic Completion will also be included.

Graduation and Transcripts

You are responsible for advising the University that you wish to graduate and receive their award.

Instructions will be included in your completion letter, and is also available at the Higher Degrees by Research graduation.

RMIT normally issues transcripts only once conferral has occurred; transcripts requested prior to conferral will incur a cost and will be incomplete. For general enquiries regarding transcripts, or to request a transcript, please visit the Hub on your campus or call the Student Administration Support Line on +61 3 9925 8980, Monday to Friday 8.30 am to 5.00 pm. Please refer to the Transcripts page for more information.

[Next: Appendices]