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Preparing to submit your thesis at LSHTM

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This is a presentation given to final year doctoral students at the London School of Hygiene & Tropical Medicine. It covers issues pertaining to copyright and open access publishing that students need to consider before submitting their thesis, as well as information on research data management and the actual process of submission.

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Preparing to submit your thesis at LSHTM

  1. 1. Preparing to Submit Your Thesis
  2. 2. Copyright and Open Access Dominic Walker – Research Publications Manager John Heyderman – Library Assistant
  3. 3. Summary • Making your thesis open access – LSHTM Research Online • Using copyrighted and sensitive material in your thesis • Research paper style theses • Research data management (Gareth Knight) • Registry and submission (Rory McGrath) • Questions 2
  4. 4. LSHTM Research Online • Since 2013 LSHTM doctoral theses are required to be submitted in digital format • Made available in LSHTM Research Online (open access research repository) • Other universities have similar policies • Harvested by research aggregators, such as DART, BASE, EThOS, Google Scholar Image: LSHTM Research Online Website: http://researchonline.lshtm.ac.uk 3
  5. 5. British Library EThOS • Some of the most downloaded items from repositories are doctoral theses • EThOS (British Library) provides further visibility • Aggregates theses from around the UK: over 450,000 records, with 230,000 available to download (as of October 2017) Image: British Library Website: http://ethos.bl.uk 4
  6. 6. Open access • Open access = free online access to research outputs, limited restrictions over reuse • Open access applies to articles, conference papers, books, datasets, software, theses… • Publicly funded research should be publicly accessible • If your institution doesn’t subscribe to articles you might hit paywalls 5
  7. 7. Closed access Paywall for an Elsevier journal Image: sciencedirect.com Paywall for aWiley journal Image: onlinelibrary.wiley.com 6
  8. 8. Open access • Two main kinds of OA: Gold and Green • Gold: author/university pays a fee, final version is immediately available on publisher’s website • Usually made available under a Creative Commons license Creative Commons Attribution (CC BY) License Image: PLOS, article by K. Long et al. (2017), available under a CC BY license Website: https://doi.org/10.1371/journal.pone.0183175 7
  9. 9. Open access • Green: no fee, output available via repository after embargo period • Publisher normally owns copyright, but authors normally have re-use rights • Often have the right to deposit in a university repository • Accepted manuscript is open access, not the final published version • “Accepted manuscript” = “post-print” = your final peer- reviewed draft, before publisher typesetting or copyediting • At LSHTM: to make your work green open access log-in to Elements (elements.lshtm.ac.uk) and upload your work 8
  10. 10. Why open access? Traditionally the main access barrier for theses is physical Open access is beneficial for: • Researchers: subscription gaps; early career researchers; developing countries • Students: improve literature reviews; use what is easily available • Lecturers/Teachers: can recommend and teach open access publications • Policy-makers, NGOs, journalists, health professionals • Business: improves innovation and economic growth • Academic potential: find new collaborators, research ideas, reduce possibility of duplication, speed up peer review and literature review, enable text mining • Public: accountability, good return on investment 9
  11. 11. Academic impact • Showcases your work and work done at LSHTM • Potential to increase citations and personal profile (see http://sparceurope.org/oaca) Image: LSHTM Research Online Website: http://researchonline.lshtm.ac.uk/cgi/stats/report 10
  12. 12. Academic impact Image: LSHTM Research Online Website: http://researchonline.lshtm.ac.uk/id/eprint/1917781 Image: LSHTM Research Online Website: http://researchonline.lshtm.ac.uk/id/eprint/1917781 Image: Google Scholar Website: https://scholar.google.co.uk Theses are well downloaded and may be cited 11
  13. 13. Copyright and your thesis • Who owns copyright in your thesis – you do • Students own their essays, coursework, assignments and theses at LSHTM • Any re-use must have written consent of the student • See LSHTM Intellectual Property Policy: https://www.lshtm.ac.uk/aboutus/organisation/regulatory- documents Available under a CC BY license 12
  14. 14. Copyright • Duration of copyright in UK (plus US and most of Europe) is life of author + 70 years after death • But you may assign your copyright to a third party • Publishers often ask for copyright or at least an exclusive license to publish • LSHTM asks for a non-exclusive license • Uploaded to LSHTM under a CC BY NC ND license (attribution, non- commercial, no derivatives) Image: Brian Smithson, available under a CC BY license via Flickr Website: https://www.flickr.com/photos/smithser/4786319743 13
  15. 15. Preparing your thesis • You may need to use copyrighted material in your thesis (e.g. someone else’s figures, tables, photographs) – “third party copyright material” • You may need to use your own material where copyright has been signed over to another party (e.g. a publisher) Images Text Tables Photos Figures Extracts 14
  16. 16. Third party copyright 3. Seeking permission 2. Licensed for re-use 1. ‘Fair dealing’ for ‘criticism and review’ 3rd party copyright material 15
  17. 17. 1. Fair dealing “Fair dealing with a work for the purpose of criticism or review, of that or another work or of a performance of a work, does not infringe any copyright in the work provided that it is accompanied by a sufficient acknowledgement [(unless this would be impossible for reasons of practicality or otherwise)] and provided that the work has been made available to the public.” Copyright, Designs and Patents Act 1988, s 30(1). Website: http://www.legislation.gov.uk/ukpga/1988/48/section/30 • Limited amount of third party material may be used under ‘fair dealing’ • Must be critiquing or reviewing the material • Must acknowledge the source • Need to use the minimum amount required to make your point 16
  18. 18. 2. Material licensed for re-use Image: Klaus Nielsen, from the book Made with Creative Commons, by Paul Stacey and Sarah Hinchliff Pearson, available under a CC BY SA license • Creative Commons material may be used without permission in defined ways • Material with a CC license makes it clear what you can/cannot do • By Attribution (BY) – need to attribute the original source/author • Non-Commercial (NC) – cannot be sold • No Derivatives (ND) – cannot be altered • Share Alike (SA) – if altered, must be shared under the same license 17
  19. 19. 2. Material licensed for re-use Image: Foter.com, available under a CC BY SA license Website: http://foter.com/blog/how-to-attribute-creative-commons-photos • Theses available under a CC BY NC ND license in Research Online • Other organisations may not use Creative Commons licenses, but use similar terms • Check website terms and conditions if Creative Commons licenses not used 18
  20. 20. Non-text based materials • Same copyright and Creative Commons rules apply for non-text based third party material • Illustrations/figures/tables: use minimum number required to make your point • Maps/charts: check licenses carefully. OpenStreetMap available under CC BY SA license. Digimaps have clear re-use terms • Photographs: seek permission from rights holder. If people involved, “model release” is needed (permission from those depicted) unless they are incidental or unrecognisable • Creative Commons search engine: https://search.creativecommons.org 19
  21. 21. 3. Permission for re-use • Seek permission as early as possible • Identify the copyright holder • Look for a license or terms & conditions • Explain what you want to use, where you want to use it, and why you want to use it • May use an organisation’s request form or template email • For material in journal articles, there is often a direct link to request permission from the journal webpage • Keep copies of emails 20
  22. 22. Research paper style thesis • If you have published papers, check how you can re-use your own work • Is the work already licensed for re-use (i.e. open access under Creative Commons)? • Do you have re-use rights? Most publishers allow re-use of some version of your work (usually the accepted manuscript) • Most publishers have specific policies on allowing re-use in theses e.g. Elsevier: allows use of articles in theses: https://www.elsevier.com/about/policies/copyright/permissi ons • Otherwise: SHERPA/RoMEO: database of journal re-use policies. Website: http://www.sherpa.ac.uk/romeo also see https://www.youtube.com/watch?v=Wi2VEYxfF8I 21
  23. 23. SHERPA/ROMEO Look for the green tick here (post-print = accepted manuscript Look for any mention of embargo period here Lancet policies Image: sherpa.ac.uk/romeo, CC BY NC ND22
  24. 24. Publishing If you are publishing articles: • Check your re-use rights before submission.This makes it easier to include published articles in your thesis. Most publishers will allow it, but good to double-check • Publish gold open access if you have funding for it • There are free-to-publish open access journals, listed on DOAJ.org • Or you could apply for a waiver – info on waivers and discounts available on the intranet and http://researchonline.lshtm.ac.uk/4645488 23
  25. 25. Sensitive material Personal data Commercially or legally sensitive information Political or security related content Material obtained under promise of confidentiality Uncleared third party copyright material 24
  26. 26. Solution 1: permanent redaction Remove sensitive information Submit two versions 25 Why redact? • Exceptional circumstances only • e.g. material that requires permanent restriction of access
  27. 27. Solution 2: temporary embargo Why embargo? • Exceptional circumstances • Pending publication (submitted to a journal or published) • Commercial information • Patents • Too much sensitive information to redact How to embargo? • Complete “Restriction of Access” form • Submit with final thesis • Supporting evidence • Supervisor approval • Check with Library & Archives service if requesting embargo due to copyright concerns What happens next? • Abstract and metadata shared online • No more than 24 month embargo allowed usually • Extension possible 26
  28. 28. Freedom of Information Act • LSHTM is a public authority • Your thesis will be subject to the Freedom of Information Act 2000 • We must supply a copy to anyone who requests it • Reason for exemptions include: thesis contains information that may relate to commercial interests, contains personal information or information provided in confidence • See https://www.lshtm.ac.uk/aboutus/organisation/freedom- information for more information 27
  29. 29. Reminder When submitting final version • Complete Restriction of Access form (along with other forms required by Assessments Team) • Ask Library & Archives Service before completing form, as you may not need to request restriction of access Throughout • Identify sensitive material • Resolve issues with third party copyright material • Check publisher policies for previously published work • Ask Library & Archives Service for copyright advice 28
  30. 30. Common concerns What if someone copies my work? – You are protected: your thesis is under copyright; open access increases visibility and makes plagiarism easier to detect Will a publisher accept a paper if it’s already online in my thesis? – Yes in most cases: theses are considered ‘unpublished’ work by most publishers – Few journals take issue (e.g. Cell) Should I request an embargo just in case? – Possibly: if you have submitted your paper to a journal, you can request an embargo if the publisher requires it. Other sensitive material should be discussed with your supervisor. What if I inadvertently break the law? – We have a takedown policy: this is detailed on LSHTM ResearchOnline. If you are unsure contact the Research Publications Manager via theCopyright section on ServiceDesk 29
  31. 31. Research Data Management Gareth Knight – Research Data Manager
  32. 32. Research data management See the separate Research Data Management slide deck: https://www.slideshare.net/lshtm/your- research-is-more-than-a-thesis-make-the-most-of-research-data-and-other-materials 31
  33. 33. Submitting Your Thesis and Forms Rory McGrath – Assessments Manager Elica Ebrahimi Far – Assessments Administrator
  34. 34. Submitting your thesis and forms See the Registry and Assessment intranet pages for information on which forms to fill out and the process of submission: https://lshtm.sharepoint.com/students/Pages/PhD- examination-entry.aspx 33
  35. 35. File formatting File formats: pdf, rtf, doc, docx File name: Year_Faculty_Name of Award_Surname_Initial e.g. 2018_ITD_PhD_Walker_D Appendices: Year_Faculty_Name of Award_Surname_Initital_Appendices e.g. 2018_ITD_PhD_Walker_D_AppendixA Redacted version: Redacted_2018_ITD_PhD_Walker_D 34
  36. 36. Further information LSHTM Research Online: http://researchonline.lshtm.ac.uk LSHTM Open Access: https://lshtm.sharepoint.com/Services/library/Pages/open- access.aspx (internal) LSHTM RDM: https://lshtm.sharepoint.com/Research/Research-data- management (internal) Copyright advice: https://lshtm.sharepoint.com/Services/library/Pages/copyright.aspx (internal) LSHTM Research Degrees (info and forms): https://lshtm.sharepoint.com/students/Pages/PhD-examination-entry.aspx (internal) ServiceDesk: http://servicedesk.lshtm.ac.uk (internal) SHERPA/RoMEO: http://www.sherpa.ac.uk/romeo Note: the information included in this presentation does not constitute legal advice 35

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