The submission process provides you with a unique opportunity to learn more about electronic publishing and there are important copyright issues to keep in mind. The skills acquired in submitting your electronic thesis will serve you well as you continue to produce works of scholarship, more so if you choose to remain in higher education. The framework of the submission process mirrors that of a digital academic peer review journal. We encourage you to start learning about copyright and publishing issues in the process of preparing/submitting your thesis.
You retain the copyright to your work. When you upload your thesis or dissertation to the Scholarship@Western repository, you grant The University of Western Ontario the right to preserve and provide access to your digital document. These are the same rights that Western Libraries retain for paper theses and dissertations. Prior to electronic theses and dissertations, one paper copy was stored in the University Archive, for preservation purposes, and one copy was made available to the public. (The public can view the paper copy of a thesis or dissertation by visiting the library in person or requesting the work through interlibrary loan.) Dissertations completed after 1996 are also available via the UMI Digital Dissertations service for online viewing or print-on-demand.
When is Copyright Permission Required?
Reference: Graduate Regulation 18.104.22.168
You must ensure that your work does not contain a substantial amount of copyrighted material. Under the Copyright Act, the "fair dealings" provision allows the quotation of a reasonable extract of someone else's work, if properly cited. For a more extensive quotation or use of multimedia, the candidate must obtain written permission from the copyright holder(s) and include this permission in the thesis.
Does your thesis contain someone else’s work (i.e. figures, maps, images, questionnaires, photos, etc.)?
- Does your thesis contain your own previously published materials (i.e. journal article)?
- Does your thesis include material (e.g. a chapter, an article) that was co-written with another author(s)?
If you answered “yes” to any of these questions then you must obtain written permission to reproduce the material from the copyright owner (e.g. journal publisher and/or co-authors).
Securing copyright permission may take time and we recommend seeking any needed permissions early in the thesis preparation process. Some publishers provide (on their website or in the material given to you when your article was accepted) a policy statement granting permission to publish your work in a thesis. The Sherpa Romeo website may be helpful to you in determining publishers’
Re: Permission to Use Copyrighted Material in a Doctoral/Master’s Thesis
Dear: I am a University of Western Ontario graduate student completing my Doctoral / Master’s thesis entitled “____***_____”. My thesis will be available in full-text on the internet for reference, study
I would like permission to allow inclusion of the following material in my thesis: [insert copy or detailed explanation including the title of the article or book, the figure or page numbers of the material used, the journal name, year, volume number or unique publication identifier, the publisher and year]
The material will be attributed through a citation.
Please confirm in writing or by email that these arrangements meet with your approval.
Your Name and Signature
Any copyrighted material used in your thesis, including photos, pictures, charts, graphs, maps, etc. must receive
Occasionally, permission to use copyrighted material cannot be