Embargo of Thesis

Embargo Policy

The student submits a PDF copy of the final Thesis to the University’s Institutional Repository via the e-thesis submission system. The School of Graduate Studies must be informed of all requests for approval to delay the publication of a student’s Thesis in the University’s Institutional Repository. The Dean of the School of Graduate Studies will consider all embargo requests (e.g., delay of publishing the Thesis manuscript) and may approve the publication delay for six (6) months when justifiable reasons are stipulated. Under special circumstances, the Dean of the School of Graduate Studies may approve the delay in publishing the Thesis for a maximum of 12 months when substantive justification is provided.

Examples of justifiable reasons:           

  1. Time to complete and submit a thesis or patent application for a device or idea that emerged from the Thesis research.
  2. The Thesis describes an idea or product that has substantial monetary potential for either the student, or a group of researchers, or the University.
  3. A request for the embargo has been requested by a commercial company that funded the graduate student’s thesis research.
  4. A journal will not consider publication of paper/manuscript that has been published in a thesis. Evidence of the journal’s policy or a letter from the journal’s editor must be provided.
  5. Other reasons.

Procedure for embargo of the Thesis:

  1. The student completes and signs the Request for Publication Embargo of Thesis form (www.ulethbridge.ca/graduate-studies/forms).
  2. The completed Request for Publication Embargo of Thesis form is signed by the student’s supervisor and department/area chair.
  3. The student submits the signed Request for Publication Embargo of Thesis form to the Dean of the School of Graduate Studies for decanal consideration before submission of the PDF copy of the Thesis manuscript via the e-thesis submission system.
  4. The outcome of the Dean of the School of Graduate Studies’ decision will be forwarded via email to the graduate student and supervisor within 7 to 10 business days.
  5. The School of Graduate Studies forwards a copy of the Request for Publication Embargo of Thesis form is forwarded via email to the University Library.
  6. The student submits the PDF copy of the Thesis manuscript via the e-thesis system (www.ulethbridge.ca/graduate-studies/e-thesis-submission).
  7. The student checks the embargo box within the e-thesis submission system and specifies the approval start and end dates of the embargo period.
  8. The Library confirms the approval of each thesis embargo. If decanal approval has been granted, the metadata and the Thesis manuscript will not be available to anyone during the embargo period.
  9. A student’s e-thesis embargo check and dates will be removed and the student’s Thesis manuscript will not be processed by the Library when a Request for Publication Embargo of Thesis form has NOT been submitted by the School of Graduate Studies and approved by the Dean of the School of Graduate Studies.
  10. When the end of the embargo period has been reached, the Thesis manuscript will be released by the Library and will be available online.
  11. If a student wishes to extend a six (6) month embargo period for an additional six (6) months, the student is responsible for submitting a second Request for Publication Embargo of Thesis form to the School of Graduate Studies for decanal consideration no less than 30 days before the release date of the first embargo period.