Deposit your thesis

Congratulations on completing your thesis! Before graduating, you must deposit the final version of your thesis in the Library.

Note that your thesis can only be deposited in the Library after it has been examined, marked, and finalised.

To be eligible to graduate, you are required to deposit your thesis at the Library. This page will give you information and guidance on how to complete the deposit process.

As every thesis is unique, you may have questions or concerns that aren’t addressed here. Please read through the information below and get in touch with the Library Research Services team if you have any questions about the deposit process.

You may have other upcoming deadlines that require the deposit process to be completed. If you have any questions or concerns about deadlines, your degree, or graduation, please contact your faculty.

How do I deposit my thesis?

Before depositing the electronic version of your thesis:

  1. Ensure your thesis meets the necessary formatting requirements
    The formatting requirements are set out in the thesis formatting guide. The standard accepted format for a thesis is a single PDF file. A physical copy is no longer required. If the format of your thesis falls outside of these requirements, including the case where your work takes the form of a physical object or a digital object other than a single PDF file, you may include written approval from your head of school pdf for a non-standard format (more information is given in the formatting guide).
  2. Confirm you have permission to use any third-party content
    If your thesis contains any third-party content, for example, any images, maps, tables, or charts that you did not create yourself, we strongly urge you to read through this page on third-party content before you deposit your thesis. Once your thesis is online, it will be publicly available worldwide and will therefore have to abide by New Zealand copyright law for digitally published works.
  3. Redact any personal details
    Personal contact details and signatures (in any part of the thesis; even in ethics approval letters) or other information or content that could be considered sensitive or confidential must be redacted. This is because personal signatures could be easily copied and used for fraudulent purposes and personal contact details could be used to contact individuals without their consent. A guide to preparing a redacted copy of your thesis for depositing is available. pdf

Depositing your thesis

If your thesis is being withheld (including those for study at the International Institute of Modern Letters (IIML)), refer to the section below on withheld theses.

All other electronic theses must be deposited through the Library’s thesis self-deposit service. This requires a student (preferably) or staff username and password to access. Help and a walk-through guide for the service are available. Please consult the Research Codes section in the guide for information regarding the ‘Type of Research Activity’ and ‘Fields of Research’ sections.

Thesis Self-Deposit

Once your thesis has been received, you will receive a thesis deposit receipt. The receipt will also go to your faculty and school admins and your supervisor(s).

Where will my thesis be kept?

Your thesis will be held in the University’s Open Access Institutional Repository. The Repository is open to the public, and anyone who is interested may access, read, and download material. The contents of the Repository are regularly harvested and indexed by NZResearch, Google Scholar, and Digital New Zealand, among other services.

If you do not want to have your thesis accessible by anyone, you may apply for it to be withheld: see below.

Withheld theses

Theses can be withheld for a specified period (up to two years). Withheld theses are held in the University’s RestrictedArchive rather than the Open Access Institutional Repository.

If you wish to have your thesis withheld, you must apply for permission from the Wellington Faculty of Graduate Research. Note that you do not need to apply for permission for theses for study at the IIML.

Theses to be withheld must be deposited manually, either by email at library-research@vuw.ac.nz or brought in to the Library on a digital storage device. You must also include a permission and deposit form pdf (please write “WITHHOLD” at the top of the form).

Once your thesis has been received, you will receive a thesis deposit receipt. The receipt will also go to your faculty and school admins and your supervisor(s).

For alumni

If you completed a thesis at VUW in the past and are willing to allow us to digitise it and make it available to the public through the University’s Institutional Repository, please download and fill out the Permission form for alumnipdf (a Guide to filling out the formpdf is available) and email it to Library Research Services.

Alternatively, you may post it to:

Library Research Services
Victoria University of Wellington Library
1 Kelburn Parade
PO Box 3438
Wellington 6012
New Zealand

General information