Depositing multiple components for your final thesis record
Overview
If your final thesis consists of multiple components (including whole websites or files made available online) that are an integral part of the thesis, you must deposit copies of these components into the University of Melbourne Institutional Repository (Minerva Access) via TES alongside the written component.
It is expected that all files and components submitted as part of your final thesis have been agreed in discussion with your supervisors and Chair of Examiners.
Multiple File Submission
When submitting your final thesis through TES, utilise the ‘Supporting Files’ section for uploading additional files, including creative components such as multimedia files. For large files, contact the Examinations Office to arrange a secure University SharePoint link or, alternatively, upload them to a cloud storage platform and email the shared link to the Examinations Office.
You must submit a durable record of all components of your final thesis for preservation purposes, even if they've been previously submitted for examination.
Durable record of all components of thesis
A durable record refers to a permanent file or archive that ensures the preservation and accessibility of all components of the thesis. This record typically includes any multimedia material (streaming or downloading), content on web links, or data sets that are integral to the thesis.
Please do not deposit your index of changes, research data, ethics approval or other similar content that are important to your candidature but that are not an integral component of your final thesis. If you are including ethics approvals, these should be added as appendices in the written component and the signatures must be redacted.
File size limits
- Thesis Examination System (TES): You can upload multiple files to TES up to 2 GB (combined). If the total size of all files exceeds 2 GB, upload your thesis file through the final thesis process and contact the Examinations Office to arrange a secure University SharePoint link for uploading additional files. Alternatively, upload the files to a cloud storage platform and email the shared link to the Graduate Research Examinations Office.
- Minerva Access: Files uploaded to TES will be transferred to Minerva Access upon final thesis approval. There are also file size restrictions for uploads to Minerva Access. It's important to consider that larger files take longer for users to download and view.
- Multimedia Files: If your thesis includes multimedia-based files to be available for download via Minerva Access, they must be below 15 GB in size.
- Preservation file (including multimedia-based files): When submitting a durable record of your thesis for preservation purposes, ensure that you provide a copy of each component up to 30 GB per file to the Examinations Office. This includes the thesis with any multimedia and image files linked to it.
File access
When submitting multiple files to TES, you will be able to indicate the access for each file in Minerva Access. In TES you have the option of selecting ‘restricted’ for each file. This restriction remains in place unless you request it to be removed through the Minerva Access team. This restriction is treated differently from the overall public access option that applies to your thesis.
File naming
If you refer to your file/s throughout the body of your thesis, it is important to ensure the digital files are named in a way that makes sense in the context of your thesis for ease of access by future researchers, e.g., chapter number, page number, figure number, name of piece, etc.
If you have made direct links to online content from within the body of your thesis PDF, these links will remain active only for as long as the online content remains available. Consider carefully how you reference the files/content in your thesis. Once the online content ceases to be available, future researchers will need to be guided by what you have called these links to locate the relevant uploaded file or webpage in the archived version of your website.
File formats
There is no limitation on the file format you can deposit into Minerva Access. However, when making decisions on file formats, you should consider the ongoing access and preservation of your files.
When submitting multiple files, you should upload them individually. Uploading multiple files as zipped files can significantly increase the time required to open them.
Audio and audio-visual files
If you have made your audio/audio-visual files available on an online streaming platform (e.g. Figshare, Vimeo or Youtube) to facilitate examination, you must still upload a copy of the original files when depositing the final copy of your thesis to TES. If your files are larger than 100MB, refer to the above information, ‘File size limits’.
Unrestricted audio/audio-visual files in Minerva Access are available for users to download. It is expected that an option to have the files stream directly from Minerva Access, rather than be downloaded, will be available in 2024. Until then, if you prefer that your files are only available through streaming via Minerva Access, you may select the ‘restricted’ option for the relevant files until the streaming services are available.
Proprietary file formats or files that require special software
Proprietary file formats or file formats that require special software can be deposited into Minerva Access, however, be aware that the files will only be accessible to other researchers who have access to the required software. This may impact your audience’s ability to view your thesis in its entirety and limit their understanding of your thesis. In addition to providing the original files, consider providing alternative representations for researchers who do not have access to the required software now and in the future. Alternative representations could take the form of screenshots, video capture, or files converted to another format, etc.
Websites
We recommend you provide a link to the live website, along with the required archived version of the website, or alternative representation, for future researchers.
1. Link to live website
A link to the live website will be added to the record in the Minerva Access repository and will be publicly displayed and accessible by the public for as long as the website is available.
Please send the URL through to the Minerva Access team once you have deposited your thesis and received confirmation that your thesis is in the repository.
2. Archive website or alternative representation
A version of the website must be provided as it was at the time it was submitted for examination and/or accepted by the Chair of Examiners.
Archive your website using your tool of choice and deposit a copy of the file along with your thesis. If the archived version of the website is available online (e.g. through Archive-it), the URL can be added to the record for your thesis in Minerva Access. Websites can also be captured and added to the Univeristy's Web Archive. To request content to be added to the UMA, refer to the Web archiving program.
You may choose to make the URL publicly visible or restricted. If restricted, it will be made visible if your live website ceases to be available.
Send the URL through to the Minerva Access team once you have deposited your thesis and received confirmation that your thesis is in the repository. The Minerva Access team will add the URL to your thesis repository record.
If your website contains dynamic or interactive features, you may choose to provide an alternative representation of the website. You should discuss with your supervisor what the best representation of your website will be.
Some possible suggested alternative representations include:
- Video screen capture illustrating dynamic features
- Screenshots of static webpages
- Image/video/audio files used on the website
- Website source code
Emerging technologies
File formats emanating from emerging technologies may not yet have an accepted preservation standard type. You must also be aware that proprietary formats tied to a specific system, software or online platform may not be accessible by all current or future users.
Consider providing alternative representations to aid access and preservation.
Where to get help
If you have any questions, please contact the Minerva Access team.
Please be aware that the team are not experts in all technologies that you may have chosen to use for your thesis, but we will endeavour to provide assistance where possible .