Archival of thesis or project

Once your thesis or project has received a passing examination classification you will need to prepare your archival version for lodgement in the Learning Repository, Equella.

The sections below set out the process for preparing your final archival copy.

Response to the examiners

Once you receive your examination outcome you should schedule a meeting with your supervisory team to review the examiners’ reports and discuss their feedback. You should decide in consultation with the supervisory team how you will address any amendments requested by the examiners.

You will formalise your amendments by writing a response to the examiners. This document will be submitted at the same time as your revised thesis or project, and once approved by your senior supervisor and Dean/ Head of School, will be provided to your examiners.

The recommended format for this response is as a table with columns that list the examiners’ comments, your response, and the page reference. While the presentation of this document is ultimately at your discretion, ensure you approach this document from an academic perspective and do not include your personal circumstances.

You must detail how the amendments were made, or write a reasoned justification as to why you do not consider certain amendment to be necessary.

Privacy and confidentiality

The final archival version of the thesis or project must not contain material which infringes upon privacy. This information, which includes sensitive and/or health information and photographs, is protected by law and requires consent for collection, use, and publication. You must obtain written consent to use this type of information.

Please check that your archival thesis or project does not contain information deemed unsuitable for public availability. This information includes:

  • handwritten or electronic signatures by the author or anyone else;
  • home addresses, and personal contact details such as mobile phone numbers;
  • RMIT University student numbers; and
  • the real names of survey respondents or case study subjects.

Please refer to your Human Research Ethics Committee approval or RMIT privacy resources for detailed information regarding privacy requirements. Additionally, further information can be found in the Privacy and data protection policy.


The RMIT Research Repository is open to the public, so it is important that you check your thesis or project for any material that is subject to copyright, such as images, diagrams, maps and other previously published material.

You may need to obtain written permission from the copyright owners to include the copyrighted material in your thesis or project.

For more information contact the University’s Copyright Management Service. You can also speak to your Liaison Librarian if you have any questions in regards to privacy or copyrighted material.

If you require an extension to lodge your archival thesis or project due to pending copyright permissions please contact the SGR Examinations Office.

Thesis/project embargo

Upon completion of the examination it is expected that HDR theses and projects are made available for public access via the online research repository. However, in certain circumstances, such as if a patent applies or the thesis or projects contains commercially sensitive material, an application may be made for the work to be kept from public access for a set period of time. In general, the intention to publish is not adequate grounds for an embargo.

There are strict rules that determine whether a thesis or project qualifies for an embargo. For further information please refer to Section 49 of the Higher Degree by Research Policy.

If your thesis or project contains content that meets the requirements of an embargo you may submit an application using the Request for a confidentiality deed or embargo form (PDF 164KB). You must include evidence that supports your application in order for it to be considered.

Application for an extension

Candidates who require additional time to lodge their archival thesis or project can apply for an extension using the Request for extension of time to submit amendments form (PDF 178KB). Please ensure you provide your completed form to the SGR Examinations Office prior to the due date.

How to lodge an archival thesis or project

Archival theses and projects are lodged via the Learning Repository, Equella.

For your lodgement to be accepted in Equella you must have completed the Thesis/Project lodgement for archival approval form (PDF 104KB 1p). Your thesis or project cannot be processed if you do not include this form.

To lodge you will need to upload as three separate PDF files:

For details on the required formatting of your thesis or project please refer to Submitting your thesis or project for examination. Any thesis or project that does not comply with the formatting standard will be returned for changes.

For more information on lodging in Equella and a link to its log in page, please refer to Learning Repository – Equella.

After lodgement

You will receive a notification from the SGR Examinations Office once your record has been received via Equella. Provided your archival lodgement meets the lodgement requirements stated above, it will be considered by the Associate Deputy Vice-Chancellor, Research Training and Development, SGR for approval. This process takes approximately five working days, and once finalised, you will receive another email advising you of your course completion.

Your archival thesis or project will be made available to the public via the Research Repository. The Research Repository is the central location for all RMIT University Higher by Research digital theses and projects, and provides your research with a world-wide audience. Please refer to the Library’s website for information on how to manage and measure your research impact.

If an application for an embargo has been approved, the thesis or project will be held from access until the date of release.

Key contact

If you have any questions please do not hesitate to contact the SGR Examinations Office.