Item type guidance

Extra information about adding specific item types to the UWE Bristol Research Repository.

REF 2021

In accordance with Research England policy for 2021 Research Excellence Framework (REF) you are required to enter the date of acceptance when depositing a journal article (the date when the article was formally accepted by the publisher.) In order to comply with the policy, outputs must be deposited in the Research Repository within three months of the date of acceptance. This applies to journal articles and conference papers that are published with an ISSN.

Journal article

You are required to enter a 'Linked Journal' when uploading a journal article. If your journal is not listed, select '(00) Journal not Listed' and enter the correct name in the 'Journal' field below.

Conference item

There are several options for uploading conference items. Please follow the criteria below when uploading a conference item:

  • Presentation/Conference – for a paper, speech or poster that was presented at a conference but not published
  • Conference Proceeding – for conference papers that were published in official Conference Proceedings with an ISBN
  • Journal Article and the Journal Article type Conference Paper – for conference papers that were published in a journal

When uploading the full text, please consider any images used in presentations. Ensure that you have appropriate permission from the copyright owners so that they can be reproduced online in the repository.

Book and book chapter

Please note, if you are uploading the full text of the book to the repository your publisher may only allow us make one chapter publicly available. Please leave a note for repository staff in the deposit message to tell us which chapter you would like to make public, if allowed by publisher archiving policies.


As an MPhil, PhD, DPhil/MPhil, or Professional Doctorate student, you are required to submit a soft-bound version of your thesis to the Research Repository. Once any post-viva corrections have been made, you should submit the final version which will be made publicly available to anyone who wishes to access it. You will not be awarded with your degree until this has been done.

Why do I have to submit my soft-bound thesis?

Because it is a requirement of the University. Don’t worry, only those with administrative permissions to the Research Repository will be able to see the soft-bound version. This means that it will be visible to the Graduate School and external examiners, but remain hidden to the general public.

I have used images and materials by other authors in my thesis - is that ok?

If there is third party material in your thesis, it is likely you will need to get permission from the copyright holders before the thesis can go live on the Research Repository. You must also ensure you make the appropriate attributions within the thesis itself. These are important considerations for you while writing your thesis, please consult the guide on including copyrighted materials in your thesis.

Remember, getting third-party copyright permissions can be frustrating. So don't delay, investigate any third-party copyright requirements while you are drafting your thesis.

What about personal data in my thesis?

Students are responsible for anonymising and/or removing all personal data used in their thesis. This includes both their own and participant personal information and information of any other person. Such data may include home addresses, mobile phone numbers,  signatures, and email addresses. Most of this data is found in letters and documents which are included in appendices e.g. ethics confirmation letters, participant information sheets, consent forms etc.

In order to prevent this data from being made publicly available when the thesis is published on the Research Repository, please ensure that you submit all documents such as these (documents which provide information and contain personal data) in a separate appendix file when you submit your electronic thesis. The file will be kept on the thesis record (allowing it to be assessed by examiners) but not made publicly visible.

What about later versions of my thesis?

Where a previous version of your thesis exists on the repository (e.g. first submission prior to viva or revised version following viva), please email the revised thesis to, and the Library's Research Support team will upload it for you.

When you have been advised by the Graduate School that the examiners have confirmed that amendments to your thesis have been completed to their satisfaction, please email the approved version to indicating clearly in the subject line of the email that this is the 'final approved version'. If the most recent version on the Research Repository is the final version you need to email the repository team and tell us. We will not make any version live until we have a) heard from the Graduate School and b) heard from you, the thesis author.

Remember, you will not be awarded with your degree until the final version of your thesis has been added to the Repository.

Will making my thesis live on the Research Repository prevent me from publishing?

This is a common concern. Please read the information about publisher positions on e-theses and prior publication.

Further information

Please contact  if you have any questions.

Artefacts (including images, video, audio, compositions and digital and physical artefacts)

If you are not the copyright holder of the work, you will require permission from the copyright holder before any full text is made publicly visible.


Authors of reports published by the university can apply for an ISBN number. This must be applied for prior to the report being published, and you will need to give a version of the final report to the repository team for deposit with the British Library.

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