myUNSW

Restricted Access Application

Who needs to apply?

Not all users of the Thesis Examination Management system will need to use this area of the system. It is University policy that a thesis produced from a research higher degree should be publicly available, however it is recognised that in some cases this is not desirable. In these cases a student may apply to have access to their thesis restricted.

For more detail on restricted access please see the information on the Graduate Research School website at http://www.grs.unsw.edu.au/currentstudents/thesis.html

This section of the Thesis Examination Management System allows students to submit an application for restricted access electronically. Students wishing to apply for restricted access should note that their application should be lodged six months prior to the submission of their thesis. Upon lodgement of the application notifications will be sent to the relevant authorities within the University. This system also allows a Supervisor and central administrative unit within the campus to make a decision as to whether the application is approved based on the justification provided in the application. Students and Supervisors will be informed when any decision has been made.

Student

Please note: Before lodging an application for restricted access please see the information in the introductory paragraph. You may not need to use this section of the Thesis Examination Management system.

If you do decide to lodge an application start by following the navigation instructions in the Gateways and Enquiries section of the Help pages. Once you are on the main menu page you should see an area titled "Applications for Restricted Access". Click on the button marked "Create New" to create your application.

You may apply for restriction to the hard bound and/or electronic copies of your thesis if you desire. To request restriction to the Hard bound copy tick the first checkbox ("I wish to restrict access..."). Then enter the length of time in years for which you wish to have the restriction in force. The length of time should not exceed 2 years. If you wish to request longer than this please contact the Dean of Graduate Research prior to lodging your application. You should then write a justification for your application. Please keep in mind that your application will be judged on its merits and may be rejected if you do not provide sufficient grounds for the request to be granted.

If you wish to have access to your electronic copy restricted fill in the second section of the form. Mark the checkbox indicating that you are applying for restriction to this copy. You may then choose to indicate the same length of time as the hard bound copy or enter an amount of time in years if different or you have not applied for restriction to the hard bound copy. Choose the most appropriate description of the type of restriction from the list by clicking in the appropriate circle. Enter your justification in the field below that.
You can save a partially completed form by clicking the "Save & Return..." button and come back to it later. Once you are satisfied that you have completed the form, click the button marked "Submit Application". You will then see a confirmation page which allows you to review the information you entered. If you wish to change anything just click on the "Back to Previous Page" button. When you are ready just click the "Confirm & Return" button to lodge the application. A notification will then be sent to your Supervisor that his or her approval is required. Please note: your application has not been lodged until you have clicked this button. You can continue to monitor the progress of your application through the Thesis Examination Management system.

Supervisor

Follow the navigation instructions in section 1 (Gateways and Enquiries) of the Help pages. Once you are on the main menu page you should see a button marked "Application for Restricted Access". Click this button and you will be taken to a page where you can review the application lodged by your student. When you are ready to record a decision, enter the date into the date field and select from "Approved" or "Not Approved". You can enter comments on the application in the "Comments" field below.

Please note that your comments will be able to be viewed by the student and other staff using this section of the system. Once you have made your decision click on the "Save & Confirm" button to be taken to the confirmation page. On the Confirmation page you can review the decision and comments before submitting the form for further approval. Please ensure that you click on the "Confirm & Return" button before closing the page as the page has not been completed until this is done. Once you have clicked on the button a notification will be sent to the central administrative unit for research students on your campus.

Postgraduate Co-ordinator / Faculty Executive / School Administrator

You do not have access to this section of the system. However, you are able to follow the progress of an application via the "Examination Status Enquiry" button on the main menu for the student.