academic publication phd thesis

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•       Resources       Publish or Perish: Graduate Students' Guide to Publishing

Publish or Perish: Graduate Students' Guide to Publishing

In addition to endless piles of reading, demanding expectations in the classroom, student teaching responsibilities, and the always-looming awareness that they need to research, write, and edit a high-quality dissertation before graduating, today’s Ph.D. students also commonly feel stress about another topic: publishing. As more prospective employers expect degree seekers to get their names in academic journals and conferences while still in school, many learners feel overwhelmed by the prospects of making the grade. The following guide answers some of their most pressing questions, provides guidance on the ins and outs of publishing while still in school, and offers expert advice from a professor who knows better than most what it takes to publish rather than perish.

Understanding Publishing in Graduate School

Getting published as a grad student can feel overwhelming at first, because there’s so much to learn about the process and expectations surrounding it. With a bit of research, however, students can familiarize themselves with the specific language surrounding publishing and make in-roads towards getting their first paper published.

What Does it Mean to Get Published?

Within the context of graduate school, publishing refers to getting essays, papers, and research findings published in one of the academic journals or related forms seen as a leader in the field. As jobs in academia continue to become more competitive, it isn’t enough for learners to simply do well in their coursework. The degree seeker who hopes to land an important post-doctoral fellowship or find a teaching position at a college or university must make themselves stand out in other ways.

When Should a Ph.D. Candidate Get Published?

Getting a paper published takes a lot of time and effort, and those students who wait until the final year or two of a doctoral program may fail to actually have any published materials by the time they graduate. According to the University of Nebraska-Lincoln’s Graduate Connections program , getting a paper published – especially if it’s your first – can take up to three years. In addition to the fact that most journals publish quarterly, the panel review process typically takes a significant amount of time and those submitting for the first or second time usually need to make a large number of edits and complete rewrites in order to reach a publishable standard.

How to Get Published

In order to get published, students submit their work to the journal or conference of their choosing. They frequently also provide a cover letter outlining their research interests. Most journals put out generic calls for submissions once or twice a year, while some may ask for papers addressing specific topics that have a much shorter turnaround time. Grad students may find it intimidating to go up against more seasoned academics, but another option revolves around partnering with their dissertation supervisor or another professor with whom they work closely with to co-author a paper. This not only helps ensure the validity of their findings, but alerts the academic world know that this other, more recognized faculty member believes in the research the student is doing.

Who Should Get Published?

Learners most anxious to get published are those who see their future careers in teaching and research. Because the world of academia is relatively small when divided into individual subjects, it’s important for students who want to break into these ambitious arenas to make a name for themselves early on and create a curriculum vitae that captures the attention of hiring committees.

Where Should Students Get Published?

When deciding which publications to pursue, students should consider the research aims of each and their likelihood of getting published. Newer journals tend to take more submissions as they are still working on building up their roster of contributors. While less venerated than other publications, getting printed in these can help build up name recognition and make it easier to break into the top-tier publications over time.

In terms of where work is published, the majority of students look to academic journals when sending out cover letters and examples of their work. But other options exist as well. Presenting papers at conferences is a popular avenue, as are chapters in books. The following sections takes a more in-depth look at how and where to publish.

Realities & Challenges of Getting Published

Getting published, especially while still in grad school, takes tenacity, focus, and a thick skin. Those who continue working on their craft, presenting at conferences, collaborating with others, and not taking no for an answer, however, frequently find success. Some of the challenges students may encounter include:

Lack of time

It’s no secret that doctoral students have busy schedules that seldom allow for outside – or sometimes, even related – interests to take up much of their days. Because publishing is not a degree requirement, carving out the time needed to research, write, and edit the type of paper required for publishing can feel impossible. With this in mind, student should look for ways to multitask. If presenting at a conference, think about how that paper could be transformed into a journal article.

Lack of confidence

Studies have shown that mental stress and illness frequently increase in grad school as students feel intense pressure to stand out from their peers. These feelings are often intensified when considering publishing, as learners are going up against academics and researchers who have been working in the field far longer than them. It’s important to remember that each of those renowned individuals had to start somewhere.

Lack of funding

Completing the research needed for a competitive paper doesn’t only take time – it requires money. Whether traveling to archives or printing all the necessary documentation, funding for outside research can be scarce while in school. Some programs provide competitive grants for research travel to help offset these costs.

Intense competition

As discussed earlier, competition for publishing is fierce. Academic journals and conferences only have space for so many authors and trying to get noticed can feel like a losing battle. In addition to seeking out newer publications and co-authoring with more notable figures, consider taking part in symposiums at the school you attend to get your foot in the door. While research on the average number of rejections is lacking, don’t feel discouraged if it takes a long time to be chosen for publication.

Finding the right publisher

While getting your name in print within an academic journal you greatly admire is the ultimate goal, it may take some years for it to come to fruition. One of the biggest mistakes students make is applying to ill-suited publications. Look for journals with editorial board members whose names you recognize. If a professor knows one of them, don’t be afraid to ask if they can help get your paper in front of them.

Adequately addressing feedback

Getting a paper published often requires intense editing and even completely restructuring and rewriting what you conceived in the initial abstract. If an academic journal shows interest in your essay but suggests rewrites, pay close attention to their requests and try to work with an advisor to ensure you meet all the stated requirements.

What do Graduate Students Publish?

Academic journals may receive the lion’s share of discussion in the publishing world, but graduate students can actually choose from numerous outlets and paths for getting their work to a larger audience. Students should review the options listed below and think about which format might showcase their work best.

Tips for Publishing

Despite the great amount of work required to publish, students who meet the challenges and persevere stand to position themselves favorably for future job opportunities. The following section addresses some of the most common questions about the process and alleviates general fears about how publishing (or not) reflects upon them.

How many papers should a Ph.D. student try to publish before graduating?

According to scholar-practitioner Dr. Deniece Dortch, no single answer exists. “There is no hard and fast rule as to the number of publications students should have prior to graduation,” she notes. “The reality is students in STEM disciplines and those who use quantitative methods are more likely to have publications prior to graduation because they often work in research teams and labs. This is not to say that qualitative scholars or those in other disciplines aren’t, but it’s a much more standardized practice in STEM for students to graduate with two or three publications. Personally, I had one sole-authored publication accepted prior to graduation, one first-authored piece, and one second-authored piece.”

How many journal articles is it possible to publish during a PhD?

“The answer varies and is determined by factors such as length of program, research team access, and faculty relationships,” says Dr. Dortch. “I’ve seen folks finish with as many as 10 publications, although this is extreme and doesn’t happen often.” She continues, “Imagine you are in a four-year program and you get your idea to write an article in year two. You submit that article in year three after getting approval, collecting data, analyzing it, and then writing your paper. Year three you submit that paper; it may be accepted in year four after months of revisions at the request of the editor. You finally have one published paper as you graduate.”

Are there PhD students who have no journal publications? Should they be worried about that?

“It depends on the type of employment the student is seeking upon graduation,” says Dr. Dortch, “Students applying to or wanting to work in institutions and organizations with the highest levels of research productivity who have no publications may want to consider post-doctoral positions so they have the time and space to work on increasing their publication record after graduation.” She continues, “Postdocs are a very common practice in many disciplines and are used as a way to gain additional training and expertise in research and teaching.”

Is it absolutely essential to have publications to apply for a PhD program?

In a word, no. Individuals working toward doctoral degrees have many reasons for doing so, not all of which require them to publish. Admissions panels also recognize that students focus their efforts on many different goals (e.g. jobs, internships, presenting at symposiums) throughout bachelor’s and master’s programs. As long as learners can demonstrate an ongoing commitment to scholarship, publishing is not an absolute requirement.

Does publish or perish begin before starting a PhD program?

It’s true that many students begin worrying about publishing before starting a Ph.D. program, but the reality is that they have ample time during and after completing a doctorate to make their mark on the world of scholarship. According to a recent article by Inside Higher Ed , some individuals in the academy now wonder if too much emphasis is being placed on grad students publishing. Learners unsure about this should speak to a trusted advisor or mentor to figure out when to focus on getting published.

What is the difference between a published article and a Ph.D. thesis?

While a Ph.D. thesis is required for satisfactory completion of a degree, a published article is not. A Ph.D. also takes a much longer form than a published article, averaging approximately 90,000 words. Academic journal entries, conversely, are usually between 4,000 and 7,000 words.

Should I first write my Ph.D. thesis or publish journal articles?

Though publishing at the doctoral level is increasingly seen as a requirement in the job market, it is not part of degree requirements. With this in mind, students should prioritize the research and writing of their thesis above all else. If they have the time and mental clarity needed to publish journal articles, this can be a secondary focus.

From the Expert

Dr. Deniece Dortch is a scholar-practitioner known for her commitment to diversity, social justice and activism. Dr. Dortch holds a Ph.D. in Educational Leadership & Policy Analysis from the University of Wisconsin-Madison, an Ed.M. in Higher & Postsecondary Education from Columbia University, an M.A. in Intercultural Service, Diversity Leadership & Management from the School for International Training and a B.A. in Spanish from Eastern Michigan University. Hailed a graduate school expert by NPR, she has published numerous articles on the experiences of historically underrepresented undergraduate and graduate students. She is the creator of the African American Doctoral Scholars Initiative at the University of Utah and currently a Visiting Assistant Professor of Higher Education at The George Washington University .

Publishing as a student can feel intimidating. Why is this process important for learners to go through?

Long gone are the days of getting a good job by just having a solid dissertation or an award-winning thesis. Publishing your work while in school demonstrates a commitment to answering and understanding our world’s most complex problems. Further, institutions want to know that you have the capacity to publish. Now, publishing doesn’t mean you have to be first author or that you must publish sole-authored pieces only. Collaboration is also sufficient and often encouraged. The publishing process is intimidating for folks because it involves critique and, most often, rejection.

Receiving and giving critical feedback is part of the learning process and students should not shy away from it because it will only serve them well in the end as they learn to cope with disappointment and reward. But more importantly, there is no point spending months and years conducting research if you are just going to keep your findings to yourself. What you learn is meant to be shared.

What are some common mistakes these learners make when preparing their first papers?

Common mistakes that individuals make include not adhering to the guidelines outlined in the submission process. Examples of this can include ignoring formatting requirements (e.g. APA, MLA, etc.), going over the stated word count, inadequately proofreading, and not submitting a cover letter. This is probably the most important one.

What specific advice do you have for them in terms of finding the right outlet, preparing their work, and submitting to journals?

Students should have multiple individuals read over their work before submission. Writing is a process and even after it is submitted, it will need to be revised many more times before you will read it in print. It is part of the process. To find a good outlet for your work, pay attention to where other scholars are submitting their work. If you’re subject is aligned with theirs, you have a shot. Make a list of at least three outlets that fit your article. Also look out for special calls. A special call for submissions usually goes a lot faster than the regular submission process, so if you’re a student who is about to go on the job market, submit to those first. Also, the more competitive the academic, the longer the process, so keep that in mind. If you are rejected, just re-submit to the the next journal on your list.

In addition to publishing in journals, how else might a student go about getting recognition in their field while still in school?

Apply for all fellowships, grants, and awards that are specific to you and what you do. People in the academy love an award winner and they especially love people whose work has been recognized and/or funded by outside groups. A great way to increase a student’s visibility is to publish outside academic journals and publish in other media outlets. Also attend conferences in your field. Try to get on the program as a presenter or facilitator so that people in your field will start to know who you are and your research interests.

• Manuscript Preparation

Know How to Structure Your PhD Thesis

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Table of Contents

In your academic career, few projects are more important than your PhD thesis. Unfortunately, many university professors and advisors assume that their students know how to structure a PhD. Books have literally been written on the subject, but there’s no need to read a book in order to know about PhD thesis paper format and structure. With that said, however, it’s important to understand that your PhD thesis format requirement may not be the same as another student’s. The bottom line is that how to structure a PhD thesis often depends on your university and department guidelines.

But, let’s take a look at a general PhD thesis format. We’ll look at the main sections, and how to connect them to each other. We’ll also examine different hints and tips for each of the sections. As you read through this toolkit, compare it to published PhD theses in your area of study to see how a real-life example looks.

Main Sections of a PhD Thesis

In almost every PhD thesis or dissertation, there are standard sections. Of course, some of these may differ, depending on your university or department requirements, as well as your topic of study, but this will give you a good idea of the basic components of a PhD thesis format.

• Abstract : The abstract is a brief summary that quickly outlines your research, touches on each of the main sections of your thesis, and clearly outlines your contribution to the field by way of your PhD thesis. Even though the abstract is very short, similar to what you’ve seen in published research articles, its impact shouldn’t be underestimated. The abstract is there to answer the most important question to the reviewer. “Why is this important?”
• Introduction : In this section, you help the reviewer understand your entire dissertation, including what your paper is about, why it’s important to the field, a brief description of your methodology, and how your research and the thesis are laid out. Think of your introduction as an expansion of your abstract.
• Literature Review : Within the literature review, you are making a case for your new research by telling the story of the work that’s already been done. You’ll cover a bit about the history of the topic at hand, and how your study fits into the present and future.
• Theory Framework : Here, you explain assumptions related to your study. Here you’re explaining to the review what theoretical concepts you might have used in your research, how it relates to existing knowledge and ideas.
• Methods : This section of a PhD thesis is typically the most detailed and descriptive, depending of course on your research design. Here you’ll discuss the specific techniques you used to get the information you were looking for, in addition to how those methods are relevant and appropriate, as well as how you specifically used each method described.
• Results : Here you present your empirical findings. This section is sometimes also called the “empiracles” chapter. This section is usually pretty straightforward and technical, and full of details. Don’t shortcut this chapter.
• Discussion : This can be a tricky chapter, because it’s where you want to show the reviewer that you know what you’re talking about. You need to speak as a PhD versus a student. The discussion chapter is similar to the empirical/results chapter, but you’re building on those results to push the new information that you learned, prior to making your conclusion.
• Conclusion : Here, you take a step back and reflect on what your original goals and intentions for the research were. You’ll outline them in context of your new findings and expertise.

Tips for your PhD Thesis Format

As you put together your PhD thesis, it’s easy to get a little overwhelmed. Here are some tips that might keep you on track.

• Don’t try to write your PhD as a first-draft. Every great masterwork has typically been edited, and edited, and…edited.
• Work with your thesis supervisor to plan the structure and format of your PhD thesis. Be prepared to rewrite each section, as you work out rough drafts. Don’t get discouraged by this process. It’s typical.
• Make your writing interesting. Academic writing has a reputation of being very dry.
• You don’t have to necessarily work on the chapters and sections outlined above in chronological order. Work on each section as things come up, and while your work on that section is relevant to what you’re doing.
• Don’t rush things. Write a first draft, and leave it for a few days, so you can come back to it with a more critical take. Look at it objectively and carefully grammatical errors, clarity, logic and flow.
• Know what style your references need to be in, and utilize tools out there to organize them in the required format.
• It’s easier to accidentally plagiarize than you think. Make sure you’re referencing appropriately, and check your document for inadvertent plagiarism throughout your writing process.

PhD Thesis Editing Plus

Want some support during your PhD writing process? Our PhD Thesis Editing Plus service includes extensive and detailed editing of your thesis to improve the flow and quality of your writing. Unlimited editing support for guaranteed results. Learn more here , and get started today!

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Academic Publishing

From Thesis to Book: A Guide to Publishing Your PhD Research Publishing phd thesis as a book

From thesis to Published Book: Transforming Academic Research into a Wider Audience

Completing a PhD is a tremendous accomplishment that requires dedication, perseverance, and countless hours of research and writing. After years of hard work, it’s only natural to want to share your findings with the wider world. One option for doing so is to publish your thesis as a book.

Turning a thesis into a book can be a rewarding experience, as it allows you to reach a broader audience and share your research with people beyond the academic community. While the process of publishing a book can be daunting, it’s not as complicated as it may seem.

The first step is to determine whether your thesis is suitable for publication as a book. Consider the following questions:

• Does your thesis address a topic that is of interest to a wider audience?
• Can you present your research in a way that is accessible to non-specialists?
• Are there existing books on your topic, and if so, what makes your research unique?

If you believe that your thesis has the potential to be published as a book, the next step is to identify potential publishers. Look for publishers that specialize in your subject area and have a strong track record of publishing academic works. Many publishers have guidelines on their websites that will give you an idea of what they are looking for in a book proposal.

When preparing your book proposal, keep in mind that you will need to present your research in a way that is engaging and accessible to a wider audience. This may require revising some parts of your thesis and presenting your findings in a way that is relevant to non-academic readers.

Once you have submitted your book proposal, be prepared for a long wait. The publishing process can take months or even years, as publishers carefully review proposals and decide which ones to pursue. If your proposal is accepted, you will work closely with an editor to revise and refine your manuscript.

Publishing your thesis as a book can be a rewarding experience that allows you to share your research with a wider audience. With careful planning and preparation, you can turn your thesis into a book that is engaging, accessible, and informative.

Ok, now that we discussed the “why”, let’s elaborate on the “How”.

Easy and fast ways to publish a PhD thesis as a book?

While publishing a PhD thesis as a book is not necessarily an easy or fast process, as was discussed before, there are some steps you can take to make it happen more efficiently.

One option is to self-publish your book . This means that you will need to take care of all aspects of the publishing process, from editing and formatting the manuscript to designing the cover and promoting the book. Self-publishing platforms / publishers such as LAP Publishing which may offer an easier and more accessible route to publishing your work.

Another option is to consider a publisher that specializes in publishing academic books. Some publishers may even offer expedited publication services for PhD theses that have already undergone rigorous review and editing.

It’s also worth considering publishing individual chapters of your thesis as articles in academic journals. This can help increase the visibility of your research and potentially lead to book deals with publishers who are interested in your work.

In any case, it’s important to research publishers and their submission guidelines, prepare a strong book proposal, and work closely with an editor to refine your manuscript. While there may not be a shortcut to publishing your PhD thesis as a book, taking these steps can help streamline the process and increase the likelihood of success.

How expensive is it to publish a PhD thesis as a book?

The cost of publishing a PhD thesis as a book can vary widely depending on several factors, such as the publisher, the length of the book, the number of copies printed, the type of printing, and the marketing budget.

If you decide to self-publish your book, you will need to cover all the costs associated with publishing, such as editing, formatting, cover design, printing, and marketing. However, the cost of self-publishing can vary widely, depending on the services you require and the quality of the work. For example if you self publish your book in the LAP Publishing platform the fee is minimal compared to other publishers. Which allows the option to publish a PhD to a wide variety of authors. 

If you go through a traditional academic publisher, there may be some upfront costs associated with the publishing process. For example, some publishers may require an author to pay for the cost of indexing or for any images used in the book. However, most academic publishers will cover the majority of the costs, including editing, formatting, printing, and marketing.

It’s important to note that while the cost of publishing a PhD thesis as a book can be significant, there are also potential financial benefits. For example, some publishers offer royalties on book sales, which can generate income for the author over time. Additionally, publishing a book can enhance an author’s reputation in their field and potentially lead to additional speaking engagements or consulting opportunities.

Overall, the cost of publishing a PhD thesis as a book can vary widely depending on the publishing route you choose, the services required, and the marketing budget. It’s important to carefully research publishers and their costs before making a decision.

Are you a researcher or an author struggling to get your thesis published? Look no further than Lambert Academic Publishing! We offer an easy and affordable publishing process that allows you to share your research with a global audience. With no publishing contract required and professional editing and formatting services included, publishing your thesis with us has never been easier. Plus, our worldwide distribution network ensures that your work will be seen by a wider audience. Don’t let your research go unnoticed – publish your thesis with Lambert Academic Publishing today and take the first step towards sharing your findings with the world!

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Graduate Research Hub

• Preparing my thesis

Incorporating your published work in your thesis

A streamlined procedure has been approved for obtaining co-author authorisation.  You now only need to provide a Declaration for publication incorporated in a thesis form for the inclusion of in progress or published material in the thesis, that is completed by your Principal Supervisor and the Coordinating Author.

Accepted statuses for publications

• Unpublished material not submitted for publication
• Submitted for publication to [publication name] on [date]
• In revision following peer review by [publication name]
• Accepted for publication by [publication name] on [date]
• Published by [publication name] on [date]

You may include in progress or published material written during your enrolment upon approval from your advisory committee, as part of your thesis, by having either:

• “included publications", in which your publications are included as components that are distinct from the rest of the thesis, in the format described below; or
• “included material” that is drawn from your publications and combined with text that is otherwise written specifically for the thesis.

In this page we refer to both these kinds of inclusion of published work as “incorporated publications”; the first format, where the publications are included as distinct components, is also known as “thesis with publications”.

The  Graduate Research Training Policy (section 4.65) outlines what can be included in the thesis. Your thesis must include a literature review that clearly details the research questions and a general discussion that integrates the work and places the publications into the context of the research question.

You may have to supplement the incorporated publications with additional methods sections as they are often abbreviated in published articles. You are also encouraged to include any data and discussion that was omitted from the article as an addendum in the thesis. Where a publication is included as a distinct component, you are also encouraged to include a critical reflection on the work, which could, for example, acknowledge or address limitations or impacts of the work that have appeared since publication.

When submitting your thesis, you will be required to confirm that:

(a) the work in the incorporated publications is your own, and (b) that any co-authors give permission for the article to be included in the thesis.

To do this, you must complete the  Declaration for publication incorporated in a thesis form.  You will need to submit a completed form for each in progress or published work included in your thesis.

Your principal supervisor must sign the Declaration form for each publication.  Where there is more than one author of a publication, at least one co-author by agreement amongst the authors, should be nominated as the coordinating author (also known as corresponding author), as defined in the University’s Authorship Policy . The coordinating author is responsible for communication between the publishers and managing communication between the co-authors. The coordinating author must maintain records of any authorship agreement.  The coordinating author must also sign the Declaration form.

You must upload all completed Declaration forms as a single combined file to the Thesis Examination System when submitting your thesis for examination.  The signed forms should not be included in the thesis itself. Plan well ahead to obtain the required signatures to avoid delays to your examination.

Don’t forget to include your ORCID when submitting your work to publishers, conference organisers, etc.  This will help you to distinguish your research activities and outputs, and make sure you get credit for your work throughout your career.

The Preface

As detailed in the  Preparation of Graduate Research Theses rules , your preface should outline:

• the publication status of any incorporated publications
• your contribution to any incorporated publications
• any work carried out in collaboration with others
• editorial assistance received
• parts of the work completed outside of your candidature.

There is no prescribed format for a preface; you may wish to include a written description or a table outlining the tasks performed by others and the proportion of the contribution as a percentage.

Usually this means you will have written the initial draft and you performed any subsequent editing in response to co-authors' and editors' reviews.

As specified in the Graduate Research Training Policy , your principal supervisor and coordinating author must declare that:

(a) you are the primary author of the included material, and

(b) you contributed more than 50% of the work towards the publication.

No. You need to have contributed more than 50 per cent for it to be included. You could, however, include this paper as an appendix.

Yes. It is understood that portions of the thesis that have been published or accepted for publication will have been through an editorial process. Such editorial changes should be explicitly acknowledged.

Refer to the Authorship page for information about the requirements and responsible practice.

Format of the thesis

When including complete publications, you should use the author accepted manuscripts of articles that have been accepted or published. This is the final draft as accepted by the publishers, including any changes based on referees’ suggestions before it has undergone copy-editing, typesetting and proofing. If you are certain you will not breach your agreement with your publisher, you may include the published version in your thesis.

If you are using your author accepted manuscript, while some journals request that the version you send them includes any figures or tables at the end of the submitted document, when you reproduce the article in your thesis you should place them where they logically flow within the text. It is also recommended that you use similar formatting (e.g. line spacing, font type and size) as the rest of the thesis.

You can view suggested formats for arranging the chapters of a thesis that includes publications as distinct components here . See also example theses in the University of Melbourne repository.

In most cases it is preferred that you include a separate literature survey.  Even with the literature reviews included in your publications you may find you still need to add further supplementary material if the publications do not directly address all the research questions you are trying to answer in your thesis.  Your supervisors and advisory committee are best able to advise you whether the literature reviews included in your incorporated publications will meet disciplinary expectations and satisfy your examiners that you: - Have clearly detailed your research question/s and how they integrate with the current literature - Have demonstrated sufficient familiarity with, and understanding and critical appraisal of the relevant literature.

No. The policy allows the thesis to be submitted with publications, it is not a thesis by publication. You must include a literature review that clearly details the research question, and a concluding general discussion that integrates the work and places it into the context of the research questions. You should also introduce each publication that is included as a distinct component, explaining its role in the work, and, where appropriate, provide a critical reflection on its contribution.

Yes, but you must cite it correctly and indicate in the preface the source of the information (eg. that the text on page(s) xx is from [name of publication], or that chapter yy is adapted from [name of publication]. In each case you should give its publication status and your contribution to the publication). It will assist your examiners if, at the start of each chapter that includes work drawn from a publication, there is a footnote explaining where the work came from and how it has been used in the chapter. You may wish to include the entire publication as an appendix so that your examiners can see where the material came from.

• Theses which include publications in a “thesis with publications” style can typically be slightly shorter; for example the typical PhD length is 80,000 words, but a PhD including publications as distinct components has a typical length of 50,000-80,000 words).
• While the writing style may be more concise, there is no difference in the expected volume and requirements of work presented in theses with publications. The examination criteria remain the same whether or not publications are incorporated. Your examiners are asked to consider your thesis on its merits as an independent piece of research. Refer to the information available for examiners .
• Maximum limits apply to all theses.

If you are including the list of references as part of the publication they do not need to be repeated in the overall reference list/bibliography for the thesis.

Incorporated publications can be referenced via a footnote, but if references to them are included in the bibliography an examiner may be unsure as to whether the work was completed as part of the research.

No, but you may do so if you think that it will assist readers of your thesis.

It is up to you whether you update the publication style or not. Whatever you chose, you should acknowledge your choice in the Preface, stating the differences between the publication and thesis, due to the requirements of different publishers.

Yes. Revised and resubmitted theses are examined in their entirety and the inclusion of a new incorporated publication may strengthen your response to examiners.

In most cases you should include the latest version, up to the author accepted version and update the publication status in the preface. If your examiners request changes which conflict with the editorial or peer review advice you have since received from your publisher, you may choose to address this elsewhere in your thesis, or in your written response to the examiners’ reports.

Publication suitability

A work is suitable for inclusion if the research was conducted and the publication was in progress or published during your enrolment in your current degree. This includes:

You may need to supplement this with analysis of literature published between writing the article and submitting your thesis.

All methods need to be covered to a high degree of detail in your thesis.

• literature reviews where you are the primary author .
• systematic reviews of a research question as a results chapter.
• a protocol paper involving novel method development.
• material exploring key methodological issues .

No. Only work completed during your candidature can be included in the thesis. You can cite your earlier work just like you would any work that is relevant to your research. The work should be listed in the preface of your thesis.

Yes. You will need to clearly acknowledge in the preface that its status is ‘in progress’ or, that the paper has been published but not peer reviewed.

Completing the forms

Yes. You may wish to include the entire publication as an appendix so that your examiner can see where the information came from.

Yes. All sections of the form must be completed for any multi-authored material. The coordinating author is required to reassure that all co-authors have had an opportunity to agree to the inclusion of the material in the thesis and to the contribution declared on the form. The authorship agreement template is available here.

No. You can use the figure in your thesis without completing the form but you should acknowledge the origin of the figure in the preface and appropriately cite the publication in your thesis.

No. You should provide this evidence to your advisory committee when you are discussing the proposed format for your thesis. Your principal supervisor must sign the  Declaration for publication incorporated in a thesis form which confirms their agreement to the inclusion of any publication/s.  The coordinating author will need to sign the form for any multi-authored material.

You can use Adobe Acrobat's 'Combine Files' tool which will allow you to combine files of different filetypes into a PDF. Alternatively, you can open a PDF copy of a file and then use the 'Organise Pages' tool which will allow you to drag additional pages where you can then save it as a single file.

iThenticate report

You should run your whole thesis through iThenticate, including the chapters comprised wholly or partly of your published work.  You can then exclude the specific matching publication source/s that correspond to the publications you have included in your thesis in a “thesis with publications” style. This means that the thesis chapter or publication is reviewed against the other literature in the repository, but not matched to itself. You should only exclude matching sources that are articles which you have appropriately included.  You should outline and explain any filters and exclusions you applied in iThenticate in an accompanying declaration which you can also upload to TES.

You should not exclude publications from which you have included material (but not the complete publication), as the iThenticate report will then show where the material is present in the thesis, allowing your supervisors and Chair of Examiners to verify that it has been included appropriately.

Further information on the use of iThenticate can be found here: https://gateway.research.unimelb.edu.au/funding-contracts-and-ethics/ethics-and-integrity/research-integrity/ithenticate-text-matching-tool

The examination

The criteria for examination remain the same whether or not publications are incorporated. See the Graduate Research Training Policy for more information. You can also view the information for examiners here: https://gradresearch.unimelb.edu.au/staff#examiner-information .

If the publication status of your article changes between submission for examination and submission of your final thesis, it is appropriate to include the most recent version (up to the author-accepted version). You should also update the preface to reflect the new status. If you are submitting a list of corrections for approval and/or resubmitting for re-examination you should also note this in your index of changes.

Examples of theses with publications

The following are theses available openly or with University of Melbourne log-in through the University of Melbourne repository that include publications as distinct components in a “thesis with publications” style.

Al Zein, Eza (2019). Taskscape: Caring for Migrant Materials . http://hdl.handle.net/11343/235841

Arundel, Jonathan Paul (2015) The spatio-temporal distribution of honey bees and floral resources in Australia . http://hdl.handle.net/11343/59612

Bamford, Nicholas James (2016) Relationships between diet, obesity and insulin dysregulation in horses and ponies. http://hdl.handle.net/11343/148423

Bibb, Jennifer Louise (2016) Musical recovery: the role of group singing in regaining healthy relationships with music to promote mental health recovery. http://hdl.handle.net/11343/124271

Burfurd, Ingrid Ellen (2018) Beliefs and learning in the laboratory: essays in experimental economics . http://hdl.handle.net/11343/219180

Fan, Yi (2019) Quantification of mandibular morphological changes in 3D . http://hdl.handle.net/11343/225588

Kriesner, Peter (2017) Wolbachia fitness benefits and symbiont interactions in Drosophila . http://hdl.handle.net/11343/207959

Mody, Fallon (2019) Doctors down under: European medical migrants in Victoria (Australia), 1930-60 .   http://hdl.handle.net/11343/221550

Nencini, Sara (2018) Tackling bone pain at the source: identifying and exploring new therapeutic targets . http://hdl.handle.net/11343/216858

Pan, Xuan (2018) Graphene quantum dot based electronic devices . http://hdl.handle.net/11343/222013

Seibt, Susanne (2018) In-situ investigations of molecular self-assembly using microfluidics. http://hdl.handle.net/11343/214671

Smith, Merryn (2018) Non-structural carbohydrate storage and use in eucalypt trees of south-east Australia. http://hdl.handle.net/11343/221163

Uddin, Shihab (2019) Functional aspects of root and leaf development in dryland crop water use under elevated CO2 .   http://hdl.handle.net/11343/219849

Vahedi, Andisheh (2018) The work-family interface and child mental health: longitudinal associations via family functioning across childhood. http://hdl.handle.net/11343/217236

Al Zein, Eza (2019) Taskscape: Caring for Migrant Materials .  http://hdl.handle.net/11343/235841

Schlichthorst, Marisa (2020)   Engaging men in conversations about masculinity and suicide – An evaluation of the Man Up social media campaign .   http://hdl.handle.net/11343/265962

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Research Guides

Submit and publish your thesis.

• The Graduate Thesis: What is it?
• Thesis Defences
• Deadlines and Fees
• Formatting in MS Word
• Formatting in LaTeX
• Making Thesis Accessible
• Thesis Embargo
• Review and Release
• Your Rights as an Author
• Re-using Third Party Materials
• Creative Commons Licenses for Theses
• Turning Thesis into an Article
• Turning Thesis into a Book
• Other Venues of Publication

Publishing from your thesis before or after graduation

"Will repository submission affect my publishing plans?"

... this is a common question for someone looking to publish from their thesis before or after graduation.

Most journals welcome submissions based on a thesis or dissertation. Some may have additional requirements, such as to:

• Let them know about the university’s requirement to make your thesis publicly available
• Submit a manuscript that is substantially different than the thesis content
• Embargo the thesis until after publication, etc.

Your steps will depend on the following scenarios:

Scenario 1 - you ARE NOT planning on publishing your thesis before or after graduation

In this case:

• You can submit your thesis without an embargo
• Your thesis will become publicly available in TSpace  and Library and Archives Canada after your convocation and will be widely indexed via search engines and indexes
• Use the TSpace-generated permanent URL to share and cite your thesis - see example of such citation below

Tajdaran, K. (2015). Enhancement of Peripheral Nerve Regeneration with Controlled Release of Glial Cell Line-derived Neurotrophic Factor (GDNF) (Master’s Thesis, University of Toronto). Retrieved from http://hdl.handle.net/1807/74747

Scenario 2 - You ARE planning on publishing your thesis AFTER graduation

Most journals are interested in “original, previously unpublished” research. Some journals consider theses as a form of “prior publications”, others do not, and the majority does not have a clear definition. It will be best to check journal policy before you submit your thesis.

Nature Research will consider submissions containing material that has previously formed part of a PhD or other academic thesis which has been published according to the requirements of the institution awarding the qualification.

►►►How to check journal policies:

• MIT Libraries' list of policy excerpts from major publishers
• Journal’s website - usually under Information for Authors or Copyright / Permissions or Editorial Policy; or in the publication agreement if available online
• If such information cannot be located online, contact the editors directly
• If the journal requires that you place an embargo on your thesis until after publication, see the SGS instructions on how to request an embargo on your thesis .

Scenario 3 - You ARE planning on publishing (or have already published) from your thesis BEFORE graduation

You may want or be expected to publish parts of your thesis before your thesis is submitted, such as with an integrated/publication-based/sandwich thesis. The most important thing to keep in mind here is copyright. You own copyright of your written materials, and a publisher may require copyright transfer of your manuscript.

You need to ensure you retain certain rights or obtain permission in order to satisfy the university’s requirement of making your thesis openly accessible via TSpace, ProQuest and Library and Archives Canada (LAC). For more details on these repositories, see the  Review and Release  section of this guide.

Check whether the journal requires prior notification about U of T’s open access requirement for theses. Some journals want to be notified of this mandate whether or not they restrict the re-use of articles in theses.

Check whether the publisher requires copyright transfer . This should be stated on their website, in the publication agreement, or you can inquire directly with the journal.

If the publisher does not require copyright transfer , i.e. author retains copyright, then you can reuse your article/chapter in your thesis; no permission needed.

If the publisher requires copyright transfer , follow these steps:

Check if the publisher has special provisions for reusing your published work in your thesis. They may permit the inclusion of a non-final version, such as your submitted or accepted manuscript. See more below on understanding different article versions for sharing .

►►►How to check journal policies:  See MIT Libraries' list of policy excerpts from major publishers or the journal/publisher website.

For example, Taylor and Francis policy allows to:

Include your article Author’s Original Manuscript (AOM) or Accepted Manuscript(AM) , depending on the embargo period in your thesis or dissertation. The Version of Record cannot be used. https://authorservices.taylorandfrancis.com/copyright-and-you/

Check if the article is distributed under a Creative Commons license. This may allow re-use.

►►►How to check journal's CC license:  See the journal/publisher website or contact the journal directly.

If the publisher requires copyright transfer, has no special provisions and does not publish under a CC license, you will need to contact them to request permission to include your article in your thesis. You can:

• Negotiate making the article available as part of the thesis in TSpace, ProQuest, and LAC Theses Portal; 
• Request an embargo [link to Lisa’ section on embargo] if the publisher only permits open sharing after some time post-publication;
• If permission is denied you may include in place of the chapter an abstract and a link to the article on the journal website.

If you have specific questions about your situation, publisher policy or author rights, contact the Scholarly Communications and Copyright Office at [email protected] for a consultation (best before you publish!)

Understanding different versions of a published article

A publisher may distinguish between the versions of an article that you may be allowed to include in your thesis:

• Submitted manuscript / pre-print - version you initially send in (often permitted)
• Accepted manuscript / post-print - version after peer review but before copyediting, layout editing, formatting, etc. (sometimes permitted; publisher may require an embargo/access restriction for a period of time)
• Version of record / final publisher’s PDF - version that appears in the journal (many publishers do not permit sharing this version)

►►►How to check article versions permitted for sharing:

• MIT Libraries’s list of policy excerpts from major publishers
• Sherpa/RoMEO database of publisher policies
• Journal’s website - usually under Information for Authors or Copyright/Permissions or Editorial Policy; or in the publication agreement if available online
• << Previous: Creative Commons Licenses for Theses
• Next: Turning Thesis into an Article >>
• Last Updated: Sep 15, 2023 3:23 PM
• URL: https://guides.library.utoronto.ca/thesis

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OATD.org aims to be the best possible resource for finding open access graduate theses and dissertations published around the world. Metadata (information about the theses) comes from over 1100 colleges, universities, and research institutions . OATD currently indexes 7,241,108 theses and dissertations.

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We’re happy to present several data visualizations to give an overall sense of the OATD.org collection by county of publication, language, and field of study.

You may also want to consult these sites to search for other theses:

• Google Scholar
• NDLTD , the Networked Digital Library of Theses and Dissertations. NDLTD provides information and a search engine for electronic theses and dissertations (ETDs), whether they are open access or not.
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How to Publish Your PhD

• Sarah Caro - Oxford University Press
• Description

Drawing on nearly twenty years in the book business Sarah Caro explains in a clear and accessible way the key issues facing the would-be author. Within the context of today's fast changing world where new technologies and increasing globalization continue to impact on academia and the world of academic publishing, key issues are discussed ranging from whether publishing your PhD is always the best way to enhance your career prospects to whether you should focus on journals or books.

A wealth of practical information and advice is included on:

• choosing a publisher
• revising your thesis
• putting together a proposal
• surviving the review process
• negotiating a contract
• working with your publishers marketing department.

The book is designed to be an easy to use, one stop guide with examples, chapter summaries and further reading. It will be an invaluable resource for emerging researchers across the broadest range of the humanities and social sciences and for all those teaching and advising them, in Europe and the US.

SAGE Study Skills are essential study guides for students of all levels. From how to write great essays and succeeding at university, to writing your undergraduate dissertation and doing postgraduate research, SAGE Study Skills help you get the best from your time at university. Visit the SAGE Study Skills hub for tips, resources and videos on study success!

Supplements

Visit the SAGE Study Skills hub for tips, resources and videos on study success!

Every PhD student should buy a copy of How to Publish your Research before and not after they enroll for a doctoral degree. Informative, practical and insightful, Sarah Caro will become the mentor of every successful PhD student. A mine of information and practical advice, this text is the definitive nuts-and-bolts manual on how to do it.  A safe and sure guide. ? ? ? ? ? ?

The book benefits from some mini-case studies of experienced academics’ experiences. These provide a useful alternative perspective. That said, the most valuable parts of the book are those where Caro writes most clearly as a publishing industry insider.

Good supplemental reading early in post-PhD publishing

This book has been recommended to my colleagues who are developing a Teesside University doctorate programme.

Good book with practical advice written in an easy to read style. Good for anyone embarking on a PhD or appropaching completion.

This book contain good practical information on how to get the PhD published.

It is clear and concise with excellents tips.

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Revising your thesis into a book

Springer will consider submissions containing material that has previously formed part of a PhD or other academic thesis including those that have been made publicly available according to the requirements of the institution awarding the qualification.