UT Austin requires that all theses, reports, treatises and dissertations are submitted electronically and made publicly available through the Texas Digital Library (TDL). In some cases, students may request an embargo (delay in publication) so that their work is not released immediately. Such requests by the student require justification and supervisor approval. They must be submitted with the student’s thesis/report/dissertation submission paperwork by the submission deadline for the semester the student intends to graduate.
ProQuest
To further promote and preserve the intellectual contributions of its degree recipients, UT Austin is partnering with ProQuest to disseminate its master’s theses/reports and doctoral dissertations. When students are uploading their document to TDL, they may choose whether to release their document to ProQuest.
By distributing work with ProQuest, students will increase its visibility and impact within the global research community. ProQuest recognizes the critical importance of embargoes and will never publish a thesis until it has been released for dissemination by UT Austin.
Why Students May Request an Embargo
UT Austin supports broad public access to graduate research, and in most cases an embargo is not recommended. However, in some circumstances students may need additional control when their work becomes publicly available. Students may therefore request an embargo for several scholarly, professional and intellectual property reasons (see below).
Students should discuss whether an embargo is appropriate for their work with their faculty advisers. We also recommend contacting the University’s Ask a Librarian service to speak to a professional familiar with the discipline to discuss publishing goals.
Protect Intellectual Property
Some graduate research includes data, methodologies or findings that are part of an active or pending patent application or involve proprietary materials developed through partnerships. An embargo allows students time to complete patent filings, finalize research agreements or ensure that release of the work does not compromise intellectual property rights or contractual obligations.
Protect Future Publication Rights
Students may need time to revise elements of their theses or dissertations for future publication, particularly in book fields. Most academic journals do not require an embargo of your electronic thesis or dissertation (ETD) to publish an article based on the same work. However, an embargo may be important under particular circumstances to meet external publication requirements.
Protect Sensitive Human-Participant Data
Students sometimes conduct research involving sensitive human participant data, vulnerable populations, protected locations or confidential materials. An embargo provides time to ensure that all permissions, redactions or anonymization measures are completed fully and properly. This is particularly important in interdisciplinary fields where IRB constraints or sponsor requirements must be satisfied before public dissemination.
Other Reasons
In rare cases, students may have compelling reasons for requesting a longer initial embargo or for continuing an existing embargo beyond the standard extension. The petition process allows the Graduate School to consider these unique situations—supported by the graduate adviser—when students face extraordinary research, personal or professional constraints that require more time.
1. Standard Duration
UT Austin offers a standard two-year embargo in publication.
- To make a request, complete the Embargo form which includes:
- Include a brief explanation is required (e.g., patent filings, publisher restrictions).
- The committee supervisor (and co-supervisor if applicable) must endorse the request.
- Approval for an embargo is at the discretion of the Graduate School.
2. Extensions
Students with an existing, approved embargo may request one additional two-year extension (for a total possible period of four years) with a more detailed explanation. Students may request this using the Embargo Extension Form.
3. Petitions for Longer Initial or Continuing Embargoes
Students should use the Embargo Extension Form to justify why a longer initial or continuing embargo is necessary (e.g., publication process will take longer than four years, extended patent process).
This form is used for:
- An initial embargo of more than two years; or
- A continuing embargo beyond four years.
This form must include the approval of the committee supervisor (and co-supervisor, if applicable) and will be reviewed by the Graduate School for approval.
4. Early Termination of Embargo
To end an embargo in publication earlier than planned, submit a request using the Embargo Termination Request form.
Important Notes
- An embargo is not a substitute for obtaining copyright permissions. Any required permissions must be obtained before electronic thesis or dissertation submission.
- Restrictions or holds requested through ProQuest do not apply to the version archived in the TDL and should not be relied upon to control release of the UT Austin archived electronic thesis or dissertation. When students are uploading their document to TDL, they may choose whether to release their document to ProQuest. No form is required, and the student does not need supervisor approval for ProQuest embargoes.
- The Graduate School retains full authority to approve, deny or modify any request for embargo, including petitions outside the standard timeframe.