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Electronic publishing of a doctoral dissertation

The Otaniemi Campus Library handles the electronic publishing of all dissertations of the former Helsinki University of Technology and from the beginning of the year 2011 the Aalto University Schools of Technology - School of Chemical Technology, School of Electrical Engineering, School of Engineering, and School of Science - regardless of whether the dissertation is published in the own joint doctoral dissertation series of the Aalto University, in a publication series outside the university or as a separate volume (monograph) outside the series. At the same time the dissertations are filed in the electronic publication repository maintained by the Library.

Sending the files to the library

The library will receive the pdf versions of the dissertations published in the own DOCTORAL DISSERATIONS series of the Aalto University directly from printing house responsible for the printing of the dissertation.The pdf file contains the whole dissertation, also the individual articles included in a compound dissertation. The dissertation is published on the web if the doctoral candidate gives the permission for this, see section Permissions and forms.

The pdf files of the dissertations published in the publication series of the VTT Technical Research Centre of Finland are sent to the library by the VTT Information services with the consent of the doctoral candidate.

The material of the dissertations published in the publication series outside the Aalto University or as separate volumes (monographs) outside the series are sent to the library by the doctoral candidate or by the administrator of the publication series.

The doctoral candidates themselves are responsible for sending the pdf files of the dissertations published before the year 2011 to the library.

If you are sending the files yourself to the library for the electronic publishing, do the following:

Send a monograph dissertation to the library as one pdf file. The overview part of a compound dissertation and the individual articles included in the dissertation can be delivered to the library either as one pdf file or as separate pdf files. Use some of the following modes of delivery.

E-mail: Send the files as e-mail attachments to the address diss-otaniemi [at] aalto [dot] fi.

www: Move the pdf file(s) to your home directory on a web server at your disposal. Send the web address from where the file(s) can be downloaded to the library to the e-mail address diss-otaniemi [at] aalto [dot] fi. You will be informed immediately after the needed actions have been completed.

Post: If you prefer to send your files to the library on some suitable media e.g. memory stick the sending address is Aalto University Library / Otaniemi / Diss / P.O.Box 17000 / 00076 Aalto.

Name the files according to Surname_monograph.pdf, Surname_overview.pdf, Surname_article1.pdf, Surname_article2.pdf, etc.

Include your contact details in all e-mails and materials you send to the library. The library staff will open the files, browse them through, and print some pages. If any problems appear, you will be contacted.

Publishing the dissertation on the web

The dissertation is published on the web so that a monograph dissertation is published as one pdf file. Due to copyright laws a compound dissertation (an article dissertation) is published on the web so that the overview part is published as its own pdf file and every individual publication (individual article) is published as its own separate pdf file provided that the doctoral candidate owns the copyright of the publication or has obtained the needed permission from the copyright owner (e.g. a commercial journal publisher) of the publication.

The electronic version of the dissertation is not the so-called official public display copy of the dissertation. The electronic version can be published on the web also after the public display time (at the Aalto University Schools of Technology 10 days before the defence).

The web address of the dissertation

An own description web page with links to the pdf file(s) of the dissertation is prepared for every dissertation that is published in electronic format. The web address of the description web page is of the form http://lib.tkk.fi/Diss/xxxx/isbnyyyy/ where xxxx is the year of the defence and yyyy is the ISBN identifier of the electronic version of the dissertation without hyphens e.g.  http://lib.tkk.fi/Diss/2011/isbn9789526035444/

In future all the dissertations will be given their own URN (Uniform Resource Name).

Corrections (Errata)

If there is any need to make corrections to the content of the dissertation after it has been granted the permission to publish, the corrections are written on a separate errata sheet. The errata sheet is included in the electronic version of the dissertation as a separate pdf file which is linked to the description web page of the dissertation. In case errata is needed, please, send the errata in pdf-format to the address diss-otaniemi [at] aalto [dot] fi.

Permissions and forms

Fill in the following form and send two signed copies of the form to the library.

Agreement on electronic publishing of doctoral dissertation. Your own copy of the agreement will be returned to you after the library director has signed the agreement forms. If you are not able for some reason to fill in the form on the screen, you may as well print it and fill it in manually. The sending address of the agreement form is Aalto University Library / Otaniemi / Diss / P.O.Box 17000 / 00076 Aalto.

If the dissertation in question is a compound dissertation, send also the permissions concerning the electronic publishing of the individual publications to the library (see Individual articles).

Delivering the printed copies to the library

When the dissertation is published in electronic format in the web server of the Aalto University, 3 (three) printed copies of the dissertation should be delivered to the Otaniemi Campus Library for collections and archives.

In case the dissertation is published in the Aalto University publications series DOCTORAL DISSERTATIONS the three printed copies of the dissertation will be delivered to the library directly from the printing house. In other cases the author or the department should send the copies to the address: Aalto University Library / Otaniemi / Cataloging / P.O.Box 17000 / 00076 Aalto.