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Publishing, lending, archives, and design

Publishing your PhD dissertation

As a general rule, all PhD dissertations from the University of Southern Denmark (SDU) must be published via Pure, which means publication in an electronic format. This may not always be possible or be the best solution for the PhD student, and it can be changed under certain circumstances.

There are various possibilities for publishing your PhD dissertation. On this website you can, among other things, read about the various options, ordered according to priority.

 

E-publication of the entire PhD dissertation

If there are no restrictions on publishing the PhD dissertation, it will be published in an electronic format. This means that the dissertation will automatically be published within a reasonable period of time before the PhD defence.

You can choose to publish the dissertation in a print format as well as electronically, but this is not mandatory.

 

E-publication after a period of embargo

It is possible to fix an embargo period before the entire dissertation is published in an electronic format. This may be relevant if a publishing house wants to publish the dissertation, or if it contains unpublished data or manuscripts which are to be published later. The basic embargo period is one year. The basic embargo period is one year and can be prolonged if you can document that it is necessary. 

If you wish to follow this procedure, the dissertation must be published in a print format within a reasonable period of time before the defence, according to the government order on PhD degrees §19, subsection 2.

 

E-publication of a reduced version

If you have unpublished data or have restrictions for publishing your PhD dissertation, you may choose to publish a reduced version electronically.

This is particularly relevant if you have unpublished data or manuscripts in your appendixes and do not want them to become publicly accessible in an electronic format. If you remove the appendixes, the essential text can still be published electronically.

If you wish to follow this procedure, the dissertation must be published in a print format within a reasonable period of time before the defence, according to the government order on PhD degrees §19, subsection 2.

 

Publication of the dissertation in a print version only

This may be relevant if it is not possible to publish your PhD dissertation in an electronic format. This may be because a publishing house wants to publish your dissertation, or if there are restrictions on the publication that will not change with time.

If you wish to follow this procedure, the dissertation must be published in a print format within a reasonable period of time before the defence, according to the government order on PhD degrees §19, subsection 2.

 

Exceptions from e-publication

If you want your dissertation to be excepted from e-publication, you need a written permission.

These are examples of reasonable arguments for requesting a period of embargo or a permission not to publish your dissertation electronically:

Period of embargo for e-publication

  • Conditions in a contract. You may have made special arrangements with a firm when doing an Industrial PhD, and a period of embargo may be part of them.
  • Critical timing. A period of embargo on electronic publishing may be necessary for the life, honour or well-being of people or animals.
  • If you have made an agreement to publish with a publishing house and they require a period of embargo.
  • In case of unpublished manuscripts.

Normally, the period of embargo cannot be extended beyond twelve months. If you need an extension, you must document this.

Exemption from publishing electronically

Under special conditions you can apply for an exemption from publishing your dissertation in an electronic format, if you can document special conditions which are part of a contract, and which argue in favour of this.

 

If you want to apply for permission for placing an embargo period on your thesis, or for not publishing it electronically, please fill out this form  and send it to the email address mentioned on it. The application will be sent to us and we will screen it on behalf of your PhD school. 

We recommend that you send this application early (preferably two or three months before you are to submit your thesis).

Accessibility

If the dissertation may be e-published will it become visible at the researcher portal of SDU and the researcher profile of the PhD student.

If you want us to, we can place a period of embargo on the electronic publication of your dissertation. This may e.g. become relevant if you are in contact with a publisher who wants to publish your dissertation, or if it contains material that is under a reservation.
 

Archives

If you cannot publish your entire PhD dissertation in an electronic format, a printed version of the dissertation must be published within a reasonable period of time before your defence.

The University Library of Southern Denmark must have one printed copy of your PhD dissertation which will be for lending. It will only be made available for use under supervision.

 

Lending of printed materials

Lending of printed materials is not the same thing as lending of electronic materials, so you need to fill out the field in Pure to indicate whether the electronic version of your dissertation may be lent. If you don’t want the Library to receive a printed copy of your dissertation for loan, do not fill out the form for printed materials.

 

Watermarks

It is possible to add watermarks to your unpublished data/manuscripts if you want them to be part of your published dissertation. Please read here for more information.

 

DOI and ISBN

DOI and ISBN

The University Library of Southern Denmark will give your dissertation a DOI upon electronic publication, if it does not have one already. The DOI (Digital Object Identifier) is a permanent identification which makes it easy to retrieve your dissertation.

It is not mandatory that your dissertation has an ISBN. If you, as the author, want the dissertation to contain an ISBN, you can write to this address (isbn@bib.sdu.dk)  to get an ISBN. If you want this, we recommend that you write well in advance of submitting your dissertation.

 

Layout and printing of your PhD dissertation – get off to a good start

SDU has prepared a Word template for PhD dissertations to ensure you have the right layout, fonts, logo and colours for figures, etc. The template is available directly in Word through the Templafy add-on. Check out Graphic Center’s website www.sdu.dk/grafiskcenter before you start writing. 

If you need help with design, consulting or printing, please contact Graphic Center. The PhD School can help with any questions regarding administration.

Last Updated 25.05.2022