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Publishing a dissertaton in the University of Lapland

Permissions to republish the articles of an article-based dissertation

As the author of an article-based dissertation, the doctoral candidate is responsible for requesting permissions from the original publishers to republish the dissertation articles that have appeared in scientific journals, scientific books, or conference publications.

A separate publication agreement for each article published in a scientific journal or in a scientific book is entered into with the publisher. The agreement transfers some of the copyrights of the author to the science publisher, i.e. the publisher receives the right to produce a publication of the manuscript and to distribute it. International commercial publishers generally limit the author’s rights to distribute and disseminate their published articles. When negotiating the publishing agreement, it is important to understand all the rights involved in copyright before signing the agreement, in order to ensure that the author of the manuscript retains the right to republish the article as part of an article-based dissertation.

If permission to republish an article as part of an article-based dissertation has not been obtained already during the publication agreement negotiations, permission to republish must be sought and secured for all articles in the article-based dissertation prior to the publication of the dissertation. The first step is to go through the publication agreement(s) of the article(s): Although not expressly sought by the author during the agreement negotiations, permission to republish may be included in the original publication agreement. Many, although not all, international science publishers mention on their website that articles published in their scientific journals can be republished as part of a dissertation without separate permission. Websites of Finnish science publishers are often not as explicit about the author’s right to republish or re-use their articles. If this information is not available on the publisher’s website, it is necessary to contact the publisher and seek permission to republish the article.

When seeking permission to republish an article in an article-based dissertation, the doctoral candidate should provide the following information to the original publisher:

  • The title of the article and the name of the publication in which the article was originally published
  • The publisher of the dissertation (the University of Lapland or an external publisher)
  • Format of publication of the dissertation: an electronic publication published in the institutional repository of the University of Lapland (Lauda) or a print publication
  • If the dissertation is published in print format, are copies of the dissertation made for commercial distribution or are they available free of charge via a non-profit publisher?
  • It should be mentioned that the version of the original article to be included in the dissertation is the publisher’s pdf version of the article, if possible, not the final draft / author's accepted manuscript
  • If the dissertation is published in electronic format, the author should ask which copyright license (CC license) can be used to republish the article in a dissertation in electronic format

The doctoral candidate should seek permission to republish the articles at the latest at the pre-examination stage in order to prevent this issue from delaying the publication process at the layout and page design stage. Should a publisher not accept republishing the article in a dissertation under any CC license, the copyright notice “All rights reserved” is chosen for the dissertation.

Should the publisher grant no permission to republish the article in the dissertation, the permanent address (based on the digital object identifier, DOI) of the article in question should be included in the List of Original Articles in the dissertation. In this case, the article itself is included only in print copies of the dissertation for the public defence and for archival purposes, i.e. copies for the opponent, the custos, the doctoral candidate, the pre-examiners, the university archive, the faculty and the possible extra copies ordered and paid by the doctoral candidate.

In case of questions, the doctoral candidate should contact the library at research.library (at) ulapland.fi.

ISBN and ISSN numbers and serial numbers

Doctoral dissertations published in an electronic format are published in the Acta electronica Universitatis Lapponiensis series if the publisher is the University of Lapland (not an external publisher).

Print dissertations are published in the Acta Universitatis Lapponiensis series if the publisher is the University of Lapland (not an external publisher).

Doctoral dissertations completed in the Arctic Centre can be published in one of the publication series of the Arctic Centre: Arctic Centre Reports or Juridica Lapponica.

The ISSN code is series-specific and the same for all publications in the series:

  • Acta electronica Universitatis Lapponiensis, ISSN 1796-6310
  • Acta Universitatis Lapponiensis, ISSN 0788-7604
  • Arctic Centre Reports, ISSN 1235-0583
  • Juridica Lapponica, ISSN 0783-4144

The doctoral candidate should contact the library to request the number of the publication series as well as the publication-specific ISBN number for the doctoral dissertation. At the same time, the library provides the doctoral candidate with the permanent address of the publication.

If the dissertation is published by an external publisher, the publisher will provide the ISBN number and a possible series number for the publication.

For further information, please contact the library at research.library (at) ulapland.fi

Agreement on publishing the dissertation

Publishing the dissertation in book form requires a publishing agreement between the author and the publisher. Upon entering the publishing agreement, the author transfers to the publisher the right to publish the manuscript in book form (in electronic or print format) and to distribute, sell and market the publication. With the agreement, the author confirms that he or she has all rights necessary to the manuscript to be published, and to the images and other materials contained in it, so that he or she does not infringe or violate any copyright or other rights of any third party upon entering the publishing agreement. In addition, the agreement sets out the rights to distribute and republish the manuscript that the author retains after the publication of the manuscript and specifies the publisher’s rights and responsibilities.

The university as a publisher does not sell dissertations or distribute books published in print format. The author retains all copyrights to his or her published book. The university maintains availability of dissertations published in electronic format and promotes their visibility by linking the Lauda repository as extensively as possible to international scientific publication systems. An external publisher may sell and market the book, and the publishing agreement sets out the number of author’s copies the author will receive.

The Lapland University Consortium Library represents the University of Lapland as a publisher, and the publishing agreement for doctoral dissertations published in the university series is signed between the doctoral candidate and the Lapland University Consortium Library. The author prints out the publishing agreement form (see the link below), completes and signs it, and submits it as a scanned PDF copy to the library. The agreement is then signed by the library as a representative of the university, and the signed agreement is scanned, archived, and a copy of the file is sent to the doctoral candidate.

For further information, please contact the library:  research.library (at) ulapland.fi

Copyright licenses

Descriptions of the most common CC licenses are provided below. For concrete examples of the use of the licenses, please visit the website of the Creative Commons community:

CC BY logo CC BY Attribution

This license lets others copy, distribute, present and modify the work freely, even for commercial purposes. The original author must be credited, and the author’s name, image or logo may not be modified or changed. CC BY is the most common open content license and it is a very effective way of reaching wide audiences. Materials published under this license may be used e.g. in teaching provided that the original author is credited.

CC BY-SA logo CC BY-SA Attribution–Share alike

Like CC BY, but all new works based on the original work may be distributed only under the same license as the original work. Common in co-production projects such as Wikipedia and Tieteen termipankki (The Helsinki Term Bank for the Arts and Sciences). Recommended for learning materials.

CC BY-ND logo CC BY-ND Attribution–NoDerivatives

Like CC BY, but the original work may not be shared with others in an adapted form. The work may be used only in its original form. This license is suitable for e.g. works of art.

 CC BY-NC logo CC BY-NC Attribution–NonCommercial

Like CC BY but the original work or the new works based on it may not be used for commercial purposes other than in ways specified in the copyright law. The law does not define exactly how commercial use should be understood, and thus, when using the work, this aspect must be assessed on a case-by-case basis (for example, a work under this license may not be shared on a blog, website, or publication archive that is commercial or financed by advertising). This license is recommended only in special cases, for example if the work is likely to be used in teaching of commercial training courses and the author wants to prevent this.

CC BY-NC-SA logo CC BY-NC-SA Attribution–NonCommercial–ShareAlike

Like CC BY-SA, but the original work may not be used for commercial purposes. New works based on the original work can be distributed only under the same license as the original work, but only for non-commercial purposes. This license is commonly used for teaching/learning materials (e.g. MIT).

CC BY-NC-ND logo CC BY-NC-ND Attribution–NonCommercial–NoDerivatives

Like CC BY-ND, but the original work may not be used for commercial purposes. The work may not be shared with others in an adapted form and it may not be used for commercial purposes. This license is common for audiobooks, podcasts and artworks when the author of the original work seeks to distribute the work widely but exactly in its original form.

CC 0 Zero

The author of the original work waives all rights to the original work and places it in the public domain (however, good scientific practice recommends that the original author of the work be credited). This license is used e.g. in the Flickr photo management and sharing application, and it is recommended for sharing metadata and research data. For example, the Finnish National Gallery has shared the metadata of its art collection under the CC 0 license.

For further information, please contact the library at research.library (at) ulapland.fi

Structure of the article-based dissertation

The article-based dissertation includes the following components:

  • cover
  • title page and copyright page
  • dedication page – an optional page on which the author can dedicate the dissertation to a person(s) of his/her choice, or to include a short quotation (epigraph) as an introduction to the theme of the work
  • abstract of the dissertation in English and in Finnish, (in multiple languages if necessary)
  • foreword / acknowledgements
  • page with a list of the original articles (numbered with Roman numbers) included in the dissertation
  • list of figures, illustrations and tables appearing in the summary of the article-based dissertation
  • list of abbreviations (if applicable)
  • table of contents of the summary of the article-based dissertation
  • a summary that unites and provides a synthesis of the individual articles contained in the dissertation, combining the key results and conclusions of the research project as a whole
  • appendixes of the summary (if any)
  • the articles themselves with a cover sheet (containing the Roman numeral, the reference and the republishing permission of the article) added to each of them

If permission to republish an article online is not obtained from the publisher of the original article, the article in question is omitted from the online publication and a link to the article is provided instead, preferably with the digital object identifier (DOI or URN).  If no permission to republish any of the articles has been obtained, only the summary of the article-based dissertation can be published online.

For further information, please contact the library at research.library (at) ulapland.fi

Cover

For doctoral dissertations published in the Acta series of the university, the standard cover and spine format of the series is used. If the doctoral candidate decides to use the standard design, no further actions regarding cover design are required. The layout artist completes the cover on the basis of the information on the title page of the dissertation. There is no space for a photo or an image in the standard cover. Should the candidate wish to include a photo or an image in the cover, the whole cover has to be designed separately.

For doctoral dissertations published in the publication series of the Arctic CentreArctic Centre Reports or Juridica Lapponica – a cover and spine format of the series is used. Please, ask for the instructions from the Communications Specialist of the Arctic Centre.

In electronic dissertations, only front cover is used. The printed copies will have normal front and back covers and the spine. Should the doctoral candidate wish to have extra copies of the electronic dissertation, the back cover introduction text might be useful. Otherwise, there is no need to the introduction text for the back cover.

Should the doctoral candidate wish to use her/his own cover design or order the design from an external designer, it is important to ensure that the design contains the same text elements as the sample cover design (see below). The placement and style of the book cover elements should aim for visual clarity. More detailed design instructions are provided in the separate instructions below.

It is possible to have the cover of the dissertation designed by a student of Graphic Design at the University of Lapland’s Faculty of Art and Design. The student designer will complete the work as a part of their studies. Should the doctoral candidate wish to have the cover of the dissertation designed by a student of the University of Lapland’s Faculty of Art and Design, planning should begin by contacting the Administrative Secretary of the Faculty of Art and Design Marjo Majava (marjo.majava (at) ulapland.fi). After this initial contact, the administrative secretary will contact the teacher of graphic design in order to find out if a student of graphic design is available to complete the work within the time frame allowed by the dissertation publication process. If a student designer is available, the administrative secretary will send the student’s contact information to the doctoral candidate. When contacting the student designer, the doctoral candidate should share with the designer the design instructions (see the links at the end of this section) and provide a description of the subject matter of the doctoral dissertation (e.g. the thesis abstract). The cover design schedule should be set so that the work is finalized during the manuscript layout and page design stage, because, at that point, the student designer will receive information on the exact width of the spine via the Graduate School. For a dissertation published in an electronic format, the student designer is required to create a front cover design for the electronic version of the work, and for the print copies of the dissertation for the public defence and for archival purposes, a front cover, a back cover and a spine. For a dissertation published only in print format, a front cover, a back cover and a spine are designed. The doctoral candidate must submit the finalized cover design files to the Graduate School at the latest upon completion of the manuscript layout and page design process.

If the doctoral candidate prints copies of the electronic dissertation (see instructions), the same cover design as in the copies for the public defence and for archival purposes is used.

Should the student designer be unable to complete the design work for reasons of force majeure, the standard cover and spine format of the university publication series is used. It is not possible to appoint a substitute designer.

The university or the faculty does not pay for dissertation cover design. The doctoral candidate is responsible for the design costs if an external designer is used.

Title page and copyright page

The title page of a doctoral dissertation contains the following elements:

  • The title and number of the publication series
  • The name of the author
  • The title of the doctoral dissertation
  • A text indicating that the work is an academic dissertation to be publicly defended with the permission of a faculty at the University of Lapland
  • Publisher
  • Place and date of publication

The copyright page  contains the following elements:

  • The name of the university
  • The name of the faculty
  • The name(s) of the dissertation supervisor(s)
  • The names of the pre-examiners
  • The name(s) of the opponent(s)
  • For electronic dissertations, copyright license
  • The name of the layout artist
  • The name of the cover designer (applicable only if a cover has been designed separately for the dissertation)
  • The title and number of the publication series
  • ISBN
  • ISSN
  • For electronic dissertations, the permanent address of the publication

When creating the title page and the copyright page, it is not necessary to place the text objects exactly in the same way as presented on the sample pages here. The doctoral candidate should send to the layout artist all the text objects listed above, one below another, in the order specified above.

For further information, please contact the library: research.library (at) ulapland.fi

The title page and the copyright page of the print copies of the dissertation differ somewhat from the title page and the copyright page of the actual dissertation. Those pages are created during the layout and page design process and the doctoral candidate does not need to include them in the manuscript of the dissertation.

Abstract

A doctoral dissertation always includes an abstract in English and in Finnish. In addition, it is possible to include the abstract in multiple languages, for example in one or more Sámi languages.

Each abstract begins on a new page entitled Abstract / Tiivistelmä / the equivalent in some other language

Before the abstract itself, the bibliographic information of the dissertation is included:

Author
The title of the dissertation
Place of publication: Publisher, year of publication, number of pages.
The title and number of the publication series
ISBN
ISSN

The supervisor(s) will provide further information on matters related to the content of the abstract.

Page with a list of original articles

The structure of the page:

Title: List of Original Articles

The text under the title: The thesis is based on the following original articles, which will be referred to in the text by their Roman numerals I–[the number of the last article]

Under the abovementioned text, full bibliographic information about the articles is listed in the order of publication and the articles are referred to by their Roman numerals.

At the bottom of the page: Articles [numbers] are reproduced with the kind permission of their copyright holders.

If the publisher of an article has not given permission to republish the article, the following text should be used: Article [the number of the article in question] is available on the web site of [name of the journal], address , add https://doi.org/ [The DOI number of the article].

Some publishers granting permission to republish articles give the exact wording to follow when acknowledging permission to republish. This text must be placed at the bottom of the page.

For further information, please contact the library: research.library (at) ulapland.fi

Cover sheets for the articles

Each article shall have a cover sheet including:

  • the number of the article in the dissertation (roman numeral)
  • the reference of the article
  • information on the permission fo republish the article

The information on the permissions to republish the articles shall be written as exactly as needed. If the original publisher of the article does not set any special requirements, the information can be written as written on the first or second page of the sample file. The third page of the sample file is an example of an exact expression given by the original publisher.

Preparing the manuscript for layout and page design

The components preceding the summary of the article-based dissertation as specified in the section “Structure of the article-based dissertation are placed at the beginning of the manuscript, each component on a separate page, in the order indicated in the section in question. The doctoral candidate does not have to format the text (font type or size, bold face, or line spacing) according to the sample pages presented in these guidelines. What is important is that all required information is included according to the guidelines and in the order indicated on the sample pages.  

Formatting the summary of an article-based dissertation:

  • Use different text styles in e.g. Word to indicate different heading levels and to separate the indented quotations from the body of text.
  • Apply numbering to the different heading levels of your text (1, 1.1, 1.1.1 etc.)
  • Make sure that there is only one space between words. The space bar should not be used for positioning or aligning words or indenting lines.
  • Check the correct usage of hyphen (-) and dash (–)
  • Observe the usage of double (” ”) and single (‘ ’) quotation marks. In British usage, single quotation marks are used to indicate direct speech, and a quote within a quote is indicated with double quotation marks. In American usage, double quotation marks are used to indicate direct speech and single quotation marks to indicate a quote within a quote
  • Do not hyphenate the text manually. This can result in the hyphens being in the middle of the line because the text may shift during the layout process.
  • Create tables in word processing by using the function for that purpose. Do not use the tab key or the space bar to align your text. Table captions should be placed above the table.
  • Create figures and images as separate files. Use black and white figures and images unless the nature of the content requires otherwise.
  • Final image resolution of 300 dpi is required
  • Create the figures and images in a software using vector graphics. Save the graphics as PDF files, by choice in the program in which they were created
  • Name the files clearly and descriptively, for example figure01, figure02 and so on.
  • Indicate the placement of images and figures in the manuscript. Image and figure captions should be placed under the image or figure.

During the layout process, the appearance of the text (font, line length, number of lines per page etc.) changes. However, text formatted in italics and bold remains unchanged.

Layout and page design

The Graduate School is responsible for organising the layout and page design process and communication with the layout artist during the process.

Before the layout and page design process can begin, the manuscript of the summary of the article-based dissertation must be finalized, thoroughly checked and carefully proofread. It is not possible to make changes to the content during the layout process.

When submitting the manuscript to the Graduate School for the layout process, the complete materials should be submitted all at the same time in the following form:

  • The summary of the article-based dissertation as one .docx file
  • Images and figures as separate files
  • The articles included in the dissertation as PDF files. The PDF files must not be locked.
  • If a cover has been designed separately, the cover design should be submitted as separate files, one for the electronic dissertation and one for the printed copies

After the layout process, the doctoral candidate will be asked to review and approve the proof of their dissertation for publication. Requests for correction should be sent to the Graduate School.

If the dissertation is published in print format, only the articles with a permission to republish are sent to the layout artist.

In case of printed artistic dissertations the doctoral candidate should negotiate with the Graduate School about the possible special arrangements of the layout and printing process.

For doctoral dissertations published in the publication series of the Arctic Centre a page design of the series is used. Please, ask for instructions from the Communications Specialist of the Arctic Centre.

For further information on the layout process, please contact dissertations (at) ulapland.fi

Depositing the dissertation in the Lauda repository

The summary of an article-based dissertation and the original articles included in the dissertation are deposited in the Lauda repository separately. In the Lauda repository, the dissertation has a description page linked to the summary of the article-based dissertation and the articles included in the dissertation in full text. The permanent address of the publication leads to the description page. 

The Graduate School delivers the finalized dissertation file with a completed layout, along with the cover design file, to the library.

Before depositing the dissertation in the Lauda repository, the Library will make sure that the publication contract has been received and approved, and that the doctoral candidate has the permissions to republish the articles in question. Only articles for which permission to republish has been obtained are deposited in the Lauda repository.

Once the dissertation has been deposited in the Lauda repository, the library will notify Communications and External Relations about this, after which Communications and External Relations will publish a link to the dissertation deposited in Lauda in the news section about upcoming dissertations on the website of the university.

For further information, please contact research.library (at) ulapland.fi

Print copies of an electronic dissertation for the public defence and for archival purposes

The university printing centre prints the necessary copies of electronic dissertations for the public defence and for archival purposes. No separate ISBN and serial numbers are needed for these copies.

The Graduate School delivers the finalized dissertation with a completed layout, along with the cover design files, to the university printing centre and checks the print quality. The copies of an electronic dissertation for the public defence and for archival purposes include all articles – even those for which permission to republish has been obtained.

The Graduate School delivers the print copies of the dissertation to the faculty to be distributed as follows:

  • for the opponent (if there are two opponents, one copy for each)
  • for the custos
  • for the doctoral candidate
  • for both pre-examiners
  • for the university archive
  • for the faculty
  • for the administration of the university

The administration of the university lays its copy to the university main hall 10 days prior to the public defence.

The print copies are not regarded as an independent publication, that would have separate ISBN number and serial numbers. Therefore the text on the title page informs that the printed copy is a printout and the ISBN number and the serial information are removed from the title page and the copyright page.

The library does not take printed copies of an electronic dissertation into the collections but the electronic dissertation is available via the library catalog as well as via many other systems.

Printing and distribution of a dissertation published in print format on the faculty’s decision

On the faculty’s decision, a doctoral dissertation may be published in print format if there is a clearly stated reason why the work cannot be published in electronic format. The faculty makes the decision on publishing the dissertation in print format upon granting permission to defend the doctoral dissertation.

The doctoral candidate is responsible for arranging the printing of the dissertation if the dissertation is published in print format by the University of Lapland (in the Acta Universitatis Lapponiensis series).

The doctoral candidate will receive the finalized manuscript with a completed layout as well as the cover design file from the Graduate School. Or, if the doctoral candidate has used an external designer to create the cover design, the candidate will receive the cover design file directly from the designer.

In case of printed artistic dissertations the doctoral candidate should negotiate with the Graduate School about the possible special arrangements of the layout and printing process.

The doctoral candidate delivers 9 print copies (or, if there are two opponents, 10 copies) of the dissertation to the Faculty Office at the latest two weeks prior to the public defence of the dissertation and the faculty distributes them as follows:  

  • for the opponent
  • for the custos
  • for the doctoral candidate
  • for both pre-examiners
  • for the university archive
  • for the faculty
  • to the library to be entered in the library catalog and collections
  • for the administration of the university

The administration of the university lays its copy to the university main hall 10 days prior to the public defence.

In addition, the printing house is responsible for delivering six copies of the dissertation to the National Library of Finland (Act 28.12.2007/1433)  

The university does not sell, market, distribute or store print dissertations. The doctoral candidate is responsible for the distribution of copies of the dissertation other than the above mentioned copies for the public defence, for archival purposes and the deposit copies. If the faculty or a unit of the university pays the printing costs in full or in part, the distribution procedure must be agreed on with the faculty or the unit in question.

Publishing the dissertation by an external publisher

If the dissertation is published by an external publisher, the publisher in question is generally responsible for the layout process, cover design, title page and the copyright page. The publisher also assigns an ISBN number and possible serial numbers to the dissertation.

Information sheet on the public defence of a dissertation (loose leaf)

If the publisher of the dissertation is other than the University of Lapland, it is not usually mentioned on the title page of the book that the work is a doctoral dissertation. In this case, a loose leaf indicating that the work is an academic dissertation to be publicly defended with the permission of a faculty at the university of Lapland on a given date and time is inserted in the print publication before the title page.

Distribution

Nine (or, if there are two opponents, ten) copies of a doctoral dissertation published by an external publisher should be delivered to the faculty at the latest two weeks prior to the public defence of the dissertation. The responsibility for other distribution lies with the publisher.

Cover sheets for the articles