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Publishing a dissertaton in the University of Lapland

General guidelines for publishing doctoral dissertations

If a doctoral dissertation is potentially of wide public interest, it is worth exploring the possibilities of publishing it in book form by a Finnish science publisher. When deciding on a publisher, attention should be paid to the publisher’s target audience and publishing profile: Which publisher is the best match with the field of science of the dissertation? Which is the best publisher to reach the people interested in the subject? See instructions.

Doctoral dissertations completed at the University of Lapland are primarily published in an electronic, open-access online format in the Acta electronica Universitatis Lapponiensis series if the publisher is the University of Lapland. The publishing platform is the Lauda repository (the institutional repository of the University of Lapland). Publishing a dissertation in an electronic format is free of charge to the doctoral candidate. Should the doctoral candidate wish to have the dissertation published in print format, this will be at the candidate’s own expense. See instructions.

On the faculty’s decision, a doctoral dissertation can be published in print format in the Acta Universitatis Lapponiensis series. In this case, the faculty will make a separate decision on the printing costs.

On the faculty’s decision, 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 – if so agreed with the Arctic Centre. University of Lapland’s Arctic Centre publications are released primarily in electronic format. Should the doctoral candidate wish to publish the dissertation in print format, this must be agreed separately with the publisher. The Arctic Centre does not sell or distribute print publications.

Contact persons in the faculties and in the Arctic Centre:

  • Faculty of Education – Head of Study Affairs
  • Faculty of Law – Administrative Manager
  • Faculty of Art and Design – Administrative Manager
  • Faculty of Social Sciences – Administrative Manager
  • Arctic Centre – Administrative Manager

Publication process

Doctoral candidates should schedule at least two months for the publication process. However, this schedule applies only when the standard cover and spine format is used. If the dissertation is published by an external publisher (i.e. a publisher other than the University of Lapland), the publication schedule must be agreed separately and well in advance with the publisher to ensure the timely submission of the publication to the faculty at the latest 10 days prior to the date of the public defence of the dissertation.

1. The faculty grants permission to defend the doctoral dissertation and sets the date of the public defence of the dissertation 

After the pre-examination stage, the Faculty Council grants the doctoral candidate permission to defend the dissertation, sets the date of the public defence of the dissertation, and decides on publishing the dissertation in the Acta electronica Universitatis Lapponiensis series or in the Acta Universitatis Lapponiensis series. If the dissertation is published by an external publisher or in one of the Arctic Centre publication series, the Faculty Council enters the information in the records concerning the publication of the dissertation.

2. The doctoral candidate contacts the Graduate School of the University of Lapland to agree on the schedule for the page layout and design process

Dissertations are to be submitted to the layout artist at the latest 7 weeks prior to the defence of the dissertation. The Graduate School will contact the layout artist to set a schedule for the work as agreed with the doctoral candidate. To ensure timely arrangement of the layout process, the doctoral candidate should contact the Graduate School well in advance by email at dissertations (at) ulapland.fi.

Should the doctoral candidate wish to have print copies of the dissertation made at their own cost, the Graduate School must be notified of this when agreeing on the schedule for submitting the manuscript. At the same time the doctoral candidate shall give the invoicing address for the extra copies.

3. The doctoral candidate prepares the manuscript for the layout process

The dissertation manuscript should be formatted and checked according to the guidelines presented here. The manuscript has to be ready for publishing when submitted to the Graduate School, the text shall not be changed during the layout process anymore.

At the beginning of the manuscript, texts for the title page and the copyright page are created, followed by a preface (or foreword), abstracts, and, if applicable, a list of tables, a list of figures or illustrations, and a list of abbreviations. The doctoral candidate shall order the ISBN number, series number and the permanent address him/herself and write them in proper places according to these instructions. The library provides further information on creating these pages: (research.library (at) ulapland.fi).

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 well in advance by contacting the Administrative Secretary of the Faculty of Art and Design.

Instructions for formatting the manuscript, creating the cover design and the pages at the beginning of the manuscript are available in the present guidelines.

4. The doctoral candidate submits the manuscript prepared for the layout process to the Graduate School

The doctoral candidate submits the finalized manuscript to the Graduate School as one .docx file (figures and images as separate PDF files). If the cover of the dissertation has been designed separately, it should be submitted as a separate file. The articles of an article-based dissertation are to be submitted as separate files (publisher’s PDF or final drafts according to the conditions of the original publishers). The PDF files of the articles must not be locked.

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.

5. The doctoral candidate enters into a publishing agreement of the dissertation with the publisher

The publishing agreement is entered into with the publisher. The Lapland University Consortium Library represents the University of Lapland as a publisher, and the publishing agreement is thus signed between the doctoral candidate and the Lapland University Consortium Library using the publishing agreement template designated for the purpose. The author of an article-based dissertation submits the publishing agreement and the documents granting permission to republish the articles in question, to the Lapland University Consortium Library.

6. The library deposits the dissertation in the Lauda repository and the University of Lapland Printing Centre makes the necessary copies

The Graduate School delivers the finalized dissertation file, with a completed layout, to the library and to the University of Lapland Printing Centre.

The library deposits the dissertation in the Lauda repository (the institutional repository of the University of Lapland) and enters it into the library catalog and LaCRIS. In case of article-based dissertations, only the articles for which permission to republish has been granted and presented will be entered in the repository.

The University Printing Centre prints the necessary copies of the doctoral dissertation for the public defence and for archival purposes, i.e. for the opponent, the doctoral candidate, the custos, the pre-examiners, the university archive, the faculty and the administration of the university, one copy for each.  The Graduate School delivers the copies to the faculty office. The administration of the university lays its copy to the university main hall 10 days prior to the public defence.

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.

In case of print dissertations, the doctoral candidate is responsible for arranging the printing and delivering the required number of copies of the dissertation to the faculty office.

7. The doctoral candidate drafts a dissertation press release and submits it to Communications and External Relations

Communications and External Relations of the University of Lapland is responsible for communicating information on upcoming dissertations. The doctoral candidate should draft a dissertation press release according to the instructions provided by Communications and External Relations and submit it to Communications and External relations at the latest 2 weeks prior to the public defence of the dissertation.

8. Public display of the doctoral dissertation 10 days prior to the public defence of the dissertation

On the website of the university, Communications and External Relations  maintains a section about the upcoming dissertations of the University of Lapland in which information on the public defence, a link to the dissertation, and the dissertation press release are published. The completed doctoral dissertation must be publicly available on the university website at the latest 10 days prior to the public defence.

A printed dissertation, as well as one printed copy of an electronic dissertation, is on display in the university main hall at the latest 10 days prior to the public defence of the dissertation .