Publish in BTH Lic/Diss series

Publishing dissertations

Publishing licentiate and doctoral dissertations at BTH

 

Note: Due to problems with the covers, a different paper will be used from June 2022.

 

Licentiate and doctoral dissertations at Blekinge Institute of Technology are published in two separate series:

  • Blekinge Institute of Technology doctoral dissertation series
    ISSN 1653-2090
  • Blekinge Institute of Technology licentiate dissertation series
    ISSN 1650-2140

These series are administered by the Library:

Contact:

Anette Pettersson  
anette.pettersson@bth.se

tel. 0455 -38 51 19

Josefin Andersson
josefin.andersson@bth.se
tel. 0455 – 38 51 09

Process description

 

 

  • You should start the process with step 1 at least 4 weeks prior to delivery date. This is so that the printing office will be able to deliver on time. Within this time frame a proof copy will also be delivered. Also remember that the thesis should be available in print three weeks before the defense.
  • Please note that it is the doctoral student’s responsibility to follow the steps in the process. The library is involved mainly in the first steps regarding the cover and fly leaves.
  • Contact Exakta printing office: bth.bestallning@exakta.se
  • See also the headline “To consider” above.

1.

Order through Visma Proceedo.

Log in to Visma Proceedo via the link on Inside. Click on “Inköp” and write “thesis” in the search box. Fill in the form. The following information should be noted in Visma Proceedo: Dates for delivery and defence, third-cycle subject area, title (subtitle), author, department, number of pages in B5 format, colour pages, number of copies, cost.

See the headline “Prices” on this page to calculate an approximate price for printing your thesis. Remember to add 17 mandatory and library copies.

For doctoral theses, a “spikblad” should also be prepared.

Also create a record in DiVA, see instructions. DiVA will generate a URN number which will be printed in the fly leaves.

After you registered the order in Proceedo, and created a record in DiVA, send an email to both addresses below, and we will start preparing the order to the printers while waiting for approval from the head of department.

anette.pettersson@bth.se

josefin.andersson@bth.se

If you have questions, contact:

anette.pettersson@bth.se

2.

Library personnel checks the information received and gives a serial number and ISBN for the thesis. Checking of the information includes:

– spelling
– that the abstract does not contain more than 460 words
– correctness of information from point 1

3.

Library personnel submits the information (from point 1 and point 2) to the printing office (a copy of the e-mail is sent to the PhD student).

4.

When the printing office has received the information they prepare:
– a PDF version of the cover and fly leaves.

The printing office sends these documents by e-mail to the PhD student and to the library personnel for approval.

5.

The PhD student sends an OK mail to the printers when the cover and fly leaves are approved.

6.

The PhD student formats the Word file according to the measurements of the thesis (B5-Kuvert, 176×250 mm). Convert it into PDF format.

The PhD student then sends the approved and proof-read content of the thesis in PDF format to the printers in good time prior to the delivery of the printed copies. Send the file to bth.bestallning@exakta.se  with a copy to anette.pettersson@bth.se .

7.
The printers send a proof copy of the thesis to the PhD student.

The cover of the proof is printed on a different paper than the final version, therefore the colours may differ from the final version.

N. B.: See step 8.

8.

The PhD student sends an OK e-mail to the printers when the proof is approved (or with the corrections required). The PhD student can send a new, corrected file (with minor changes).

– Important note: the changes should not include large editorial changes, only the changes related to errors in the printing process.

To avoid any delays, reply to the printers as soon as possible: bth.bestallning@exakta.se .

9.

The printing office delivers copies of the thesis to the PhD student and to the library.

N.B.! Mail delivered to Lumavägen will be distributed at BTH the following week day.

The final file, including the cover, is sent by the printers to the library personnel who will be publish it in DiVA so that the thesis is accessible in both printed and digital versions at the time of “spikning” 3 weeks prior to the defence day.

 

Time

Between step 1 and 3: 3 working days
Between step 3 and 4: 3 working days
Between step 6 and 7 (proof-read copy) : 1 week
Between step 8 and 9 (all copies) : 2 weeks, or according to the agreement between the PhD student and the printer office

Comprehensive summary theses

When science publishers own the copyright they generally allow you to include articles in a printed PhD thesis if it is produced in a limited number of copies. But for the digital version, the same generous rules sometimes do not apply. Therefore, you must always be careful to check what can be included or not in the digital version of the dissertation.

In order to comply with the rules you need to check the copyright agreement that you signed when your article was accepted. What is the journal policy for including the article in a thesis? If you cannot find any guiding principles in the contract you might need to contact the journal or the publisher. We have listed a few publisher policies below.

If publishers allow you to include the full text of the article in the thesis they usually also require you to publish a notice including a special copyright phrase and often also a DOI-link to the original paper.

No matter if you have been able to get a permission to publish or not, you need to enter bibliographic records of each of the articles into the BTH DiVA portal and then link these to the thesis. Instructions can be found here.

Always start by entering the bibliographic article records in DiVA and then you create the thesis record and link the articles to it.

In the DiVA records full-text of the articles can be included depending on publisher open access policies. Use the Sherpa/Romeo resource to explore this.

If in doubt, contact the library!

Below are some publishers where we have found policies on reusing articles in author theses:

IEEE

Link to the IEEE Policy

Elsevier

Link to the Elsevier policy

Taylor & Francis

Link to the Taylor & Francis policy

SAGE

Link to the SAGE policy

Wiley

Link to the Wiley policy

ACM

Link to the ACM policy

Springer

Link to the Springer policy

 

Prices

Prices according to our agreement with Exakta:

Cover: 18:- per piece
Black-and-white page: 0,75:- per piece
Colour page: 1,50:- per piece
Adhesive binding: 25:- per piece
Starting cost: 2000:-

Prepress: 800:-/hour

Use this Excel-file to calculate an approximate price.
Divide this sum by the number of copies to get the cost per piece.

Add 17 copies for the library and the legal deposit. 

 

Contact at the printing office

Exakta, Malmö

bth.bestallning@exakta.se

"Spikblad"

Printed “spikblad” (applies only to doctoral dissertations)

A “spikblad” is a notification of submission of a doctoral thesis.

A printed “spikblad” should be included in doctoral dissertations. It should contain the following information:

  • Author’s name and department
  • Dissertation title
  • Time and place for the disputation
  • External reviewer’s name, title and university
  • Information about supervisor and examining board
  • Abstract
  • Keywords
  • The logotype of BTH

Below you will find a “spikblad” example in A5 format, which can be used as a template. The information above should be included, but apart from this, the “spikblad” may be designed according to the phD student’s preferences.

The “spikblad” should be included in all the copies of the doctoral dissertation.

Spikblad (Word file)

Save the file in pdf format before you send it to the printing office.

Digital “spikblad” (applies to all dissertations – licentiate and doctoral)

The Communications office will post information about the public defence on the BTH web site and on Inside.

To consider

The cost for the library and mandatory copies will be included in your invoice.

Library copies

The printers send 10 copies of the dissertation to the library. Some of those copies are kept by the BTH library, and the rest are distributed to some Swedish university libraries. These copies will be included in the invoice.

Mandatory copies

7 copies of the thesis will also be added to your order according to the Statutory Deposit of Copies Act (pliktexemplarlagen). These copies will be included in the invoice. The printing office is responsible for sending these copies directly to the university libraries of Lund, Stockholm, Uppsala, Linköping, Umeå, Göteborg, and the National Library of Sweden.

The insert

Please note that each author and department draw up their own structure for the insert: preface, table of contents, font, etc. Therefore there is no template for the insert. The size of the printed dissertation is 176×250 mm (B5).

Convert the insert into a PDF file and send it to the printing office.

If possible try to avoid odd fonts.  Make sure that all your fonts are embedded by using Adobe Preflight, which is a resource in the Acrobat Pro program. We have noted that sometimes there have been problems creating PDF-files from LaTeX and especially figures made in Python. The fonts in such figures are not available in our systems and does not automatically embed. In such cases you must download the fonts and embed them in every figure using Acrobat Pro.

Cover and fly leaves are fixed, and are made by the printing office. See examples under Covers and fly leaves,

Publishing in DiVA

The PhD-student enters bibliographic information about the dissertation in to DiVA in the beginning of the printing process, and adds the full text file, when it is ready, not later than three weeks before the public defence.

Publish thesis in DIVA

The final version of the dissertation will be published as soon as the library receives it from the printer’s (if it is in accordance with the copyright regulations).

Read this before creating a DiVA thesis record:

Skip fields you cannot yet fill in, they can be completed later. The library will add ISBN and serial number. Add the thesis file, if it is ready.

First check if any papers already exists as records in DiVA. If not, create a new entry for each missing paper that is part of your thesis. Then create an entry for the thesis itself.

At least three weeks before the public defence a printed and digital version of the dissertation must be published. Both versions should be identical as far as possible. If there is a wish to use the publisher version of an article in the dissertation, the publishers copyright policy must be applied. If copyright makes it impossible to use the publisher´s version of the article, pre-printed versions of the item (s) concerned should be used in both the printed and the digital version of the dissertation. If the pre-print version can´t be used, the author must offer to provide these articles, in the DiVA record of the dissertation, via email request. If the digital version of the dissertation does not contain all the articles due to copyright reasons, the author is responsible for making changes and publishing the file in DiVA.

Science publishers, if they own the copyright, generally allows you to include articles in a printed PhD thesis if it is produced in a limited number of copies. But for the digital version, the same generous rules sometimes do not apply. Therefore, authors must always be extra careful to check what can be included or not in the digital version of the dissertation.

What are the rules for digital publication of articles included in a comprehensive summary theses?

Covers and fly leaves

Note: Due to problems with the covers, a different paper will be used from June 2022.

Cover for licentiate dissertations

Cover for doctoral dissertations

Fly leaves for licentiate dissertations

Fly leaves for doctoral dissertations

The printing office will make the cover and the fly leaves.