Publish in BTH Lic/Diss series

Publishing dissertations

Publishing licentiate and doctoral dissertations at BTH

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.

Process description

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?

 

1.

Send the following information to both these e-mail addresses:

anette.pettersson@bth.se

peter.linde@bth.se

This information is needed to prepare the cover and the fly leaves (i.e. the first two leaves), and should be provided to the library at least 4 weeks prior to the final delivery of the printed copies of the dissertation:

  • Date for when your dissertation needs to be delivered in print (should be at least three weeks before the public defence)
  • Date for your public defence
  • Type of dissertation (Licentiate or Doctoral)
  • Third-cycle subject area (forskarutbildningsämne), in English
  • Title
  • Subtitle (if any)
  • Author
  • Department (the name in English)
  • Total number of pages of the insert in B5 format (this is important for the printers to be able to prepare the cover)
  • Colour pages: state which pages that are in colour (the page number of the pdf, not the number printed on the page).  Please note: the colour pages of the file will be in colour also in the printed version (unless you choose to print the entire thesis in black-and-white). If your thesis contains colour pages which you do not want printed in colour, change them to black-and-white before you send the file to the printing office. If the entire thesis can be printed in black-and-white you do not need to make any changes.
  • Number of copies you want to print (library copies and “pliktexemplar” not included)
  • Abstract (max 460 words, the length is dictated by the layout on the back cover)
  • If additional logotypes are needed (for back), contact the printing office
  • Cost centre (kostnadsställe). Number for the organizational unit (organisatorisk enhet) financing your dissertation (use the link below to see a list)
  • Delivery address (Karlskrona or Karlshamn)
  • “Spikblad” (doctoral theses only). If you are ready to print the “spikblad”, attach this information (read more in “Spikblad”).

Cost centres (login to Inside)

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

The printing office sends these documents to the PhD student (and a copy of the e-mail 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 .

  1. 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. Please reply to the printers as soon as possible, so that the printing process is not delayed, 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).

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

9.

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

N.B.! From October 2018 mail is delivered to BTH only in the morning. This means that mail delivered to Lumavägen during the day will be delivered to BTH the next week day.

 

The digital version of the thesis is published in DiVA, so that it will be accessible at the time of “spikning” 3 weeks prior to the disputation/seminar.

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

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

New digital BTH doctoral- and licentiate theses will no longer automatically contain the full text versions of the enclosed articles. This is due to copyright reasons.

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.

In order to comply 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. Several publishers allow reuse of author’s previously published article in author’s thesis. But the variations among policies are wide and it is not easy to understand what applies to printed versions contra digital versions of the theses. We have listed a few publisher policies below. If in doubt always contact the library.

If publishers allow you to include the full text of the article in the thesis they also usually 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. This is of course extra important if you can´t include the full text articles in the thesis. Instructions are found at the library website.

Always start by entering the bibliographic article records in DiVA and then you create the thesis record and link the article 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 policy

If you are using the entire IEEE copyright owned article, the following IEEE copyright/ credit notice should be placed prominently in the references: © [year of original publication] IEEE.

Reprinted, with permission, from [author names, paper title, IEEE publication title, and month/year of publication]

Only the accepted version of an IEEE copyrighted paper can be used when posting the paper or your thesis on-line.

In placing the thesis on the author’s university website, please display the following message in a prominent place on the website: In reference to IEEE copyrighted material which is used with permission in this thesis, the IEEE does not endorse any of [university/educational entity’s name goes here]’s products or services. Internal or personal use of this material is permitted.

American Institute of Physics – AIP policy

AIP permits authors to include their published articles in a thesis or dissertation. It is understood that the thesis or dissertation may be published in print and/or electronic form and offered for sale, as well as included in a university’s repository. Formal permission from AIP is not needed. If the university requires written permission, however, we are happy to supply it.

Elsevier policy

Theses and dissertations which contain embedded PJAs (Published Journal Article) as part of the formal submission can be posted publicly by the awarding institution with DOI links back to the formal publications on ScienceDirect.

Taylor & Francis policy

We encourage you to:

  • Share your work
    Make printed copies of your article to use for lecture or classroom purposes.
  • Include your article in a thesis or dissertation.
  • Present your article at a meeting or conference and distribute printed copies of the article.
  • Republish the article (making sure you cite the original article).
  • Adapt and expand your published journal article to make it suitable for your thesis or dissertation.

SAGE policy

No sooner than twelve (12) months after publication of the Contribution in the print format of the Journal, to post an electronic copy of a Contributor-created version of all or part of the Contribution and abstract as accepted for publication by the Journal (i.e., updated to include all changes made during the peer-review and editing process), on Contributor’s own personal web site and on Contributor’s employer’s web site or repository, provided that such electronic copy includes a hyperlink to the published version of the Contribution on the SAGE Journals Online website together with the following text: ”The final, definitive version is available at http://online.sagepub.com/ “. Contributor is not permitted to post the SAGE PDF version of the published Contribution on any web site or repository.

Wiley policy

Reuse in a Dissertation/Thesis: A dissertation/thesis license authorizes an advanced degree candidate to reproduce portions of the content in his/her doctoral thesis or dissertation. For full article/chapter content, please contact publisher directly to obtain approval. If your license is for use in a thesis or dissertation, your thesis may be submitted to your institution in either print or electronic format. If your thesis, or dissertation, is to be published commercially, then you must reapply for permission. If you are an author of the article/chapter wishing to reuse the content in full, please refer to your Author Licensing Agreement for an explanation of your retained author rights.

ACM policy

Owner shall have the right to do the following:

(i) Reuse any portion of the Work, without fee, in any future works written or edited by the Author, including books, lectures and presentations in any and all media.

(iii) Post the Accepted Version of the Work on (1) the Author’s home page, (2) the Owner’s institutional repository, or (3) any repository legally mandated by an agency funding the research on which the Work is based.

(a) In connection with any use by the Owner of the Definitive Version, Owner shall include the ACM citation and ACM Digital Object Identifier.

(b) In connection with any use by the Owner of the Submitted Version (if accepted) or the Accepted Version or a Minor Revision, Owner shall use best efforts to display the ACM citation, along with a statement substantially similar to the following:

© [Owner] [Year]. This is the author’s version of the work. It is posted here for your personal use. Not for redistribution. The definitive version was published in {Source Publication}, http://dx.doi.org/10.1145/{number}.

Springer policy

Springer – The author retains the right to use his/her article for his/her further scientific career by including the final published journal article in other publications such as dissertations and postdoctoral qualifications provided acknowledgement is given to the original source of publication. The author is requested to use the appropriate DOI for the article.

Prices

Prices according to our agreement with Exakta:

Cover: 7:-/apiece
Black-and-white page: 0,25:-/apiece
Colour page: 0,65:-/apiece
Adhesive binding: 7 :- /apiece
Starting cost: 1295:-

Prepress: 800:-/hour

Use this Excel-fil to calculate an approximate price.

 

Contact at the printing office

Exakta, Malmö

bth.bestallning@exakta.se

"Spikblad"

Printed “spikblad” – applies only to doctoral dissertations

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
  • Faculty opponent’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 as a pdf 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 “plikt” copies will be included in your invoice.

Library copies

The printers send 12 copies of the dissertation to the library. Some of those copies are kept by the BTH library, and the rest are distributed to other Swedish university libraries. The Library registers the dissertation in the national library catalogue LIBRIS.

“Pliktexemplar”

7 copies of the thesis will also be added to your order according to the Statutory Deposit of Copies Act (pliktexemplarlagen). These copies will also 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,

E-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.

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).