Publishing the dissertation and communications

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To ensure the visibility, impact and open accessibility of doctoral dissertations completed at the University of Helsinki, they are published in the E-thesis service and stored in the digital repository HELDA. In addition to digital publishing, approximately 20 printed copies must be ordered of each dissertation, to be distributed, among others, to the National Library of Finland and the Helsinki University Library.

This page provides instructions on the printing, publication and distribution of doctoral dissertations, as well as on communications related to public examinations.

Abstracts, title page and ISBN identifier

Abstracts

All doctoral dissertations must include an English-language scientific abstract of approximately one to two pages. For dissertations written in another language, an abstract in that language can be written in addition to the English-language abstract. The abstract(s) are to succeed the title page and precede the table of contents of the dissertation.

In addition to the abstract included in the dissertation, all doctoral candidates must write a Finnish- or Swedish-language abstract aimed at the general public for communications purposes. The recommended maximum length of this abstract is 2,400 characters (approx. one page).

The abstracts must be submitted to the E-thesis service when completing the dissertation form.

ISBN identifier

You need a separate ISBN identifier for both the printed and electronic versions of the dissertation. Unless you are publishing the dissertation in a journal that provides an ISBN identifier for you, you must request the identifiers yourself. Applications for ISBN identifiers are submitted to the Finnish ISBN Agency with an online form.

In the Faculties in Viikki Campus you must always request the identifiers yourself. If you are publishing your dissertation in a journal/series, please contact the publisher directly.

Title page

The title page of the doctoral dissertation is written in the language of the dissertation, containing at least the following details:

  • The Faculty which granted permission for public defence
  • Title of the dissertation
  • Author’s name
  • The following sentence in the language of the dissertation (with the relevant details on the faculty, examination venue and date amended):

Finnish: Akateeminen väitöskirja, joka Helsingin yliopiston xxxx tiedekunnan suostumuksella esitetään julkisesti tarkastettavaksi auditoriumissa XII, yliopiston päärakennus, perjantaina 24. syyskuuta 2019 klo 12.

Swedish: Akademisk avhandling som med tillstånd av xxxx fakulteten vid Helsingfors universitet framlägges till offentlig granskning i auditorium XII, universitetets huvudbyggnad, fredagen den 24 september 2019 kl.

English: Doctoral dissertation, to be presented for public examination with the permission of the Faculty of Xxxx of the University of Helsinki, in Auditorium XII, University Main Building, on the 24th of September, 2019 at 12 o’clock.

If the title page cannot be included in the dissertation (e.g., in the case of commercial publications), the details stated above must appear on a loose leaf to be added between the printed dissertation in place of the title page.

The page succeeding the title page may include the following information:
(compulsory at the Faculty of Medicine)

  • Research location (for example, at the Faculty of Medicine, the clinic where work related to the dissertation was completed)
  • Doctoral programme
  • Printing house
  • Printing location
  • Printing year
  • ISBN identifier
  • Dissertation supervisors
  • Names of the assessors (preliminary examiners and opponent)

The following sentence: "The Faculty of Xxxx uses the Urkund system (plagiarism recognition) to examine all doctoral dissertations."

Electronic publishing and communications

All doctoral candidates defending their doctoral dissertation at the University of Helsinki must complete the dissertation form available on the E-thesis website no less than three weeks before the public examination. Details on the public examination and the dissertation are requested on the form, which will be submitted simultaneously to the University’s Communications unit and the E-thesis service. This way, the information will also be included in the University’s events calendar.

The dissertation form will also be used to store the abstracts to be published on the E-thesis website.

In addition to the information entered in the dissertation form and the abstracts, the dissertation in PDF format and a signed publishing agreement form must be submitted to E-thesis. If you are having your doctoral dissertation printed by Unigrafia, they will submit the file to E-thesis.

As rule, only the summarising report of article-based dissertations are published in E-thesis because of copyright issues. However, if the publisher allows it, the University recommends also open access depositing (self-archiving) the articles to the University's research portal. More information on self-archiving is available on the University Library's website. The library staff offers guidance for open access depositing and, when needed, can take care of the depositing on your behalf.

Detailed instructions on electronic publishing are available on the E-thesis website.

If you believe the topic of your doctoral dissertation may be of interest to the media and the general public, please contact the communications services of your campus well in advance. Describe briefly your dissertation topic (highlight the perspectives of general interest) and also the time of the public examination, if already agreed upon. Communications will choose topics for wider release based on how interesting they are and how busy the unit is, and will help you find the appropriate communication channels. For more information and contact information for the communications services, please see the instructions related to Publicizing the event.

Special exemption from the electronic publication

For well-grounded reasons, doctoral candidates may apply for a special exemption from publishing their doctoral dissertation electronically. If negotiations on publishing the dissertation are ongoing with a publisher and if the publisher has stated that open digital publishing makes commercial publication non-viable, faculties may, at their discretion, grant doctoral candidates permission to not publish their dissertation digitally. Such special exemptions must be applied for well in advance, preferably no later than after receiving the preliminary examiners’ statements and when permission for a public defence is about to be granted. Doctoral candidates who have been granted such an exemption are not entitled to a grant awarded by the University to cover the printing costs. The doctoral student services of the relevant faculty will notify E-thesis and Unigrafia of granted exemptions.

In special circumstances, an embargo can be applied instead of the exemption for the open publication of either the entire doctoral dissertation or one of its sections. Embargoes can be considered, for example, in the case of an article included in a doctoral dissertation submitted for publication in a journal. Further information can be obtained from the doctoral student services of your home faculty. Embargoes do not constitute an impediment to receiving a printing grant from the University.

Please note that special exemption should only be applied for if absolutely necessary. Doctoral dissertations can also later be removed from the University’s digital repository if commercial publication becomes topical after the public examination. Open access to doctoral dissertations also benefits doctoral candidates.

Printing grants

If you have made arrangements to have Unigrafia print your doctoral dissertation and have not applied for a special exemption from the open digital publication of your dissertation, you are entitled to a grant awarded by the University for covering the printing costs, provided you have been granted permission for a public defence.

The printing grant covers costs accrued from printing the dissertation, up to a maximum of €250. You need not separately apply for the grant, but Unigrafia will invoice the printing costs directly to the University up to €250. Costs exceeding the limit must be covered by the doctoral candidate.

The printing grant covers a black-and-white edition of 20 copies (colour coverpage included). Unigrafia’s instructions for ordering a printing of a dissertation and further details on pricing are available on the Unigrafia website.

Please note that if you also order the layout (formatting) of the thesis from Unigrafia, Unigrafia will charge you for this separately. The University printing grant does not cover layout costs. If you want, you can also prepare the layout yourself. The Unigrafia layout template below can be used as a an aid if needed.

Dissertations can also be printed at printing houses other than the one specified by the University, but in these cases doctoral candidates are not entitled to the printing grant awarded by the University. If you intend to have a larger than usual edition printed of your dissertation or you need many colour pictures or similar features, please find out whether it would be cheaper to have the dissertation printed elsewhere.

Distribution of printed copies

In addition to digital publication, doctoral dissertations must always be printed, and the printed copies must be made publicly available before the public examination. Doctoral candidates are required to provide no more than 20 printed copies of the dissertation. Those writing an article-based dissertation should note that while the digital publication can consist only of the summarizing article, the printed copies must always also include the articles used in the dissertation.

Candidates must submit the printed copies no later than five weekdays before the public examination for public display to the following parties:

  • Members of the grading committee (3–5 copies): opponent(s), custos and faculty representative(s)
  • University Main Building (1 copy, known as the display copy):
    Senior porter
    University of Helsinki Main Building
    PO Box 3 (Fabianinkatu 33)
    00014 University of Helsinki
  • National Library of Finland (6+1 copies):
    National Library of Finland/acquisitions
    PO Box 15
    00014 University of Helsinki
  • Helsinki University Library (1 copy):
    Helsinki University Library
    Kaisa House/Dissertations
    PO Box 53 (Fabianinkatu 30)
    00014 University of Helsinki
  • Doctoral candidate’s home faculty (the remaining copies from the 20-copy print run)
    Instructions for distributing the faculty copies are available further below.

The day of the examination is not counted as a part of the 5-day public display period. The dissertation must be on public display for full 5 weekdays before the examination. If the examination is held e.g. on a Saturday, the printed copies must have been distributed by the Friday of the previous week at the latest.

Doctoral candidates are personally responsible for the distribution of printed copies. The University’s internal mail is available for distribution within the University (please use separate packages for each recipient, write the addresses on the packages and deliver them to the porter closest to you).

If Unigrafia is printing your dissertation, they will deliver the display copy to the Main Building and the copies for the National Library of Finland. Distributing the rest of the copies is your responsibility.

If you are having your dissertation printed by another printing house, they will submit six copies known as legal deposits to the National Library of Finland. Distributing the rest of the copies is your responsibility.

The number and distribution of dissertations to be distributed in printed form remains the same regardless of whether doctoral candidates publish their dissertations in the University’s open digital repository.

Please note that if you order other services from Unigrafia in addition to printing the dissertation (such as dissertation folders for the custos and opponent), you are responsible for the costs. Ordering such services is entirely voluntary.

It is customary to include an inscription in the dissertation copies submitted to supervisors and colleagues. This personal inscription should be written on a separate card tucked between the dissertation.

Distributing the faculty copies

Faculty of Agriculture and Forestry

Submit one copy of the printed dissertation to the Faculty’s doctoral student services and another copy to the director or responsible teacher of your doctoral school. The remaining copies are to be distributed to the preliminary examiners, supervisors and colleagues.

Faculty of Arts

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. The remaining copies are to be distributed to the preliminary examiners, supervisors and colleagues. If you have been granted a special exemption regarding the electronic publication of your dissertation, please submit, in addition to the printed copy, the entire dissertation as a single PDF file to the Faculty’s doctoral student services (including articles, if any, in their publication layout). The PDF file is required for the Faculty Council members who will decide on the grade, and it will not be publicly distributed. The file should be sent using the Funet FileSender service.

Faculty of Biological and Environmental Sciences

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. If you belong to the Doctoral School in Environmental, Food and Biological Sciences, please submit an additional copy to the director or responsible teacher of the school. The remaining copies are to be distributed to the preliminary examiners, supervisors and colleagues.

Faculty of Educational Sciences

Submit one copy of the printed dissertation to portier of Minerva-building (P.O.box 9, Siltavuorenpenger 5A), one copy to the Faculty’s doctoral student services (Salla Keski-Saari) and another copy to the Dean. The remaining copies are to be distributed to the preliminary examiners, supervisors and colleagues.

Faculty of Law

Submit three copies of the printed dissertation to the Faculty’s doctoral student services. The remaining copies are usually distributed to the responsible teacher of the doctoral candidate’s major subject, the supervisors and colleagues, or, for example, the preliminary examiners. If you have been granted a special exemption regarding the electronic publication of your dissertation, please submit, in addition to the printed copy, the entire dissertation as a single PDF file to the Faculty’s doctoral student services (including articles, if any, in their publication layout). The PDF file is required for the Faculty Council members who will decide on the grade, and it will not be publicly distributed. The file should be sent using the Funet FileSender service.

Faculty of Medicine

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. Also submit one copy for each of your supervisors. Any remaining copies will be made available at the public examination.

Faculty of Pharmacy

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. The remaining copies are to be distributed to the preliminary examiners, supervisors and colleagues.

Faculty of Science

Submit one copy of the printed dissertation to the Faculty’s dean. The remaining copies are usually distributed to the supervisors, professors in charge of the discipline and others who have contributed to the dissertation. Any leftover copies of dissertations are usually returned to the doctoral candidate by internal mail.

Faculty of Social Sciences

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. Any remaining copies are to be distributed, at the doctoral candidate’s discretion, to the preliminary examiners, supervisors and professors in charge of the discipline. If you have been granted a special exemption regarding the electronic publication of your dissertation, please submit, in addition to the printed copy, the entire dissertation as a single PDF file to the Faculty’s doctoral student services (including articles, if any, in their publication layout). The PDF file is required for the Faculty Council members who will decide on the grade, and it will not be publicly distributed. The file should be sent using the Funet FileSender service.

Faculty of Theology

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. Check with your supervisors whether your discipline is accustomed to distributing any remaining printed copies, for example, among its teaching staff. If you have been granted a special exemption regarding the electronic publication of your dissertation, please submit, in addition to the printed copy, the entire dissertation as a single PDF file to the Faculty’s doctoral student services (including articles, if any, in their publication layout). The PDF file is required for the Faculty Council members who will decide on the grade, and it will not be publicly distributed. The file should be sent using the Funet FileSender service.

Faculty of Veterinary Medicine

Submit one copy of the printed dissertation to the Faculty’s doctoral student services. If you belong to the Doctoral School in Environmental, Food and Biological Sciences, please submit and additional copy to the director or responsible teacher of the school. The remaining copies can be freely distributed.