Guidelines for E-dissertations
Dr. Jost Hindersmann
Electronic Information Services
Telephone: +49 541 969-4335
The obligation to publish your dissertation is fulfilled by delivering an electronic version and six printed copies. The doctoral degree regulations of the schools allow your dissertation to be published electronically. To do so, you must
- Sign on to the repOSitorium.
- Enter a bibliographic description of your dissertation, the so-called metadata record, into an online form.
- upload the electronic version (e-version) of your work to the server in two different formats.
- provide six printed copies of your dissertation (print version).
- fill out several forms and submit them with your signature.
- Please note the instructions for the cumulative e-dissertation.
Please note that a previous doctoral degree regulation may be valid for your procedure and in case of doubt inform yourself in your examination office or on its website.
Sign On to the repOSitorium
To enter your metadata and upload your dissertation, please sign on with your Osnabrück University user ID. To do so, please click on the menu item "My repOSitorium" via the tab "Sign on to". By default, your email address at Osnabrück University will be entered once you enter your user ID. If you are using a different email address, please click on the menu item “Edit Profile”, enter your current email address, and click on the button "Update Account". You can return to the home page via the menu item "My repOSitorium" in the left frame. You should then click the button "Begin a New Publication" and select the item "E-dissertations" of your school in the pulldown menu that opens up.
The metadata record is the bibliographic description of your dissertation (author, title, abstract, keywords, etc.). All fields marked with a red asterisk are required. You may freely choose your keywords. Please only enter one keyword per field. For other subject indexing systems (DDC, BK, etc.) please click on the link "Please Select Here", select the appropriate term from the list that appears in a new window, and enter that term into the form by clicking on it. Please always click through the subject indexing systems until you reach the lowest level. This level is indicated by the notepaper symbol. For DDC and BK, this is the second level. Please enter your abstract as plain text. Neither line breaks nor any typographical emphasis (superscript or subscript, italics, bold) are allowed.
The University Library needs your dissertation in two versions: in a presentation format (visible for everyone) and in a source format (visible only for administrators). Please prepare these two versions as follows: Compress the dissertation file that you prepared in Word, OpenOffice, LibreOffice, or TeX and save it in zip, tar, or tar.gz file format. For the file name of the compressed file, use this format: thesis_lastname_zip. You should also convert the dissertation that you have written as a Word or TeX file to a pdf file and save it under the name thesis_lastname.pdf. Special characters and umlauts must be spelled out in the file name. Please also note that you should use lowercase spelling. Example: A dissertation written by Kirsten Kämmerle should be uploaded as thesis_kaemmerle.pdf and as thesis_kaemmerle.zip. Security restrictions may not be activated in the pdf file (for example, password protection). All functions – and especially printing and copying – must be allowed. Please also check the document properties of the pdf file. In the pdf version, you should mark the section titles of your work as bookmarks, if possible, to make it easier to navigate in the text. Figures should be integrated into the document itself and should be in a format that can be read by common internet browsers (gif, jpg, or png). There are no restrictions regarding the size of the files that can be uploaded. After entering the metadata and uploading the files, it will be possible to once again check and, if necessary, correct your publication. You will also have the opportunity to print the metadata you have entered. You may use present print-out to the chair of your examination committee as evidence of the metadata for your publication. You may publish your work under a creative commons license. You must agree to the rules of procedure for electronic dissertations issued by the Senate of Osnabrück University and the license agreement of the repOSitorium.
In addition to the e-version, the doctoral degree regualtions require that six printed copies of your dissertation be delivered on archival-quality, wood-free, and acid-free paper (DIN/ISO 9706) in a permanent binding (i.e., an adhesive binding; no spiral or stapled bindings are allowed). These copies must exactly correspond page for page with the presentation file. The best way to make sure this happens is to first prepare the presentation file and then have this file printed out. The title page of your dissertation must contain at least the following information: author, title, standard phrase marking the work as a dissertation, Osnabrück University, school, year (see example). Please submit the printed copies to Dr. Jost Hindersmann or the University Publication Department of the University Library. Of the six copies, three remain in the Osnabrück University Library; the other three will be sent in accordance with the right to legal deposit to the Deutsche Nationalbibliothek (Frankfurt/M. and Leipzig) and the Gottfried Wilhelm Leibniz Bibliothek - Lower Saxony State Libary.
A contract will be concluded between the University Library and you as a doctoral candidate, the contents of which are determined by the rules of procedure approved by the Senate of Osnabrück University. Please submit two signed copies of the contract to Dr. Jost Hindersmann or the University Publication Department of the University Library. In the contract, please enter a current address where we can reach you. Since you are granting the University Library the non-exclusive right to electronically distribute your dissertation, you retain the right to also publish your dissertation with a publisher as long as the publisher does not require the e-version to be deleted.
Contract (pdf file)
Rules of Procedure (pdf file)
With this form, you affirm in lieu of an oath that the contents of the presentation format are identical with the format of the examination and that the information provided in the metadata record is correct. The examination format is the dissertation in the form that was accepted by the dissertation committee as a scholarly achievement in the sense of the doctoral degree regulations or approved with the agreement of the dean of the school as a revised version. If the presentation format contains changes from the examination format, these must be approved by the advisor and the dean. Please submit a signed copy of this declaration to Dr. Jost Hindersmann or the University Publication Department of the University Library.
Declaration (pdf file)
3. Letter from the Chair of the Dissertation Committee
The chair of the dissertation committee must confirm in writing to the director of the University Library that
- all requirements for the doctoral degree have been fulfilled in the respective school except for the delivery of the required copies
- electronic publication by the University Library is recognized as fulfilling the regulations regarding required copies of the respective doctoral degree regulations
- with its letter, the dissertation committee officially confirms the contents of the metadata record.
Model Letter (pdf file)
Notes Regarding Cumulative E-dissertation
If you would like to publish a cumulative e-dissertation, please note the special legal provisions that are compiled in the notes regarding cumulative e-dissertations.
After Uploading Your Dissertation
As soon as you have entered your metadata record and the e-version of your dissertation, and the print version, declaration, and letter from the chair of the dissertation committee have been provided to Dr. Jost Hindersmann or to the University Publication Department of the University Library, your work will be published. You will then be notified by email and receive the final confirmation of your concluded contract, as well as a confirmation of your submission, by mail.