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Questions & answers

Contents

Posting

What is electronic posting? Why should you do it?

Posting means that the PhD student publishes an abstract of his/her thesis together with information about the public defence. Posting is mandatory prior to the public defence of the thesis. Electronic posting means that the abstract will be published on the Internet on the University Posting Board. Also is required that 10 copies of the printed thesis is handed in at the caretaker’s office at Carolina Rediviva.

When should posting be done?

Posting must be done no later than three weeks before the day of the public defense. Since posting must be done during the period 16 August to 14 June, anyone defending a thesis earlier than 5 September of the autumn term must post it before 14 June during the preceding spring term. 

When is the information about the thesis and the public defence published?

The information about the thesis and the public defence is published as soon as the PhD student has posted his/hers thesis.

Can I proofread the abstract ("spikbladet")?

Yes, you will be able to proofreaf the abstract text.

What is required for posting?

The conditions for posting are first and foremost that the PhD student must have their thesis approved by the faculty and has booked a date for the public defence. Information about the thesis and the public defence  must be registered i DiVA. 10 printed copies of the thesis is also required when posting.

Do I have to post information both electronically and physically?

The Vice Chancellor of Uppsala University has ruled that only the electronic posting is mandatory. The traditional posting in the main University building may be performed if the PhD student so wishes, but it is no longer a requirement for the public defence.

During the time that the University building is closed for renovation, the traditional posting is done in the entrance hall at Carolina Rediviva. The posting may take place between 9–16 on weekdays. Hammer and nails are available at reception.

Where should I do the posting?

You do the posting at the caretaker’s office in Carolina Rediviva. Please go to the south side of Carolina, the side facing Uppsala Castle, and ring the doorbell. The office is open for posting between 08.30–12.00 and 13.00–15.00 all weekdays apart from public holidays. Any questions should be addressed directly to the caretaker's office (018-471 3928).

Where can I apply for shortened availability time?

If you have special reasons, you may apply for shortened availability time (strict restrictions apply). The application, which must be attested by your supervisor and the opponent, should be addressed to the Dean of the Faculty and sent to the Office of the Faculty.

What should I do if I can't deliver my books to Carolina Rediviva and do the posting myself?

If for whatever reason you are unable to do the posting yourself, you may send someone else with a power of proxy to do the posting and deliver the books for you.

What is the maximum number of words for the abstract text?

The maximum number of words for the abstract text is 350. This way we make sure that the abstract will fit on the abstract page and that it adheres to the maximum text length as directed by UMI Thesis Services.

What is a posting receipt?

When the copies of the printed thesis are delivered to the University Library a posting receipt will be printed and signed confirming the delivery of the books and the electronic posting. The PhD student will receive  a copy of the receipt.

Templates

How should I use the templates?

Read the instructions for the templates carefully for a complete description on how to use them. Keep in mind that only the predefined styles are allowed.

Do I have to use the Thesis Template?

We recommend that you use the Thesis Template but it is not mandatory. (Note that you have to follow the guidelines for the specific series.)

How do I install a template?

Go to Templates and PDF files and follow the instructions.

What template types are available?

There are templates for Word, and LaTeX. See Templates and PDF files.

Where can I download the templates?

The templates can be downloaded from Templates and PDF files.

Can I convert my already written text to the Thesis Template? How do I do that?

We recommend that you copy and paste your text in parts from your original document into the Thesis Template. Apply the formatting according to the formatting instructions.

What margins and measurements are used in the Thesis Template?

The Thesis Template is adapted for the printing of Comprehensive Summaries in the S5 format (165 x 242 mm). Sometimes the margins change, for example when you paste formatted text from another document into the template. To avoid this, try to eliminate all section breaks in the pasted text. If this does not help, the margins can be reset manually. The margins are: right 2.25 cm, left 2.25 cm, upper 1.8 cm, lower 2.2 cm, and gutter 0 cm. Header is 0.45 cm and footer 1.3 cm.

Should all chapters begin on an odd page?

The first chapter always has to begin on an odd (right hand) page. Subsequent chapters don't have to begin on an odd page.

Keep in mind that Content, Dedication, and List of papers also should start on  an odd (right hand) page.

There is no automatic numbering in the Thesis Template. Shouldn't headings be numbered?

The numbering of chapters and headings is optional. We recommend a numbering system such as 1, 1.1, 1.1.1 etc. for the styles Heading (Rubrik) 1, 2, and 3 etc.

Every time I open the document, the heading numbering disappears. How do I get it back?

The default setting for the Thesis Template is to not show heading numbers. Go to Tools→Templates and add-ins…. Uncheck "Automatically update document styles". 

Only a small part of an inserted picture is shown, the rest is placed behind the text. How can I show the whole picture?

The paragraph format Standard uses an exact row height of 13 points – in other words, only 13 points (4.5 mm) of the picture is shown. Choose the paragraph format Bildformat for the row where you want to place the picture. Bildformat uses a single line spacing instead of an exact line spacing. 

Why are my pictures shown as empty squares?

The option image place holders is used for easier handling of the document. Go to Tools→Options…→View and uncheck the option "image place holders".

Why can't I edit the picture?

A picture can't be edited when the option image place holder is used. Go to Tools→Options…→View and uncheck the option "image place holders".

When I transfer text from another document the footnote references change from numbers to letters. How do I get the numbers back?

Go to Insert→Reference→Fotnote…→Options…. Change number format from letters to numbers. Press "Apply".

Electronic publishing

How are the papers published?

The papers in a Comprehensive Summary are not published electronically since the journal in question usually owns the copyright for each article. However, a list of papers is published in DiVA where all papers are linked to their corresponding abstracts.

What can I change in the electronically published thesis?

PDF file for e-publishing must be identical with the printed book. If some part of the content needs to be corrected after it has been published, the author can submit an errata list to Thesis Production. This list will be published together with the electronic copy of the thesis.

May I publish the thesis on my home page or on the website of my department?

No, all theses are published in DiVA. On the other hand, you may add a link which points to the specific thesis in the database on another home page.

How may a department include information about coming theses on their own home page?

Please contact DiVA Helpdesk for information.

Can I publish monograph theses electronically?

Yes, but it is not mandatory. If you are interested, please contact Thesis Production. (Concerning Comprehensive Summaries, online publishing has been compulsory since 1 January 2003.)

Technical issues

How do I deliver my thesis to Thesis Production?

Please use the using the University *Myfiles service.

 

What is a "ramberättelse"/"kappa"/"sammanfattning"/"fulltext"?

There are many terms in Swedish for a Comprehensive Summary, which has caused some confusion. The different names for the summary are "kappa", "ramberättelse", "sammanfattning", and "fulltext". They all refer to the same thing.

What is a PDF?

A PDF (Portable Document Format) is a document format that can be used as a basis for the printing, or the electronic publication, of a document. To read a PDF you need the freeware programme called Adobe Reader.

How do I make a print-worthy PDF file?

If you have Acrobat Professional installed on your computer (Adobe Reader is not enough) you can create a print-worthy PDF file. Please note that PDF-files can be of different quality – some are suitable for electronic publishing, others for printing. Furthermore, there are different ways to create PDF files. We recommend that you do not use the buttons or menus that are added to Word when Acrobat Professional is installed because using them may cause unexpected problems. Instead, you should create your PDF files by printing them using the Acrobat Distiller printer. The Distiller can be reached from the Print-menu: File->Print. You also have to change the printer settings for the Distiller printer, which can be reached from Properties->Adobe PDF Settings in the Print dialog box, and set the default settings to "Press" or "Press Quality". (Even having done this you may not aquire the optimal settings for your document, therefore we recommend that you contact Thesis Production for more information.)

How do I embed fonts when creating a PDF file from LaTeX?

PDF files created from LaTeX usually don’t include embedded fonts. This is due to the fact that the default setting for the distributions in TeX are configured to exclude the 14 basic fonts, for example Times and Helvetica. However, the printing offices that print theses for Uppsala University insist that the fonts are embedded in the PDF so they can guarantee that the printed version correlates 100% to the version the doctoral student has created. Consequently, the authors must change this in their own TeX distribution.

MikTeX

In MikTeX, which was used to produce this template, this is achieved by changing the "psfonts.map" file. This file is in turn governed by a configuration file named "updmap.cfg" found in "texmf\web2c".

  1. Copy the "updmap.cfg" file to "localtexmf\miktex\config".
  2. Edit the file and change the settings pdftexDownloadBase14 false topdftexDownloadBase14 true, dvipdfmDownloadBase14 false todvipdfmDownloadBase14 true, and finally dvipsDownloadBase35 falseto dvipsDownloadBase35 true.
  3. Run initexmf --mkmaps from the command prompt to update "psfonts.map".

TeTeX

  1. Run "updmap" from the command prompt. It gives you information on how fonts are handled and also what config file is used. For example:/usr/local/teTeX/share/texmf.local/web2c/updmap.cfg
  2. Edit the file and change the settings pdftexDownloadBase14 false topdftexDownloadBase14 true, dvipdfmDownloadBase14 false todvipdfmDownloadBase14 true, and finally dvipsDownloadBase35 falseto dvipsDownloadBase35 true.
  3. Run "updmap" from the command prompt as super user: sudo updmap

 

How do I tell if the fonts are embedded or not in the PDF file I created from LaTeX?

Open the PDF file in Adobe Reader and select File->Document properties->Fonts. If you find Nimbus fonts listed instead of Times this means that the fonts are embedded.

Printing

Which fonts and font sizes should be used in the thesis?

The fonts and sizes used in the thesis template are adapted to be easy to read on the paper size S5 (165 x 242 mm). Body text rendered with the font size 11 pt, Heading 1 with 18 pt, Heading 2 with 15 pt, Heading 3 with 13 pt, Heading 4 with 11 pt bold and Heading 5 with 11 pt italics. The font used is consistently Times New Roman, as it is a compact and easy to read style that also contains a large set of alphabets and symbols. Other fonts used in a few series are Berling and Adobe Garamond.

What image formats are suitable for printing?

Please use an image format that uses so-called lossless compression. These are for example TIFF, EPS, and PNG. Never save your images for print as JPEG, which is a format that corrupts information in the image. (JPEG files from digital cameras are acceptable, since they use a minimal amount of JPEG compression.)

What image resolution should I use?

Suitable image resolution depends on the image type. Full colour images and grayscale images need a minimum resolution of 300 dpi, while black and white (bitmap) images need a minimum of 600 dpi. Please read the Image Editing instructions (Swedish only) for more information.

Who makes the printing files for the papers?

Some journals supply PDF files of the papers in question that can be used for printing. (Ask for print optimized PDF files.) If there is no PDF file available, we can scan the article from a paper original. Thesis Production can help PhD students create PDF files for unpublished manuscripts if they are written in MS Word.

How do I get an ISBN number?

ISBN, ISSN, and serial numbers, will be obtained from Thesis Production when you submit your posting information.

How many books should I print?

The number of printed copies varies with a minimum of 80 copies. Please contact the series editor/department secretary for more information about what applies to your series. If you publish a Monograph or Comprehensive Summary in a series belonging to your department, you should contact the department secretary for more information.

How many books should I deliver to Carolina Rediviva?

You should deliver 10 books to Carolina Rediviva when you are posting your thesis.

Who makes the book cover for the thesis?

Thesis Production will help you to make a cover for your thesis. The cover has to adhere to Uppsala University's Graphic Profile. This means that certain elements like for example the University logotype, a border or a margin, have to be present. There is however room for your own design when it comes to the use of pictures, colour etc. Read more about the Graphic Profile on the website of the Communication Office (Swedish only).

Should my thesis include a summary in Swedish?

For information about what needs to be included in your thesis, contact the department secretary.

Keywords/index terms

What is a thesaurus?

A thesaurus is a list of controlled keywords (index terms) where each keyword is connected to broader, narrower, and synonymous terms. In a thesaurus you may also find an overlapping classification. There are generic as well as subject specific thesauruses.

What are controlled keywords and which is the advantage of using them?

Controlled keywords (also known as index terms) are terms according to a special predefined list (a thesaurus). Using controlled keywords you use an established term for a concept (which eliminates the use of other synonymous terms) to represent the subject content of the publication. This increases the possibility of finding relevant publications and makes the publication more available in a search. Therefore we recommend the use of controlled keywords to increase retrieval in the database of theses at Uppsala University. Last but not least the thesaurus can provide you with good help in choosing keywords that are appropriate for your publication.

Is it possible to combine controlled and free keywords?

Yes, there are advantages to both. By using controlled keywords (index terms) you use an established term for a concept, which decreases the arbitrary use of synonymous terms. This makes it easier to find relevant publications when searching the database. On the other hand, if appropriately chosen, free keywords can be able to express current or new concepts that have not yet become part of a controlled list of terms. Or, more simply put, some concepts may not be fully covered by a thesaurus.

Which thesaurus should I choose?

Your choice of thesaurus depends on how specific you wish your index terms to be. If there is an appropriate subject specific thesaurus that matches the subject of the publication it would be a good choice to use that thesaurus; otherwise you should use a generic thesaurus. Also, the language you choose for your index terms determines the choice of thesaurus – for example, "Svenska ämnesord" for Swedish index terms, and "Library of Congress Subject Headings" for English index terms. You are also free to combine terms from different thesauruses.

Order, buy, or borrow theses

Is it possible to buy theses?

If you are interested in buying theses issued in the Uppsala University Acta series, please contact Acta. For theses issued in a departmental series, please contact the department in question. The summary part of a Comprehensive Summaries thesis may be ordered as Print on demand.

Is it possible to borrow Swedish theses, or theses from other countries?

If you are interested in borrowing Swedish theses, or theses from other countries, please contact your local library.