Informations about electronic publishing of doctoral theses

You are logged in as guest, you may upload your dissertation anyhow, but:
If you have a STU-account or an employee account, you should use it to log in .
In case of problems or needed corrections they are easier to deal with.

Shortly

  1. You make sure, that electronic publishing is allowed for your thesis: -> Doctoral Degree Regulations
  2. You enter the decriptive data ("metadata") about your thesis: -> enter new doctoral thesis
  3. You submit your file to the server. (PDF only without any copy-protection or passwords)
    If your file is larger than 350 MB , please note the hints about that .
  4. You wait for the confirmation mail from the library. You'll find attached a PDF containing the affidavit ("Eidesstattliche Erklärung") and a prepared certificate form to be used by the library.
  5. You complete the affidavit, print out the whole PDF and sign the affidavit.
  6. You deliver
    • the signed affidavit ("Eidesstattliche Erklärung")
    • the printout of the prepared certificate form
    • the printed copies (soft cover with adhesive binding only)
    to the "Dissertationsstelle" of the library, which can be reached via the information desk in the main building of the library or the "Leihstelle in der Ingenieurwissenschaftlichen Abteilung". ( opening hours see below )
  7. The prepared certificate form will be completed and given to you.

Please avoid extra work

All printed copies have to be (due to archiving / filing reasons) printed on wood- and acid-free paper and permanently bounded (no spiral binding, no wire stable, no foil cover, no transparent cover). A bound in boards (soft) cover with adhesive binding is fine.

The thesis must contain a page with details abaout referent and second reviewer and the date of oral examination . This meens also the hard copies.

The title in the metadaten shall not be all capital letters.

The name of the file shall be short and concise without any special characters or umlauts.
The complite title is neither required nor usefull.

Just pdf-files without any copy-protection or passwords are allowed, neither Word-files nor files from other editors.

Files larger than 350 MB need a special java applet. In this case read the hints for the installation .

Detailed comments

1. Basic requirements

The relevant provisions of the Doctoral Degree Regulations of the relevant faculty apply to the submission and publication of dissertations, in which the option of electronic publication can also be granted.

The obligation to publish the dissertation is satisfied if the prescribed number of copies of the dissertation received has been handed over to the University Library as compulsory copies. According to a resolution by the Standing Conference of the Ministers of Education and Cultural Affairs of 30.10.1997 the obligation to publish dissertations is also satisfied through electronic publication.

Please clarify the copyright and licensing side before electronic publication so that publication does not conflict with any rights of a third party. If you additionally wish to publish the work with a publisher, the latter must have declared that it is in agreement with electronic publication by Kiel University Library (for this, see the recommendations of the German National Library ).

When the electronic dissertation is delivered, Kiel University Library will check whether the conditions for publication have been satisfied and upload the file.

Publication on the MACAU publication platform is free of charge for you.

2. What needs to be considered?

There are agreements with Kiel University Library and requirements for technical standards in the affidavit on the submission of an electronic dissertation , that apply to the publication of an electronic dissertation.
This affidavit will be sent to you for completation and signature.
You may have a look on an exemplar of the affidavit in german language.

At some faculties a curriculum vitae must be enclosed with the dissertation, which comes under the Data Protection Act if it is published on the Internet. An express declaration of consent is therefore required, which is included in the submission declaration.

As the author you grant Kiel University Library a general right of use to publicly reproduce the electronic dissertation in data networks and transfer it for individual retrieval. This means that as the author you are in principle free to also publish your work elsewhere in digital form or as a printed document. If it is published at a later date, please refer to the fact that you have already granted the general right of use for the electronic dissertation to Kiel University Library.

The dissertation which is published by Kiel University Library must correspond to a graphic image of the printed version. We therefore recommend creating the printed version from the PDF file. Citability then remains ensured with the electronic version.

It is not possible to publish exclusively as an electronic dissertation.

3. Steps for creating an electronic dissertation

All the regulations to create an electronic dissertation are summarised in a check list by the University Library, which you should follow.

The main steps are:

creating the PDF file
Kiel University Library only accepts PDF (Portable Document Format) files. You can find information and instructions on creating PDF files in an online tutorial from the University of Freiburg.
printing the PDF file and having it bound
Depending on the Doctoral Degree Regulations, a certain number of printed copies must also be submitted in addition to the electronic version.
Please make sure that: - there are no formatting differences between the printed and electronic version when you print out the PDF file. If however you are printing from a word processing programme, shifts in the line and page breaks may occur, so that the versions are not identical and the citability of your d issertation is therefore adversely affected.
registering and uploading the dissertation
Via an on-screen form on MACAU you will receive assistance on registering and uploading your dissertation.
You should have the following additional information ("meta data") ready and enter it there:
  • a) Name of the author
  • b) Original title of the dissertation (if applicable, also translated)
  • c) Key words (German or English)
  • d) Subject area (via pull-down menu)
  • e) Description (abstract) in the original language or as a translation
  • f) Faculty (via pull-down menu)
  • g) First referee (PhD supervisor)
  • h) Co-referee
  • i) Date of oral examination (aural / defence of the doctoral dissertation (disputation)
  • j) Language of dissertation
  • k) E-mail address of author
  • l) Telephone number of author
  • m) Name of file(s) to be transferred.
The information on the description of the content is used to help find your dissertation in MACAU and by search engines on the Internet. After entering the meta data you can upload your document electronically. After this you will receive an e-mail confirming receipt from the Dissertation Office of the University Library. Other forms of transmission require the prior agreement of the Dissertation Office.
submitting the printed copies and the affidavit
All printed copies have to be (due to archiving / filing reasons) printed on wood- and acid-free paper and permanently bounded (no spiral binding, no wire stable, no metal rods, no foil cover, no transparent cover). A bound in boards (soft) cover with adhesive binding is fine.
The affidavit must be completetd, printed out, signed and submitted, together with the prepared certificate form and the printed copies, to the Dissertation Office of the University Library, which can be reached via the information desk in the main department or via the circulation desk in the Engineering Department. You are then transferring the right to store your dissertation, publish it on data networks and if necessary convert it into other file formats to Kiel University Library. You declare that the electronic version corresponds to the printed version approved by the Doctoral Degree Committee, that the licence rights have been clarified and publication does not conflict with any rights of a third party.
If you only want to publish a short version as a first step, you aditionally have to bring a CD with the complete PDF.
After submitting all these things the University Library will certify to you that your obligations for the publication of the dissertation have been satisfied, using the prepared certificate form.
opening hours
Information desk in the main building of the University library: monday to friday, 9 to 21
"Leihstelle in der Fachbibliothek der Ingenieurwissenschaftlichen Abteilung"
(circulation desk of the library of the Engineering Department) monday to friday, 9 to 12 and 13 to 16

4. Publication

As soon as the printed copies and your affidavit are available, the dissertation will be processed further by the University Library and you will be informed by e-mail that your dissertation has been published in MACAU .

Kiel University Library will pass on an electronic compulsory copy to the German National Library and if requested also to special interest collection libraries on the relevant subject. The German National Library will archive all electronically published dissertations from German Institutions of Higher Education and will hold the full text version ready for downloading. Every dissertation will also feature in the Institutions of Higher Education publications list DNB series H, which appears every month and in the summarised listings of the German National Library.

If it is not possible for an immediate electronic publication of the dissertation on submission of the printed copies for copyright reasons or those under patent law (retention period), in addition to submission of the printed copies there should also be a submission on a data carrier, which remains in the library. Electronic publication is first undertaken not as the full text, but in the form of a summary compiled by the doctoral candidate on our publication platform. After the retention period envisaged in the Doctoral Degree Regulations has expired, the entire work is published. Only as of this time will long-term electronic archiving take place via the German National Library.

5. Citation of electronic documents

When citing your document you should always use the URN - Uniform Resource Name, which starts with: http://nbn-resolving.de/urn:nbn:de:gbv: *.

Web publications can be cited permanently and reliably with the URN. In contrast to the URL - Uniform Resource Locator, the URN is not location-dependent and remains in place even if the URL changes.

6. Who are your contacts?

Information on general questions and the formalities for the submission of electronic dissertations:
Dissertation Office of the University Library (Tel. 0431 / 880-2746)
Questions on Doctoral Degree Regulations:
the responsible Dean of your Faculty.