GR Semicolon EN

Submission User Guide > Dissertation/theses submission guidelines

Before submitting material to the repository, make sure you are properly prepared. You will need the final copy of your dissertation saved as pdf file, named according to the instructions given in the Preparing to submit section. In case you submit more than one file make sure that all accompanying material is saved in a zip file to be uploaded.

Note! When the thesis is created by more than one author, one copy should be submitted to the repository only. It is up to authors to decide who will do the submission.

Log in & Submission entry

To submit your thesis in the IHU repository you first need to log in with your institutional account. Your institutional account is the one you use when accessing your institutional email. Place your user name in the IHU Account field and your password as shown in the image below and then click the Log in button.

Connect

You are nowlogged in the homepage. Click on “Submit your Work” or “Submit now”

Submit Submit

Now you have to select the collection to which you will submit your thesis. Select “Theses and dissertations” from the drop down menu and click the Next button.

Select collection

Describing your thesis

Now it’s time to start describing your material. Make sure you provide as much information for your work as possible. The more information you provide the more visible your thesis becomes. You will notice that, in this stage, you are asked to fill in quite a few data. Before entering any information make sure you have read the definition of each field provided right exactly after the field name, like shown in the image below and you have consulted theinformation of the table that follows.

Title

The table includes the definition of the fields to be filled out as well as guidelines for the information to be provided in each field. Please make sure you provide information for all fields described in this table.

Note that, within the submission form:

  1. Your thesis will be called as “item”.
  2. Fields marked with an asterisk are obligatory.
  3. The language of each field is set up to English as shown in the image above. You should not change this setting, because you will be filling in information in English only.

As said before, the more information you provide the more visible your thesis is. So, before continuing to this step by step submission guidance, we kindly ask you to fill in the following fieldshowsoever. The table below will help you find out what each field is about and remind you that they all need to be filled out.

Field definitionand fill in guidelines table

Field name Field definition + fill in guidelines
Item type * The type of your work. Select Master or Doctoral thesis from the drop down menu.
Title * The title of your thesis. Write the title of your thesis exactly as it appears on the cover.
Secondary title Secondary or supplementary thesis title, if any.
Creator name * Your last and first names. If you have more than one place one next to the other. Last name example: Castro Robles | First name example: Carlos Federico
Press the add button to add more authors, if any.
Creator identifier Some unique identifier. Select emailfrom the drop-down menu and provide your email address. Be sure to provide accurate information.
Subject In this field you need to provide some keywords that best describe the topic of your thesis. Use the add button to add more than one keyword. We recommend you to fill in up to 5 keywords.
Spatial coverage Spatial characteristics of the intellectual content of the resource, if any. Spatial characteristics may include geographic names, latitude/longitude, or other established georeferenced values.For example, if your thesis is a case about Greece you will fill in “Greece”. Other examples would be:
Spatial="Chicago, Ill."
Spatial="Lat: 44 00 00 S Long: 068 00 00 W Name: Patagonia"
Spatial="Upstate New York"
Temporal coverage Temporal characteristics of the intellectual content of the resource, if any. Temporal characteristics include those aspects of time that relate to the intellectual content of a resource and not its lifecycle. Examples might include a resource describing some aspect of the 19th century but itself created this year. Here are some more examples:
Temporal="Jurassic Period"
Temporal="1922-1978"
Temporal="Twentieth Century"
Date available * The date of your thesis submission to the repository.
Language * The language in which your thesis is written.
Access rights * Here you have a few options about the access you allow to the full text of your thesis.

Master’s students should select the option “Available to all” mandatorily, according to the IHU Open Access Policy.

PhD students are allowed to select any of the options offered in the drop down menu. Also, access embargo periods are set in this field. Please remember that these options should agree with the rights and permissions you have set previously in the release form signed in the course office.
Institution and School/Department * The School and programme you have attended. Selection from list.
Publication date * Refers to the date you received the final version of your dissertation by your supervisor.
Abstract The abstract / executive summary of your thesis.
Table of contents The table of contents of your thesis.
Advisor name The name of your official thesis supervisor.
Committee member name The names of the members of your thesis examination committee. Use the add button to add more than one name.
Academic publisher The acronym of the University responsible for the publication of your thesis. In your case fill out: IHU
Academic publisher identifier The id of the University. Select “International Hellenic University” from the list.
Number of pages Insert a numeric value that reflects the total number of pages of your thesis.
License Refers to the Creative Commons open licenses.

Master’s students assign mandatorily the “Attribution, non-commercial CC-BY-NC v.4.0” license to their thesis.

PhD students can select any of the Creative Commons open licenses. Please make sure you have a thorough understanding of the license you select before finally assign it to your work.
Source code license Use this field only if you upload source code material. If not, leave it blank.

Selection of the main GNU licenses (link to http://www.gnu.org/licenses/licenses.html) for source code material. Select one of the GNU licenses from list. In case you choose “other” from the list you must identify the license in the next field, “Other source code license”.
Other source code license Use this field only if you upload source code material and have not selectedsome GNU license previously. Otherwise leave it blank.

Declaration of a license for source code material other than those appearing in in the “Source code license” field.
To use this field means you have selected “other” in the previous one (“Source code license”). Fill in the source code license of your preference. Make sure you provide a URL of the license as well.

You will notice that besides the fields described in the above table there are more within the submission form. Ignore them and proceed to the completion only of the fields you were asked to fill in previously. The other fields may refer to encoded bibliographic information and/or reflect other types of work.

Note!If you are not sure about what to fill in, or you need to look up something better, use the “previous” button to go back to previous pages of the submission form, or the “Save and exit” button to save your submission so far, exit the repository system and come back later to continue. In case of the latter, next time you log in go to Profile > My account > Submissions. From there you can see all your pending submissions, select the one you would like to continue with and click on it to open and start editing it.

Use these buttons in any step of the submission process every time you consider it necessary.

Upload your file(s)

Now you need to upload the file(s) of your thesis.

Click the “choose file” button and select the file from the dialog box that your computer opens, as shown in the images below. Then, click the “upload file & add another” in case you have more files to upload or “next” to continue to the next submission step.

Upload Select file File description

Review submission

In case you haven’t done it so far, now, it’s a good opportunity to check if everything you inserted in each field is indeed correct. You will notice that information is divided in three tables that allow you to make alterations in an organized manner. So, after revising the information you provided so far and need to proceed to corrections click the “correct one of these” button to make changes. You will be then transferred to the respective page of the submission form in order to make your changes.Take a look at the images below to get a better idea of how submission is reviewed.

Review submission Review submission Review submission

Let’s say you want to review the “Source code license” because you have no such material and you selected a source code license by mistake. You need to click on the “correct one of these” button. By doing this you are transferred to the respective page as shown in the image below.

Item submission

On the bottom of this page there is the field you need to change, that is “source code license”. In this example select blank from the drop down menu since you don’t need any source code license as shown in the image below. The same way you may alter any other information you think it has to be changed and /or deleted.

select license

After you finish your submission review click either the next button as many times as required until you reach the review step, or click the “review” button located on the top of the page you are viewing. Look at the image below to understand how these buttons allow you to browse the submission pages. Each button takes you to the respective page. Sure you have noticed you have two “Describe” buttons.These refer to the two description pages you used to describe your thesis.Each button is activated only if you have visited the page it represents and have filled out information before.

submission steps

Once you have reviewed your submission you need to allow the library to publish your work to the repository. In this step you grant the library the distribution license for this purpose. Just tick the box on the bottom of the page, as shown in the image below, and then click the “complete submission” button to complete your submission.

distribution license

For more information on this license go to Policies > Licensing.

By clicking the “complete submission” you complete your submission and the following message appears on your screen. Please read it carefully, as it briefly explains that this is not the final submission of your thesis and a review is pending. So, what happens next?

submission complete

What happens next?

After completing the submission process the Library is notified by email that a new submission has been made and proceeds to the metadata editing, that is thefinal control of the information submitted and the input of specific bibliographic information. In the event of corrections or clarifications needed you will be notified to act accordingly. Otherwise, the Library will approve your submission and the respective course office will be notified automatically that you have submitted your dissertation successfully, in order to take all actions related to your graduation. Please note that library approval may take up to two working days, depending on submission traffic.

Confidentiality issues

For confidentiality matters regarding the content of your thesis you should contact your course officefirst. They will guide you and provide you with all the information necessary. Note that you will be asked to provide written proof of your work confidentiality. If your thesis indeed contains confidential information and its full text cannot be accessedopenly, then, the course office will notify the library.

Regardless content confidentiality, you are obliged to submit your thesis to the repository and follow the above procedure exactly as explained here. The deposit is mandatory on the basis of archiving, evaluating and long term preservation of the academic output of the Institution and obtaining the relevant diploma in your case (cases of Master’s and PhD theses) as set in the IHU Open Access Policy.

The library will revise your submission and make sure the full text of your thesis remains hidden.This way access is limited to administrators of the IHU Repository, the author(s) and any other third party (person or legal institution) that the author will grant access.