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Publishing dissertations

Dissertations University of Groningen

Frequently asked questions on publishing dissertations

  1. How many printed copies of my PhD thesis do I need to submit?
  2. When do I need to submit my PhD thesis?
  3. Where do I submit my print copies?
  4. Which version of my PhD thesis do I need to upload to Hora Finita?
  5. Where can I apply for an ISBN number?
  6. Is uploading a digital version of my PhD thesis obligatory?
  7. What do I do if I can’t or don't want to make my PhD thesis fully open access?
  8. How can I extend an embargo?
  9. What are my open-access options if I also want to issue a commercial edition?
  10. When and how are my PhD printing costs reimbursed?

1. How many printed copies of my PhD thesis do I need to submit?

PhD candidates are supposed to submit 3 printed versions of their PhD thesis, plus 3 copies of their propositions.

2. When do I need to submit my PhD thesis?

Both the printed and the digital version must be formally submitted 3 weeks prior to the PhD ceremony.

3. Where do I submit my print copies?

The printed copies must be submitted at the Service desk of the University of Groningen Library:

University of Groningen Library
Broerstraat 4, 9712 CP Groningen
Postal address: P.O. Box 559
9700 AN Groningen

4 . Which version of my PhD thesis do I need to upload to Hora Finita?

Usually, the print shop provides a digital version in PDF format as well. Please enquire about this. If not, please use the PDF version you sent to the print shop.

5 . Where can I apply for an ISBN number?

Use this link to apply for an ISBN number.

6 . Is uploading a digital version of my PhD thesis obligatory?

Digital submission has been obligatory since the adoption of the new PhD Regulations several years ago. Your PhD thesis will be added to the University of Groningen research database.

7 . What do I do if I can’t or don't want to make my PhD thesis fully open access?

The upload of the PhD thesis to Hora Finita must include a signed license agreement. It is possible to indicate on this which chapters have already been submitted or are being prepared for publication and which ones have been accepted or already published. Based on our knowledge of and experience with copyrights and open-access publications, as well as the completed license agreement, the necessary embargoes will be imposed.

8 . How can I extend an embargo?

If, due to agreements entered into, it is desirable to keep the material under embargo for a period exceeding 1 year after the PhD ceremony, the Rector Magnificus of the University of Groningen will set a reasonable duration of the embargo bearing in mind the agreements entered into and any explanation thereof provided by the PhD candidate. In such cases, PhD candidates need to submit a written and reasoned request to the Rector Magnificus of the University of Groningen. Your request will be handled by the University Library and must be sent to the Dissertations Office.

9 . What are my open-access options if I also want to issue a commercial edition?

A digital version must be submitted, even if you intend to release a commercial edition. Upon request, an embargo can be imposed on the full-text PDF for a period agreed on between the author and the publisher, while certain sections, such as the abstract, title and table of contents, might be made open access after consultation. Since the UG strives to keep embargoes on commercial issues as short as possible, we would like to make you aware of the possibilities to realize this when negotiating with a publisher.

10 . When and how are my PhD printing costs reimbursed?

This procedure differs per faculty. As soon as the University Library has received both the digital version and the printed version of the thesis and has entered the thesis in the RUG Research Database, the PhD student will receive a confirmation mail with a link to the thesis in the RUG Research Database and information about receiving reimbursement. If applicable, the PhD student will receive a link to the reimbursement form of the University of Groningen.

The payment is carried out by the FSSC, the UG's financial service.

Via the online form:

  • a scan of the invoice for printing costs and
  • proof of payment must be uploaded (usually a copy of a bank statement)

Subsequently, payment will generally take place within 3 weeks.

Last modified:07 February 2019 2.07 p.m.
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