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How to publish an electronic thesis

Please read this instruction text carefully before registering and uploading your thesis at the Munich University Library's repository "Electronic theses".

The University Library offers a special service for a simultaneous release of your printed thesis with a publishing house alongside the electronic version: Open Publishing LMU: How to submit your thesis in print with a publisher and in digital form simultaneously

  1. Requirements
  2. Copyright. Cumulative theses
  3. Formal specifications (Faculty title page)
  4. Permissible electronic file types
  5. Submission form for electronic theses
  6. Submitting your printed depository copies
  7. Registration and upload procedure
  8. File name and document properties, technical notes
    1. File name and document properties
      1. File name
      2. Generating document properties in Word
      3. Generating document properties in PDF file with Adobe Acrobat
      4. Generating document properties in LaTeX
    2. Templates
      1. Template for Word
      2. Template for LaTeX
    3. Generating PDF documents
      1. Converting Word documents into PDF format with Adobe Acrobat
      2. Generating PDF documents with PDFCreator
      3. Converting LaTeX documents into PDF format
    4. Security settings in PDF file
  9. Blocking note due a patent application
  10. Blocking note due to publishing in a journal
  11. Contact

1. Requirements

The University Library of the LMU Munich (Universitätsbibliothek) offers postgraduates the opportunity of submitting their theses in electronic form, provided that the doctorate regulations (Promotionsordnung) applicable to their subject contains an appropriate ruling. Please ask your faculty about the submission of electronic theses and the corresponding requirements.
Please upload your thesis first, then submit all other required documents to Publication Services Theses.


2. Copyright. Cumulative theses

Before submitting your thesis please check that you have fulfilled the legal copyright requirements. Have you asked the rights owners of any works you have used or obtained from the internet for permission to use them or have you identified your sources appropriately? (Please also refer to §51 of the Urheberrechtsgesetz, UrhG - the German copyright law). Do remember to ensure that you have paid any licence fees applicable to the use of maps downloaded from the internet. As the author of your thesis you are responsible for clarifying the appropriate rights. Many publishers permit secondary publication as a thesis. The following applies to cumulative theses:

  • Check your publisher's contract or contact the publishers of the appropriate journal to see if they permit secondary publication. Many publishers provide the relevant legal information on their websites.
  • You can also use the SHERPA/RoMEO database to check usage conditions regarding secondary publication. Please note that the information contained in the SHERPA/RoMEO database is not legally binding.
  • If legally permissible, please reproduce the articles in full. If the publishers do not permit secondary publication in an institutional repository it will suffice if you provide details of the source with link or DOI, if the Doctoral Regulations for your subject allow this.
  • If the publisher allows secondary publication only after a certain embargo period you can apply for a blocking note due to publication in a journal, provided your Doctoral Regulations permit this.
  • If your articles have been published in an Open Access journal under a Creative Commons Licence you can reproduce and upload these without restriction as part of your thesis.
  • Please ensure the pagination of your cumulative thesis is a single consecutive sequence.

By publishing your thesis on the University Library's repository "Electronic theses", you indemnify the University Library from all claims by third parties arising from the infringement of a copyright or exclusive usage rights.

Act on Copyright and Related Rights (Urheberrechtsgesetz, UrhG)
SHERPA/RoMEO database

3. Formal specifications (Faculty title page)

The title page of your faculty must be included in all theses. You received it along with all other relevant documents from your faculty.

It contains the following data:
  • your faculty and doctoral degree you hope to attain, e.g. Dr. med., Dr. rer. nat.
  • the complete title of your thesis
  • your complete name
  • names of both your referees of the written thesis
  • date of oral examination
  • some faculties also require the date of submission and/or your place of birth

Referees as well as the dates of submission and oral examination are not needed in Postdoctoral Theses (Habilitationsschriften).

Examples of title pages for all faculties (in German)


4. Permissible electronic file types

At present you can only upload your thesis to the repository as a PDF document. The complete thesis must be contained in one single PDF file.


5. Submission form for electronic theses

To publish your thesis on the repository a legally binding permission is neccessary. You are therefore required to confirm that you permit the University Library to publish, store and, if necessary, convert your thesis. Therefore you have to hand in the official "Submission form for electronic theses" signed and in duplicate together with the printed depository copies of your thesis.

This does not affect your rights under copyright law.

Submission form for electronic theses [PDF file: 114 kB]

6. Submitting your printed depositary copies

After uploading your electronic thesis on the repository (see paragraph 7) you submit the following at Publication Services Theses:

  • 2 to 6 depositary copies (according to the doctorate regulations of your faculty). Your thesis must be printed on wood- and acid-free long-lasting paper. The copies must have a durable and long-lasting binding. Ring or spiral binding is not allowed.
  • "Submission form for electronic theses" in duplicate.

You can submit your copies either personally, by a third person or by postal mail.
If you send your thesis from a non EU country please ask for customs regulations in advance. Parcles held at German customs will be returned to the sender!


7. Registration and upload procedure

You must register before you can upload your thesis to the repository.

  • Click "Create account".
  • Enter your e-mail address, a chosen password, and a user name.
  • An activation code valid for one week will be sent to your email address. Please ensure you access the link provided in the email within this time.

After registration you can log in with your username and password by clicking on the menu item "Login".

  • Upload the PDF file of your thesis.
  • Enter the metadata. Abscract and keywords are not mandatory.
  • Click on your faculty.

Please upload your thesis before you submit the printed depository copies. Publication Services Theses will check your thesis for structural accuracy. Your thesis is published after Publication Services Theses received your complete documents including printed depository copies and the form.

Please note: After uploading and submitting your thesis to the repository, it will not be possible to make any further changes to your thesis.


8. File name and document properties, technical notes

8.1. File name and document properties

If the file name is wrong or if you don't fill in the document properties correctly, Publication Services Theses cannot accept your thesis.

8.1.1. File name

Name your file like this: Surname_Firstname.pdf. For example:

Meyer_Franz.pdf
Meyer_Hans-Peter.pdf
Mueller_Joerg_von.pdf
Schmidt_Amelie_K.pdf

If your first name or surname contains characters like ä, ö, ü, ß please resolve these as: ae, oe, ue, ss etc.

8.1.2. Generating document properties in Word

If you want to create your PDF file directly from Word, please enter the title of your thesis in "File > Info > Properties > Title" and your name in "Author" (in the form First name Surname).

8.1.3. Generating document properties in PDF file with Adobe Acrobat
  • After the conversion of your thesis into a PDF file, please open the PDF file in Adobe Acrobatat Reader.
  • Enter the title of your thesis in "File > Document Properties > Description" in "Title" and in "Author" your name in the order First name Surname.
  • Then save your PDF file with "File > Save as". Please don't use "File > Save" at this point.
8.1.4. Generating document properties in LaTeX

The PDF document properties, which are analyzed by the full text search, can be generated under LaTeX with the hyperref package. Insert the following commands in the document header of your LaTeX document:

\usepackage{hyperref}
\hypersetup {
pdfpagemode = {UseNone}, % prevents the automatic announcement of bookmarks
pdftitle = {title of your thesis},
pdfauthor = {firstname lastname}
}

If you can't use the hyperref package for any reason, you can use the following commands in the document header of your LaTeX document to write the PDF document properties, by generating the PDF file with pdflatex.

\pdfinfo {
/Title (title of your thesis)
/Author (firstname lastname)
}

8.2. Templates

8.2.1. Template for Word

If you choose to write your thesis in Microsoft Word, we strongly recommend that you use templates for headlines, text, footnotes etc. This will help you to structure and format your text.

8.2.2. Template for LaTeX

You can download a template for LaTeX here in ZIP format or in TAR.GZ format. Each packed archive contains a Read Me help file (LiesMich.txt) with instructions on using the template:

Template LaTeX in ZIP format
Template LaTeX in TAR.GZ format

8.3. Generating PDF documents

At present the only permissible file type for the upload of your thesis to the repository is PDF. The complete thesis must consist of one single PDF file.

8.3.1. Converting Word documents into PDF format with Adobe Acrobat

We recommend Adobe Acrobat. Starting with version 8 it supports the creation of PDF/A compatible PDF files. Don't confuse "Adobe Acrobat" with "Adobe Acrobat Reader", which can only read PDF files, but cannot create them.

  • Install "Adobe Acrobat".
  • Activate the option "PDF/A-1a:2005-compatible file creation" in the tools menue of your Adobe Acrobat programm.
  • Choose "Adobe PDF" as printer in your wordprocessing software and click "Print".

A computer with Adobe Acrobat already installed is at your disposal in the computer pool of the University Library

8.3.2. Generating PDF documents with PDFCreator

If Windows is your operating system, you may install the PDFCreator software at no charge.

  • Install PDFCreator.
  • You will find a printer of the same name in your wordprocessig software. Please click 'Print'.
  • In the following dialog please enter the title of your thesis into the field 'Document Title' and your name into the Author field like this: First name Surname.
  • Clicking at 'Save' choose the option PDF/A-1b-files.
8.3.3. Converting LaTeX documents into PDF format

LaTeX (or TeX) usually uses bit-map fonts. Several PDF viewers (e.g. Acrobat Reader) have problems displaying these fonts. They should therefore be avoided, not only for this reason but also because they result in large files. The following alternatives exist:

Using pdflatex (recommended)

The program pdflatex is included in each current LaTeX distribution. It generates PDF files directly.

  • Graphics must be in PDF, JPG or PNG format. On Windows or MAC platforms, existing graphics in Encapsulated Postscript format (EPS format) can be converted to PDF using Acrobat Distiller, on Linux platforms using epstopdf (with Ghostscript version 6.0 or higher).
  • For vector diagrams (paintings) please use PDF format.
  • An advantage of pdflatex is also the automatic production of links within the document (with the hyperref package of LaTeX).

or

Using dvipdfm (also recommended)

With dvipdfm the standard LaTex file format DVI is converted into PDF files. Diagrams in EPS, JPG- and PNG formats can be processed directly by using of the LaTeX graphics package. Most LaTeX distributions contain dvipdfm.

or

Using the computer modern fonts in the Type-1-Postscript-Format

You can download these fonts, if they are not included in your LaTeX distribution, from Comprehensive TeX of Archives Network (CTAN). With dvips the options "- Pcmz Pamz" are appropriate. To convert postscript files produced by dvips into PDF files you can use Acrobat Distiller under Windows or MacOS platforms and/or ps2pdf (with Ghostscript version 6.0 or higher) under Unix/Linux. However, with this method, it is not possible to create hyperlinks in your document.

Comprehensive TeX Archive Network (CTAN)

8.4. Security Settings in PDF file

Please don't activate any security settings in your PDF file. These settings will not prevent violations of your copyright by other persons. The Deutsche Nationalbibliothek in Frankfurt (National Library) cannot process a thesis with activated security settings. Publication Services Theses will therefore not accept it.

9. Blocking note due to a patent application

If your thesis is associated with a patent application, you can request the University Library to hold back the publication of electronic and printed depositary copies. The doctorate regulations of your faculty must allow the delayed publication of your thesis in case of a patent application.

In this case, upload the electronic version of your thesis to the repository and submit the following:

  • 2 to 6 depositary copies (according to the doctorate regulations of your faculty)
  • "Submission form for electronic theses" in duplicate
  • the official "Form for the issue of a blocking note due to a patent application" filled out and signed by you an your supervisor in duplicate

An extension of the blocking period is possible after prior consultation of Publication Services Theses 4 weeks at the earliest before expiry, provided that the relevant doctorate regulations allow a longer blocking period.

Form for the issue of a blocking note due to a patent application [105 kB, PDF file]
Form for the suspension of a blocking note due to a patent application [106 kB, PDF file]

10. Blocking note due to publishing in a journal

If you want to publish your thesis in a journal and the journal requires an embargo period, you can request the University Library to hold back the publication of electronic and printed depositary copies. The doctorate regulations of your faculty must allow the delayed publication of your thesis in case of a publication in a journal.

In this case, upload the electronic version of your thesis to the repository and submit the following:

  • 2 to 6 depositary copies (according to the doctorate regulations of your faculty)
  • "Submission form for electronic theses" in duplicate
  • the official "Form for the issue of a blocking note due to publishing in a journal" filled out and signed by you an your supervisor in duplicate

An extension of the blocking period is possible after prior consultation of Publication Services Theses 4 weeks at the earliest before expiry, provided that the relevant doctorate regulations allow a longer blocking period.

Form for the issue of a blocking note due to publishing in a journal [108 kB, PDF file]

11. Contact


Postal address
(before sending parcels from non EU-countries please check customs formalities)

Universitätsbibliothek der LMU München
Publikationsdienste Dissertationen
Leopoldstraße 13
80802 München


Address for personal delivery

Universitätsbibliothek der LMU München
Publikationsdienste Dissertationen
Room 1108 (House 1 / First floor)
Leopoldstraße 13


Opening hours of Publication Services Theses

Montag - Freitag: 9:00 - 12:00 (no appointment neccessary)


If you have questions about the submission of your thesis, please contact

Tel: +49-(0)89-2180-9486 (Claudia Höhn)
Tel: +49-(0)89-2180-3589 (Iris Schledermann)
E-Mail: