Uploading electronic theses
The Student Repository brings together theses within one specific location. Students can browse its contents when preparing their thesis and use the repository to ‘showcase’ their academic work (if publicly available), for instance when applying for a job, grant or another degree programme. Also, departments can use the Repository to ‘highlight’ their graduates output online, whilst no longer having the need to physically archive all theses.
A Programme Board has a choice between 2 submission models:
After having gained offical approval by their supervisor, graduates submit their thesis to the Student Repository. This upload is reviewed by a staff member (e.g. programme secretary). After being checked the thesis becomes visible within the Repository.
Upload manual for students
The thesis is submitted to the Repository by a secretary; the necessary information is provided by the supervisor. The record is published immediately after submission.
The thesis itself can only be made publicly available if the student, supervisor and the external client (if applicable) have given their consent to do so. Download the Thesis Publication Consent Form or ask your programme secretary. These and other formal procedures are put down in the course and examination regulations.
Before adding an academic publication to the Repository, every submitter is asked to accept the License to inclusion and publication of a Bachelor or a Master thesis in the Leiden University Student Repository. This states all regulations pertaining to the ways in which a publication may be used by the library. Among other things, it says the author keeps the copyright of his/her thesis. As the author, you state you don’t violate any rights of others (copyright, image right). The University is indemnified against any claims in this concern. The University is allowed to store the thesis, and – provided consent – make it publicly available. The University obliges itself to maintain the file as readable in the future, and warrant an embargo if applicable.
A thesis can be placed under embargo by a student, supervisor or external client for a number of reasons, such as copyright or privacy considerations. Before you upload your thesis in the Repository, you, your supervisor and, if applicable, the external client (where you did the research) should fill out the Thesis Publication Consent Form for the publication of your thesis. If one of the parties does not agree with publication, your thesis must stay under embargo (permanently or until a specified date). You can indicate this in the upload screen. If only part of your thesis should stay under embargo, you can make a separate pdf file that you upload under embargo.
The university is not authorized to provide theses under embargo to a third party.
Only PDF-files are accepted. In Microsoft Office 2010, documents can be saved as a PDF directly via the Save menu. In OpenOffice, use File – Export as PDF. Otherwise, pdf conversion software is available on university computers (choose ‘Bullzip PDF Creator’), or use online software.
Please upload the final and approved version of your thesis.
If your thesis becomes publicly available: be careful including personal information (address, phone number) in the file!
Theses in the Repository are indexed by Google and can be found easily using the author’s name, title or words from the contents of the pdf (if publicly available). Besides that, theses are included in the Dutch university thesis database, Scripties Online.
Theses are preserved in the Repository for 10 years.
For questions concerning the procedure, or when you would like to make changes to the description of your own thesis, please refer to your Programme Secretary.