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Guide for graduating student: Theseus / Thesis

Upload your thesis or publication to Theseus
or to the Oamk Intranet

Theseus gives you online access to theses and publications from Finnish universities of applied sciences. 

You may choose whether to upload your thesis or publication to make it available as an Open Access publication in Theseus or to upload it on to the Oamk Intranet instead, where the publication is accessible for reading only in the Oamk campus area network.

When uploading remember to consider copyright issues such as whether you need a permission for publishing your work as an Open Access publication from a third party eg. collaborative organization.

Start the uploading process of your thesis once it has been completed and your supervisor has approved it. A thesis may be uploaded to the database only once and cannot be edited once it has been uploaded. Therefore it is important that you upload the final, approved version of your thesis.

Before uploading

  1. Convert your thesis to a PDF file (see separate instructions). Name the file using the format of “Surname_Forename”, for example “Student_Steve.pdf”. The characters allowed are 1-9, a-z, A-Z, _, - and space.

Licence: Accept the Distribution Licence

  1. Click the ‘Save thesis’ button on the submissions.theseus.fi page. Then choose your own UAS from the Haka login box and click the Login button.
  2. First in order to upload your thesis you have grant the terms of the Distribution Licence. Grant the license by selecting 'I Grant the License'; and then click 'Next'-button.

Describe Item: Basic information and user rights

  1. Write author's name and click Add. If there is more than one author, do the same thing again.
  2. Enter your email address that you will use after the graduation. The email address is not displayed in Theseus interface.
  3. Choose which copyrights you will grant to the users of your thesis:
    • “All rights reserved” means that you will retain the rights to your work in accordance with normal copyright legislation.
    • You also have the opportunity to share some of your copyrights with the users of your thesis by adopting a Creative Commons licence. With a Creative Commons licence, you can inform other users of what they are allowed to do with your work. You can, for example, allow them to copy, share, display or present your thesis or modified versions of it and to obligate them to reference your name as the original author. You can select a Creative Commons licence when you own all rights to your thesis or you have permission from the owners of parallel copyrights to use the licence. Read more about Creative Commons.
  4. Choose the level of the thesis from the drop down directory.
  5. Choose field of education from the drop down directory. Fields are found in alphabetical order.
  6. Write down the name of your degree programme and specialisation. Degree programme is a mandatory field, specialisation is optional.
  7. Write the name of the thesis. Separate the possible subtitle with a colon (Title : Subtitle)
  8. Generate the URN-identifier by clicking the link. The system will give you a URN address, which will be the permanent link to your thesis on the Internet. Copy the link and save it, if you need to add the permanent link of your thesis to your examination certificate application. You will receive confirmation by email when your UAS library staff has checked your work and your thesis has been transferred to the Theseus open repository. The confirmation includes the address of your thesis URN.
  9. Choose the year of completion of the thesis and the main language.
  10. Give subject terms to your work by choosing the terms from a suggested list. Do not use your own terms.
  11. Add the abstact of your thesis.The abstract can be typed in or copied and pasted. If you are copying from word processor which uses spelling, please remove the spelling from pasted text before copying to Theseus. In case you want to save an abstract with another language, you can use the same function. If you also want to add an abstract in other language than the thesis main language, do it using the field.
  12. Add the the name of the orderer or commissioner. This field is not mandatory.
  13. Fill in the duration of attached mp3 or mp4 -file in full minutes. If necessary, round to nearest minute.
  14. After filling in all the mandatory fields click "Next".
  15. Fill in all the manadatory fields and upload your thesis in PDF format.
  16. You will receive confirmation by email that your thesis has been transferred to the Theseus open repository. Your work will be visible online once the library personnel of your university of applied sciences have checked the information related to your thesis.

Upload the file

  1. Upload the thesis from your computer in PDF format. If you are not able to upload the thesis, check that the name your the file doesn't contain forbidden characters. The characters allowed are 1-9, a-z, A-Z, _, - and space.

Final check

  1. Check the metadata you have given and send it all to Theseus.

Theses published in Theseus are freely available for browsing on the Internet and can also be found with a Google search, for example. We recommend that you remove any personal contact information, such as addresses, email addresses and telephone numbers, from the published thesis.

Before commencing the uploading of your thesis in Theseus, please read the checklist.

If you encounter any problems uploading your work, or if you for some reason want to cancel your uploading, please contact the library.

If you do not publish your thesis in Theseus, you should publish it on the Oamk Intranet. This way your thesis is available for everyone in the Oamk web environment through Oula-Finna database, but it will not be available outside of the University of Applied Sciences. However, your thesis can be sent on loan to other libraries.

You can have your thesis to published on the Oamk Intranet using the below instructions. Save your work only after your thesis has been approved. The thesis version to be saved on the Intranet must be the same as the final approved version. Don't save until the thesis is completely finished, because you can not delete your thesis from Intranet. If there are more than one thesis author, it is sufficient if one author submits the thesis on behalf of everyone else.

Instructions on the stages of the publishing process

  1. Ensure all personal contact details, such as social security numbers, postal and email addresses and phone numbers have been removed from the thesis.
  2. Convert your approved thesis into one complete file in pdf-format (title page, index, the report and appendices). Name the file with your own name in the format of Lastname_Firstname.
  3. Fill out all the fields in the online form, and add your file in pdf format. Click the “Continue”-button at the bottom of the form, and check the details you have just input. After you approve the information, it will be sent out on the online form.
  4. You will receive a confirmation email acknowledging your thesis has been transferred onto the Intranet. Send the email to your supervising lecturer.
  5. The thesis will not appear on the Intranet immediately, because the library personnel will first verify the final project details, after which it will be catalogued onto the Oula-Finna database. The thesis will be available to read on computers in the Oamk web environment. It can also be sent out on loan to other libraries.

In case of any problems contact the library. After you have reported your thesis to the intranet, you don't need to report it again to Theseus.

The thesis should consist of a single PDF file. It is easiest to convert your thesis into a PDF file, if it is one complete text file including the whole content, report etc.

You can convert a Word document into a PDF file in many ways. In Word probably the easiest way is to click File > Export > Create PDF/XPS.

Name the file using the format of Surname_Forename, for example Student_Steve.pdf. The characters allowed are 1-9, a-z, A-Z, _, - and space.

Combining PDF files using PDF-Tools  

With the PDF-Tools -program it is possible to combine several PDF files into one.
Here are instructions on how to do it:

  1. First convert every single file to a PDF file as described above.
  2. Open PDF-Tools -program: Go to Start menu and write to the search window below: PDF-Tools (or simply PDF) and choose PDF-Tools.
  3. When the program opens choose: Split/Merge and click "Start".
  4. Add each separate PDF file to the desktop (choose Add). Click "Next".
  5. Select Method to Group pages in Target file choosing the default settings and click "Next".
  6. At Preview and Edit the Documents List -page you may edit the target document by moving, copying, removing or re-ordering pages using drag&drop. Accept the target document by clicking "Next"
  7. At Setup PDF -page you may do some other modifications, but do not use PDF Security. When finished click "Next".
  8. At save Setup -page specify the destination folder, where you can save your complete PDF-file and give the destination file name. Name the file Surname_Forename, for example Student_Steve.pdf. The characters allowed are 1-9, a-z, A-Z, _, - and space.
  9. Complete the task by clicking Finish. The program will combine the files and then opens the thesis with Adobe Reader.

If you run into problems when converting your document into PDF or uploading your thesis into Theseus you can always send us email: theseus_kirjasto(a)oamk.fi.​

Useful links

Theseus submission page. Select: Upload your thesis.

Theseus search page.

How to remove a page or a site from Google’s search results - Google Webmaster tools

Problems with signing-in?

NB! You will need a valid students user name to be able to upload your thesis in to Theseus. Remember to upload your thesis before you graduate!

If you are unable to log in, change your password and try again. Database containing passwords is updated once in an hour, so wait at least 1 hour before you try again. Please note that a valid password must contain at least 8 characters.

If you are still having problems, contact the library: theseus_kirjasto(a)oamk.fi.

Keywords

When you select keywords to your thesis we recommend that you use:

LCSH (Library of Congress Subject Headings)
MeSH (Medical Subject Headings)

Copyrights

”All rights reserved” means that you will retain the rights to your work in accordance with normal copyright legislation.

You also have the opportunity to share some of your copyrights with the users of your thesis by adopting a Creative Commons licence. With a Creative Commons licence, you can inform other users of what they are allowed to do with your work. You can, for example, allow them to copy, share, display or present your thesis or modified versions of it and to obligate them to reference your name as the original author. You can select a Creative Commons licence when you own all rights to your thesis or you have permission from the owners of parallel copyrights to use the licence. Read more about Creative Commons.

Theseus - Copyright (terms of use and Creative Commons)

Theseus - Creative Commons FAQ

Creative Commons in Finland