Electronic Dissertations Rug Groningen

Under the terms of the PhD regulations, PhD students are obliged to submit an electronic version of their thesis to the University of Groningen Library throughHora Finita. PhD students must sign the licence agreement provided by Hora Finita, consenting to the non-exclusive publication of the thesis through the University of Groningen Repository (seeappendix 8 of the PhD regulations).They do, however, retain copyright, giving them the right to choose the printer or publisher if a commercial edition of the thesis is published.

If a PhD student hascomplete control of the entire thesis, he/she can sign the licence agreement without exceptions.

If a PhD student does not have complete control of the entire thesis, he/she can sign the licence agreement, indicating one or more of the following exceptions.

  1. The thesis contains material over which third parties have control.
    PhD students must ensure that they have permission from the party with control over the material to publish the thesis through the University of Groningen Repository. In the case of exception 1, the PhD student must state the chapter (or chapters) this applies to in the licence agreement.
  1. The PhD thesis contains material in one or more chapters which has been submitted to a publisher but has not yet been accepted for publication, or material that will be submitted for publication within 12 months.
    In the case of exception 2, the PhD student must state the chapter (or chapters) this applies to in the licence agreement, so that the Library can place the relevant chapters under embargo for 1 year. If the embargo needs to be extended during the course of that year, the PhD student can submit a request through theUniversity of Groningen Library; see exception 4 below.
  1. The PhD thesis contains material in one or more chapters which has been published or accepted for publication by a publisher.
    The PhD student must check whether the publisher gives permission for the material to be published through the University of Groningen Repository. More information relating to journal articles (particularly in English) is available on theSHERPA/RoMEOwebsite.
    In the case of exception 3, if the material may not be published online the PhD student must state the chapter (or chapters) this applies to in the licence agreement. The Library will then place the relevant chapters under embargo for 1 year. If the embargo needs to be extended, the PhD student can submit a request through Hora Finita; see exception 4 below.
  1. The PhD thesis contains material in one or more chapters which has been published or accepted for publication by a publisher and which requires an embargo lasting longer than 1 year.
    The PhD student must submit a substantiated request to the Rector Magnificus through Hora Finita, asking him/her to set a reasonable embargo period exceeding 1 year. See exception 4 of the licence agreement.

Questions about the licence agreement

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 4 printed versions of their PhD thesis, plus 4 copies of their propositions. The printed copies can be handed in at the PhD Degree Registration Office. If the office is closed, please refer to the University Student Desk on the same floor.  

PhD Degree Registration Office
Academiegebouw 1112
room 0140
Broerstraat 5, Groningen
Postal address: P.O. Box 72
9700AB Groningen

phone (050) 363 5276
promoveren@rug.nl

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 copies to be submitted must be handed in to the PhD Degree Registration Office. If the office is closed, please refer to the University Student Desk on the same floor. Library employees will retrieve their copies there.

PhD Degree Registration Office
Academiegebouw 1112
room 0140
Broerstraat 5, Groningen
Postal address: P.O. Box 72
9700AB Groningen

phone (050) 363 5276
promoveren@rug.nl

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 linkto 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. This request can 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?

You will receive an e-mail from Hora Finita once the processing of your PhD thesis by the University Library has been finalized. This message will contain information about receiving the PhD printing costs reimbursement. This procedure differs per faculty. Payment is made by the FSSC, the UG's financial service. Please use the online form to upload a scan of the printer's invoice and a proof of payment, usually a copy of a bank statement that has to be in your own name. Subsequently, payment will generally take place within 3 weeks.

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