Publication and submission of obligatory copies
of doctoral/professorial theses at the University of Rostock
Doctoral dissertations and professorial theses have to be made available to the public. The “Pflichtexemplarordnung” of the University of Rostock from 2008 governs the publication and submission of obligatory copies to the library. It contains the following options:
Options
Attention: Please read the information at the bottom of this page!!!
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Option 1: Online publication at RosDok (§ 4)
Submission form You have to submit:
- 2 bound typescript copies
- PDF/A file
- Form „Agreement about the submission and publication"
(For a one-year-suspension of the online publication, please choose option 5.)
(A cumulative doctoral dissertation / professorial thesis must contain all articles in full-text (submitted or published version). In case this is not possible for legal reasons, please choose option 4.)
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Option 2: Print publication (typescript) for distribution via inter-library publication exchange (§ 2)
Submission form You have to submit:
- 20 bound typescript copies
- Form „Agreement about the submission and publication"
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Option 3: Publication with a professional scientific publishing house (§ 3)
Submission form You have to submit:
- Valid (i.e. signed) copy of your contract with the publishing house
- 6 copies produced by the publishing house
or
2 bound typescript copies immediatly + 4 publisher’s copies after release - if the book is permanently available as an Open Access publication under a Creative Commons licence
3 publisher's copies
or
2 bound typescript copies immediatly + 1 publisher’s copies after release - Form „Agreement about the submission and publication"
(If the publishing contract is not yet concluded, please choose option 5.)
(Only 2 copies (typoscript or publisher’s copies) have to be submitted, if a parallel online publication at RosDok will be carried out. In this case please choose option 1.)
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Option 4: Journal publication (accepted by the faculty as a cumulative doctoral/professorial thesis) (§3)
Submission form You have to submit:
- 4 bound typescript copies (including all article's fulltext in the accepted or published version)
- Form „Agreement about the submission and publication"
(Only 2 typescript copies have to be submitted, if an online publication at RosDok including all articles in full-text will be carried out. In this case please proceed with option 1.)
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Option 5: One-year-suspension of online publication at RosDok for preparing a publication with a scientific publishing house
Submission form You have to submit:
- 2 bound typescript copies
- PDF/A file
- Form „Agreement about the submission and publication"
ATTENTION: You have to inform the library within the period of one year and choose one of the options 1-3 for publication. In case we do not receive any message, your work will automatically be published online at RosDok according to option 1.
If you could not conclude a publishing contract and you do not want to publish online at RosDok please choose option 2 and restart the submission of your obligatory copies.
For an extension of the deadline a reasonable application to the library is needed (potentially with consent of the faculty).
Further information
Ways to the doctorate
You may find further information on ways to the doctorate and habilitation on the webpage of the Referat Akademische Selbstverwaltung (D1.2).
Title page
The following information has to be provided on the title page resp. on the page after:
- Name of the author
- Title of the doctoral / professorial theses
- Faculty
- Reviewers (name, institution)
- Year of the submission to the faculty
- Year of the oral defense resp. colloquium / lecture
You may find an example for a title page here.
Requirements for bound typoscript copies
Two of the bound typoscript copies will be catalogued in Rostock University Library and are available for lending and inter-library loan.
Rostock University Library will provide the additional bound typoscript copies to the German National Library resp. to other libraries within the inter-library publication exchange. (Differencing from §4 section 1d of the “Pflichtexemplarordnung” only two bound typoscript copies have to be submitted.)
The 2 bound typoscript copies for Rostock University Library must contain a short vita / career. This information is optional in the other copies.
You should omit the signed declaration of authorship or publish it without signature in order to prevent fraudulent use.
Requirements for the bound typoscript copies:
- double-side printing is recommended
- A4 or A5 format
- soft bound or hard bound
- NOT ring bound! NOT spiral bound!
- printed on permanent wood-free and acid-free paper
Additional data which is not printed in your work (for example big attachments, research data, videos, etc.) must be provided on CD / DVD in each bound typoscript copy.
Requirements for online publication and the provided PDF/A document
You have to submit your document for the online publication as a single PDF/A file in order to enable long-term accessibility.
Further information on how to convert your file to PDF/A format you may find here.
Requirements for the PDF/A document:
- You are allowed to upload only one PDF/A file. Multiple volumes must be combined into a single file.
- The maximum file size should not exceed 100 MB.
- The PDF/A file’s metadata „author“ and „title“ must be set correctly.
- The text of the PDF/A document must be searchable, selectable and copyable.
- The document should contain a table of contents (PDF-bookmarks).
If there are attachments in your doctoral / professorial thesis which are not convertible to PDF/A format, please send an e-mail to dissertationen.ub@uni-rostock.de.
You have to agree with the online publication and grant the University of Rostock the non-exclusive, worldwide, perpetual, irrevocable right to reproduce, distribute, display and transmit your work online.
You have to declare that your publication does not infringe the rights of third parties (for example rights concerning figures, images, etc.).
After the online publication no further changes to the PDF/A document can be made.
Requirements for a publication with a publishing house
If you publish your work with a professional scientific publishing house you have to submit a copy of the valid contract signed by both parties.
The publisher has to mark your publication as a doctoral / professorial thesis of the University of Rostock (for example in the imprint of the book). If this information is not included you must provide it in the obligatory copies by yourself (for example as a label on the page after the title page).
If the publisher does not agree with a parallel online publication in the library’s repository, at least 150 copies must be produced.
If at the time of submission your doctoral / professorial thesis has already been published by the commercial publisher, you have to submit 6 publisher's copies. Otherwise you have to submit 2 bound typescript copies immediately and at least 4 publisher’s copies within 1 year. (Differing to §3 section 1 of the “Pflichtexemplarordnung” only 2 bound typescript copies must be submitted.)
If the book is permanently available online as an Open Access publication under a Creative Commons licence, only 3 publisher's copies have to be submitted resp. 2 typescript copies + 1 publisher's copy.
One-year-suspension of online publication at RosDok for preparing a publication with a scientific publishing house
If you intend to publish your doctoral / professorial thesis with a commercial publisher, but do not yet have a valid contract, there is the option to hand in 2 bound typescript copies and the PDF/A file, but delay the release of the online publication for one year (according to §4 section 4 of the “Pflichtexemplarordnung”).
Within the period of one year you have to send a message to Rostock University Library and choose one of the options 1-3 for publication. If you do not send any message, the library will automatically publish your work online according to option 1. For an extension of the deadline a reasonable application to the library is needed (potentially with consent of the faculty).
An extension of the deadline can be granted under certain conditions. If necessary it is required to provide a reasonable application and the approval of the faculty.
Requirements for a cumulative doctoral / professorial thesis
The submitted bound typoscript copies must be identical to the examination copies. The articles must be provided in full text and bound into the work (as a copy of the journal version or as typoscript).
On the title page the work must be marked as a “cumulative doctoral / professorial thesis”. If this information is missing, the faculty has to confirm, that your work was accepted as a cumulative doctoral / professorial thesis.
If the articles have been already published, you have to guarantee that a second publication in the obligatory copies for the library is allowed. If necessary you have to ask the journal publishers for permission to publish your articles in the obligatory copies for the library.
If you accept a parallel online publication of your cumulative work including all articles in fulltext at RosDok, you have to submit only 2 bound typoscript copies. In this case please follow option 1 (online publication through RosDok). Please note that in this case the PDF/A file must contain the full text of the articles.
Deadline for the submission
In accordance with the regulations of the University of Rostock („Pflichtexemplarordnung” § 2 and § 3) you have to submit the obligatory copies to the Library within 4 weeks after receiving the official letter about the granting of a doctorate.
Submission process
Please start the process by filling in the online form for the chosen option (see above).
Via the online form you have to provide your contact details and bibliographic metadata of the doctoral / professorial thesis.
After submitting the online form, an agreement document will be generated („Agreement about the submission and publication of doctoral / professorial thesis at the University of Rostock"). This agreement contains statements about the conformity with the examination copies, rights of use and licences (see an example here).
The agreement will be sent to you by e-mail as a PDF file. Please print, sign and submit it together with the print copies to the Library.
You may send the signed agreement and the print copies either by mail to “Hochschulschriftenstelle” or deliver them at the information desk Campusbibliothek Südstadt during the service hours.
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Submission by mail: Universitätsbibliothek RostockHochschulschriftenstelle Albert-Einstein-Straße 6 18059 Rostock |
Delivery at the service desk: Universitätsbibliothek RostockCampusbibliothek Südstadt Albert-Einstein-Straße 6 18059 Rostock |
After receiving your print copies and the signed agreement the Hochschulschriftenstelle will check formal criteria: number of the submitted copies, completeness of the data, format of the PDF document, etc. A confirmation about the completed submission will be sent to the Promotionsstelle (Universitätsverwaltung, Referat 1.2). You will be informed by e-mail.
Information and Assistance
Universitätsbibliothek Rostock
Hochschulschriftenstelle
Florian Gust
