Homepage » Process of Submission of Postraduate and Doctoral Theses to PERGAMOS Digital Depository

PROCESS OF SUBMISSION

OF POSTGRADUATE AND DOCTORAL THESES

TO “PERGAMOS” DIGITAL DEPOSITORY

The process, described in detail below, consists of the steps to be followed by the student, the Secretariat of the Department and the Library in order to upload the thesis to the Digital Depository.

More specifically:

Step 1: Approval of thesis and collection of form from the Secretariat of the Department.

After the approval and marking of the thesis, the students collect from the Secretariat of the Department of their School a form (attached) in two copies, which includes:

1. Certificate of approval of the postgraduate or doctoral thesis.

2a. The author’s declaration of submission, by which he/she allows the Library and the Information Centre the non-exclusive permissionof availability of the approved postgraduate or doctoral thesis through the internet, and a declaration of submission of a true copy in pdf form to the Digital Depository.

2b. Declaration of a possible spatial limitation of access to the full text, only within the network of our University or of a limitation of access to the full text for 6 months or a year. In the case where the student allows no access to the full text for a year, for specific reasons, he/she submits an application form to the Library, where he/she explains in detail the reasons why, and selects, on the application form, limitation of access to the full text for a year (this regards only the postgraduate theses).

2c. Declaration of possible spatial limitation of access to the full text only within the network of our University or of time limitation of access to the full text by the users for up to 36 months. In the case where the student denies access to the full text for more than 36 months, for specific reasons, he/she submits an application form to the Library, where he/she explains in detail the reasons why, and selects, on the application form, limitation of access to the full text for 60 months or, in exceptional cases, limitation of access to the full text with no time limit (this regards only the doctoral theses).

3. Application form to the Library for the control of the correct completion of the mandatory details and the successful uploading to the Digital Depository.

The students must submit both copies of the aforementioned form to the Library, sign the aforementioned declarations, and upload their thesis to the Digital Depository of our University, which is called “Pergamos” and is found on the website of the Library Directorate and Information Centre www.lib.uoa.gr, or directly to the website of the Digital Depository pergamos.lib.uoa.gr. On the website the students will also find instructions for uploading to the Digital Depository.

Step 2: The steps to be followed by the student during the process of uploading the thesis on the platform of the Digital Depository and the actions to be taken by the Library:

  • The student visits the website of the platform: pergamos.lib.uoa.gr.
  • He/she selects the link “Individualized services”
  • He/she selects the link/keybutton “Entrance”. In this way the user is certified through the Network Centre of the National and Kapodistrian University of Athens, that is why it is necessary for the students to have an active e-mail account at the NKUA, in order to have access to individualized services/processes.
  • Attention: The account should be correctly linked to the Department or the Branch of the Postgraduate Studies Programme followed by the student.
  • After the successful entrance of the student, the details of his/her account appear, along with the available selection of services. If he/she is allowed a thesis submission, he/she selects the link “Electronic Submission”, through which he/she is transferred to a new page, where he/she can start expressly the submission process by selecting the option “Start Submission” (clear and detailed instruction are provided for every step of the process within the platform).
  • During the completion of the appropriate inventory form, the student can save the form temporarily until its final submission.
  • The student who submits a postgraduate thesis and wants limitation of access to the full text has three options:

1. Access to the full text only within the network of the NKUA.

2. Limitation of access to the full text for 6 months.

3. To choose the limitation to the access to the full text for 6 months and submit to the Library an application form where he/she will mention in detail the specific reasons for the limitation of access to the full text for one year. In this case the Library forwards the application forms to the Supervisory Council of the corresponding Library of the School, and if the application is approved, then and only then, the Library selects limitation of access to the thesis for a year. If the application is rejected by the Supervisory Council, the thesis will be accessible to all after the completion of the 6-month limitation.

  • The doctoral candidate who submits a doctoral thesis and wishes limitation of access to the full text has the following options:
  1. Access to the full text only within the network of the NKUA.
  2. Limitation of access to the full text for 12, 18 or 36 months. In the last case he/she submits in writ to the Library the reasons why he/she wishes no access to the full text.
  3. To choose limitation of access to the full text for 36 months, but submit to the Library an application form where he/she will mention in detail the specific reasons for limitation of access to the full text for 60 months. In this case the Library forwards the application to the Supervisory Council of the corresponding Library of the School, and if it is approved, then and only then, the Library selects limitation of access to the thesis for 60 months. If the application is rejected by the Supervisory Council, the thesis will be accessible to all after the completion of the 36-month limitation.
  4. To choose limitation of access to the full text for 36 months, but submit to the Library an application form where he/she will mention in detail the specific reasons for limitation of access to the full text with no time limit. In this case the Library forwards the application to the Supervisory Council of the corresponding Library of the School, and if it is approved, then and only then, the Library selects limitation of access to the thesis with no time limit. If the application is rejected by the Supervisory Council, the thesis will be accessible to all after the completion of the 36-month limitation.
  • After submission, the student is informed about the deposition of the thesis via e-mail.
  • The submitted thesis is controlled regarding the correctness of the data in the mandatory fields (with the documentation data and placing of the digital material in pdf form) by the Library staff. The file should not be locked and be in its final form.
  • After the completion of the mandatory fields with the corresponding data has been controlled by the Library, and after the uploading of the thesis in pdf form, if errors are found, then the student is informed via e-mail and he/she corrects or completes the corresponding data and repeats uploading. When the Library ascertains the correct completion and uploading of the postgraduate or doctoral thesis, then the deposition is approved and the postgraduate or doctoral thesis is included in the collection of the “Grey Bibliography” of the Digital Depository. Then and only then all the parts involved (Library, student, supervisor and Secretariat) are informed electronically.
  • The platform creates a certificate of submission of the thesis, which is attached to the aforementioned e-mail.

The supported process offers a flexibility of materialization so that it adjusts better to the demands of the involved parts.

After the termination of the chosen and approved time limitation, the full text will be available to all.

1st Note: In the cases of limitation of free access to the full text, the parts available are the bibliographical references to the author and the text, the abstract of the text and the key words.

2nd Note: In any case, free access to the full text helps the Institutions and the authors acquire direct acknowledgeability regarding their research production, and the use of their research results increases.

3rd Note: Submission to the Digital Depository and free access to the full text protects and safeguards authors from plagiarism dangers.

3rd step: Completion of submission and collection of certificate by the student

After the course of 3 (three) working days from the day of submission of the certificate of application to the Library and uploading of the thesis to the Depository, the student goes to the Library, collects a signed copy of the certificate application, and submits it to the Secretariat of the Department of his/her School in order to be able to submit an application for the oath-taking ceremony.