Deposit a Thesis in PubRep

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1 Deposit a Thesis in PubRep L a s t U p d a t e : F e b r u a r y 1,

2 In this guide the procedure for publishing a digital copy of your thesis at IST Austria is described. If you have troubles with any of the steps of depositing you can find a step by step description in the IST PubRep User Guide

3 D e p o s i t Go to ist.ac.at/pubrep and login to your account with your intranet credentials. After the login you get to your user area (Manage deposits). Click on <New Item> The Deposit consists of six steps: Type First you define the type of publication, this generates the mask for the publication details. Upload In the first section you upload and license the publication. Details Here you describe the publication (metadata). Subjects In this section you select the fitting subjects from a prefabricated list. FP7/ERC projects Here you enter information in case the publication relates to a FP7/ERC granted project. Depos it These are the last steps. At this point you agree on the terms of deposition and declare full responsibility on copyright issues. The current step you are in is indicated green. You can jump between the steps. Information already filled in will be retained. If you use the browser s step-backbutton, though there could be some information loss. You can pause the deposit via <Save and Return> anytime. Then the item will be saved in <Manage Deposits>

4 T y p e Tick Thesis and then click <Next>. U p l o a d You are required to upload a version of your thesis in the format it was drafted and a PDF/a version. If you need help with formatting you can find a detailed description for various applications in the user guide: Create a PDF/A Document. Regarding scientific transparency it is strongly encouraged to upload underlying data or sourcecode in the institutionial data repository IST DataRep or if available in a suitable subject repository. Note: If you write your thesis in LateX just compress the files into a zip file and upload that. To generate a PDF/A out of LateX can be a tiresome procedure in some cases. If you experience problems with that a PDF will do as well

5 Either you upload from a local drive or you provide a URL You have different options how to add the data: Browse file from local disk Drag and drop file from local disk Provide a URL After the upload you have to add some further information to the file. Click on <Show options>. For Content: select Published Version. For License we recommend: Creative Commons Attribution

6 If you need any help changing the settings, each entry field has an explanatory description. Just click on the checkbox with the question mark to show the hidden help text. D e t a i l s Fill in the description (metadata) for the publication: The information you need for the thesis is as follows: Mandatory fields, indicated with an asterisk Title Thesis Type Author(s) Research Group Publication Details Subjects, are: An extensive description of the thesis ensures the likelihood of discovery, therefore you have the opportunity to provide additional information as follows: Abstract Funders Projects Contact Address References Uncontrolled Keywords Output of an FP7/ERC project? If you need any help filling in the details, each entry field has an explanatory description. Just click on the checkbox with the question mark to show the hidden help text

7 Amongst the individually differing entries there are some fields to fill in equally for every thesis: For Thesis Type tick PhD. Tick Published, fill in the Date of submission, enter IST Austria for Institution and fill in the Number of Pages. If you already deposited data in a repository or published parts of your thesis as an article enter the corresponding URLs. S u b j e c t s Select one or up to three subjects. Click on the checkbox with the plus to view the main and sub subjects you can choose from

8 Add subjects with the <Add> button and then click on <Next>. F P 7 / E R C p r o j e c t s In case this is a FP7/ERC granted project fill in its details: The Grant Agreement Number and the availability of the publication and then click on <Next>

9 D e p o s i t You are about to deposit your publication. If you are not sure about some details, click on <Save for Later>. The item will be saved in your work area and you can view it and make adjustments under <Manage Deposits>. If everything is ready and you agree to the terms of deposition, click on <Deposit Item Now>. You will receive a status report showing that the data is deposited and under review. Also a preview of the data record will be displayed. After the review you will be notified via and provided with the Digital Submission Confirmation and a DOI for your thesis. If you have questions regarding the digital thesis submission contact us via: thesissubmission@ist.ac.at - 9 -

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