HeiDOK – Publish
Special regulations for the publication of dissertations
Dissertations as compulsory publications in electronic form
In 2000, the Senate of Heidelberg University gave faculties the opportunity to accept dissertations in electronic format besides the traditional print publication in paper form or on microfiche.
As far as is permitted by the PhD regulations of your faculty or the regulations of your examination board, you can choose this option of compulsory publication. For more details, please contact your faculty.
If you choose the electronic format, you can upload your dissertation in the preferred file format (PDF) on HeiDOK and publish it fast and for free. Beforehand you must sign a rights form and comply with the other conditions of publication. Please fill out the written statement and bring it with you when you deliver the printed copies (see below). Please note that for the electronic version the data format PDF/A is required. For information on PDF/ A files, see the information sheet Informationsblatt: Erstellung einer Abschlussarbeit im Format PDF/A an der Universität Heidelberg (PDF).
The formal design of your document depends on the text processing program and the formal and aesthetic preferences of the author and the respective department. You will find templates for the publication of your dissertation or habilitation on the website www.dissonline.de. These services help authors to prepare their work in such a way that it can be published electronically in repositories and at the German National Library, while meeting the requirement of long-term availability.
Printed archive copies
To comply with the publication requirements, you have to deliver four complete printed copies of your dissertation to the University Library - in addition to the electronic form. (Please check with your faculty on the requirements, since in some cases additional copies have to be submitted or the "complete original version" has to be marked).
The electronic version must exactly match the print version, including formatting and pagination. This is checked by the University Library if you deliver the print copies there. For this reason a file in HTML format is not accepted. One copy of the printed version will remain in the library, two are sent to the "German National Library" and one to the relevant Special Collection Library.
Confirmation of compliance with the publication requirements
Please deliver the printed copies during opening hours, Mon - Fri 8.30 AM to 3.30 PM or by appointment to the information center of the Main Library in the city center (IZA) or at the branch library in Neuenheimer Feld (IZN). There you will also receive confirmation that you have complied with the publication requirements (in the natural sciences, on the form you get at your examination board). You will have to submit to your examination board the confirmation that you have complied with the publication requirements, in order to receive your certificate.
Application for an embargo on the publication of a dissertation
An application for an embargo on publication can be directed to the Dissertationsstelle. This is possible when the dissertation is connected to a patent application, or when the publishers of a journal article require such a delay in publication. More details and the relevant forms can be found on the page FAQ.
Additional publication of the dissertation in print form
(After a mandatory publication in electronic form)
Please note: An additional publication by a publishing house is only possible if the publisher accepts the first publication in an electronic form on Open Access publication server (as HeiDOK) and does not claim exclusive rights of distribution. Please check the details of the license terms of your publisher (see also the information about license terms at Sherpa/ RoMEO) and ensure you reserve the right of an electronic publication on HeiDOK.
Please also refer to the information on the portal www.dissonline.de, where you will also find an example of a standard contract Author→Publisher.
Additional publication of a dissertation in electronic form
(After a mandatory publication in a printed form)
If you have already published your dissertation in print, you can additionally publish it on HeiDOK in an electronic form to ensure the widest possible dissemination of your work. As an author you are obliged to ensure before electronic publication that no rights of a third party, for example of your publisher, are infringed by an Open Access publication. Please check carefully the regulations of the publisher in regard to parallel electronic publication or self-archiving and check if such a publication is permitted. (See also the information about license terms on: Sherpa / RoMEO)