Layout and publication of the dissertation at the Faculty of Health Sciences

On this page, you will find the Faculty of Health Sciences guidelines for finalising, formatting, publishing your dissertation manuscript in the university’s publication series, and distributing printed and electronic copies. Please familiarise yourself with these instructions well in advance.

Finalising and formatting the manuscript

Once you have received your permission to defend, finalise the content and language of your manuscript so that it is ready for printing:

1. Make the necessary revisions to your manuscript based on the preliminary examination statements.
2. Carefully check the headings, table of contents, and list of references. Make sure the manuscript is polished and error-free.
3. Write the Finnish and English abstracts if you have not already done so during the preliminary examination stage. The completed dissertation must include both abstracts.

You are responsible for formatting your dissertation and preparing it for publication. Use the ready-made layout template (docx), which complies with the accessibility directive, preferably from the point when you begin writing your dissertation.

How to access the layout template:

1. Log in with your UEF user account.
2. Open the document in your browser and save the file to your device.
3. You can then edit the file freely.

Republication permissions for article-based dissertations
An article-based dissertation is published in full only if you have obtained written permission from the original publishers of the articles to republish them in the university’s publication series. Without permission, only the summary section is published.
As the author of the publication, you are responsible for obtaining all republication permissions and any other copyright and publishing rights. Follow these steps:

1. Request republication permission directly from the original publisher of the article. Many publishers have an online form for this purpose on their website. If no such form is available, you can use the UEF permission request template.
2. Request permission for both printed and electronic republication at the same time – this way you avoid a separate permission process later.
3. Obtain the permissions as early as possible. You can arrange them already when the articles are originally published, but no later than the manuscript finalisation stage.

If your dissertation is a so-called paragraph dissertation, confirm with the original publisher of the article that editing an already published article is permitted. This also applies to technical editing related to the layout.

Publishing the dissertation

Once you have received the permission to defend from the faculty, you can begin the publication process for your dissertation. You will be informed of your dissertation’s series editor at the time of the defence permit decision. Contact your editor, who will guide you through the publication process. The dissertation must be published at least 7 days before the public defence, and you must ensure that it is available by then either at the university library or in electronic form.

Publication permission and publishing agreement

1. Arrange a meeting with the series editor.
2. At the meeting, a publishing agreement is prepared specifying the initial print run.
3. Editor sends the agreement to the Library’s publishing services: [email protected].
4. The Library will send you an electronic signing request via UEF Sign.

If your dissertation is article-based, also provide the Library with copies of the republication permissions for the articles.
There must be at least 6 weeks between notifying the series and the date of the defence to allow sufficient time for layout and printing.

Electronic and printed publication
The dissertation is usually published in both printed and electronic form. A separate agreement for electronic publication is not required. You may delay electronic publication if this is necessary for copyright reasons. Electronic dissertations are published through the Library’s eRepo service.

Faculty of Health Sciences publication series
Dissertationatin the Faculty of Health Sciences are published in the series Publications of the University of Eastern Finland. Dissertations in Health Sciences. The series editor decides on the formatting of the text in accordance with the publication series layout template and the faculty’s publication guidelines.

Creative Commons licensing of the dissertation
In accordance with UEF’s open science and research policy (link), publications are recommended to be published under a Creative Commons (CC) license. If your dissertation is article-based, the CC license applies only to the summary section. If your dissertation is a monograph, you may license the entire work. You are responsible for ensuring that your dissertation can be licensed and for choosing the appropriate CC license.

To license your dissertation, you must complete a checklist (link) in addition to the publishing agreement. The checklist compiles the key points to consider before CC licensing your dissertation and entering into the related agreement. The editor sends the checklist and the dissertation publishing agreement to the Library’s publishing services at: [email protected]. The Library will send an electronic signing request via UEF Sign.

Include your chosen CC license on the same page as the publication’s ISBN numbers and editors, or agree on an exception with the series editor. The CC license clauses to be included in the book can be found here (link to file).

Series editors

• A. I. Virtanen Institute for Molecular Science and Institute of Biomedicine: Tarja Malm
• School of Pharmacy: Veli-Pekka Ranta
• Department of Nursing Science and Institute of Dentistry: Päivi Kankkunen
• Institute of Clinical Medicine and Institute of Public Health and Clinical Nutrition: Jari Halonen, Ville Männistö and Toni Rikkonen

What the editor checks in your manuscript

• The language of the dissertation is impeccable (proofreading has been carried out where necessary).
• The manuscript follows the publication series layout template and the faculty’s publication guidelines.
• Permissions for the republication of any articles have been obtained.

Series number and printing

1. Request series numbers for your publication from the Library using the ISBN request form.
2. Submit the dissertation manuscript along with the cover texts and images to the printer.
3. Check the proof of your dissertation. You can request the first proof from the printing house in electronic form (e.g. PDF).
4. The final proof is produced from the print-ready file in the book’s final size and layout.

Print run and reimbursement of printing costs

As a doctoral candidate in the Faculty of Health Sciences, you are responsible for printing the following copies:

• Copies for the opponent and custos
• Copies to be distributed to university members (e.g. professors in your subject)
• Copies for the UEF Library for display, archiving, and collections (3 copies) – PunaMusta Printing House handles posting to the Snellmania campus library
• Legal deposit copies for the National Library of Finland in Helsinki (6 copies) – PunaMusta Printing House handles posting
• Any additional copies for distribution (you decide the number)

Reimbursement of printing costs through the faculty
Order the printing of your dissertation from the faculty’s contract printing house (PunaMusta). When placing your order, let them know that the invoice for printing costs up to €400 (VAT included) will be sent directly to the Faculty of Health Sciences.

If the total printing cost is under €400, the entire invoice can be sent to the faculty. Any costs exceeding €400 are your own responsibility.
Include the following reference information on the invoice:

• your name
• date of the defence
• cost centre 2940000

You may have your dissertation printed at any printing house of your choice if you cover the full printing costs yourself. In this case, you are also responsible for all distribution, including display, archive, and legal deposit copies.
Instructions for ordering dissertation printing can be found on the Intranet (UEF login required, opens in a new tab).

Distribution of dissertations

You are responsible for distributing your dissertation yourself, unless otherwise stated.

Library distribution
Make sure the printing house delivers the printed dissertation to your campus library for public display at least 7 days before the public defence.

• PunaMusta printing services: PunaMusta automatically delivers the display, archive, and collection copies to the library.
• Other printing house: You are responsible for all copies to be delivered to the Library.

Electronic version for the Library
The university’s contract printing house delivers works published in the series to the Library in electronic form. If you use another printing house, remind them of this obligation. The electronic version is sent as an email attachment to [email protected].

Delivering copies to the opponent, custos, and others
Deliver your dissertation to the opponent and custos well in advance of the public defence. It is customary to also deliver a copy to the Dean of the Faculty of Health Sciences and to the professors in your subject.
You can deliver the dissertation to the Dean electronically, either by sending a link to the library’s electronic dissertation archive or by sending the dissertation as a PDF attachment.

Doctoral candidates at the A.I. Virtanen Institute for Molecular Science
When having your dissertation printed, ask the printing house to send a Photoshop-compatible copy of your dissertation cover to Kehysliike Sallinen ([email protected]).
Doctoral candidates in the research groups of Seppo Ylä-Herttuala and Minna Kaikkonen-Määttä need two copies of the dissertation cover.
The dissertation cover and a photograph of the doctoral candidate are framed and displayed on the wall of the A.I. Virtanen Institute for Molecular Science (meeting room 3118.2).