Philosophical Faculty's guidelines for publishing and printing doctoral dissertations

• The Philosophical Faculty supports the publication of dissertations in the faculty series by paying the costs arising from the layout and printing of the dissertation. The doctoral researcher is responsible for the shipping costs of dissertations delivered outside the campus. The faculty covers the costs for:
  • Basic layout done by the contracted provider
  • 30 printed copies of the dissertation
• Of the 30 copies paid for by the faculty, approximately 10 printed copies will remain for your personal use. If you wish to have more copies for yourself, you may order them from the printing house at your own expense. Additional copies are significantly cheaper if ordered at the same time as the main batch.
• Invoices regarding the publication process are directed straight to the faculty. Billing address: University of Eastern Finland, PL 922, 00074 CGI, Philosophical Faculty, Doctoral studies, 29980034, Salli Anttonen. Further information regarding billing: Academic Affairs Specialist Salli Anttonen: FiloDoctoralstudies(at)uef.fi.

Publication and Distribution in the Faculty Series

The publication and distribution process is multi-staged and requires cooperation between the faculty series editor, the printing house, and the University Library.

The process begins once you have received permission to defend (väittelylupa) and the dissertation is finalized for printing. This means that:

• You have made the necessary changes based on the preliminary examination statements.
• The language, table of contents, references, and bibliography have been checked.
• Language revision (proofreading) has been completed.
• Potential permissions for republishing articles have been obtained.

The series editor checks that the manuscript follows the series layout model and the faculty’s publication guidelines. They will inform you of any possible corrections. Note that the editor is not responsible for language maintenance—proofreading and checking the language are your responsibility. See more detailed instructions on finalizing the dissertation and language checking.

Your Responsibility

As the doctoral researcher, you are responsible for the progress and scheduling of the publication and distribution. Reserve at least two months for this phase before the date of the defense, as layout and printing take approximately seven weeks.

Stages of the Publication Process

3–2 months before the defense date:

1. Contact and Guidance

• Once permission to defend has been granted, contact the responsible editor of the Faculty series immediately.
• Series Editors:
  • School of Educational Sciences and Psychology: Associate Professor Noora Heiskanen
  • School of Applied Educational Science and Teacher Education: Professor Katriina Maaranen and Postdoctoral Researcher Juho Kahila
  • School of Theology: University Lecturer Harri Huovinen
  • School of Humanities: Associate Professor Marja Sorvari

2. Acquiring ISBN- and Series Numbers and Publication List

• Request ISBN- and series numbers for the dissertation from the library using the Request for ISBN codes form. Include both the Faculty series editor’s and your own email address on the form.
• Order the ISBN and series numbers only after the final title of your dissertation is confirmed. Once you receive the ISBN number, the title cannot be changed.
• Once you have the ISBN number, request the publication list from the series editor. The publication list is added to the end of the dissertation.

3. Dissertation Layout Options

• Layout refers to the process of making the manuscript into a print-ready publication. It includes visual layout and formatting of the text so that it complies with the requirements of the faculty publication series.
• You can either do the layout yourself or submit it to PunaMusta, the University’s contracted provider, for layout.
• The faculty recommends assigning the layout to PunaMusta if you do not have layout experience.

If you do the layout yourself:

• Use the UEF publication series layout template (requires a sign-in with UEF credentials).
• The dissertation covers and the loose leaf are created at the printing house; the text for these must be supplied as a Word file. Cover models are available on UEF Intra. See the loose-leaf model here.
• Have the layout version checked before sending it to print: Send the finished layout version to the series editor. They will ensure the layout follows the style of the faculty’s dissertation series.
• See the printing order instructions and UEF Intranet instructions for printing (requires a sign-in with UEF credentials).
• Once the series editor has approved the layout, send the final, laid-out PDF to the printer.
• Schedule: Reserve approx. 3 weeks for printing + 10 days for public display and distribution.

If layout and printing are done at PunaMusta:

• Use the UEF publication series layout template (requires a sign-in with UEF credentials).
• See the loose-leaf model here (requires a sign-in with UEF credentials).
• Familiarize yourself with the printing order instructions and UEF Intranet instructions for printing well in advance (requires a sign-in with UEF credentials).
• Schedule: Reserve approx. 6 weeks for layout and printing + 10 days for public display and distribution.

4. Order printed dissertations as follows:

• 6 copies for legal deposit (vapaakappaleet)
• 4 copies for the library:
  • Joensuun kampuskirjasto, hankinta
  • PL 107
  • Yliopistonkatu 4
  • 80101 JOENSUU
• 20 copies for yourself to the address you provide. Note that if the delivery address is outside the Joensuu campus, PunaMusta will bill you for the shipping costs.

5. Publication Agreement

• Fill out the publication agreement. The template is on UEF Intra (login with UEF credentials).
• Have the agreement checked by the series editor and then send it to the library publication services: [email protected]. The library will send an electronic signature request via UEF Sign to both you and the series editor at your UEF email addresses.
• Clicking the "Open document" link accesses UEF Sign, where you log in with UEF credentials. If you do not have credentials, log in using the identifier in the signature invitation. After logging in, signing is done via the "Approve request" button. Once all parties have signed, library publication services will archive the agreement.

Approximately one month before the defense:

6. Checking the Proof (Oikovedos)

• The printing house creates a proof (a PDF preview of the laid-out dissertation) before final printing and sends it to the doctoral researcher for review. The file includes the covers, loose leaf, and content pages.
• Check the proof carefully and make necessary corrections. Submit the proof to the series editor for review as well. There may be multiple rounds of proof checks.
• The series editor also checks the proof and informs the doctoral researcher of any necessary corrections. The responsibility for checking the proof lies with the author.
• For the dissertation to be printed, both you and the series editor must approve the final proof. The series editor gives the permission to print.

Dissertation Distribution approx. two weeks before the public defense:

1. Public Display of the Dissertation

• The dissertation must be made publicly available ("nailed") at least seven (7) days before the public defense, either as an electronic version on the university network or as a printed version in the library if an electronic publication is not available.
• Dissertations must be delivered to the library two weeks before the defense date to ensure they can be placed on public display by the seven-day deadline.
• Electronic publishing follows the same schedule regarding public display as the printed version.
• The printing house will deliver four printed copies to the library according to your order. The library also handles electronic publication seven days before the defense.

2. Distributing Dissertations according to the Faculty Distribution List (approx. 2 weeks before defense)

   Take care of the distribution as early as possible before the defense. You are responsible for finding the distribution addresses and for the distribution itself.

Printed books:

• Opponent(s)
• Custos
• Preliminary examiners
• Supervisors
• Publication series editor
• Faculty Council → deliver a printed book and the final layout PDF file to the Academic Affairs Specialist ([email protected]), who presents the grading of your dissertation at the Faculty Council meeting.

Link to e-publication in UEFrepo database via email:

• Rector and Vice Rector responsible for research
• Dean and Vice Deans of the Faculty
• Head of School

Checklist for the Doctoral Researcher (Publication & Distribution):

• Familiarize yourself with dissertation publication instructions in KAMU and contact the series editor.
• Order the ISBN and series number and request the publication list from the editor.
• Decide on the layout (do it yourself or order from the printing house).
• If doing layout yourself, have the version checked by the series editor before sending to print.
• Make the layout/print order and submit materials to PunaMusta.
• Fill out and sign the publication agreement together with the series editor and University Library.
• If layout is done by PunaMusta, check and approve the proof together with the series editor before printing.
• The printing house delivers the printed copies to the address you provided.
• Take care of distribution according to the Faculty distribution list.
• The University Library places your dissertation on public display at least seven (7) days before the defense (online or in the library).

Tip: You may want to use Microsoft Planner or another planning app to manage the process. A planning tool helps visualize steps, schedule tasks, and track progress.

Discuss the publication channel with your supervisor well in advance and familiarize yourself with the instructions of the chosen channel.

1. Contact the Academic Affairs Specialist

• Before starting the publication process, contact Academic Affairs Specialist Salli Anttonen: FiloDoctoralstudies(at)uef.fi.

2. Dissertation Layout

• Layout refers to the process of making the manuscript into a print-ready publication, including visual layout and formatting.
• You are personally responsible for the editorial work and layout. The expertise of the faculty series editors and the layout services of the contracted printer (PunaMusta) are not available to you. You may not use the faculty series layout template either. You may purchase layout services from an external professional at your own expense if you wish.
• Follow the publisher's instructions regarding formatting, appearance, and the publication process. You may utilize the UEF accessible thesis template if needed, see also the instructions on using the template in Kamu.

3. Number of Printed Copies and Agreeing on Costs

• The faculty purchases 27 printed copies from the publisher. Negotiate the price of the printed books in advance with the Academic Affairs Specialist and the publisher.
• Invoices regarding the publication process are directed straight to the faculty. Billing address: University of Eastern Finland, PL 922, 00074 CGI, Philosophical Faculty, Doctoral studies, 29980034, Salli Anttonen. Further information: Academic Affairs Specialist Salli Anttonen: FiloDoctoralstudies(at)uef.fi.
• Of the 27 copies paid for by the faculty, approximately 10 printed copies will remain for your personal use. If you want more copies, you can order them from the publisher at your own expense.

4. Contacting the Publisher and Placing the Order

• Agree on the printing price with the Academic Affairs Specialist before placing the order.
• A loose leaf (irtolehti) placed inside the front cover must be printed separately for the dissertation. It contains the dissertation details, author name, and information regarding the public defense: Loose leaf template.
• For grading purposes, the dissertation is required as either 1) an e-publication containing the full work, or 2) a PDF file identical to the printed book.

5. Public Display at least seven days before the defense

• The dissertation must be placed on public display absolutely no later than seven (7) days before the public defense.
• Dissertations must be delivered to the library two weeks before the defense date to ensure they can be placed on public display by the deadline.
• Electronic publishing follows the same schedule regarding public display as the printed version.
• The dissertation is placed on public display:
  • Either as a printed version in the University Library, and/or
  • As an electronic version, if one exists.

6. Distribution of Books according to Faculty Instructions

• Inform the publisher of the delivery address for the printed dissertations.
• Take care of the distribution as follows:
  • Three (3) printed copies to the Joensuu Campus Library:
    • Display copy / Archiving / Loan shelves in Joensuu and Kuopio
    • Delivery address: Anne-Mari Karttunen, Joensuu Campus Library, Carelia, PL 107, 80101 Joensuu
  • The external publisher handles the distribution of legal deposit copies (vapaakappaleet).
  • Opponent(s)
  • Custos
  • Preliminary examiners
  • Supervisors
  • Faculty Council → deliver a printed book and e-publication or PDF file to the Academic Affairs Specialist ([email protected]), who presents the grading at the Faculty Council meeting.

Link to e-publication / PDF file via email:

• Rector / Academic Rector (e-pub / PDF)
• Dean and Vice Deans (e-pub / PDF)
• Head of School (e-pub / PDF)

Publication process and distribution checklist for doctoral researchers:

• Discuss the publication channel with your supervisor and read the publisher's instructions.
• Contact Academic Affairs Specialist Salli Anttonen before starting the process.
• You are responsible for the editorial work and layout. You can buy the layout service from an external professional if you wish.
• Negotiate the price of the printing work with the Academic Affairs Specialist and the publishing house before placing the order.
• Submit either an e-publication or a PDF file to the Academic Affairs Specialist for the grading of the dissertation.
• Make the dissertation publicly available no later than seven days before the public examination.
• Take care of the distribution of dissertations in accordance with the faculty's instructions.

Tip: You may want to use Microsoft Planner or another planning app to manage the process. A planning tool helps visualize steps, schedule tasks, and track progress.

Discuss the publication channel with your supervisor well in advance and familiarize yourself with the instructions. Self-publishing means that the dissertation is not published (formally) before the public defense, allowing for potential later publication with an external publisher.

1. Contact the Academic Affairs Specialist

• Before starting the process, contact Academic Affairs Specialist Salli Anttonen: FiloDoctoralstudies(at)uef.fi.

2. Dissertation Layout

• Layout refers to the process of making the manuscript into a print-ready publication.
• You are personally responsible for the editorial work and layout. The expertise of the Faculty series editors and the layout services of the contracted printer (PunaMusta) are not available to you. You may purchase layout services from an external professional at your own expense.
• It is recommended to use the UEF accessible thesis template, see also the instructions on using the template in Kamu. Any potential e-publication must be accessible. You may not use the faculty series layout template.

3. Number of Printed Copies and Agreeing on Costs

• You can order the printing from PunaMusta or another printing house of your choice.
• The faculty purchases 27 printed copies from the printing house. Negotiate the price in advance with the Academic Affairs Specialist.
• Invoices are directed to the faculty: Billing address: UEF, PL 922, 00074 CGI, Philosophical Faculty, Doctoral studies, 29980034, Salli Anttonen. Further information: Academic Affairs Specialist Salli Anttonen: FiloDoctoralstudies(at)uef.fi.
• Of the 27 copies paid for by the faculty, approximately 10 printed copies will remain for your personal use. If you want more, order them from the printing house at your own expense.

4. Contacting the Printing House and Placing the Order

• Agree on the price with the Academic Affairs Specialist before placing the order.
• If using PunaMusta, see the printing order instructions and UEF Intranet instructions (requires a sign-in with UEF credentials).
• A loose leaf (irtolehti) placed inside the front cover must be printed separately. It contains the dissertation details, author name, and information regarding the public defense: Loose leaf template.
• If you wish to make an electronic publication via the University Library, contact [email protected] regarding thesis e-publishing, and inform them that your dissertation will not be part of the faculty series.
• For grading, either 1) an e-publication of the full work or 2) a PDF identical to the printed book is required.

5. Public Display at least seven days before the defense

• The dissertation must be placed on public display no later than seven (7) days before the defense.
• Deliver copies to the library two weeks before the defense to meet this deadline.
• Electronic publishing follows the same schedule.
• Display is done either as a printed version in the library and/or as an electronic version if available.

6. Distribution of Books according to Faculty Instructions

• Inform the printing house of the delivery address.
• Take care of the distribution as follows:
  • Three (3) printed copies to the Joensuu Campus Library:
    • Display/Archive/Loan.
    • Address: Anne-Mari Karttunen, Joensuu Campus Library, Carelia, PL 107, 80101 Joensuu.
  • Distribute 6 copies to the library for legal deposit (vapaakappaleet).
  • Opponent(s)
  • Custos
  • Preliminary examiners
  • Supervisors
  • Faculty Council → deliver printed book and e-pub/PDF to Academic Affairs Specialist ([email protected]).

Link to e-publication in UEFrepo / PDF file via email:

• Rector / Academic Rector (e-pub / PDF)
• Dean and Vice Deans (e-pub / PDF)
• Head of School (e-pub / PDF)

Publication process and distribution checklist for doctoral researchers:

• Discuss the publication channel with your supervisor and read the instructions.
• Contact Academic Affairs Specialist Salli Anttonen.
• You will be responsible for the editorial work and layout. You can use an external layout service at your own expense if you wish.
• It is recommended to use UEF's accessible thesis template. Ensure the accessibility of the e-publication.
• Negotiate the price of the printing work with the Academic Affairs Specialist before placing the order.
• Agree on the order with the printing house and provide the necessary materials.
• Submit either an e-publication or a PDF file to the Academic Affairs Specialist for the grading of the dissertation.
• Make the dissertation publicly available no later than seven days before the public examination.
• Take care of the distribution of dissertations in accordance with the faculty's instructions.

Tip: You may want to use Microsoft Planner or another planning app to manage the process. A planning tool helps visualize steps, schedule tasks, and track progress.