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A. Submission of the thesis

A1. What are the formalities to be fulfilled with my thesis once the defense is completed?
After the defence, new PhDs must submit to the Division of Scientific Information (DIS) in electronic form (deposit in the UNIGE Open Archive) the thesis, the imprimatur, the diffusion contract completed and signed by the author and, for the Faculty of Sciences, the "Mode of publication". Two printed copies of their thesis must be sent by post to the DIS.
A2. Where should I send the two printed copies?
To the following address:
University of Geneva
DIS - Scientific Information Division
Submission of theses
28 bd du Pont-d'Arve
1205 Geneva
A3. How many printed copies of my thesis should I send to BID and for what purpose?
Two printed copies must be deposited at the BID, which forwards them to the Bibliothèque de Genève (BGE) as legal deposit (Law instituting legal deposit (LIDL) of 19 May 1967). If you consider that the two paper copies are not available for consultation at the BGE, the request should be made by yourself at the BGE-legal deposit.
Faculties are free to request additional copies.
A4. Why am I obliged to deposit my thesis in the UNIGE Open Archive?
The deposit of an electronic version of doctoral theses has been a compulsory formality since 1 June 2009 with the entry into force of the Institutional Directive which lays down the general policy and functioning of the UNIGE Open Archive. The Degrees Office cannot issue a title until the new doctor has deposited it in the Archive.
A5. I am no longer registered at the University and my account has been deactivated, how can I proceed to deposit my electronic thesis?
In case of exmatriculation, the easiest way is to send us your thesis by email to archive-ouverte-theses@unige.ch, or to send it to us via a file sharing system (e.g. SwissTransfer) In addition to the thesis itself, please also send us a short abstract of 150 words, the diffusion contract filled and signed by you, the imprimatur and, if you wish, keywords of your choice.

B. Diffusion of the thesis

B1. I do not want my thesis to be available for consultation in the UNIGE Open Archive, can I forbid it ?
Only the deposit in the Archive is obligatory. The mode of dissemination remains the choice of the author, possibly in agreement with his or her thesis director. For each new deposit, we sign a distribution contract with the doctor who stipulates the mode of distribution of the electronic version.
B2. Why should I disseminate my thesis? Anyone could easily copy my text and plagiarize it.
This is true. Nevertheless, one must also see the advantages of a wide diffusion. On the one hand the majority of researchers are honest and will quote you if they use your thesis in their work. On the other hand, when a document is available on the Internet, it is easy to detect plagiarized copies thanks to specialized search engines. Thus, the more widely a text is available on the Internet, the more risky it is for an indelicate researcher to copy it. Finally, from a general point of view, it is important to communicate the results of your research, as they will allow other scientists to go further and advance knowledge.
B3. What are the different modes of dissemination in the UNIGE Open Archive?
There are three modes of dissemination as well as the possibility to set an embargo period. When making a deposit, the author must therefore choose for each file between diffusion on the Internet (free access), on the Intranet (restricted access to the UNIGE campus), or non-distribution (prohibited access). It is possible to temporarily restrict the diffusion of a document by setting an embargo period and by specifying the modes of diffusion during and after the embargo.
B4. I have signed the contract for the electronic dissemination of my thesis and set a dissemination mode. Can I modify it later?
Yes, according to article 8 of the said contract, the author can at any time modify the level of diffusion of his thesis in the Archive. The request must be addressed to the Scientific Information Directorate (DIS) by e-mail archive-ouverte-theses@unige.ch or by ordinary registered mail.

C. Preparation of the files

C1. Do I have to protect the pdf file of my thesis with a password?
No. We think that trying to prevent copying or printing a pdf document by adding a password is a bad idea. It does not prevent plagiarism, which should be dealt with in another way. On the other hand, it poses a problem for well-meaning people who want to use your research and quote you, but also for the long-term preservation of your document, as we may not be able to migrate it for viewing with tomorrow's software.
C2. What is the recommended format for my electronic thesis?
The PDF/A format is highly recommended since it is designed to ensure maximum durability. Other PDF versions are also accepted. It is preferable to avoid proprietary formats such as MSWord, as their long-term accessibility cannot be guaranteed.
C3. How do I generate a PDF file from my word processor?
Most current word processors offer the possibility of saving documents in various formats, including PDF/A. In addition, there are file converters available, either online or to be installed on your computer, free of charge or for a fee. We do not make a list of such software, as it should be updated too often.
C4. My PDF file is huge. How can I reduce it?
A PDF document can be large for several reasons. It may be normal if the text is long and contains particularly many images. However, it is often possible to reduce the size of a PDF file by optimizing it with the help of suitable software, for example Adobe Acrobat Pro.
C5. My thesis file is too large to be submitted via the online form, what should I do?
Files up to 40 MB are usually not a problem, although it may take some patience to wait for the upload to finish properly. If your thesis is very large, a good practice is to "split" it into several files, for example by separating the annexes from the main body. When you then drop these files in the Archive, make sure to respect their logical sequence, which will allow your future readers to find their way around.
C6. Is there a maximum number of files that can be added during a drop?
No, we have not set a limit, as it is rare to have more than 4 files for a publication anyway.

D. Miscellaneous

D1. Does the distribution mode of the electronic version automatically apply to the printed versions as well?
No. The contract of diffusion of the electronic thesis does not apply to the printed copies that are sent to the Bibliothèque de Genève (BGE). If you wish to settle this issue, please contact the person in charge of legal deposit at the BGE.
D2. Is a precise model of cover page required for the deposit of theses in the UNIGE Open Archive? Are there any formatting or formatting requirements?
No. There are no requirements for either the electronic or printed versions. However, please note that each faculty is free to impose rules on its doctoral students. Ask your secretariat (doctoral students or students) or your study advisors for information.
D3. Can I apply for financial support from BID for the printing of my thesis?
Unfortunately not. We have no funds to help doctors cover printing costs.
D4. My abstract is much longer than 150 words. Can I use it instead of the short abstract?
For the sake of clarity, consistency and layout, we really encourage you to respect the 150-word limit. A good abstract should communicate to the reader all the important aspects covered by the author, while eliminating secondary details.
D5. My name/first name is different in the submission form than the one I use for my publications. How do I change it?
The Open Archive uses surnames and first names extracted from Human Resources databases. If there are differences, you can request a correction of your username from your contact manager at the Human Resources Division. Please inform us so that we can reflect the changes in the existing records.
D6. My thesis was written in co-supervision with another university, in Switzerland or abroad. Can I require a degree from the University of Geneva and do I have to deposit an electronic version in the UNIGE Open Archive?
Yes, the co-supervision of a thesis (or double doctorate) allows a doctoral student to obtain a diploma from each of the two institutions involved on the basis of a single defence. For the Open Archive it makes no difference.
D7. The imprimatur, what is it?
It is a document granted by the Dean's Office of your faculty after receiving the thesis report written by the jury and which authorizes the printing of the thesis. Generally, it mentions the date of the defense as well as the thesis number.
D8. The mode of publication, what is it?
It is a document specific to the Faculty of Sciences and established by the thesis director that specifies the level of diffusion and the possible embargo that the doctor will have to indicate when submitting his electronic thesis.