Section outline

  • General Information / All sections

    CONTENT

    Requirements for electronic thesis submission
    STEP 1 - Accessing the ETD site
    STEP 2 - Fill in the thesis data
    STEP 3 - Specify copyright license details 

    • 3.1 - No restriction
    • 3.2 - Restricting online availability
    • 3.2.1 - Read more - the relevant regulations
    • 3.2.2 - Set the restriction
    • 3.2.3 - Wait for the ETD approval of your restriction

    STEP 4 - Accept License Agreement
    STEP 5 - Upload your Thesis / Dissertation
    STEP 6 - Revise data

    • 6.1 - Revise Thesis / Dissertation data
    • 6.2 - Revise License Agreement




  • Requirements for electronic thesis submission

    All CEU students are required to upload their thesis/dissertation to the CEU’s Electronic Thesis and Dissertations collection (ETD; http://etd.ceu.edu). This tutorial explains the steps of the uploading procedure. 
    In case you have technical difficulties with the ETD site, please contact Erika Mathe at mathee @ ceu.hu   

    A successful electronic thesis submission requires the following:

    • The student must be in EnrolledAbsolutorium or Candidate for Graduation student status. (Status is managed by the Student Records Office.)
    • The student must have an active CEU student email address. (For late-submitting students: the alumni email address won't work. Temporary activation of the student email must be requested from the IT department at helprequest@ceu.edu.)
    • The submitted document must
      • be a PDF file (For a guide on how to transform your MS Word document into a PDF check out this tutorial.)
      • contain bookmarks - a side navigation tool, which functions similarly but is not identical to the Table of Contents within the document. To enable the bookmarks, first, the chapter titles and subtitles need to be formatted with Heading styles in the Word document (or any other text editor), then proper PDF conversion settings have to be applied.
    • In case you wish to restrict the electronic availability of the thesis, your request should be already approved by the Pro-rector for SSH.
    • Any PhD or late-submitting students who started their studies with Infosys instead of the current SITS system, need to make sure their Infosys password is set to its default, which is the CEU ID card number. This has to be done before visiting the ETD site.
      An Infosys password reset can be done two ways: 
      • By the student, on the Infosys site only under the https://infosys.ceu.hu/ link, only with VPN access. 
      • The IT helpdesk (heprequest@ceu.edu) may be requested to get the reset done.

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    • STEP 1 - Accessing the ETD site

      The direct link for thesis submission, available from outside of CEU too: 
      ​​​​​​​https://etd.ceu.edu/ 

      Login:

      ETD - Login details

      •    Login name: the Microsoft login name (without the @ part)
      •    Password: the Microsoft password. (Expired MS passwords may need an update on O365.)
      •    Student ID number: the 6 or 7 digits number on the front side of the CEU ID card. (Note, it is NOT the bar-code number and it is not your SITS ID! If you do not remember the ID card number, the IT Department can help (heprequest@ceu.edu).

      If any troubles with logging in, make sure that all requirements listed previously in the Introduction are fulfilled. 



      Once logged in

      In all ETD pages you can find progress bar at the top of the page which tells you the stage you are in: Login, Thesis data, License details, Accept license, Upload, Logout. You will go through all these stages one by one. Once logged in, you will go immediately to the stage where you've stopped the process.

      The login page also has a short summary of steps from getting a proper PDF document until getting your uploaded document printed as a hard copy. 

      Note, you have a limited time, namely 30 minutes, to complete the submission process. The remaining time is shown after login at the top right corner. Should you run out of this time, you will be prompted to log in again.

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      • STEP 2 - Fill in the thesis data

        Provide the requested thesis data (obligatory) and your personal availability data (optional).

        Important: The requested thesis data is the bibliographic data that goes to the Library catalog describing your work. This is also how your thesis will appear in your transcript and on the internet.  
        Moving the mouse over the titles, more detailed instructions pop up - please follow them.

        Personal availability is helpful information for your department's Coordinator and Library staff to contact you after graduation if there are any issues with your submitted document.

         

        Figure 2 : Fill in the thesis data


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        • STEP 3 - Specify copyright license details

          You have finished writing your thesis. This paper might be your first intellectual product which will be presented before a large audience.

          By Hungarian, Austrian and International Law, you as the author automatically have certain rights concerning your work. Among these rights are the exclusive right of presenting, storing, publishing the work; making further works based on its content; or claiming yourself to be the "author".

          As your work will be stored by CEU in the Electronic Theses and Dissertations Collection, and in case of PhD dissertations with the Austrian National Library, you must give your consent. This is what you do when you sign the "License Agreement" during the electronic thesis submission process. The License Agreement allows CEU Library to store, make backup copies, and present your work as a whole on its website. Furthermore, the Agreement reaffirms some of your rights and explicitly forbids to use your work in any other way not consistent with the goals of the ETD Collection (such as, e.g., modifying, making extracts, or publishing your thesis in paper format). Details of submitting dissertations to the Austrian National Library are to be announced soon.


          Figure 3 - Specify Copyright License


          3.1 - No restriction

          Should you decide not to restrict the circulation of the electronic form of your thesis through the Library catalog, please tick the YES button, then click on Continue to save your settings.
           

          3.2 - Restricting online availability

          Any restriction is bound to the CEU Provost's approval. In fact, the Pro-rector for SSH within the Provost's Office should be addressed with restriction requests, who will consider your case. In order to receive a favorable decision, you will need to provide sufficient proof or argument (e.g. a contract or a letter from a publisher, or anything that might serve a similar function, or explain the danger you might suffer should the thesis be published).

          3.2.1 - Read more - the relevant regulations

          Should you decide to restrict the availability of your thesis, click on “read more” to learn about the relevant regulations (an excerpt from the Student Rights, Rules and Academic Regulations official CEU document). Click "Continue" when finished.



          Figure 4. - Read about the restriction


          3.2.2 - Set the restriction

          Decide what is the restriction period for your thesis (1 or 2 years) and provide here substantial reasons to backup your request. The request you provide here will be emailed automatically to the Provost, your Coordinators, and the site admins, and will be included in the Library Catalog.
          Please also include if you've already received the Provost's approval. This will enable faster technical approval for your Coordinators managing the ETD submissions. 

          You may still decide not to restrict the electronic availability.

          Important: If you select to restrict the electronic availability of your thesis you will not be able to upload the PDF file until your request is acknowledged by your Coordinator on ETD. Not necessarily, but this may prevent you from uploading your thesis by the submission deadline. If this would be the case, inform your Coordinator about the situation.

          To save your settings, click "Continue". You may already sign the License Agreement on the following page (the next submission step) or wait for the restriction approval and sign the Agreement only then.

          Screenshot of the license restriction settings

          Figure 5 - Setting the restriction


          3.2.3 - Wait for the ETD approval of your restriction

          After setting a license restriction, you will not be able to upload your thesis until your Coordinator acknowledges your request on ETD. This will be done only when your application was previously approved by the Pro-Rector for SSH. If you already received the Pro-Rector for SSH's approval, but your request is still pending on ETD, please contact your Coordinator to get it also acknowledged on ETD. 

          Once your request has been approved, with your next login to ETD (or after refreshing the page) you will be able to proceed with the submission process. 

          Pending restriction notification


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          • STEP 4 - Accept License Agreement

            On the Accept License page you will be presented with the License Agreement - the contract you are signing with CEU. To get your thesis uploaded, you need to accept it at the bottom of the Agreement.  

            You must accept the License Agreement before you can upload your thesis. To accept the license scroll down to the bottom of the license's text field.
            You can also print out the agreement, or revise your restriction choices (this takes you back to the restriction settings and deletes any previously uploaded documents.).

            The "License Agreement" is a legal document required by Hungarian and International Law. (Click on the link to read the full text of the License Agreement.)
            Please read carefully before signing as you would do with any other legal document. 

            By signing this electronic agreement, you give CEU the rights to store and include your work in its Electronic Theses and Dissertations Collection. You also allow CEU to make backup copies if necessary for safety purposes.
            The Agreement reaffirms some of your rights, such as the right to use the thesis in any derived work, publish it wherever and whenever you find it appropriate, and explicitly forbids CEU to use your submitted work any way not consistent with the goals of the ETD Collection.

            In the Agreement, you warrant the originality of your work, that it does not infringe on anyone else's rights, and you waive your rights for any financial compensation. It contains a paragraph on limiting the circulation of your thesis as you set it previously.


            Figure 6 - Confirm License Agreement



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            • STEP 5 - Upload your Thesis / Dissertation

              5.1 - Upload the PDF

              Click on “Choose file“ to locate your PDF and on “Upload” to copy it on the ETD server.

              The filename does not really matter, it will not appear publicly.

              The "Comment to this version" field is just for your convenience, you can write here a reminder of which version is uploaded. Such a comment might be, e.g., page 25 corrected. The content of this field, next to the date and time of the upload, is listed.



              Figure 7 - Upload PDF


              Important details:

              • Only bookmarked PDF files are accepted. 
              • There should be NO special settings - like security options set - in your PDF, otherwise, you may fail to upload the file.
                All theses/dissertations in the Library's ETD database are automatically represented in a format where the text cannot be copied from the document.
              • Your thesis/dissertation should be in a single file. Having your work divided into several files please merge them together before uploading.
              • You can upload as many new versions as you want until your submission deadline. The previous version will be automatically deleted when uploading the new one.
                If you are requested to make changes to your thesis by the examining committee after your defense, you must upload the new, corrected electronic version. In case you have no more access to ETD please contact your department coordinator.

              5.2 - Plagiarism check

              Please note, for detecting possible plagiarism, uploaded documents will be submitted for textual similarity review to Turnitin.com. By submitting a document, you allow your paper to be included in the Turnitin.com reference database where it will be used solely for the purpose of detecting further plagiarism. The terms that apply to CEU's use of the Turnitin.com service are described on the Turnitin.com web site.


              5.3 - Double-check the submission - the watermarked document for hard copy printing

              After uploading the PDF all submission details (date, time, size, pages, comment, document link) will be listed. Please check the submission by clicking the "View document" link. You should see that a "CEU ETD Collection" watermark appears on the side of each page.
              Your department may require you to print and submit this watermarked version as a hard copy of your thesis. The hard copy and the electronically stored version should be identical.


              Figure 8 - Document uploaded successfully



              Figure 9 - Submitted document with the "CEU ETD Collection" watermark


              5.3 - Log out

              Clicking on the "Logout" button on the right side leaves the ETD Upload pages. When you log in next time, you will be either directed to the "Upload" page immediately, or will get a "you do not need to use this page anymore" message. The latter happens when your access to ETD has been restricted (after the submission deadline and/or after graduation).


              Figure 10 -  Your submission has been accepted; you do not need to use this page anymore


              • STEP 6 - Revise data

                You can revise your previously made choices, edit thesis data or upload a new document as long as your access to ETD is not restricted by your Coordinator after the submission deadline.
                You will find a separate tab for Thesis data, License agreement and Thesis upload.


                6.1 - Revise Thesis / Dissertation data

                The Review Thesis Data tab shows the bibliographic data of your thesis as well as your contact information. You can edit some of them after clicking on the "Edit Data" button. Don't forget to correct the thesis title here if it has changed. To save the corrections, click on Continue.


                Figure 9 - Check and edit the submitted thesis data


                6.2 - Revise License Agreement

                Under the License Agreement tab, you can review the restriction option you had set. That is, e.g. to change the settings from electronic availability restriction to granting CEU the license to make your thesis/dissertation electronically available. (This could be the situation if you've applied for a License restriction but your request has been rejected by the Provost.) Or vice versa. 
                Note, if you cancel the agreement, the uploaded document is deleted, and you must upload it again.


                Figure 10 - Check the License Agreement


                To cancel the agreement do this:

                1. Navigate to the License Agreement tab.
                2. Tick at the bottom of the page: "I acknowledge that when I cancel the License Agreement, my uploaded document will be deleted, and I have to upload my thesis again."
                3. Click "Cancel agreement."
                4. You will be redirected back to the Copyright License page where you can select the option (no restriction/restriction) you need.
                5. You can upload the thesis (if no restriction was selected) or you have to wait with thesis upload until your request is approved (if applied for a restriction).
                • STEP 9 - Finish process

                  The upload process finishes here. Until the deadline for the submission of your electronic thesis, you will be able to access the ETD server again, re-upload your thesis, change the thesis details and your personal data, etc.




                  Figure 11 - After logging out