This page provides a guide for administrators registering student projects in the Epsilon repository for student projects.
The department administrator registers student projects. It is the student's responsibility to ensure that the document is correctly formatted and the course leader's responsibility to ensure that the administrator receives the approved version.
Guide for administrators registering student projects
Create an account in Epsilon if you are an administrator and registering student projects for the first time. Enter your SLU email address and choose a personal username and password. Do not use the letters å, ä, or ö.
An email with a link will be sent to your email address (please check your spam folder if you do not receive it).
Click the link in the email to proceed and activate your password. You will also be logged into the system for the first time.
Make sure you have the latest approved version of the student project.
Check whether the student has given consent for publication. This can be done either via a checkbox in the template or according to the department’s guidelines.
The student project must be registered in Epsilon as usual, even if the student has declined publication. In such cases, the file will not be made public but will be automatically archived. Only the metadata and abstract will be visible and searchable.
Start a new registration by clicking "Publish a new document". If you frequently register similar documents, you can save time by using a template. Contact the library for assistance in creating one.
Specify the level of the document and click "Next page" to proceed.
Upload the file by clicking "Choose file/Browse" and selecting the correct document. Please note:
The document must be a single, continuous PDF file.
It must be the final, approved version of the student's work.
The file name should follow this format: lastname-firstinitial-date.
Example: hällgren-å-20230410.pdf for Åsa Hällgren, submission date April 10, 2023.
For multiple authors: hällgren-å-et-al-20230410.pdf.
Complete the upload – in most web browsers, this happens automatically. Wait until the upload is finished, then click "Next page".
Add additional file information if needed, such as an embargo period. Click "Show options", enter the information, and proceed by clicking "Next page".
Enter details about the document on the next page.
Specify the student's choice regarding publication and any possible delayed publication (embargo).
Required fields are marked with an asterisk (*).
Help texts are available for each field with additional information and examples.
When finished, click "Next page".
Finalize the registration on the last page by clicking "Deposit document now".
If you want to save your progress and return later, click "Save for later".
To make changes to a saved registration, click "Edit record", make the necessary modifications, and then deposit the document.
After Registration
The uploaded document is placed in the library’s editing queue and is only accessible to library staff.
The library reviews and completes the information before making the document available online.
If you have any questions or need to make corrections after depositing, contact the library.
Important: Files that have been published online in Epsilon are only replaced in exceptional cases. See the Education Handbook for more details. Errata can be published if needed.
Approved student projects are published in SLU's electronic publishing tool, Epsilon, according to the guidelines in the Education planning and administration handbook.
Student's publishing choices
Students own the copyright to their work and must approve publication. The approval can be done via the template for student theses or according to departmental guidelines. Students can choose from two options:
Publication approved: Full text (pdf) and metadata become visible, searchable and downloadable.
Publication rejected: The full text is archived electronically, but only metadata and abstract are visible.
Regardless of the publishing choice, the document must be deposited in Epsilon for long-term archiving according to the Swedish Archiving law.
E-archiving of student projects
Since the fall semester of 2018, published student projects are automatically transferred to SLU's central e-archive system, replacing the need for paper archiving.
Students can request a delayed publication (embargo) without contacting the Head of Department, Dean or the Library.
Supervisors may propose an embargo, but it must be approved by the student.
Embargoes should be exceptional and should not normally exceed 12 months.
The administrator registers the end date of the embargo in Epsilon. The metadata and abstract will be visible immediately, but the file will not be accessible until the embargo has expired.
Please contact the library for embargo extensions.