Student projects are published by the department administrator. The student is responsible for formatting the report and the course leader is responsible for sending the approved version of the project to the administrator.
Below is information on how administrators publish student projects in Epsilon.
1. Register and log in to Epsilon (administrators only)
Before you can deposit your publication into Epsilon you need to create an account:
- Go to the Epsilon. If necessary, change languages by clicking the British flag in the top left corner. Click the link Create Account.
- Fill in your name and SLU e-mail address. Choose a user name and password. Do not use any special letters such as å, ä, ö, ü etc. Click Register.
- An automated e-mail with a link will be sent to your e-mail address within minutes. (Sometimes these e-mails will end up in your spam folder).
- Click the link in the e-mail to activate your password. Your account is ready to use straight away!
2. Choose accepted file
- It is important that you have the final and approved version of the publication.
- Check if the student has approved publishing of their thesis or not. Their choice can be found either in the thesis template or in the thesis course work plan.
- The thesis must be deposited in Epsilon even if the student does not want to publish it – the thesis file will then not be made public, but it will be e-archived automatically. Read more under the section Copyright and student projects below.
3. Deposit your publication in Epsilon
- Log in to the Epsilon with the user information you chose when registering.
- Click the button New Item.
- Choose the correct publication type and click Next.
- Upload your document: Click on Browse to find the file you want to upload. The file you upload must be the final version.
- The file name should be in the format familyname_firstnameinitial_date. Special letters (e.g. å, ä, ö, ü etc.) should not be used. Example: hallberg_a_140114.pdf för Åsa Hällberg depositing their publication in Epsilon on the 14th of January 2014.
- Double-click the file. Most web browsers will upload the file into Epsilon automatically. This may take a few seconds, depending on the size of your file.
- You have the option to add additional information about the file(s) by clicking Show options. If more than one file is uploaded you may add a description for each one. Click Next when you are done.
- Fill in the information on the next page. This is where you will mark if the student has approved publishing or not, by ticking the appropriate box. Mandatory information is marked by a yellow star. Short help texts are available above each information box. Some boxes will give suggestions when you start typing, such as series title. Click Next when you are done. The system will display a warning if you forgot any mandatory information.
- Subjects. Choose at least one subject category which describes the contents of your document. Sub-categories are available by clicking the plus sign to the left of a subject category. Click the button Add to add a subject. Click Next when you are done.
- On the last page of the form you need to read the copyright notice and then click Deposit Item Now if you are ready. You may wait and deposit the publication later if you wish to go back and check any information, by clicking Save for later. If you choose to save for later, your publication will be saved in your own Epsilon workspace and can be accessed and changed by you until you choose to deposit it.
- Once deposited, your publication is sent to the Library's work pool, and is only available to the library editors. Your deposition will be checked and more metadata will be added before the publication becomes available online. This may take a few working days, depending on the current workload. If you have questions or need to correct something after depositing your publication, please contact the Library.
- Please note that uploaded files only are replaced in exceptional cases. Errata can be added to them if needed, however.
Copyright and student projects
Approved student projects are published in SLU's electronic publishing tool (Epsilon), as stated in the Education planning and administration handbook.
The student is the copyright owner of her/his work and needs to approve of the publishing. There is an option to choose to do so, or not, in the new template for student theses.
- If the student chooses Yes, the thesis full text (the pdf file) and metadata will be accessible and searchable online, for anyone to read and download.
- If the student chooses No, only metadata and abstract will be accessible and searchable.
In either case, the thesis must be deposited in Epsilon so that the full text (pdf-file) can be archived electronically, in accordance with the Swedish Archiving law.
E-archiving student projects
Student projects published in Epsilon are automatically transfered for e-archiving in SLU:s central archiving system from september 2018 and onwards. Hence, it is not necessary to print them for archiving.
Rules for placing an embargo on a student project
- Up to 12 months: By way of exception, publishing can be delayed for 12 months. This is decided by the department.
- Over 12 months: Publishing can be delayed over 12 months in special circumstances. If that is the case, publishing is delayed 6 months at a time until the purpose for the delay is achieved. This kind of delay requires a special decision from the faculty.
Send the decision on embargo (as a scanned copy or an e-mail) to firstname.lastname@example.org. Please state the reason for the embargo as well as the student's name and the title of the student thesis. The department administrator then deposits the project as usual in Epsilon and adds the embargo period. Information about the project will then be visible to anyone, but the file cannot be opened until the end of the embargo.