Rector's Directive No. 72/2017 ****************************************************************************************** * ****************************************************************************************** ****************************************************************************************** * Making the Electronic Database of Final Theses Accessible ****************************************************************************************** Date of effect: 1 December 2017 *========================================================================================= * Article 1 - Introductory Provisions *========================================================================================= 1. This Directive provides the details of the procedure for submitting and making accessib submitted for defence via an electronic database, and it sets out other rules, conditions, well as other requirements for submitting and making accessible final theses. In Article 1 regulates the procedure for the publication of dissertations to qualify for associate prof (“habilitation dissertations”). 2. This Directive also governs the procedure for the publication of final theses and habil dissertations that have not been successfully defended. 3. The Electronic Database of Final Theses at Charles University (“CU”) is operated via th Information System of CU (“the System”) and the digital repository of CU (“the Repository” dspace.cuni.cz/ [ URL "https://dspace.cuni.cz/"] . 4. Final theses are made accessible for perusal by the public no later than 5 weekdays pri the defence. 5. After the date of the defence, the text of a final thesis, be it successfully defended accessible in the Repository along with the appendices to the thesis, the abstract of the on the thesis, the result of the defence, and other information about the final thesis and compliance with Articles 4 and 7 hereof. *========================================================================================= * Article 2 - Access to the Repository *========================================================================================= 1. The Repository may be accessed anonymously. 2. When accessing the Repository, an inspecting person is advised that no information acqu be either used for gainful purposes or presented as study, scholarly, or other creative ac person other than the author. *========================================================================================= * Article 3 - Final Theses of a Special Nature *========================================================================================= A final thesis the submission of which in an electronic format is precluded by its nature artistic works) are not stored in the Repository. *========================================================================================= * Article 4 - Procedure for Registration and Publication of Final Theses *========================================================================================= 1. Theses in the electronic format must be exclusively uploaded via the System. 2. The topic of a thesis, as well as some other essential information about the thesis lis methodology guidelines under Article 12 (1), is entered into the System either by an autho the faculty or by the thesis advisor/supervisor. 3. The text of the thesis itself, its appendices, abstracts, and other information listed methodology guidelines under Article 12 (1) are uploaded into the System by a student/cand 4. Once the relevant files under paragraph 3 have been uploaded, and scanned in compliance the student/candidate will confirm the submission of an electronic version of the thesis. the thesis via the System, the student/candidate warrants the correctness and entireness o files. It is the student/candidate who is responsible for the correctness and entireness o electronic version of the thesis and its appendices. 5. Once the thesis has been submitted in compliance with paragraph 4, the student/candidat change the uploaded files; in the case of descriptive information about the thesis, the st can only modify selected information the modification of which is made possible by the fac System setting. 6. The thesis advisor/supervisor and reviewers upload the electronic version of their repo into the System. 7. After the holding of the defence and upon the entering of all necessary information abo into the System, an authorised employee of the faculty will perform the “finalization of a action in the System. Upon the performance of said action, and upon the expiration of the publication of the thesis under Article 7, the thesis entry will be automatically transfer Repository. A condition for the performance of the “finalization of a thesis entry” action of applications filed under Article 5 (4). *========================================================================================= * Article 5 - Format and Size of Final Theses Files and Mandatory Information about Final *========================================================================================= 1. Files that are being uploaded into the System in connection with a final thesis (the te itself, errata, summary of a thesis/propositions of a dissertation), are only permitted in Document Format for the Long-term Archiving (PDF/A), either 1a level (under ISO 19005-1:20 (under ISO 19005-2:2001). An exception to this requirement is an appendix to a thesis, to set out in paragraphs 2 – 5 apply. 2. Files that are being uploaded as appendices to a final thesis are permitted in the foll a) in the case of text appendices i. the Portable Document Format for the Long-term Archiving (PDF/A), be it 1a level (under 19005-1:2005) or 2u level (under ISO 19005-2:2011), (PDF/A-1a or PDF/A-2u, the file extens ii. plain text file in UTF-8 coding according to ISO/IEC 10646:4014 b) in the case of image appendices i. the Joint Photographic Experts Group File Interchange Format (JPEG/JFIF, the file exten or .jpg) ii. the Portable Network Graphics format (PNG, the file extension: .png), iii. Portable Document Format for the Long-term Archiving (PDF/A), either 1a level (under or 2u level (under ISO 19005-2:2011) (PDF/A-1a of PDF/A-2u, the file extension: .pdf), c) in the case of audio appendices i. Waveform audio format (WAV, the file extension: .wav or .wave), ii. Moving Picture Experts Group Phase Audio Layer III (the file extension: .mp3), d) in the case of audio-visual appendices i. Moving Picture Experts Group Phase 2 (MPEG-2, the file extension: .vob), ii. Moving Picture Experts Group Phase 4 (MPEG-4, the file extension: .mp4), e) in the case of spreadsheet appendices: i. Comma-separated values (CSV, the file extension: .csv), ii. Extensible Markup language (XML, the file extension: .xml) – such submissions must als corresponding XSD or DTD. 3. If a student/candidate needs to attach more than one file of appendices to a thesis, he a package in a ZIP container format (the file extension: .zip). The package must, however, always contain files in the formats listed in paragraph 2. 4. Should it be impossible to upload an appendix (appendices) in the formats listed in par to the nature thereof (e.g., scientific data, an application, etc.), a student/candidate w appendix (appendices) in another format and will, at the same time, apply to a faculty coo approval of that format of the appendix (appendices) to a thesis by filling out a form und 5. In order to upload an appendix (appendices) to a thesis containing files in a format di those listed in paragraph 2, a student/candidate will fill out the form in the System in w include the following information: a) reason for application, b) requested formats of appendices files (including versions or detailed specification) or language (including version), c) in the case of a particular application’s proprietary data format, the name and version application, d) other relevant information. The provision of data under subparagraphs a) and b) is mandatory. The student/candidate fi application for all appendices to the thesis. 6. Should a student/candidate need to submit the abstract of a thesis in a format other th format (e.g., a video file containing an abstract in sign language), he/she will fill out in the System, stating the reason therefor. Based on the application approved by the facul according to Article 8, the submission of the abstract in a format other than the text for allowed. The file format must comply with Article 5 (2) (c) and (d). 7. The maximum size of uploaded files is set at the limit specified in the methodology gui Article 12 (1). 8. Should any file appended to a thesis exceed the limit under paragraph 7, a student/cand it to the faculty in an agreed way. The faculty will then arrange the uploading of such a cooperation with the Computer Science Centre. 9. The mandatory information about a thesis, its defence, as well as mandatory and optiona out in the methodology guidelines under Article 12 (1). *========================================================================================= * Article 6 - Scanning of Files Being Uploaded *========================================================================================= 1. Upon uploading into the System, all files connected to a thesis are scanned by an inter programme. Should any of the uploaded files be infected with a virus, the System will noti the user. It is not permitted to submit a thesis with a virus-infected file. In such a cas to clean the relevant files and upload them into the System again. 2. Once an uploaded file passes the anti-virus scan, the System will verify the admissibil formats under Article 5. Upon the completion of the verification, the System will inform t whether or not the uploaded files are format compliant. Should any of the files fail to me requirements, it is necessary to either clean the file and upload it into the System again may be, apply for permission to submit a thesis with appendices in another format than the 3. If all uploaded files successfully pass the scans under paragraphs 1 and 2, the System the user thereof. The final thesis may then be submitted. The System will also notify the submission of the thesis. *========================================================================================= * Article 7 - Period within which a Thesis is to be Published *========================================================================================= 1. Upon the “finalization of a thesis entry” under Article 4 (7), a thesis will be automat after the expiration of a set period. For both successfully defended and unsuccessfully de the period is 21 calendar days as of the date on which the defence was held, unless otherw hereinafter. 2. A thesis advisor/supervisor may, in the case of a particular thesis, apply for an exten 3 years of the period for the publication of the thesis or its part as of the date of the Such application is to be filed via the System within the time limit determined in a dean’ Article 9. 3. Applications under paragraph 2 are considered by the dean (vice-dean). An authorised pe the dean (vice-dean) will record the result of the consideration in the System. 4. Should the extension of the period for the publication of a thesis under this Article b other information regarding the thesis, not the thesis or its part for which the period fo has been extended, will be exported into the Repository and the library system upon the ex period under paragraph 1. The information about the postponement of publication along with thereof will be published in the Repository. After the date of the defence and without und the faculty will send one copy of the thesis subject to the postponement of the publicatio Student Affairs Department of the Rectorate. The Rectorate will then forward said copy to Education, Youth and Sport for archiving. The text of the thesis and appendices thereto wi after the expiration of the period extended in compliance with paragraphs 2 and 3. 5. The rules of publication under this Directive do not apply to dissertation theses publi way than through the Repository in compliance with section 47b (1) of the Higher Education Act. *========================================================================================= * Article 8 - Faculty Co-ordinators *========================================================================================= 1. At each faculty, the dean will appoint one contact person, a so-called faculty coordina registration and publication of final theses. 2. The faculty coordinator communicates with the Computer Science Centre of CU in matters register of final theses. The Computer Science Centre of CU contacts the faculty coordinat in respect of instructions on the technical arrangements for uploading/storing of theses. 3. A faculty coordinator will, in particular, organise the uploading of theses into the Sy faculty. He/she will communicate with students/candidates regarding matters connected with of an appendix under Article 5 (4) and (8), as well as regarding matters connected with th abstract in a file format other than the format under Article 5 (6). 4. The Computer Science Centre of CU will communicate with the faculty coordinators, Centr and the Rectorate through its authorised person. *========================================================================================= * Article 9 - Dean’s Directive on the Registering of and Making Accessible the Electronic Theses *========================================================================================= 1. In compliance with Article 12 (5) and (7) of the Code of Study and Examination of CU, a of the Rigorosum Examination Code of CU, the dean of a faculty will issue a directive sett of the procedures for the registering of and making accessible the electronic versions of the faculty. 2. The dean’s directive under paragraph 1 includes the following: a) determination of the competences of the faculty coordinator, b) specification of the roles of the individual faculty departments, or rather of authoris the process of registering and making accessible the electronic versions of final theses a c) specification of the procedures with respect to the organisation of the submission of t students/candidates through the System (including organisational aspects regarding the rel an electronic version and a hard-copy version of a thesis), d) specification of the procedures for scanning and finalizing the entries of final theses e) obligatory deadlines for the individual steps to be taken in the process of registering accessible the electronic versions of final theses at the faculty, including appendices th thereon, records of the course and result of the defence, abstract, and the like (e.g., th which it is possible to apply for an extension of the period for the publication of a thes 3. A dean’s directive under paragraph 1 may further set out the conditions and mode of fil application for the defence of a thesis, as well as the essential elements of the applicat relation to the submission of an electronic version and a hard-copy version of the thesis. *========================================================================================= * Article 10 - Publication of Dissertations to Qualify for Associate Professorship *========================================================================================= 1. An applicant for associate professorship under section 72 (2) of the Higher Education I and under Article 1 (2) of the Code of Procedure for the Granting of Associate Professorsh Professorship of Charles University will submit to the faculty a habilitation dissertation copy version and an electronic version. 2. Habilitation dissertations are published for perusal by the public no later than 5 week date of the holding of the defence thereof. 3. An electronic version of the dissertation, which is intended for publication via the Re Article 10 (7), must be uploaded in an electronic version exclusively via the Repository. 4. Files that are being uploaded into the Repository will be scanned by the internal anti- Should any of the uploaded files be infected with a virus, the administrator of the Reposi this fact to an authorised faculty employee. In such case it is necessary to clean the fil to upload them into the Repository again. 5. By uploading the dissertation into the Repository, the authorised employee of the facul correctness and entireness of the obligatory and optional data entered. The person respons correctness and entireness of the electronic version of the dissertation is the author the 6. The data required to upload habilitation dissertations into the Repository will be set methodology manual that will be accessible on the Repository website (dspace.cuni.cz). 7. After being defended, the habilitation dissertation is published in the publicly access website of the faculty at which the defence was held, as well as via the Repository, no la 21 calendar days of the date of the defence. 8. The publication concerns habilitation dissertations in the case of which the defence ha held, including reviewers’ reports and a report on the course and result of the defence to recorded in the minutes of the meeting of the Research Board of the faculty. The publicati profit publication. 9. The publication of habilitation dissertations is carried out by authorised employees of who also bear responsibility therefor. 10. The following works are excluded from publication: a) a monograph published in print, in which case the relevant bibliographic data are publi b) a collection of articles published in print, in which case a commentary on the collecti of articles comprising the collection, including the relevant bibliographic data, is publi 11. The postponement of the publication of a habilitation dissertation or its part under A is possible for the period for which an obstacle to the publication lasts, however, no lon years. The information regarding the postponement of the publication, along with justifica must be published in the same place as habilitation dissertations are published. Following on which the defence was held and without undue delay, the faculty will send one copy of a dissertation subject to the postponement of publication to the Research Support Office of The Rectorate will then forward this copy of the dissertation to the Ministry of Education for archiving. 12. An application for the postponement of the publication of the habilitation dissertatio under Article 10 (7) is to be submitted by an applicant to the faculty no later than withi date of the holding of the defence. The applications are considered by the dean or a vice- thereto by the dean. 13. The author of a habilitation dissertation is obliged to submit it in a format which en publication of the dissertation under paragraph 9, or, as the case may be, publication the expiration of the period for which the publication was postponed. 14. As for the format and size of files of habilitation dissertations, the same rules appl as to final theses. Other provisions of this Directive on final theses do not apply to hab dissertations. *========================================================================================= * Article 11 - Transitional Provisions *========================================================================================= 1. Submission and publication of theses submitted for defence before 1 February 2017 are g Rector’s Directive No. 2/2010, as effective on the date of the submission of a final thesi publication of theses submitted for defence in the period between 1 February 2017 and 30 N governed by Rector’s Directive No. 13/2007. 2. In order to publish a thesis submitted for defence prior to 1 January 2006, a student’s consent to the publication thereof in the electronic form is required. 3. If a faculty was given consent under paragraph 2, it may publish the thesis; the facult record of the thesis, including the full text of the thesis, into the System, from which t automatically transferred to the Repository. 4. Dean’s directives adopted on the basis of Article 9 (1) of Rector’s Directive No. 13/20 13 (1) of Rector’s Directive No. 6/1010, as amended by Rector’s Directive No. 14/2014, wil compliant with this Directive no later than on 30 March 2018. 5. The Rectorate of CU and the Computer Science Centre of CU will prepare a template of a under Article 9 hereof no later than by the date of effect of this Directive. *========================================================================================= * Article 12 - Common and Final Provisions *========================================================================================= 1. The details of uploading final theses into the System are provided in the methodology g published at http://is.cuni.cz. 2. Issues regarding the testing of final theses uploaded into the System for the similarit theses, making use of the interuniversity system Theses.cz, or, as the case may be, of oth governed by Rector’s Directive No. 8/2011, as amended. 3. Rector’s Directive No. 13/2017 is hereby repealed. *========================================================================================= * Article 13 - Effect *========================================================================================= This Directive becomes effective on 1 December 2017. Prague, 10 November 2017 Professor MUDr. Tomáš Zima, DrSc., MBA This concerns bachelor’s and master´s theses, doctoral dissertation and rigorosum thesis. See Article 12 (8) of the Code of Study and Examination of CU effective as of 1 October 20 of the Rigorosum Examination Code. Article 12 (8) of the Code of Study and Examination of CU effective as of 1 October 2017, of the Rigorosum Examination Code. Article 18a (3) of the Code of Study and Examination of CU, and Article 7 (8) of the Rigor Code. Portable Document Format for the Long-term Archiving (PDF/A), either 1a level (under ISO 1 or 2u level (under ISO 19005-2:2011); MIME type: application/pdf; PUID: fmt/95, fmt/478, t extension: .pdf) Plain Text File (MIME type: text/plain; PUID: x-fmt/111) Joint Photographic Experts Group File Interchange Format (JPEG/JFIF, ISO/IEC 10918; MIME t PUID: fmt/42, 43, 44; the file extension: .jpeg or .jpg) Portable Network Graphics (PNG 1.2, ISO/IEC 15948:2004; MIME type image/png; PUID: fmt/13; extension: .png) Portable Document Format for the Long-term Archiving (PDF/A), either 1a level (under ISO 1 or 2u level (under ISO 19005-2:2011); MIME type: application/pdf; PUID: fmt/95, fmt/478, t extension: .pdf) Waveform audio format (WAV), Pulse-code modulation (PCM) (MIME type: audio/x-wav; PUID: fm extension: .wav or .wave) Moving Picture Experts Group Phase 1/2 Audio Layer III (MIME type: audio/mpeg; PUID: fmt/1 extension: .mp3) a data format allowing an upload of compressed data coded in compliance with Moving Pictur Phase 2 standard (MPEG-2, ISO/IEC 13818; MIME type: video/MP2T; PUID: fmt/425; the file ex a data format allowing an upload of compressed data coded in compliance with Moving Pictur Experts Group Phase 4 standard, Advanced Video Coding (Part 10) (H.264), MP4 container pre ISO/IEC 14496; MIME type: application/mp4 or video/mp4; PUID: fmt/199; the file extension: A file format intended for the exchange of spreadsheet data Comma-separated values (CSV) ( PUID: x-fmt/18; text/x-csv or application/csv; the file extension: .csv) Extensible Markup language (XML) (MIME type: application/xml; PUID: fmt/101; the file exte or DTD required) XML Schema Definition (XSD) (MIME type: application/xml; PUID: x-fmt/280; the file extensi Document Type Definition (DTD) (MIME type: application/xml-dtd; PUID: x-fmt/315; the file ZIP (MIME: application/zip; PUID: x-fmt/263; the file extension: .zip) Under s. 47b of the Higher Education Institutions Act, particularly in cases when the publ a thesis in another way is under preparation (e.g., the publishing of the dissertation by house).