Tesi in Corso April 2014 Ilaria Muratori, Marcella Samakovlija The aims of the course The aims are to: • give useful guidelines about each step of the procedure for online theses submission • set out the graduation check list • give few notes about thesis editing • put the graduation students in the best condition to face the procedure for online theses submission without any stress. 2 di 103 Things you MUST DO • • Registration for the Graduation Session using WebPOLIself complete the programme assessment questionnaire (for the Ministry) complete the CV (for the Career Service and AlumniPoli) fee payment Online thesis submission 3 di 103 General information and deadlines From Politecnico Homepage studenti > concludi i tuoi studi > Esame di laurea 4 di 103 General information and deadlines 5 di 103 General information and deadlines 6 di 103 Deadlines 7 di 103 Thesis online submission and approval deadlines Thesis submission: Supervisor Thesis discussion INGEGNERIA with COEXAMINER Tesi in corso 18 24 3 MARCH 28 2930 8 APRIL Registration Thesis submission: INGEGNERIA WITHOUT coexaminer Supervisor Thesis discussion ARCHITETTURA DESIGN Tesi in corso 18 11 24 16 282930 APRIL MARCH Registration 8 di 103 Thesis online submission and approval deadlines THESIS WITH COEXAMINER Scuole di INGEGNERIA THESIS WITHOUT COEXAMINER Scuole di INGEGNERIA and THESIS Scuole di ARCHITETTURA Scuola del DESIGN THESIS WITHOUT COEXAMINER Scuole di INGEGNERIA (vecchio ordinamento) Graduation Candidates Graduation Candidates Submission NOT required from 24th March 2014 to 3rd April 2014 (h24.00) from 24th March 2014 to 11th April 2014 (h24.00) Supervisors Supervisors from students submission to 8th April 2014 (h24.00) from students submission to 16th April 2014 (h24.00) Graduating candidates from Schools of Ingegneria who want to defense their thesis with coexaminer MUST register and submit their thesis not later than 3rd April. After this deadline you will be able to defense only thesis WITHOUT co-examiner 9 di 103 The steps 1 2 3 REGISTRATION THESIS SUBMISSION THESIS APPROVAL - how to start - co-authors - supervisor - thesis title - abstract - keywords - the file/s - declaration - approval - temporary postponement - definitive rejection 10 di 103 Registration from home page SERVIZIONLINE 11 di 103 Registration 12 di 103 Registration DEGREE “Graduation session registration /withdrawl” 13 di 103 Registration checking data of graduation exam and selection of thesis type (single author or with co-authors) Graduation session selection Select if thesis is made by a Single author or by Co-authors 1 2 14 di 103 Registration author (submitter author) and co-authors Insert data of first co-author Confirmation 3 4 15 di 103 Registration co-authors Click the «Add co-author» button to add other coauthor(s) To continue click the «Confirm co-authors» button 5 6 16 di 103 Registration co-authors - removal To remove a coauthor select the 7 name and click the «Remove» button 17 di 103 Registration supervisor Insert supervisor name 8 Select supervisor and 9 click «Thesis/docum entation» button 18 di 103 Registration co-supervisor, thesis title, thesis type (with or without co-examiner) 1. Always check the correctness of inserted data 2. Here you can add a cosupervisor name 1 2 3. Insert thesis title 3 4. Select thesis type: with or without coexaminer (only scuole di ingegneria) 4 19 di 103 Registration CO-EXAMINER (only Scuole di Ingegneria): The supervisor judges if the thesis is worth to be defensed with co-examiner WHO IS THE CO-EXAMINER? • He/she is an outside expert who is asked to analyze and evaluate the thesis along with the Graduating Commission • He/she will write a short report on the thesis for the Graduating Commission’s President • He/she is chosen by the Graduating Commission’s Secretary. 20 di 103 Registration CO-SUPERVISOR The co-supervisor, along with the supervisor, helps the graduation candidates and the supervisor himself, during the writing of the thesis In the online registration procedure you can add only ONE co-supervisor. If co-supervisors are more than one you can add their names on the Title Page of your thesis 21 di 103 Registration checking information and registration confirmation If inserted data are correct click 10 the «Confirmation of registration » button 11 22 di 103 Registration double-check of all information Read carefully all the notes Click the «Submit the thesis in POLITesi» button to swich to thesis submission Or click the «Save» button to save, exit and contine the procedure later 23 di 103 Online thesis submission STEP by STEP 1 2 3 REGISTRATION THESIS SUBMISSION APPROVAL - how to start - co-authors - supervisor - thesis title - abstract - keywords - the file/s - declaration - approval - temporary postponement - definitive rejection 24 di 103 Swich from registration to thesis submission 25 di 103 112 Online thesis submission IMPORTANT! check that in your browser the java script function is active 26 di 103 112 Online thesis submission To start thesis submission click «Submit» button… 27 di 103 112 Online thesis submission Thesis description Check data imported from SERVIZIONLINE If you find mistakes in the information: • Author/s • Supervisor • Co-supervisor • Thesis type • Title exit POLITesi and re-enter SERVIZIONLINE to make the necessary rectification Then enter POLITesi again 28 di 103 Online thesis submission Abstract, keywords Insert: 1. Italian abstract (optional) 2. English abstract (optional) 3. Italian keywords (compulsory) 4. English keywords (compulsory) 1 2 3 4 29 di 103 Online thesis submission Language selection 30 di 103 Online thesis submission Thesis file You MUST save your thesis in ONE FILE in PDF format When is it allowed to upload more than one file? if the thesis exeeds 100Mb (i.e. 1 PDF file with thesis’ text and some PDF files with thesis’ drawings) if you want to set different access options to each part of the thesis (i.e. thesis’ text “Accessible via Internet to all”, thesis’ drawings “Not accessible”) If your thesis is made of more than one file you MUST deposit files one by one. DO NOT deposit zipped files (i.e. .zip, .rar, …) 31 di 103 Online thesis submission How to prepare the file file must be smaller than 100 Mb: (try to keep file dimension under control by compressing images, risizing drawings, ... ). if your thesis is made of file not convertible in PDF format (multimedia files), please contact TeDOC 32 di 103 Online thesis submission Open-source conversion tools In the Internet you can find a wide range of open-source tools to: - create PDF files from files with different extensions (.doc, .xls, .tiff, .jpg, .dwg, .indd, …) - choose the PDF output quality to guarantee a good video legibility keeping small-size files; - join different PDF files in one file. i.e. check the following web page http://www.programmifree.com/categorie/pdf.htm 33 di 103 Online thesis submission How to name the file/s Thesis file/s must be named as follows: year_month of graduation session_surmame/s of graduating candidates i.e. 2014_04_Rossi.PDF or 2014_04_Rossi_Bianchi_Neri.PDF If you have more than one file: i.e. or 2014_04_Rossi_01.PDF, 2014_04_Rossi_02.PDF, 2014_04_Rossi_03.PDF 2014_04_Rossi_Bianchi_Neri_01.PDF, 2014_04_Rossi_Bianchi_Neri_02.PDF File/s MUST BE UNPROTECTED to allow all the necessary further steps for a correct long term preservation 34 di 103 Online thesis submission Uploading the file/s Click “Sfoglia” button to select thesis file from your device (hard disk, USB …) 35 di 103 Online thesis submission File selection 36 di 103 Online thesis submission File’s description and selection of access option 1 2 3 37 di 103 Online thesis submission Access option for POLITesi 1. Accessible via Internet to all The file will be accessible and downloadable via internet by anyone who may consult the archive POLITesi 2. Accessible via Internet to all starting from… As option 1. but starting from 1 or 3 years after the date of its submission 3. Accessible via Internet only by authorised users (AunicaLogin or Shibboleth) The file will be accessible and downloadable by any authenticated user (AunicaLogin or Shibboleth) who may consult the archive POLITesi At the present time authorized users are: professors and all Politecnico staff, Politecnico students and ex-students with AunicaLogin credentials. In the future authorized users could be also anyone with Shibboleth credentials (people from other universities and research institutions that have agreements with Politecnico di Milano). The list of Shibboleth institutions will be published on POLITesi website. 4. Accessible via Internet only by authorised users (AunicaLogin or Shibboleth) starting from… As option 3 but starting from 1 or 3 years after the date of its submission 5. Not accessible The file will be accessible and downloadable in the archive POLITesi only by the author/s, by the supervisor and by the Politecnico Administration Staff. 38 di 103 Online thesis submission Uploading … 39 di 103 Online thesis submission Uploading more files 40 di 103 Online thesis submission Uploading more files 41 di 103 Online thesis submission Uploading more files 42 di 103 Online thesis submission Check results 1. If needed, you can change file description and 1a. access option 2. At the end of the upload of all files we suggest to open each file to check that the upload worked properly 3. If you find problems in opening file, remove it and upload it again 1 2 1a 3 43 di 103 Online thesis submission Final check Check all information To modify: • Author(s), • supervisor, • title (that must be exactly the same of the one on the title page of the thesis text) • co-supervisor Exit POLITesi and make changes in SERVIZIONLINE 44 di 103 Online thesis submission Final check Be sure to have uploaded the definitive version of your thesis file 45 di 103 Online thesis submission Thesis submission declaration 46 di 103 Online thesis submission Thesis submission declaration On-line thesis submission declaration •On: [today's date] •[surname name (e-mail)] •submits in the collection: [name of collection] •the thesis: [title] •author(s): [surname, name graduation candidate(s)] •supervisor: [surname, name supervisor] •the thesis is composed of the following files (in brackets the option chosen for access to each file after publication in the on-line thesis archive of the Politecnico di Milano is given): [filename – description – file access option] 47 di 103 Online thesis submission Thesis submission declaration Declares: • the complete correspondence between the file(s) submitted and the copy of the thesis which will be presented and discussed in the graduation session; • that the content of the thesis is an original work created by him/her and in no way jeopardizes the copyright nor the obligations related to safeguard of moral or economic rights of other authors or others with rightful claim, both as far as text, images, photos, tables or other parts comprising the thesis (Legge 633/1941 and subsequent amendments) and that the Politecnico di Milano will in any case be exempt from any responsibility of any civil, administrative or penal nature and will be kept unharmed from any request or claim by third parties; • that, in the case of theses with multiple authors, the choice of access option to the file(s) by third parties after publication in the on-line thesis archive of the Politecnico di Milano has been taken in agreement with the co-authors. 48 di 103 Online thesis submission Thesis submission declaration Accepts: • to give the Politecnico di Milano the non-exclusive right of distribution, limited to the publication of the thesis in the online thesis archive of the Politecnico di Milano with the access conditions chosen at the time of submission; • that the Politecnico di Milano may, without modifying the contents, process the file(s) with any means and in any format for retention purposes; • that the Politecnico di Milano may make copies of the file(s) for security, back-up and retention purposes. 49 di 103 Online thesis submission Thesis submission declaration 1 2 50 di 103 Online thesis submission System checks 1. You have uploaded at least on PDF file 2. PDF file(s) are without protection 3. at least 1 PDF file contains actual text (not only images) 51 di 103 Online thesis submission System checks – error messages In case of errors you must exit and re-enter MYPOLITesi to make corrections and finalize thesis submission 52 di 103 Online thesis submission your thesis has been submitted! this screen shot is the last one of the procedure your thesis is now ready for your supervisor approval 53 di 103 Online thesis submission Logging out 54 di 103 Online thesis submission As soon as you have completed your thesis submission: an e-mail with your submission declaration is sent to your institutional e-mail address@polimi.it (only to the submitter author) co-authors can check in any moment the deposit situation (check information, check files and deposit status) 55 di 103 Online thesis submission What the co-authors see 56 di 103 Online thesis submission What the co-authors see 57 di 112 Online thesis submission What the co-authors see 58 di 112 Approval 1 2 3 REGISTRATION THESIS SUBMISSION APPROVAL - how to start - co-authors - supervisor - thesis title - abstract - keywords - the file/s - declaration - approval - temporary postponement - definitive rejection 59 di 103 Approval Supervisor’s options As soon as the submitter author has completed the deposit an e-mail is sent to supervisor’s institutional e-mail@polimi.it the supervisor checks thesis information and thesis file(s) and he can: APPROVE TEMPORARY POSTPONE DEFINITIVE REJECT The thesis has received final approval and may NO LONGER BE MODIFIED. Submitter author and coauthors will receive an e-mail (@polimi.it) that notifies the thesis approval. Reason of postponement will be sent by e-mail (@polimi.it) to the submitter author and co-authors who must access the submission platform to make the required changes. Reasons for rejection will be sent by e-mail (@polimi.it) to the submitter author and coauthors who will automatically be withdrawn from the graduation session. 60 di 103 Approval If the supervisor judges that the data and the file/s that have been submitted are correct and definitive, he/she will approve your thesis. An e-mail is sent to the submitter author and co-authors (@polimi.it) IMPORTANT! After the supervisor approval you cannot modifiy any submitted information or file. if you have already completed the deposit and you find out that you made a mistake, you should contact your supervisor immediately and ask him to temporary postpone the approval, so that you can correct your mistake and resubmit your thesis 61 di 103 Approval Temporary postponement If the supervisor judges that the data and the file/s of the thesis require modifications/integrations, he/she will Temporary Postpone the approval of the thesis. An e-mail, with the reason of postponement, is sent to the submitter author and co-authors (@polimi.it). You can now access “My POLITesi” again, make the required changes, remove old file(s) and upload the new ones. After the steps of Declaration and System checks the procedure of thesis submission is again complete and an e-mail is sent to the supervisor who can now approve the thesis 62 di 103 Approval Temporary postponement The sooner you deposit your thesis, the better is for your supervisor who would have more time for the approval or temporary postponement IMPORTANT! The ultimate deadlines for the approval by the supervisor are • 8th April (thesis with co-examiner) • 16th April (thesis without co-examiner) even in case of temporary postponement 63 di 103 Approval Definitive reject If the supervisor judges that the thesis is not sufficiently complete to be discussed at the current graduation session, he can reject the thesis. In this case an e-mail (@polimi.it) with the reasons of rejection will be sent to the submitter author and to co-author(s) who will automatically be withdrawn from the graduation session. Personal information, thesis information and file uploaded will be automatically removed In the further sessions you will have to start the procedure from the beginning (registration and thesis submission). 64 di 103 Approval What your supervisor sees in POLITesi 65 di 103 POLITesi 66 di 103 Your thesis in POLITesi 67 di 103 Your thesis in POLITesi 68 di 103 Your thesis in POLITesi 69 di 103 Your thesis in POLITesi Copyright 70 di 103 Your thesis in POLITesi Copyright The Politecnico is not liable for any errors, omissions or offences contained in submitted theses. All theses in POLITesi are protected by copyright (L. 633/1941 and subsequent amendments). Reproduction of excerpts or parts of documents available in POLITesi is allowed for research and study purposes (in any case not for commercial purposes) and implies the obligation to quote the title, author and bibliographical data as well as the document URL. 71 di 103 Your thesis in POLITesi Copyright Check POLITesi website for further copyright information http://www.biblio.polimi.it/politesi_info/politesi_info.html 72 di 103 Check list Registration - SERVIZIONLINE Register for final exam Fill in the programme assessment questionnaire Fill in your curriculum vitae (that needs to be confirmed) Print the deposit slip and pay the fee (€ 81,67) not later than the 3rd April(Ing) or the 11th April(Arch and Des) Check the thesis title: it must be exactly the same everywhere Write the Italian and the English abstract and the keywords Check all the information and data you inserted while registering in SERVIZIONLINE (thesis title, name of your supervisor, …) At the end of the procedure you will receive an e-mail (@polimi.it) with the confirmation of the registration for the graduation session. In case of anomaly you will be contacted in good time to solve any problem. If not, just calm down because everything is OK!! 73 di 103 Check list Thesis submission – POLITesi Check that thesis Title Page contains all requested information Check file(s) name(s), format (PDF without protection) and text content (not only images) Files are smaller than 100 Mb Make sure you have uploaded the last version of thesis file Check the access option for each uploaded file, make sure it is the one you really want Open uploaded file(s) from POLITesi and check that everything is ok: images, text, formulas, etc.) Remember to check your e-mail@polimi.it for thesis approval or temporary postponement Visit your School website to check if there are specific notes or guidelines about the graduation exams 74 di 103 Check list Thesis submission – POLITesi Thesis with co-authors: During registration remember to insert co-authors names Submitter author MUST choose the thesis access option together with co-authors 75 di 103 Thesis layout The following short layout guidelines are a good reference to anyone who’s writing his thesis and they are addressed specifically to graduation candidates from Schools that do not give layout guidelines Contact the Segreteria Didattica of your own School to make sure there aren’t specific editing or layout guidelines to follow. Check also: http://www.tedoc.polimi.it/download/POLITesi_Specific_info_Schools.pdf 76 di 103 Thesis layout Thesis must contain: Title page Contents pages Abstract Main body of the thesis Bibliography 77 di 103 Thesis layout Title page Title Page: this is the first page of the volume and it contains the following information: a) Politecnico di Milano, indication of the Faculty/School and the Degree Course b) title and, if there is, sub-title c) thesis supervisor's name and surname d) thesis co-supervisor's name and surname, if there is one e) name(s), surname(s), student ID number(s) of the author(s) f) academic year 78 di 103 Thesis layout Title page 79 di 103 Thesis layout Contents pages 1. Table of contents - with progressive number of chapters, chapters titles (and paragraphs titles) and page numbers 2. List of figures– with progressive number of figures, caption and page number of each figure 3. List of tables - with progressive number of table, caption and page number of each table 4. List of graphs - with progressive number of graph, caption and page number of each graph 5. List of drawings - with progressive number of drawing, drawing title, drawing scale and page number of each drawing 6. … 80 di 103 Thesis layout Table of contents 81 di 103 Thesis layout Table of contents 82 di 103 Thesis layout List of figures 83 di 103 Thesis layout List of figures 84 di 103 Thesis layout List of tables 85 di 103 Thesis layout List of graphs 86 di 103 Thesis layout List of drawings 87 di 103 Thesis layout Numbering pages • The preferred numbering method is to use only Arabic numerals, but it is allowed to use a combination of numerals, with Roman numerals for the title page, contents and abstract pages, and Arabic numerals for the pages that contain the actual text • You should count every page of the thesis (even blank pages if there are) 88 di 103 Thesis layout Abstract Abstract should give brief summary of the thesis Its purpose is to give readers a quick identification of the basic content of the thesis. It should "stand on its own" and be a selfcontained document. The abstract should be very concise and it cannot be longer than 2,200 characters including spaces between words Keep in mind that the abstract is the first thing a reader reads. It should show the quality of your thesis 89 di 103 Thesis layout Main body of thesis You can organize the text partition as you like, usually it’s better to number chapters and paragraphs progressively Chapter 1 – Title of chapter Paragraph 1.1 1.1.1 1.1.2 Paragraph 1.2 Chapter e – Title of chapter Paragraph 2.1 Paragraph 2.2 90 di 103 Thesis layout Main body of thesis Any other layout format (such as character dimension, margins, page dimensions, text styles, …) is left at your own taste! An advice: write your name and thesis title in the pages headings or footnotes In this way your thesis is immediately referable to you even if you need to divide your thesis in more than one file 91 di 103 Thesis layout Headers and footnotes 92 di 103 Thesis layout Headers and footnotes 93 di 103 Thesis layout Bibliography You can find useful support and choose your bibliography style visiting for example the following websites: • http://www.apastyle.org/ (for scientific subjects) • Chicago Manual of Style http://www.chicagomanualofstyle.org/home.html (for humanistic subjects) • Modern Language Association Style - http://www.mla.org/ (for humanistic subjects) 94 di 103 Thesis layout Theses that only contain drawings (without any written report) MUST always contain: Title page List of drawings Abstract Drawings Bibliography 95 di 103 Thesis layout Drawings Remember to number drawings in ascending order and to put a title box with all drawing info (such as drawing title, scale, name of author(s), name of supervisor,…). 96 di 103 Thesis layout Thesis in foreing language Theses written in a foreign language must be prefaced by a substantial summary in Italian, which must be placed after the abstract. Contact the Segreteria Didattica of your own School to get information about the possibility of writing a thesis in a foreing language 97 di 103 Where you can find information about To get information about the day of the final exam, such as: - Room of defense Graduating Commission Room’s equipment (computer, projector … ) Number of hardcopies of the thesis to bring with you for the defense The defense schedule … Contact: Centro Orientamento Studenti (COS) or Segreteria Didattica of your own School Graduating Commission do not keep your thesis hardcopies. You will take them with you after your defense. 98 di 103 Where you can find information about Specific information for individual Schools 99 di 103 Where you can find all the information http://www.tedoc.polimi.it 100 di 103 Who is able to answer to your questions TeDOC – Servizio Reference in the office or by phone (02.2399.2667). from Monday to Friday 9 a.m. – 4 p.m. Via mail: You find the link to submit your request at: http://www.tedoc.polimi.it/tesilaurea/Consegna-tesi-di-laurea-(vecchioordinamento-e-specialistica) If you need stronger aid: You can take an appointment to submit your thesis at TeDOC (Thesis Submission by Appointment) calling 02.2399.2667 or mail to deposito.tesilaurea@polimi.it 101 di 103 How to get this presentation 102 di 103