Entering your thesis in IRIS

1. Introduction

Entering the thesis into IRIS is a compulsory step in obtaining the doctorate degree. This process helps to preserve and enhance the value of doctoral students' research work. You will find all the information you need to obtain a doctorate in Directive 3.10 issued by the UNIL Direction.

You can also review the thesis distribution conditions.

This guide will take you through the various stages of submission, from creating an account to the final submission of your thesis for validation.

If you have any questions, you can contact theses@bcu.unil.ch

2. Entering your thesis

1. Click on “My workspace.”
2. Click on “Enter.”
   
3. Click on “Publication” to access the entry form.

   

Fill in the required fields

1. Type of publication: in this case, select Doctoral thesis

2. Institution where the research was conducted: choose UNIL/CHUV/Unisanté + partner institutions

3. Your affiliated faculty

4. Title

5. Date of issue: enter the date of the public dissertation defense

6. Editorial state (Accepted)

   

These 6 fields are required in order to create the record. The remaining fields are strongly recommended. It is also important to fill in the following:

1. Language ;

2. Thesis abstract (recommended to improve the indexing of your thesis) ;

3. Keywords ;

Link people and units

This step allows you to link the publication to your researcher profile, your co-authors, and the relevant research unit. Make sure to properly link all individuals involved in the thesis (author, thesis supervisor, etc.) and their respective units.

1. In the corresponding section, click on "Add".
2. Type the name of the person or unit, then select it from the list.

Upload PDF of your thesis

To finalize the deposit, you must add the full text of the thesis in PDF format. UNIL's Directive 3.10 requires that the cover page and imprimatur be added to the PDF. Please ensure that these documents are added to the PDF of your thesis before submission.

Please ensure with your supervisor that the file you are about to submit is acceptable (image resolution, corrections, etc.).

1. You can add the full text of your thesis by clicking on “Browse” and selecting the desired file from your library.
2. Alternatively, you can scroll down to the “Documents” section and simply drag and drop your file onto the page.
3. Once the file is uploaded, you can edit its metadata by clicking on the corresponding icon.
4. You can edit the following fields:

(a) File name

(b) Manuscript version : it must always be the version after the imprimatur.

(c) License : select the appropriate license for the distribution of the document, depending on any potential third-party rights (see below).

(d) Document accessibility :

• • • • Restricted UNIL (default - accessible only to authenticated UNIL personnel) ;
        
      • Public ;
      • Under embargo (accessible only to authenticated UNIL personnel until the end of the embargo);
        

(e) If you select “embargo”, set the embargo end date, after which your document will become publicly accessible.

Check for duplicates

IRIS automatically detects potential duplicates.

Before you can save your entry, a list of potentially similar publications will be displayed : if a publication derived from your thesis (article, book, etc.) has a similar title and has already been entered into the repository, it may appear as a duplicate, even though it is not. Please review each suggestion carefully and indicate whether it is indeed a duplicate (by clicking “It's a duplicate”) or not (by clicking “It's not a duplicate”).

Licenses

In general, the thesis is uploaded to Serval under a Creative Commons Attribution 4.0 International license (CC BY 4.0 - https://creativecommons.org/licenses/by/4.0/) or another Creative Commons license of the author's choice, so that any interested user can access it.

If third-party rights, such as those of publishers or co-authors, prevent distribution under a Creative Commons license, the author may grant UNIL a simple (non-exclusive) and free license to put the thesis online in the institutional repository after the end of any embargo (choose “all rights reserved”).

3. Finalize the submission

1. Before you can submit your thesis for validation, you must accept IRIS’s user licence.
2. Once your publication entry is complete, choose “Save” or “Save and quit” to save the record, or click “Publish” to immediately publish it.
3. After publishing your entry, it will move into processing and be pending validation. While awaiting validation, you can find your thesis under “My workspace.” You will receive an automatic email confirming the validation once your submission has been processed.

   

4. Finalize the degree order

You can now return to your degree order and finalize it.