FAQ about the Student Repository

All the answers to your questions about the Student Repository.

What is the Student Repository?

The Student Repository is an online thesis archive for participating programmes at Leiden University. Theses are publicly available, provided the consent of the student, supervisor an external client (if applicable).

How can I search the Student Repository?

Type a few words into the search box and click Go. If you want to search the collection of a specific programme, first go to the homepage of that collection. With Advanced Search, you can search specific indexes (like Supervisor or Specialisation). All searches apply only to the descriptions of the theses; the pdfs themselves are not searched.
For a list of all theses of a certain programme: At the homepage of that collection, click This collection > By issue date (in the menu bar to the right). Click By Keyword for a list of the keywords being used.

I want to place my thesis in the Repository.

This is only possible if your programme participates in the Student Repository. Theses from other programmes and theses from the past cannot be included in the repository.

Where is the upload button?

Go to the collection of your programme: Student Repository > Faculty > Degree > click your own programme. The upload button (Submit a new item to this collection) is located at the top of the screen.

How does it work?

Click the upload button on the collection homepage of your programme in the Student Repository and log on using your ULCN-account. Enter the description of your thesis, upload the file and indicate whether your thesis may be placed publicly available or under embargo (your programme should provide a consent form). To conclude, check the license and click Complete submission. The record will be published after it has been checked by a staff member.

For more information, use the instruction manual.

I don’t see an upload button / it doesn’t work

At some programmes, theses are submitted into the repository by a staff member (secretary). In that case, there is no upload button. Ask at your programme for the procedure.

If there is no upload button by mistake, please contact the Library. There might be a technical malfunction.

Is it also possible to upload other file formats (Word, movies etc)?

At the moment it is only possible to upload pdf files into the Repository. Other file formats are not supported.

How do I make a pdf?

In Microsoft Office 2010, documents can be saved as a PDF directly via the Save menu. In OpenOffice, use File – Export as PDF. Otherwise, pdf conversion software is available on university computers (choose ‘Bullzip PDF Creator’, manual), or use online software.

Are theses in the Repository indexed by Google?

Yes, theses in the Repository are being indexed by Google and can be found easily using the author’s name, title or words from the contents of the pdf (if publicly available). Besides that, theses are included in the Dutch university thesis database, Scripties Online.

How long are theses being kept in the Repository?

Theses are preserved in the Repository for 10 years.

My thesis should (partially) stay under embargo, how do I arrange that?

Before you can upload your thesis in the Repository, you, your supervisor and, if applicable, also the external client (where you did the research) should fill out a consent form for the publication of your thesis. Ask for this form at you programme, if necessary. If one of the parties does not agree with publication, your thesis must stay under embargo (permanently or until a specified date). You indicate this on the upload screen.
If only part of your thesis should stay under embargo, you can make this into a separate pdf file that you upload under embargo. The file with the rest of your thesis can be published then. See the manual how to add extra files.

How can I get a thesis that is not publicly available?

Theses that are under embargo can only be obtained by means of an official request at the Programme.

Why do I have to check a license with my upload?

The License contains the rights and obligations of the student and Leiden University. Among other things, it says that the author keeps the copyright of his/her thesis. As the author, you state that you don’t violate any rights of others (copyright, image right). The University is indemnified against any claims in this concern. The University is allowed to store the thesis, and – provided consent – make it publicly available. The University obliges itself to maintain the file as readable in the future, and warrant an embargo if applicable.

Web Editors - University Libraries
Last Modified: 09-05-2012