Frequently Asked Questions |
Access to ETD
Q: To access ETD, is it necessary to have first submitted the degree application on the Alice portal?
A: Yes, it is possible to access ETD only after having submitted the degree application on the Alice portal; otherwise, ETD will not recognize the credentials.
Q: How do I upload my thesis to ETD?
A: After submitting your degree application on the Alice portal and logging into ETD with your university credentials, you can start creating your electronic title page by filling out the form with your thesis metadata (degree course, title, thesis supervisors, etc.). If you encounter any problems, contact ETD Staff and provide the error message displayed.
Q: Why does the system say the credentials entered are invalid when I try to access ETD?
A: For master's degree theses, specialization theses or doctoral theses, make sure you have correctly submitted the degree application on the Alice portal and that the credentials used are those of the degree you are about to obtain. Bachelor's degree theses can be uploaded to ETD only in agreement with the thesis supervisor and after the discussion, requesting activation from the ETD Staff.
Q: What can I do if my name in Alice has multiple matriculation numbers associated with it and ETD does not recognize the correct one?
A: If you have multiple matriculation numbers and ETD does not recognize the correct one, you must contact the ETD Staff.
Q: Why can I no longer access ETD to upload or edit my thesis files?
A: On the Thesis Closure Date, which corresponds to 6 days before the start date of the degree session, and is highlighted in red on the electronic title page created, the thesis can no longer be modified. It is possible to request the ETD Staff to replace the file(s) after the Thesis Closer Date, provided that this occurs before the thesis degree discussion.
Q: Can three-year thesis be uploaded to ETD?
A: Three-year thesis can be uploaded to ETD only after the discussion and in agreement with the supervisors, following the instructions on the page https://etd.adm.unipi.it/italian/triennaliEMaster.htm.
Q: Who should I contact for issues related to the Alice portal?
A: For issues related to the Alice portal, it is necessary to contact the competent Secretariats.
Electronic title page of the thesis
Q: Is the title page to be uploaded to the Alice portal the one generated by ETD?
A: Yes, the PDF printout of the electronic title page generated by ETD and digitally signed by the first supervisor must be uploaded to the Alice portal.
Q: Why doesn't the electronic title page show the scheduled date for the thesis degree discussion?
A: On the electronic title page, the start date of the degree session is indicated, which ETD directly obtains from the graduation application, and in red on the left, the Thesis closure date, corresponding to 6 days before the start date of the degree session, by which the complete and final thesis must be uploaded on ETD.
Q: How can I edit the title, the supervisors, and other non-updatable information on the electronic title page using the Edit title page button?
A: To update the non-editable fields (title, supervisors, etc.), contact the ETD Staff by providing your data ( name, surname, matriculation number) and specifying the changes you wish to make. Note: the data on the electronic title page on ETD must match those reported in the degree application; therefore, it is necessary to communicate the changes to the competent Secretariats and upload the updated electronic title page on the Alice portal.
Q: Is it possible to make the email addresses visible on the electronic title page of the thesis?
A: Yes, it is possible, but it is not advisable. The email addresses that are not visible will be known only to the ETD Staff, while the author can be contacted through the appropriate generic "Contact the Author" link.
Q: Is it possible to modify the email addresses or their visibility on the electronic title page of the thesis?
A: Yes, it is always possible by contacting the ETD Staff, providing your data (name, surname, matriculation number)and your new email address.It is important to communicate any changes to email addresses in order to be contacted.
Q: Is it mandatory to fill in the thesis summary field? Is it necessary to translate it into English as well?
A: Yes, the summary is a mandatory field. It is recommended to include a summary of 500 to 1500 characters, which outlines the main results that the work aims to present. Translating the summary into English is mandatory only for doctoral theses, but it is still advised to facilitate the dissemination of the thesis outside the relevant academic field.
Q: Is it mandatory to fill in the field related to keywords? Do they need to be translated into English as well?
A: Yes, keywords are a mandatory field. For effective retrieval of the thesis, it is recommended to include specific and relevant keywords, in lowercase (uppercase only for proper nouns), and separated from each other by commas. It is also advisable to translate them into English.
Q: Why does "Creation of the electronic title page" reappear highlighted in red when accessing ETD after the thesis closure date?
A: When ETD closes the thesis, 6 days before the start date of the degree session, access via login is no longer possible, and ETD resets to its initial conditions. To view the thesis from this point onward, it is necessary to use the read-only link received in the email with the subject "Notification of Creation of the Electronic Title Page".
Q: For the bachelor's degree, do I have to print the electronic title page from ETD to submit to the Student Secretariats?
A: No, since it is not mandatory to submit the three-year theses in ETD, the title page to be delivered to the Student Secretariats must be prepared in the traditional manner.
Q: Is it possible to modify the title layout of the thesis on the electronic title page in ETD?
A: The layout of the thesis title cannot be modified: it's not possible to change the font or the font size, the space in the writing field is limited, and, if a certain number of characters is exceeded, the text automatically moves to the next line. Moreover the electronic title page in ETD is an administrative document, and therefore it's important that the data reported aligns with those in the degree application, while the layout is not relevant.
Uploading thesis files
Q: Can I upload the thesis file(s) to ETD in any format?
A: To be uploaded to ETD, thesis files must be in PDF or PDF/A format. In particular, the PDF/A format is mandatory for doctoral theses, but it is also recommended for all other types of theses. Any attached files in a different format can be sent to the ETD Staff, who will take care of uploading them.
Q: How can I convert the thesis file(s) into PDF format?
A: To convert thesis files into PDF format, we recommend using the export function available in every text editor, or using the virtual printer already present in Windows systems. If the virtual printer is not present on your system, you can install free software.
Q: What are the maximum file size limits for PDF files that can be uploaded to ETD?
A: No maximum limit has been set on the size of files to be uploaded in ETD, but in the case of particularly large files and/or suboptimal Internet connections, we recommend using the dedicated service at the link https://filesender.garr.it/
Q: Do I have to upload the thesis in ETD as a single file or can I upload multiple files?
A: The choice is left to the author.
Q: Is it necessary to upload the thesis attachments in ETD as well?
A: The thesis uploaded to ETD must be in its complete and final version, so if the attachments are an integral part, they must necessarily be uploaded. If the attachments are in a format other than PDF, they must be sent by email to the ETD Staff who will handle their uploading, and if they are very large, you can use the service at the following link for sending: https://filesender.garr.it/
Q: Is it necessary to upload the thesis presentation in PowerPoint to ETD as well?
A: No, it is not necessary unless the PowerPoint presentation is to be considered an integral part of the thesis. In that case, it must be sent to the ETD Staff using the service at the link: http://etd.adm.unipi.it/ETD-db/ETD-submit/upload.
Q: Can the files uploaded to ETD be modified?
A: It is not possible to edit PDF files, only replace them. Files can be removed or uploaded until the thesis closure date, indicated in red on the left of the electronic title page and corresponding to 6 days before the start date of the degree session. For doctoral theses, however, file modification is no longer possible after uploading the electronic title page generated by ETD on the Alice portal.
Q: What can I do if I realize, after the thesis closure date, that I have uploaded the wrong files?
A: At the Thesis closure date, indicated in red on the left side of the electronic title page created and corresponding to 6 days before the start date of the degree session, ETD closes the thesis and the author can no longer make changes to the files. Only if the discussion has not yet taken place, the author can request the ETD Staff to add/delete/replace the thesis files. In this case, the author will send the corrected files to the ETD Staff, inserting in copy for information (i.e., in Cc), the tesis supervisor, accompanied by a Declaration of Conformity signed by the supervisor themselves.
Q: If I have already uploaded the final version of the thesis in ETD, why did I receive an email reminding me of the deadline for the upload?
A: This is an automatic reminder. If the complete and final version of the thesis has already been uploaded, please disregard this message.
Q: Should the thesis only be uploaded to ETD? Are paper copies not required?
A: Only the deposit of the thesis in ETD is required, and only this thsis will be used by the University of Pisa to issue any certified copies. No paper version of the thesis is required by the Student Secretariats. Any paper copies may be requested by the thesis supervisors or the Teaching Secretariats, so we recommend inquiring locally.
Q: Is it possible to delete the deposited thesis from ETD?
A: No, it is not possible to delete a thesis deposited in ETD. The deposit of theses in ETD is indeed mandatory for obtaining a degree at the University of Pisa and for legal purposes.
Q: Do I need to insert the file(s) in PDF/A format?
A: The PDF/A format is mandatory for doctoral theses, but it is also recommended for all other types of theses because it ensures long-term preservation.
Deadlines
Q: What are the deadlines to meet in order to discuss the thesis for the degree?
A: For deadlines relating to the procedures to be followed at the relevant Secretariats, please refer to the information available on their pages. The electronic title page (in PDF), digitally signed by the firts supervisor, must be uploaded to the Alice portal at least 15 days before the start date of the degree session. The final and complete version of the thesis must be uploaded in ETD by the Thesis Closure Date, highlighted in red on the created electronic title page and corresponding to 6 days before the start date of the degree session.
Q: What is the deadline for uploading the file(s) or making changes to the thesis in ETD?
A: For theses of the old system, specialized, and master's degrees, it is possible to make changes to the files until the Thesis Closure Date, indicated in red on the left side of the electronic title page created, which corresponds to 6 days before the start date of the degree session. For doctoral theses, modifying the files is no longer possible after uploading the electronic title page generated by ETD on the Alice portal.
Q: What should I do if I intend to withdraw from the degree session after the thesis closure date?
A: If the withdrawal occurs after the ETD thesis closure date (6 days before the start date of the degree session), after canceling the graduation application with the relevant Secretariats, it is necessary to delete your electronic title page by contacting the ETD Staff. You will be able to create a new electronic title page in ETD as soon as you have submitted a graduation application for a subsequent session.
Q: What should I do if I withdrew from the graduation session after creating the electronic title page?
A: For theses of the old system, specialized, and master's degrees, after canceling the degree application with the relevant Secretariats,it is possible to delete the electronic title page from ETD through the dedicated link provided on it or by contacting the ETD Staff. It will then be possible to create a new electronic title page once a new degree application has been submitted for a subsequent session.
Online availability of theses
Q: Can I choose not to upload the parts of the thesis that I don't want to be accessed?
A: No, the thesis must be uploaded to ETD in its final and complete version, including images and attachments, as required by the Regulations for electronic theses. However, it is possible to apply access restrictions to the thesis if imposed by current regulations or if chosen by the author in agreement with the supervisor.
Q: In which cases can the thesis be freely consulted?
A: In the event that the author and the supervisor choose free accessibility, they must ensure that they do not violate the rights of third parties and be aware of the responsibility they assume with the free dissemination of the thesis content on the web through ETD.
Q: In which cases can the thesis be subject to an embargo for 3 years from the date of the discussion?
A: The author and the supervisor may place an embargo on the thesis for 3 years from the discussion date in the following cases: publication of the thesis or parts of it; involvement of external entities that hold temporary rights; patent protection.
Q: In which cases can the thesis be subject to a 40-years embargo from the date of discussion?
A: The author and the supervisor may place an embargo on the thesis for 40 years from the date of discussion in the event that the candidate exercises their copyright. This option, in accordance with the CRUI Guidelines and with the provisions of Minesterial Decree n. 226/2021, can not be activated for doctoral theses.
Q: In which cases must the thesis be subject to an embargo for 70 years from the date of the discussion?
A: The author and the supervisor must impose a 70-year embargo from the discussion date in the following cases: transcription of archival documents whose online distribution must be authorized; critical editions, collation, and translations of works whose online distribution must be authorized; images that are subject to rights and copyrights by institutions or individuals whose online distribution must be authorized; material related to military secrecy or public security; content involving third-party rights whose online distribution must be authorized; presence of sensitive data whose online distribution must be authorized. This option, in accordance with the CRUI Guidelines and with the provisions of Minesterial Decree n. 226/2021, can not be activated for doctoral theses
Q: Is the consultation option indicated by the thesis author binding for ETD?
A: The consultability option indicated by the thesis author must be validated by the supervisor and cannot be modified independently by the candidate, but only by contacting the ETD Staff. If the supervisor does not validate/modify the consultability indicated by the author or does not express an opinion on the matter,he is contacted by the ETD Staff in order to assume his opinion on the consultability option indicated or to activate one of the other options provided for by the Regulations.In the event of no response the thesis is automatically classified by office for a long term of time (70 years). For doctoral theses, however, the approval of the tutot/supervisor on the consultability option indicated by the doctoral student in ETD in not required.
Q: How can I change the accessibility of the thesis?
A: To modify the accessibility of the thesis, the author must submit the appropriate form to the ETD Staff, countersigned by the supervisor, indicating the new option chosen in agreement with the supervisor.
Q: Can the ETD Staff provide my thesis to a user interested in consulting it?
A: No, the ETD Staff does not provide the thesis or parts of it to those who request it, not even with the author's permission. Those who are interested can contact the author of the thesis through the specific generic link "Contact the author," and the author himself, if he wishes, will send a copy of his thesis to the interested user.
Q: I contacted the author of a thesis listed in the ETD as not accessible, but I have not received a response. What can I do?
A: The ETD Staff cannot intervene in the authordoes not respond.
Supervisors
Q: How can the supervisor view the thesis I uploaded in ETD?
A: With the creation of the electronic title page in ETD, the indicated supervisors receive a notification email with a link to view the thesis in read-only mode. The link remains active for up to 15 days after the start date of the degree session.
Q: Is it possible to delete or add an supervisor on the electronic title page of the thesis in ETD? Can I change the order of the listed supervisors?
A: To add or remove a supervisor on your electronic title page or to modify the order of the listed supervisors, you must contact the ETD Staff providing your data ( name, surname, matriculation number) and the data name, surname, email,) of the supervisor you wish to add or remove. Note: On the PDF printout of the electronic title page to be uploaded on the Alice portal, the names of all listed supervisors are included, but only the digital validation signature of the first thesis supervisor is required.
Q: My supervisor does not have the university credentials, how can he approve the thesis?
A: External supervisors external from the University of Pisa, who do not have university credentials, can access the thesis in read-only mode using the link received in the email with the subject "Notification of Electronic Title Page Creation," and they can approve the thesis and consultability by writing to the ETD Staff after receiving the email with the subject "Notification of Thesis Closure".
Q: How can I know if my supervisor has approved my thesis for discussion in the degree session I am registered for?
A: By the thesis closure date (6 days before the start date of the degree session), the supervisor receives an email with the subject "Notification of Thesis Closure" and, from that moment, they have 4 days to validate the thesis for the degree exam. Whether the response is positive or negative, the thesis author will receive a notification email at least 2 days before the start date of the degree session.
Q: How can I verify the presence of the supervisor digital signature on the PDF printout of the electronic title page?
A: It is possible to verify the presence of the digital signature by opening the file with Acrobat Reader and clicking on the pen icon that displays the signatures panel. In any case, it will be the competente Secretariats that will verify the presence of the digital signature of the first supervisor, on PDF printout of the electronic title page generated by ETD, once uploaded on the Alice portal.
Q: How can I add a fourth supervisor if ETD only allows for three?
A: It is necessary to enter the first three supervisors and, after confirming the creation of the electronic title page, contact the ETD Staff, providing your data (name, surname, matriculation number) and request the addition of the fourth presenter by providing their data (name, surname, email address).
Two candidates present the same thesis
Q: I developed my thesis with a colleague of mine, how should we proceed in ETD?
A: Each candidate must create in ETD their own electronic title page (where some information, such the title, will be the same for both), upload the thesis file(s), and choose the same accessibility option. Since there is no option in ETD to specify that the thesis is the result of collaboration, it is advisable for the PDF files that the candidates upload to have a title page displaying both names.
PhD
Q: When do I need to start uploading the doctoral thesis and the report on the activities carried out during the doctorate to ETD?
A: At least three days before the defense, the doctoral student must create the electronic title page in ETD and upload the thesis file(s) as well as the report on activities carried out during the doctorate (the latter as an administrative document), all mandatory in PDF/A format. Subsequently, they must upload to the Alice portal the printout (in PDF) of the electronic title page generated by ETD and digitally signed by the tutor/supervisor.
Q: Is an ISBN or any other type of code assigned to the doctoral thesis uploaded in ETD?
A: There is the possibility of requesting the assignment of a DOI for electronic resources deposited in open access, but this procedure is not managed by the ETD Staff.
Q: Supervisors
A: In reference to the roles that can be assigned to the other members of the committee, please indicate Supervisor.
Q: Does my tutor/supervisor need to approve the accessibility option I selected in ETD for my doctoral thesis?
A: No, approval from the tutor/supervisor is not required for the accessibility option indicated by the doctoral student in ETD.
Q: Why can't I place an embargo longer than 36 months on my doctoral thesis?
A: Doctoral theses, in accordance with the CRUI Guidelines and with the provisions of Ministerial Dcree n. 226/2021, can be subjected to an embargo period of no more than 36 months, after which the thesis is made freely accessible.