FAQs ETH E-Collection

Publishing

How can I submit a document?See Publication Process.
Who is allowed to publish documents in ETH E-Collection?All members of ETH Zurich (staff, doctoral students, Master's students) are entitled to publish documents relevant to research and teaching in ETH E-Collection.
I have written a document at ETH Zurich but am no longer a member of ETH Zurich. Can the document still be accepted in ETH E-Collection?Yes, that is possible.
I would like to publish a document as co-author (co-authorship). Is that possible?Yes, in principle, provided that you have the co-authors' consent.
Which document types are published in ETH E-Collection?The range of document types includes dissertations, journal articles (usually postprints and preprints), lecture material, series, conference reports, journals, annual reports etc.
Which file formats are suitable?The preferred format for documents in ETH E-Collection is PDF or PDF/A. When creating the PDF, please ensure that the file is not subject to any security restrictions whatsoever or password-protected. Furthermore, all fonts and other elements that belong to the content (audio, graphic and video files) must be included in the PDF. 
Can I submit several documents for one publication?Yes. If a PowerPoint presentation belongs to a conference report, for example, both documents can be submitted. The documents have to be available in PDF format. Both files are then uploaded online under the same record.  
Can I designate the keywords for my document myself?No, these are allocated by our subject specialists.
How can I obtain an ISBN number for my publication?ETH-Bibliothek allocates ISBN numbers for individual publications by members of ETH Zurich upon request. You can find out how to proceed to obtain one on the ISBN Allocation page. 
Can I obtain the DOI name for my publication in advance to integrate it in the document?Yes, that is possible. Use the tab "Publish (external link)" in ETH E-Collection and for the time being only upload the front page of your publication in the rubric "Advance allocation of DOI" to register the DOI in advance.

Submission of the doctoral thesis 

Will I receive confirmation that I have uploaded the electronic version of my thesis?Once the file has been uploaded, an automatic confirmation is generated. 
What do I have to take to the Doctoral Administration as proof that I have submitted the electronic version of my thesis?You only have to present the confirmation you receive automatically after the upload.
How long does it take for my thesis to be online?The activation process takes about a week.
Am I allowed to include articles that have already been published in the publisher's layout in my doctoral thesis?The further distribution of articles in the publisher’s version is prohibited by most scientific publishing houses. We recommend using post-prints or pre-prints.
Does a CV have to be included in the electronic version of the thesis?The CV can be omitted in the electronic version of the doctoral thesis. However, it must be included in the print copies to be submitted.
Having uploaded the electronic version of my doctoral thesis and submitted the print copies, I would now like to make some changes to the electronic version. Can I upload the revised electronic version?  No, once the doctoral thesis has been approved by the Department Conference, it can no longer be changed. The printed version must match the electronic version.
Can I have a dissertation / Habilitation, that hadn't been published so far, posted later?Yes, that is possible if you are the author.

Legal aspects

I would like to publish my document via ETH E-Collection but it contains published articles or articles submitted for publication. Is publication in ETH E-Collection still possible?It depends on the copyright regulations of the publishing houses in question, which you can garner from your publishing contract or the SHERPA/RoMEO-database (external link). This will also tell you which article version (postprint, preprint or publisher's PDF) you are permitted to publish with the consent of the publishing house and which embargoes you may have to observe
Can articles that have already been published in the publisher's layout be included in the ETH E-Collection?Most publishing houses do not allow self-archiving of an article in the publisher’s layout. In many cases, however, the publication of preprints or postprints is permitted. Please check the regulations that apply to your publication in your publishing contract or the SHERPA/RoMEO-database (external link).
What is a preprint? The version of a paper prior to the peer review process is referred to as a preprint or non-peer-reviewed author's manuscript
What is a postprint? The peer-reviewed author's manuscript.
 
The postprint includes all changes and revisions that result from the peer review process. It is the final author's version of the manuscript accepted by the publishing house for publication. Content-wise, the postprint is identical to the publisher's PDF but does not include the publisher's layout or logo.
Where can I read the publishing house's copyright conditions?The SHERPA/RoMEO-database (external link) provides a comprehensive listing of publisher guidelines on self-archiving and secondary publication, where you can find out which article version (postprint, preprint or publisher PDF) you are allowed to publish with the consent of the publishing house and which embargoes you may have to observe.
If ETH Zurich publishes my document via its repository, do I relinquish my copyrights?No. In the event of publication via ETH E-Collection, the copyright remains with the author.
I have published my document via ETH E-Collection. Now a publisher has approached me and would also like to publish it. Is that possible? Provided the rights of use have not been relinquished, there are no contractual agreements with ETH Zurich or a funding institution regarding usage, your document is not subject to an obligation of secrecy and the rights of third parties are not violated, you can agree to the publication. 
 
In the case of co-authorships, the co-authors must consent to the publication. Moreover, it should be contractually secured that the document published via the repository can continue to be offered. 
Can I publish a work via ETH E-Collection that contains figures I did not produce myself? It depends on the nature of the figure:   
 
Technical figures   
 
Technical figures, i.e. tables, graphics or diagrams, which were clearly produced with a popular software programme (e.g. Excel, PowerPoint) without any great effort may be adopted from a template one to one provided that the source is correctly cited.  
 
Artistic works
 
Figures by third parties that exhibit artistic value may not be integrated in publications automatically. In such cases, who holds the exploitation rights and the conditions under which the figures may be published must be clarified beforehand. 
 
The publication of figures by third parties in materials that are exclusively used in classes does not constitute a breach of copyright. Limited activation on the ETH Zurich net (IP range) is recommended here.