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UTUThesis

Step 4: Filling in Information on the UTUGradu Thesis Form

After converting your thesis into PDF/A, validating it in the PDF/A validation, and submitting it to the Turnitin assignment on the Moodle course (return to the first three steps of these instructions by clicking “Previous”), you can fill in the information on the UTUGradu thesis form. You can find the link to the form in the email you have received from the UTUGradu system.

  • In collaborative thesis, only the so-called responsible students will fill out the information on the form on the publication as described below. The other student will check the completed information on the form and the pdf/a file of the thesis and, if necessary, ask the responsible student to correct them before sending to the supervisor for examination.

1. Go to the UTUGradu thesis form which was sent to you earlier by email (it is recommended to use Chrome or Firefox browser when filling in the form).

2. Fill in all the mandatory information on the thesis form.

  • Please note that the information entered on the form has to match the information in the latest version of your thesis, i.e. the one submitted to Turnitin.
  • The fields marked with an asterisk have to be filled in. Other fields do not have to be filled in if they do not concern your thesis. For example, if your thesis does not have a subtitle, leave the field empty.
  • You can enlarge the text fields from their bottom right corner (does not work with Explorer).
  • After clicking “Save and proceed to confirm', you can still view and edit the page before a notification is sent to the supervisor. You do not have to fill in the form in one go, as you can and should save the information from the bottom of the form by clicking “Save and proceed to confirm”. After this, you can close the form and return to it via the link in your email.

Personal information

  • Your personal information will be added automatically to the form from the Opsu database on the basis of the UTU username your supervisor has selected. If you notice any mistakes in your personal information, do not fill in the form and contact utugradu@utu.fi.
  • In collaborative theses, the personal information is shown on the form so that first comes the co-author’s (other student’s) information, followed by the information of the responsible student. If necessary, the responsible student has to check with the co-author whether their personal information is correct. 

Thesis information

  • Select the link to the latest PDF/A file submitted to Turnitin from the drop-down menu.
    • If this field has no options, it means that the system cannot find any PDF/A validated files submitted to Turnitin on the University’s Moodle server. In such a case, you should return a step back and ensure that the thesis is correctly converted into a PDF/A and that the same file has been submitted to Turnitin on the supervisor's Moodle course (link available in the email), and that the Turnitin originality check was successful.
  • At the “Type of the final project” field, select Master’s thesis (pro gradu or Diplomityö).
  • Select the primary language of thesis from the menu (not e.g. the language in which the other abstract of the thesis is written in). The most common options, Finnish, Swedish, and English, are at the top of the menu. Other languages are listed in an alphabetical order. You can also search for the language by writing its name in the search field. 
  • The number of pages is the same as the total number of pages in the thesis, i.e. the entire number of pages in the PDF/A file including the title page and appendices.
  • You can find your department/degree programme by writing its name in the search field or by selecting the correct option from the menu. If you are uncertain of the correct option, you can check it from your information in Nettiopsu or by asking the student administration of your Faculty.
  • Fill in the title as well as the subtitle if your thesis has one.
  • If you have written the abstract also in another language, fill in the title also in that language.

  • Copy and paste the body of your abstract (not the bibliographic information or the keywords) in the primary language of your thesis to the form. If you have written the abstract also in another language, copy and paste it to its own field on the form. Please remove possible unnecessary hyphens or other markings.
    • In the text field, the formatting of the abstract might look different but it does not matter. You can examine the final view by clicking “Save and proceed to confirm” at the bottom of the page. The form opens into a draft page.
  • Copy the key words from the abstract of your thesis to the key words field, separated by commas. A general guideline on keywords is that they describe the contents of the work. In selecting the terms, you can use the subject headings glossaries, such as the EKS subject headings of the Library of Parliament and/or Medical Subject Headings (MeSH).

Manner of publication

  • The abstracts of all the Master’s theses are published in the publication repository UTUPub regardless of the manner of publication you have selected. The entire thesis will be published only if you select open publication (recommended). The purpose of the publication is to increase the openness of science and research and to improve the availability of theses. Regardless of the manner of publication, the entire text of your thesis will be available on the Library's UTUGradu workstations that are meant for browsing electronic theses. The thesis will get a permanent identifier that can be used freely, for example, in CVs. More information is available on the Copyright and publication tab.

Commission

  • Select "Yes" if your thesis is done as a commission work, ie. in collaboration with a private company etc. Ask your supervisor if not sure.

2. Click “Save and proceed to confirm”, which opens the draft page. At this point, you can still edit the form by clicking “Edit” from the bottom left-hand corner. When you are sure that you have filled in the correct information, click “Confirm and lock the information”.

N.B. When you confirm and lock the information you have filled in on the thesis form, you leave your thesis for examination and cannot edit it by your own initiative.  If your thesis is rejected, you cannot submit the same thesis or a thesis on the same topic for a new examination.

If the thesis is done as a collaborative work: The second student who participated in the thesis receives an e-mail when the so-called responsible student has completed the thesis and publication information on the form. By email, the other student is requested to check and approve the info the first student filled in on the form. The other student will also get to read a copy of the  thesis submitted to Turnitinin and can thus make sure that this is the correct file.

If the other student finds errors in the form or in the thesis file, he / she can return the form to the first student for editing.

If the information is correct, the other student sends the form and thesis to the supervisor for examination, after which the students can no longer independently change their work.

 

► After you have locked the information, your supervisor will receive an email from the system and can check the Turnitin report as well as the information you have submitted on the thesis form.

  •  At this point, your supervisor can stop or return the process to previous step if something has come up, for example in the Turnitin originality check, which requires changes. In that case, the UTUGradu process has to be started from the beginning or your supervisor can send the form and/or thesis back to you for editing (you will get an email with more info from the UTUGradu system if this happens). After editing the process will proceed normally as described on this page.

► When your supervisor thinks the thesis is ready for examination, they will send the form to the examiners - you will receive an email when this happens.

► You will receive an email from the system once the examiners have given the evaluation statements, after which you can move to the next part of the process: 5. Commenting on the evaluation statements.