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Universiteit Hasselt - Knowledge in action

PROCEDURE LAY-OUT AND PRINTING DOCTORAL THESIS/INVITATIONS/ANNOUNCEMENTS

IMPORTANT: Start this procedure at least 5 weeks prior sending your definitive doctoral thesis to the members of the jury!

1. The font for the doctoral thesis is Verdana 9pt. More information about the layout can be found in 'text block format’.

2. 15 business days before the printing of the proof, you will need to submit the document ‘Koninklijke Bibliotheek Albert I’ with Patrick Carmans. You will then receive a unique depot number, which you will need to fill out on the document 'data PhD' (see point 3 below).
Patrick Carmans will keep three copies of your doctoral thesis. One of these will be delivered to the Hasselt University library and two copies are needed for the Royal Library in Brussels (take this into consideration when deciding the number of copies you wish to order!)

3. For the cover, inside page, invitations and announcements of your PhD, you will need to correctly fill out the application form and send it to phd@uhasselt.be (subject: application form COVER doctoral thesis). Please do this at least 10 business days before you wish to arrange the proof.
Only doctoral theses in the field of Audiovisual and Performing Arts and Architecture can have a picture or drawing added to the cover. The layout service can provide you with more information on this.

4. Printing of the doctoral thesis: The thesis will always be printed recto-verso. Please ensure that all chapters begin on uneven pages. We only add the title page to the document. The rest of the page arrangements and layout are your own responsibility.

Proof:  You can request a proof at least 8 business days before you will need to send your definitive thesis to the members of the jury. More information about the printing of a proof can be found under the heading 'How can I have my doctoral thesis printed'. If you upload your proof in the the morning (before 10u00), you can pick up the proof the following day at XOD. Both the cover and the contents will be delivered in loose-leaf format. If nothing needs to be changed in the doctoral thesis, you can inform Patrick Carmans of this via e-mail. You will also inform him how many copies of the definitive thesis you would like to have printed.
Definitive print: The printing of your definite thesis will take 5 business days. Therefore, please upload your definitive thesis onto the system at least 5 business days before you will need to send your definitive thesis to the members of the jury. It is advised to test beforehand, however, so that you will not face unexpected problems at the last minute.

5. Inside of the doctoral thesis: Black and white or colour?
 
Option 1: You want the entire inside of the doctoral thesis to be printed in black and white.
The entire inside of the doctoral thesis will be printed in black and white, even if there are figures, texts or other elements which appear in your PDF-file in colour. The price for the inside will be calculated as black and white.
 
Option 2: You want the entire inside of the doctoral thesis to be printed in colour.
The entire inside of the doctoral thesis will be printed in colour. Our colour copier distinguishes between the pages which have colour / grey tones in them and the pages that only appear in black. You do not have to manually figure out which pages contain colour. The price for the inside will be calculated based on the number of colour and black and white pages.

Note: The colour copier distinguishes in detail the difference between colour and black and white. What looks like black to the naked eye, could be a composition of the 4 CMYK printing colours and has the advantage of rending better printing quality, but has the disadvantage of being more expensive. This is why we ask you to pay careful attention and ensure that your settings for the font, figures, tables, etc. are black and white.


How can I have my doctoral thesis printed (both as a proof and for the definitive print)?
The doctoral thesis can be submitted in two different ways, but it always entails an online submission.


1. Submission via a own application (e.g. Word, Excel,...)
Open the thesis in your own application (Word, Excel,...). Click 'print' in the application (Word, Excel,...) and select the printer 'Oce PRISMAaccess Web driver' and click 'OK'. In case this printer is not available, you can install 'Oce PRISMAaccess Web driver' yourself on your work station. You can only do this when you are connected with the campus network. Under ‘installation procedure’ you can find the procedure for the installation of the web driver.
Once the installation is completed, you can easily send orders to our printing facilities.
How?
- From within your application (Word, Excel,...) click on file --> print.
- A print screen appears. Within the screen select under printers ‘Oce PRISMAaccess Web driver’, do not do anything else, do not fill in the number of copies. Should the document not be A4 format, you will have to adapt the page settings first.
- Click 'ok'.
- Your computer will connect to our printing facilities via the internet. You will then have to log in using your lucp-number and password. An order form will appear. Fill in the form (ensure you fill in all compulsory fields) and click 'send'. An example of what you should fill in where can be found here. The elements that are in bold need to be filled out. You should discuss with your promoter how many copies will need to be printed. Note, 4 copies are needed, on the one hand for the Hasselt University library (2) and on the other hand for the Royal library in Brussels (2). You will receive a confirmation e-mail from Patrick Carmans when he receives everything in good order.
- Under the tab 'orders' you can follow up on the status of your order, view a print preview,...
- The delivery of the doctoral thesis can be picked up at the campus book store after 5 business days. You will receive an e-mail from Patrick Carmans when the theses have arrived at the campus book store.

2. Uploading your own PDFs via OcePRISMAaccess Web Driver
You can create your own PDF in different ways. For example:
- The software can be obtained through the Adobe website (Acrobat full version = paid software). More information about how to create a PDF can be found here.
- The CutePDF software can be used. This can be downloaded for free at http://www.cutepdf.com/products/CutePDF/writer.asp. In order to manipulate PDF documents, you will additionally need to install CutePDF Writer Companion. (You can use this to merge documents or delete pages from the document). More information about how to create a PDF can be found here.
- The primopdf software can be used. This can be downloaded for free at http://www.primopdf.com/. More information about how to create a PDF can be found here.

When your PDF is ready, you need to take the following steps: Open the following link in internet explorer: http://uh-prism.uhasselt.be/Printroom/ServicesAndOrders.aspx
- It may be necessary for you to log on again. More information about how to log on can be found here.
- Click on 'Client'
- Click on the first icon under 'Originals'
- Click on 'Choose file'
- Select the PDF file you wish to have printed.
- Your attachment is complete when it is ticked with a 'v'.
- Scroll down and fill in the order form (ensure you fill in all compulsory fields) and click 'send'. An example of what you should fill in where can be found here. The elements that are in bold need to be filled out. You should discuss with your promoter how many copies will need to be printed. Note, 4 copies are needed, on the one hand for the Hasselt University library (2) and on the other hand for the Royal library in Brussels (2). You will receive a confirmation e-mail from Patrick Carmans when he receives your order to print your thesis in good order. 
- Under the tab 'orders' you can follow up on the status of your order, view a print preview,...
- The delivery of the doctoral thesis can be picked up at the campus book store after 5 business days. You will receive an e-mail from Patrick Carmans when your theses have arrived at the campus book store.

3. In exceptional cases and upon approval of Patrick Carmans it may be possible to make your doctoral thesis available through different means, such as through e-mail, usb-stick. Please contact Patrick Carmans.