Dissertation/year-end project submission instructions for students
Thus submission is a two-step process: first online, then paper.
- For the June session: Tuesday, 26 May 2019
- For the September session: Monday, 17 August 2019
Practical tips for preparing your submission
Prepare a single unprotected PDF file for the entire work (excluding annexes).
Write a summary of your dissertation/project in its language and, optionally and if applicable, English (length: 10 lines to one A4 page). This summary will be encoded in the online submission form.
Prepare a maximum of 10 keywords that you will need to encode at the time of online submission.
Download the cover template.
Submit online before submitting the paper copy. Allow enough time to print your work!
Guidelines for online filing
Reason for an online version of dissertation
Using the online submission form, you save the final version of your dissertation (.pdf) and fill in its exact title as it will appear on the appendix to your degree, as well as library dissemination terms. You then validate your submission.
The submission includes:
- Dissertation text (including cover) in a single unprotected PDF file (preferably PDF/A) saved as: Name_NOMA_Defence year.pdf.
- Any annexes, which may be filed separately. Each annex must be saved as: Name_NOMA_Defence y_Annex1.pdf (Annex2, Annex3, etc., if more than one).
The online version is the official version of your dissertation and will be sent to jury members. Paper copies must be printed from the submitted online file(s).
The online version, if defended successfully, will be indexed and stored by UCLouvain libraries. If authorised by the author, it will also be made publicly accessible. At the time of submission, the author can choose among four types of accessibility for every file submitted (as the type can vary from one file to another):
- No access: no one can consult the document, but it is archived.
- Restricted access: the document can be consulted only within the UCLouvain computer network.
- Open access: the document can be consulted from anywhere in the world.
- Embargo: the file will be prohibited from consultation until the date chosen by the author.
Paper copy submission guidelines
- The online submission certificate must be provided at the time of paper copy submission.
- Paper copies must be printed from PDF files posted online.
- Dissertations/year-end projects are preferably printed double-sided, on recycled or FSC certified paper. Plastic covers are prohibited.
- The number of copies depends on your programme and the number of supervisors/co-supervisors/readers.
- Two copies for the following programmes: CLAS2M1, FLE2M, GERM2M, GERM2M1, HIST2M1, HORI2M, LAFR2M1, LING2M, MULT2M, ROM2M, ROM2M1, ROGE2M, ROGE2M1, VISU2MC.
- Three copies for the following programmes: ARKE2M, ARKE2M1, CLAS2M, ETHI2M, FILO2M, FILO2M1, HIST2M, HORI2M, INTP2M, LAFR 2M, MUSI2M, MUSI2M1, ROGE2M and ROGE2M1 (if co-supervised), ROM2M and ROM2M1 (if co-supervised), THEA2M, TRAD2M.
- Submissions before the deadline day must be made to your secretariats during office hours.
- Submissions on the deadline day itself must be made at the Salle du Conseil du Collège Erasme at the following times:
- 28 May 28 2018: 10:00 am to 12:00 pm and 2:00 to 4:00 pm
- 16 August 2018: 10:00 am to 12:00 pm and 2:00 to 4:00 pm
- No paper copy submissions will be accepted outside these hours. Any delays will require students to contact their jury chair.
- For School of Philosophy (EFIL) students, the submission authorisation signed by their supervisor must accompany paper copy submission.
Access to the form
The online submission form is accessible from any computer after logging in with your username and password. Although the form is compatible with all current browsers, Chrome and Firefox provide optimal viewing.
Students can submit only one dissertation per session and the submission is final. At the end of the procedure, students are prompted to verify all the information to be submitted and to confirm the submission. After this confirmation, students can no longer access the form, modify the submission or submit a second time. The Faculty of Philosophy, Arts and Letters does not accept errata file submissions.
The submission must be completed in one sitting. As long as you have not finalised it, you can abort or cancel and start a new one later – but the data entered previously will be lost: every day at midnight, all unfinalised submissions are permanently deleted.
After finalising the submission, the author receives an email acknowledging receipt of the online dissertation and with an attached official submission confirmation. This confirmation contains the submission date, author name and the main descriptive data encoded, including the list of submitted files and the type of access authorised by the author, if defence is successful.
The author must print, sign and deliver along with the printed version of the dissertation/year-end project (see instructions for paper copy submission).
Do not hesitate to consult the information bubbles in the form!
Dissertation reference information will be made public in DIAL.mem after faculty validation (after deliberation and announcement of results).
Dissertation files will only be released to the public if both the author and the institution have approved it (thus it is possible that a file will not be made public even if the author chose this option). The minimum score for disseminating a FIAL dissertation has been fixed at 14/20.