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Points to Remember for Doctorate Degree Recipients of Osaka University

Points to Remember for Doctorate Degree Recipients of Osaka University

Individuals receiving doctor degrees must publish their doctor's thesis. The procedures vary in relation to the date when the degree was issued. Please publish theses in accordance with procedures noted below.

1. If your degree was given on or before March 31, 2013
2. If your degree was given on or after April 1, 2013
3. The Name of the degree
4.  Degree Certificates

1. If your doctor's degree was given on or before March 31, 2013 -- theses must be printed

Individuals who received a doctor degree must publish their doctor's thesis for which the degree was given in an independent book or academic journal within a year of the issuing of the degree. However, this does not apply to those who published their thesis prior to the issuing of the degree.
Notwithstanding the condition of preceding paragraph, individuals given a doctor's degree can, if they have a valid reason(s), publish a summary of the content of the thesis for which the degree was given in place of the entire thesis after obtaining permission from a faculty council at the graduate school.
Persons who published in accordance with the two preceding paragraphs must immediately submit the  "Notification of Publication of a Doctor's Thesis" to the Student Affairs staff, Education Planning Division, Department of Educational and Student Affairs.

Note:
If an individual has put the publication in book(s) or an announcement in academic magazine(s) in the thesis index at the time of application for degree, it is assumed that the thesis has been published and new printing and publishing are not required.
Persons who have not finished publication at the time of application and who have declared in the thesis index that printing and publishing have not been decided or scheduled or who have published only part of thesis at the time when publication is completed are required to submit a "Notification of Publication of a Doctor's Thesis."
To download the form for Notification of Publication of a Doctor's Thesis, click here.

In cases when a doctor's degree was given on or before March 31, 2013

• Individuals who were given a doctor degree must publish their doctor's thesis for which the degree was given within a year of the issuing of the degree. However, this does not apply to those who published their thesis prior to the issuing of the degree. (Osaka University Degree Regulation 20-1)
• Notwithstanding the condition of preceding paragraph, individuals given a doctor's degree can, if they have a valid reason(s), publish a summary of the content of the thesis for which the degree was given in place of the entire thesis after obtaining a permission from a faculty council at the graduate school in charge of the thesis. In this case, the faculty council at the graduate school in charge provides the thesis for public reading upon request. (Osaka University Degree Regulation 20-2)

2. If your degree was given on or after April 1, 2013 -- doctor's thesis must be published in the Osaka University Online Repository.

(1) Individuals who were given a doctor degree must publish their doctor's thesis for which the degree was given on the internet within a year of the issuing of the degree. *1
These theses must be available for browsing online via Osaka University's institutional repository, OUKA (Osaka University Knowledge Archive).*2
Prior to the publication of doctor's thesis, individuals given a doctor's degree are requested to confirm their rights including publishers' copyright.

*1 Individuals who were given a doctor degree must publish their doctor's thesis for which the degree was given within a year of the issuing of the degree. However, this does not apply to those who published their thesis prior to the issuing of the degree. (Osaka University Degree Regulation 20-1) 
"published their thesis prior to the issuing of the degree" refers to publishing on the Osaka University's institutional repository. Publishing their doctor's thesis in accordance with the regulation in the paragraphs 1 and 2 must be done via the Internet, the Osaka University's institutional repository. (Osaka University Degree Regulation 20-3)


*2 What is a university institutional repository?
The University Institutional Repository is a digital archive of the intellectual products such as theses created by education and research activities at university and makes them open to public access via the Internet free of charge.
What is the OUKA (Osaka University Knowledge Archive)?
OUKA is the Osaka University institutional repository. It's an electronic archive system to store and provide theses created by OU members in their education and research activities. By 'open access' to scholarly literature, permanent free availability on the public internet is achieved, permitting any users to read academic achievements of the university free of charge. A variety of academic achievements such as theses for academic journals, doctor's degree theses, departmental bulletin papers, and presentation materials for meeting are registered and full texts of theses are available.

 

However, if the full text of one's doctor's degree thesis is not able to be published due to circumstances beyond one's control *3, after obtaining permission from a thesis examination committee at the graduate school in charge of the thesis, one can publish the summary of the thesis instead of its full text on the Internet. Even if the publication of summary is permitted, when the reason has ceased to apply, one must publicize the entire thesis on the Internet.
During the publication of the summary, the individual is required to have the thesis examination committee at the graduate school read the entire thesis upon request.*4

*3 Examples of unavoidable reasons

1. In cases when doctor's degree thesis cannot be published on the Internet due to reasons of expression such as physical limitations of the content of the material from which the thesis has been made.
2. In cases when doctor's degree thesis cannot be published on the Internet due to reasons of protection of copyright and/or private information for greater than a year after the date of the issuing of the degree.
3. In cases when the publication of doctor's degree thesis on the Internet will have negative consequences for the individual(s) who received the doctor's degree more than one year after the date of the issuing of the degree because academic journal publishers of the thesis prohibit publication in books or multiple publications of the thesis, or patent application(s) are being made.


*4  Notwithstanding the condition of preceding paragraph, individuals given a doctor's degree can, if they have a valid reason(s), publish a summary of the content of the thesis for which the degree was given in place of the entire thesis after obtaining a permission from a faculty council at the graduate school in charge of the thesis. In this case, the faculty council at the graduate school in charge provides the thesis for public reading upon request. (Osaka University Degree Regulation 20-2)

(2) In cases when the entire thesis cannot be published, the question of whether the publication of the summary of  the thesis is acceptable or not is determined by the thesis examination committee at the graduate school in charge.
Individuals hoping to have a degree need to complete the following procedures.

Procedures for obtaining a doctor's degree

1. Confirm rights for a doctor degree thesis in advance.
2. Regarding the rights, submit "Confirmation form for publication of doctor's thesis on the Osaka University Online Repository" (Form 10) to the thesis examination committee at one's graduate school. If necessary, submit "Statement of reasons for suspension of thesis publication on the Osaka University Online Repository" (Form 11).
3. When one's doctor's thesis is published in book form and/or posted in academic journal(s), one needs to confirm the publisher's copyright policies, and policies regarding publishing a doctor's thesis on the Internet. If it's impossible to confirm such policies, Osaka University will investigate them. In that case, submit "Statement of reasons for suspension of thesis publication on the Osaka University Online Repository" (Form 11) indicating the same on said statement form.

Procedures after obtaining a doctor's degree

4. In case when procedures for publishing the doctor's thesis in book form or posting on academic journal(s) are under way or being planned, or in case of patent pending or patent application being planned (excluding cases in which patent contents have been disclosed), after the publication or posting the doctor's thesis or after the disclosure of the patent content, individuals who obtained a doctor's degree must immediately submit "Statement of reasons for suspension of thesis publication on the Osaka University Online Repository" (Form 11) to the thesis examination committee at the graduate school in charge of the thesis. In these cases, individuals who obtained a doctor's degree need to confirm copyright policies of the publisher.
5. The thesis examination committee at the graduate school in charge will determine whether the publication of the summary of thesis is acceptable or not.
Forms 10 and 11 can be downloaded here. Submit the forms to the thesis examination committee [graduate school staff] at the graduate school in charge of the thesis. To confirm the address, click here. (You can confirm addresses of institutions in charge from the contact lists for entrance examinations.)

(3) A summary of one's doctor's thesis (Form 3) to be submitted to the university and its electronic data (PDF) will be handled as noted below.
The electronic data (PDF) of the summary of one's doctor's thesis (Form 3) will be:

  1. used for online publishing in the Osaka University Online Repository within 3 months after the degree was issued.

The electronic data (PDF) will be:

  1. used for online publishing on the Osaka University Online Repository within a year after the degree was issued (in cases when the full text of one's doctor's thesis is available to be published).
  2. used for publishing at the Osaka University University Libraries on the day following the passage of one year since the issuance of the degree (in cases when the full text of one's doctor's thesis is not available to be published.)
  3. sent to the National Diet Library and used for viewing at the National Diet Library (after the full text of the thesis becomes available at the Osaka University's University Libraries or after the full text of the thesis is published on the Osaka University Online Repository.)

(4) When these theses are published via OUKA, a DOI *5 name will be given to each of them as research data on the Internet. For more information about handling of the DOI system, please go to the Osaka University Libraries website.

*5 DOI -- The Digital Object Identifier (DOI) is used for identifying scholarly journal articles in order to maintain retrievability. It provides a stable location for digital objects online.

For more information, contact:

For procedures for obtaining a degree:

Education Planning Division, Department of Education and Student Affairs, Osaka University

Tel: 06-6879-7107
Email: gakusei-gakumu-gakumu (append @office.osaka-u.ac.jp when contacting this address.)

For OUKA and handling of DOI:

Digital Contents Staff, Academic Information Systematization Group, Academic Information Improvement Office, University Libraries, Osaka University

Tel: 06-6850-5071
Email: ouka (append @library.osaka-u.ac.jp when contacting this address.)

3. The Name of the degree

When making [formal] reference to the degree received, "Osaka University" should be included as part of the name. (Degree Regulation 21)

4. Degree Certificates

In cases when a degree certificate is lost or damaged due to an accident, the certificate will not be automatically reissued. In such cases, the recipient must make application to the President for the degree certificate to be reissued. The form required is the Request form for Issuing a Certificate Certifying a Degree with a statement of reason(s) for loss or damage attached. Following such, the certificate certifying the degree may be reissued.

Degree certificate request by postal mail
Individuals hoping to have a degree certificate reissued are requested to send an envelope (with "Request for Issuance of a Degree Certificate" written in red on the front) to the address below with the following three items.

1. "Request for Issuance of a Degree Certificate" form
2. A copy of your driver's license or other ID
3. A self-addressed and stamped 120 mm × 235 mm envelope for reply

To download the Request form for Issuing a Certificate Certifying a Degree, click here.


For more information, contact:
Student Affairs Division
Department of Educational and Student Affairs
Osaka University
1-1 Yamadaoka
Suita, Osaka 565-0871

Tel: 06-6879-7107
Email: gakusei-gakumu-gakumu (append @office.osaka-u.ac.jp when using.)

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