The thesis is ready: Submitting the thesis

Arrange a timetable with the supervisor for the evaluation and approval of the thesis. The supervisor needs about a month to read the finished thesis and write a statement.

Even though the theses are submitted for approval only in electronic format, the supervisor might still require theses bound in black covers (binding model pdf). The student must agree upon this with the supervisor.

The Programme Committee approves and grades the thesis based on the statement(s) given by the supervisor and the advisor. The supervisor and advisor may write either a joint statement or separate statements.

The thesis can be approved when:

  • The student is enrolled as attending.
  • The topic of the master’s thesis is approved and valid.
  • The thesis supervisor approves the thesis to be submitted.
  • The student has written a maturity essay/press release and given a seminar presentation (according to the instructions of the department).

Please note the changes in the graduation practices from 31 December 2019 onwards!

  • Please note that the last possible date to complete the press release (maturity essay) and thesis presentation is the deadline for submitting theses and applications for evaluation.
  • The date of approval of the thesis will be the deadline for submitting the applications, although the approval of the thesis will not be processed by the Degree Programme Committee until after the deadline for submitting theses and applications for evaluation.

Publishing a master's thesis

According to Finnish legislation, a master's thesis is a public document and its contents cannot be confidential.

Students who are preparing their theses should keep in mind that the thesis is a public document. The thesis submitted for evaluation may not contain any secret information, as information about the thesis can be retrieved from the Aaltodoc portal. Archived copies of the thesis itself may be viewed at the Learning Centre in electronic or in printed form. In addition, theses produced in a digital format will be electronically sent by the Learning Centre to anyone requesting a copy.

If a thesis is produced on commission for a business, any parts of the thesis containing commercial secrets must be left as part of the background material, and not be included in the actual thesis for evaluation.

The so-called metadata (i.e. name of author, title of thesis, name of thesis supervisor and advisor, keywords) of each thesis is published in the Aaltodoc database at In addition to this, all approved theses are archived in the Aaltodoc publication archives. Full versions of the electronically archived theses can be accessed at the Learning Center.

With the student's permission, the thesis abstract and/or full text are published on the internet. Possible permission for electronic publishing is given on the electronic application form 207. It is possible to postpone the date of online publishing by a maximum of one year from the date of thesis approval, i.e. the date of the committee meeting, due to reasons related to other publications, for example. However, the student should keep in mind that the thesis is always a public document from the date of the committee meeting where it has been approved, and accessible soon after approval in the Learning Center as mentioned above. Notably, a patent application claiming priority to any results reported in the thesis must be filed before the date of that committee meeting.

The PDF/A file of the thesis cannot be corrected or changed after the approved thesis has arrived in Aaltodoc. Consultation with the legal counsel of the Aalto University has contributed to this practice.
However, the metadata of the thesis will be corrected according to the author’s wishes also after it has arrived in Aaltodoc.

Submitting the thesis

Submitting the electronic version of the thesis and applying for its approval is done through the eAge system as follows:

  1. Filling in the application form according to the instructions given in eAge and uploading the final version of the thesis into the system. The file must be saved in PDF/A format.
  2. The file name should not have any Scandinavian letters (e.g. ä and ö) or special characters. The name should be in the following format: school's abbreviation_publishingyear_lastname_firstname.pdf (for example student with the name Jan Järvinen would name the file as sci_2013_jarvinen_jan.pdf)
  3. The uploaded version has to be final and identical to the version given to the supervisor, with all corrections included.
  4. If needed, the student should submit a bound copy of the thesis to the supervisor.

Learning Centre’s instructions on converting the file into a PDF/A-format. The only valid and acceptable versions are PDF/A-1a, -1b, -2a and -2b. Instructions (PDF/A-format).

207 Approval and grading of the thesis (eAge system) Make sure you have sent the exactly same version to your supervisor for evaluation.

Appealing against a grade

Students dissatisfied with the grade of their thesis may appeal against the decision in writing to the Aalto University Academic Appeals Board (Aalto-yliopiston tutkintolautakunta) within 14 days of receiving notification of the decision. Address: Aalto University Academic Appeals Board, Registry, P.O. BOX 11000, FI-00076 AALTO.

Last modified: Monday, 29 June 2020, 10:28 AM