Archiving final projects, exam assignments, etc.

According to the current rules, DTU must keep copies of final projects (master's thesis, bachelor projects for BSc students, and bachelor projects for BEng students) for 30 years.

At DTU, storage takes place exclusively digitally. To ensure that all projects are uploaded to the correct server, we ask everyone to make sure that projects at the department are submitted according to the following procedure:

1. The project is created via the "Project reporting system" in DTU Inside. This starts an approval flow, which ends with the project being created in the study administration system STADS. At the same time, a group is set up in DTU Inside, where the supervisor and student can communicate about the project, and where the student must submit the final report.
2. Reports must be submitted in pdf format - the system only accepts this format.
3. It is in principle only possible to submit a report once - the final report. Sub-reports can thus not be submitted via the task module, but can of course be submitted via file sharing.
4. After submission, the report is automatically sent for plagiarism control.
5. The supervisor and department receive an email when a project has been submitted.
6. The reports are stored on a central server.
7. The reports are subsequently published automatically via DTU Library (see below).

The rules mentioned only apply to final projects.

Reports on courses and project/special courses must also be submitted digitally, either via the assignment module via DTU Learn or at DTU Inside, so that a plagiarism check can be set up.

The check is done automatically at DTU Inside, but at DTU Learn you have to turn on the plagiarism check yourself. Read more in the Guidelines for Examination cheating. There are no requirements for the format of this type of project (it is agreed upon between the lecturer and student).

Publication of final projects via DTU Library

In principle, all final projects (master's thesis, bachelor projects for BSc students, and bachelor projects for BEng students) should be searchable in the library's search engine (DTU Findit). However, there are two exceptions where DTU Library does not receive an electronic copy:

• Option for the student(s). The system is by default set up for the project to be published for DTU employees and students. If the project has been prepared in collaboration with a company that does not want the project published for DTU employees and students - or if the student/students do not want to make the project available - you can remove the mark in the box "I accept that my report is made publicly available via DTU Findit (DTU Library) ”. Confidential projects will be checked for plagiarism, but the report will not be stored in the usual way, and the projects cannot be searched in the URKUND plagiarism system.
  
  
• Option for supervisor/department. In some cases, the department may not wish the project to be published for DTU employees and students (company collaboration, patent application, etc.). The department/supervisor can therefore also choose for the project not to be published for DTU employees and students. The department's marking of confidentiality can take place during the entire project process, and at the latest immediately after the submission (the report will be released 24 hours after submission).
  
  In any projects that are to be published in DTU Findit, DTU Library will receive metadata for the project: project type, project name, name of the student and supervisor, etc, and these will be searchable in DTU Findit for all users, including those outside of DTU.
  
  DTU Library does not receive metadata for indexing on confidential projects. That can be crucial if a patent is to be filed.

Archiving exam assignments, exam answers, etc.

According to the examination order, the assessors must, during voting, take notes on the performance and the grading for use in the processing of a possible appeal case. Students can have access to documents in their exam answers as well as the assessors' notes. The notes must be kept for at least one year, and in addition, until a possible appeal case has been completed.

Exam assignments, assignment answers, and possibly guidance in courses can be discarded when they no longer have legal or administrative significance. Assignments, answers, etc. must - on an equal footing with the assessors' notes - thus be kept for at least one year, and in addition until a possible appeal has been completed.