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Student blogs

Thesis writing 101: essential tools and apps to make your life easier.

Writing a thesis requires careful planning, organization, and execution. Fortunately, there are numerous tools and apps available to help streamline the writing process, increase productivity, and ensure that your thesis is well-crafted. As a student wrapping up the experiments and writing the master’s thesis, today I will write about the tools that I’ve been using that helped and supported me a lot during the last few months.

Reference management

Keeping track of references and citations is an essential aspect of thesis writing. Reference management software like Zotero, Mendeley, or EndNote can help you efficiently organize your sources, create bibliographies, and cite references in your thesis according to your preferred citation style. I use Zotero which is free, easy to use and has an add-on for Microsoft Word. Personally, the add-on has been a life-saver, as I don’t need to keep track of the citation numbers or style and can change all these things with a click. All of these tools also offer features such as PDF annotation, and collaboration options (if you want to share the articles you have found with your supervisor).

Writing and editing

Most KI students are international and most of us use English as our second language, so it is normal to make grammar or spelling mistakes. However, writing a thesis requires clarity, coherence, and precision. Writing and editing tools such as Grammarly, Hemingway Editor, and ProWritingAid can help you with these kinds of mistakes. I use Grammarly to catch these mistakes early on. However, all these tools offer suggestions for sentence structure, grammar errors, and word choice, allowing you to refine your writing and convey your ideas more effectively.

Mind mapping

If you are stuck in your writing process, mind mapping can be a valuable technique for this. I use it while brainstorming ideas with my supervisor, and structuring my thesis outline. There are numerous tools like XMind, or Freeform (free app on Mac). However, I usually use paper and a pen (not always have to be Gen-Z 😂) to sketch ideas and have a mind/road map. I definitely recommend this technique if you are struggling with how to structure your thesis or ideas in your head.

A good calendar is always needed to be time efficient. It is good to not forget your tasks, but also it is a good indicator of whether you are living a balanced life or not. I use my calendar daily and add everything I might forget immediately. There are lots of calendar apps out there, however, I got used to Google Calendar and now it is my lifesaver. I suggest trying out apps or writing down your daily schedule.

Backup and sync

Protecting your thesis work from loss is essential. Backup and sync tools like Dropbox, Google Drive, or Microsoft OneDrive (KI students have a subscription to this) provide reliable cloud storage solutions for backing up your thesis documents and ensuring that your work is securely stored and accessible from anywhere. These tools offer automatic syncing and version history, so if you accidentally delete something you always have a way to save it :). In addition, I use these tools to file share with my supervisor as some of the data that I produce are too big to store on my own computer.

Note-taking apps

Gathering and organizing research materials is an integral part of thesis writing. Note-taking tools like Evernote, OneNote, or Notion provide a centralized platform for capturing ideas, taking notes, and storing research findings. Notion app can get a bit complicated, so try to learn how to use it efficiently before the project starts :). For easy use, I use Google Docs to take notes since I’ve discovered some add-ons that are very helpful on that app and it is also directly synced to my accounts. It is very important to utilize note-taking tools as you don’t want to miss out on anything you did 3 months ago while writing your thesis.

Hope you will find some of these tools useful and write a great thesis! Good luck with your experiments/writing!

If you have any questions you can drop a comment below or send me an e-mail.

See you in the next blog!

Yagmur - Molecular Techniques in Life Science

My name is Yağmur, and I am from Turkey. I am a student on the Master’s Programme in Molecular Techniques in Life Science. Living in Sweden and studying at KI started as a dream, yet here I am (my life motto “everything is possible” still holds until further notice). In my free time, I like watching movies and listening to music from all around the world. I enjoy sharing my experiences in life. So, if everyone is ready, welcome to my blog and let’s begin the journey…

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Research Guides

Off-campus access: receiving and returning print books.

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Requesting, Receiving, and Returning a Book

To request print books from off-campus, you have two options: .

1. Request that the physical book be mailed to you (see below for details). 

2. Submit a digitization request (see below for details).  *Please note, due to copyright laws, we will not typically be able to digitize more than one chapter or 10% of a book.  Exceptions include UI theses and dissertations as well as U.S. Government Publications, most of which can be digitized fully. 

Timeframe for receiving a book:

Mailed physical books will be sent via the United States Postal Service to the address the university has on file for you. This process may take up to 2-3 weeks. 

Digitized book chapters will usually be scanned and processed within 3 business days.  Keep an eye on your Vandal email for a link to the digitized version.

Full digitization of theses, dissertations, and longer government publications can take several weeks, depending on length.  

Returning a physical book to the library: 

You should receive a mailing label along with books you receive from the library. Use the label to mail the book back to us when you are finished with it. If you don't have a mailing label, please return books to the following address: 

University of Idaho Library  Circulation 875 Perimeter Dr MS 2350 Moscow ID  83844-2350

* Coeur d'Alene Students

University of Idaho students in CdA can return their materials to the Molstead Library at North Idaho College at 1000 West Garden Avenue.  The library's hours can be found on their website. 

* Boise Students

Boise patrons have the option of picking up and dropping off books at the College of Law Boise. 

* Students near other Orbis Cascade Alliance Libraries (Summit)

Books from Orbis Cascade Alliance Libraries libraries (click link to see list) can be returned to any Alliance library regardless of where the books are from. The University of Idaho Library is a member of the Alliance; therefore, any UI Library book can be returned to any other Allilance library. Please ask if you have questions!

Placing Requests

If, after doing a search in primo, you find a print book that you'd like to look at, just make a request for it. we'll mail it to the address we have on file for you. to update or verify your address, call 208-885-6559 or email [email protected] ..

STEP 1 . Click on the title of the item. 

STEP 2. In the "Get It" section, select "Request" to have the book mailed to you or "Digitization Request" for a digital copy. 

STEP 3 (Physical Requests): Off-campus students can select "Home Delivery (via USPS)" from the dropdown menu.  Faculty will also have the option to select their UI office address for delivery.  

STEP 3 (Digitization Requests): If you are requesting a non-thesis/dissertation/government document, let us know what chapter and/or pages you'd like digitized.  If you are requesting a thesis/dissertation or government document, uncheck the "partial" button, and we can digitize the entire item.  Keep an eye on your Vandal email for a link to the digitization. 

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Mailing Address: College of Graduate Studies University of Idaho 875 Perimeter Drive MS 3017 Moscow, ID 83844-3017

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Thesis and Dissertation Resources

You will find all you need to know about starting and completing your thesis or dissertation right here using ETD (Electronic submission of Dissertations and Theses).

• Create your ETD account
• General ETD Help from Proquest
• Theses and Dissertations template  (Word)
• Example of a thesis
• Note: COGS at this time is unable to provide any troubleshooting support or tutorials on LaTeX. Please use only if you are knowledgeable and familiar with the program.
• Writing Assistance Services
• Format Review Services
• Survey of Earned Doctorates  (for Ph.D. students only)
• University Repository Agreement Form  (PDF)
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• U of I Theses and Dissertations , 2013-present
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• Quick Guide - Committee Electronic Review/Authorization - Student View pdf
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• ETD Checklist jpg
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• Handbook - reference pdf
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Apply for public defence of your thesis

Before applying.

You should prepare your defence application well in advance, ideally 12 weeks or more before the desired defence date during the defence semester.

We recommend an additional six weeks for monograph theses during defence semester. See “ Compilation or monograph theses ” (below).

• Book a venue for your chosen defence date on a weekday during semester-time . The venue must be located in the Stockholm region so that KI’s students and staff can attend, and must be accessible to the public. Venues are booked through your own department.
• Contact your opponent and the members of the Examination Board to make sure that they are available on the date in question, and that the board members are able to take part in the preliminary review of the constituent papers of your thesis. Propose a coordinator from the examination board and inform them of their role (see Information to Examination Board etc below). One or more of the Examination Board members and / or the opponent may digitally participate, provided that the public defence can be carried out with high quality. Read more about digital participation in public defence .
• Contact the printing house to find out how long it will take to have your thesis printed. Request permission to publish from the relevant journals. See Printing your thesis .
• Complete your compilation thesis summary chapter (”kappa”). The kappa does not have to be finished until the examination board has finished their preliminary review. Please note that the text will be checked to ensure that there is no plagiarism . At the same time, it will show if the text consists of any self-plagiarism. Read more about the content of the thesis (including guidelines for writing the compilation thesis summary chapter).

Application

A suitable time interval between the meetings of the Dissertation Committee and your desired defence date is about 12 weeks. This is to protect you from having to postpone your defence if the process is delayed for some reason. 

Use form 9 version 2024-03-15  according toinstructions. This version is less extensive than before, but should be combined with a report on the doctoral student’s achievement of learning outcomes which is submitted in a separate form and constitutes part 3 of the defence application.

More information on the report of achievement of learning outcomes .

Instructions to form 9 (version 2024-03-15) (PDF, 171.42 KB)

Form 9, Application for public defence or licentiate seminar (version 2024-03-15) (Word, 81.83 KB)

Form – Reports on the doctoral student´s learning and development as a researcher including achievement of outcomes for degree (part 3) (Word, 163.86 KB)

Examination Board and Opponent

The goal of the Examination Board’s composition is that the members total expertise should cover the entire area of the thesis. 

The members must be free in their assessment so that no doubt can be cast on the objectivity of their decision (see “Avoiding COI” below). There are normally three members of the board, but in exceptional circumstances (e.g. if the thesis is explicitly multidisciplinary) this number may be increased to five.

At least one member of the Examination Board is to belong to a university other than KI and have no current affiliation with KI. The coordinator must not belong to the same department as the doctoral student, the principal supervisor or any of the co-supervisors. One member may belong the student’s own department or the principal supervisor. At least one member shall come from another university than the doctoral student principal supervisor and co-supervisors. If possible, at least one member should have sat on the board during the half-time review. 

All members are to be docents or professors, although in exceptional cases, the Dissertation Committee may approve a proposed member who holds neither position. To apply for an exemption, a letter explaining as to why the proposed member possesses such a unique scientific subject competence that it is not possible to find another unbiased docent or professor. Additionally, a CV and a list of publications for the proposed member must be attached to the application.

Your opponent shall be a researcher who must hold a doctoral degree (PhD), possess expert knowledge of the thesis’ area and be without conflict of interest with respect to you, your supervisors, or the project. Your opponent doesn’t need to hold a docentship. A highly qualified professor may be considered although he/she does not hold a doctoral degree, in which case this person’s CV (including list of publications) is to be appended to your application. 

Note that only one proposal for an Examination Board member and opponent is to be submitted.  The Dissertation Committee can decide on the replacement of one or more of its members.

The doctoral student is responsible for sending the following document to the opponent and to the chair of the dissertation (the members of the Examination Board will receive the information directly from the Dissertation Committee):

Information to Examination Board, Opponent and Defence Chairperson (PDF, 269.94 KB)

Information for the Examination Board and Seminar Chairperson, licentiate thesis (PDF, 234.65 KB)

Fee to the opponent

The opponent’s fee is SEK 15,000. Note that no fee is paid to an opponent who is employed at, or affiliated to, KI.

Important information regarding opponents from other countries: 

For these, a so-called SINK decision is required (SINK = special income tax). Use the Swedish Tax Agency's form  SKV 4350 ( English version: 4350a ). A coordination number is also required, and according to new rules, the person applying for a coordination number must appear in person for an identity check at the Swedish tax office or at selected embassies. To avoid this, it is important that the SINK application states a reason why the person cannot appear for an identity check , for example that he/she will only be working for a few days in Sweden.

See also:  Salary and tax | Staff Portal (ki.se)

Examination Board members and opponents may participate digitally, provided that the public defence can be carried out with high quality

Avoiding conflict of interest (COI)

The requirements on the impartiality and objectivity of the Examination Board members and opponents are extremely high. This is in your interests, as such demands help to prevent subsequent allegations of irregularities. If there is the slightest reason for others to doubt the objectivity of the Examination Board, it would mean that your interests have not been looked after sufficiently.

The following documents are available to help you judge whether a conflict of interest situation exists:

COI as defined by the Administrative Procedure Act

According to the Administrative Procedure Act, conflict of interest refers to any circumstances in which a member of a decision-making body engaged in a discussion about, or the presentation of specific material can be assumed to lack objectivity of opinion. The opponent and members of an Examination Board must thus have absolutely no connection with you personally, your supervisor or your project.

Karolinska Institutet’s COI rules

Guidelines on conflict of interest (COI) (PDF, 499.9 KB)

The Swedish Research Council’s COI rules

The Swedish Research Council (VR) has also issued general COI rules:

The VR’s Scientific Council for Medicine and Health has defined how its COI rules are to be applied, specifying the following:

• A conflict of interests arises if there has been scientific collaboration and joint production over the past five year period. A co-authored article is sufficient to be considered joint production.
• A conflict of interests may arise for periods longer than five years if the collaboration has been particularly close.
• The relationship between a postgraduate student and his/her supervisor is considered a matter of conflict of interest, regardless of how long ago the collaboration took place.
• An exception from the 5-year rule can be made in the event of collaboration in the form of multicentre studies, which are judged on individual merits.

Many factors are taken into consideration by the Dissertation Committee when judging the suitability of an opponent or a member of the Examination Board. Sometimes it is a matter of clear-cut COI, but situations also arise in which a reviewer is considered unsuitable owing to lack of objectivity despite there having been no formal breach of the COI rules. The purpose of these decisions is to prevent situations in which objectivity can be called to question.

Compilation or monograph theses

The compilation thesis.

The most common form of thesis at KI is a compilation thesis with a general introductory thesis frame followed by a number of constituent papers. At least two of the constituent papers included in the thesis must have been accepted for publication in peer-reviewed journals, the remainder may be in manuscript form. Doctoral education includes taking active part in the publication of scholarly articles.

The number of constituent papers in a compilation thesis varies, but the Examination Board must deem them to be of the scientific standard expected of an internationally pre-eminent university and of a scope corresponding to four years of full-time doctoral education.

Many project groups often produce original papers with several co-authors. If such original papers are included in your doctoral thesis, your own contributions must be clearly identifiable.

Information about the content of the thesis

Support for writing the thesis (PDF, 240.32 KB)

The monograph thesis

If your thesis is to be presented as a monograph thesis in which there are no referee-reviewed articles, the review process deviates slightly from that for compilation theses.

• On submitting your defence application, you must append to the first draft of your monograph a proposal for two expert reviewers, one active at KI and one from another university.
• The reviewers will then examine your monograph and produce a written statement, similar to that made by a referee at a scientific journal, with comments on the quality and scope of the thesis. The statement is administrated by the Dissertation Committee.
• You will then be asked to respond to the statement and, if necessary, submit a revised monograph with all corrections clearly indicated.
• You must then send your thesis in the usual manner to the Examination Board with the preliminary reviewers’ comments appended in full. When the Examination Board has given its recommendation to proceed, the thesis manuscript will be sent for printing.

Expect a defence application for a monograph thesis to take an additional six weeks .

The Dissertation Committee

Gunilla hovén malinowski, ruket negasi, more information for logged in staff click here to show/hide information.

There is more information for those of you working in the following groups

• C4.Department of Neuroscience

Theses and dissertations

You can find theses via several of the resources under the heading "General/search engines" above, and also in some databases, such as CINAHL. There are also a number of good resources to search in if you want to find theses:

• SwePub : In SwePub you will find different kinds of academic publications , including conference publications, from Swedish universities . Filter your search by dissertations.
• Dissertations and Theses (The Sciences and Engineering Collection) : A database that provides access to an extensive collection of interdisciplinary dissertations from around the world . Includes full text for the majority of dissertations from 1997 onwards. The database is produced by ProQuest and is not freely available, only accessed via KI. 
• DART-Europe : Search engine for European doctoral theses from 570 universities in 28 countries. Operated in a collaboration between European universities.
• WorldCat : WorldCat is a global library catalog where you can search for publications cataloged in libraries around the world. In the advanced search form, in the drop-down menu under "Format", you can limit your search to "thesis/dissertation" .