MSpace FAQs
Posting an Item to MSpace 
 1. What types of items can I post to MSpace? 
 2. When and how do I get copyright clearance? 
 3. Do I need to notify my co-authors/contributors or obtain
     their permission to post an item to MSpace?
 4. How do I post an item to MSpace?
 5. Can someone else post my item to MSpace on my behalf?
 6. What metadata (description elements) do I have to supply 
     to post an item to MSpace?
 7. What file formats can I post to MSpace?
 8. What metadata (description) standards does MSpace use?
 9. Can I enter metadata (description elements) for an item not
     located in MSpace?
10. Are there any costs for posting or viewing an item in MSpace?

Finding an Item in MSpace
11. Who will be able to find my item in MSpace?
12. How do I link to my item in MSpace?
13. Can I be notified when new items are added to an
      
MSpace collection?


MSpace Help and Contact Information
14. Where can I get information about open access and 
     
institutional repositories like MSpace?
15. Who do I contact for help with MSpace?



About MSpace
MSpace Policies

 

 


 

 

Posting an Item to MSpace

1.  What types of items can I post to MSpace?

Some examples of items that MSpace collects are:

  • theses/dissertations/practica
  • research publications and documents (e.g., preprints, postprints, working papers, technical reports, conference papers)
  • learning objects
  • books
  • datasets
  • computer programs
  • visualizations, simulations and other models
  • multimedia publications

For information on how to create an MSpace community or how to create a collection within a community, see About MSpace.


2.  When and how do I get copyright clearance?

It is extremely important that all copyright laws have been adhered to before posting anything to MSpace. 

     Posting to MSpace a previously-published research publication

  • While many publishers accommodate institutional repositories by allowing authors to archive a preprint, a postprint or the publisher’s PDF of a research publication, there are some that do not.  MSpace will assume that the author has signed the journal's standard publication agreement and that the author will undertake the necessary publisher policy checking to determine copyright ownership and specific allowances.  The SHERPA/RoMEO database can be used to find out which journals and publishers allow authors to retain copyright and/or allow authors to archive research publications in an institutional repository such as MSpace.  MSpace respects the copyright agreement you have with publishers.  See Record publication rights during the process of posting to MSpace.
  • If the publisher does not allow self-archiving as a general policy, you can still attempt to obtain copyright permission from the publisher to post the publication.  See Record publication rights during the process of posting to MSpace.

Record publication rights during the process of posting to MSpace

  • The statement from the publisher which gives the author permission to self-archive or post an item to an institutional repository must be included in the “Copyright Usage” field during the MSpace posting process.  The relevant statement is usually available from the publisher’s Web site or from a permission letter obtained by the publisher.
  • If the publisher’s standard agreement was changed by the author, or if copyright was retained by the author, this information must be inserted in the "Copyright Usage” field during the MSpace posting process. 

Posting to MSpace an item that has never been published

  • If the item to be posted in MSpace has never been published but includes someone else’s copyrighted material, MSpace will assume that the author has obtained copyright clearance when necessary and has acknowledged the copyright owner for the material.  See the Copyright Office website at http://umanitoba.ca//copyright/ for copyright guidance or send your copyright questions to um_copyright@umanitoba.ca. Keep copies of permission letters for your files.
  • Before posting any item which includes copyright-cleared material, insert a permission statement within the text of the item or add a permission statement in the abstract during the process of posting to MSpace.

More information about copyright     

  • Items can be submitted to both a publisher and to MSpace, depending on the publisher’s copyright agreement and electronic publishing policies. 
  • When negotiating agreements with publishers, it is in the author's best interest to retain self-archiving privileges and copyright. 
  • See the Copyright Office website at http://umanitoba.ca//copyright/ for more copyright guidance or send your copyright questions to um_copyright@umanitoba.ca

 

3.  Do I need to notify my co-authors/contributors or obtain their permission to post an item to MSpace?

Notification or permission is not required if you are able to act as the authorizing agent for your co-authors/contributors.  If you cannot act on their behalf, please obtain permission from your co-workers/contributors before posting an item to MSpace and keep copies of permission letters for your files.  An MSpace assistant may be able to help you with obtaining permission from co-authors/contributors.

4.  How do I post an item to MSpace?

Users may log in using their UMnet ID and password.  You will see the links to begin the posting process for a thesis/practicum or research publication at the top of the page.

 

 

More information on the posting process can be found in the help link at the bottom of the MSpace page.

 

5.  Can someone else post my item to MSpace on my behalf?

 

 

Graduate students should submit their thesis/practicum to MSpace themselves.

A research publication can be posted by a person other than the author providing it is done with their permission. It is recommended that the author provide some appropriate keywords. Also, the author must confirm that all necessary copyright clearance and permissions have been obtained.


6.  What metadata (description elements) do I have to supply to post an item to MSpace?

For the Faculty of Graduate Studies (Electronic Theses and Dissertations) Collection:

  • author
  • title
  • at least one keyword
  • abstract
  • names of supervisors
  • names of examining committee members

For the University of Manitoba Researchers (Research Publications) Collection:

  • author
  • title
  • at least one keyword
  • abstract, if available
  • source (citation)
  • peer-review information

 

 


7.  What file formats can I post to MSpace?

MSpace accepts any file format and will provide support for as many file formats as possible.  Please review the MSpace policy Preservation Support for Content before posting to MSpace.


8. What metadata (description) standards does MSpace use?

Currently MSpace uses the Dublin Core metadata standard.  Mapping is available to convert Dublin Core metadata to other standards for specific collections.

9. Can I enter metadata (description elements) for an item not located in MSpace?

No.  Due to issues with permanence, MSpace only accepts metadata for actual items in the repository.  Metadata for virtual items, that is, items that are not posted or contained in the repository, will be removed.


10.  Are there any costs for posting or viewing an item in MSpace?

No, posting and viewing is free.  There may be services offered on a fee-for-service basis for extraordinary requests.  For more information, see the MSpace policy Services (Free and For-Fee).

 

  Finding an Item in MSpace


11.  Who will be able to find my item in MSpace?

Anyone searching MSpace, Google, or Google Scholar can find an item in MSpace.  Items in some MSpace collections can also be found by searching other repositories or databases (such as Library and Archives Canada's Theses Canada Portal).

12.  How do I link to my item in MSpace?

Once an item is accepted in MSpace, the person who posted the item will receive an email that includes a persistent identifier or stable URL, which can be used to link to your item.  This identifier or URL can also be found in the full record in MSpace.

 

MSpace uses the Handle System from the Corporation for National Research Initiatives to assign and resolve persistent identifiers for each and every digital item.  Handles are URN-compliant identifiers, and the Handle resolver is an open-source system which is used in conjunction with the MSpace system.


13.  Can I be notified when new items are added to an MSpace collection?

Yes, you can receive email updates that list new items added to an MSpace collection by subscribing to a collection from your MSpace account. 

 


 MSpace Help and Contact Information 

14.  Where can I get more information about open access and institutional repositories like MSpace?

 

For more information, ask a reference librarian or see:

 

15.  Who do I contact for help with MSpace?

    Wendy Prystenski
    MSpace Assistant
    University of Manitoba Libraries
    Winnipeg, MB R3T 2N2
    Tel. 204-510-8063
    Wendy.Prystenski@umanitoba.ca

     

     

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