Research Publications
General Information
Collection Policy for the Research Publications Collection

How to Post Your Research Publication to MSpace
Benefits of Posting Research Publications to MSpace

MSpace Help and Contact Information

General Information

The Libraries will post your research publication to MSpace on your behalf if staff is available.  If Libraries’ staff is not available to post on your behalf, or if you prefer to post the research publication yourself or have your own staff assistant post it for you, follow the posting instructions below. 

A research publication should be posted in accordance with the Collection Policy for the Research Publications Collection. You may choose to make your research publication available in a collection from another MSpace community (such as a community for your faculty, research institute, etc.) as well as the Research Publications Collection. For information about how to create a community in MSpace, see About MSpace

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. 

For questions about Libraries' staff posting a research publication on your behalf or about posting your publication to another MSpace community, see MSpace Help and Contact Information.

Collection Policy for the Research Publications Collection*

1. Items deposited into the Research Publications Collection shall, at a minimum, adhere to requirements defined by the MSpace Policies.

2. The Research Publications Collection will be comprised of the scholarly research output of academic staff, students, and (where appropriate) general staff of the University of Manitoba.  Contributors may include non-affiliated scholars if they are co-authoring with UM authors or are affiliated closely with the University, e.g., emeritus professors, institute fellows, independent contractors, or individuals who hold honorary appointments.

3. Scholarly research output may include, but is not limited to:

  • refereed research articles and contributions;
    • at the post-peer review stage (also referred to as the postprint);
    • at the pre-peer review stage (also referred to as the preprint), with corrigenda added following peer review if necessary.
  • un-refereed research literature, conference contributions, chapters in proceedings, etc. (the accepted draft).

4. Copyright laws must have been adhered to before posting anything to MSpace.  

      Posting to MSpace a previously-published research publication

  • All work submitted to both a publisher and the Research Publications Collection in MSpace will be subject to electronic publishing policies of the publisher. 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.
  • 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. 
  • 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 To obtain permission to use a copyrighted item   

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 and has acknowledged the copyright owner for the material.  Stand-alone copyrighted material (such as photographs, maps, tables, graphs, figures, diagrams, images and poems) or a substantial amount of copyrighted material in the item must be cleared for copyright.  See To obtain permission to use a copyrighted itemCopyrighted material which has entered the public domain (generally 50 years after the death of the creator) can be used freely and without permission.

     Posting a multi-authored work

  • If the item is a multi-authored work, the posting author must either notify or obtain permission from the co-authors/contributors to post the item to MSpace, or be able to act as the authorizing agent for the co-authors/contributors.  An MSpace assistant may be able to help with obtaining permission from co-authors/contributors.

     To obtain permission to use a copyrighted item      

  • To obtain copyright permission for the use of a copyrighted item,  send a request directly to the copyright owner (usually the publisher and not the author) via e-mail, fax or regular mail.  Keep copies of permission letters for your files.
  • 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. 
  • 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         

5. An item intended to be commercialized, or which contains confidential material, or the distribution of which would infringe a legal commitment by the University and/or the author, should not be included.

6. Electronic multimedia files that are part of your item may be posted to MSpace as separate files.

7. You must grant the University of Manitoba permission via MSpace the right to preserve, reproduce, adapt and distribute your posting worldwide.

You may be contacted by MSpace if there are questions about your posting.

How to Post Your Research Publication to MSpace

Please contact Jan Horner or call 474-9962.

    Benefits of Posting Research Publications to MSpace

    The Research Publications collection will inform students about prospective instructors and research mentors who will be available to them, highlighting the University’s exceptional educational opportunities.  Research publications in MSpace will be in a format students today are already comfortable with and have come to expect.

    • Increased visibility and wider access to your research
      When research is published in a journal, only those with personal or institutional subscriptions to the journal have access to the material.  Archiving a paper in MSpace as well provides additional access points to it, making it available to everyone on the Web.  Readers will find your research free of charge simply by doing a Google search, and because of Google’s page ranking system, your paper will appear higher on the hitlist than if it was posted on a personal or departmental home page.

    • Increased citations and greater impact
      Wider access and free online availability leads to increased downloads of your work (which you can track in MSpace) and most likely to higher citation rates and greater impact of your research.

    • Longevity and safe storage
      MSpace is committed to managing, maintaining and preserving material.  MSpace ensures that your research will be accessible into the future and gives you peace of mind if your hard drive crashes.  Though your research may already be freely available on a Web page, unless you are the administrator, you cannot guarantee long-term availability (think of conference Web sites that disappear quickly, pages moved to a different server and Web sites of ceased journals, for example).  Papers deposited in MSpace are assigned a persistent URL registered with the Handle System, a comprehensive system for assigning, managing, and resolving persistent identifiers for digital objects and other resources on the Web.  The Handle System is administered by the Corporation for National Research Initiatives.  The URL assigned to your publication is a stable link that will not break even if there are changes to the hardware or to the system itself.

    • Ease of sharing research
      When requests are made for copies of your papers, you can provide persistent and stable URLs from MSpace instead of sending email attachments.  You can also add MSpace links in your online courses, your personal or departmental Web pages, and in your publications and other communications.

    • Showcase University of Manitoba research in a central archive
      Presently, University of Manitoba research articles are disseminated across thousands of different journals.  Once UM researchers and scholars have electronic copies of their papers in MSpace, it will create a valuable one-stop showcase for their work.

    • Easy searching
      MSpace allows for general keyword searching of the title, author, abstract and other identifier fields of each item.  Content can be browsed by author, title or publication date.  It is possible to limit a search in MSpace to include only peer-reviewed papers.

    MSpace Contact Information

    Jan Horner
    Coordinator, Collections Management
    220 Elizabeth Dafoe Library
    University of Manitoba Libraries
    (204) 474-9962


    *Some of the wording in this policy is adapted from other policies, most notably the Queensland University of Technology ePrint repository policy.




    MSpace Home

    About MSpace

    MSpace Policies

    MSpace FAQs


    Learning Objects