Depositing theses or practica step by step

• "Thesis/Practicum Deposit: What You Need to Know" recorded presentation 
•  Slide deck and written questions & answers from "Thesis/Practicum Deposit: What You Need to Know" (login with UM email address to access)
• Thesis deposit frequently asked questions

1. Log in to MSpace, navigate to My MSpace and upload your thesis file. See “How to Upload Material” below for detailed instructions.
2. Complete the MSpace submission form. See “How to complete Thesis/Practicum submission form in MSpace” below for detailed instructions.
3. Click the green “Deposit” button that appears at the bottom of the submission form. At any time during submission you may also use the "Save," "Save for Later," or "Discard" buttons at the bottom of the submission form.

1. Go to the the MSpace home page. 
2. Click on “Log in” in the top right-hand corner of the MSpace home page. 
3. Enter your UM email domain address and password (email address ending in @umanitoba.ca or @myumanitoba.ca).
4. After you have logged in, click on the “User profile menu” icon that looks like a person in the top right-hand corner of the MSpace home page. 
5. From the dropdown that appears, click on "My MSpace." The initial view you should see in My MSpace is called “Your Submissions”. 
6. There are three methods you can use to upload your thesis/practicum file to "Your Submissions":

A. Drag and Drop -

• Drag and drop file(s) one at a time into the dashed-line box.
• Select the appropriate collection the appropriate collection, “FGS – Electronic Theses and Practica,” from the drop down menu when prompted.

B. Browse -

• Click the Browse link inside the dashed box to open your computer's file manager and select and open relevant files.
• Select the appropriate collection, “FGS – Electronic Theses and Practica,” from the drop down menu when prompted.

C. Plus symbol  -

• Click the plus sign either in the left side menu (click "Item") or at the top of the page and then proceed to select the relevant collection, “FGS – Electronic Theses and Practica.”
• The new submission page with input form will appear. Proceed to use either A or B method to upload material.

PLEASE DO NOT USE the option to initiate a pre-populated/live import submission. 

Each section in the form is indicated by a section name in a light grey bar. For ease of completion, sections can be expanded or contracted by clicking the arrow symbol “Λ” on the right-hand side of each light grey bar.

There are symbols in the section header beside the “Λ” arrow to indicate required fields and actions in the form. A green circle with a checkmark indicates no required fields in that section, an orange circle with exclamation mark indicates required fields, and a red circle with exclamation mark indicates a required condition that must be completed.

Section - General Information

Authors

Guidance

• Enter Last Name and First Name in text boxes and click Search to access the MSpace/ORCID registry
• Select your name from the list. If there are two entries, one will be MSpace and one for ORCID; select MSpace with an ORCID ID if possible 
• If your name is not found, click out of the menu list and leave your name as entered
• To edit a name, click in the text box (the Edit option beside each name is not available)

Instructions

1. Enter in order of author list (i.e., First author is to be entered first etc.).
2. For each additional name click +Add more
3. Author names can be reordered by clicking on the "6 dot domino" that appears when cursor moves to the left side of the Last name box and moving the name combination above or below the others listed
4. Author names can be removed by clicking on the 'trash can' icon to the right side of First name box

University of Manitoba affiliation

Guidance

Select the primary unit affiliation within the University of Manitoba:

• Only one affiliation can be selected
• The affiliation will direct the MSpace admin to map the deposit to its respective community/collection
• If multiple unit affiliations are a possibility, select the affiliation of the first Manitoba author in the author list

Instructions

1. Select the unit affiliation of the individual(s) from University of Manitoba.

Title

Guidance

• Identify the main title of the work: if the title and/or body of the work is in a language other than English, enter the non-English title here

Instructions

1. Enter the title of work in the text box in sentence format respecting capitalization of proper nouns corresponding to the given language

Other or alternative title

Guidance

• If the title is in another language other than English, provide the English equivalent title here

Instructions

1. Enter the title of work in the text box in sentence format respecting capitalization of proper nouns corresponding to the language rules of the title.

Abstract

Guidance

• Consider applying existing abstract if available or otherwise compose a concise summary that would aid in discovery; there is a maximum of 300 words

Instructions

1. Enter the abstract or descriptive paragraph for the work

Subject Keywords

Guidance

Consider including keywords and other descriptive words or phrases:

• DO NOT ENTER ALL KEYWORDS ON ONE LINE.
• Consider words that are synonyms or common alternative descriptors that are not found in the title or abstract.
• For subject standard vocabulary see following:
  • Library of Congress Subject Headings
  • Medical Subject Headings

Instructions

1. Enter the word or phrase
2. To enter additional words or phrases, click +Add more

Language

Guidance

Select the language that describes the primary language of the work.

• Only one language descriptor can be selected
• If bilingual/multi-lingual, select Multiple Languages
• If the language is not listed, select ‘Other’
• If text is not included (i.e., the work is an image or musical notation), select ‘Other'

Instructions

1. Select the type from the drop-down list that describes the work being deposited.

Thesis/Practicum Date

Guidance

If content within the thesis or practicum has been published elsewhere, include that date here; otherwise enter today’s date (i.e., date of deposit).

INSTRUCTIONS

1. Enter the year, month and day into the respective text boxes; use the arrow keys to change the numbers

Section - Thesis/Practicum Information

Degree

Guidance

From the drop-down menu select the degree the work of study is intended for.

Instructions

1. Select the appropriate degree from the drop-down menu.

Program of study

Guidance

From the drop-down menu select the program of study for the work; this list is current and provided by Faculty of Graduate Studies.

Instructions

1. Select the appropriate program of study from the drop-down menu.

Graduation date

Guidance

From the drop-down menu select the intended date of graduation; if the date of graduation is NOT found in the list, contact your Student Program Assistant.

Instructions

1. Select the appropriate date from the drop-down menu.

Supervisors

Guidance

• Enter one supervisor name in text boxes

Instructions

1. Enter Last name and First name in respective textboxes.
2. For each additional name click +Add more

Examining committee

GUIDANCE

• Enter only one committee member per line, using model LastName FirstName (Dept or Institution affiliation)
  • Ex 1 - Riediger, Natalie (Food and Human Nutritional Sciences)
  • Ex 2 - Blair, Danny (University of Winnipeg)

INSTRUCTIONS

1. Enter Last name, First name (Affiliation) in textbox
2. For each additional name click +Add more

Invited member

GUIDANCE

Only one member can be entered; enter in the following way: LASTNAME, FIRSTNAME (Internal Department or Institution Affiliation) e.g.

INSTRUCTIONS

1. Enter Last name, First name (Affiliation) in textbox

Section - Funding/Award Information

Primary funder name

Guidance

Completing this field is strongly encouraged for improved discovery of your thesis to the Tri-Agencies

• If you have received funding, enter the primary funder name; no acronyms (one name only).
• Enter the formal proper name of the funder; select the name using the Crossref Funder Search or download the .csv file for the full list.
• Example: Canadian Institutes of Health Research.

Instructions

1. Enter the primary funder full name

Primary funder identifier

Guidance

Completing this field is strongly encouraged for improved discovery to the Tri-Agencies

• The funder name entered in the previous field has a corresponding identifier: enter the identifier here.
• Find the name and corresponding identifier using the Crossref Funder Search or download the .csv file for the full list.
• Example: Canadian Institutes of Health Research’s identifier is https://doi.org/10.13039/501100000024.

Instructions

1. Enter the primary funder DOI.

Award

Guidance

Add this information that corresponds to the information provided by the respective primary funder name and identifier.

• To look up the relevant Tri-Agency award names and related information:
  • CIHR Funded Research Database
  • NSERC Award Database
  • SSHRC Awards Search Engine
• For Award numbers, see What is the Funding Reference Number and About the Unique Grant Number.

Instructions

1. Title: Enter the award full name.
2. Number: Enter the unique grant or award number.
3. URL: Enter the link address of the grant/award landing page

Additional funding and/or sponsors

Guidance

Add all additional funding information

• For each award enter in the following order (per line):
  • Funder/sponsor name (in full); grant name; grant ID

Instructions

1. Enter information in large text boxes according to the order indicated in the guidance for this field.

Section - Upload files

See also "How to upload material" above

• If material has been uploaded prior to completing the form, here you can:
  • Verify that all file(s) have been successfully uploaded. If not, proceed to drag and drop one file at a time anywhere on the page. For other upload options, see "How to upload material" above.
  • Edit the file(s) by clicking the middle icon, the "page with pencil" image - see below
  • Remove and upload another file. To upload, proceed to drag and drop one file at a time anywhere on the page. For other upload options, see Instruction for Uploading Material

Edit the file, including adding an embargo

Guidance

• Title: recommend replacing the file name with generic name (e.g., 'Thesis' or 'Main Article')
• Description: if an embargo is being added, describe here the reason and/or conditions of access e.g. "A 12 month embargo has been applied to meet the publisher conditions of deposit." Note that this information assists validation of deposit rights as this description displays with the other file information.
• Access condition type: open access is the default access that will be applied to all MSpace deposits unless another condition has been appropriately applied according to MSpace policy. Other conditions include embargo. For more information see the "Access rights, copyright, and permissions in MSpace" section of the What you need before your deposit page.
• Grant Access from: this only applies if embargo has been selected and only the 'from' or release date is applicable. Click the calendar to select the relevant date. A release date would be considered the first date where it can be accessible after a period of embargo e.g., 12 months + one day.

Instructions

• Title: Enter the desired name of the file
• Description: Enter in any descriptive information about the file, including rationale for conditions/limits on access
• Access condition type: Select the type from the drop down menu. If 'embargo' is selected, proceed to complete the Grant access from field as per the respective Guidance section above
• Click Save

Section - Deposit license

Guidance

• Read the statement that includes the link to the Agreement; click to read the Agreement to ensure you are informed to all conditions and understandings

Instructions

• Once you have read the Agreement, click "I confirm the license above"

Once the thesis/practicum has been submitted, the respective Student Program Advisor (SPA) of the thesis/practicum will review the record and any conditions (such as embargo) that may have been added to any attached items. If there are any errors to the record information or the item itself found by either the student or the SPA, the record WILL NOT BE RELEASED until the concerns have been addressed. 

Students are reminded that as part of the deposit process they will acknowledge the Copyright Declaration which puts the onus on the student to ensure all copyright and license conditions are respected. Depending on the timing of the deposit and any necessary corrections, the release of the record and the attached thesis/practicum may take several weeks. 

It is recommended that students deposit at least one week before the deadline to aid in the review process. If there are questions regarding the duration and/or review process, contact the Student Program Advisor of the respective program. See also: Faculty of Graduate Studies: Submitting to MSpace and Depositing help & FAQ.