What you need before you deposit
- Determine if it is a previously published work or an unpublished work.
- Previously published: work has been disseminated in ANY method including commercial or non-profit publisher, open publisher platform (e.g., Open Journal Software) or repository; as part of publishing, some type of permanent identifier and/or license or distribution agreement has been applied to the work.
- Unpublished: any work that has not been disseminated in any way and/or depositor has rights to comply with MSpace Distribution license.
- Depositor has agreement with co-authors to deposit work (if applicable).
- Has the relevant metadata readily at hand to accurately complete the input fields.
- See also Depositing Research Publications Step by Step
If PREVIOUSLY PUBLISHED work
- Understand the appropriate access rights to be applied to this work upon deposit. See also:
- Rights and Permissions and MSpace
- How to be informed of the right to deposit:
- Includes relevant license metadata as part of deposit input form (as applicable).
- Includes citation information to previously published work as part of deposit input form.
- Includes persistent identifier (e.g., DOI, handle, URI) of work as part of deposit input form.
- Applies appropriate access rights when uploading - see also Rights and permissions
If UNPUBLISHED work
- Ensure adequate human-readable descriptive metadata is indicated in the work itself, preferably in an unalterable way. See also: Depositing research publications step by step or Depositing theses or practica step by step.
- This should include:
- Persistent identifier(s), e.g., ORCIDs for authors etc.
- Consider applying a CC license to the work – see also Rights and permissions
Theses and practica
- Copyright clearance must be obtained for content that has been reused and/or incorporated into the thesis. See https://umanitoba.ca/copyright/copyright-support-for- students.
- If thesis/practicum requires a publication delay (embargo) applied on deposit, prior permission from Faculty of Graduate Studies is required – see also Rights and permissions.)
- One compiled electronic document for submission.
- For supplementary work, see What you can deposit for information on content that can/cannot be included. If supplementary work is to accompany the thesis, please note that the record will not adequately describe the supplementary work for independent discovery.
- For guidance on what metadata is required see Depositing theses or practica step-by-step
Rights and permissions and MSpace
As part of depositing, all creator rights are retained by the depositor/authors of the work. As rights holder, however, the onus is on the depositor/author(s) to ensure that all content contained within the work, and any rights/licenses attached to that work, are respected. Depositors should ensure permission/acknowledgement from co-author(s) to deposit the work and, as necessary, have done due diligence in obtaining permission/release of any third-party content contained within the work. See About MSpace: Policy for copyright and distribution agreement understandings.
These permissions must correspond to the default open access rights condition applied to deposit. If the open access right cannot be applied to the work, then an embargo or publication delay/release can be set to accommodate copyright/license conditions.
For more information and assistance on access rights and copyright
- Author Rights negotiate your rights during publishing process with commercial publishers
- Depositing help and FAQs most common questions and contact information available for consultation
- Self-Archive assistance with definitions and resources on deposit
- Copyright toolkit for faculty and students
Applying creator license prior to deposit
Depending on the work deposited, there may or may not be Creative Commons (CC) or another such license attached to the work.
If the work has not been previously commercially published, the creator(s) can apply a CC license to the work prior to deposit. There are benefits to registering the work with Creative Commons and creators are encouraged to consider applying the relevant license to a work.
For more information about the types of licenses that can be applied, and how to choose, see Creative Commons & other open licenses.
If there is a license attached to the work, include the description of the license in the deposit metadata.
In general, there are 4 possible access conditions; only 3 access conditions are available to depositors at the point of deposit (Table 3). All of these conditions are subject to the MSpace policy.
NOTE: Once access rights have been applied and the work has been accepted for deposit, distribution can be assumed to occur immediately. Retroactive change of access rights (e.g. to change ‘open’ status to ‘embargo’ status) is very difficult to apply and will not affect any harvested records which are then subsequently cached by search engines. This means that previously open work cannot be retracted if this work has been cached by an aggregator.
|Open||Immediately available without restriction once accepted for deposit.||Applied automatically unless indicated.|
|Embargo||Access to the work is delayed from the time of deposit until the release date. The released date is defined by the Date of Availability as provided by the depositor.||Applied by the depositor during deposit or subject to conditions1.|
|Administrator||Access to the work remains permanently limited to MSpace administrators or limited group||Applied by MSpace staff only in action to MSpace policy|
|Metadata only||Description of the work is available only (item is not uploaded)||Applied by the depositor during deposit or subject to conditions1.|
1 For Thesis/Practicum deposit: embargo is subject to approval from Faculty of Graduate Studies and metadata only is not permitted.
Requests for materials to be withdrawn will be done in accordance with the MSpace Policy: Withdrawal of Public Access.
If Withdrawn status has been applied, this condition only applies to the work in MSpace and does not account for potentially available cached versions available elsewhere on the Internet – see above NOTE.