Research publications

  • Determine if it is a previously published work or an unpublished work.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    • Unpublished: any work that has not been disseminated in any way and/or depositor has rights to comply with MSpace Distribution license.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


  • Understand the appropriate access rights to be applied to this work upon deposit. See also:
    • FAQs
    • Rights and Permissions and MSpace
      • How to be informed of the right to deposit:
        • Review your publishing agreement (e.g., rights transfer agreement) or learn about a publisher's policies in the SHERPA/RoMEO database, or the publisher’s website.
        • Understand the distribution rights contained within a license that may be applied to the work, e.g., CC license.
  • 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


Theses and practica

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

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.

Access types

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.

Table 3 -  Access Rights and their respective definitions and application in MSpace.
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.

Withdrawn status

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.

Contact us

Research Services & Digital Strategies
Elizabeth Dafoe Library
University of Manitoba
Winnipeg, MB R3T 2N2 Canada