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• Determine if it is a previously published work or an unpublished work.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  • Unpublished: any work that has not been disseminated in any way and/or depositor has rights to comply with MSpace Distribution license.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:
  • Table 2: Metadata checklist
  • Depositing Research Publications Step by Step
  • Depositing Theses/Practica Step by Step

If PREVIOUSLY PUBLISHED work

• Depositor is fully informed of the access rights that should be applied to this work upon deposit. See also:
  • Rights and permissions
  • FAQs
  • Depositing research publications step by step
  • Depositing theses or practica step by step
    • 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, Shareyourpaper.org 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 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If UNPUBLISHED work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
  • Depositing theses or practica step by step. This should include:
    • Title
    • Author(s)
    • Date
    • Persistent identifier(s), e.g., ORCIDs for authors etc.
• Consider applying a CC license to the work – see also Rights and permissions

• 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.
• Have received permission from Faculty of Graduate Studies to apply relevant access rights (in the case where whole or parts of a thesis should be deemed embargoed or restricted due to author rights or IP (Intellectual Property) concerns – 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.
  • Has the relevant metadata readily at hand to accurately complete the input fields (see Table 2: Metadata checklist).

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. This includes that the depositor request 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. 

Such permission must correspond to the default publicly available/open access applied to deposit and the Distribution License applied to deposit. If the default open access right cannot be applied to the work, then an embargo can be set to accommodate copyright/license conditions. See Access settings in MSpace for more information.

If you are unclear whether you have rights to deposit or wish to negotiate rights for scholarly works, see Author Rights; Depositing help and FAQs. In depositing, the depositor/author(s) will consent to the Distribution License, which grants UML the right to conduct any/all functions that aid content contained within the repository improved global discovery and preservation.

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 the UML Authors Rights Guide.

If there is a license attached to the work, include the description of the license in the deposit metadata.

Access rights applied in deposit

In general, there are 4 possible access conditions that are available in MSpace; only 2 access conditions are available to depositors at the point of deposit (Table 3).

For the conditions indicated in Table 3 that are not available upon deposit, the depositor(s) will need to contact MSpace administrators to determine if this access type is allowed prior to deposit (If so, the administrator will apply this access type after deposit as part of the mediated process).

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.

Withdrawn status

If a work has been discovered to be in violation of license/copyright conditions or otherwise a takedown request has been made, UM Libraries reserves the right to withdraw the content. If this occurs, Metadata Only access rights will be applied to the record/work, and “WITHDRAWN” indicated in the record title.

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.