Page1 Management Group AUL, Services to Libraries

Policy:
450
Subject:
Page1
UM THESES
Approved by:
Contact:
Prepared by:
Management Group
AUL, Services to Libraries
Jan Horner
Approved: April 9, 1998
Revised:
Nov. 18, 2015
Definition
For purposes of this policy, the term "thesis" refers to any thesis, dissertation, or practicum
submitted by students to the Faculty of Graduate Studies in fulfilment of graduate level degree
requirements at the University of Manitoba (UM).
Policy
The Libraries are responsible for collecting, preserving and providing access to graduate theses
completed by UM students.
Access and Holdings
As of September 2014 the UM only requires submission of digital copies of theses. UM digital
theses are submitted through MSpace, the UM’s institutional repository:
http://mspace.lib.umanitoba.ca/ Any older theses, not previously submitted to MSpace, have
been retrospectively digitized and are preserved there.
Before the UM moved to online only submission, physical copies of theses were collected in the
libraries as follows:
a)
b)
c)
d)
e)
theses (microfiche) in Archives & Special Collections.
theses (print) completed by students in the Faculty of Architecture in the
Architecture/Fine Arts Library; however the microfiche copy is in the
Elizabeth Dafoe Library
theses (print and microfiche) completed by students in the Faculty of
Health Sciences in the Neil John Maclean Health Sciences Library
(NJMHSL);
theses (print) completed by students in the Faculty of Law in the E.K.
Williams Law Library, however the microfiche copy is in the Elizabeth
Dafoe Library;
all other theses (print and microfiche) in the Elizabeth Dafoe Library.
Policy 450: UM Theses
Page 450.2
Note: For theses collected by the Libraries before microfilming program began at the then
National Library of Canada, only a print copy existed before digitization. Beginning with 1997
UM theses were harvested by Library & Archives Canada (LAC) and are accessible via LAC’s
Theses Portal.
Metadata from UM theses may be harvested by other sites such as the NLDTD (Networked
Digital Library of Theses and Dissertations). Authenticated access is offered for UM theses
completed between 1997 and March 2014 through the Proquest Theses & Dissertations database
as long as UML subscribes to it.
General Responsibilities
1.
Faculty of Graduate Studies
The Faculty of Graduate Studies is responsible for checking submitted theses. Students, who
wish to extend the embargo on access to their theses beyond the one year period offered at
submission, must obtain the approval of the Dean.
2.
Research Services Librarian
Requests to remove retrospectively digitized theses should be directed to the Research Services
Librarian. Such theses will be moved to the “Restricted Collection” until the author’s copyright
lapses.
4.
Digital Initiatives and Technical Services
Digital Initiatives is responsible for the running and maintenance of MSpace, and the
preservation of the digital theses collection. The digital copy is now the document of record.
Technical Services is responsible for checking the metadata of theses against the PDF for each
graduation period. MSpace provides formatting guidelines and help contact information for
students submitting theses. Any students with questions regarding formatting should first be
directed to the MSpace website.
5.
Document Delivery – All Units
Any requests for document delivery of UM theses should be directed to the MSpace website.
6.
Copyright
Students agree to copyright licenses when they submit their work to MSpace. These agreements
are sent to Graduate Studies. Their submissions are not completed until this document is agreed
to. Copyright questions, especially those about “sandwich” theses, which contain previously
published work, should be referred to the University’s Copyright Office.