Deposit your Manuscript to QSpace

Publish in your journal of choice

How to Comply:

As soon as you get email confirmation from your publisher that you final peer-reviewed manuscript (Author Accepted Manuscript) has been accepted for publication, simply email a PDF copy to: Most journals support free deposit of this version to QSpace (Green Open Access)Please do not send the publisher-created version.    

To maximize the discovery and impact of your paper, please include in your email:

  • Name of your department/research centre
  • A complete citation for the publication (authors, article title, journal title, volume, issue and page numbers), abstract, author keywords.

We will deposit it to QSpace on your behalf.  QSpace - home to Queen's University's peer-reviewed open access research, is a compliant repository.

Mediated Deposit to QSpace by the Library

Once the Library receives your publication for deposit to QSpace we will:

  • Check and adhere to the open access and copyright policy of your publisher (SHERPA/RoMEO provides an overview of publishers’ copyright and open access policies). We will only make the full text of your work available as per the terms of that policy, including implementing any required embargo on online access.
  • Deposit your work in to QSpace: home to Queen's University's open access research.
  • Provide guidance from QSpace to any final published version of your work (only accessible to readers with an institutional or personal subscription), ensuring correct attribution and citation.
  • Provide usage statistics on your publications.

Route A (Green Route) - what this means for you:

  • It’s free - there are no open access article processing charges 
  • Enables you to meet the open access requirements of the Tri-Agency Open Access Policy
  • Increased visibility and discoverability of your work through web search engines
  • Your work in QSpace will be professionally indexed and described, providing careful guidance to the latest and any other important versions, ensuring correct attribution and citation
  • You can track the exposure of your work including usage statistics and other metrics
  • Ensures secure and perpetual access to your digital assets as web links, technologies or formats change

For these reasons the Library recommends the Green Open Access - self-archiving route.

When to Deposit your Manuscript

As soon as your final final peer-reviewed manuscript (Author Accepted Manuscript) has been accepted for publication and before signing a publisher agreement. Before you sign retain the copyrights you need.

The Library will check your publisher’s copyright policy and adhere to any embargo period they may stipulate before the article can be made available open access. The publication will be made available open access only after any embargo period has expired.

Which Version of Your Paper To Deposit

Author Accepted Manuscript

The majority of publishers allow you to comply with funders open access requirements by making your accepted author manuscript freely available. This is the final version of your manuscript that has been peer-reviewed and includes all final edits recommended through the submission and peer-review process, but has not been copy-edited and branded by the publisher.

Accepted Author Manuscript

Credit: University of Cambridge.

Some publishers' copyright policies allow authors to deposit the final published version of record. Please see this list from SHERPA/RoMEO of Publishers Allowing use of their PDFs in Repositories.

Accepted File Formats

  • Adobe PDF
  • Microsoft Word

Please see the following guidance provided by the Adaptive Technology Centre on: Creating Accessible PDFs (Windows), (Mac).

Acknowledgement of Funding Sources

Suggested format:

  • Give the funding agency name in full
  • Separate multiple funding agency names with a semi colon
  • Indicate the funding reference number in square brackets
  • Separate multiple grant numbers with a comma and space.


This work was supported by the Social Sciences and Humanities Research Council [funding reference number xxxx [or] Application ID, yyyy]; and the Natural Sciences and Engineering Research Council of Canada [funding reference number xxxx, [or] Application ID, yyyy].

The Funding Reference Number (FRN – CIHR) or Application ID (Appl ID – NSERC and SSHRC) is a number that identifies a unique research grant. You can find this number in the Agency letter that acknowledges your successful grant application.

Retain Your Copyright Before you Sign

Once your final manuscript has been accepted for publication, the publisher will ask you to sign a Copyright Transfer Agreement (CTA) or a License to Publish.

This may grant the publisher copyright to your work and might affect how and when you can make your manuscript Open Access and subsequent permitted re-uses of your work.

Retain the Rights You Need

Most publisher agreements permit authors to deposit their papers in an institutional repository such as QSpace and are willing to discuss copyright agreements with authors.

Scrutinize the publisher agreement before signing it and negotiate to retain the rights you need. For example, the right to:

  • Place the work on a course web site
  • Copy it for students or colleagues
  • Deposit the work into a subject repository or institutional repository such as QSpace
  • Reuse portions in subsequent works.

An author who has transferred copyright without retaining these rights must ask permission unless the use is one of the statutory exemptions in copyright law. See Copyright & Fair Dealing for more information.

How to Easily Retain your Copy Rights

The Scholarly Publishing and Academic Resources Coalition (SPARC), in partnership with Creative Commons, has produced a Canadian Author Addendum. This is a free legal instrument that modifies the publisher’s agreement and allows you to keep key rights to your works.

To retain valuable copyrights using the addendum:

  1. Complete the short addendum at: SPARC Canadian Author's Addendum to Publication Agreement.
  2. Print a copy of the addendum and attach it to your publishing agreement.
  3. Note in a cover letter to your publisher that you have included an addendum to the agreement.
  4. Scan and email (or mail) the addendum with your publishing agreement and cover letter to your publisher.More on the SPARC Canadian Author’s Addendum.

Track Usage of Publications in QSpace

Once your work has been made available open access in QSpace, Queen’s Research Repository you will be able to track usage and exposure including:

  • Who is viewing your works (total visits)
  • Who has download it (total downloads)
  • National and/or international exposure of your works (top city views and top country views).

Ask Us

Ask Us

For help locating resources, using the library, or to request a research consultation, try our Ask Us service.

ask us more