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Guide to espace

About Curtin research publications

Traditionally the focus of the Curtin research publications collection has been on scholarly and peer-reviewed publications by Curtin-affiliated authors.

Integration of espace with Elements, Curtin’s Publication Management System, now enables the research publications collection to capture a wider variety of traditional and non-traditional research outputs.

The collection contains about 70,000 metadata records and includes outputs such as journal articles, conference papers, book chapters, curated exhibitions and artefacts.

Display of full text documents is subject to copyright clearance. Full text documents are available for nearly 35% of the publications. Some documents become available after publisher embargoes are lifted.                                                                                                                                              

Depositing publications to espace

Curtin's Authorship, Peer Review and Publication of Research Outputs Procedures states that publications will be made freely available in espace within 12 months of publication.       

Curtin researchers deposit their research publications into espace through Elements, the University's Publication Management System. This ensures publications included in Curtin Staff Profiles are linked directly to the espace record.

Elements accepts the following types of traditional and non-traditional research outputs:

•   Artefact                                                 •  Patent

•   Book                                                     •  Performance (music, theatre, dance)

•  Chapter                                                 •  Report       

•  Conference                                           •  Non-traditional textual works

•  Curated exhibition                                 •  Film, TV, media

•  Journal article                                       •  Working / discussion paper

Availability of full text in espace is subject to copyright provisions and publishing agreements associated with research outputs. 

For detailed instructions on depositing to espace via Elements refer to: 

  • Curtin's Elements Publications Manual, located under Help in Elements
  • The 2-minute Video: espace Deposit process below

Complying with copyright obligations

Navigating copyright obligations can be complex, particularly as publishers can have very different policies regarding author’s rights on self archiving publications in an institutional repository.

If you are unsure of your copyright obligations:

  • Simplify the deposit process by uploading the accepted version of your research when you claim your publication in Elements.  
  • Refer to the SHERPA/RoMEO information box below to check publisher copyright and self-archiving policies for your journal. 

The accepted version, also known as the author’s accepted manuscript, is the version that has undergone peer review and been accepted for publication but has not yet been copy-edited and formatted for publication. The accepted version is usually in the form of a Word document rather than a PDF.

Generally, the published PDF version can only be displayed in espace if the author has retained copyright or published their research under a Creative Commons licence. 

Below are some examples of accepted versions versus published PDFs.

Example 1 of accepted version and published version of a journal article

Example 2 of accepted version and published version of a journal article

The Research publications:author accepted versions guide provides further information and examples of publication versions suitable for author self-archiving.

Prior to making full text of a published work available, the espace team checks that posting a version of your publication in espace complies with publisher policies and copyright provisions. Note: different provisions apply to Higher Degree Research (HDR) theses - see section on Copyright and your thesis.

The full text will only be displayed in espace if one of the following applies:

  • The author retains the copyright for the publication and allows it to be included in espace; or
  • The publishing agreement between the publisher and the author allows for deposit into an institutional repository; or
  • Permission to deposit the paper in espace has been granted by the publisher on request; or
  • The author has published in an open access journal (i.e. under a Creative Commons license).

If you have published under a Creative Commons license, or have paid a fee to the publisher to enable open access in a subscription journal, the Library will make the published version available in espace.


SHERPA RoMEO is a searchable database of publisher's policies regarding the self- archiving of journal articles on the web and in Open Access repositories.  Each entry provides a summary of the publisher's policy, including what version of an article can be deposited, where it can be deposited, and any conditions that are attached to that deposit (e.g. embargo period).

Understanding the different elements of a SHERPA RoMEO Journal entry

When determining the correct version to deposit into espace, scan the Open Access pathways for Location = Institutional Repository.

In the example below, two deposit pathways are permitted by the journal's policy:

  • Published Version, or
  • Accepted Version

Sherpa Romeo Publisher Policy information example

The publisher conditions associated with the Published Version, demonstrates this version can only be deposited if the author has chosen to pay the associated Article Processing Charge (APC) to publish the paper Open Access.  No embargo period is associated with this version and reuse of the article is licenced under Creative Commons CC BY.

Sherpa Romeo Publisher Policy for Published version deposited into an institutional repository


The publisher conditions associated with the Accepted Version, demonstrates this version can be deposited to espace, however it is subject to a 12 month embargo period. Reuse of the article is governed by specific publisher re-use terms.

Sherpa Romeo publisher policy for accepted version deposited into an institutional repository


Please note espace does not currently accepted Submitted Versions, as the content may not have been subject to Peer Review.