Documentation:3MT Guide to depositing in cIRcle

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About this Guide

This guide is for UBC Three Minute Thesis (3MT) presentations to be submitted to cIRcle, UBC's digital repository. If you are an instructor interested in adding your own work to the repository, please visit the cIRcle submissions page or contact cIRcle at ubc-circle[at]

Why cIRcle?

What is cIRcle and why should I use it?

cIRcle is UBC's institutional repository. This means it acts as a permanent place to digitally store and access research done by the UBC community and its partners. Like a blog or personal website, cIRcle makes your presentation available to the public online. However, using cIRcle instead of a blog or personal website has some big advantages:

  • Permanence - Unlike a blog or personal website, material on cIRcle is permanent. It won't be subject to site deletions, dead links, or become buried in a long archive of posts.
  • Credibility - Posting material on cIRcle affiliates your work with the UBC community, and affirms that you have done quality work worthy of long-term preservation. Include your cIRcle link in your online portfolios or resumes to show your work to prospective employers or clients.
  • Visibility - Search engines such as Google crawl cIRcle regularly, increasing the visibility of your research by making it quick and easy for others to find and access your work. cIRcle also records view and download statistics for each item in cIRcle so you can track interest in your work from around the world.

Step by Step Guide to cIRcle Submission for 3MT Graduate Students

Checking Copyright

All submissions to cIRcle must comply with copyright law. If your presentation contains copyrighted materials, those materials must be used with proper permission. UBC has a guide to copyright for students here and a set of copyright guidelines including a flow chart here.

Determining if your presentation has copyrighted materials

Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your slide contains copyrighted materials are:

  • Does it include any images, including stock images, that were not made by you?
  • Does it include images that were made you but incorporate images made by others, such as edited versions of other peoples' images?
  • Does it include videos that were not shot by you?
  • Does it include graphs that were not made by you?
  • Does it include logos or graphics of community partners?
If your slide contains copyrighted materials

If your slide contains copyrighted materials, you must obtain permission from the copyright holder to use them. Then these permissions must be included in your slide. You can also consult the UBC Copyright page for public domain or Creative Commons resources to use instead. Additionally, Fair Dealing, an exception to copyright outlined in the Copyright Act, provides another possibility for using copyright protected material without seeking permission. In order to make a Fair Dealing claim, one must meet the requirements set out in the Copyright Act and further elucidated by the Supreme Court of Canada. For more information on Fair Dealing please refer to the Copyright Guidelines for UBC Faculty, Staff and Students.

Help with Copyright

Copyright can be complicated. If you aren't certain if your slide contains copyrighted material or how to properly use your copyrighted material, you may want to consult the UBC Copyright website for assistance.

Final Submission Instructions

Preparing to upload your presentation for cIRcle

Make certain your presentation is in a form that can be submitted to cIRcle. To do this:

  1. Obtain a copy of your 3MT presentation recording by contacting graduate.pathways[at]
  2. Make sure the version you deposit is the correct one. cIRcle only replaces files under specific circumstances so double check you've got the right file.
  3. Save your presentation file with the following name: lastname_firstinitial__Title_year.mp4. As an example, if John Smith delivered a projected entitled My 3MT Project in Spring 2018, he would name their file 'Smith_J_3MT_Project_Spring_2018'. See our file format guidelines for a list of accepted formats.
Upload your presentation in cIRcle
Describing your presentation presentation for cIRcle

You'll need to describe your presentation in the submission form. Here are some of the fields you'll be asked to complete:

  • Course Name and Number: Use "Three Minute Thesis (3MT)"
  • Instructor/Supervisor Email: : Use
  • Instructor/Supervisor’s Academic Unit: Select your actual supervisor's affiliation
  • Your full name (as it appears on your thesis/dissertation)
  • Title of the presentation
  • Type: Moving Image
  • Scholarly level: Graduate
  • Review status: Unreviewed
  • Your Academic Affiliation
  • Year


IMPORTANT! Please follow the instructions for describing your presentation closely. These elements are essential to make your presentation findable via Google and other search engines. If you don't include the appropriate details on your title page, your submission may be rejected and you will be asked to resubmit your presentation with the corrected metadata.

Agreeing to the cIRcle License

In order to submit to cIRcle, every author must agree to cIRcle's non-exclusive distribution license. Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and provide (distribute) the work to the public. You retain all rights to your work. When cIRcle distributes your work, it protects it with a Creative Commons (CC) license. This license is you telling the public how your work can be used.

The default is CC License 4.0 BY-NC-ND, and agreeing to this default license means:

  • Non Commercial - All use of your work without your express approval must be for non-commercial purposes. (Your work cannot be used in advertisements or to help a business)
  • No Derivatives - Your work may not be altered and presented in a new form (for example - a remix of a song would be a derivative of the original song)
  • Attribution Required - Anyone using your work must give you proper credit for doing so

You can change your presentation's CC license to be less restrictive during the submission process. When you upload your presentation, you will be asked to will be given the option to change the terms of the CC license. A full explanation of Creative Commons license options can be found here.

Submitting Your Presentation to cIRcle

Step by step instructions with screenshots on how to upload your presentation to the repository are available on the cIRcle website: Graduate Research (non-thesis).


IMPORTANT! During the cIRcle submission process, enter for Course Instructor/Supervisor Email.

After your presentation is uploaded to cIRcle

After your presentation is uploaded to cIRcle, it is assigned a persistent URL. You'll receive an email notification with this URL; this is the URL to use when citing your presentation in cIRcle. Entering this URL will always take you to your presentation, and this URL will not change. This allows you to easily link to and find your presentation in the future. Your persistent link will look like this:

To find your presentation in cIRcle you can search Open Collections, UBC Library's repository search portal.

  1. Go to Open Collections
  2. Type in the name of your presentation. To further refine your search you can also select the "Search cIRcle only" radio button.
  3. Click on the result that matches your presentation to be taken to the item record
  4. Scroll down on the record until you find the label 'URI'. The link next to that label is your presentation's permanent URL.

You can also view statistics that tell you how often your presentation has been viewed or downloaded within the last six months. To do this, go to your URL (as discussed above), and scroll down to the bottom of the page. Click 'Usage Statistics'.


Contact 3MT Student Support via email at graduate.pathways[at] for questions about depositing your presentation to cIRcle.