Documentation:Library/Circle/Undergraduate Student Submissions

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About this Guide

This guide is for undergraduate courses where the instructor has already contacted cIRcle staff to discuss adding student coursework to cIRcle. If you are an instructor interested in adding student work to the repository, please contact cIRcle at circle.repository@ubc.ca. Students interested in submitting should refer their course instructor to cIRcle staff.

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 paper or project 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, vetted work. 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 Undergraduate Students

Choosing a Group Representative
  1. If you are working in a group, choose one member to represent the group. This person will be responsible for the submission process. This does not mean that they bear all responsibility, only that they will be the person who performs tasks which only need to be done once per project, such as license agreement or paper/project submission.
Checking Copyright

All submissions to cIRcle must comply with copyright law. If your paper or project 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 paper or project has copyrighted materials

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

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

If your paper or project contains copyrighted materials, you must obtain permission from the copyright holder to use them. Then these permissions must be included in your paper or project.

Help with Copyright

Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, you should ask your instructor or a reference librarian for assistance.

Preparing your project or paper for cIRcle
  1. Make certain your project or paper is in a form that can be submitted to cIRcle. Do this by:
    1. Removing all personal or private information from the paper or project. This includes student ID numbers, phone numbers, addresses, etc.
    2. Making sure there are no annotations or feedback on the copy you're sending to cIRcle.
    3. Making sure the completed version of the paper is submitted, incorporating instructor feedback. Once a paper or project is submitted to cIRcle, it cannot be changed or updated!
  2. Create a title page for your paper or project with the following information:
    1. Title of the paper or project
    2. Names of group members
    3. Course name, term, year and Instructor
  3. Save your paper or project as a PDF file with the following name: lastname_firstinitial_et_al_coursename_term_year.pdf. As an example, if John Smith wrote a paper with 3 of his classmates in LFS 450 in Fall 2016, he would name their paper 'Smith_J_et_al_LFS450_Fall_2016'.
Agreeing to the cIRcle License

In order to submit to cIRcle, every paper's 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

If you want to change your paper's CC license to be less restrictive, you can. Any change in license must, like the default, be agreed to by all of a paper or project's authors. A full explanation of Creative Commons license options can be found here.

Note: If not all authors agree to the cIRcle license, please contact your instructor. If you have any questions or concerns about license meaning, please contact cIRcle at ubc-circle@lists.ubc.ca

Submitting the License Agreement

  1. Go to cIRcle's License form.
  2. Have each group member read over the License form carefully and agree to its components.
  3. Have the representative fill in the License form and submit it after double-checking to make certain all fields were filled in properly.
Submitting Your Paper to cIRcle
  1. After your representative has completed the License Form, they should email your paper or project as an attachment to ubc-circle@lists.ubc.ca.
After your project is uploaded to cIRcle

After your paper or project is uploaded to cIRcle, it is assigned a persistent URL. Entering this URL will always take you to your paper or project, and this URL will not change. This allows you to easily link to and find your paper or project in the future.

To find your paper's URL you can search Open Collections, UBC Library's repository search portal.

  1. Go to Open Collections
  2. Type in the name of your paper. To further refine your search you can also select the "Search cIRcle only" radio button.
  3. Click on the result that matches your paper 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 paper or project's permanent URL.

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

Files

Checklist: File:Checklist Submitting A Paper or Project to cIRcle.docx

Submission Process: File:CIRcle Submission Guide.docx