Documentation:Library/cIRcle/SURG560GraduateSubmissions

About this Guide

This guide is for SURG 560: Global Surgical Care Field Practicum graduating projects to be submitted to cIRcle, UBC's open access digital repository.

Why cIRcle?

What is cIRcle and why should I use it?

cIRcle is UBC's open access digital repository. It acts as a permanent place to digitally store, access, and share research outputs created 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 has some big advantages and differences:

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.

Explore previous SURG 560 Graduating Projects in cIRcle via UBC Library's Open Collections.

Before You Begin

What You Should Know

For questions about preparing your submission for deposit to cIRcle, please contact your the BGSC Program Office at global.surgery@ubc.ca.

Before you begin depositing your work to cIRcle, please review the following guiding principles:

You cannot edit or change your submission once its deposited
You will be asked to complete a cIRcle Non-exclusive Distribution License or you can apply a Creative Commons License and include the terms on your title page. NB: The CC-BY-NC-ND License is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
The SURG560 Graduate Administrator collects submissions and permissions and submits them to cIRcle for deposit.
If there are no questions, cIRcle typically archives submissions within 7-10 business days. The SUR560 administrator will send you the persistent link to your work.

No Further Edits or Changes Once Uploaded

cIRcle is a permanent archive for UBC research and teaching materials. Once the file is uploaded to cIRcle, no further edits or revisions to the file can be made. This helps to ensure consistency for people accessing or referencing your work. Be sure to give yourself plenty of time to review your final version before you deposit. If you notice an error after your submission has been archived, the cIRcle office may add an addendum pending approval from the SURG 560 Graduate Administrator.

In some circumstances, files may be withdrawn from cIRcle in accordance with cIRcle Policies section 6.b. Please note that withdrawn items are removed from public view but not deleted. Please contact the SURG 560 Graduate Administrator if you wish to withdraw your submission from cIRcle.

Prior Publication

Certain publishers in particular disciplines may consider availability in an institutional repository to be prior publications, and/or limit their consideration of a subsequent journal article or book manuscript based on the work. If you are interested in publishing your work with a journal, research the prospective publisher’s policies on prior publication before you deposit to cIRcle. Below are listed some common questions and answers on this topic:

What are the publisher’s policies about prior publication?
- Some publishers might consider having the work in an institutional repository to be prior publication. If this is the case for the publisher you want to work with, what conditions do they have for having your work in a repository?
Does the publisher require an embargo for your work in cIRcle?
- In some cases, publishers will ask authors to embargo their works. Requests to embargo your work should be made with your administrators/advisors. Any embargo dates or approval should be communicated to cIRcle at the time of submission (you can add the embargo date to the description in the License and affirm the embargo has been approved).
Will depositing in cIRcle impact my ability to publish with a journal?
- In most cases, works submitted to peer review journals tend to undergo substantial edits to the point that they become essential new works----most publishers take this into consideration when taking submissions related to graduate work published in an IR

Ultimately, you should check with your advisors and the guidelines of the publishers you are considering. They likely have insight and experience about publishers in your field.

cIRcle Non-exclusive Distribution License

You will be asked to complete the cIRcle Non-exclusive Distribution License agreement by the SURG 560 administrator in order to submit your work to cIRcle. Here are key points:

Include SURG 560 in the description on the License form
Include your administrator's email in the CC field
This license permits cIRcle to make your work openly available and to preserve it long-term. If you are submitting on behalf of a group, be sure everyone has read and agreed to the terms of the license before you sign it.

The cIRcle License includes a Creative Commons CC-BY-NC-ND to let people interested in your work know how to share it and attribute it.

	IMPORTANT! The default Creative Commons License on the cIRcle License is CC-BY-NC-ND. This means people sharing your work must attribute it to you but they cannot adapt it or use it for commercial purposes. You can change the terms of this license to make it more open, but you can't opt-out of the CC license.

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 you or 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. These permissions must be included in your paper or project. You can also consult the UBC Copyright page for public domain or Creative Commons resources to use instead. You may also choose to omit the copyrighted material from your submission. The UBC Copyright Office provides instructions for how to acknowledge removed sources that may be integral to your 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, check out these resources from the UBC Copyright Office tailored to theses but applicable to graduate projects.

Preparing your project for submission to cIRcle

To avoid delays in your submission, ensure that you have done the following:

Step 1: Remove personal information

Remove all personal or private information from the paper or project. This includes student ID numbers, phone numbers, addresses, signatures, etc.;
Delete annotations on the copy you're sending to cIRcle;
Confirm you are submitting the complete, edited version. Once a project is submitted to cIRcle, it cannot be changed or updated!

Step 2: Create a title page for your project.

The following information is required:

Title of the paper or project
Your name/name(s) of group members
Course name, term, year and supervisor
Include a statement that this is your graduating project: "This project fulfills the Master of Global Surgical Care (MGSC) requirements for SURG 560 at the UBC Branch for Global Surgical Care (BGSC)"
If applicable, include the Creative Commons License terms you applied.

See an example of a correct title page in cIRcle: http://hdl.handle.net/2429/75836 You can also view all previous SURG 560 Graduating Projects that have been submitted in the collection.

	IMPORTANT! Please follow the instructions for creating your title page closely. These elements are essential to make your paper 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 paper with the corrected title page.

Step 3: Save your project as a PDF and name the file

Save your project as a PDF File. Be sure not to add any secured permissions to the PDF as these prohibit preservation practices. See cIRlce's File Format Guidelines for more information.
Apply the following file naming convention:
- lastname_firstinitial_et_al_coursename_term_year.pdf.

e.g. If John Smith wrote a paper SURG560 in Winter 2020, they would name their paper 'Smith_J_SURG560_Winter_2020.pdf'.

See cIRcle's File Naming Conventions guide for more examples including group projects.

Step 4: Agreeing to the cIRcle License

In order to submit to cIRcle, every paper's author must agree to cIRcle's Non-exclusive Distribution License unless a separate Creative Commons License is applied. Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and distribute the work to the public. You retain all rights to your work. If you are submitting on behalf of a group, ensure that all members have read and agreed to the terms of the license. You will be asked to complete this license when you submit your final project to your graduate administrator. Without appropriate permissions, your project cannot be archived in cIRcle.

Please note, when cIRcle distributes your work, it also 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 paper's CC license to be less restrictive. If you are completing the cIRcle License, you will be given n the option to change the terms of the CC license. A full explanation of Creative Commons license options can be found here.

Submitting Your Project to cIRcle

You graduate administrator will communicate with you regarding permission and the final copy of your project.

Notification, Approval, and Archiving

Submit all requested materials to your graduate administrator

If there are problems with your submission, the SURG560 Graduate Administrator may reject it and ask you to make changes so you can resubmit. Be sure to check your email frequently to ensure you respond promptly to these requests.

Once the Graduate Administrator approves your submission, they send it to the cIRcle Office for deposit and review.

If everything is correct, the file is archived in cIRcle within 7-10 business days and confirmation is sent to your graduate administrator who will then forward to you your persistent link.

After your project is uploaded to cIRcle

After your 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 project in and persistent link in cIRcle, you can search Google or Open Collections, UBC Library's repository search portal.

To search for your project in Open Collections:

Go to Open Collections at open.library.ubc.ca
Type the name of your paper into the search bar. You can also use the Advanced Search to limit your search by author name, date, course code, affiliation, etc.
Click on the result that matches your paper to be taken to the item record
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 project has been viewed or downloaded within the last six months. To do this, scroll down to the bottom of your project's item record and click 'Usage Statistics'.

All SURG 560 graduating projects added to cIRcle are also linked to the Faculty of Medicine, Branch for Global Surgical Care sitehttps://globalsurgery.med.ubc.ca/category/graduating-projects/ or you can view them all in Open Collections bit.ly/3L5faAt

Help

Contact the BGSC Global Surgery Office for questions about depositing your paper to cIRcle.

Congratulations!

You have completed your submission to cIRcle! Be sure to check out our blog posts at circle.ubc.ca for news about the current projects, featured collections and more.