Paper Pledge for the Planet Workflow

This guide is a step-by-step workflow for cIRcle-trained Library staff recruiting published research articles related to climate change for deposit in cIRcle, UBC's institutional repository.

Contact Tara Stephens-Kyte, Digital Repository Librarian at cIRcle for questions about this initiative.

How to Use This Wiki

Follow the steps to:

Identify eligible materials
Check self-archiving permissions
Request permission to deposit
Deposit the item in cIRcle
Send notifications for archived items
Track progress

Roles and Responsibilities

cIRcle Project Lead

Oversees the work of participating staff to ensure deliverables are met and processes are executed accurately. This position is held by Tara Stephens-Kyte, Digital Repository Librarian.

Content Recruiter

Works closely with the Project Lead to perform and adjust workflows as needed, and maintain relevant project and workflow documentation. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by Leila Malkin, Scholarly Communications and Copyright Assistant.

cIRcle License Management Coordinator

Liaises with Content Recruiters and Project Lead to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by Kelly Gauvin, cIRcle Digital Library Specialist.

File Storage

Project-related files are stored in the cIRcle shared drive at T:\cIRcle\Projects\CURRENT\Paper Pledge.

Suggestions and requests for file organization and progress tracking are provided throughout this guide as appropriate.

Project Goals

This project aims to:

Make critical climate change research openly available;
Build relationships with UBC faculty to support and expand open access;
Increase the global profile of UBC research through cIRcle.

Identify Eligible Materials

The criteria outlined below defines scope for this outreach initiative. This criteria may be adjusted throughout in consultation with the cIRcle Project Lead as needed.

Articles eligible for this initiative include the following criteria:

Climate change research
UBC Affiliated
Not Open Access
Self-archiving permitted
Timely
Unique

Climate Change Research

Prioritize articles that focus primarily on climate change:

Suggested search terms can be very broad to start or can include specific faculty experts, research cluster specializations, or topics of relevance but limited existing coverage in cIRcle.
- "climate change" OR "climate action"
- "climate change" AND "social justice"
- "tara moreau" AND biodiversity"
- "climate anxiety"
- "food justice" OR "food desert*

It can be helpful to add an institution limiter: AND "university of british columbia".

UBC Affiliated

Prioritize articles that include at least one author who is:

Affiliated with a UBC department, academic unit, or research centre at the time of publication
A Faculty member, Researcher, or Postdoctoral student

Not Open Access

Prioritize articles that are closed-access or not open licensed.

Article is eligible if it:

Cannot be accessed without a paid subscription (Do you need a UBC IP to read it?)
Is free to view but does not have an open license such as Creative Commons

Content already available under a Creative Commons License is eligible but the lowest priority. Consult the Project Lead to assess when an CC licensed item should be archived.

Self-Archiving Permitted

Only articles permitted for self-archiving are eligible.

Prioritize articles according to the following:

Author's Accepted Manuscript version may be deposited
Article is under embargo

Consult the Identifying and Interpreting Self-Archiving Permissions section if you are new to self-archiving practices.

Timely

Prioritize current articles with at least one of the following criteria:

Published within the last 3-5 years
Articles pending publication

Unique

Prioritize new articles that are:

Not already in cIRcle. Check Open Collections first.
Not from BioMed Central and MDPI. These are already added to cIRcle.

Additional Criteria

If you need additional criteria to help focus your recruitment searches consider the following:

Is it a research area where UBC has a strong reputation (e.g. sustainability)?
Is the author a Tri-Agency grant recipient?
Does the work support inclusive representation? Are the authors or research partners women or gender minorities, Indigenous people, visible minorities/racialized persons, persons with disabilities?
Are the authors or research partners from disciplines that would benefit from greater representation in cIRcle (e.g. Arts and Education)?

Finding Articles

There are several sources to choose from when looking for eligible articles. Start with one or two sources.

If you find less than 5 items to get started, consider trying another method to identify articles.

UBC Media Relations

Search for stories and experts on Climate and Environment to identify authors and current research.

Subscribe to UBC News on Climate and Environment

Faculty and Research Centre web pages

Consult the Library's Climate Change Research Guide to get started.

Search by research institutes and centres, department websites or faculty web pages for lists of their publications (e.g. Dr.Tara Moreau).

Google Scholar

Many faculty have Google Scholar profiles (e.g. Dr. Tara Moreau GS profile). You can use limiters to scope to the last 3-5 years.

You will still need to check Open Collections to make sure the item isn't already in cIRcle.

Create Search Alerts

Create a search alert in an academic database to send notifications to your inbox when a new article that fits your recruitment criteria is added. Use the following tips to identify databases and create search strings:

Selecting Databases

Select databases relevant to your chosen or assigned subject area(s). Choose at least two large databases or whichever databases help cover the discipline.

You can use the Climate Change Research Guide to identify relevant databases with a focus on environmental sciences and refer to the Research Guides list to identify databases in disciplines that investigate climate change from other disciplinary perspectives.

Search alerts may be sent to your Inbox or preferred Citation Management Tool for reviewing and identifying eligible articles.

	Search Alert Tips: Use your UBC email address to create your account Set the frequency alerts to once per week where available Revisit search alerts every 3 to 6 months to adjust criteria as needed to improve results

Tracking progress

Record eligible articles you've investigated in the Paper Pledge for the Planet (cIRcle Campaign) tracking spreadsheet T:\cIRcle\Projects\CURRENT\Paper Pledge\ubc_paper_pledge_circle.xlsx.

This is a shared spreadsheet with set columns and a colour key. Changes to the format of the spreadsheet should be reviewed and approved in consultation with the Project Lead.

When updating the spreadsheet, please review the following best practices:

Saving Citations

Save data about the articles you investigate in the Paper Pledge for the Planet (cIRcle Campaign) Tracking Spreadsheet. This data will help to populate request emails, avoid duplication of effort, and provide values for creating submissions in DSpace.

Paper Pledge for the Planet (cIRcle Campaign) Tracking Spreadsheet

Order of entry: Articles are entered in alphabetical order A-Z by first author's last name.
Status: Refer to the Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
Author: Enter all the author names ensuring the first one is entered as Last Name, First Name. Otherwise, you can list it as Last Name, First Name, et al.
Contact Information: Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
Title: Enter the item title. You will use this to draft your request email.
Citation: APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
Publisher DOI: Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
Grant funded Y/N: Indicate "Y" if the paper cited funding from CIHR, NSERC or SSHRC (e.g. The Tri-Agencies). Indicate "N" if no funding or funding other than Tri-Agencies is cited.
Initials: As there may be multiple individuals updating the spreadsheet, please record your initials to note responsibility for each entry.
Additional Notes: If there is information relevant to record (such as reason for not pursuing deposit) you can add a note (e.g publisher does not permit third-party licenses).

Once you begin working on an eligible citation, refer to the Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet section for data entry instructions on next steps.

	Tip: *IMPORTANT! DO NOT EDIT A FILTERED SPREADSHEET. Clear any viewing filters you've applied before adding or revising any content in the spreadsheet.

Identifying and Interpreting Self-Archiving Permissions

Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article.

The practice of adding an article to an institutional repository is known as "self-archiving". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the publisher permits self-archiving and, if yes, under what conditions.

If you're new to many of these concepts or the world of Open Access, consult the Adding Faculty Publications to cIRcle for more detailed instructions on how to identify and interpret these policies.

Self-archiving Policies

Jisc Open Policy Finder (formerly SHERPA/RoMEO) is the first stop for discovering and understanding publisher self-archiving policies. You can also consult the Open Policy Finder user guide for more information on how to interpret OA pathway policies from their database.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

Permitted Version: Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See Understanding Article Versions for definitions.
Version Statement: Does the publisher require the item to have a version statement? If yes, navigate to the publisher's policy page to locate the template. This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
Embargo: An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. Is there an embargo period for this article? When will it expire? Has it already expired? If the publisher lists a range of 12-36 months--what is the specific embargo period for that particular journal?
Other?: Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

Other permissions checking tools which you may be interested in exploring but which are not required for this project include unpaywall.org and shareyourpaper.org. Brief overviews of this tools in practice are provided below.

Understanding Article Versions

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript.

Terminology for version types may differ--see below for the most common terms. Consult the Adding Faculty Publications to cIRcle wiki or the Versions of Manuscripts Lib Guide from Hong Kong Polytechnic University.

Version of Record (i.e. Publisher's version) : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases. However, there are instances where an author has published in an open access journal or paid an Article Processing Charge to make their article open access. Open Access articles which do not already have a Creative Commons License are eligible for this recruitment campaign.
Authors' Accepted Manuscript (i.e. Post-prints or AAM or AM) : This is the final peer-reviewed version that has been accepted for publication but has not yet undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by Tri-Agency Grant Funding Agency Policy on Publications and is the most prioritized version for cIRcle deposit.
Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM) is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.

Making Decisions Based on Copyright Permissions

Most academic journals only permit the archiving of an accepted manuscript or submitted version of the article. These versions must be acquired from the author. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

If the author is submitting in order to comply with the Tri-Agency Open Access Policy on Publications, only publisher version and accepted manuscript copies are acceptable.

An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Interested parties must make a special request to cIRcle in order to access the embargoed article.

Calculating Embargo Dates

Embargo release dates are calculated based on the date of publication and the embargo period required by the publisher.

For example, an article published on 2024-10-01 with a 12 month embargo will have an embargo expiry date of 2025-10-01 added to the deposit file during the submission process.

Consult the cIRcle Submitter Guidelines internal documentation for instructions on how to apply embargoes during submission.

Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet

Update the tracking spreadsheet as you complete the request and, where possible, deposit workflows.

T:\cIRcle\Projects\CURRENT\Paper Pledge\ubc_paper_pledge_circle.xlsx.

Status: Update this column as needed.
Embargo: Record the required embargo period if applicable (e.g. 12 months). Indicated "Expired" if period has passed.
Permitted Version: Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
Date Contacted: Record the date you first contacted the author using YYYY-MM-DD format.
Communication Notes: Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
License Received : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
Content Received: Record receipt status of content.
Additional Notes: Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
Initial: Update as needed to claim responsibility for an entry.
Date Added: Record the date the article was added to the spreadsheet.

Requesting Author Permissions

Once you've identified articles to request, you can start crafting your email request. Emails may have to be tailored for each author to address their particular circumstance (e.g. grant-recipient; content is open access but not open licensed, etc.)

An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

Pre-populate the cIRcle License PDF

Download a PDF copy of the cIRcle License.
Use Adobe Acrobat to add citation details to the cIRcle License.
Apply file naming convention for the attached License files
Save a copy in the cIRcle Shared Drive T:\cIRcle\Projects\CURRENT\Paper Pledge\Paper Pledge License Agreements

Citation Details to Add to Pre-populated cIRcle License

Citation with publisher DOI
Embargo date (if applicable)
Content version (e.g. Author's Accepted Manuscript)
Correct Creative Commons License terms (if applicable; otherwise use default CC-BY-NC-ND)

Apply cIRcle File Naming Conventions to the Pre-populated cIRcle License

LastName_FirstInitial_2-4_Identifying_words_from_title_cIRcleLicense_YYYY
Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_2-4_Identifying_words_from_title_YYYY

Save a copy in the cIRcle Shared Drive

You can move your license file through the different file folders in the shared drive to help track submissions:

To be contacted: You've created the pre-populated license file but haven't sent the email request.
Contacted: First email request sent.
Follow up sent: Follow up email request sent.
In contact: Communication in progress usually about follow-up questions or incorrect versions,
Submission in progress: You've submitted the item record in cIRcle.
Successful: Article has been archived in cIRcle
Unsuccessful: Article was not archived in cIRcle

Crafting Your Email

Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

Provide Context for the Request

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

Corresponding Author

The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least one co-author must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

List the requested article

Include the requested article title and hyperlink to the publisher DOI.

Tri-Agency Policy on Publications

Note that the Tri-Agency does advise placing open access copies of research articles in institutional repositories, "[...] routes to open access are not mutually exclusive. Researchers are strongly encouraged to deposit a copy of the final, peer-reviewed manuscript into an accessible online repository immediately upon publication, even if the article is freely available on the journal's website."

Multiple Items

If you have identified multiple eligible items from the same author, it's best to request only one article at a time. If the initial recruitment is successful, let them know that you have additional eligible articles if they are interested.

For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

Instructions

After listing the requested article, provide the author with clear instructions on how to proceed.

Attach a pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you.

Self-archiving Versions

Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion.

For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

For more information and examples regarding identifying and communicating version types, see the Adding Faculty Publications to cIRcle wiki.

However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. Ensuring you CC the cIRcle Project Lead on these communications will help provide additional help or oversight.

Version Statement

Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the Adding Faculty Publications to cIRcle wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

Style Guide

For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11 in your email.

Closing or Sign Off

Include a complimentary closing statement of your preference such as "Best" or "Kind Regards".

Signature

Use a modified signature for this campaign. Include your name, position title, UBC email address, a link to the cIRcle website and the cIRcle Office email address circle.repository@ubc.ca. Include a land acknowledgement.

You can use the UBC Signature Generator to do this.

Author Permission Request E-Mail Template

Dear [Honorific, Last Name] [et al] [CC Tara Stephens-Kyte],
I am writing on behalf of the University of British Columbia Library in support of the Open Climate Campaign, “Paper Pledge for the Planet”. The Paper Pledge is a global effort driven by universities and research centres with the goal of making recent climate change research articles openly available.
As part of this initiative, we have identified articles from the last five years that are currently published in closed, subscription-based journals but that can legally be made openly available. These articles are published in journals that allow authors to deposit their author accepted manuscripts (AAM) into an institutional repository.
One of your articles was included in this list: [insert name of article | link title to DOI IN BOLD]
I am writing to ask if you would be willing to deposit your article into our institutional repository, cIRcle. If you are interested in adding the following item to the repository, please follow the instructions below.

Instructions for Depositing Your Article in cIRcle
Step 1. Sign the cIRcle License. I have attached a pre-populated cIRcle non-Exclusive Distribution License form for the article listed below [Include the requested article in the attached license form].

Step 2. Find the author’s accepted manuscript (AAM) version of this article. This is the post-peer review version accepted for publication but prior to receiving publisher branding. View an example or let me know if you have any questions about identifying the correct version.

Step 3: Reply to this email. Attach the PDF license and author’s accepted manuscript version of this article and send it to me at [UBC email address].

Step 4: Share the article. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 7-10 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.
Thank you in advance for helping to make critical climate change research openly available.
[Closing or sign-off e.g. Best, OR Kind Regards]
[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature for this campaign which refers back to the cIRcle website and Office for continuity]

	Tip: Confirm you've received the permitted article version and a completed license. You may need to follow up and provide clearer instructions. If an author uses the Item Submission form for an embargoed article, please notify the cIRcle office immediately to request the file be deleted.

Following Up With Authors

Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

Responds with Incorrect Version

Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required.

Dear [Honorific, Last Name] [et al],,
Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].
The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an example of the author's accepted manuscript version in cIRcle or refer to the following guide: Versions of Manuscripts.
The permitted version may be available in your publisher's submission platform:
[Insert appropriate instructions from Direct2AAM]
Once you have located the accepted manuscript version:
1. Sign the attached cIRcle non-Exclusive Distribution License form
2. E-mail a copy of the appropriate version of your article to [UBC email address].
Please let me know if you have any further questions/concerns. Thank you in advance for helping to make critical climate change research openly available.
[Closing or sign-off e.g. Best, OR Kind Regards]
[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature which refers back to the cIRcle website and Office for continuity]

Does Not Have/Cannot Access Permitted Version

Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author.

The Direct2AAM resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case.

Some authors may suggest you contact another author to obtain the permitted version. Adapt the template text and Direct2AAM instructions accordingly.

Dear [Honorific, Last Name] [et al],
Thank you very much for your response. The permitted version may be available in your publisher's submission platform:
[Insert appropriate instructions from Direct2AAM]
Once you have located the accepted manuscript version:
1. Sign the attached cIRcle non-Exclusive Distribution License form
2. E-mail a copy of the appropriate version of your article to [UBC email address]
Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.
[Closing or sign-off e.g. Best, OR Kind Regards]
[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature for this campaign which refers back to the cIRcle website and Office for continuity]

No Response

If the author does not respond to the initial e-mail after 2-4 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],
Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.
[copy requested article citation again]
Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.
If you are interested in archiving your articles into cIRcle:
1. Sign the attached cIRcle non-Exclusive Distribution License form
2. E-mail a copy of the appropriate version of your article to [UBC email address].
Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.
Best,
[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature for this campaign which refers back to the cIRcle website and Office for continuity]

If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as Unsuccessful in the Status column of the Tracking Sheet and make a note in Communication Notes that the Content Recruiter received no response.

Archived Submission Notification to Authors

Send an email to authors whose items have been successfully archived in cIRcle.

Dear [Honorific, Last Name] [et al],
Thank you for submitting your publication to cIRcle.
The submission has been archived in cIRcle and has been assigned the following persistent link.
Title : [Submission Title]
Item URI : [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]
Please allow 24 hours for the link to resolve. You can view the Usage Statistics of your item over time by scrolling down to the menu in the record.
Thank you for sharing your work in cIRcle. Please let me know if you have any questions or requests or contact the cIRcle Office at circle.repository@ubc.ca
Best,
[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature for this campaign which refers back to the cIRcle website and Office for continuity]

Submitting Content to cIRcle

Prepare Content

Is the cIRcle License completed correctly?

Confirm the License has been signed and dated by an author
Ensure the selected Creative Commons terms align with the publisher's policy and haven't been changed erroneously

Do you have the correct version and added version statement?

Ensure you have the publisher permitted version and any rights statements are included on the file. View an example of a postprint version statement in a cIRcle item.
- To add a version statement to a postprint:
  - Open the article in Adobe Acrobat
  - Copy and paste the appropriate version statement by clicking "add text" under the "Edit" menu
  - Place the version statement at the top of the first page of the article where possible.
Save a copy in the cIRcle Shared Drive T:\cIRcle\Projects\CURRENT\Paper Pledge\Submissions\In Progress\Author LastName_First Initial

Create a JIRA Task

Create a new email or forward an email correspondence with an author to circle.repository@ubc.ca with the following subject line: Submission for [author name and/or title(s)].
Ensure the licensing details are included: The file path for the PDF license in the shared drive OR the existing Creative Commons License terms if applicable.
Assign the JIRA ticket to yourself once created

Complete the Submission Workflow

Deposit the item to the Faculty Research & Publications collection using the cIRcle Submitter Guidelines.

Notify the content provider that the item has been archived and include the relevant URI. See email template : Archived Submission Notification to Authors.
Tag the cIRcle Specialist to the corresponding JIRA ticket once the notification has been sent. The Specialist will archive the license and resolve the task.

Consult the checklist at the bottom of this page to ensure you've completed all the steps in the workflow.

Update the Tracking Spreadsheet: Workflow Complete

Once the URI has been received, the Content Recruiter updates the tracking spreadsheet:

Change the article's Status to "Archived."
Copy and paste the cIRcle URI.
Add a Communication Note to include a final dated entry confirming the article has been archived in cIRcle.

	Tip: Faculty, Researcher and Postdoctoral articles are added to the Faculty Research and Publications collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the UBC Community, Partners, and Alumni Publications collection. Consult the cIRcle Project Lead if you have any questions about where to deposit an item.

Checklist

Checklist
Yes/No	Does the article meet the project's recruitment criteria?
	Which version of the article is permissible to submit?
Yes/No	Does the article version require any special permissions?
	If yes, what are they? (hint: Does it have an embargo? Does it need to include a specific version statement?)
Yes/No	Do you have a copy of the cIRcle Non-Exclusive Distribution License form completed by the author or have you confirmed the CC License?
Yes/No	Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Listserv at circle.repository@ubc.ca to create a JIRA ticket?
Yes/No	If the article has been archived, have you notified the author and updated the cIRcle Content Recruitment Campaign (Supervisors) Tracking spreadsheet?

Assessment Criteria

Each month, update the Paper Pledge cIRcle Campaign spreadsheet with your own Assessment tab. Please include the following:

Number of authors contacted
Number of articles requested
Number of articles archived
Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:

Rate of return: Number of articles deposited
Usage Statistics: Amount of view/download traffic for articles deposited
Relationship-building: Authors submit other work; provide positive feedback