Library/Circle/Uploading Electronic Creative Arts Theses and Dissertations
Have you submitted your completed thesis forms to the Faculty of Graduate and Postdoctoral Studies?
The following guide will lead you through each step of uploading a creative arts thesis or dissertation submission to cIRcle. Please note that this process is only applicable to MFA and MMus students.
Your Electronic Creative Arts Thesis/Dissertation (CAT) Submission Checklist
- 1 Submission Overview
- 2 Register for a cIRcle Login
- 3 Contact the Faculty of Graduate and Postdoctoral Studies
- 4 Login
- 5 Start Your Submission
- 6 Select a Collection
- 7 Describe Item
- 8 Upload
- 9 Review Your Submission
- 10 Terms of Access
- 11 Complete the cIRcle Non-Exclusive Distribution License
- 12 Conclusion
The process for approving and uploading creative arts theses and dissertations is coordinated between the Faculty of Graduate and Postdoctoral Studies and cIRcle. The following image depicts a simplified overview of what steps are handled by which unit. A useful distinction to make is that the Faculty of Graduate and Postdoctoral Studies deals with approving the thesis & activates the account, whereas cIRcle is responsible for the technical aspects related to uploading the file to the cIRcle repository.
A good rule of thumb for troubleshooting is that if you are logged in and working through the upload process and something goes wrong, contact cIRcle; for everything else, contact the Faculty of Graduate and Postdoctoral Studies. You may also find the answer to a number of your questions on the cIRcle FAQ page.
Register for a cIRcle Login
On the cIRcle homepage, look at the buttons under the main menu on the banner. Under "Registration", choose "Register".
Enter your email address, and then go to your email account immediately to continue cIRcle account registration process. If you delay too long, you may receive an 'Invalid token' error message. If this occurs, please start the login registration process again from the beginning.
Contact the Faculty of Graduate and Postdoctoral Studies
Once you have registered for your cIRcle login and set your password, email the Faculty of Graduate and Postdoctoral Studies (G+PS) at firstname.lastname@example.org with your name and email address in the body of the email. Your email address needs to be the same email address that you entered in cIRcle.
Tip! If the Faculty of Graduate and Postdoctoral Studies has received your forms, your cIRcle account will be activated, and you will receive an email confirming that you can now submit your thesis. If you have received your account activation confirmation email, you can now submit your thesis electronically to cIRcle by following the steps in this guide.
Log In to Your Account
On the cIRcle homepage, look at the buttons under the main menu on the banner. Under "Submissions", choose "Login".
Choose a Login Method
You will be prompted to choose a login method. Click on the "cIRcle Login" button in the box.
IMPORTANT! Use your cIRcle Login account. Do not use your CWL login account.
Start Your Submission
Under "My Account" in the left sidebar, click on "Submissions".
Next, click on "Start a New Submission".
Tip! To save your unfinished submission, click "Save & Exit" followed by "Save it, I'll work on it later" to confirm. Look for this option throughout the submission process.
Select a Collection
Under "Item Submission", click on "Select a collection" and select "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" from the drop-down menu. Do NOT submit to the "Graduate Research [non-thesis]" collection.
Click "Next" to continue.
There are two stages to describing the item. In the first stage, you will need to define the author, title, language, and abstract. In the second stage, you will need to select your degree level, program, campus, graduation data and copyright data.
Description Stage 1
Fill in all of the required fields. You will be prompted to complete these fields before continuing the submission process. When you have finished, click "Next" to continue.
Tip! If there are special characters such as diacritics, symbols, etc. in your title or abstract, you can enter them in cIRcle by following the Entering Special Characters instructions found at the bottom of the Faculty of Graduate and Postdoctoral Studies cIRcle Instructions webpage.
Description Stage 2
Use the drop-down boxes to select the correct information in all of the required fields. You will be prompted to complete these fields before continuing the submission process. When you have finished, click "Next" to continue.
Tip! Your "Graduation Date" is the month in which your degree will formally be conferred by Senate. It will be either February, May, September, or November. It might not be the same as the month in which you will be attending Congregation (convocation ceremonies), as Congregation is only held in May and November.
File Format Guidelines
All theses submitted to cIRcle for archiving must be delivered to cIRcle in digital format. DVDs and CDs that require digital transcoding (conversion to an acceptable format) will not be accepted. Printed documents will not be accepted.
Click here for guidelines on file size and acceptable file formats.
Rename Your Thesis and Supplementary Files
A single document comprised of the thesis title page and thesis abstract must accompany all multimedia theses. Before uploading your thesis file, make sure that you have saved the file name using all lower case and in the format shown directly below:
- E.g.: ubc_2012_may_houdini_harry.pdf
All digital files submitted to cIRcle should follow the cIRcle naming conventions - please ensure that each file name is unique:
- Ex: ubc_2013_september_shelly_mary.pdf
- Should your thesis have additional documents, such as a concert programme, script, etc., you may choose to include a digital copy (.pdf) of those documents. Please use the following naming style:
- Multimedia files: There could be some variance depending on the type & number of multimedia files you submit. Please name your files clearly, with the following naming style as a guide:
- Ex: ubc_2013_september_shelley_mary_track07.mp3
Upload your Thesis and Supplemental Files
Click the "Browse" button and locate the file on your computer. Then, click "Upload". Verify that you have uploaded the correct file.
When uploading multiple files in a series, like tracks 1 through 7 on one audio disc, please upload them in reverse order. Each uploaded file pushes down the previous one in your document list. Uploading in reverse order will ensure that they display in chronological order.
The length of time required to upload a file will depend on its size and the speed of your connection. At its quickest, uploading should only take a few moments. If you have trouble uploading your file, contact the cIRcle Office at: email@example.com.
When you have finished, click "Next" to continue.
Tip! Want to include an embargo date? If you want to request a delay in publication of your thesis, please follow the instructions on the Faculty of Graduate and Postdoctoral Studies web site before you submit the final version of your thesis to cIRcle.
Tip! If you uploaded the wrong file, select the file you want to remove under "Files Uploaded" then click "Remove selected files". Repeat the upload file steps to upload the correct file.
Review Your Submission
Under each of the "Describe Item" sections, verify that the information entered into all of the metadata fields is correct. Click "Next" if there are no changes.
Tip! If you need to change the metadata in one of the fields, click on "Correct one of these". This will allow you to return to the relevant section to make changes. Be sure to click "Next" after making any correction(s) to ensure the changes have been saved. To navigate through the Item submission sequence, simply use the tabs labelled, "Describe", "Upload", "Duplicate Check", etc. that appear at the top of the Item submission page.
Terms of Access
Click "Next" after reading the terms of access for your thesis submission. Your thesis will be made accessible via the web, but only to those with a CWL login.
Complete the cIRcle Non-Exclusive Distribution License
This is the final step in the submission process. The distribution license permits cIRcle to make your work available via the Web but you, as the author/creator, retain the copyright. Once you have read the license agreement, check the box beside the statement, "I Agree". Then, click on the "Complete submission" button.
Congratulations! You have now completed your cIRcle electronic creative arts thesis/dissertation submission! Two review steps still have to occur:
IMPORTANT! The Faculty of Graduate and Postdoctoral Studies will now review your thesis submission, which may take up to four business days. If approved you will receive an email notification. Your thesis has not been approved until you receive this email. Should you not receive the email, contact the Faculty of Graduate and Postdoctoral Studies at: firstname.lastname@example.org. (If, during the review process, the Faculty of Graduate and Postdoctoral Studies requires you to make changes to your thesis, you will be emailed accordingly).
After the Faculty of Graduate and Postdoctoral Studies approves your thesis, the thesis record undergoes a final check by Library staff and is then added to cIRcle. At that point you receive an automated email informing you of the URL of your thesis - please note that your thesis will not be accessible via this URL. Instead, your thesis will be made accessible via the web only to those with a CWL login via Electronic Theses and Dissertations in Creative Arts, 2017+.