Library:Circle/Uploading a Submission

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The following guide will lead you through the generic workflow for submitting material to cIRcle. For specific instructions on Graduate Student self-submissions, please see the following pages:

The length of time required to upload a submission will depend on file size, the number of files, the amount of metadata added and other details specific to each submission. At its quickest, uploading should only take a few minutes.


Tip! At several stages in the upload process, you will have the option to “Save and Exit” if you wish to complete it later.


On the cIRcle homepage at, look at the buttons under the main menu on the banner. Under “Submissions” choose “Login”.

cIRcle Registration Page

Choose a login method

Log in to cIRcle with either your UBC Campus Wide Login (CWL) account, or use your cIRcle login.


Tip! If you have not signed up for a cIRcle login, please register here:

cIRcle Login Page


Now that you have logged in, you will have new menu options on the home page. To start a new submission, look at the left-hand menu for "My Account" and choose "Submissions". This new menu item will take you to your “Submissions & workflow tasks” page.

Start a submission

Start a new submission

On your “Submission & workflow tasks” page, click on “Start a new submission

If you have already completed a submission during this session, the prompt will read “Start another submission”.

Start a submission

Select a collection

On the “Item Submission” page, click on “Select a collection” from the drop-down menu. Choose a collection for your item. Click “Next” to continue.

The “Collection” is the one into which you have been authorized to submit your item. For theses/dissertations authorization, please contact the Faculty of Graduate and Postdoctoral Studies at:

Select a collection

Description of item

There are two stages to describing the item. In the first stage, you will need to define the author, creator, language, and other key fields. In the second stage, you will need to define the affiliation of the item, date of issue, and other key fields. On both pages, each field will have a selection area, text describing the field, and if the field is [REQUIRED] or [optional].

To complete the first stage, fill in all required fields. Required fields will display in red if you do not fill them in and you will be prompted to complete this step before continuing the submission process. You may also fill in the optional fields if desired. When you have finished, click on “Next” to continue.


Tip! Click “Save & Exit” to save your unfinished submission and complete it at another time. Next, click “Save it, I'll work on it later” to confirm. Look for this option throughout the submission process.

Describe item

Describe the item

On the second page, you will need to define the affiliation of the item, date of issue, and other fields. Fill in all required fields to complete the final stage of describing your item. If applicable, fill in any other optional fields. Click on “Next” to continue.


IMPORTANT! Required Fields will display in red if they are not completed and you will not be able to continue on to the next screen.

Item description 2

Upload a file

Click on “Choose File” to select the file from your computer. If there is only one file to be uploaded, simply click on “Next”. If you have more than one file to upload, click on “Upload” and continue to add additional file.

Upload files

Upload another file

If you clicked on “Upload File(s)”, you will see the name of your file under “Files Uploaded”. To add another file, click on “Browse” to select the file from your computer. Repeat this step to add multiple files. Click on “Next” when all the necessary files have been uploaded.

If you wish to remove a file uploaded by mistake, select the file you wish to remove under “Files Uploaded” then click on “Remove Selected Items”.

Upload and add another file

Potential Duplicates

The system automatically checks for duplicate items in the database. The statement on the screen should read, “No potential duplicates found.”

This quality assurance check ensures that there are no duplicate submissions already archived in cIRcle. If the statement indicates the presence of a duplicate, email the cIRcle Office at for assistance.

Click on “Next” to continue.

Potential duplicates

Review your work

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.

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 on the “Next” button 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.

Review your submission

Creative Commons License

Click "Next" if you *do not* wish to modify the default Creative Commons License known as the Attribution-NonCommercial-NoDerivs, or CC BY-NC-ND license. The text of the license is available at:

To modify the Creative Commons License to add additional permissions, use the radio buttons provided and click "Next" to proceed to the UBC Thesis Non-Exclusive Distribution License.


Tip! Creative Commons Licenses govern what people who access your work may then do with it. To help you decide which license to use, click on the “Info” icon for each license type to learn more about conditions of use or visit the Creative Commons website.

NonThesis Item Submission License

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, scroll down to the bottom to check the box beside the statement, “I Agree”. Then, click on the “Complete submission” button.

Once you have made your submission, the final screen will indicate that the submission was successful.

CIRcle License 3.0.png


Congratulations! You have now completed your cIRcle submission!

An authorized reviewer will review your cIRcle submission and add it to the cIRcle database After addition to the database, you will receive an automated email containing the URL of your submission.

To start another submission, click on the “Submit another item” on this page. Or, you may click on “Submissions” under “My Account” in the left sidebar to return to your “Submission & workflow tasks” page.

To exit cIRcle, go to the left-side menu and locate “My Account”, then click on “Logout”.

Your submission is complete