Library:Circle/Uploading Electronic Theses and Dissertations
IMPORTANT! Have you submitted your completed thesis forms to the Faculty of Graduate and Postdoctoral Studies? If not, go to the Electronic Submission webpage.
More information about final submission of your thesis or dissertation is available on the Final Dissertation and Thesis Submission webpage.
If you have already submitted your completed thesis forms to the Faculty of Graduate and Postdoctoral Studies, you can proceed with the next steps.
The following guide will lead you through each step of uploading a thesis or dissertation submission to cIRcle. Please note, the Faculty of Graduate and Postdoctoral Studies recommends you submit your thesis/dissertation a minimum of 3-5 business days before any deadline.
Your Electronic Thesis/Dissertation (ETD) Submission Checklist
The process for approving and uploading 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
IMPORTANT! 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".
Select a Collection
Under "Item Submission", click on "Select a collection" and select "Electronic Theses and Dissertations (ETDs) 2008+" from the drop-down menu. Do NOT submit to the "Graduate Research [non-thesis]" collection.
Tip! DO NOT submit your thesis to the Graduate Non-thesis collection. Doing so will result in a delay with your submission. You need to receive authorization from the Faculty of Graduate and Postdoctoral Studies before you can submit to the Electronic Theses and Dissertations (ETDs) 2008+ collection. Be sure to review the instructions for thesis submission carefully to avoid uneccessary delays.
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.
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.
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.
Type: This field is pre-selected as "Text" to describe the thesis/dissertation as a whole. Please do not change or add to this section unless your thesis is primarily non-textual (eg. a website or videorecording).
Abstract: 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. Note: It may not be possible to render certain symbols correctly in the cIRcle abstract field. Readers can download the PDF of your thesis to read the correct abstract.
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. For UBC-V students it will be May or November, and for UBC-O students it will be 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 for UBC-V, or June for UBC-O.
Upload Your Thesis File
Before uploading your thesis file, make sure the PDF file is compatible with Adobe Acrobat version 5 and is NOT in "secured" format or password-protected. cIRcle does not accept secured or password-protected PDFs due to access and preservation concerns. It is also recommended that you do NOT save your PDF using Fast Web View. A scan to PDF is not acceptable.
Ensure that you have saved the file with a name using all lower case and in the format shown directly below:
- E.g.: ubc_2012_may_houdini_harry.pdf
Next, click the "Browse" button and locate the file on your computer. Then, click "Upload". Verify that you have uploaded the correct file. When you have finished, click "Next" to continue.
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.
Want to include an embargo date? Please see the APPENDIX at the end of this guide:
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.
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.
To modify the Creative Commons License to add additional permissions, use the radio buttons provided and click "Next" to proceed to the cIRcle 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.
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.
Congratulations! You have now completed your cIRcle electronic 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 2-3 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. You will receive an automated email informing you of the URL of your thesis. This final review process takes between 3-5 business days.
APPENDIX: Delay in Thesis Publication/Embargo
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; see the Faculty of Graduate & Postdoctoral Studies page on Delaying Publication of Your Thesis.