Library:Circle/Uploading Electronic Theses and Dissertations

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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.


Summary

The following guide will lead you through each step of uploading a thesis or dissertation submission to cIRcle.

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Your Electronic Thesis/Dissertation (ETD) Submission Checklist

Ensure your completed forms have been submitted to the Faculty of Graduate and Postdoctoral Studies (see above)
Register for cIRcle Login
Contact the Faculty of Graduate and Postdoctoral Studies to activate your account
Submit your ETD to cIRcle by following the steps in this guide

Submission Overview

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.


Submission overview


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.

cIRcle Registration Page


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 graduate.thesis@ubc.ca 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

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.

Login

Log In to Your Account

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

cIRcle Registration Page


Choose a Login Method

You will be prompted to choose a login method. Click on the "cIRcle Login" button in the box.

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IMPORTANT! Use your cIRcle Login account. Do not use your CWL login account.

cIRcle Login Page

Start Your Submission

Under "My Account" in the left sidebar, click on "Submissions".

Start a submission


Next, click on "Start a New Submission".

Start a 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.

Click "Next" to continue.

Choose a collection


Describe Item

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

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. The 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. When you have finished, click "Next" to continue.

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Tip!

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.

Describe item

Description Stage 2

Use the drop-down boxes to select the correct information in all of the required fields. The 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. When you have finished, click "Next" to continue.

Tip

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.

Item description stage two

Upload Your Thesis File

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:

  • ubc_gradyear_gradmonth_lastname_firstname.pdf
  • 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: circle.repository@ubc.ca.

Want to include an embargo date? Please see the APPENDIX at the end of this guide:

Upload thesis file

Tip

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.

Review your submission

Tip

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

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.

Creative Commons 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.

Creative Commons License Agreement

Conclusion

Congratulations! You have now completed your cIRcle electronic thesis/dissertation submission! Two review steps still have to occur:

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IMPORTANT! The Faculty of Graduate and Postdoctoral Studies will now review your thesis submission, which may take up to two 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: graduate.thesis@ubc.ca. (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.

Your submission is complete

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.