Library:Circle Bulk Upload Guide
cIRcle Bulk Upload Facility Guide
The DSpace software which supports the UBC cIRcle digital repository makes it quite easy to submit new content to the repository. However, the standard submission process is not designed to rapidly upload a large amount of material with minimal metadata descriptions. For uploading large numbers of items simultaneously, or for uploading large content files greater than 1GB in size, it is suggested that you use the cIRcle bulk upload facility. The required bulk upload package preparation described below can be generated in a number of ways which can easily be automated using a variety of tools and platforms. Hopefully this will simplify the process of submitting new content to cIRcle.
The bulk upload process consists of three simple steps:
- Step 1. Create a metadata spreadsheet containing the batch and content descriptions along with a directory containing the content and license files;
- Step 2. Create a ZIP file containing both the metadata spreadsheet and the content files directory;
- Step 3. Send the ZIP file to the UBC Library for processing.
Step 1. Create a metadata spreadsheet containing the batch and content descriptions along with a directory containing the content and license files
The first step is to create a spreadsheet file using your favourite spreadsheet program (e.g. Microsoft Office, Google Docs, OpenOffice, LibreOffice, etc) which contains a description of the material that you wish to upload into the cIRcle repository. The file should be named metadata.xls and consist of two worksheets: Batch and Content. The Batch worksheet collects some general information on the bulk upload batch such as the title, a general description of the material and the name, affiliation and email of the batch submitter and reviewer. The Content worksheet collects the details of each item that will be submitted to the cIRcle digital repository such as the author, title, type, affiliation, etc.
Fill out the Batch worksheet
The Batch worksheet in the metadata spreadsheet records general information about each bulk upload such as the nature of the content being uploaded, the target cIRcle collection to which the upload will be submitted and the contact info for both the submitter and the reviewer. The batch metadata fields occupy the first column of the Batch worksheet and are largely self-explanatory. They are described below.
- Title (batch.title)
- Description (batch.description)
- Collection (batch.collection)
- Submitter Name (batch.submitter.name)
- Submitter Affiliation (batch.submitter.affiliation)
- Submitter Email (batch.submitter.email)
- Reviewer Name (batch.reviewer.name)
- Reviewer Affiliation (batch.reviewer.affiliation)
- Reviewer Email (batch.reviewer.email)
- Command (batch.command)
The Title field should contain the a short name for the upload batch (e.g. SEEDS Bulk Upload).
The Description field should contain a full description of what is being uploaded (e.g. UBC Social, Ecological, Economic Development Studies (SEEDS) Student Reports).
The Collection field should contain the full Web address (URL) of the cIRcle collection into which the batch is being loaded (e.g. https://circle.ubc.ca/handle/2429/18861). cIRcle support staff will provide this information.
The Submitter fields for Name, Affiliation and Email describe the submitter of the bulk upload. The Email address should correspond to the submitter's cIRcle account.
The Reviewer fields for Name, Affiliation and Email describe the Library contact who will be assisting with the bulk upload and acting as the Library's liaison with the Submitter. cIRcle support will provide this information.
The Command field is used to describe how the bulk upload should be processed. The allowed values are: check, test and upload. This field is for Library internal use only and can be ignored.
Fill out the Content worksheet
The Content worksheet in the metadata spreadsheet contains the actual description of the material that will be uploaded into the cIRcle digital repository. For each item to be uploaded, you will need to supply the following information corresponding to required metadata fields: Author/Creator, Title, Date of Creation, Language of the Work, Type of Material, Scholar Level of the Author/Creator, Review Status (whether peer reviewed or not), the UBC Affiliation of the Author/Creator, the name of the File(s) and the name of the License to upload. For a full list of supported metadata fields and permissible values in the Language, Type, Scholar Level, Review Status, and Affiliation fields, please see the Appendix A and B below.
The first row of your Content worksheet will contain the metadata fields describing your items. The field names should appear in the metadata.xls spreadsheet exactly as listed in the brackets below. The required metadata fields are:
- Author (dc.contributor.author)
- Title (dc.title)
- Date (dc.date.issued)
- Language (dc.language.iso)
- Type (dc.type)
- Scholar Level (dc.description.scholarlevel)
- Review Status (dc.description.reviewstatus)
- Affiliation (dc.description.affiliation)
- File (file.name)
- License (license)
Subsequent rows will contain the actual metadata record for each submitted item. Please note that all metadata values should be in text format only. This is especially important in the case of the Date field since some spreadsheet software insists on converting any perceived date values to a special date specific format. Only dates in text format are currently supported.
Metadata fields can also be filled out in a language other than English if your spreadsheet supports the use of Unicode. File and license names are restricted to ASCII (the normal range of unaccented upper and lower case letters and numbers used in English written communication).
The Author field should contain the name of the author(s) of the work (e.g. Russell, Timothy; Duvall, Patrick; Davies, Samuel). Multiple authors can be accommodated if they are separated by a semicolon (';'). The preferred name order is 'last_name, first_name' with a comma (',') separator.
The Title field should contain the name given to the work (e.g. An Investigation Into Renewable Energy: The Solar Canopy Illumination System).
The Date field should contain the date (in ISO-8601 format) which is generally considered the point in time at which the work was created (e.g. 2010-11-30). Three date forms are accepted: yyyy, yyyy-mm-dd and yyyy-mm-ddThh:mm:ss.
The Language field should contain the language code (in ISO-639 three letter format) used in the production of the work (e.g. eng). Multiple language codes can be included by separating each code with a semicolon (';'). (See Appendix B below for commonly used language codes at UBC.)
The Type field is a simple one word description of the nature of the work such as text, sound, still image, etc. (e.g. text). Multiple types can be included by separating each type with a semicolon (';'). (See Appendix B below for common type codes.)
The Scholar Level field should describe the academic level of the author or creator of the work (e.g. Undergraduate). The allowed values are one of: Faculty, Researcher, Postdoctoral, Graduate, Undergraduate, Other or Unknown.
The Review Status field should contain an indication of whether the work has undergone academic peer review (e.g. Unreviewed). The allowed values are: Reviewed or Unreviewed.
The Affiliation field should contain the UBC department with which the author of this work is affiliated (e.g. Sustainability Office). Multiple affiliations can be included by separating each affiliation with a semicolon (';'). (See Appendix B below for common UBC affiliations.)
The File field should contain the name of the file(s) associated with this item (e.g. APSC261_RenewableEnergySources_Group08_Clean.pdf). Multiple files can be included if by separating each file with a semicolon (';'). For additional details on file naming conventions please see Circle/File Naming Conventions
The License field should contain the name of the license file for the item (e.g. license.pdf). Note that cIRcle licenses are very important and should be discussed with cIRcle staff before proceeding with preparation of a cIRcle bulk upload.
If a field allows multiple values (e.g. Authors), separate these values with a semicolon (;). Please avoid using any of the following special characters in your metadata values: single quotation mark ('), double quotation mark ("), less-than sign (<), greater-than sign (>) and ampersand (&). Also, HTML markup of any kind is not supported in Dublin Core fields.
If you have further metadata that you would like to capture, such as an Abstract for each item, a set of Subject keywords, a Creative Commons License, etc, additional Dublin Core metadata fields (see Appendix A for the full list) can be included. Please consult with cIRcle staff if you have any special requirements.
Create the content file directory
Once you have created the metadata.xls spreadsheet file describing all of the items you wish to upload, you will need to include any referenced content files or license files in a directory called files. This directory should not contain any further sub-directories.
Step 2. Create a ZIP file containing both the metadata spreadsheet and the content file directory
Create a ZIP archive file using your preferred archiving tool (e.g. WinZip, PeaZip, GNU Tar, etc) containing the metadata spreadsheet (metadata.xls) and the content files directory (files) containing the associated files. Please ensure that the file names used in the item's descriptive metadata (the "file.names" and "license" fields) correspondent exactly to the names of the files that you have included in the files directory.
Step 3. Send the ZIP file to the UBC Library for processing
Once you've created the required metadata spreadsheet file and content file directory (Step 1) and the ZIP file (Step 2), please send them to the UBC Library cIRcle support office for processing. If this ZIP file is relatively small (less than 10MB in size) you can send it as an attachment using electronic mail. If the file is too large for electronic mail, you can use one of the many file transfer services on the Web and send us the necessary links. If all else fails, copy the file(s) onto a CD, DVD or USB flash drive and send it to us in campus mail. Our address is: UBC Library cIRcle Office, Walter C. Koerner Library, Room 266 - 1958 Main Mall, Vancouver, BC, V6T 1Z2. cIRcle staff will review the submitted metadata and the associated content files. If the information is deemed ready for submission, it will be uploaded to the repository.
For a full example of a cIRcle bulk upload ZIP file, follow this link File:Example cIRcle Bulk Upload.zip. Feel free to use it as a template for your own cIRcle uploads.
Please contact cIRcle staff (ubc-circle@lists.ubc.ca) before proceeding with bulk upload preparations.
Additional information on cIRcle is also available on our Web site at https://circle.ubc.ca/
Appendix A: List of Available Item Metadata Fields
Dublin Core Fields
The 10 highlighted fields are required.
- Author (dc.contributor.author)
- Title (dc.title)
- Title Alternate (dc.title.alternate)
- Date (dc.date.issued)
- Publisher (dc.publisher)
- Type (dc.type)
- Text Type (dc.type.text)
- Language (dc.language.iso)
- Citation (dc.identifier.citation)
- Series (dc.relation.ispartofseries)
- Copyright (dc.rights.copyright)
- Subject (dc.subject)
- Affiliation (dc.description.affiliation)
- Review Status (dc.description.reviewstatus)
- Scholar Level (dc.description.scholarlevel)
- Abstract (dc.description.abstract)
- Notes (dc.description.notes)
- Format (dc.format)
- Coverage (dc.coverage)
Other Fields
- File Name (file.name)
- File Description (file.description)
- License (license)
- Creative Commons License (cc)
- Embargo Date (embargo)
Appendix B: Lists of Valid Values for Selected Fields
Language
Valid values for the Language field (dc.language.iso).
- en_US (English-US)
- en (English)
- es (Spanish)
- de (German)
- fr (French)
- it (Italian)
- ja (Japanese)
- zh (Chinese)
- Other
Type
Valid values for the Type field (dc.type).
- Text
- Still Image
- Sound
- Dataset
- Interactive Resource
- Moving Image
- Software
- Collection
- Other
Text Type
Valid values for the Text Type field (dc.type.text).
- Article
- Book
- Book Chapter
- Conference Paper
- Graduating Project
- Preprint
- Postprint
- Report
- Thesis/Dissertation
- Working Paper
- Other
Scholarly Level
Valid values for the Scholarly Level field (dc.description.scholarlevel).
- Faculty
- Researcher
- Postdoctoral
- Graduate
- Graduate
- Undergraduate
- Other
- Unknown
Review Status
Valid values for the Review Status field (dc.description.reviewstatus)
- Reviewed
- Unreviewed
Creative Commons License
Valid values for the Creative Commons License field (cc) (In order of increasing restrictiveness.)
- BY (Attribution)
- BY-SA (Attribution-ShareAlike)
- BY-ND (Attribution-NoDerivs)
- BY-NC (Attribution-NonCommercial)
- BY-NC-SA (Attribution-NonCommercial-ShareAlike)
- BY-NC-ND (Attribution-NonCommercial-NoDerivs)
Affiliation
Valid values for the Affiliation field (dc.description.affiliation) (if required, additional values can be added by cIRcle staff).
- Aboriginal Health, Institute for
- Accounting, Division of (in SSB)
- Advanced Materials and Process Engineering (AMPEL) Laboratory
- Advanced Technology Management Program
- Advanced Wood Processing, Centre for
- Agricultural Economics Program
- Agroecology Program
- Allergy and Immunology, Division of
- Anatomy and Cell Biology, Dept of
- Anesthesiology, Pharmacology and Therapeutics, Dept of
- Animal Science Program
- Anthropology, Dept of
- Anthropology and Sociology, Dept pf
- Applied Ethics, W Maurice Young Centre for (CAE)
- Applied Health Research and Evaluation (CAHRE)
- Applied Mathematics (IAM), Institute of
- Applied Science, Faculty of
- Archaeology (LOA), Laboratory of
- Architecture and Landscape Architecture (SALA), School of
- Art Education, Dept of
- Art History and Visual Art, Dept of
- Arts, Faculty of
- Asia Pacific Policy Studies, Dept of
- Asian Research (IAR), Institute of
- Asian Studies, Dept of
- Audiology and Speech Sciences, School of
- Australian Studies, Centre for
- Autobiography, Gender and Age, Studies in
- Avian Research Centre
- AVP Academic Affairs
- AVP Academic Resources
- AVP Equity
- AVP Human Resources
- AVP Information Technology
- AVP International
- AVP Learning Services Office
- AVP Operations Office
- AVP Students
- Bamfield Marine Sciences Centre
- Biochemistry and Molecular Biology, Dept of
- Biodiversity Research Centre
- Bioinformatics, Graduate Programme in
- Biology, Graduate Program in
- Biomedical Engineering, Dept of
- Biomedical Research Centre
- Biometeorology and Soil Physics Group of UBC
- Blood Research, Centre for
- Botanical Garden and Centre for Plant Research
- Botany, Dept of
- Brain Research Centre
- Business Administration, Master of (in SSB)
- C. elegans Gene Knockout Laboratory
- Canadian Genetic Diseases Network (CGDN)
- Canadian Institute for Advanced Research
- Canadian Studies Program
- Cardiology, Division of
- Cardiovascular Research Group
- Carl Wieman Science Education Initiative (CWSEI)
- Carey Theological College
- Cellular and Physiological Sciences, Dept of
- Central, Eastern and Northern European Studies, Dept of
- Chemical and Biological Engineering, Dept of
- Chemistry, Dept of
- Child and Family Research Institute (CFRI)
- Chinese Research (CCR), Centre for
- Civil Engineering, Dept of
- Classical, Near Eastern and Religious Studies, Dept of
- Clinical Epidemiology and Evaluation, Centre for
- Commerce, Bachelor of (in SSB)
- Community and Regional Planning (SCARP), School of
- Community Development Program
- Community Child Health Research, Centre for
- Comparative Literature, Programme in
- Computer Science, Dept of
- Computing, Information and Cognitive Systems (ICICS), Institute for
- Contemporary Tibetan Studies Program
- Continuing Studies
- Corpus Christi College
- Cowan Vertebrate Museum
- Criminal Law Reform and Criminal Justice Policy, Centre for
- Critical Care Medicine, Division of
- Cross-Faculty Inquiry in Education (CCFI), Centre for
- Curriculum and Pedagogy, Dept of
- Curriculum Studies and Educational Administration and Leadership, Dept of
- Dairy Education and Research Centre
- Dentistry, Faculty of
- Dermatology and Skin Science, Dept. of
- Disease Control, Centre for
- Disease Modeling, Centre for
- Drug Research and Development
- Early Childhood Education and Research, Institute for
- Earth and Ocean Sciences, Dept. of (EOS), Dept of
- Economic and Social Policy (CCFI), Centre for
- Economics, Dept of
- Eco-Risk Research Unit
- Edgeworth Laboratory for Quantitative Educational and Behavioural Science
- Education, Faculty of
- Education, Curriculum and Instruction, Dept of
- Educational and Counselling Psychology, and Special Education (ECPS), Dept of
- Educational Leadership and Policy, Dept of
- Educational Studies (EDST), Dept of
- Educational Technology, (CET), Centre for
- Educational Technology, Dept of
- Educational Technology (MET) Program
- Electrical and Computer Engineering, Dept of
- Electrical Engineering, Dept of
- Emergency Medicine, Dept of
- Endocrinology, Division of
- Engineering Physics, Dept of
- English, Dept of
- English Language Institute (ELI)
- Entrepreneur and Venture Capital Research Centre
- Environmental Design, Undergraduate Program in
- Environmental Engineering, Dept of
- Environmental Engineering Laboratory
- Environmental Health (SOEH), School of
- European Studies, Institute of
- Executive Education
- Experimental Medicine, Division of
- Family Practice, Dept of
- Finance, Division of (in SSB)
- Fine Arts, Dept of
- First Nations House of Learning
- Fish Museum
- Fisheries Centre (FC)
- Fisheries Economic Research Unit
- Fisheries Ecosystems Restoration Research
- Food and Resource Economics Group
- Food Nutrition and Health Program
- Food Science Program
- Forest Economics and Policy Analysis Unit
- Forest Resources Management, Dept of
- Forest Sciences, Dept of
- Forestry, Faculty of
- French, Hispanic, and Italian Studies, Dept of
- Gastroenterology, Division of
- General Internal Medicine, Division of
- Genetics Graduate Program
- Geography, Dept of
- Geological Engineering, Dept of
- George J. Spencer Entomological Museum
- Geriatric Medicine, Division of
- Global Health,, Centre for
- Global Resource Systems Program
- Government and Business, (CSGB), Centre for the Study of
- Graduate Studies, Faculty of
- Green College
- Health Care and Epidemiology, Dept of
- Health Care Management (CHCM), Centre for
- Health Disciplines, College of
- Health and Environment Research (CHER), Centre for
- Health Promotion Research (IHPR), Institute of
- Health, Safety and Environment, Dept of
- Health Services and Policy Research (CHSPR), Centre for
- Health Studies
- Hearing Accessibility Research (IHEAR)
- Hematology/Bone marrow Transplant
- Hematology, Division of
- Historical Consciousness, Centre for the Study of
- History, Dept. of
- History of Medicine
- Human Early Learning Partnership (HELP)
- Human Kinetics (HKIN), School of
- Human Nutrition Program
- Human Security, Centre for
- Human Settlements, Centre for
- Infectious Diseases, Division of
- Irving K. Barber Learning Centre
- India and South Asia Research, Centre for
- Indigenous Education
- Integrated Studies in Land and Food Systems Program
- Integrated Engineering, Dept of
- Intercultural Communication (CIC), Centre for
- Intercultural Language Studies (CILS), Centre for
- Interdisciplinary Oncology Program
- Interdisciplinary Studies (CFIS), College for
- International Business Studies (CIBS), Centre for
- International Canadian Studies Centre (ICSC)
- International Collaboration On Repair Discoveries (ICORD)
- International Relations, Centre for
- International Relations (CIR), Centre for
- James Hogg iCAPTURE Centre
- Japanese Research (CJR), Centre for
- Journalism, School of
- Kluane Project
- Korean Research (CKR), Centre for
- Labour and Empirical Economic Research (CLEER), Centre for
- Land and Food Systems, Faculty of
- Landscape Architecture Program
- Language and Literacy Education (LLED), Dept of
- Law, Division of (in SSB)
- Law, Faculty of
- Learning Exchange
- Learning Technology (Distance Learning) (OLT), Office of
- Library, UBC
- Library, Archival and Information Studies (SLAIS), School of
- Life Sciences Institute (LSI)
- Linguistics, Dept of
- Liu Institute for Global Issues (LIGI)
- Macular Research, Centre for
- Malcolm Knapp Research Forest
- Management Information Systems, Division of (in SSB)
- Management in Operations Research, Master of (in SSB)
- Marine Mammal Research Unit
- Marketing, Division of (in SSB)
- Materials Engineering, Dept of
- Mathematics, Dept of
- Mechanical Engineering, Dept of
- Media and Graphics Interdisciplinary Centre (MAGIC)
- Medical Genetics, Dept of
- Medical Oncology, Division of
- Medicine, Dept. of
- Medicine, Faculty of
- Metallurgical Process Engineering (CMPE), Centre for
- Metals and Materials Engineering, Dept of
- Michael Smith Laboratory
- Microbiology and Immunology, Dept of
- Midwifery
- Mining Engineering, Keevil Institute of
- Molecular Medicine and Therapeutics, Centre for
- Morris and Helen Belkin Art Gallery
- MS/MRI Research Group
- Multidisciplinary Undergraduate Research Group (MURP)
- Multiple Sclerosis Clinical Research Group
- Museum of Anthropology (MOA)
- Music, School of
- Native Indian Teacher Education Program (NITEP)
- Nephrology, Division of
- Network of Centres and Institutes in Education
- Neurology, Division of
- Neuroscience, Graduate Program in
- Nuclear Medicine, Division of
- Nursing, School of
- Obstetrics and Gynaecology, Dept of
- Occupational and Environmental Hygiene, School of
- Occupational Science and Occupational Hygiene, Dept of
- Occupational Science and Occupational Therapy, Dept. of
- Oncology Program
- Operations and Logistics (OPLOG), Division of (in SSB)
- Operations Excellence, Centre for
- Ophthalmology and Visual Sciences, Dept of
- Oral Biological and Medical Sciences (OBMS), Dept of
- Oral Health Sciences (OHS), Dept of
- Organizational Behaviour and Human Resources, Division of (in SSB)
- Orthopaedics, Dept. of
- Pacific Affairs Program
- Pacific Institute for the Mathematical Sciences (PIMS)
- Pacific Museum of the Earth
- Pacific Parkinson's Research Centre
- Pathology and Laboratory Medicine, Dept of
- Pediatrics, Dept of
- Peter Wall Institute for Advanced Studies
- Pharmaceutical Sciences, Faculty of
- Pharmacology and Therapeutics Program
- Philosophy, Dept of
- Philosophy of Education Program
- Physical Medicine and Rehabilitation, Division of
- Physical Therapy, Dept of
- Physics and Astronomy, Dept of
- Planning and Institutional Research (PAIR)
- Planning Program
- Plant Science Program
- Policy Studies in Higher Education and Training (CHET), Centre for
- Political Science, Dept of
- Population Health Promotion Research, Centre for
- President's Office
- Prostate Research, UBC Centre for
- Psychiatry, Dept of
- Psychoeducational Research and Training Centre (CRPD)
- Psychology, Dept of
- Public Affairs
- Pulp and Paper Centre
- Quantitative Analysis and Modeling
- Radiology, Dept of
- Real Estate, Division of (in SSB)
- Regent College
- Rehabilitation Sciences, School of
- Reproductive and Developmental Sciences, Dept of
- Research on Personhood in Dementia (CRPD), Centre for
- Research Services, Office of
- Resources, the Environment and Sustainability, Institute for(IRES)
- Respiratory Medicine, Division of
- Rheumatology, Division of
- Rick Hansen Institute (RHI)
- Robotics and Intelligent Systems, Institute for (IRIS)
- Sauder School of Business (SSB)
- School Leadership Centre
- Science, Faculty of
- Sea Around Us Project
- Seahorse Project
- SFU-UBC Centre for the Study of Government and Business
- Simons Centre for Peace and Disarmament
- Skylight
- Social Work and Family Studies, School of
- Society, Culture and Politics in Education Program
- Sociology, Dept of
- Software Systems, Dept of
- Soil Science Program
- Southeast Asia Research, Centre for
- St. Johns College
- St. Marks College
- Statistics, Dept of
- Strategy and Business Economics, Division of (in SSB)
- Study of Curriculum and Instruction, Centre for
- Study of Internationalization of Curriculum Studies (CSICS), The Centre for the
- Study of Teacher Education, Centre for
- Surgery, Dept of
- Sustainable Development Research Initiative Unit (SDRI)
- Sustainable Food Systems at UBC Farm, Centre for
- Sustainability Office
- Systems Biology, Institute for (ISB)
- Teacher Education Office
- Teacher Education Program
- Teaching and Academic Growth (TAG), Centre for
- Teaching and Learning, Centre for
- Theatre, Film and Creative Writing, Dept of
- Transportation Studies, Centre for
- Tri-University Meson Facility (TRIUMF)
- UBC Engineering, Dept of
- UBC Film Production, Dept of
- UBC Laboratory of Molecular Biophysics
- UBC Press
- University Counsel, Office of
- Urban Economics and Real Estate, Centre for
- Urologic Sciences, Dept of
- Vancouver School of Theology
- Vocational Rehabilitation Counselling Program
- VP Academic and Provost
- VP Administration and Finance
- VP External, Legal and Community Relations
- VP Research
- VP Students
- Western Regional Training Centre for Health Services Research (WRTC)
- Westwater Research Unit
- Wine Research Centre
- Women's and Gender Studies, Centre for
- Wood Science, Dept of
- Zoology, Dept of
- Other UBC
- Non UBC