UBC Wiki - User contributions [en]

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2026-05-06T18:19:56Z

AmberSaundry: Updated CATs portal link

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://guides.library.ubc.ca/az/circle-electronic-theses-and-dissertations-in-creative-arts-2017 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.
<center>{{YouTube|id=x9aAeXuLXPE}}</center>

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use

2026-05-06T18:15:25Z

AmberSaundry: Updated link to CATs portal

= Theses and Dissertations at cIRcle: Discovery and Use =

== Overview ==
cIRcle provides online open access to UBC’s theses and dissertations via [https://open.library.ubc.ca/ Open Collections] (OC), which brings together locally created and managed content from UBC Library's open access repositories. See OC’s [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page for more information.

This guide aims to help users '''discover and use''' openly available theses and dissertations deposited to [https://circle.ubc.ca/ cIRcle] at UBC Library. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Exclusions|Exclusions]]''''' '''''for information about finding other graduate works at UBC Library.

See cIRcle’s [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations page] for instructions about '''submitting''' theses and dissertations to cIRcle.

[https://circle.ubc.ca/contact-us/ Contact the cIRcle Office] for assistance.
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||UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC-V) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC-O). G+PS/CoGS should be contacted for any administrative questions about UBC theses or dissertations.
|}
== Navigation, Searching, and Limiting in Open Collections ==

=== Getting Started ===
From the [https://open.library.ubc.ca/ UBC Open Collections] home page, scroll down to the Featured Collections section, and select “View Collection” on the UBC Theses and Dissertations icon.

[[File:2024 08 15 ETD Guide Navigation 01.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box.]]

[[File:2024 08 15 ETD Guide Navigation 02.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box. The “View Collection” button is visible.]]

Alternatively, you can select “Browse by Collection” from beneath the main OC search bar, and navigate to the “UBC Theses and Dissertations” collection from the [https://open.library.ubc.ca/collections?topic=All%20Collections Browse Collections] page.

This will bring you to the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, and limit your search results to items within this collection.
{| class="wikitable" style="width: 100%;"
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||'''Tip! ''' If you want to conduct a keyword search, this is the best place to start! For example, if you want to see all theses and dissertations related to climate change, type “climate change” into the search bar. From there, you can filter your results based on Program, Degree, and more. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details.
|}
=== Search for a Known Thesis/Dissertation ===
You can search for a specific thesis or dissertation by entering its title into the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection search bar. You may need to briefly scroll down the list of results if your item of-interest doesn’t appear near the top.

If you are still unable to locate the thesis, try using [https://open.library.ubc.ca/search/advanced OC’s Advanced Search]. Using one or a combination of the Creator and Title fields may produce more accurate results. For more information on building a search query in Advanced Search, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.
=== View/Browse All Theses/Dissertations ===
To view/browse all theses and dissertations, select the magnifying glass icon next to the search bar on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page. From there, you can narrow your search further (see [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details).

[[File:2024 08 15 ETD Guide View Browse 01.png|frameless|700x700px|alt=The UBC Theses and Dissertations home page featuring a search bar with a magnifying glass icon to its right. The icon is outlined in a green box.]]

To see all theses and dissertations from a given year as a list, scroll to the bottom of the collection page and select “List all theses”. From there, you can select which year you would like to view.

[[File:2024 08 15 ETD Guide View Browse 02.png|frameless|700x700px|alt=Web page entitled “Browsing 2024’s Items” that lists hyperlinked titles of theses from the year 2024. The top left corner features a drop-down list of years with the year 2024 selected, outlined with a green box.]]
=== Browse by Program and Degree ===
The [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page displays UBC Faculties, Schools, Departments, and some Divisions (units) alphabetically under their corresponding campus (UBC-V or UBC-O), along with the Programs and Degrees currently found in cIRcle’s collection.

To view theses and dissertations from a particular unit, select the number in parentheses next to the unit name. This number indicates the number of theses and dissertations cIRcle currently holds with this unit name applied.

[[File:2024 08 15 ETD Guide Browse Program Degree 01.png|frameless|532x532px|alt=A nested list of Faculties, Schools, Departments, and Divisons under the UBC-V campus heading. The number in parentheses, 601, to the right of “Anthropology, Department of,” is outlined with a green box.]]

To view theses and dissertations from programs offered by these units, select the name of the unit, which will reveal a list of programs within. Select the number in parentheses next to the program name to view the results.

[[File:2024 08 15 ETD Guide Browse Program Degree 02.png|frameless|366x366px|alt=A nested list of programs under the “Applied Science, Faculty of” heading, which is outlined in a green box. The number in parentheses to the right of “Chemical and Biological Engineering,” 937, is outlined in a green box.]]

To view theses and dissertations from degrees offered by a program, select the name of the Degree.

[[File:2024 08 15 ETD Guide Browse Program Degree 03.png|frameless|353x353px|alt=A nested list of degrees under the Civil Engineering program, including Doctor of Philosophy, Master of Applied Science, and Master of Science. Doctor of Philosophy is outlined in a green box.]]
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||'''Note''': You may notice duplication of programs throughout this list, (e.g. Nursing theses and dissertations listed under “Applied Science, Faculty of” and “Nursing, School of”). This is due to current inability to display these units hierarchically. Inclusion of all unit levels in the metadata ensures theses and dissertations can be found within and across units, as-desired.
|}
=== Filter Your Search Results ===
Once you have arrived to a search results page, you can use the filters in the left-side menu to limit/refine your results further. Limiters include:

* '''Date range''': Enter a year range into the boxes provided or select the graph and drag your cursor to select a range, and select “Apply Filter”.
** '''Tip!''' To see results from a specific year, you can repeat the year in both ends of the Date range. For example, to filter to results from 2024, enter 2024-2024 into the Date range. The filter will automatically adjust to return results from January 1, 2024 to January 1, 2025.
* '''Type:''' Captures the predominate format of an item (e.g. Text, Moving Image, Dataset).
* '''Genre:''' Captures more specific information about the type/format of an item. If your search results are limited to the UBC Theses and Dissertations collection, it will always be Thesis/Dissertation.
* '''Degree'''; '''Program''': Captures the graduate degree and program for which the thesis/dissertation was completed. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Fields Unique to UBC Theses and Dissertations|Fields Unique to UBC Theses and Dissertations]] for more information.
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||'''Note''': If you didn’t begin your search from the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, you may need to limit your search results using either the Genre (Thesis/Dissertation) or Collection (UBC Theses and Dissertations) filter.
|}
If you want to target your search further, you can use OC’s [https://open.library.ubc.ca/search/advanced Advanced Search] feature. For more information on building a search query in Advanced Search and using limiters, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.

=== Explore related items from an Item Page ===
On an OC item page for a thesis or dissertation, you’ll notice that some metadata values are hyperlinked to return other results in OC with that metadata field.

[[File:2024 08 15 ETD Guide Explore related items 01.png|frameless|912x912px|alt=Item record for a thesis entitled “structural variant calling and resolution from long reads sequencing data” by Jeremy Fan. Outlined in green are the Supervisor, Genre, Degree, Program, and Affiliation metadata fields. The text of the corresponding values is blue, indicating a clickable hyperlink.]]

This can be helpful if you are a prospective student interested in a particular program, degree, or supervisor, for example. If you select a Supervisor’s name, you will be brought to search results of all items in cIRcle that have this name applied as a Supervisor.

See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#cIRcle Thesis/Dissertation Metadata|cIRcle Thesis/Dissertation Metadata]] for more information about metadata fields.

== Usage and Licensing ==
Openly accessible theses and dissertations in cIRcle can be grouped into two broad categories, each with differing access and use properties.

=== Theses and Dissertations: 2008-present ===
Theses and dissertations are submitted electronically to cIRcle directly by the author.

The Rights section of the item page displays the [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) license] applied to the item (this is also found within the Rights metadata). You can select the CC license icon (or link in the “Rights URI” field) to be directed to the CC page that lists the use permissions and restrictions for that license, and thus that item.

[[File:2024 08 15 ETD Guide Usage Licensing 01.png|frameless|700x700px|alt=A thesis item record. There is a green box encasing the “Rights” field in the bottom right hand corner of the page.]]

For example, if the assigned Creative Commons license is [https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives (CC-BY-NC-ND)], you can cite and share the item with appropriate attribution, but cannot use the work for commercial purposes, or distribute material modified from the work.
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||'''Note''': For theses and dissertations with multiple files, this license will apply to the item as a whole (all parts of the item), unless otherwise noted within the work.
Theses and dissertations can include material that uses a separate license or permission type. If there are no alternate license statements you can apply the Creative Commons license terms described on the item’s landing page.
|}
=== Theses and Dissertations: 1919-2008 ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [http://search.library.ubc.ca/#catalogue Library’s catalogue]. Many of these items were digitized and made openly available via cIRcle from 2008-2012, with the goal of promoting open and comprehensive access in support of research purposes and private study only.

A pop-up message appears on these items with specific conditions for how they can be used: (“This item is to be used for non-commercial purposes only, such as research, private study and education. Additional conditions apply, see [https://open.library.ubc.ca/terms_of_use Terms of Use]”). It’s important to review the Rights statement on each item page as well as the Terms of Use for additional conditions.”

[[File:2024 08 15 ETD Guide Usage Licensing 02.png|frameless|700x700px|alt=A green box encasing the OC License pop-up over a thesis item record.]]

More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page.
{| class="wikitable" style="width: 100%;"
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||'''Note''': The PDF files of these theses and dissertations have been secured so that text and images may not be copied/pasted into other electronic documents.
|}
== cIRcle Thesis/Dissertation Metadata ==

=== What is metadata? ===
Metadata is the information that describes an item, such as a thesis or dissertation, that helps us find, identify, use, and share that item, as well as retrieve and pull together similar items.

For more information about metadata more generally, see [https://ubc-library-rc.github.io/intro-metadata/ Metadata Basics: Describing Research Data] (UBC Library Research Commons).

=== cIRcle metadata ===
cIRcle’s metadata practices aim to align with broader established standards, guidelines, and practices. As a result, submitted metadata may be adjusted to align accordingly. For example:

* Titles with a subtitle will include a space on either side of a colon (e.g. [http://hdl.handle.net/2429/27918 Self-regulation and co-regulation : prospects and boundaries in an online environment]).
* Titles are entered in sentence case (only the first letter of the title, proper names (people, places), and acronyms are capitalized).

In general, the way an item is described in cIRcle is reflective of the time that item was created. For example, this means that although a Faculty/Department name may change, the item’s metadata for existing items will not be updated to reflect this change.

* For example, if you wanted to browse theses and dissertations from the Law Program on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations Collection] page, you will find that these fall under two separate Affiliation values: “Law, Faculty of” (before 2015) and “Law, Peter A. Allard School of” (after early 2015).
** '''Tip''': If you wanted to search all Law Program theses and dissertations at once, across Affiliation variations, you can do so by searching “Law” in the Program field.

There are exceptions to this practice, particularly when deviation serves broader goals for inclusivity, cultural sensitivity, and harm reduction. See our publicly available [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual] for more information about cIRcle’s current metadata practices.

=== Fields Unique to UBC Theses and Dissertations ===
Theses and dissertations feature a few fields unique to this content to aid in description and make them easier to find. These include:

* '''Program:''' Captures the graduate program (e.g. Anthropology, Chemistry, Law) for which the thesis/dissertation was completed.
* '''Degree:''' Captures the degree awarded (e.g. Master of Arts – MA, Doctor of Philosphy – PhD).
* '''Supervisor:''' Captures the individual name(s) of the thesis/dissertation Supervisor/Co-supervisor(s). Additional thesis/dissertation committee members/examiners '''are not''' captured.
** '''Note''': The Supervisor field is only populated for theses/dissertations submitted beginning May 2021.
* '''Graduation date:''' Captures the graduation date of the Creator.
** '''Note''': This field is not available via [https://open.library.ubc.ca/search/advanced Open Collections’ Advanced Search].
{| class="wikitable" style="width: 100%;"
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||'''Tips!''' These fields can be useful if you’re searching for specific theses/dissertation information, attributes, or history. For example:
* Search '''Program''' if you want to see prior thesis/dissertation formatting conventions for your program.
* Search '''Supervisor''' if you want to see theses/dissertations and types of research topics supervised by a particular UBC faculty member.
|}
== Exclusions ==
Creative arts theses from 2017-present are only available via Campus-wide Login (CWL) via [https://guides.library.ubc.ca/az/circle-electronic-theses-and-dissertations-in-creative-arts-2017 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+]. This includes the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts (or combinations thereof), for the degrees of Master of Fine Arts (MFA) and Master of Music (MMus).

Use the [http://search.library.ubc.ca/#catalogue Library’s catalogue] to find physical creative arts theses prior to 2017 and physical theses/dissertations prior to 2008.

Graduate works that do not undergo review and approval by G+PS/CoGS may be found in cIRcle with variable coverage, depending on time period, department, program, etc. Explore the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection to find graduate projects, essays, reports, and capstones.

Visit the [https://guides.library.ubc.ca/theses/thesesubc Theses and Dissertations LibGuide] for guidance on finding theses and dissertations beyond cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use}}

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2026-05-06T18:14:50Z

AmberSaundry: Updated link to CATs portal

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only available to the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts''' (or combinations thereof), for the degrees of '''Master of Fine Arts (MFA) and Master of Music (MMus).'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
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||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
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||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

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| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).
See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and follow the example file name format shown directly below. The following characters can be used within a file name:

* -_abcdefghijklmnopqrstuvwxyz0123456789
* Replace any diacritic, non-Roman, or special characters with its nearest equivalent (e.g. é is replaced by e). If there is no close equivalent, replace the character with an underscore.

Example file name format:
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf
**E.g.: ubc_2025_november_louis-dreyfus_julia.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [https://guides.library.ubc.ca/az/circle-electronic-theses-and-dissertations-in-creative-arts-2017 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://guides.library.ubc.ca/az/circle-electronic-theses-and-dissertations-in-creative-arts-2017 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Documentation:Circle/SURG560 Graduate Submissions

2026-04-02T23:08:16Z

AmberSaundry: Combined & edits sections addressing cIRcle & CC Licenses

==Overview==
This guide is for [https://globalsurgery.med.ubc.ca/category/graduating-projects/ SURG 560: Global Surgical Care Field Practicum] graduating projects to be submitted to cIRcle, UBC's open access digital repository.

== Why cIRcle? ==

===What is cIRcle and why should I use it?===

cIRcle is UBC's open access digital repository. It acts as a permanent place to digitally store, access, and share research outputs created by the UBC community and its partners. Like a blog or personal website, cIRcle makes your paper or project available to the public online, however, using cIRcle has some big advantages and differences:

* Permanence - Unlike a blog or personal website, material on cIRcle is permanent. It won't be subject to site deletions, dead links, or become buried in a long archive of posts.
* Credibility - Posting material on cIRcle affiliates your work with the UBC community, and affirms that you have done quality, vetted work. Include your cIRcle link in your online portfolios or resumes to show your work to prospective employers or clients.
* Visibility - Search engines such as Google crawl cIRcle regularly, increasing the visibility of your research by making it quick and easy for others to find and access your work. cIRcle also records view and download statistics for each item in cIRcle so you can track interest in your work from around the world.

Explore previous [https://open.library.ubc.ca/search?q=series:%20%22University%20of%20British%20Columbia.%20SURG%20560%22 SURG 560 Graduating Projects] in cIRcle via UBC Library's Open Collections.

== Before You Begin==

=== What You Should Know ===
For questions about preparing your submission for deposit to cIRcle, please contact your the BGSC Program Office at global.surgery@ubc.ca.

Before you begin depositing your work to cIRcle, please review the following guiding principles:

* You cannot edit or change your submission once its deposited
* You will be asked to complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] or you can apply a [https://creativecommons.org/licenses/ Creative Commons License] and include the terms on your title page. NB: The [https://creativecommons.org/licenses/by-nc-nd/4.0/ CC-BY-NC-ND License] is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
* The SURG560 Graduate Administrator collects submissions and permissions and submits them to cIRcle for deposit.
* If there are no questions, cIRcle typically archives submissions within 7-10 business days. The SUR560 administrator will send you the persistent link to your work.

==== No Further Edits or Changes Once Uploaded ====

cIRcle is a permanent archive for UBC research and teaching materials. Once the file is uploaded to cIRcle, no further edits or revisions to the file can be made. This helps to ensure consistency for people accessing or referencing your work. Be sure to give yourself plenty of time to review your final version before you deposit. If you notice an error after your submission has been archived, the cIRcle office may add an addendum pending approval from the SURG 560 Graduate Administrator.

In some circumstances, files may be withdrawn from cIRcle in accordance with [https://circle.ubc.ca/about/policies/#policy6 cIRcle Policies section 6.b]. Please note that withdrawn items are removed from public view but not deleted. Please contact the SURG 560 Graduate Administrator if you wish to withdraw your submission from cIRcle.

==== Prior Publication ====
Certain publishers in particular disciplines may consider availability in an institutional repository to be prior publications, and/or limit their consideration of a subsequent journal article or book manuscript based on the work. If you are interested in publishing your work with a journal, research the prospective publisher’s policies on prior publication before you deposit to cIRcle. Below are listed some common questions and answers on this topic:

* What are the publisher’s policies about prior publication?
** Some publishers might consider having the work in an institutional repository to be prior publication. If this is the case for the publisher you want to work with, what conditions do they have for having your work in a repository?
* Does the publisher require an embargo for your work in cIRcle?
** In some cases, publishers will ask authors to embargo their works. Requests to embargo your work should be made with your administrators/advisors. Any embargo dates or approval should be communicated to cIRcle at the time of submission (you can add the embargo date to the description in the License and affirm the embargo has been approved).
* Will depositing in cIRcle impact my ability to publish with a journal?
** In most cases, works submitted to peer review journals tend to undergo substantial edits to the point that they become essential new works----most publishers take this into consideration when taking submissions related to graduate work published in an IR

Ultimately, you should check with your advisors and the guidelines of the publishers you are considering. They likely have insight and experience about publishers in your field.

==== cIRcle Non-exclusive Distribution License ====

You will be asked to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] agreement by the SURG 560 administrator in order to submit your work to cIRcle. Here are key points:

* This license permits cIRcle to make your work openly available and to preserve it long-term. If you are submitting on behalf of a group, be sure everyone has read and agreed to the terms of the license before you sign it.

* The cIRcle License includes a [https://creativecommons.org/share-your-work/ Creative Commons (CC) License] to let people interested in your work know how to share it and attribute it. See [[Documentation:Circle/SURG560 Graduate Submissions#Step 4: Agreeing to the cIRcle License|Step 4: Agreeing to the cIRcle License]] for more information.

===Checking Copyright===

All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. UBC has a guide to copyright for students [http://copyright.ubc.ca/guidelines-and-resources/faq/student-faq/ here] and a set of copyright guidelines including a flow chart [http://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ here.]

====Determining if your paper or project has copyrighted materials====

Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:

* Does it include any images, including stock images, that were not made by members of the group?
* Does it include images that were made by members of the group but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by group members?
* Does it include graphs that were not made by group members?
* Does it include logos or graphics of community partners?

====If your paper or project contains copyrighted materials====

If your paper or project contains copyrighted materials, you must obtain permission from the copyright holder to use them. These permissions must be included in your paper or project. You can also consult the UBC Copyright page for [http://copyright.ubc.ca/guidelines-and-resources/support-guides/image-sources/ public domain or Creative Commons] resources to use instead. You may also choose to omit the copyrighted material from your submission. The [https://copyright.ubc.ca/theses-and-dissertations/#:~:text=Your%20thesis%20must%20be%20as,a%20reasonable%20effort%20at%20contact. UBC Copyright Office] provides instructions for how to acknowledge removed sources that may be integral to your project.

====Help with Copyright====

Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, check out these resources from the [https://copyright.ubc.ca/theses-and-dissertations/?login UBC Copyright Office] tailored to theses but applicable to graduate projects.

==Preparing your project for submission to cIRcle==
To avoid delays in your submission, ensure that you have done the following:

==== Step 1: Remove personal information ====
* Remove all personal or private information from the paper or project. This includes student ID numbers, phone numbers, addresses, '''signatures,''' etc.;
* Delete annotations on the copy you're sending to cIRcle;
* Confirm you are submitting the complete, edited version. Once a project is submitted to cIRcle, it cannot be changed or updated!

==== Step 2: Create a title page for your project. ====
The following information is '''required''':
* Title of the paper or project
* Your name/name(s) of group members
* Course name, term, year and supervisor
* Include a statement that this is your graduating project: "''This project fulfills the Master of Global Surgical Care (MGSC) requirements for SURG 560 at the UBC Branch for Global Surgical Care (BGSC'')"
* If applicable, include the Creative Commons License terms you applied.
See an example of a correct title page in cIRcle: [http://hdl.handle.net/2429/77333 http://hdl.handle.net/2429/75836] You can also view all previous [https://open.library.ubc.ca/search?q=series:%20%22University%20of%20British%20Columbia.%20SURG%20560%22 SURG 560 Graduating Projects] that have been submitted in the collection.
{| class="wikitable"
|-
|style="border-right: hidden; border-width: 1px"|
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' Please follow the instructions for creating your title page closely. These elements are essential to make your paper findable via Google and other search engines. If you don't include the appropriate details on your title page, your submission may be rejected and you will be asked to resubmit your paper with the corrected title page.
|}

==== Step 3: Save your project as a PDF and name the file ====
* Save your project as a PDF File. Be sure not to add any secured permissions to the PDF as these prohibit preservation practices. See cIRlce's [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines] for more information.
* Apply the following file naming convention:
** lastname_firstinitial_et_al_coursename_term_year.pdf.
e.g. If John Smith wrote a paper SURG560 in Winter 2020, they would name their paper 'Smith_J_SURG560_Winter_2020.pdf'.

See cIRcle's [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions] guide for more examples including group projects.

====Step 4: Agreeing to the cIRcle License====

In order to submit to cIRcle, every paper's author must agree to [https://circle.ubc.ca/submissions/license-form/ cIRcle's Non-exclusive Distribution License] unless a separate Creative Commons License is applied. Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and distribute the work to the public. You retain all rights to your work. If you are submitting on behalf of a group, ensure that all members have read and agreed to the terms of the license.

'''You will be asked to complete this license when you submit your final project to your graduate administrator. Without appropriate permissions, your project cannot be archived in cIRcle.''' When submitting your cIRcle License:

# '''Include your graduate administrator's e-mail''' in the "CC to:" field.
# '''Include "MGSC SURG 560 paper"''' in the "Description of the work(s)" field.

{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' When cIRcle distributes your work, it also protects it with a Creative Commons (CC) License. The default Creative Commons License on the cIRcle License is [https://creativecommons.org/licenses/by-nc-nd/4.0/ CC-BY-NC-ND] and agreeing to this default license means:

* Non Commercial - All use of your work without your express approval must be for non-commercial purposes. (Your work cannot be used in advertisements or to help a business)
* No Derivatives - Your work may not be altered and presented in a new form (for example - a remix of a song would be a derivative of the original song)
* Attribution Required - Anyone using your work must give you proper credit for doing so

When completing the cIRcle License, you can change the terms of this CC License to make it more open, but you can't opt-out of the CC License. A full explanation of Creative Commons license options can be found [https://creativecommons.org/licenses/ here]
|}

==Submitting Your Project to cIRcle==

You graduate administrator will communicate with you regarding permission and the final copy of your project.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|100x100px|Exclamation]]
|'''Important: '''SURG 560 papers should be submitted to cIRcle by the specific April deadline date communicated by your graduate administrator.
Beyond this date, papers may be accepted until the end of August of the same year, with approval from your graduate administrator. Papers submitted after August may not be accepted for deposit to cIRcle.
|}

==== Notification, Approval, and Archiving ====

* Submit all requested materials by email to '''global.surgery@ubc.ca''' by the deadline.

* If there are problems with your submission, the SURG560 Graduate Administrator may reject it and ask you to make changes so you can resubmit. Be sure to check your email frequently to ensure you respond promptly to these requests.

* Once the Graduate Administrator approves your submission, they send it to the cIRcle Office for deposit and review.

* If everything is correct, the file is archived in cIRcle within 7-10 business days and confirmation is sent to your graduate administrator who will then forward to you your persistent link.

==After your project is uploaded to cIRcle==
After your project is uploaded to cIRcle, it is assigned a persistent URL. Entering this URL will always take you to your paper or project, and this URL will not change. This allows you to easily link to and find your paper or project in the future.

To find your project in and persistent link in cIRcle, you can search Google or Open Collections, UBC Library's repository search portal.

To search for your project in Open Collections:
# Go to [https://open.library.ubc.ca Open Collections] at [https://open.library.ubc.ca/ open.library.ubc.ca]
# Type the name of your paper into the search bar. You can also use the [https://open.library.ubc.ca/search/advanced Advanced Search] to limit your search by author name, date, course code, affiliation, etc.
# Click on the result that matches your paper to be taken to the item record
# Scroll down on the record until you find the label 'URI'. The link next to that label is your paper or project's permanent URL.

You can also view statistics that tell you how often your project has been viewed or downloaded within the last six months. To do this, scroll down to the bottom of your project's item record and click 'Usage Statistics'.

All SURG 560 graduating projects added to cIRcle are also linked to the Faculty of Medicine, Branch for Global Surgical Care site<nowiki/>https://globalsurgery.med.ubc.ca/category/graduating-projects/ or you can view them all in Open Collections [https://bit.ly/3L5faAt bit.ly/3L5faAt]

==Help==
Contact the [https://globalsurgery.med.ubc.ca/about-us/contact-us/ BGSC Global Surgery Office] for questions about depositing your paper to cIRcle.

== Congratulations! ==
You have completed your submission to cIRcle! Be sure to check out our blog posts at [https://circle.ubc.ca circle.ubc.ca] for news about the current projects, featured collections and more.

{{DEFAULTSORT:SURG560 Graduate Submissions}}
[[Category:Circle Projects]]

Documentation:Circle/SURG560 Graduate Submissions

2026-03-13T18:54:30Z

AmberSaundry: Added call-out box regarding timelines

==Overview==
This guide is for [https://globalsurgery.med.ubc.ca/category/graduating-projects/ SURG 560: Global Surgical Care Field Practicum] graduating projects to be submitted to cIRcle, UBC's open access digital repository.

== Why cIRcle? ==

===What is cIRcle and why should I use it?===

cIRcle is UBC's open access digital repository. It acts as a permanent place to digitally store, access, and share research outputs created by the UBC community and its partners. Like a blog or personal website, cIRcle makes your paper or project available to the public online, however, using cIRcle has some big advantages and differences:

* Permanence - Unlike a blog or personal website, material on cIRcle is permanent. It won't be subject to site deletions, dead links, or become buried in a long archive of posts.
* Credibility - Posting material on cIRcle affiliates your work with the UBC community, and affirms that you have done quality, vetted work. Include your cIRcle link in your online portfolios or resumes to show your work to prospective employers or clients.
* Visibility - Search engines such as Google crawl cIRcle regularly, increasing the visibility of your research by making it quick and easy for others to find and access your work. cIRcle also records view and download statistics for each item in cIRcle so you can track interest in your work from around the world.

Explore previous [https://open.library.ubc.ca/search?q=series:%20%22University%20of%20British%20Columbia.%20SURG%20560%22 SURG 560 Graduating Projects] in cIRcle via UBC Library's Open Collections.

== Before You Begin==

=== What You Should Know ===
For questions about preparing your submission for deposit to cIRcle, please contact your the BGSC Program Office at global.surgery@ubc.ca.

Before you begin depositing your work to cIRcle, please review the following guiding principles:

* You cannot edit or change your submission once its deposited
* You will be asked to complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] or you can apply a [https://creativecommons.org/licenses/ Creative Commons License] and include the terms on your title page. NB: The [https://creativecommons.org/licenses/by-nc-nd/4.0/ CC-BY-NC-ND License] is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
* The SURG560 Graduate Administrator collects submissions and permissions and submits them to cIRcle for deposit.
* If there are no questions, cIRcle typically archives submissions within 7-10 business days. The SUR560 administrator will send you the persistent link to your work.

==== No Further Edits or Changes Once Uploaded ====

cIRcle is a permanent archive for UBC research and teaching materials. Once the file is uploaded to cIRcle, no further edits or revisions to the file can be made. This helps to ensure consistency for people accessing or referencing your work. Be sure to give yourself plenty of time to review your final version before you deposit. If you notice an error after your submission has been archived, the cIRcle office may add an addendum pending approval from the SURG 560 Graduate Administrator.

In some circumstances, files may be withdrawn from cIRcle in accordance with [https://circle.ubc.ca/about/policies/#policy6 cIRcle Policies section 6.b]. Please note that withdrawn items are removed from public view but not deleted. Please contact the SURG 560 Graduate Administrator if you wish to withdraw your submission from cIRcle.

==== Prior Publication ====
Certain publishers in particular disciplines may consider availability in an institutional repository to be prior publications, and/or limit their consideration of a subsequent journal article or book manuscript based on the work. If you are interested in publishing your work with a journal, research the prospective publisher’s policies on prior publication before you deposit to cIRcle. Below are listed some common questions and answers on this topic:

* What are the publisher’s policies about prior publication?
** Some publishers might consider having the work in an institutional repository to be prior publication. If this is the case for the publisher you want to work with, what conditions do they have for having your work in a repository?
* Does the publisher require an embargo for your work in cIRcle?
** In some cases, publishers will ask authors to embargo their works. Requests to embargo your work should be made with your administrators/advisors. Any embargo dates or approval should be communicated to cIRcle at the time of submission (you can add the embargo date to the description in the License and affirm the embargo has been approved).
* Will depositing in cIRcle impact my ability to publish with a journal?
** In most cases, works submitted to peer review journals tend to undergo substantial edits to the point that they become essential new works----most publishers take this into consideration when taking submissions related to graduate work published in an IR

Ultimately, you should check with your advisors and the guidelines of the publishers you are considering. They likely have insight and experience about publishers in your field.

==== cIRcle Non-exclusive Distribution License ====

You will be asked to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] agreement by the SURG 560 administrator in order to submit your work to cIRcle. Here are key points:

* Include SURG 560 in the description on the License form
* Include your administrator's email in the CC field
* This license permits cIRcle to make your work openly available and to preserve it long-term. If you are submitting on behalf of a group, be sure everyone has read and agreed to the terms of the license before you sign it.

* The cIRcle License includes a [https://creativecommons.org/licenses/by-nc-nd/4.0/ Creative Commons CC-BY-NC-ND] to let people interested in your work know how to share it and attribute it.

{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' The default [https://creativecommons.org/share-your-work/ Creative Commons License] on the cIRcle License is CC-BY-NC-ND. This means people sharing your work must attribute it to you but they cannot adapt it or use it for commercial purposes. You can change the terms of this license to make it more open, but you can't opt-out of the CC license.
|}

===Checking Copyright===

All submissions to cIRcle must comply with copyright law. If your paper or project contains copyrighted materials, those materials must be used with proper permission. UBC has a guide to copyright for students [http://copyright.ubc.ca/guidelines-and-resources/faq/student-faq/ here] and a set of copyright guidelines including a flow chart [http://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ here.]

====Determining if your paper or project has copyrighted materials====

Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your paper or project contains copyrighted materials are:

* Does it include any images, including stock images, that were not made by members of the group?
* Does it include images that were made by members of the group but incorporate images made by others, such as edited versions of other peoples' images?
* Does it include videos that were not shot by group members?
* Does it include graphs that were not made by group members?
* Does it include logos or graphics of community partners?

====If your paper or project contains copyrighted materials====

If your paper or project contains copyrighted materials, you must obtain permission from the copyright holder to use them. These permissions must be included in your paper or project. You can also consult the UBC Copyright page for [http://copyright.ubc.ca/guidelines-and-resources/support-guides/image-sources/ public domain or Creative Commons] resources to use instead. You may also choose to omit the copyrighted material from your submission. The [https://copyright.ubc.ca/theses-and-dissertations/#:~:text=Your%20thesis%20must%20be%20as,a%20reasonable%20effort%20at%20contact. UBC Copyright Office] provides instructions for how to acknowledge removed sources that may be integral to your project.

====Help with Copyright====

Copyright can be complicated. If you aren't certain if your paper or project contains copyrighted material or how to properly use your copyrighted material, check out these resources from the [https://copyright.ubc.ca/theses-and-dissertations/?login UBC Copyright Office] tailored to theses but applicable to graduate projects.

==Preparing your project for submission to cIRcle==
To avoid delays in your submission, ensure that you have done the following:

==== Step 1: Remove personal information ====
* Remove all personal or private information from the paper or project. This includes student ID numbers, phone numbers, addresses, '''signatures,''' etc.;
* Delete annotations on the copy you're sending to cIRcle;
* Confirm you are submitting the complete, edited version. Once a project is submitted to cIRcle, it cannot be changed or updated!

==== Step 2: Create a title page for your project. ====
The following information is '''required''':
* Title of the paper or project
* Your name/name(s) of group members
* Course name, term, year and supervisor
* Include a statement that this is your graduating project: "''This project fulfills the Master of Global Surgical Care (MGSC) requirements for SURG 560 at the UBC Branch for Global Surgical Care (BGSC'')"
* If applicable, include the Creative Commons License terms you applied.
See an example of a correct title page in cIRcle: [http://hdl.handle.net/2429/77333 http://hdl.handle.net/2429/75836] You can also view all previous [https://open.library.ubc.ca/search?q=series:%20%22University%20of%20British%20Columbia.%20SURG%20560%22 SURG 560 Graduating Projects] that have been submitted in the collection.
{| class="wikitable"
|-
|style="border-right: hidden; border-width: 1px"|
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' Please follow the instructions for creating your title page closely. These elements are essential to make your paper findable via Google and other search engines. If you don't include the appropriate details on your title page, your submission may be rejected and you will be asked to resubmit your paper with the corrected title page.
|}

==== Step 3: Save your project as a PDF and name the file ====
* Save your project as a PDF File. Be sure not to add any secured permissions to the PDF as these prohibit preservation practices. See cIRlce's [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines] for more information.
* Apply the following file naming convention:
** lastname_firstinitial_et_al_coursename_term_year.pdf.
e.g. If John Smith wrote a paper SURG560 in Winter 2020, they would name their paper 'Smith_J_SURG560_Winter_2020.pdf'.

See cIRcle's [https://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions] guide for more examples including group projects.

====Step 4: Agreeing to the cIRcle License====

In order to submit to cIRcle, every paper's author must agree to [https://circle.ubc.ca/submissions/license-form/ cIRcle's Non-exclusive Distribution License] unless a separate [https://creativecommons.org/licenses/by-nc-nd/4.0/ Creative Commons License] is applied. Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and distribute the work to the public. You retain all rights to your work. If you are submitting on behalf of a group, ensure that all members have read and agreed to the terms of the license. '''You will be asked to complete this license when you submit your final project to your graduate administrator. Without appropriate permissions, your project cannot be archived in cIRcle.'''

Please note, when cIRcle distributes your work, it also protects it with a Creative Commons (CC) license. This license is you telling the public how your work can be used.

The default is [https://creativecommons.org/licenses/by-nc-nd/4.0/ CC License 4.0 BY-NC-ND], and agreeing to this default license means:
* Non Commercial - All use of your work without your express approval must be for non-commercial purposes. (Your work cannot be used in advertisements or to help a business)
* No Derivatives - Your work may not be altered and presented in a new form (for example - a remix of a song would be a derivative of the original song)
* Attribution Required - Anyone using your work must give you proper credit for doing so

You can change your paper's CC license to be less restrictive. If you are completing the cIRcle License, you will be given n the option to change the terms of the CC license. A full explanation of Creative Commons license options can be found [https://creativecommons.org/licenses/ here].

==Submitting Your Project to cIRcle==

You graduate administrator will communicate with you regarding permission and the final copy of your project.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|100x100px|Exclamation]]
|'''Important: '''SURG 560 papers should be submitted to cIRcle by the specific April deadline date communicated by your graduate administrator.
Beyond this date, papers may be accepted until the end of August of the same year, with approval from your graduate administrator. Papers submitted after August may not be accepted for deposit to cIRcle.
|}

==== Notification, Approval, and Archiving ====

* Submit all requested materials to your graduate administrator

* If there are problems with your submission, the SURG560 Graduate Administrator may reject it and ask you to make changes so you can resubmit. Be sure to check your email frequently to ensure you respond promptly to these requests.

* Once the Graduate Administrator approves your submission, they send it to the cIRcle Office for deposit and review.

* If everything is correct, the file is archived in cIRcle within 7-10 business days and confirmation is sent to your graduate administrator who will then forward to you your persistent link.

==After your project is uploaded to cIRcle==
After your project is uploaded to cIRcle, it is assigned a persistent URL. Entering this URL will always take you to your paper or project, and this URL will not change. This allows you to easily link to and find your paper or project in the future.

To find your project in and persistent link in cIRcle, you can search Google or Open Collections, UBC Library's repository search portal.

To search for your project in Open Collections:
# Go to [https://open.library.ubc.ca Open Collections] at [https://open.library.ubc.ca/ open.library.ubc.ca]
# Type the name of your paper into the search bar. You can also use the [https://open.library.ubc.ca/search/advanced Advanced Search] to limit your search by author name, date, course code, affiliation, etc.
# Click on the result that matches your paper to be taken to the item record
# Scroll down on the record until you find the label 'URI'. The link next to that label is your paper or project's permanent URL.

You can also view statistics that tell you how often your project has been viewed or downloaded within the last six months. To do this, scroll down to the bottom of your project's item record and click 'Usage Statistics'.

All SURG 560 graduating projects added to cIRcle are also linked to the Faculty of Medicine, Branch for Global Surgical Care site<nowiki/>https://globalsurgery.med.ubc.ca/category/graduating-projects/ or you can view them all in Open Collections [https://bit.ly/3L5faAt bit.ly/3L5faAt]

==Help==
Contact the [https://globalsurgery.med.ubc.ca/about-us/contact-us/ BGSC Global Surgery Office] for questions about depositing your paper to cIRcle.

== Congratulations! ==
You have completed your submission to cIRcle! Be sure to check out our blog posts at [https://circle.ubc.ca circle.ubc.ca] for news about the current projects, featured collections and more.

{{DEFAULTSORT:SURG560 Graduate Submissions}}
[[Category:Circle Projects]]

Library:Circle/File Naming Conventions

2026-01-30T16:53:15Z

AmberSaundry: Added 50 character recommendation back

= cIRcle File Naming Conventions =

== Overview ==
This document provides guidelines on the naming of '''non-thesis/dissertation files''' in cIRcle.

File naming conventions for UBC theses and dissertations may be found on the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle#Prepare_your_File(s) Submitting Theses and Dissertations to cIRcle] and [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle#Prepare_your_File(s) Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only) guides.

Please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office] if you have any questions.

==General Guidelines ==
Consistently using a file naming convention is an essential component in the long-term access and preservation of digital records. File names should be both human- and machine-readable, meaning that the people and computer software interacting with cIRcle files are able to recognize, understand, and process the file names. The naming guidelines that follow are designed to provide files with concise yet descriptive names that help ensure content can be found, used, and maintained for as long as possible.

*Use concise, descriptive, and unique file names. File names of less than 50 characters are recommended.
** File names should be as short as possible, as longer file names are more easily broken or corrupted. To keep file names short, stop words (a, an, the, if, but, so, for, etc.) should be avoided where possible.

* The following characters can be used within a file name:
** -_abcdefghijklmnopqrstuvwxyzABCDEFGHIJKLMNOPQRSTUVWXYZ0123456789
** Em dashes (—) and en dashes (–), which are commonly mistaken for hyphens, are not permitted.

*Do not use blank spaces or periods.
*Replace any diacritic, non-Roman, or special characters with its nearest equivalent (e.g. Č is replaced by C). If there is no close equivalent, replace the character with an underscore.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Avoid using diacritics, non-Roman, and special characters. These are not consistently supported across all platforms and processes, and can negatively impact how content is indexed, discovered, and/or preserved.

More information can be found from [https://www.archivematica.org/en/docs/archivematica-1.13/user-manual/transfer/change-filenames/#change-filenames File Name Changes (Archivematica)] and [https://instr.iastate.libguides.com/datashare/filenames Iowa State University’s DataShare guide].

Improving support for multi-lingual works is a key motivator for cIRcle’s ongoing and active investigations into best practices for file naming conventions in repositories.
|}

cIRcle strives to apply a consistent file naming convention. However, due to the varying current and historical submission streams and procedures undertaken in cIRcle, some variety in naming conventions may be found in the repository.

==File Naming Conventions ==
cIRcle file names are generally comprised of the following components, which are formed according to the resource, and may thus vary in their order: [[Library:Circle/File Naming Conventions#Authorship|Authorship]]; [[Library:Circle/File Naming Conventions#Title|Title]]; [[Library:Circle/File Naming Conventions#Other Identifying Information|Other identifying information]]; [[Library:Circle/File Naming Conventions#Date|Date]].

If there are other cIRcle entries with the same file name, additional identifiers to distinguish between file names may be included (e.g. fuller date, version, edition, etc.).

=== Authorship ===
Individual(s) or an agency/organization can be captured as author:

* For individual(s), use the last name followed by the first name initial only.
* If there are multiple author(s), use the last name and first initial of the first author followed by “_et_al”.
* Use capital letters for last name, first initial, and agency/organization name(s), separated using an underscore (_). Double-barreled names can be connected using a hyphen (-).

Coursework:

* Include the course code and number following the author name(s), if present.
* Do not include campus suffixes (_V/_O) in file names.

==== Example: Single Author (Individual) ====
''Author:'' Paul Tsopméné ''Title:'' Integral Calculus Workbook ''Date:'' January 21, 2024

''cIRcle file name:'' Tsopmene_P_Integral_calculus_workbook_2024.pdf

==== Example: Multiple Authors (Individuals) ====
''Author:'' Vann Chau; Kenneth J. Poskitt; Deborah E. McFadden; Tim Bowen-Roberts; Anne Synnes; Rollin Brant; Michael A. Sargent; Wendy Soulikias; Steven P. Miller ''Title:'' Effect of chorioamnionitis on brain development and injury in premature newborns ''Date:'' 2021

''cIRcle file name:'' Chau_V_et_al_Effect_chorioamnionitis_brain_2021.pdf

==== Example: Single Author (Agency/Organization) ====
''Author:'' CleanStart BC ''Title:'' May 2022 Social Impact Report ''Date:'' 2022

''cIRcle file name:'' CleanStart_May_social_impact_report_2022.pdf

==== Example: Single Author (Coursework) ====
''Author:'' Lorenz Yeung ''Title:'' Assessment of Barriers Contributing to Presentation of Breast Cancer Patients in Jamaica ''Coursework'': SURG 560 ''Year'': 2020

''cIRcle file name'': Yeung_L_SURG560_Assessment_breast_cancer_Jamaica_2020.pdf

==== Example: Multiple Authors (Coursework) ====
''Authors'': Richie Chan; Daniel Chen; Lisa Chai; Wendy Chen ''Title'': 不能喝涼水 – Don’t drink cold water ''Course code'': ACAM 320B ''Year:'' 2021

''cIRcle file name'': Chan_R_et_al_ACAM320B_Dont_drink_cold_water_2021.mp3

=== Title ===
If the title is brief, the full title can be listed (omit stop words). If the title is too long to limit the file name to 50 characters, use the first two to four significant words only.

* Capitalize only the first letter of the first word in the title.

=== Other Identifying Information ===
It may be helpful to include additional information about the resource to distinguish it, including but not limited to file type (e.g. audio, video), resource type (e.g. postprint, preprint), association/event, etc.

==== Example: Single Author (Postprint article) ====
''Authors'': Eva Oberle; Megan Zeni; Fritha Munday; Mariana Brussoni ''Title'': Support Factors and Barriers for Outdoor Learning in Elementary Schools : A Systemic Perspective ''Year:'' 2021

''cIRcle file name'': Oberle_E_et_al_Support_factors_barriers_Postprint_2021.pdf

==== Example: Multiple Authors (Podcast) ====
''Authors'': Shamoon, Deborah; Grunow, Tristan ''Title'': Dr. Deborah Shamoon (National University of Singapore) ''Year:'' 2019

''cIRcle file name'': Shamoon_D_et_al_Meiji150_Ep087_2019.mp3

=== Date ===
Add the year of item creation. In most cases, adding the year (YYYY) of item creation is sufficient.

Add a fuller date or descriptor where it is helpful to differentiate between other works with a repeat title, when a file has been revised, etc.

==== Example: Fuller Date ====
''Author'': Jean-François Roof ''Title'': Practicum report : Fall 2011 ''Date:'' Fall 2011

''cIRcle file name'': Roof_JF_Practicum_report_Fall_2011.pdf

==== Example: Recurring Event with a Fuller Date ====
''Author'': President Stephen Toope ''Title'': 2007 Fall Congregation ''Date'': November 21, 2007

''cIRcle file name'': Toope_S_President_Fall_congregation_20071121.pdf

== Multi-File Deposits ==
If the work consists of multiple files, where possible, the first file should follow the above naming conventions, with each subsequent file applying a suffix name/number to distinguish the unique properties and/or intended order of use. Though this approach may not be applicable in all cases, '''ensure each file name is unique''' and follows a similar format to the examples shown below:

* Scofield_J_et_al_Facilitator_guide_choices_perils_2025.pdf
** Scofield_J_et_al_Facilitator_guide_choices_perils_Plaintext_2025.pdf
** Scofield_J_et_al_Quick_reference_guide_choices_perils_2025.pdf

* Carter_J_et_al_Term_immune_Postprint_2025.pdf
** Carter_J_et_al_Term_immune_Supplemental_2025.pdf
** Carter_J_et_al_Term_immune_Figure1_2025.pdf
** Carter_J_et_al_Term_immune_Tables_2025.pdf

If the work was previously published and any files carry pre-existing contextual or referential information (e.g. supplementary material files from a publisher), keep the file name as close as possible to the original, while still following cIRcle naming conventions:
* Xu_W_et_al_Assessment_impact_climate_change_Postprint_2023.pdf
** Xu_W_et_al_Assessment_impact_climate_change_supplementary_materials.pdf
** Xu_W_et_al_9_Appendix_S5_cor_clm54.csv
** Xu_W_et_al_10_Appendix_S6_cor_clm10.csv
** Xu_W_et_al_4_Appendix_S4_correlation_top_10_clm_sol.csv
[[Category:Circle|File Naming Conventions]]
__FORCETOC__

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2026-01-29T16:38:40Z

AmberSaundry: Updated Faculty of Forestry name

== Overview ==
This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

== Jump to... Highest Affiliations ==
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry & Environmental Stewardship, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

== Highest Affiliation, Affiliation(s), and Program Hierarchy ==
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program (including all themes within) at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.

* Interdisciplinary Studies - Community Engagement, Social Change, and Equity
* Interdisciplinary Studies - Digital Arts and Humanities
* Interdisciplinary Studies - Global Studies
* Interdisciplinary Studies - Indigenous Knowledges
* Interdisciplinary Studies - Individualized
* Interdisciplinary Studies - Power, Conflict and Ideas
* Interdisciplinary Studies - Sustainability
* Interdisciplinary Studies - Urban and Regional Studies
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Visual Arts
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology - Clinical Psychology
|-
|
|
|Psychology - Psychological Sciences
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | English and Cultural Studies, Department of (Okanagan)
|-
|
| colspan="2" |Languages and World Literatures, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Languages Education
|-
| || || Teaching English as a Second Language
|-
| colspan="3" | Forestry & Environmental Stewardship, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
|
|
|Nursing - Concentration in Indigenous Health and Wellbeing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth and Environmental Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Library:Circle/Submitting Theses and Dissertations to cIRcle

2026-01-23T16:33:09Z

AmberSaundry: Removed uppercase letters in file naming characters

= Submitting Theses and Dissertations to cIRcle=
== Overview==
The following guide will lead you through submission of your thesis/dissertation to cIRcle. The process for submitting and approving theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library, upon which you will receive the persistent URL for your thesis/dissertation. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

==1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).
See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login ==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection''.'''''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations (ETDs) 2008+"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login ==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission ==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations (ETDs) 2008+'''" collection.

[[File:CIRcle 06 ETD Select Collection.png|alt=Select Electronic Theses and Dissertations ETDs 2008+ as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

*'''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item ===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 ETD Describe 1.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the Title field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 ETD Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

* For UBC-V students it will be May or November.

*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===
====Prepare your File(s)====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

* Ensure each file you submit is no larger than 2GB.
* Ensure your PDF file(s) are not secured (password-protected).
* Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and follow the example file name format shown below. The following characters can be used within a file name:

* -_abcdefghijklmnopqrstuvwxyz0123456789

* Replace any diacritic, non-Roman, or special characters with its nearest equivalent (e.g. é is replaced by e). If there is no close equivalent, replace the character with an underscore.

Example file name format:
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf
**E.g.: ubc_2025_november_louis-dreyfus_julia.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

* If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 ETD Upload files.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files".''' Repeat the upload file steps for the correct file(s), in the preferred order.
If your thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}
Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 ETD Submission review.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Select a Creative Commons License===
Your thesis/dissertation will be licensed for use under a [https://creativecommons.org/about/cclicenses/ Creative Commons (CC) license], which indicates how others can share, use, and/or adapt your work.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|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, visit the [http://creativecommons.org/licenses/ Creative Commons website].
|}

If you do not wish to modify the default [http://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivs (CC BY-NC-ND)] Creative Commons License, do not make any changes to the selections. To modify the Creative Commons License permissions, select the desired radio buttons provided.

[[File:CIRcle 11 ETD License terms.png|alt=Creative Commons License page showing the default License selected with option buttons.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion ==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
* Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation. You’ll be able to view your thesis/dissertation online (unless you’ve requested an embargo) and it’ll be assigned a [https://researchdata.library.ubc.ca/plan/get-dois/ digital object identifier (DOI)] that can be used to share and cite your work.

'''Congratulations!''' Your work can now be viewed around the world and will be preserved for future generations in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Theses and Dissertations to cIRcle}}

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2026-01-23T16:32:52Z

AmberSaundry: Removed uppercase letters in file naming characters

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only available to the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts''' (or combinations thereof), for the degrees of '''Master of Fine Arts (MFA) and Master of Music (MMus).'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).
See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and follow the example file name format shown directly below. The following characters can be used within a file name:

* -_abcdefghijklmnopqrstuvwxyz0123456789
* Replace any diacritic, non-Roman, or special characters with its nearest equivalent (e.g. é is replaced by e). If there is no close equivalent, replace the character with an underscore.

Example file name format:
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf
**E.g.: ubc_2025_november_louis-dreyfus_julia.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [http://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Documentation:Circle/Submitting UBC SHARE Projects to cIRcle

2025-12-02T20:08:07Z

AmberSaundry: Expansion to steps for student project preparation

== Overview ==
This guide is designed to guide UBC students and instructors in '''cIRcle deposit''' of outputs developed as part of the Teaching and Learning Enhancement Fund (TLEF) project: [https://tlef.ubc.ca/funded-proposals/entry/957 Learning Research, Learning Reciprocity: Student Community Engagement with the Making Research Accessible Initiative] (also known as the UBC SHARE Project).

It outlines the Winter 2025 Term 2 (January-April 2026) workflow for deposit of student projects (primarily infographics and videos) to cIRcle. UBC students and instructors submit required components directly to the cIRcle Office.

Each student project will also be added to the [https://dtesresearchaccess.ubc.ca/ Downtown Eastside Research Access Portal (DTES RAP)], which helps people find research and community materials about Vancouver’s Downtown Eastside. It brings together reports, articles, and other resources that are available on the web, so they can be discovered in one place.

For questions about deposit to cIRcle or any information found within this guide, please [http://circle.ubc.ca/contact-us contact the cIRcle Office].

== What is cIRcle? ==
[http://circle.ubc.ca/ cIRcle] is UBC's open access digital repository. It acts as a permanent place to digitally store, access, and share research outputs created by the UBC community and its partners. Its aim is to make this content available to anyone, anywhere in the world, and to preserve it for future generations. You can [https://circle.ubc.ca/about/ read more about cIRcle].

There are many benefits to using cIRcle such as:

* Affiliating your work with UBC, and affirming that it is quality, vetted work.
* Providing free and permanent access to your work, with web links that will never break.
* Helping others discover your content, as search engines such as Google crawl cIRcle regularly. cIRcle also records view and download statistics for each item, so you can track interest in and usage of your work from around the world.

== Before You Begin ==

=== Copyright ===
All submissions to cIRcle must comply with Canadian copyright law. Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your project contains copyrighted materials are:

* Does it include images (including graphs or stock images) that were not made by members of the group?
* Does it include images that were made by members of the group but incorporate images made by others (such as edited versions of other peoples' images)?
* Does it include videos that were not recorded by group members?
* Does it include logos or graphics of community partners?

If your project contains copyrighted materials, prior to submission to cIRcle, you must obtain permission from the copyright holder to use them. You can also use [http://copyright.ubc.ca/guidelines-and-resources/support-guides/image-sources/ public domain or Creative Commons] materials instead, or choose to [https://copyright.ubc.ca/theses-and-dissertations/#:~:text=Your%20thesis%20must%20be%20as,a%20reasonable%20effort%20at%20contact omit the copyrighted material] from your submission.

For more help, see [http://copyright.ubc.ca/guidelines-and-resources/faq/student-faq/ UBC Copyright’s guide for students].

=== Licensing ===
As part of your submission, you will be asked to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] (cIRcle License). Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and distribute the work to the public.

The cIRcle License outlines a few key agreements between the person signing the License and UBC:

* If you have copyright, you keep it. You do not give copyright to cIRcle or UBC.
* If you are submitting a License for your group’s project, you have ensured that all members have read and agreed to the terms of the cIRcle License.
* You have obtained any necessary permission, rights, or consent needed to make this content openly available online via cIRcle.
* You will apply a [https://creativecommons.org/licenses/ Creative Commons License] (CC License) to tell others how your work can be shared and used.
** The [https://creativecommons.org/licenses/by-nc-nd/4.0/ Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International (CC-BY-NC-ND) License] is the default CC License for cIRcle deposit, and the most conservative. It allows people to share your work with attribution (credit), but they cannot edit or adapt your work without your permission, and cannot use your content for commercial use.
*** You are given the option to change the terms of the CC License to be less restrictive. You can read more about [https://creativecommons.org/licenses/ Creative Commons license options] to help guide your decision in CC License selection.

=== Long-term Access and Preservation ===
Depositing in an institutional repository such as cIRcle is different from sharing your work on a personal website or commercial platform.

cIRcle is a permanent archive for UBC research and teaching materials. Once content is uploaded to cIRcle, no further edits or revisions to the file can be made. Be sure to give yourself plenty of time to review and confirm the final version of your project file before you deposit to cIRcle.

Withdrawal requests are considered on a case-by-case basis. Specific reasons for withdrawal are outlined in the [https://circle.ubc.ca/about/policies/#policy6 cIRcle Policies section 6.b]. Where possible and appropriate, you should consult with your instructor and/or co-creators prior to submitting your withdrawal request to cIRcle.

== cIRcle Submission Process ==
The cIRcle deposit process requires steps to be completed by each student project group and the course instructor.

=== For Students ===

==== Project Preparation ====
To avoid delays in your submission, ensure that you have reviewed and performed the following steps:

Remove personal information

* Ensure no personal or private information (such as student ID numbers, phone numbers, addresses, etc.) is included in the final project file.

Ensure all important and identifying information about the project is found on/within the final project file.

* This provides context, consistency, and authority to the work (and ensures the works can be accurately cited).
* Ensure the following information is visible on the final file, '''at-minimum''':
** Title
** Creator name(s)
** Citation to original research article
** UBC SHARE Project Disclaimer (adapted accordingly):
*** "This [under]graduate student work is a product of the UBC SHARE Project and is a collaboration between the Making Research Accessible Initiative (MRAi), researchers, [UBC Instructor Name] and [UBC Course Code] students at UBC. This student's work has been reviewed by the lead author of the original item. Revisions provided by the lead author have been incorporated into the student work with support from the UBC Learning Exchange and members of the MRAi. The reader should bear in mind that this is a student research project/report and is not an official document of UBC. This work was created [Month, Year]."
** The applicable Creative Commons License icon. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Licensing|Licensing]] for more information.

Confirm the complete, final version of your project file.

* Ensure you are submitting the final version reviewed and graded by your instructor.
* Ensure you have gotten permission for or removed any copyrighted materials. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Copyright|Copyright]] for more information.
* The version that is submitted to cIRcle is intended to be preserved long-term. cIRcle generally doesn’t support file swaps or changes after submission. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Long-term Access and Preservation|Long-term Access and Preservation]] for more information.
* Ensure alignment with [http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines,] which outline preferred and acceptable file formats, as well as maximum file sizes.
** For UBC SHARE Projects deposited to cIRcle, only '''PDF and video files''' should be submitted; any other file formats require consultation with the cIRcle Office in-advance.
** As outlined here, PDFs should be saved as '''high quality,''' '''unsecured''' PDFs with '''recognized text'''.

==== Project Submission ====
One student from each group completes the online cIRcle [https://circle.ubc.ca/submissions/submit-content/circle-content-proposal-form/circle-item-submission-form '''Item Submission Form''']. This allows you to provide cIRcle with information about the submission and complete the cIRcle License.

* Only one Form per project is required (i.e. one student creator from each project can do it on the group’s behalf).
* As part of this Form, you will complete the cIRcle License and select which Creative Commons License will be applied to your work. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Licensing|Licensing]] for more information.
* '''Note:''' If your file is under 20MB, you will also upload your final project file here. If your file is larger than 20MB, you will still complete this Form, but you will need to subsequently contact the cIRcle Office for file transfer via e-mail or SharePoint.

=== For Instructors ===

==== Project Selection ====
Only a selected subset of all produced course projects will be deposited to cIRcle.

* Each instructor should confirm the list of student projects that have been selected from each class for deposit to cIRcle.
* For UBC SHARE Project deposits to cIRcle, only '''PDF and video files''' should be submitted; any other file formats require consultation with the cIRcle Office in-advance.

==== Project Review and Approval ====
Each instructor is responsible for sponsoring the deposit of selected student projects from their class. Each project identified for deposit to cIRcle should be reviewed and approved by an instructor prior to students submitting to cIRcle. Instructors are the primary contact for the cIRcle Office for consultation, should any future requests for item revision/withdrawal be received.

Each instructor completes the online cIRcle '''[https://circle.ubc.ca/submissions/submit-content/undergraduate/submission-approval-form/ Student Submission Approval Form]'''. This grants instructor approval for student deposit to cIRcle, captures the course code, and provides cIRcle with a list of all selected student projects.

* Only one Form per class is required (i.e. all student projects from that class are included).
* To assist with submission identification, '''please note that the submission is in support of the UBC SHARE Project'''.

== Review, Deposit, and Notification ==
The cIRcle Office directly corresponds with the instructors and/or students if there are any questions about their submitted Forms.

Upon receipt of all required components, the cIRcle Office proceeds to deposit the project to cIRcle on the students’ behalf.

* After your project is uploaded to cIRcle, it is assigned a persistent URL that will not change. This allows you to easily link to and find your project in the future.
* To find your project in cIRcle, you can search [https://open.library.ubc.ca/ Open Collections], which brings together locally created and managed content from the University of British Columbia Library's open access repositories.
** You can view statistics that tell you how often your project has been viewed or downloaded from cIRcle. To do this, scroll down to the bottom of your project's item record and click 'Usage Statistics'.

Each student project will subsequently be added to the DTES RAP. Students and instructors will be notified by the UBC SHARE Project once their projects are available in cIRcle and the DTES RAP.

== Congratulations! ==
You have completed your submission to cIRcle and the DTES RAP!

If you have further questions about cIRcle, the general [https://circle.ubc.ca/about/faq/ cIRcle FAQ] is a great place to get answers to common questions. You can also [http://circle.ubc.ca/contact-us contact the cIRcle Office] for further assistance.
{{DEFAULTSORT:Submitting UBC SHARE Projects to cIRcle}}
[[Category:Circle Projects]]

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2025-11-11T00:04:59Z

AmberSaundry: Numerous changes to reflect current state

== Overview ==
This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

== Jump to... Highest Affiliations ==
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

== Highest Affiliation, Affiliation(s), and Program Hierarchy ==
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program (including all themes within) at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.

* Interdisciplinary Studies - Community Engagement, Social Change, and Equity
* Interdisciplinary Studies - Digital Arts and Humanities
* Interdisciplinary Studies - Global Studies
* Interdisciplinary Studies - Indigenous Knowledges
* Interdisciplinary Studies - Individualized
* Interdisciplinary Studies - Power, Conflict and Ideas
* Interdisciplinary Studies - Sustainability
* Interdisciplinary Studies - Urban and Regional Studies
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Visual Arts
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology - Clinical Psychology
|-
|
|
|Psychology - Psychological Sciences
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | English and Cultural Studies, Department of (Okanagan)
|-
|
| colspan="2" |Languages and World Literatures, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Languages Education
|-
| || || Teaching English as a Second Language
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
|
|
|Nursing - Concentration in Indigenous Health and Wellbeing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth and Environmental Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Documentation:Circle/Submitting UBC SHARE Projects to cIRcle

2025-11-07T19:36:35Z

AmberSaundry: Minor formatting throughout

== Overview ==
This guide is designed to guide UBC students and instructors in '''cIRcle deposit''' of outputs developed as part of the Teaching and Learning Enhancement Fund (TLEF) project: [https://tlef.ubc.ca/funded-proposals/entry/957 Learning Research, Learning Reciprocity: Student Community Engagement with the Making Research Accessible Initiative] (also known as the UBC SHARE Project).

It outlines the Winter 2025 Term 2 (January-April 2026) workflow for deposit of student projects (primarily infographics and videos) to cIRcle. UBC students and instructors submit required components directly to the cIRcle Office.

Each student project will also be added to the [https://dtesresearchaccess.ubc.ca/ Downtown Eastside Research Access Portal (DTES RAP)], which helps people find research and community materials about Vancouver’s Downtown Eastside. It brings together reports, articles, and other resources that are available on the web, so they can be discovered in one place.

For questions about deposit to cIRcle or any information found within this guide, please [http://circle.ubc.ca/contact-us contact the cIRcle Office].

== What is cIRcle? ==
[http://circle.ubc.ca/ cIRcle] is UBC's open access digital repository. It acts as a permanent place to digitally store, access, and share research outputs created by the UBC community and its partners. Its aim is to make this content available to anyone, anywhere in the world, and to preserve it for future generations. You can [https://circle.ubc.ca/about/ read more about cIRcle].

There are many benefits to using cIRcle such as:

* Affiliating your work with UBC, and affirming that it is quality, vetted work.
* Providing free and permanent access to your work, with web links that will never break.
* Helping others discover your content, as search engines such as Google crawl cIRcle regularly. cIRcle also records view and download statistics for each item, so you can track interest in and usage of your work from around the world.

== Before You Begin ==

=== Copyright ===
All submissions to cIRcle must comply with Canadian copyright law. Generally speaking, any material which was not created by you or your group may be under copyright. Some questions you should ask yourself to determine if your project contains copyrighted materials are:

* Does it include images (including graphs or stock images) that were not made by members of the group?
* Does it include images that were made by members of the group but incorporate images made by others (such as edited versions of other peoples' images)?
* Does it include videos that were not recorded by group members?
* Does it include logos or graphics of community partners?

If your project contains copyrighted materials, prior to submission to cIRcle, you must obtain permission from the copyright holder to use them. You can also use [http://copyright.ubc.ca/guidelines-and-resources/support-guides/image-sources/ public domain or Creative Commons] materials instead, or choose to [https://copyright.ubc.ca/theses-and-dissertations/#:~:text=Your%20thesis%20must%20be%20as,a%20reasonable%20effort%20at%20contact omit the copyrighted material] from your submission.

For more help, see [http://copyright.ubc.ca/guidelines-and-resources/faq/student-faq/ UBC Copyright’s guide for students].

=== Licensing ===
As part of your submission, you will be asked to complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] (cIRcle License). Agreeing to this license means cIRcle can host your work, make back-up or preservation copies of it, and distribute the work to the public.

The cIRcle License outlines a few key agreements between the person signing the License and UBC:

* If you have copyright, you keep it. You do not give copyright to cIRcle or UBC.
* If you are submitting a License for your group’s project, you have ensured that all members have read and agreed to the terms of the cIRcle License.
* You have obtained any necessary permission, rights, or consent needed to make this content openly available online via cIRcle.
* You will apply a [https://creativecommons.org/licenses/ Creative Commons License] (CC License) to tell others how your work can be shared and used.
** The [https://creativecommons.org/licenses/by-nc-nd/4.0/ Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International (CC-BY-NC-ND) License] is the default CC License for cIRcle deposit, and the most conservative. It allows people to share your work with attribution (credit), but they cannot edit or adapt your work without your permission, and cannot use your content for commercial use.
*** You are given the option to change the terms of the CC License to be less restrictive. You can read more about [https://creativecommons.org/licenses/ Creative Commons license options] to help guide your decision in CC License selection.

=== Long-term Access and Preservation ===
Depositing in an institutional repository such as cIRcle is different from sharing your work on a personal website or commercial platform.

cIRcle is a permanent archive for UBC research and teaching materials. Once content is uploaded to cIRcle, no further edits or revisions to the file can be made. Be sure to give yourself plenty of time to review and confirm the final version of your project file before you deposit to cIRcle.

Withdrawal requests are considered on a case-by-case basis. Specific reasons for withdrawal are outlined in the [https://circle.ubc.ca/about/policies/#policy6 cIRcle Policies section 6.b]. Where possible and appropriate, you should consult with your instructor and/or co-creators prior to submitting your withdrawal request to cIRcle.

== cIRcle Submission Process ==
The cIRcle deposit process requires steps to be completed by each student project group and the course instructor.

=== For Students ===

==== Project Preparation ====
To avoid delays in your submission, ensure that you have reviewed and performed the following steps:

Remove personal information

* Ensure no personal or private information (such as student ID numbers, phone numbers, addresses, etc.) is included in the final project file.

Ensure all important and identifying information about the project is found on/within the final project file.

* This provides context, consistency, and authority to the work (and ensures the works can be accurately cited).
* Ensure the following information is visible on the final file, '''at-minimum''':
** Title
** Creator name(s)
** Date of creation
** [TBC: Citation to original research article]
** [TBC: Course code]
** [TBC: UBC SHARE Project Disclaimer]

Confirm the complete, final version of your project file.

* Ensure you are submitting the final version reviewed and graded by your instructor.
* Ensure you have gotten permission for or removed any copyrighted materials. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Copyright|Copyright]] for more information.
* The version that is submitted to cIRcle is intended to be preserved long-term. cIRcle generally doesn’t support file swaps or changes after submission. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Long-term Access and Preservation|Long-term Access and Preservation]] for more information.
* Ensure alignment with [http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines,] which outline preferred and acceptable file formats, as well as maximum file sizes.
** For UBC SHARE Projects deposited to cIRcle, only '''PDF and video files''' should be submitted; any other file formats require consultation with the cIRcle Office in-advance.
** As outlined here, PDFs should be saved as '''high quality,''' '''unsecured''' PDFs with '''recognized text'''.

==== Project Submission ====
One student from each group completes the online cIRcle [https://circle.ubc.ca/submissions/submit-content/circle-content-proposal-form/circle-item-submission-form '''Item Submission Form''']. This allows you to provide cIRcle with information about the submission and complete the cIRcle License.

* Only one Form per project is required (i.e. one student creator from each project can do it on the group’s behalf).
* As part of this Form, you will complete the cIRcle License and select which Creative Commons License will be applied to your work. See [[Documentation:Circle/Submitting UBC SHARE Projects to cIRcle#Licensing|Licensing]] for more information.
* '''Note:''' If your file is under 20MB, you will also upload your final project file here. If your file is larger than 20MB, you will still complete this Form, but you will need to subsequently contact the cIRcle Office for file transfer via e-mail or SharePoint.

=== For Instructors ===

==== Project Selection ====
Only a selected subset of all produced course projects will be deposited to cIRcle.

* Each instructor should confirm the list of student projects that have been selected from each class for deposit to cIRcle.
* For UBC SHARE Project deposits to cIRcle, only '''PDF and video files''' should be submitted; any other file formats require consultation with the cIRcle Office in-advance.

==== Project Review and Approval ====
Each instructor is responsible for sponsoring the deposit of selected student projects from their class. Each project identified for deposit to cIRcle should be reviewed and approved by an instructor prior to students submitting to cIRcle. Instructors are the primary contact for the cIRcle Office for consultation, should any future requests for item revision/withdrawal be received.

Each instructor completes the online cIRcle '''[https://circle.ubc.ca/submissions/submit-content/undergraduate/submission-approval-form/ Student Submission Approval Form]'''. This grants instructor approval for student deposit to cIRcle, captures the course code, and provides cIRcle with a list of all selected student projects.

* Only one Form per class is required (i.e. all student projects from that class are included).
* To assist with submission identification, '''please note that the submission is in support of the UBC SHARE Project'''.

== Review, Deposit, and Notification ==
The cIRcle Office directly corresponds with the instructors and/or students if there are any questions about their submitted Forms.

Upon receipt of all required components, the cIRcle Office proceeds to deposit the project to cIRcle on the students’ behalf.

* After your project is uploaded to cIRcle, it is assigned a persistent URL that will not change. This allows you to easily link to and find your project in the future.
* To find your project in cIRcle, you can search [https://open.library.ubc.ca/ Open Collections], which brings together locally created and managed content from the University of British Columbia Library's open access repositories.
** You can view statistics that tell you how often your project has been viewed or downloaded from cIRcle. To do this, scroll down to the bottom of your project's item record and click 'Usage Statistics'.

Each student project will subsequently be added to the DTES RAP. Students and instructors will be notified by the UBC SHARE Project once their projects are available in cIRcle and the DTES RAP.

== Congratulations! ==
You have completed your submission to cIRcle and the DTES RAP!

If you have further questions about cIRcle, the general [https://circle.ubc.ca/about/faq/ cIRcle FAQ] is a great place to get answers to common questions. You can also [http://circle.ubc.ca/contact-us contact the cIRcle Office] for further assistance.
{{DEFAULTSORT:Submitting UBC SHARE Projects to cIRcle}}
[[Category:Circle Projects]]

Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use

2025-10-24T19:13:45Z

AmberSaundry:

= Theses and Dissertations at cIRcle: Discovery and Use =

== Overview ==
cIRcle provides online open access to UBC’s theses and dissertations via [https://open.library.ubc.ca/ Open Collections] (OC), which brings together locally created and managed content from UBC Library's open access repositories. See OC’s [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page for more information.

This guide aims to help users '''discover and use''' openly available theses and dissertations deposited to [https://circle.ubc.ca/ cIRcle] at UBC Library. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Exclusions|Exclusions]]''''' '''''for information about finding other graduate works at UBC Library.

See cIRcle’s [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations page] for instructions about '''submitting''' theses and dissertations to cIRcle.

[https://circle.ubc.ca/contact-us/ Contact the cIRcle Office] for assistance.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC-V) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC-O). G+PS/CoGS should be contacted for any administrative questions about UBC theses or dissertations.
|}
== Navigation, Searching, and Limiting in Open Collections ==

=== Getting Started ===
From the [https://open.library.ubc.ca/ UBC Open Collections] home page, scroll down to the Featured Collections section, and select “View Collection” on the UBC Theses and Dissertations icon.

[[File:2024 08 15 ETD Guide Navigation 01.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box.]]

[[File:2024 08 15 ETD Guide Navigation 02.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box. The “View Collection” button is visible.]]

Alternatively, you can select “Browse by Collection” from beneath the main OC search bar, and navigate to the “UBC Theses and Dissertations” collection from the [https://open.library.ubc.ca/collections?topic=All%20Collections Browse Collections] page.

This will bring you to the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, and limit your search results to items within this collection.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tip! ''' If you want to conduct a keyword search, this is the best place to start! For example, if you want to see all theses and dissertations related to climate change, type “climate change” into the search bar. From there, you can filter your results based on Program, Degree, and more. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details.
|}
=== Search for a Known Thesis/Dissertation ===
You can search for a specific thesis or dissertation by entering its title into the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection search bar. You may need to briefly scroll down the list of results if your item of-interest doesn’t appear near the top.

If you are still unable to locate the thesis, try using [https://open.library.ubc.ca/search/advanced OC’s Advanced Search]. Using one or a combination of the Creator and Title fields may produce more accurate results. For more information on building a search query in Advanced Search, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.
=== View/Browse All Theses/Dissertations ===
To view/browse all theses and dissertations, select the magnifying glass icon next to the search bar on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page. From there, you can narrow your search further (see [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details).

[[File:2024 08 15 ETD Guide View Browse 01.png|frameless|700x700px|alt=The UBC Theses and Dissertations home page featuring a search bar with a magnifying glass icon to its right. The icon is outlined in a green box.]]

To see all theses and dissertations from a given year as a list, scroll to the bottom of the collection page and select “List all theses”. From there, you can select which year you would like to view.

[[File:2024 08 15 ETD Guide View Browse 02.png|frameless|700x700px|alt=Web page entitled “Browsing 2024’s Items” that lists hyperlinked titles of theses from the year 2024. The top left corner features a drop-down list of years with the year 2024 selected, outlined with a green box.]]
=== Browse by Program and Degree ===
The [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page displays UBC Faculties, Schools, Departments, and some Divisions (units) alphabetically under their corresponding campus (UBC-V or UBC-O), along with the Programs and Degrees currently found in cIRcle’s collection.

To view theses and dissertations from a particular unit, select the number in parentheses next to the unit name. This number indicates the number of theses and dissertations cIRcle currently holds with this unit name applied.

[[File:2024 08 15 ETD Guide Browse Program Degree 01.png|frameless|532x532px|alt=A nested list of Faculties, Schools, Departments, and Divisons under the UBC-V campus heading. The number in parentheses, 601, to the right of “Anthropology, Department of,” is outlined with a green box.]]

To view theses and dissertations from programs offered by these units, select the name of the unit, which will reveal a list of programs within. Select the number in parentheses next to the program name to view the results.

[[File:2024 08 15 ETD Guide Browse Program Degree 02.png|frameless|366x366px|alt=A nested list of programs under the “Applied Science, Faculty of” heading, which is outlined in a green box. The number in parentheses to the right of “Chemical and Biological Engineering,” 937, is outlined in a green box.]]

To view theses and dissertations from degrees offered by a program, select the name of the Degree.

[[File:2024 08 15 ETD Guide Browse Program Degree 03.png|frameless|353x353px|alt=A nested list of degrees under the Civil Engineering program, including Doctor of Philosophy, Master of Applied Science, and Master of Science. Doctor of Philosophy is outlined in a green box.]]
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': You may notice duplication of programs throughout this list, (e.g. Nursing theses and dissertations listed under “Applied Science, Faculty of” and “Nursing, School of”). This is due to current inability to display these units hierarchically. Inclusion of all unit levels in the metadata ensures theses and dissertations can be found within and across units, as-desired.
|}
=== Filter Your Search Results ===
Once you have arrived to a search results page, you can use the filters in the left-side menu to limit/refine your results further. Limiters include:

* '''Date range''': Enter a year range into the boxes provided or select the graph and drag your cursor to select a range, and select “Apply Filter”.
** '''Tip!''' To see results from a specific year, you can repeat the year in both ends of the Date range. For example, to filter to results from 2024, enter 2024-2024 into the Date range. The filter will automatically adjust to return results from January 1, 2024 to January 1, 2025.
* '''Type:''' Captures the predominate format of an item (e.g. Text, Moving Image, Dataset).
* '''Genre:''' Captures more specific information about the type/format of an item. If your search results are limited to the UBC Theses and Dissertations collection, it will always be Thesis/Dissertation.
* '''Degree'''; '''Program''': Captures the graduate degree and program for which the thesis/dissertation was completed. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Fields Unique to UBC Theses and Dissertations|Fields Unique to UBC Theses and Dissertations]] for more information.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': If you didn’t begin your search from the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, you may need to limit your search results using either the Genre (Thesis/Dissertation) or Collection (UBC Theses and Dissertations) filter.
|}
If you want to target your search further, you can use OC’s [https://open.library.ubc.ca/search/advanced Advanced Search] feature. For more information on building a search query in Advanced Search and using limiters, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.

=== Explore related items from an Item Page ===
On an OC item page for a thesis or dissertation, you’ll notice that some metadata values are hyperlinked to return other results in OC with that metadata field.

[[File:2024 08 15 ETD Guide Explore related items 01.png|frameless|912x912px|alt=Item record for a thesis entitled “structural variant calling and resolution from long reads sequencing data” by Jeremy Fan. Outlined in green are the Supervisor, Genre, Degree, Program, and Affiliation metadata fields. The text of the corresponding values is blue, indicating a clickable hyperlink.]]

This can be helpful if you are a prospective student interested in a particular program, degree, or supervisor, for example. If you select a Supervisor’s name, you will be brought to search results of all items in cIRcle that have this name applied as a Supervisor.

See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#cIRcle Thesis/Dissertation Metadata|cIRcle Thesis/Dissertation Metadata]] for more information about metadata fields.

== Usage and Licensing ==
Openly accessible theses and dissertations in cIRcle can be grouped into two broad categories, each with differing access and use properties.

=== Theses and Dissertations: 2008-present ===
Theses and dissertations are submitted electronically to cIRcle directly by the author.

The Rights section of the item page displays the [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) license] applied to the item (this is also found within the Rights metadata). You can select the CC license icon (or link in the “Rights URI” field) to be directed to the CC page that lists the use permissions and restrictions for that license, and thus that item.

[[File:2024 08 15 ETD Guide Usage Licensing 01.png|frameless|700x700px|alt=A thesis item record. There is a green box encasing the “Rights” field in the bottom right hand corner of the page.]]

For example, if the assigned Creative Commons license is [https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives (CC-BY-NC-ND)], you can cite and share the item with appropriate attribution, but cannot use the work for commercial purposes, or distribute material modified from the work.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': For theses and dissertations with multiple files, this license will apply to the item as a whole (all parts of the item), unless otherwise noted within the work.
Theses and dissertations can include material that uses a separate license or permission type. If there are no alternate license statements you can apply the Creative Commons license terms described on the item’s landing page.
|}
=== Theses and Dissertations: 1919-2008 ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [http://search.library.ubc.ca/#catalogue Library’s catalogue]. Many of these items were digitized and made openly available via cIRcle from 2008-2012, with the goal of promoting open and comprehensive access in support of research purposes and private study only.

A pop-up message appears on these items with specific conditions for how they can be used: (“This item is to be used for non-commercial purposes only, such as research, private study and education. Additional conditions apply, see [https://open.library.ubc.ca/terms_of_use Terms of Use]”). It’s important to review the Rights statement on each item page as well as the Terms of Use for additional conditions.”

[[File:2024 08 15 ETD Guide Usage Licensing 02.png|frameless|700x700px|alt=A green box encasing the OC License pop-up over a thesis item record.]]

More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Note''': The PDF files of these theses and dissertations have been secured so that text and images may not be copied/pasted into other electronic documents.
|}
== cIRcle Thesis/Dissertation Metadata ==

=== What is metadata? ===
Metadata is the information that describes an item, such as a thesis or dissertation, that helps us find, identify, use, and share that item, as well as retrieve and pull together similar items.

For more information about metadata more generally, see [https://ubc-library-rc.github.io/intro-metadata/ Metadata Basics: Describing Research Data] (UBC Library Research Commons).

=== cIRcle metadata ===
cIRcle’s metadata practices aim to align with broader established standards, guidelines, and practices. As a result, submitted metadata may be adjusted to align accordingly. For example:

* Titles with a subtitle will include a space on either side of a colon (e.g. [http://hdl.handle.net/2429/27918 Self-regulation and co-regulation : prospects and boundaries in an online environment]).
* Titles are entered in sentence case (only the first letter of the title, proper names (people, places), and acronyms are capitalized).

In general, the way an item is described in cIRcle is reflective of the time that item was created. For example, this means that although a Faculty/Department name may change, the item’s metadata for existing items will not be updated to reflect this change.

* For example, if you wanted to browse theses and dissertations from the Law Program on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations Collection] page, you will find that these fall under two separate Affiliation values: “Law, Faculty of” (before 2015) and “Law, Peter A. Allard School of” (after early 2015).
** '''Tip''': If you wanted to search all Law Program theses and dissertations at once, across Affiliation variations, you can do so by searching “Law” in the Program field.

There are exceptions to this practice, particularly when deviation serves broader goals for inclusivity, cultural sensitivity, and harm reduction. See our publicly available [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual] for more information about cIRcle’s current metadata practices.

=== Fields Unique to UBC Theses and Dissertations ===
Theses and dissertations feature a few fields unique to this content to aid in description and make them easier to find. These include:

* '''Program:''' Captures the graduate program (e.g. Anthropology, Chemistry, Law) for which the thesis/dissertation was completed.
* '''Degree:''' Captures the degree awarded (e.g. Master of Arts – MA, Doctor of Philosphy – PhD).
* '''Supervisor:''' Captures the individual name(s) of the thesis/dissertation Supervisor/Co-supervisor(s). Additional thesis/dissertation committee members/examiners '''are not''' captured.
** '''Note''': The Supervisor field is only populated for theses/dissertations submitted beginning May 2021.
* '''Graduation date:''' Captures the graduation date of the Creator.
** '''Note''': This field is not available via [https://open.library.ubc.ca/search/advanced Open Collections’ Advanced Search].
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tips!''' These fields can be useful if you’re searching for specific theses/dissertation information, attributes, or history. For example:
* Search '''Program''' if you want to see prior thesis/dissertation formatting conventions for your program.
* Search '''Supervisor''' if you want to see theses/dissertations and types of research topics supervised by a particular UBC faculty member.
|}
== Exclusions ==
Creative arts theses from 2017-present are only available via Campus-wide Login (CWL) via [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+]. This includes the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts (or combinations thereof), for the degrees of Master of Fine Arts (MFA) and Master of Music (MMus).

Use the [http://search.library.ubc.ca/#catalogue Library’s catalogue] to find physical creative arts theses prior to 2017 and physical theses/dissertations prior to 2008.

Graduate works that do not undergo review and approval by G+PS/CoGS may be found in cIRcle with variable coverage, depending on time period, department, program, etc. Explore the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection to find graduate projects, essays, reports, and capstones.

Visit the [https://guides.library.ubc.ca/theses/thesesubc Theses and Dissertations LibGuide] for guidance on finding theses and dissertations beyond cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use}}

Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use

2025-10-23T16:07:07Z

AmberSaundry: Addition of sentence case standard to ETD titles

= Theses and Dissertations at cIRcle: Discovery and Use =

== Overview ==
cIRcle provides online open access to UBC’s theses and dissertations via [https://open.library.ubc.ca/ Open Collections] (OC), which brings together locally created and managed content from UBC Library's open access repositories. See OC’s [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page for more information.

This guide aims to help users '''discover and use''' openly available theses and dissertations deposited to [https://circle.ubc.ca/ cIRcle] at UBC Library. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Exclusions|Exclusions]]''''' '''''for information about finding other graduate works at UBC Library.

See cIRcle’s [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations page] for instructions about '''submitting''' theses and dissertations to cIRcle.

[https://circle.ubc.ca/contact-us/ Contact the cIRcle Office] for assistance.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC-V) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC-O). G+PS/CoGS should be contacted for any administrative questions about UBC theses or dissertations.
|}
== Navigation, Searching, and Limiting in Open Collections ==

=== Getting Started ===
From the [https://open.library.ubc.ca/ UBC Open Collections] home page, scroll down to the Featured Collections section, and select “View Collection” on the UBC Theses and Dissertations icon.

[[File:2024 08 15 ETD Guide Navigation 01.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box.]]

[[File:2024 08 15 ETD Guide Navigation 02.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box. The “View Collection” button is visible.]]

Alternatively, you can select “Browse by Collection” from beneath the main OC search bar, and navigate to the “UBC Theses and Dissertations” collection from the [https://open.library.ubc.ca/collections?topic=All%20Collections Browse Collections] page.

This will bring you to the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, and limit your search results to items within this collection.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tip! ''' If you want to conduct a keyword search, this is the best place to start! For example, if you want to see all theses and dissertations related to climate change, type “climate change” into the search bar. From there, you can filter your results based on Program, Degree, and more. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details.
|}
=== Search for a Known Thesis/Dissertation ===
You can search for a specific thesis or dissertation by entering its title into the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection search bar. You may need to briefly scroll down the list of results if your item of-interest doesn’t appear near the top.

If you are still unable to locate the thesis, try using [https://open.library.ubc.ca/search/advanced OC’s Advanced Search]. Using one or a combination of the Creator and Title fields may produce more accurate results. For more information on building a search query in Advanced Search, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.
=== View/Browse All Theses/Dissertations ===
To view/browse all theses and dissertations, select the magnifying glass icon next to the search bar on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page. From there, you can narrow your search further (see [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details).

[[File:2024 08 15 ETD Guide View Browse 01.png|frameless|700x700px|alt=The UBC Theses and Dissertations home page featuring a search bar with a magnifying glass icon to its right. The icon is outlined in a green box.]]

To see all theses and dissertations from a given year as a list, scroll to the bottom of the collection page and select “List all theses”. From there, you can select which year you would like to view.

[[File:2024 08 15 ETD Guide View Browse 02.png|frameless|700x700px|alt=Web page entitled “Browsing 2024’s Items” that lists hyperlinked titles of theses from the year 2024. The top left corner features a drop-down list of years with the year 2024 selected, outlined with a green box.]]
=== Browse by Program and Degree ===
The [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page displays UBC Faculties, Schools, Departments, and some Divisions (units) alphabetically under their corresponding campus (UBC-V or UBC-O), along with the Programs and Degrees currently found in cIRcle’s collection.

To view theses and dissertations from a particular unit, select the number in parentheses next to the unit name. This number indicates the number of theses and dissertations cIRcle currently holds with this unit name applied.

[[File:2024 08 15 ETD Guide Browse Program Degree 01.png|frameless|532x532px|alt=A nested list of Faculties, Schools, Departments, and Divisons under the UBC-V campus heading. The number in parentheses, 601, to the right of “Anthropology, Department of,” is outlined with a green box.]]

To view theses and dissertations from programs offered by these units, select the name of the unit, which will reveal a list of programs within. Select the number in parentheses next to the program name to view the results.

[[File:2024 08 15 ETD Guide Browse Program Degree 02.png|frameless|366x366px|alt=A nested list of programs under the “Applied Science, Faculty of” heading, which is outlined in a green box. The number in parentheses to the right of “Chemical and Biological Engineering,” 937, is outlined in a green box.]]

To view theses and dissertations from degrees offered by a program, select the name of the Degree.

[[File:2024 08 15 ETD Guide Browse Program Degree 03.png|frameless|353x353px|alt=A nested list of degrees under the Civil Engineering program, including Doctor of Philosophy, Master of Applied Science, and Master of Science. Doctor of Philosophy is outlined in a green box.]]
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': You may notice duplication of programs throughout this list, (e.g. Nursing theses and dissertations listed under “Applied Science, Faculty of” and “Nursing, School of”). This is due to current inability to display these units hierarchically. Inclusion of all unit levels in the metadata ensures theses and dissertations can be found within and across units, as-desired.
|}
=== Filter Your Search Results ===
Once you have arrived to a search results page, you can use the filters in the left-side menu to limit/refine your results further. Limiters include:

* '''Date range''': Enter a year range into the boxes provided or select the graph and drag your cursor to select a range, and select “Apply Filter”.
** '''Tip!''' To see results from a specific year, you can repeat the year in both ends of the Date range. For example, to filter to results from 2024, enter 2024-2024 into the Date range. The filter will automatically adjust to return results from January 1, 2024 to January 1, 2025.
* '''Type:''' Captures the predominate format of an item (e.g. Text, Moving Image, Dataset).
* '''Genre:''' Captures more specific information about the type/format of an item. If your search results are limited to the UBC Theses and Dissertations collection, it will always be Thesis/Dissertation.
* '''Degree'''; '''Program''': Captures the graduate degree and program for which the thesis/dissertation was completed. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Fields Unique to UBC Theses and Dissertations|Fields Unique to UBC Theses and Dissertations]] for more information.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': If you didn’t begin your search from the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, you may need to limit your search results using either the Genre (Thesis/Dissertation) or Collection (UBC Theses and Dissertations) filter.
|}
If you want to target your search further, you can use OC’s [https://open.library.ubc.ca/search/advanced Advanced Search] feature. For more information on building a search query in Advanced Search and using limiters, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.

=== Explore related items from an Item Page ===
On an OC item page for a thesis or dissertation, you’ll notice that some metadata values are hyperlinked to return other results in OC with that metadata field.

[[File:2024 08 15 ETD Guide Explore related items 01.png|frameless|912x912px|alt=Item record for a thesis entitled “structural variant calling and resolution from long reads sequencing data” by Jeremy Fan. Outlined in green are the Supervisor, Genre, Degree, Program, and Affiliation metadata fields. The text of the corresponding values is blue, indicating a clickable hyperlink.]]

This can be helpful if you are a prospective student interested in a particular program, degree, or supervisor, for example. If you select a Supervisor’s name, you will be brought to search results of all items in cIRcle that have this name applied as a Supervisor.

See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#cIRcle Thesis/Dissertation Metadata|cIRcle Thesis/Dissertation Metadata]] for more information about metadata fields.

== Usage and Licensing ==
Openly accessible theses and dissertations in cIRcle can be grouped into two broad categories, each with differing access and use properties.

=== Theses and Dissertations: 2008-present ===
Theses and dissertations are submitted electronically to cIRcle directly by the author.

The Rights section of the item page displays the [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) license] applied to the item (this is also found within the Rights metadata). You can select the CC license icon (or link in the “Rights URI” field) to be directed to the CC page that lists the use permissions and restrictions for that license, and thus that item.

[[File:2024 08 15 ETD Guide Usage Licensing 01.png|frameless|700x700px|alt=A thesis item record. There is a green box encasing the “Rights” field in the bottom right hand corner of the page.]]

For example, if the assigned Creative Commons license is [https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives (CC-BY-NC-ND)], you can cite and share the item with appropriate attribution, but cannot use the work for commercial purposes, or distribute material modified from the work.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': For theses and dissertations with multiple files, this license will apply to the item as a whole (all parts of the item), unless otherwise noted within the work.
Theses and dissertations can include material that uses a separate license or permission type. If there are no alternate license statements you can apply the Creative Commons license terms described on the item’s landing page.
|}
=== Theses and Dissertations: 1919-2008 ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [http://search.library.ubc.ca/#catalogue Library’s catalogue]. Many of these items were digitized and made openly available via cIRcle from 2008-2012, with the goal of promoting open and comprehensive access in support of research purposes and private study only.

A pop-up message appears on these items with specific conditions for how they can be used: (“This item is to be used for non-commercial purposes only, such as research, private study and education. Additional conditions apply, see [https://open.library.ubc.ca/terms_of_use Terms of Use]”). It’s important to review the Rights statement on each item page as well as the Terms of Use for additional conditions.”

[[File:2024 08 15 ETD Guide Usage Licensing 02.png|frameless|700x700px|alt=A green box encasing the OC License pop-up over a thesis item record.]]

More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Note''': The PDF files of these theses and dissertations have been secured so that text and images may not be copied/pasted into other electronic documents.
|}
== cIRcle Thesis/Dissertation Metadata ==

=== What is metadata? ===
Metadata is the information that describes an item, such as a thesis or dissertation, that helps us find, identify, use, and share that item, as well as retrieve and pull together similar items.

For more information about metadata more generally, see [https://ubc-library-rc.github.io/intro-metadata/ Metadata Basics: Describing Research Data] (UBC Library Research Commons).

=== cIRcle metadata ===
cIRcle’s metadata practices aim to align with broader standards, guidelines, and practices. As a result, submitted metadata may be adjusted when there’s an opportunity to make a description more consistent or accurate. For example:

* Titles with a subtitle will include a space on either side of a colon (e.g. [http://hdl.handle.net/2429/27918 Self-regulation and co-regulation : prospects and boundaries in an online environment]).
* Titles are entered in sentence case (only the first letter of the title, proper names (people, places), and acronyms are capitalized).

In general, the way an item is described in cIRcle is reflective of the time that item was created. For example, this means that although a Faculty/Department name may change, the item’s metadata for existing items will not be updated to reflect this change.

* For example, if you wanted to browse theses and dissertations from the Law Program on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations Collection] page, you will find that these fall under two separate Affiliation values: “Law, Faculty of” (before 2015) and “Law, Peter A. Allard School of” (after early 2015).
** '''Tip''': If you wanted to search all Law Program theses and dissertations at once, across Affiliation variations, you can do so by searching “Law” in the Program field.

There are exceptions to this practice, particularly when deviation serves broader goals for inclusivity, cultural sensitivity, and harm reduction. See our publicly available [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual] for more information about cIRcle’s current metadata practices.

=== Fields Unique to UBC Theses and Dissertations ===
Theses and dissertations feature a few fields unique to this content to aid in description and make them easier to find. These include:

* '''Program:''' Captures the graduate program (e.g. Anthropology, Chemistry, Law) for which the thesis/dissertation was completed.
* '''Degree:''' Captures the degree awarded (e.g. Master of Arts – MA, Doctor of Philosphy – PhD).
* '''Supervisor:''' Captures the individual name(s) of the thesis/dissertation Supervisor/Co-supervisor(s). Additional thesis/dissertation committee members/examiners '''are not''' captured.
** '''Note''': The Supervisor field is only populated for theses/dissertations submitted beginning May 2021.
* '''Graduation date:''' Captures the graduation date of the Creator.
** '''Note''': This field is not available via [https://open.library.ubc.ca/search/advanced Open Collections’ Advanced Search].
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tips!''' These fields can be useful if you’re searching for specific theses/dissertation information, attributes, or history. For example:
* Search '''Program''' if you want to see prior thesis/dissertation formatting conventions for your program.
* Search '''Supervisor''' if you want to see theses/dissertations and types of research topics supervised by a particular UBC faculty member.
|}
== Exclusions ==
Creative arts theses from 2017-present are only available via Campus-wide Login (CWL) via [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+]. This includes the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts (or combinations thereof), for the degrees of Master of Fine Arts (MFA) and Master of Music (MMus).

Use the [http://search.library.ubc.ca/#catalogue Library’s catalogue] to find physical creative arts theses prior to 2017 and physical theses/dissertations prior to 2008.

Graduate works that do not undergo review and approval by G+PS/CoGS may be found in cIRcle with variable coverage, depending on time period, department, program, etc. Explore the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection to find graduate projects, essays, reports, and capstones.

Visit the [https://guides.library.ubc.ca/theses/thesesubc Theses and Dissertations LibGuide] for guidance on finding theses and dissertations beyond cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use}}

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2025-09-19T20:13:28Z

AmberSaundry: Added UBC-O Interdisciplinary Studies themes

== Overview ==
This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

== Jump to... Highest Affiliations ==
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#heal|Health Disciplines, College of]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

== Highest Affiliation, Affiliation(s), and Program Hierarchy ==
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program (including all themes within) at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.

* Interdisciplinary Studies - Community Engagement, Social Change, and Equity
* Interdisciplinary Studies - Digital Arts and Humanities
* Interdisciplinary Studies - Global Studies
* Interdisciplinary Studies - Indigenous Knowledges
* Interdisciplinary Studies - Individualized
* Interdisciplinary Studies - Power, Conflict and Ideas
* Interdisciplinary Studies - Sustainability
* Interdisciplinary Studies - Urban and Regional Studies
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Visual Arts
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology - Clinical Psychology
|-
|
|
|Psychology - Psychological Sciences
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Law and Business Communications, Division of
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | Critical Studies, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Language Education
|-
| || || Teaching English as a Second Language
|-
| || colspan="2" | Teacher Education
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
|
|
|Nursing - Concentration in Indigenous Health and Wellbeing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Health Disciplines, College of
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth, Environmental and Geographic Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

File:CIRcle Metadata Manual 2025-06-23.pdf

2025-08-29T15:56:33Z

AmberSaundry: AmberSaundry uploaded a new version of File:CIRcle Metadata Manual 2025-06-23.pdf

=={{int:filedesc}}==
{{Information
|description={{en|1=cIRcle Metadata Manual 2025-06-23}}
|date=2025-06-23
|source=cIRcle, University of British Columbia Library
|author=cIRcle, University of British Columbia Library
|permission=
|other versions=
}}

=={{int:license-header}}==
{{cc-by-nc-sa-4.0}}

[[Category:Circle]]

Library:Circle/Circle Office Projects

2025-08-21T17:56:19Z

AmberSaundry: Re-ordered CR projects

The following is a snapshot of select projects undertaken by the cIRcle Office in outreach, metadata enhancements, discovery and access initiatives, and preservation workflows.

Projects supported by Work Learn students at cIRcle feature prominently as their efforts make valuable contributions to advancing knowledge about best practices for item discoverability and research dissemination.

Visit our [https://circle.ubc.ca/submissions/ Submissions] page to deposit your work or [https://circle.ubc.ca/contact-us/ Contact Us] to ask questions, report a problem, or suggest new projects.

==Outreach ==
'''Electronic Thesis And Dissertations (ETD) Supervisor Recruitment'''

The ETD Supervisor Recruitment project aims to aims to deposit research articles authored by faculty supervisors of recent theses and dissertations at UBC Vancouver. This work leverages recent cIRcle metadata initiatives to include supervisor metadata in ETD item records and to perform name authority on faculty names to enhance discovery.

Read more about this initiative: [https://circle.ubc.ca/2024/04/30/wrapping-up-for-the-term/ Wrapping Up for the Term]

'''Paper Pledge for the Planet: cIRcle Campaign'''

UBC faculty, researchers, and postdoctoral students are invited to join the [https://coar-repositories.org/what-we-do/paper-pledge-for-the-planet/ Paper Pledge for the Planet] global campaign. The goal is to provide permanent, open access to climate change research articles via institutional repositories like [https://circle.ubc.ca cIRcle.]

Outreach for this campaign concluded in June 2025 but you can deposit climate research articles at any time. Visit our [https://circle.ubc.ca/submissions/ Submissions] page for details on adding your work to cIRcle.

Read more about the campaign: [https://circle.ubc.ca/2025/03/11/paper-pledge-for-the-planet/ Paper Pledge for the Planet] .

'''COVID-19 Research Content Recruitment'''

The cIRcle COVID-19 Research Content Recruitment project aimed to provide permanent open access to UBC-authored COVID-19 research that might otherwise have remained inaccessible to the public. Between June 2020 and October 2024, this project resulted in nearly 150 research articles being made openly available via cIRcle. The project concluded in December 2024.

Read more about this initiative: [https://circle.ubc.ca/2023/04/11/circle-covid-19-research-recruitment-project/ The cIRcle COVID-19 Research Content Recruitment Project]

== Project Partners==
cIRcle works in collaboration with UBC academic units, Library branches, and other groups within the UBC community to build our digital collections. cIRcle provides a permanent, openly accessible home for thousands of peer-reviewed articles and non-traditional research outputs, making it a valuable resource for interdisciplinary research and inquiry.

Learn more about who's contributing to cIRcle with our project partner highlights: [https://wiki.ubc.ca/Library:Circle/Project_Partners cIRcle Project Partners]
==Metadata Enhancements==
'''Language field standard: ISO 639-2 to 639-3'''

cIRcle currently uses [https://www.loc.gov/standards/iso639-2/php/code_list.php ISO 639-2] 3-letter codes in the Language metadata field. In late 2024, the cIRcle Office began exploring a potential shift to [https://iso639-3.sil.org/code_tables/639/data ISO 639-3] 3-letter codes, considering current best practices, recommendations, resources, and effects on interoperability. In 2025, cIRcle began planning for implementation of this change, taking into account both new deposits and remediation (or retroactive application) to existing records. This initiative aims to expand cIRcle’s ability to apply accurate, granular, and fulsome language codes that are representative of the diverse outputs deposited to cIRcle.

'''Retroactive population of Electronic Theses & Dissertations (ETD) Supervisor metadata'''

As of May 2021, the names of Co/Supervisors are captured in cIRcle’s electronic thesis and dissertation (ETD) metadata, providing helpful discovery and access points and further connecting these valuable university outputs. In 2024, cIRcle began efforts to retroactively populate this field for approximately 4,600 records submitted to cIRcle prior to field implementation. Initial work for this project has been completed, which involved collaboration with Library Staff across units to retrieve identified items and record Co/Supervisor names. cIRcle is now exploring work to ensure names are captured in a consistent form, followed by population into the cIRcle record metadata.

'''Electronic Theses & Dissertations (ETD) Subject Headings Analysis'''

In 2021, cIRcle undertook an analysis of subject headings of electronic theses and dissertations (ETDs) to identify the extent of Subject Keywords containing outdated, inappropriate, or problematic terminology as it pertains to Indigenous peoples, communities, and cultures. The initial phase of the project addressed ETDs created prior to 2008 (known at UBC as Retrospective ETDs) and was completed in 2022. Phase two of the project addressed the remainder of affected ETDs created after 2008 and was completed in Summer 2023.

Read more about this project: [https://circle.ubc.ca/2023/10/17/inclusive-metadata-legacy-subject-keywords-in-theses-dissertations-at-circle/ Inclusive Metadata: Legacy Subject Keywords in Theses & Dissertations at cIRcle]

'''Author Name Management'''

In 2021, cIRcle investigated author name management practices for the UBC Faculty collection, with the goal of disambiguating and reconciling name variants found within the collection. Initial explorations into sustainable workflows included the use of OpenRefine for data cleaning, Library of Congress (LC) Name Authorities and UBC departmental pages for author identification, and Google Sheets for collaborative identification of author names needing disambiguating and/or reconciling. This work is an on-going project for cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2023/07/18/whats-in-a-name-author-name-management-in-circle/ Author Name Management in cIRcle]

== Technical and Web Enhancements ==
'''Website Accessibility Audit'''

In 2022, cIRcle conducted an informal audit of cIRcle's WordPress-hosted website following guidance from the Web Content Accessibility Guidelines (WCAG) 2.1 and using various evaluation tools, including the WAVE Web Accessibility Evaluation Tool. This website audit was intended to identify areas for improvement of web accessibility across the cIRcle website, both general recommendations on best practices for web accessibility and page-level evaluations with specific actionable improvements. The initial audit for this project was completed in March 2022 and recommendations were implemented between June 2022 and March 2023.

Read more about this initiative: [https://circle.ubc.ca/2023/03/28/accessibility-review/ Accessibility Review]

[[Category:Circle Website]]

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2025-08-01T20:33:06Z

AmberSaundry: Added new UBC-O programs

== Overview ==
This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

== Jump to... Highest Affiliations ==
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#heal|Health Disciplines, College of]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

== Highest Affiliation, Affiliation(s), and Program Hierarchy ==
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program (including all themes within) at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Visual Arts
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology - Clinical Psychology
|-
|
|
|Psychology - Psychological Sciences
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Law and Business Communications, Division of
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | Critical Studies, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Language Education
|-
| || || Teaching English as a Second Language
|-
| || colspan="2" | Teacher Education
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
|
|
|Nursing - Concentration in Indigenous Health and Wellbeing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Health Disciplines, College of
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth, Environmental and Geographic Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Library:Circle/FAQ

2025-07-10T20:14:18Z

AmberSaundry: Added ETD OA/embargo resource

== Using cIRcle ==

=== How do I find content in cIRcle? ===
cIRcle uses full-text searching and metadata standards to ensure content is easy to find via [https://open.library.ubc.ca Open Collections], UBC's multi-repository discovery platform, as well as search engines such as Google and Google Scholar. Read our tips for using the [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Open Collections Advanced Search] options to refine your search results.

=== How do I cite an item that I have found in cIRcle? ===
Cite the published version, if available, according to the standard used by your discipline. In your citation, include the URL of the work in the repository (and the date of access, if specified by the standard). Note that the page numbering of the cIRcle version may not correspond to the page numbering in the published version.

Example: Baumbusch, J., Lamden-Bennett, S. R., & Lloyd, J. E. V. (2020, November 30). The Impact of COVID-19 on British Columbia’s Children with Medical Complexity and their Families [R]. doi:http://dx.doi.org/10.14288/1.0395118.

For items accessed in Open Collections, you can use the citation generator underneath the DOI on the right-hand side of the item page at the bottom of the item page to create references according to major citation style manuals.

=== Does cIRcle have a privacy policy? ===
Privacy Notification: Your personal information (in the form of the IP addresses of the computers you use to access cIRcle) is collected under the authority of section 26(e) of the Freedom of Information and Protection of Privacy Act (FIPPA). This information is used solely to track usage statistics for the purposes of evaluating the geographical reach of UBC research made openly accessible via cIRcle. Questions about the collection of this information may be directed to the [https://circle.ubc.ca/contact-us/ cIRcle Office].

Submissions to cIRcle must be the '''final clean cop'''y of the submission. The file should not contain any annotations, comments, handwritten notes, or private information such as '''signatures''' or '''student numbers'''. Submissions containing private information may be rejected or the information redacted by cIRcle Staff. For additional information about privacy, visit the [https://privacymatters.ubc.ca/content/personal-information Privacy Matters @ UBC] website or view the Office of the University Counsel [https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ Privacy Fact Sheets].

=== How do I download a PDF from cIRcle? ===
Use the download button located to the right of the title on the item you are interested in. If you are unable to download the file, please review the following suggestions:
* Clear your web browser history (cache) and try again
* Check the PDF viewer settings for your browser
* Revert to [https://helpx.adobe.com/acrobat/kb/pdf-browser-plugin-configuration.html Adobe PDF plug-in]
Please note that some versions of Chrome may not be compatible with files saved with Fast Web View. If you experience issues viewing cIRcle files while using Chrome, please download the file.

If none of the above suggestions work, please [https://circle.ubc.ca/contact-us/ contact us] for assistance.

=== Why isn't my video/audio file streaming? ===
Video and audio files will stream 24 hours after they have been uploaded. If your video or audio file won't stream after this time period has passed, please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

=== How do I create a cIRcle login? ===
If you have been asked to deposit your own submission or otherwise require a cIRcle login, start at the cIRcle homepage at: [https://circle.ubc.ca/ circle.ubc.ca]

Click on the “Register” hyperlink in the “Registration” box

Enter your email address. (NB: The email address will be verified and used as your login name.)

You will receive an automatic email message referring you to a specified URL to complete the registration process.

Please note that cIRcle deposits most non-thesis submissions on behalf of the UBC Community. Consult our [https://circle.ubc.ca/submissions/ Submissions] page for more information on how to deposit to cIRcle.

=== Can cIRcle provide contact information for authors? ===
cIRcle does not maintain a database of contact information for copyright owners of material that has been uploaded. If the material is authored by a UBC instructor or researcher, please contact them directly or contact their department or unit for possible contact information.

For theses and dissertations, UBC is not permitted to provide you with a student’s contact information due to privacy laws. In such cases, we advise you to contact the UBC Alumni office since they may be able to contact UBC graduates on your behalf.

=== How can I use material in cIRcle? ===
Materials added to cIRcle prior to '''March 7, 2014''' cannot be copied to a publicly available or private database without first seeking permission from the copyright owner. You may, however, provide a link to the materials in your database.

The use permissions for materials added to cIRcle on or after March 7, 2014 vary by license type. Authors retain moral authority over their work(s), and thus their works must be properly attributed and cited when used by other parties. Specifically: authors, titles and full bibliographic details must be quoted, the hyperlink and/or URL must be given for the original metadata page (the page that provides descriptive data about your materials) and the content cannot be altered in any way.

To check license permissions for an item, view the “Rights” field in a cIRcle record. You can additionally click on the link in the “Rights URI” field. This link will redirect you to the Creative Commons webpage that lists the use permission and restrictions for that item.

== Licensing & Permissions ==

=== What if I don’t own copyright of my work or a portion of my work? ===
In order to use works or parts of works for which you do not own the copyright, you must first identify, contact, and receive permission from the legal copyright owner. “Using” includes embedding others' works into your own work (e.g. including a digital image in your PowerPoint presentation, an illustration or an audio file on your course webpage, etc.) and displaying, distributing and/or reproducing them in some way.

You need to obtain any necessary permissions prior to depositing your work into cIRcle. Your publisher has these same requirements prior to publishing your work.

For more information on receiving permissions to use someone else’s work, see [https://copyright.ubc.ca/basics-faq/?login#1.16_How_do_I_lawfully_use_someone_else's_work? How do I lawfully use someone else's work?] in the UBC Copyright FAQ. For further guidance on obtaining permissions, see the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

Permissions may also be necessary if you are attempting to use your own work and no longer retain the copyright. Authors sometimes sign away copyright of their work, or a certain version of their work, during the publishing process. If you are unsure about what version of your own work you may use, please see our [https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Author's Guide to Self-Archiving].

=== What is the cIRcle Non-Exclusive Distribution License? ===
The [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] grants cIRcle permission to make your work openly available in perpetuity and to preserve the materials for long-term access via processes such as migrating to new file formats as needed and appropriate. The cIRcle License must be completed by a copyright holder of the work being deposited and must accompany each item you wish to deposit.

For works with multiple creators, one copyright holder can complete the License on behalf of a group. By completing the license, the content provider is stating that:
* They own the copyright to the work being submitted (including any images, charts, etc. that appear in the work) or have received permissions to deposit the work
* They have informed all co-creators that they are depositing the materials and all co-creators have agreed to the cIRcle License
* They are granting permission for cIRcle to make the material openly available in perpetuity
Please note, a person who does not hold copyright cannot complete a license on behalf of a copyright owner. If you are a Research or Administrative Assistant, for example, you cannot complete the License on behalf of a faculty author; you must ensure the copyright holder is the one completing the cIRcle License.

When completing the cIRcle License, Creative Commons terms are also applied. Please see ‘3.4 What are the Creative Commons options in the cIRcle License?’ for more information. A [https://wiki.ubc.ca/Library:CIRcle_License_Version_History history of cIRcle License Versions] provides more detail on the use of Creative Commons in the license agreement as well as other changes to the license over time.

=== What are the Creative Commons options in the cIRcle License? ===
In order to make material deposited in cIRcle open access, a Creative Commons terms are applied as part of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]. Creative Commons Licenses allow authors to stipulate how others can share, remix, or reuse their work.

Unless otherwise altered, the cIRcle license will permit you and others to read, download, copy, search, print, distribute and/or link to the works you submit to cIRcle with a given license. Authors who are submitting work to cIRcle can apply or remove use restrictions for their work by selecting different license conditions. These conditions stipulate whether is it permissible to use submitted content for commercial use and if the work can be modified. The condition options for each stipulation are as follows:

'''Allow commercial uses of your work?'''
* ''No'' – users '''cannot''' copy, distribute, display and perform a submission for commercial advantage or monetary compensation
* ''Yes'' – users '''can''' copy, distribute, display and perform a submission for commercial advantage or monetary compensation
'''Allow modifications of your work?'''
* ''Yes'' – users '''can''' adapt, translate, rearrange, add to, and edit your submission
* ''ShareAlike'' – users '''can''' adapt, translate, rearrange, add to, and edit your submission, but they must make any resulting work available under a similar or compatible Creative Commons License
* ''No'' – users can only copy and distribute '''unaltered''' versions of your submission
Selecting “'''No'''” to both options in the cIRcle license is the '''most restrictive''', as you are not allowing commercial use of your work or modifications of your work. Selecting “'''Yes'''” to both options is the '''most open'''. In that scenario, you are allowing commercial of your work and allowing modifications of your work. For additional information about creative commons license types and permissions, see the [https://copyright.ubc.ca/creative-commons/ UBC Study Guide on Creative Commons] and the [https://copyright.ubc.ca/creative-commons/#Creative_Commons_FAQs accompanying guide’s FAQ page].

For information about the submission process, please see the [https://circle.ubc.ca/submissions/ cIRcle Submission Guide] and the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines].

=== Do I sign over my copyright when I deposit my works in cIRcle? ===
No, the copyright status of your work remains the same. The [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] gives cIRcle permission to make the material openly available and to preserve it by migrating it into newer formats as technology changes. Adding your work to cIRcle enables you to share your work openly via the repository while maintaining existing copyright. For the most current statement and guidelines on copyright, see the official [http://copyright.ubc.ca/ Copyright at UBC website].

== Submitting to cIRcle ==

=== What types of materials can I deposit in cIRcle? ===
cIRcle accepts a variety of content types for deposits. For a detailed list of accepted content types, see the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines].

We provide support for as many file formats as possible as long as an appropriate file viewer for the submitted content is freely available on the Internet. See our [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines] for preferred file format types. Over time, items stored in cIRcle will be preserved, using a combination of data management techniques and digital preservation practices. We intend to keep current with technological change and, as far as is possible, to upgrade deposited materials to newer formats as required.

Works that are submitted to cIRcle must be contributed in digital form and should be complete and ready for viewing and uploading at the time of submission.

If an item (or submission) is made up of multiple files, all of the digital pieces must be provided as a set - for example, a PDF document with its associated data file(s). If the work is part of a series or set of related works, the other works in that series should, if possible, also be contributed so that cIRcle can offer as full a set as possible.

=== Can cIRcle digitize my materials? ===
cIRcle is unable to digitize any materials prior to deposit. Submitters are responsible for ensuring that digital objects are in a state ready for upload (i.e. redacting, creating PDFs from web-pages, converting formats, etc.), including the digitization of analogue materials.

UBC Library's Digitization Centre offers digitization services on a case by case basis. To request digitization assistance, please submit a [https://digitize.library.ubc.ca/project-approval-form/ Digitization Project Proposal Form].

=== Can cIRcle archive my website? ===
cIRcle can accept content files added to websites in the form of publications, audiovisual materials, etc. If you are interested in archiving the website itself, consider [https://bit.ly/3SMb4AJ UBC's Web Archiving Service]. [https://bit.ly/3SJvJ8J Proposal Forms]

=== What about research data in cIRcle? ===
Generally, we recommend that research data be deposited into a data repository such as [https://borealisdata.ca/dataverse/ubc Borealis] or FRDR. The [http://researchdata.library.ubc.ca/ UBC Research Data Management] page provides information on each data repository.

cIRcle may accept small datasets or supplemental information that is related to a submission. If you are interested in submitting datasets to cIRcle, please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

=== Can someone from outside UBC submit materials to cIRcle? ===
Generally, items deposited in cIRcle come from members of the UBC community such as current faculty, staff, and students. However, alumni and non-UBC content providers may deposit materials in cIRcle under certain conditions at the discretion of the cIRcle Office. [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] and the [http://circle.ubc.ca/about/policies/ cIRcle Policies] page provide additional information on who can contribute material to cIRcle.

=== Are cIRcle submissions peer-reviewed? ===
There is no cIRcle policy requiring or implementing a peer-review process prior to submitting work into cIRcle.

When items are uploaded to cIRcle, we record whether a work is 'Unreviewed' or 'Reviewed'. The 'Reviewed' status generally refers to a scholarly work such as a journal article or a manuscript that has been through a publisher's stringent review process. An 'Unreviewed' item has not been peer-reviewed.

You can, of course, deposit a copy of your work that has already been peer-reviewed, provided you have the rights to do so. This will depend on the publication agreement you signed with your publisher. Please check your copy of the agreement and see our [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving]. You can also check the '''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO)]''' for publishers' copyright and self-archiving policies to find permissions normally given to the author as part of each publisher's copyright transfer agreement.

For more information about peer-review content in cIRcle, please [https://circle.ubc.ca/contact-us/ contact us].

=== Will there be a permanent cIRcle link so that I can cite work worry free? ===
Yes. Items deposited into cIRcle are given a permanent and persistent URI that will not break. You can cite it without worrying that the address will change at some point in the future. Each item in cIRcle has both a URI and DOI. For more information about the process of DOI creation, see the UBC Library’s webpage, [https://researchdata.library.ubc.ca/plan/get-dois/ Get DOIs]. The DOI is the best one to use in links or citations. The following URI and DOI both belong to the same item in cIRcle,

Atlas of British Columbia:
* URI: http://hdl.handle.net/2429/21647
* DOI: https://dx.doi.org/10.14288/1.0108039
One of the main reasons for establishing cIRcle is to provide scholars at UBC with a digital repository where their work can be properly archived and exposed to a wider audience. This means that we are committed to ensuring that your work is accessible and readable for a very long time.

=== How long will it take for a submission to be archived in cIRcle? ===
Submission timelines depends on the nature and amount of the materials being submitted, whether a new workflow must be established, the complexity of the file formats, etc. For single-item submissions, we aim to have the material deposited within 3-5 business days. For more complicated submissions or for a rush deposit, please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office] for assistance.

For graduate thesis/dissertation submission inquiries, please review information provided by [http://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission Faculty of Graduate and Postdoctoral Studies] at the UBC Vancouver campus or the [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ College of Graduate Studies] at the UBC Okanagan campus.

=== What if I don't see my graduate thesis or dissertation in cIRcle? ===
When your final thesis meets Graduate Studies' requirements, you will receive an email notification stating that it has been added to cIRcle. It may take 3-5 business days after you receive this notification before it appears in the repository.

If you submitted a thesis or dissertation at UBC Vancouver prior to 2008 and do not see it in the repository, please contact the [https://archives.library.ubc.ca/contact-us/ UBC Archives Office].

=== How do I see who supervised a graduate thesis or dissertation? ===
As of May 1, 2021, Supervisor/Co-Supervisor names are required for inclusion in cIRcle graduate thesis and dissertation metadata (Supervisor field). Supervisor/Co-Supervisor name values are identified using the thesis/dissertation Committee page. Additional committee members/examiners are not captured.

cIRcle plans to explore retrospective application of Supervisor/Co-Supervisor metadata values for prior graduate theses and dissertations in the future. In the meantime, Supervisor/Co-Supervisor names may be found within the thesis/dissertation preliminary pages.

=== Can I remove or edit material from cIRcle? ===
cIRcle provides a permanent archive for UBC research and teaching materials and items may not normally be removed from cIRcle. Content added to cIRcle should be the final version ready for archiving and long-term preservation at the time of submission. Where appropriate or necessary, changes to metadata or content files may be performed at the discretion of the cIRcle Office on a case-by-case basis. Examples may include updates to an existing item record to reflect a legal or preferred/chosen name change, or a major revision to a work where an updated file is added to enhance the item record. Repeated requests for metadata or content changes are generally not supported.

Content may be withdrawn for specific reasons outlined in the [https://circle.ubc.ca/about/policies/#policy6 cIRcle Policies section 6. b.] Withdrawn items are not deleted per se, but are removed from public view and made unavailable via cIRcle for searching or harvesting services. Withdrawn items' identifiers/URLs are retained indefinitely, but redirect to an “Item is Withdrawn” page where the content and metadata is not publicly visible.

An Author/Creator may contact the cIRcle Office to request an update to an existing item record (e.g. to reflect a legal or preferred/chosen name change). If there are major revisions to a work in cIRcle, it may be appropriate for an updated version to be deposited as a separate item.

For more information about removing or editing a deposited item or record in cIRcle, please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office]. For inquiries regarding removal or alterations to theses and dissertations, contact the [https://www.grad.ubc.ca/contact-us Faculty of Graduate and Postdoctoral Studies] at the UBC Vancouver campus or the [https://gradstudies.ok.ubc.ca/about/contact/ College of Graduate Studies] at the UBC Okanagan campus.

If you're interested in platforms that better support frequent updates or more flexible versioning, consult the UBC Library [https://researchcommons.library.ubc.ca/consultation-requests/ Research Commons] list of resources and services.

=== Can I restrict who views my work after it's been deposited into cIRcle? ===
cIRcle is an [https://www.openaccess.nl/en/what-is-open-access open access] repository. Its aim is to make the scholarly work produced at UBC openly and freely available to the academic community at large. We understand, however, that there may be instances where it is necessary and desirable to temporarily restrict access to specific works, and we will accommodate this need as far as possible. If you need to impose an embargo on your work, please view [https://circle.ubc.ca/about/policies/#policy5 section 5 on the cIRcle Policies page] and the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License (Section 5)].

For all questions regarding adding an embargo to a graduate thesis or dissertation, please review information provided by the [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Faculty of Graduate and Postdoctoral Studies] at the UBC Vancouver campus or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ College of Graduate Studies] at the UBC Okanagan campus. See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] for more information about preparation for wide distribution online and the implications of requesting an embargo (delay to publication).
[[Category:Circle Website|FAQ]]

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2025-07-10T19:56:39Z

AmberSaundry: Added ETD OA/embargo resource

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only available to the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts''' (or combinations thereof), for the degrees of '''Master of Fine Arts (MFA) and Master of Music (MMus).'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).
See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [http://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Library:Circle/Submitting Theses and Dissertations to cIRcle

2025-07-10T19:56:23Z

AmberSaundry: Added ETD OA/embargo resource

= Submitting Theses and Dissertations to cIRcle=
== Overview==
The following guide will lead you through submission of your thesis/dissertation to cIRcle. The process for submitting and approving theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library, upon which you will receive the persistent URL for your thesis/dissertation. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

==1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).
See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login ==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection''.'''''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations (ETDs) 2008+"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login ==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission ==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations (ETDs) 2008+'''" collection.

[[File:CIRcle 06 ETD Select Collection.png|alt=Select Electronic Theses and Dissertations ETDs 2008+ as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

*'''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item ===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 ETD Describe 1.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the Title field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 ETD Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

* For UBC-V students it will be May or November.

*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===
====Prepare your File(s)====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

* Ensure each file you submit is no larger than 2GB.
* Ensure your PDF file(s) are not secured (password-protected).
* Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

* If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 ETD Upload files.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files".''' Repeat the upload file steps for the correct file(s), in the preferred order.
If your thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}
Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 ETD Submission review.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Select a Creative Commons License===
Your thesis/dissertation will be licensed for use under a [https://creativecommons.org/about/cclicenses/ Creative Commons (CC) license], which indicates how others can share, use, and/or adapt your work.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|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, visit the [http://creativecommons.org/licenses/ Creative Commons website].
|}

If you do not wish to modify the default [http://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivs (CC BY-NC-ND)] Creative Commons License, do not make any changes to the selections. To modify the Creative Commons License permissions, select the desired radio buttons provided.

[[File:CIRcle 11 ETD License terms.png|alt=Creative Commons License page showing the default License selected with option buttons.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion ==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
* Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation. You’ll be able to view your thesis/dissertation online (unless you’ve requested an embargo) and it’ll be assigned a [https://researchdata.library.ubc.ca/plan/get-dois/ digital object identifier (DOI)] that can be used to share and cite your work.

'''Congratulations!''' Your work can now be viewed around the world and will be preserved for future generations in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Theses and Dissertations to cIRcle}}

Library:Circle/Theses & Dissertations

2025-07-10T19:55:13Z

AmberSaundry: Added ETD OA/embargo resource

'''UBC graduate theses and dissertations''' are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan).

See [https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations] to learn what open access means, considerations as you prepare your thesis/dissertation for wide distribution online, and the implications of requesting an embargo (delay to publication).
{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x75px|link=|Checkbox|alt=checkbox]]

||
'''Your Graduate Thesis/Dissertation Submission Checklist'''

'''See the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle] guide for more complete instructions.''' (Designated creative arts students (MFA & MMus only) should follow the separate [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] guide.)

<big>□</big> Submit your completed forms to G+PS (Vancouver) or CoGS (UBC Okanagan). See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions (UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission (UBC Okanagan)] for necessary forms and more information.

<big>□</big> Register for a cIRcle Login.

<big>□</big> '''Request account authorization from G+PS/CoGS''' (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.

<big>□</big> Login and submit your thesis/dissertation to cIRcle.

<big>□</big> Monitor your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS/CoGS.

<big>□</big> Await final review by the Library. '''Congratulations!'''
|}

===What do I do if I need help submitting my thesis or dissertation?===
Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization).

If the website does not answer your questions, UBC Vancouver students may contact Graduate and Postdoctoral Studies (graduate.thesis@ubc.ca), while UBC Okanagan students may contact the College of Graduate Studies (gradtheses.ok@ubc.ca).

Visit the [http://circle.sites.olt.ubc.ca/faq/ cIRcle FAQ] for more answers to common questions.
[[Category:Circle Website|Theses & Dissertations]]

Library:Circle/User Guides

2025-07-10T19:54:23Z

AmberSaundry: Added ETD OA/embargo resource

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Submissions] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]
*[https://wiki.ubc.ca/Library:Circle/UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations UBC Theses and Dissertations : Open Access and Embargo Considerations]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/images/0/0a/CIRcle_Metadata_Manual_2025-06-23.pdf cIRcle Metadata Manual (2025-06-23)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf UBC Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:17:10Z

AmberSaundry:

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.
<center>{{YouTube|id=x9aAeXuLXPE}}</center>

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:13:29Z

AmberSaundry:

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.
<center>{{YouTube|id=x9aAeXuLXPE}}</center>

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:10:39Z

AmberSaundry:

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.
{{YouTube|id=x9aAeXuLXPE}}

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:09:54Z

AmberSaundry:

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.
{{YouTube|id=x9aAeXuLXPE}}

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:09:14Z

AmberSaundry: Embedding YouTube video

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.

{{YouTube|id=x9aAeXuLXPE}}

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

==Further Reading==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/UBC Theses and Dissertations : Open Access and Embargo Considerations

2025-07-04T15:04:57Z

AmberSaundry: First transfer of content

== Introduction ==
If your graduate degree program requires completion of a thesis or dissertation, it will be submitted to [https://circle.ubc.ca/ cIRcle] at UBC Library, UBC’s open access institutional repository. cIRcle [https://circle.ubc.ca/about/ showcases and preserves UBC’s unique intellectual output by making content freely available to anyone, anywhere].

This guide aims to explain what open access means, and considerations as you prepare your thesis or dissertation for wide distribution online. Strengthening your understanding in the ways your work can be freely searched, read, used, and cited will benefit you as an author. It will help you be intentional and make informed decisions in the way you create and share your significant research contributions.

UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan), before your program is closed. Other graduate works that do not undergo review and approval by G+PS/CoGS (e.g. projects, essays, reports, capstones, etc.) have different requirements; consult with your program for further information.

== Open Access ==
What does open access mean? Per [https://scholcomm.ubc.ca/open-access/ UBC Library’s Scholarly Communications and Copyright Office], open access works “are made freely available to the general public for viewing, and often for reuse” and have many benefits in research dissemination:

* Increases research advancement through permissive licensing, ensuring the results of the research can be accessed and built on by anyone.

* Offers the potential to increase networks and contributors to research by supporting access to published works for anyone with an internet connection.

* Benefits authors by providing the widest possible audience for their work. This offers greater research impacts through increased citations, which ultimately impacts recognition, including securing additional funding and supporting tenure and promotion portfolios.

* Supports research advancements, including access to data and the use of data mining tools. Traditional publishing models can be legally and technically restrictive, while open access empowers researchers to push the boundaries of how research can be conducted and disseminated.

cIRcle provides online open access to [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC’s theses and dissertations via Open Collections (OC)].

During the submission process to cIRcle, you will select a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) License] to apply to your thesis/dissertation. You will maintain copyright over your work, but “[https://copyright.ubc.ca/theses-and-dissertations/ grant others permission to access and (depending on your preferences) to share and adapt your work for commercial or non-commercial purposes.]”

'''Exception:''' Designated creative arts students (MFA and MMus) have the option to submit to a restricted collection. Theses are accessible only to current UBC students, faculty, staff, and on-site Library users via Campus-wide Login (CWL): [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

== Embargoes (Delays to Publication) ==
Applying an embargo delays the public release of your thesis/dissertation. At UBC, embargo lengths are limited. Permanent embargoes are not an option.

You may have questions about how open access publication of your thesis/dissertation may impact future publication opportunities derived from your research. The extent and nature of impacts can highly vary by discipline. It is recommended to talk to your faculty supervisor(s) and other researchers in your field about their publishing experiences. You can also review publisher policies to learn more about their requirements.

Publication of theses/dissertations in an institutional repository (such as cIRcle) has been common practice for nearly two decades. Numerous studies have demonstrated that the majority of publishers across disciplines do not consider theses and dissertations as prior publications. Subsequent publications generally differ significantly and are therefore often considered new works. Additionally, publishing open access can lead to increased awareness and proper attribution of your work, potentially improving acceptance for future publication. You can find a list of studies about theses/dissertations and publishing at [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] (from the University Libraries at the University of Oklahoma).

It’s important to understand the implications of choosing an embargo, as delaying open release could limit the immediate visibility and impact of your work. This [https://youtu.be/x9aAeXuLXPE Yes or No Embargo] video (3 minutes, 43 seconds) from the University Libraries at the University of Oklahoma highlights some benefits of open access, and helpful considerations when deciding whether to request an embargo.

Embargo requests must be made after your defense, but '''before you submit to cIRcle'''. For conditions and instructions for requesting an embargo, see G+PS’ [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-your-thesis Delaying Publication of Your Thesis page] (UBC Vancouver) or CoGS’ [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ Post-Defence Submission (Requesting Your Thesis To Be Withheld From The Public Domain) page] (UBC Okanagan).

== Further Reading ==
Browse or search the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection] for prior theses and dissertations available publicly.

Review [https://copyright.ubc.ca/theses-and-dissertations/ UBC Copyright’s Theses and Dissertations page] for more information about copyright compliance and your rights as the copyright owner in relation to your thesis or dissertation.

See [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ cIRcle’s Theses and Dissertations page] for instructions about submitting theses and dissertations to cIRcle.

Explore [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations Your Dissertation: Public Access and Embargo Considerations] from the University Libraries at the University of Oklahoma for further studies about embargoes and publishing.

''We thank and attribute the work of [https://www.lib.sfu.ca/help/publish/thesis/regulations/open-access Simon Fraser University Library] and the [https://libraries.ou.edu/content/your-dissertation-public-access-and-embargo-considerations University Libraries at the University of Oklahoma] for inspiration and resources that contributed to this page.''
[[Category:Circle]]
{{DEFAULTSORT:UBC_Theses_and_Dissertations_:_Open_Access_and_Embargo_Considerations}}

Library:Circle/Circle Office Projects

2025-06-27T22:24:34Z

AmberSaundry: Added Language field project

The following is a snapshot of select projects undertaken by the cIRcle Office in outreach, metadata enhancements, discovery and access initiatives, and preservation workflows.

Projects supported by Work Learn students at cIRcle feature prominently as their efforts make valuable contributions to advancing knowledge about best practices for item discoverability and research dissemination.

Visit our [https://circle.ubc.ca/submissions/ Submissions] page to deposit your work or [https://circle.ubc.ca/contact-us/ Contact Us] to ask questions, report a problem, or suggest new projects.

==Outreach ==
'''Paper Pledge for the Planet: cIRcle Campaign'''

UBC faculty, researchers, and postdoctoral students are invited to join the [https://coar-repositories.org/what-we-do/paper-pledge-for-the-planet/ Paper Pledge for the Planet] global campaign. The goal is to provide permanent, open access to climate change research articles via institutional repositories like [https://circle.ubc.ca cIRcle.]

Outreach for this campaign concluded in June 2025 but you can deposit climate research articles at any time. Visit our [https://circle.ubc.ca/submissions/ Submissions] page for details on adding your work to cIRcle.

Read more about the campaign: [https://circle.ubc.ca/2025/03/11/paper-pledge-for-the-planet/ Paper Pledge for the Planet] .

'''Electronic Thesis And Dissertations (ETD) Supervisor Recruitment'''

The ETD Supervisor Recruitment project aims to aims to deposit research articles authored by faculty supervisors of recent theses and dissertations at UBC Vancouver. This work leverages recent cIRcle metadata initiatives to include supervisor metadata in ETD item records and to perform name authority on faculty names to enhance discovery.

Read more about this initiative: [https://circle.ubc.ca/2024/04/30/wrapping-up-for-the-term/ Wrapping Up for the Term]

'''COVID-19 Research Content Recruitment'''

The cIRcle COVID-19 Research Content Recruitment project aimed to provide permanent open access to UBC-authored COVID-19 research that might otherwise have remained inaccessible to the public. Between June 2020 and October 2024, this project resulted in nearly 150 research articles being made openly available via cIRcle. The project concluded in December 2024.

Read more about this initiative: [https://circle.ubc.ca/2023/04/11/circle-covid-19-research-recruitment-project/ The cIRcle COVID-19 Research Content Recruitment Project]

== Project Partners==
cIRcle works in collaboration with UBC academic units, Library branches, and other groups within the UBC community to build our digital collections. cIRcle provides a permanent, openly accessible home for thousands of peer-reviewed articles and non-traditional research outputs, making it a valuable resource for interdisciplinary research and inquiry.

Learn more about who's contributing to cIRcle with our project partner highlights: [https://wiki.ubc.ca/Library:Circle/Project_Partners cIRcle Project Partners]
==Metadata Enhancements==
'''Language field standard: ISO 639-2 to 639-3'''

cIRcle currently uses [https://www.loc.gov/standards/iso639-2/php/code_list.php ISO 639-2] 3-letter codes in the Language metadata field. In late 2024, the cIRcle Office began exploring a potential shift to [https://iso639-3.sil.org/code_tables/639/data ISO 639-3] 3-letter codes, considering current best practices, recommendations, resources, and effects on interoperability. In 2025, cIRcle began planning for implementation of this change, taking into account both new deposits and remediation (or retroactive application) to existing records. This initiative aims to expand cIRcle’s ability to apply accurate, granular, and fulsome language codes that are representative of the diverse outputs deposited to cIRcle.

'''Retroactive population of Electronic Theses & Dissertations (ETD) Supervisor metadata'''

As of May 2021, the names of Co/Supervisors are captured in cIRcle’s electronic thesis and dissertation (ETD) metadata, providing helpful discovery and access points and further connecting these valuable university outputs. In 2024, cIRcle began efforts to retroactively populate this field for approximately 4,600 records submitted to cIRcle prior to field implementation. Initial work for this project has been completed, which involved collaboration with Library Staff across units to retrieve identified items and record Co/Supervisor names. cIRcle is now exploring work to ensure names are captured in a consistent form, followed by population into the cIRcle record metadata.

'''Electronic Theses & Dissertations (ETD) Subject Headings Analysis'''

In 2021, cIRcle undertook an analysis of subject headings of electronic theses and dissertations (ETDs) to identify the extent of Subject Keywords containing outdated, inappropriate, or problematic terminology as it pertains to Indigenous peoples, communities, and cultures. The initial phase of the project addressed ETDs created prior to 2008 (known at UBC as Retrospective ETDs) and was completed in 2022. Phase two of the project addressed the remainder of affected ETDs created after 2008 and was completed in Summer 2023.

Read more about this project: [https://circle.ubc.ca/2023/10/17/inclusive-metadata-legacy-subject-keywords-in-theses-dissertations-at-circle/ Inclusive Metadata: Legacy Subject Keywords in Theses & Dissertations at cIRcle]

'''Author Name Management'''

In 2021, cIRcle investigated author name management practices for the UBC Faculty collection, with the goal of disambiguating and reconciling name variants found within the collection. Initial explorations into sustainable workflows included the use of OpenRefine for data cleaning, Library of Congress (LC) Name Authorities and UBC departmental pages for author identification, and Google Sheets for collaborative identification of author names needing disambiguating and/or reconciling. This work is an on-going project for cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2023/07/18/whats-in-a-name-author-name-management-in-circle/ Author Name Management in cIRcle]

== Technical and Web Enhancements ==
'''Website Accessibility Audit'''

In 2022, cIRcle conducted an informal audit of cIRcle's WordPress-hosted website following guidance from the Web Content Accessibility Guidelines (WCAG) 2.1 and using various evaluation tools, including the WAVE Web Accessibility Evaluation Tool. This website audit was intended to identify areas for improvement of web accessibility across the cIRcle website, both general recommendations on best practices for web accessibility and page-level evaluations with specific actionable improvements. The initial audit for this project was completed in March 2022 and recommendations were implemented between June 2022 and March 2023.

Read more about this initiative: [https://circle.ubc.ca/2023/03/28/accessibility-review/ Accessibility Review]

[[Category:Circle Website]]

Library:Circle/User Guides

2025-06-23T17:27:11Z

AmberSaundry:

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Submissions] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/images/0/0a/CIRcle_Metadata_Manual_2025-06-23.pdf cIRcle Metadata Manual (2025-06-23)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf UBC Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

Library:Circle/User Guides

2025-06-23T17:26:02Z

AmberSaundry: Linked updated cIRcle Metadata Manual

__NOTOC__
= cIRcle User Guides =
===Submit===
The procedure for submission to cIRcle varies by content type. See our [http://circle.ubc.ca/submissions Submissions] page for more general information about how to get started.
*[https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle]
*[https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only)
* [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Submission Instructions (Non-thesis)]

===Prepare===
*[http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions cIRcle File Naming Conventions]
*[http://wiki.ubc.ca/Library:Circle/File_Format_Guidelines cIRcle File Format Guidelines]

===Find===
*[https://wiki.ubc.ca/Library:Circle/Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use Theses and Dissertations at cIRcle : Discovery and Use]
*[https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content]

==Reference Documents==

===Metadata===
*[https://wiki.ubc.ca/File:CIRcle_Metadata_Manual_2025-06-23.pdf cIRcle Metadata Manual (2025-06-23)]
*[https://wiki.ubc.ca/Library:Circle/cIRcle_Affiliations_%26_Programs_Reference_Guide cIRcle Affiliations & Programs Reference Guide]

===Copyright & Permissions===
*[https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf UBC Author’s Guide to Self-Archiving, Publication Versions, and Permissions]
*[https://circle.ubc.ca/2025/04/15/publishing-grant-funded-research-articles-in-circle-the-green-open-access-route/ Publishing grant-funded research articles in cIRcle : The Green Open Access Route]

===Research Data===
*[https://wiki.ubc.ca/Library:Circle/Guidelines_for_Recommending_UBC_Library_Repositories_for_Data:_cIRcle_and_Borealis Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis]

[[Category:Circle Website|User Guides]]

File:CIRcle Metadata Manual 2025-06-23.pdf

2025-06-23T17:24:16Z

AmberSaundry: Uploaded a work by cIRcle, University of British Columbia Library from cIRcle, University of British Columbia Library with UploadWizard

Library:Circle/File Format Guidelines

2025-06-04T16:07:26Z

AmberSaundry: Addition of requirement for recognized text

= cIRcle File Format Guidelines =

==Overview==
All items submitted to cIRcle for archiving '''must be delivered to cIRcle in digital format'''.

[https://wiki.ubc.ca/Library:Circle/Digital_Preservation_at_cIRcle cIRcle undertakes numerous digital preservation activities] in order to provide long-term sustainability of content. Provision of digital files following the recommendations in these guidelines greatly facilitate these efforts.

==Key Concept: Accessibility==
Creating open access content extends beyond making something available outside of a paywall to addressing all forms of access barriers. As you develop materials or prepare to submit your work to cIRcle, we strongly recommend consulting the [https://open.ubc.ca/oer-accessibility-toolkit/ OER Accessibility Toolkit] created by Open UBC to help ensure your materials are "usable by people with the widest possible range of abilities, operating within the widest possible range of situations". The principles and instructions in the Toolkit can be applied to a host of content created across the spectrum of open scholarship whether it is destined for cIRcle or other dissemination platforms.<ref>https://open.ubc.ca/oer-accessibility-toolkit/</ref>

In each of the following file format sections, you'll also find select accessibility tips from the University of Washington's [https://www.washington.edu/accessibility/ Accessible Technology] page which provides extensive resources on creating accessible files using programs such as Microsoft Word and PowerPoint.

==File Sizes ==
Please ensure each of your files are no larger than '''2 GB''' in size. Please note that an item record can hold multiple files, with each file up to the size limit.

If your file(s) are larger than the size limit, we recommend [http://circle.ubc.ca/contact-us contacting the cIRcle Office] to discuss your options. You may also use one of the following methods to reduce the file size:

#Split the file(s) into multiple parts, each no larger than the file size limit.
#Reduce the file quality.
#Submit your file(s) as a compressed ZIP file (see [[Library:Circle/File Format Guidelines#Other Files|Other Files]] below).

The following external guides can help get you started on reducing your file size:

*[https://www.vpl.ca/guide/inspiration-lab-general-technology-skills/file-size VPL File Size Guide] - provides a basic overview of file size including information on data compression
*[https://vimeo.com/blog/post/how-to-compress-a-video/ Vimeo Blog] - provides step-by-step instructions on how to compress video files

==File Formats==
File formats act as containers for digital content. Just as a song's audio information can be "held" in a cassette tape or CD, an .mp3 also holds audio and the information required to play it. And like cassette tapes or CDs, digital file formats face risks that can impair long term access to the content they hold. The three main risks to digital file formats are 1) format obsolescence, 2) proliferation of formats, and 3) lack of format support.

To address these risks, it is important to use file formats that are robust and well-supported. In this guide, cIRcle has identified file formats we have the most assurance we can support long-term. We have listed both preferred formats (formats that are currently well-supported for long-term access and preservation) and acceptable formats (formats we accept but are not as well-supported for long-term access and preservation). By providing your digital content to cIRcle in one of the preferred file formats, you are taking steps to ensure the long-term accessibility and preservation of your content.
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x75px|Exclamation]]
||
Although cIRcle can technically accept all file formats, '''it is strongly recommended and important to submit files that are in one of the preferred file formats''', in order to ensure long term accessibility and preservation of the content.

This list is not exhaustive; please [http://circle.ubc.ca/contact-us contact the cIRcle Office] if you have any questions.
|}

===Text Files===
cIRcle accepts text documents such as reports, articles, posters, and presentations amongst others.

The '''preferred formats''' for text documents uploaded to cIRcle are:
*'''.pdf'''
**cIRcle does not accept secured (password protected) or image-only PDFs with un-recognized text (i.e. text that cannot be selected, searched, read by screen readers, etc.). If you have questions, please contact the cIRcle Office.
*'''.txt'''
Acceptable text formats include:
*''.doc/.docx''
*''.ppt/.pptx/.ppsx''
*''.xls/.xlsx''
If your text file includes video and/or audio, please also provide a standalone copy of each embedded video and/or audio file. See accepted [[Library:Circle/File Format Guidelines#Video Files|Video]] and [[Library:Circle/File Format Guidelines#Audio Files|Audio]] formats below.

{| class="wikitable"
|-
|To '''improve accessibility''' for your documents, consider the following:
* Incorporate text font and size (i.e. minimum 12pt) that is accessible to screen and text readers.
*Use style elements, such as headings and lists, to organize the structure of the document.
*Add labels and alternative text to any links, buttons, or images.
*Enable tags in your document's properties to give your document a logical reading order.
Please see the University of Washington's [https://www.washington.edu/accessibility/documents/ Overview of Accessible Documents] web page for more information.
|}

===Video Files ===
The '''preferred formats''' for video files uploaded to cIRcle are:
*'''.avi'''
*'''.mkv'''
* '''.mov'''
*'''.mp4/.m4v'''
*'''.mpg'''
Acceptable video formats include:
*''.flv''
*''.webm''
*''.wmv''

If your content is not transcoded to a web-ready format and is on DVD, we recommend using open source video transcoder programs such as [https://handbrake.fr/ Handbrake] for conversion.
{| class="wikitable"
|-
|To '''improve accessibility''' for your videos, consider the following:
*Use captions or subtitles.
*Include a transcript with description. This is particularly important if the audio differs from what is presented on the screen.
*Use accessible colours and contrast. See this [https://webaim.org/articles/contrast/ WebAIM] page for more information about using colour contrasts.
*If using slides, keep them as simple as possible. Avoid large blocks of text and cluttering a page/slide with too much simultaneous content.
*Use text font and size that is accessible to screen and text readers. See [https://webaim.org/techniques/fonts/ WebAIM] for more information about font techniques.
Please see the University of Washington's [https://www.washington.edu/accessibility/checklist/media/ Overview of Accessible Audio and Video] web page for more information.
|}

===Audio Files===
The''' preferred formats''' for audio files uploaded to cIRcle are:
*'''.ac3'''
*'''.aif/.aiff'''
*'''.mp3'''
*'''.wav'''
*'''.wma'''
Acceptable audio formats include:
*''.m4a''
When digitally encoding your audio files, please use a high quality (192kbps or higher) setting.

{| class="wikitable"
|-
|To '''improve accessibility''' for your audio files, consider the following:
*Include a transcript.
|}

===Image Files ===
The ''' preferred formats''' for image files uploaded to cIRcle are:
*'''.bmp'''
*'''.jp2'''
*'''.jpg'''
*'''.png'''
*'''.tif/.tiff'''
Acceptable image formats include:
*''.gif''

===Data Files ===
As described by UBC Library, “Research data is the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings.”<ref>http://researchdata.library.ubc.ca/learn/</ref>

For best practices on how to format data files [http://researchdata.library.ubc.ca/plan/format-your-data/ see the UBC Library Research Data Management website].

===Other Files===
Acceptable formats for other files uploaded to cIRcle include:
*''.xml''
*''.zip''
**Recommended use of ZIP files is highly dependent on how the resource may be best presented to and accessed by users. Some considerations include (but are not limited to):
***File number & organization: Large numbers of files and/or maintenance of a file directory structure may suit a ZIP.
***Designed method of access: If a user is only meant to access specific target file(s), ZIP may not be well-suited, as a user needs to download the entire ZIP.
***File format: Non-preferred file formats may be suited to a ZIP, given their lack of in-browser streaming ability and/or need for specialized software.
***File size: Large files may need ZIP compression to reduce their size.
***Accessibility: ZIP files can create accessibility barriers, especially for those using screen-readers.
**If ZIP is well-suited for your resource, consider including a list of files in the non-ZIP file(s) and/or metadata, to provide transparency regarding ZIP contents and further insight to users.

==References==
<references />
[[Category:Circle|File Format Guidelines]]
__NEWSECTIONLINK__

Library:Circle/Theses & Dissertations

2025-04-22T22:43:46Z

AmberSaundry:

'''UBC graduate theses and dissertations''' are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan).
{| class="wikitable"
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[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x75px|link=|Checkbox|alt=checkbox]]

||
'''Your Graduate Thesis/Dissertation Submission Checklist'''

'''See the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle] guide for more complete instructions.''' (Designated creative arts students (MFA & MMus only) should follow the separate [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] guide.)

<big>□</big> Submit your completed forms to G+PS (Vancouver) or CoGS (UBC Okanagan). See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions (UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission (UBC Okanagan)] for necessary forms and more information.

<big>□</big> Register for a cIRcle Login.

<big>□</big> '''Request account authorization from G+PS/CoGS''' (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.

<big>□</big> Login and submit your thesis/dissertation to cIRcle.

<big>□</big> Monitor your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS/CoGS.

<big>□</big> Await final review by the Library. '''Congratulations!'''
|}

===What do I do if I need help submitting my thesis or dissertation?===
Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization).

If the website does not answer your questions, UBC Vancouver students may contact Graduate and Postdoctoral Studies (graduate.thesis@ubc.ca), while UBC Okanagan students may contact the College of Graduate Studies (gradtheses.ok@ubc.ca).

Visit the [http://circle.sites.olt.ubc.ca/faq/ cIRcle FAQ] for more answers to common questions.
[[Category:Circle Website|Theses & Dissertations]]

Library:Circle/Theses & Dissertations

2025-04-22T22:43:22Z

AmberSaundry:

'''UBC graduate theses and dissertations''' are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan).
{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x75px|link=|Checkbox|alt=checkbox]]

||
'''Your Graduate Thesis/Dissertation Submission Checklist'''

'''See the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle] guide for more complete instructions.''' (Designated creative arts students (MFA & MMus only) should follow the separate [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] guide.)

<big>□</big> Submit your completed forms to G+PS (Vancouver) or the CoGS (UBC Okanagan). See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions (UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission (UBC Okanagan)] for necessary forms and more information.

<big>□</big> Register for a cIRcle Login.

<big>□</big> '''Request account authorization from G+PS/CoGS''' (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.

<big>□</big> Login and submit your thesis/dissertation to cIRcle.

<big>□</big> Monitor your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS/CoGS.

<big>□</big> Await final review by the Library. '''Congratulations!'''
|}

===What do I do if I need help submitting my thesis or dissertation?===
Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization).

If the website does not answer your questions, UBC Vancouver students may contact Graduate and Postdoctoral Studies (graduate.thesis@ubc.ca), while UBC Okanagan students may contact the College of Graduate Studies (gradtheses.ok@ubc.ca).

Visit the [http://circle.sites.olt.ubc.ca/faq/ cIRcle FAQ] for more answers to common questions.
[[Category:Circle Website|Theses & Dissertations]]

Library:Circle/Theses & Dissertations

2025-04-22T22:41:09Z

AmberSaundry: Minor clarifications

'''UBC graduate theses and dissertations''' are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC Vancouver) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC Okanagan).
{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x75px|link=|Checkbox|alt=checkbox]]

||
'''Your Graduate Thesis/Dissertation Submission Checklist'''

'''See the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle Submitting Theses and Dissertations to cIRcle] guide for more complete instructions.''' (Designated creative arts students (MFA & MMus only) should follow the separate [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle Submitting Creative Arts Theses and Dissertations to cIRcle] guide.)

<big>□</big> Submit your completed forms to G+PS (Vancouver) or the CoGS (UBC Okanagan). See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions (UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission (UBC Okanagan)] for necessary forms and more information.

<big>□</big> Register for a cIRcle Login.

<big>□</big> '''Request account authorization from G+PS/CoGS''' (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.<big>□</big> Login and submit your thesis/dissertation to cIRcle.

<big>□</big> Monitor your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS/CoGS.

<big>□</big> Await final review by the Library. '''Congratulations!'''
|}

===What do I do if I need help submitting my thesis or dissertation?===
Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization).

If the website does not answer your questions, UBC Vancouver students may contact Graduate and Postdoctoral Studies (graduate.thesis@ubc.ca), while UBC Okanagan students may contact the College of Graduate Studies (gradtheses.ok@ubc.ca).

Visit the [http://circle.sites.olt.ubc.ca/faq/ cIRcle FAQ] for more answers to common questions.
[[Category:Circle Website|Theses & Dissertations]]

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2025-04-17T18:37:05Z

AmberSaundry: Removed link to cIRcle License

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only available to the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts''' (or combinations thereof), for the degrees of '''Master of Fine Arts (MFA) and Master of Music (MMus).'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [http://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Library:Circle/Submitting Theses and Dissertations to cIRcle

2025-04-17T18:35:54Z

AmberSaundry: Removed link to cIRcle License

= Submitting Theses and Dissertations to cIRcle=
== Overview==
The following guide will lead you through submission of your thesis/dissertation to cIRcle. The process for submitting and approving theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library, upon which you will receive the persistent URL for your thesis/dissertation. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

==1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login ==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection''.'''''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations (ETDs) 2008+"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login ==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission ==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations (ETDs) 2008+'''" collection.

[[File:CIRcle 06 ETD Select Collection.png|alt=Select Electronic Theses and Dissertations ETDs 2008+ as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

*'''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item ===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 ETD Describe 1.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the Title field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 ETD Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

* For UBC-V students it will be May or November.

*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===
====Prepare your File(s)====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

* Ensure each file you submit is no larger than 2GB.
* Ensure your PDF file(s) are not secured (password-protected).
* Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

* If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 ETD Upload files.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files".''' Repeat the upload file steps for the correct file(s), in the preferred order.
If your thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}
Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 ETD Submission review.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Select a Creative Commons License===
Your thesis/dissertation will be licensed for use under a [https://creativecommons.org/about/cclicenses/ Creative Commons (CC) license], which indicates how others can share, use, and/or adapt your work.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|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, visit the [http://creativecommons.org/licenses/ Creative Commons website].
|}

If you do not wish to modify the default [http://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivs (CC BY-NC-ND)] Creative Commons License, do not make any changes to the selections. To modify the Creative Commons License permissions, select the desired radio buttons provided.

[[File:CIRcle 11 ETD License terms.png|alt=Creative Commons License page showing the default License selected with option buttons.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the cIRcle Non-Exclusive Distribution License. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion ==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
* Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation. You’ll be able to view your thesis/dissertation online (unless you’ve requested an embargo) and it’ll be assigned a [https://researchdata.library.ubc.ca/plan/get-dois/ digital object identifier (DOI)] that can be used to share and cite your work.

'''Congratulations!''' Your work can now be viewed around the world and will be preserved for future generations in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Theses and Dissertations to cIRcle}}

Library:Circle/File Naming Conventions

2025-04-16T15:16:39Z

AmberSaundry: Addition re: course code campus suffixes

= cIRcle File Naming Conventions =

== Overview ==
This document provides guidelines on the naming of '''non-thesis/dissertation files''' in cIRcle.

File naming conventions for UBC theses and dissertations may be found on the [https://wiki.ubc.ca/Library:Circle/Submitting_Theses_and_Dissertations_to_cIRcle#Prepare_your_File(s) Submitting Theses and Dissertations to cIRcle] and [https://wiki.ubc.ca/Library:Circle/Submitting_Creative_Arts_Theses_and_Dissertations_to_cIRcle#Prepare_your_File(s) Submitting Creative Arts Theses and Dissertations to cIRcle] (MFA and MMus only) guides.

Please [https://circle.ubc.ca/contact-us/ contact the cIRcle Office] if you have any questions.

==General Guidelines ==
Consistently using a file naming convention is an essential component in the long-term access and preservation of digital records. File names should be both human- and machine-readable, meaning that the people and computer software interacting with cIRcle files are able to recognize, understand, and process the file names. The naming guidelines that follow are designed to provide files with concise yet descriptive names that help ensure content can be found, used, and maintained for as long as possible.

*Use concise, descriptive, and unique file names.
**File names of less than 50 characters are recommended.
* Characters are limited to Roman alphabet (A-Z), numbers (0-9) and underscores (_).
*Do not use blank spaces or periods.
*Avoid using stop words where possible (a, an, the, if, but, so, for, etc.).
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||
'''Tip:''' Avoid using diacritics, non-Roman, and special characters. These are not consistently supported across all platforms and processes, and can negatively impact how content is indexed, discovered, and/or preserved.

More information can be found from [https://www.archivematica.org/en/docs/archivematica-1.13/user-manual/transfer/change-filenames/#change-filenames File Name Changes (Archivematica)] and [https://instr.iastate.libguides.com/datashare/filenames Iowa State University’s DataShare guide].

Improving support for multi-lingual works is a key motivator for cIRcle’s ongoing and active investigations into best practices for file naming conventions in repositories.
|}

cIRcle strives to apply a consistent file naming convention. However, due to the varying current and historical submission streams and procedures undertaken in cIRcle, some variety in naming conventions may be found in the repository.

==File Naming Conventions ==
cIRcle file names are generally comprised of the following components, which are formed according to the resource, and may thus vary in their order: [[Library:Circle/File Naming Conventions#Authorship|Authorship]]; [[Library:Circle/File Naming Conventions#Title|Title]]; [[Library:Circle/File Naming Conventions#Other Identifying Information|Other identifying information]]; [[Library:Circle/File Naming Conventions#Date|Date]].

If there are other cIRcle entries with the same file name, additional identifiers to distinguish between file names may be included (e.g. fuller date, version, edition, etc.).

=== Authorship ===
Individual(s) or an agency/organization can be captured as author:

* For individual(s), use the last name followed by the first name initial only.
* If there are multiple author(s), use the last name and first initial of the first author followed by “_et_al”.
* Use capital letters for last name, first initial, and agency/organization name(s), separated using an underscore (_).

Coursework:

* Include the course code and number following the author name(s), if present.
* Do not include campus suffixes (_V/_O) in file names.

==== Example: Single Author (Individual) ====
''Author:'' Paul Tsopméné ''Title:'' Integral Calculus Workbook ''Date:'' January 21, 2024

''cIRcle file name:'' Tsopmene_P_Integral_calculus_workbook_2024.pdf

==== Example: Multiple Authors (Individuals) ====
''Author:'' Vann Chau; Kenneth J. Poskitt; Deborah E. McFadden; Tim Bowen-Roberts; Anne Synnes; Rollin Brant; Michael A. Sargent; Wendy Soulikias; Steven P. Miller ''Title:'' Effect of chorioamnionitis on brain development and injury in premature newborns ''Date:'' 2021

''cIRcle file name:'' Chau_V_et_al_Effect_chorioamnionitis_brain_2021.pdf

==== Example: Single Author (Agency/Organization) ====
''Author:'' CleanStart BC ''Title:'' May 2022 Social Impact Report ''Date:'' 2022

''cIRcle file name:'' CleanStart_May_social_impact_report_2022.pdf

==== Example: Single Author (Coursework) ====
''Author:'' Lorenz Yeung ''Title:'' Assessment of Barriers Contributing to Presentation of Breast Cancer Patients in Jamaica ''Coursework'': SURG 560 ''Year'': 2020

''cIRcle file name'': Yeung_L_SURG560_Assessment_breast_cancer_Jamaica_2020.pdf

==== Example: Multiple Authors (Coursework) ====
''Authors'': Richie Chan; Daniel Chen; Lisa Chai; Wendy Chen ''Title'': 不能喝涼水 – Don’t drink cold water ''Course code'': ACAM 320B ''Year:'' 2021

''cIRcle file name'': Chan_R_et_al_ACAM320B_Dont_drink_cold_water_2021.mp3

=== Title ===
If the title is brief, the full title can be listed (omit stop words). If the title is too long to limit the file name to 50 characters, use the first three or four significant words only.

* Include the first two to four significant words of the title.
* Capitalize only the first letter of the first word in the title.

=== Other Identifying Information ===
It may be helpful to include additional information about the resource to distinguish it, including but not limited to file type (e.g. audio, video), resource type (e.g. postprint, preprint), association/event, etc.

==== Single Author (Postprint article) ====
''Authors'': Eva Oberle; Megan Zeni; Fritha Munday; Mariana Brussoni ''Title'': Support Factors and Barriers for Outdoor Learning in Elementary Schools : A Systemic Perspective ''Year:'' 2021

''cIRcle file name'': Oberle_E_et_al_Support_factors_barriers_Postprint_2021.pdf

==== Single Author (Lecture recording) ====
''Author'': Kevin Leyton-Brown ''Title'': Understanding artificial intelligence ''Year:'' 2023

''cIRcle file name'': LeytonBrown_K_VIL_Understanding_AI_2023.mp4

=== Date ===
Add the year of item creation. In most cases, adding the year (YYYY) of item creation is sufficient.

Add a fuller date or descriptor where it is helpful to differentiate between other works with a repeat title, when a file has been revised, etc.).

==== Example: Fuller Date ====
''Author'': Jean-François Roof ''Title'': Practicum report : Fall 2011 ''Date:'' Fall 2011

''cIRcle file name'': Roof_JF_Practicum_report_Fall_2011.pdf

==== Example: Recurring Event with a Fuller Date ====
''Author'': President Stephen Toope ''Title'': 2007 Fall Congregation ''Date'': November 21, 2007

''cIRcle file name'': Toope_S_President_Fall_congregation_20071121.pdf

[[Category:Circle|File Naming Conventions]]
__FORCETOC__

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2025-04-02T23:11:27Z

AmberSaundry: Adjusted scope of CATs deposit

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only available to the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts''' (or combinations thereof), for the degrees of '''Master of Fine Arts (MFA) and Master of Music (MMus).'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [http://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use

2025-04-02T22:58:45Z

AmberSaundry: expanded scope of CATs portal exclusions

= Theses and Dissertations at cIRcle: Discovery and Use =

== Overview ==
cIRcle provides online open access to UBC’s theses and dissertations via [https://open.library.ubc.ca/ Open Collections] (OC), which brings together locally created and managed content from UBC Library's open access repositories. See OC’s [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page for more information.

This guide aims to help users '''discover and use''' openly available theses and dissertations deposited to [https://circle.ubc.ca/ cIRcle] at UBC Library. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Exclusions|Exclusions]]''''' '''''for information about finding other graduate works at UBC Library.

See cIRcle’s [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations page] for instructions about '''submitting''' theses and dissertations to cIRcle.

[https://circle.ubc.ca/contact-us/ Contact the cIRcle Office] for assistance.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC-V) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC-O). G+PS/CoGS should be contacted for any administrative questions about UBC theses or dissertations.
|}
== Navigation, Searching, and Limiting in Open Collections ==

=== Getting Started ===
From the [https://open.library.ubc.ca/ UBC Open Collections] home page, scroll down to the Featured Collections section, and select “View Collection” on the UBC Theses and Dissertations icon.

[[File:2024 08 15 ETD Guide Navigation 01.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box.]]

[[File:2024 08 15 ETD Guide Navigation 02.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box. The “View Collection” button is visible.]]

Alternatively, you can select “Browse by Collection” from beneath the main OC search bar, and navigate to the “UBC Theses and Dissertations” collection from the [https://open.library.ubc.ca/collections?topic=All%20Collections Browse Collections] page.

This will bring you to the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, and limit your search results to items within this collection.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tip! ''' If you want to conduct a keyword search, this is the best place to start! For example, if you want to see all theses and dissertations related to climate change, type “climate change” into the search bar. From there, you can filter your results based on Program, Degree, and more. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details.
|}
=== Search for a Known Thesis/Dissertation ===
You can search for a specific thesis or dissertation by entering its title into the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection search bar. You may need to briefly scroll down the list of results if your item of-interest doesn’t appear near the top.

If you are still unable to locate the thesis, try using [https://open.library.ubc.ca/search/advanced OC’s Advanced Search]. Using one or a combination of the Creator and Title fields may produce more accurate results. For more information on building a search query in Advanced Search, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.
=== View/Browse All Theses/Dissertations ===
To view/browse all theses and dissertations, select the magnifying glass icon next to the search bar on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page. From there, you can narrow your search further (see [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details).

[[File:2024 08 15 ETD Guide View Browse 01.png|frameless|700x700px|alt=The UBC Theses and Dissertations home page featuring a search bar with a magnifying glass icon to its right. The icon is outlined in a green box.]]

To see all theses and dissertations from a given year as a list, scroll to the bottom of the collection page and select “List all theses”. From there, you can select which year you would like to view.

[[File:2024 08 15 ETD Guide View Browse 02.png|frameless|700x700px|alt=Web page entitled “Browsing 2024’s Items” that lists hyperlinked titles of theses from the year 2024. The top left corner features a drop-down list of years with the year 2024 selected, outlined with a green box.]]
=== Browse by Program and Degree ===
The [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page displays UBC Faculties, Schools, Departments, and some Divisions (units) alphabetically under their corresponding campus (UBC-V or UBC-O), along with the Programs and Degrees currently found in cIRcle’s collection.

To view theses and dissertations from a particular unit, select the number in parentheses next to the unit name. This number indicates the number of theses and dissertations cIRcle currently holds with this unit name applied.

[[File:2024 08 15 ETD Guide Browse Program Degree 01.png|frameless|532x532px|alt=A nested list of Faculties, Schools, Departments, and Divisons under the UBC-V campus heading. The number in parentheses, 601, to the right of “Anthropology, Department of,” is outlined with a green box.]]

To view theses and dissertations from programs offered by these units, select the name of the unit, which will reveal a list of programs within. Select the number in parentheses next to the program name to view the results.

[[File:2024 08 15 ETD Guide Browse Program Degree 02.png|frameless|366x366px|alt=A nested list of programs under the “Applied Science, Faculty of” heading, which is outlined in a green box. The number in parentheses to the right of “Chemical and Biological Engineering,” 937, is outlined in a green box.]]

To view theses and dissertations from degrees offered by a program, select the name of the Degree.

[[File:2024 08 15 ETD Guide Browse Program Degree 03.png|frameless|353x353px|alt=A nested list of degrees under the Civil Engineering program, including Doctor of Philosophy, Master of Applied Science, and Master of Science. Doctor of Philosophy is outlined in a green box.]]
{| class="wikitable" style="width: 100%;"
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| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': You may notice duplication of programs throughout this list, (e.g. Nursing theses and dissertations listed under “Applied Science, Faculty of” and “Nursing, School of”). This is due to current inability to display these units hierarchically. Inclusion of all unit levels in the metadata ensures theses and dissertations can be found within and across units, as-desired.
|}
=== Filter Your Search Results ===
Once you have arrived to a search results page, you can use the filters in the left-side menu to limit/refine your results further. Limiters include:

* '''Date range''': Enter a year range into the boxes provided or select the graph and drag your cursor to select a range, and select “Apply Filter”.
** '''Tip!''' To see results from a specific year, you can repeat the year in both ends of the Date range. For example, to filter to results from 2024, enter 2024-2024 into the Date range. The filter will automatically adjust to return results from January 1, 2024 to January 1, 2025.
* '''Type:''' Captures the predominate format of an item (e.g. Text, Moving Image, Dataset).
* '''Genre:''' Captures more specific information about the type/format of an item. If your search results are limited to the UBC Theses and Dissertations collection, it will always be Thesis/Dissertation.
* '''Degree'''; '''Program''': Captures the graduate degree and program for which the thesis/dissertation was completed. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Fields Unique to UBC Theses and Dissertations|Fields Unique to UBC Theses and Dissertations]] for more information.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': If you didn’t begin your search from the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, you may need to limit your search results using either the Genre (Thesis/Dissertation) or Collection (UBC Theses and Dissertations) filter.
|}
If you want to target your search further, you can use OC’s [https://open.library.ubc.ca/search/advanced Advanced Search] feature. For more information on building a search query in Advanced Search and using limiters, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.

=== Explore related items from an Item Page ===
On an OC item page for a thesis or dissertation, you’ll notice that some metadata values are hyperlinked to return other results in OC with that metadata field.

[[File:2024 08 15 ETD Guide Explore related items 01.png|frameless|912x912px|alt=Item record for a thesis entitled “structural variant calling and resolution from long reads sequencing data” by Jeremy Fan. Outlined in green are the Supervisor, Genre, Degree, Program, and Affiliation metadata fields. The text of the corresponding values is blue, indicating a clickable hyperlink.]]

This can be helpful if you are a prospective student interested in a particular program, degree, or supervisor, for example. If you select a Supervisor’s name, you will be brought to search results of all items in cIRcle that have this name applied as a Supervisor.

See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#cIRcle Thesis/Dissertation Metadata|cIRcle Thesis/Dissertation Metadata]] for more information about metadata fields.

== Usage and Licensing ==
Openly accessible theses and dissertations in cIRcle can be grouped into two broad categories, each with differing access and use properties.

=== Theses and Dissertations: 2008-present ===
Theses and dissertations are submitted electronically to cIRcle directly by the author.

The Rights section of the item page displays the [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) license] applied to the item (this is also found within the Rights metadata). You can select the CC license icon (or link in the “Rights URI” field) to be directed to the CC page that lists the use permissions and restrictions for that license, and thus that item.

[[File:2024 08 15 ETD Guide Usage Licensing 01.png|frameless|700x700px|alt=A thesis item record. There is a green box encasing the “Rights” field in the bottom right hand corner of the page.]]

For example, if the assigned Creative Commons license is [https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives (CC-BY-NC-ND)], you can cite and share the item with appropriate attribution, but cannot use the work for commercial purposes, or distribute material modified from the work.
{| class="wikitable" style="width: 100%;"
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| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': For theses and dissertations with multiple files, this license will apply to the item as a whole (all parts of the item), unless otherwise noted within the work.
Theses and dissertations can include material that uses a separate license or permission type. If there are no alternate license statements you can apply the Creative Commons license terms described on the item’s landing page.
|}
=== Theses and Dissertations: 1919-2008 ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [http://search.library.ubc.ca/#catalogue Library’s catalogue]. Many of these items were digitized and made openly available via cIRcle from 2008-2012, with the goal of promoting open and comprehensive access in support of research purposes and private study only.

A pop-up message appears on these items with specific conditions for how they can be used: (“This item is to be used for non-commercial purposes only, such as research, private study and education. Additional conditions apply, see [https://open.library.ubc.ca/terms_of_use Terms of Use]”). It’s important to review the Rights statement on each item page as well as the Terms of Use for additional conditions.”

[[File:2024 08 15 ETD Guide Usage Licensing 02.png|frameless|700x700px|alt=A green box encasing the OC License pop-up over a thesis item record.]]

More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Note''': The PDF files of these theses and dissertations have been secured so that text and images may not be copied/pasted into other electronic documents.
|}
== cIRcle Thesis/Dissertation Metadata ==

=== What is metadata? ===
Metadata is the information that describes an item, such as a thesis or dissertation, that helps us find, identify, use, and share that item, as well as retrieve and pull together similar items.

For more information about metadata more generally, see [https://ubc-library-rc.github.io/intro-metadata/ Metadata Basics: Describing Research Data] (UBC Library Research Commons).

=== cIRcle metadata ===
cIRcle’s metadata practices aim to align with broader standards, guidelines, and practices. As a result, submitted metadata may be adjusted when there’s an opportunity to make a description more consistent or accurate.

* For example, all Title field values with a subtitle will include a space on either side of a colon (e.g. [http://hdl.handle.net/2429/27918 Self-regulation and co-regulation : prospects and boundaries in an online environment]).

In general, the way an item is described in cIRcle is reflective of the time that item was created. For example, this means that although a Faculty/Department name may change, the item’s metadata for existing items will not be updated to reflect this change.

* For example, if you wanted to browse theses and dissertations from the Law Program on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations Collection] page, you will find that these fall under two separate Affiliation values: “Law, Faculty of” (before 2015) and “Law, Peter A. Allard School of” (after early 2015).
** '''Tip''': If you wanted to search all Law Program theses and dissertations at once, across Affiliation variations, you can do so by searching “Law” in the Program field.

There are exceptions to this practice, particularly when deviation serves broader goals for inclusivity, cultural sensitivity, and harm reduction. See our publicly available [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual] for more information about cIRcle’s current metadata practices.

=== Fields Unique to UBC Theses and Dissertations ===
Theses and dissertations feature a few fields unique to this content to aid in description and make them easier to find. These include:

* '''Program:''' Captures the graduate program (e.g. Anthropology, Chemistry, Law) for which the thesis/dissertation was completed.
* '''Degree:''' Captures the degree awarded (e.g. Master of Arts – MA, Doctor of Philosphy – PhD).
* '''Supervisor:''' Captures the individual name(s) of the thesis/dissertation Supervisor/Co-supervisor(s). Additional thesis/dissertation committee members/examiners '''are not''' captured.
** '''Note''': The Supervisor field is only populated for theses/dissertations submitted beginning May 2021.
* '''Graduation date:''' Captures the graduation date of the Creator.
** '''Note''': This field is not available via [https://open.library.ubc.ca/search/advanced Open Collections’ Advanced Search].
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tips!''' These fields can be useful if you’re searching for specific theses/dissertation information, attributes, or history. For example:
* Search '''Program''' if you want to see prior thesis/dissertation formatting conventions for your program.
* Search '''Supervisor''' if you want to see theses/dissertations and types of research topics supervised by a particular UBC faculty member.
|}
== Exclusions ==
Creative arts theses from 2017-present are only available via Campus-wide Login (CWL) via [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+]. This includes the programs of Creative Writing, Film, Interdisciplinary Studies, Music, Theatre, and Visual Arts (or combinations thereof), for the degrees of Master of Fine Arts (MFA) and Master of Music (MMus).

Use the [http://search.library.ubc.ca/#catalogue Library’s catalogue] to find physical creative arts theses prior to 2017 and physical theses/dissertations prior to 2008.

Graduate works that do not undergo review and approval by G+PS/CoGS may be found in cIRcle with variable coverage, depending on time period, department, program, etc. Explore the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection to find graduate projects, essays, reports, and capstones.

Visit the [https://guides.library.ubc.ca/theses/thesesubc Theses and Dissertations LibGuide] for guidance on finding theses and dissertations beyond cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use}}

Library:Circle/File Format Guidelines

2025-03-06T18:20:30Z

AmberSaundry:

= cIRcle File Format Guidelines =

==Overview==
All items submitted to cIRcle for archiving '''must be delivered to cIRcle in digital format'''.

[https://wiki.ubc.ca/Library:Circle/Digital_Preservation_at_cIRcle cIRcle undertakes numerous digital preservation activities] in order to provide long-term sustainability of content. Provision of digital files following the recommendations in these guidelines greatly facilitate these efforts.

==Key Concept: Accessibility==
Creating open access content extends beyond making something available outside of a paywall to addressing all forms of access barriers. As you develop materials or prepare to submit your work to cIRcle, we strongly recommend consulting the [https://open.ubc.ca/oer-accessibility-toolkit/ OER Accessibility Toolkit] created by Open UBC to help ensure your materials are "usable by people with the widest possible range of abilities, operating within the widest possible range of situations". The principles and instructions in the Toolkit can be applied to a host of content created across the spectrum of open scholarship whether it is destined for cIRcle or other dissemination platforms.<ref>https://open.ubc.ca/oer-accessibility-toolkit/</ref>

In each of the following file format sections, you'll also find select accessibility tips from the University of Washington's [https://www.washington.edu/accessibility/ Accessible Technology] page which provides extensive resources on creating accessible using programs such as Microsoft Word and PowerPoint.

==File Sizes ==
Please ensure each of your files are no larger than '''2 GB''' in size. Please note that an item record can hold multiple files, with each file up to the size limit.

If your file(s) are larger than the size limit, we recommend [http://circle.ubc.ca/contact-us contacting the cIRcle Office] to discuss your options. You may also use one of the following methods to reduce the file size:

#Split the file(s) into multiple parts, each no larger than the file size limit.
#Reduce the file quality.
#Submit your file(s) as a compressed ZIP file (see [[Library:Circle/File Format Guidelines#Other Files|Other Files]] below).

The following external guides can help get you started on reducing your file size:

*[https://www.vpl.ca/guide/inspiration-lab-general-technology-skills/file-size VPL File Size Guide] - provides a basic overview of file size including information on data compression
*[https://vimeo.com/blog/post/how-to-compress-a-video/ Vimeo Blog] - provides step-by-step instructions on how to compress video files

==File Formats==
File formats act as containers for digital content. Just as a song's audio information can be "held" in a cassette tape or CD, an .mp3 also holds audio and the information required to play it. And like cassette tapes or CDs, digital file formats face risks that can impair long term access to the content they hold. The three main risks to digital file formats are 1) format obsolescence, 2) proliferation of formats, and 3) lack of format support.

To address these risks, it is important to use file formats that are robust and well-supported. In this guide, cIRcle has identified file formats we have the most assurance we can support long-term. We have listed both preferred formats (formats that are currently well-supported for long-term access and preservation) and acceptable formats (formats we accept but are not as well-supported for long-term access and preservation). By providing your digital content to cIRcle in one of the preferred file formats, you are taking steps to ensure the long-term accessibility and preservation of your content.
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x75px|Exclamation]]
||
Although cIRcle can technically accept all file formats, '''it is strongly recommended and important to submit files that are in one of the preferred file formats''', in order to ensure long term accessibility and preservation of the content.

This list is not exhaustive; please [http://circle.ubc.ca/contact-us contact the cIRcle Office] if you have any questions.
|}

===Text Files===
cIRcle accepts text documents such as reports, articles, posters, and presentations amongst others.

The '''preferred formats''' for text documents uploaded to cIRcle are:
*'''.pdf'''
**cIRcle does not accept secured (password protected) PDF files, due to access and preservation concerns. If you have questions, please contact the cIRcle Office.
*'''.txt'''
Acceptable text formats include:
*''.doc/.docx''
*''.ppt/.pptx/.ppsx''
*''.xls/.xlsx''
If your text file includes video and/or audio, please also provide a standalone copy of each embedded video and/or audio file. See accepted [[Library:Circle/File Format Guidelines#Video Files|Video]] and [[Library:Circle/File Format Guidelines#Audio Files|Audio]] formats below.

{| class="wikitable"
|-
|To '''improve accessibility''' for your documents, consider the following:
* Create PDFs with Optical Character Recognition for screen readers.
*Incorporate text font and size (i.e. minimum 12pt) that is accessible to screen and text readers.
*Use style elements, such as headings and lists, to organize the structure of the document.
*Add labels and alternative text to any links, buttons, or images.
*Enable tags in your document's properties to give your document a logical reading order.
Please see the University of Washington's [https://www.washington.edu/accessibility/documents/ Overview of Accessible Documents] web page for more information.
|}

===Video Files ===
The '''preferred formats''' for video files uploaded to cIRcle are:
*'''.avi'''
*'''.mkv'''
* '''.mov'''
*'''.mp4/.m4v'''
*'''.mpg'''
Acceptable video formats include:
*''.flv''
*''.webm''
*''.wmv''

If your content is not transcoded to a web-ready format and is on DVD, we recommend using open source video transcoder programs such as [https://handbrake.fr/ Handbrake] for conversion.
{| class="wikitable"
|-
|To '''improve accessibility''' for your videos, consider the following:
*Use captions or subtitles.
*Include a transcript with description. This is particularly important if the audio differs from what is presented on the screen.
*Use accessible colours and contrast. See this [https://webaim.org/articles/contrast/ WebAIM] page for more information about using colour contrasts.
*If using slides, keep them as simple as possible. Avoid large blocks of text and cluttering a page/slide with too much simultaneous content.
*Use text font and size that is accessible to screen and text readers. See [https://webaim.org/techniques/fonts/ WebAIM] for more information about font techniques.
Please see the University of Washington's [https://www.washington.edu/accessibility/checklist/media/ Overview of Accessible Audio and Video] web page for more information.
|}

===Audio Files===
The''' preferred formats''' for audio files uploaded to cIRcle are:
*'''.ac3'''
*'''.aif/.aiff'''
*'''.mp3'''
*'''.wav'''
*'''.wma'''
Acceptable audio formats include:
*''.m4a''
When digitally encoding your audio files, please use a high quality (192kbps or higher) setting.

{| class="wikitable"
|-
|To '''improve accessibility''' for your audio files, consider the following:
*Include a transcript.
|}

===Image Files ===
The ''' preferred formats''' for image files uploaded to cIRcle are:
*'''.bmp'''
*'''.jp2'''
*'''.jpg'''
*'''.png'''
*'''.tif/.tiff'''
Acceptable image formats include:
*''.gif''

===Data Files ===
As described by UBC Library, “Research data is the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings.”<ref>http://researchdata.library.ubc.ca/learn/</ref>

For best practices on how to format data files [http://researchdata.library.ubc.ca/plan/format-your-data/ see the UBC Library Research Data Management website].

===Other Files===
Acceptable formats for other files uploaded to cIRcle include:
*''.xml''
*''.zip''
**Recommended use of ZIP files is highly dependent on how the resource may be best presented to and accessed by users. Some considerations include (but are not limited to):
***File number & organization: Large numbers of files and/or maintenance of a file directory structure may suit a ZIP.
***Designed method of access: If a user is only meant to access specific target file(s), ZIP may not be well-suited, as a user needs to download the entire ZIP.
***File format: Non-preferred file formats may be suited to a ZIP, given their lack of in-browser streaming ability and/or need for specialized software.
***File size: Large files may need ZIP compression to reduce their size.
***Accessibility: ZIP files can create accessibility barriers, especially for those using screen-readers.
**If ZIP is well-suited for your resource, consider including a list of files in the non-ZIP file(s) and/or metadata, to provide transparency regarding ZIP contents and further insight to users.

==References==
<references />
[[Category:Circle|File Format Guidelines]]
__NEWSECTIONLINK__

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2025-02-24T19:02:07Z

AmberSaundry: Adjusted "Visual Art" to "Visual Arts" and removed "Art History (Critical Curatorial Studies)"

This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

=Jump to... Highest Affiliations=
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#heal|Health Disciplines, College of]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

=Highest Affiliation, Affiliation(s), and Program Hierarchy=
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Visual Arts
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Law and Business Communications, Division of
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | Critical Studies, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Language Education
|-
| || || Teaching English as a Second Language
|-
| || colspan="2" | Teacher Education
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Health Disciplines, College of
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth, Environmental and Geographic Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis

2024-11-21T00:20:25Z

AmberSaundry:

== About this Guide ==
UBC Library offers a number of services for managing and preserving research data. This guide was created, and is maintained by, members of the cIRcle and Research Data Management teams. Its primary purpose is to provide guidance around management of data deposit requests between [https://circle.ub.ca cIRcle]<ref> https://circle.ubc.ca</ref>, UBC’s open access digital repository, and [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection (@Borealis)]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref>, a cross-disciplinary data repository on Borealis supporting online management and access to data.

To learn more about the major data repositories used by Canadian researchers including Borealis, FRDR, and Dryad, see the [https://osf.io/rc7de Where Should I Deposit My Data?] <ref>https://researchdata.library.ubc.ca/deposit/dataverse/</ref> decision-tree.

For more information about Research Data Management at UBC visit [https://researchdata.library.ubc.ca researchdata.library.ubc.ca.] <ref>https://researchdata.library.ubc.ca</ref>

==Thesis and Dissertation Data==

If you are interested in depositing data that is not part of your formal thesis or dissertation submission but is relevant to your research, you may wish to explore the options discussed below. Questions about what to include your thesis or dissertation proper should be directed to your graduate office: graduate.thesis[at]ubc.ca for UBC-V and gradtheses.ok@ubc.ca for UBC-O.
== Overview ==
UBC Library defines research data as “[…] the data created or generated as part of a research project and exists in many formats including numeric data, text, transcripts, images, video and audio recordings" ([https://casrai.org/rdm-glossary/ Source: Casrai RDM Glossary]<ref>https://casrai.org/red-glossary/</ref>).

In recognition of the diversity of data and the complexity of data stewardship, UBC Library maintains or provides support for four repositories where research data may be stored, accessed, and managed: [https://researchdata.library.ubc.ca/deposit/dataverse/ UBC Dataverse Collection]<ref>https://researchdata.library.ubc.ca/deposit/dataverse/ </ref>, [https://www.frdr-dfdr.ca/repo/ FRDR]<ref>https://www.frdr-dfdr.ca/repo/ </ref>, [https://datadryad.org/stash Dryad]<ref>https://datadryad.org/stash</ref>, and [https://circle.ubc.ca cIRcle] (DSpace). Each repository presents different strengths and limitations in the management of research data. The advantages of each are dictated, in large part, by the data creator’s goals for access, preservation, and re-use. This document provides general guidance for librarians to decide primarily when to direct data deposits to cIRcle or the UBC Dataverse Collection. It also outlines how relationships between content living across both repositories may be identified and described.

== Guiding Principles ==

=== General ===
All four repositories can hold multiple files per record. Ideally, a record within a repository holds all appropriate files related to a study. Where possible, multiple files from a study should not be split across multiple records within a repository. However, depending on the type of information deposited, a study may have a record for a publication in cIRcle, for example, and corresponding records for data in Borealis, FRDR, or Dryad. This scenario is described in greater detail in the section: [[Library:Circle/Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis#When there is both Research Data and Documents|When there is both Research Data and Documents]].

Where materials for a study may require multiple records within a single repository or across different repository platforms, a consultation with any repository staff member will ensure best practices are applied.

=== Final and Work-in-Progress Data ===
cIRcle is UBC’s digital repository for teaching and research materials. cIRcle’s mandate prioritizes open access and preservation for static or final versions of materials that will not require adjustments or changes such as articles, theses, and conference papers as well as recordings of events and lectures. Although cIRcle does accept datasets, its services offer limited support for version control. In most cases where a new version of a file becomes available, cIRcle generally recommends adding updated files to existing records rather than replacing (i.e. deleting) files. For this reason, cIRcle is an ideal repository for completed datasets, particularly when paired with an article, presentation or paper.

Borealis is an open source web application for sharing, preserving, citing, exploring, and analyzing research data. It facilitates making data available to others, and allows replication of others' work. It has a robust version control and allows granular access to data files. Borealis is an excellent place for files toward the end of the research data lifecycle or final version that might be amended by the users.

=== Access & Management ===
While anyone can access materials deposited to cIRcle, submissions or edits to existing records are managed by cIRcle staff upon request. Although cIRcle does support embargoes, data should be added to cIRcle with the ultimate goal of open access and re-use. See the [https://circle.ubc.ca/about/faq/ cIRcle FAQ]<ref>https://circle.ubc.ca/about/faq></ref> for more information on permissions and withdrawal and editing policies.

Borealis allows and encourages continuing use and further editing of research data, including version control and granular access to research data which requires a [https://bit.ly/3ZExAOh UBC CWL login]<ref>https://bit.ly/3ZExAOh</ref>.

=== Data Type ===
Tabular data files can be deposited to either cIRcle or Borealis depending on the data content and other considerations (final/in-progress, access, etc.).

SPSS (.por, .sav), Stata (.dta), R (.RData), LIDAR or GIS data would be more suited for deposit in Dataverse.

=== File Sizes ===
cIRcle recommends individual file sizes not exceed 2GB. For help with larger files, please contact [https://circle.ubc.ca/contact-us/ cIRcle staff]<ref>https://circle.ubc.ca/contact-us/</ref>.

In Borealis there is a maximum file size of 3GB for each file that users can upload via a browser. Larger files could be deposited by Borealis staff via the API. For very large datasets (e.g. TBs), we recommend that data be deposited in FRDR. Contact the RDM team for help: research.data[at]ubc.ca.

=== File Formats ===
Ideally, open and non-proprietary file formats should be used to store and share data. Please refer to recommended file formats, and recommend conversion of file formats when possible.

cIRcle is file type agnostic, and can accommodate a variety of file formats though non-proprietary are preferred. Through [https://open.library.ubc.ca Open Collections], cIRcle is able to support in-browser viewing of documents (.pdf), images (.jpg, .png, .gif), videos (.mp4), and audio (.mp3).

Borealis is file format agnostic, and can accommodate a variety of file formats. However, to make research data previewable and analyzable in a browser while using Borealis, we recommend to upload/convert the data to CSV (.csv), SPSS (.por, .sav), Stata (.dta) or R (.RData) file formats.

Excel (.xls / xlsx) may be referred to either repository.

=== When there is both Research Data and Documents ===
Many researchers may wish to deposit both the research data for their study, as well as the publication or supplemental material. There are advantages and disadvantages to having all items for a study (regardless of format) within one repository.

cIRcle is an ideal home for publications with corresponding research data that is static and relatively small (under 2GB). It’s also the place most users expect to find publications from UBC creators. Full-text indexing is provided through the multi-repository search portal, Open Collections for improved discoverability and access. Researchers may choose, however, to deposit their article in cIRcle and have links to their datasets in another data repository if file size, flexibility or interactivity requirements do not support having related materials in one place.

Borealis is the preferred repository for researchers who want to deposit, describe and manage their datasets, particularly where versioning is a priority. For extremely large datasets (e.g. spectrometer data), FDRD is recommended.

== Linking Records Across Repositories ==
Depending on priorities and the strengths and limitations of each repository, researches may find that it makes sense to use multiple repositories for a given research project. For example, researchers might deposit their protocols in [https://osf.io/ OSF], datasets in Borealis, and the final publication in cIRcle. Scholarly communication is enhanced when research inputs are not only made available, but also connected to their final scholarly output. Deposits to cIRcle, OSF, and UBC Dataverse Collection (Borealis) are all citable and provided with a persistent identifier (e.g. DOI, URI, etc.). This means that related records in different repositories can be connected by referring to each record's persistent identifier.

=== cIRcle ===
When depositing into cIRcle, link out to related records by adding a note in the Abstract/Description field that includes each related record's persistent identifier.

* Example of a publication in cIRcle that links to data in Dataverse: [http://hdl.handle.net/2429/57077 BC Municipal Water Survey]

=== UBC Dataverse Collection ===
When depositing into Borealis, link out to related records by adding their persistent identifiers in the Related Materials field.

* Example of data in Dataverse that links to a publication in cIRcle: [https://dx.doi.org/10.14288/1.0314341 BC Municipal Water Survey]

=== Open Science Framework ===
When depositing into OSF, there are a number of ways to make connections to cIRcle and Dataverse:<ref>https://csc.ok.ubc.ca/consultations/thesis-data-deposit/</ref>

* Use the supplied wiki as a README to add related records' persistent identifiers and make connections across repositories. [https://help.osf.io/article/389-wiki OSF wiki instructions].<ref>https://help.osf.io/article/389-wiki</ref>
* Add Dataverse as an add-on to your project. [https://openscience.ubc.ca/research/osf/faq/ UBC-specific instructions].<ref>https://openscience.ubc.ca/research/osf/faq/</ref>
* Create a redirection of a module to your cIRcle and/or Dataverse records. [https://help.osf.io/article/200-add-a-redirect-link Instructions].<ref>https://help.osf.io/article/200-add-a-redirect-link</ref>

== Help ==
For questions about this document or research and data repository services, please contact us at

cIRcle at circle.repository[at]ubc.ca or Research Data Management at research.data[at]ubc.ca.

Version 2.0. Created September 2016. Last updated March 2023.

== References ==
<references />

[[Category:Circle]]
{{DEFAULTSORT:Guidelines for Recommending UBC Library Repositories for Data: cIRcle and Borealis}}

Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle

2024-11-06T16:54:24Z

AmberSaundry: Minor expansion to removal of files

= Submitting Creative Arts Theses and Dissertations to cIRcle=

==Overview==
The following guide will lead you through submission of your creative arts thesis/dissertation to cIRcle. '''The following process is only applicable to MFA and MMus students.'''

The process for submitting and approving creative arts theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Creative Arts Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your creative arts thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

== 1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your creative arts thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your creative arts thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization ==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection.'''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)'''" collection.

[[File:CIRcle 06 CAT-Select-Collection-annot 01.png|alt=Select Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS) as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

* '''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your creative arts thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your creative arts thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your creative arts thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 CAT-DescribeItem1-annot.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the '''Title''' field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2 ====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 CAT Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!'''
Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

*For UBC-V students it will be May or November.
*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===

====Prepare your File(s) ====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

*Ensure each file you submit is no larger than 2GB.
*Ensure your PDF file(s) are not secured (password-protected).
*Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your creative arts thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

*If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 CAT-Upload-files-annot.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files"'''. Repeat the upload file steps for the correct file(s), in the preferred order.
If your creative arts thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}

Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 CAT-Review-Submission-annot.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|720x720px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Review Terms of Access===
Review the Terms of Access for your creative arts thesis/dissertation submission. Your thesis/dissertation will be made accessible online, but only to those with a campus-wide login (CWL).

[[File:CIRcle 11 CAT Terms of access.png|alt=Terms of Access page.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your creative arts thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your creative arts thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
*Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation; '''please note that your thesis will not be accessible via this URL.''' Instead, your thesis will be made accessible online only to those with a CWL via [http://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].

'''Congratulations!'''

===Accessing Your Creative Arts Thesis/Dissertation After Graduation===
Please note that due to the [[Library:Circle/Submitting Creative Arts Theses and Dissertations to cIRcle#Review Terms of Access|Terms of Access]], creative arts theses/dissertations submitted to cIRcle via the "Electronic Theses and Dissertations in Creative Arts, 2017+ (CWL ACCESS)" collection are accessible only to UBC students, faculty, staff, and on-site Library users via CWL.

'''UBC alumni cannot access [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+].''' If you have graduated from UBC and need access to your thesis/dissertation, please contact your program unit.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Creative Arts Theses and Dissertations to cIRcle}}

Library:Circle/Submitting Theses and Dissertations to cIRcle

2024-11-06T16:51:08Z

AmberSaundry: Minor expansion to removal of files

= Submitting Theses and Dissertations to cIRcle=
== Overview==
The following guide will lead you through submission of your thesis/dissertation to cIRcle. The process for submitting and approving theses/dissertations is coordinated between Graduate and Postdoctoral Studies (G+PS, UBC Vancouver)/College of Graduate Studies (CoGS, UBC Okanagan) and cIRcle.

Your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account authorization). If the website does not answer your questions, UBC Vancouver students may contact G+PS (graduate.thesis@ubc.ca), while UBC Okanagan students may contact CoGS (gradtheses.ok@ubc.ca).

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|x100px|Checkbox]]
||'''Your Thesis/Dissertation Submission Checklist'''
*[[#1. Submit Forms to Your Thesis Office|Submit]] your completed forms to G+PS/CoGS (as applicable).
*[[#2. Register for a cIRcle Login|Register]] for a cIRcle Login'''.'''
*[[#3. Request Account Authorization|'''Request account authorization from G+PS/CoGS''']] (as applicable) in order to submit to a thesis/dissertation collection. You will be notified when your cIRcle account has been authorized, and you can proceed with submission.
*[[#4. Login|Login]] and [[#5. Start Your Submission|Submit]] your thesis/dissertation to cIRcle.
*[[#6. Next Steps and Conclusion|Monitor]] your submission for any requested changes from G+PS/CoGS. Receive approval from G+PS.
*[[#6. Next Steps and Conclusion|Await final review]] by the Library, upon which you will receive the persistent URL for your thesis/dissertation. '''Congratulations!'''
|}
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Click any images in this guide to increase their size & visibility.
|}

==1. Submit Forms to Your Thesis Office ==
'''Before you can proceed with submission of your thesis/dissertation, you must submit your completed thesis/dissertation forms to G+PS (UBC Vancouver) or CoGS (UBC Okanagan).'''

See [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan) for necessary forms and more information.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Important!''' Embargo requests to delay immediate release of your thesis/dissertation must be made after your defense but before you submit to cIRcle. For more information, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/how-request-publication-delay G+PS’ How to Request a Delay in Publication] (UBC Vancouver) or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission] (UBC Okanagan).

Please note that if an embargo is approved, '''all''' files included in your submission will be embargoed.
|}

==2. Register for a cIRcle Login ==
Once you have submitted your thesis/dissertation forms, you can register for your cIRcle login. On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Register'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 01 Register buttons.png|alt=cIRcle homepage showing a Register button in the top menu bar and under the heading Registration.|frameless|700x700px]]

From the [https://circle.library.ubc.ca/register New user registration] page, enter your email address in the box provided, and select the "'''Register'''" button below the entry box to submit your registration request.

To complete the registration process, login to your associated e-mail account to locate the registration confirmation email from cIRcle. Please note it can take a few hours to receive this e-mail.

*If you delay this step too long, you may receive an “Invalid token” error message. If this occurs, please start the login registration process again from the beginning.

==3. Request Account Authorization==
Your Graduate Studies Office must authorize your cIRcle account before you can proceed with submission. Once you have submitted your thesis/dissertation forms and completed registration for your cIRcle login, '''send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) requesting that your account be authorized to submit to a thesis/dissertation collection''.'''''

*For UBC Vancouver, see [https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/final-submission-instructions G+PS’s Final Submission Instructions].
*For UBC Okanagan, see [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/post-defence-submission/ CoGS’ Post-Defence Submission].
'''G+PS/CoGS will e-mail you to confirm your cIRcle login has been authorized''' '''for the "Electronic Theses and Dissertations (ETDs) 2008+"''' collection, and you may proceed with submission.

*'''If you only have access to submit to the "Graduate Research [non-thesis]" collection''', '''your account has not yet been authorized'''; do not proceed with submission. '''Contact G+PS/CoGS''' for any follow-up about your account authorization and receipt of your confirmation e-mail.

==4. Login ==
On the [https://circle.ubc.ca/ cIRcle homepage], select “'''Login'''”, which can be found either along the top menu or below the search bar.

[[File:CIRcle 02 Login Buttons.png|alt=cIRcle homepage showing a Login button in the top menu bar and under the heading Submit Content.|frameless|700x700px]]

On the [https://circle.library.ubc.ca/login Login] page, you will be prompted to choose a login method. Select the "'''cIRcle Login'''". '''Do not use your CWL Login'''.

[[File:CIRcle 03 Login method.png|alt=On the Choose a Login Method page, select the cIRcle Login button, not the CWL Login button.|frameless|700x700px]]

==5. Start Your Submission ==
After logging in, you will have access to a navigation menu on the left sidebar. Under the "My Account" heading, select "'''Submissions'''".

[[File:CIRcle 04 Submissions.png|alt=Select Submissions under the heading My Account.|frameless|700x700px]]

From the "Submissions & workflow tasks" page, select "'''Start a New Submission'''".

[[File:CIRcle 05 Start submission.png|alt=On the Submissions and workflow tasks page, select Start a New Submission.|frameless|700x700px]]

===Select a Collection===
On the Item Submission page under the "Select a collection" header, use the drop-down menu to select the "'''Electronic Theses and Dissertations (ETDs) 2008+'''" collection.

[[File:CIRcle 06 ETD Select Collection.png|alt=Select Electronic Theses and Dissertations ETDs 2008+ as described in Select a Collection.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" | [[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! '''If you login to cIRcle and only have access to submit to the "Graduate Research [non-thesis]" collection, your account has not yet been authorized.

*'''Do not submit to this collection'''. Doing so will result in a delay with your submission.
*Please ensure you have completed all required steps and [[#3. Request Account Authorization|await your confirmation email from G+PS/CoGS]].
|}

Select the "'''Next'''" button to continue.

===Describe Item ===
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' To save your unfinished submission once you've started, select the "'''Save & Exit'''" button followed by the "'''Save it, I'll work on it later'''" button to confirm. Look for this option throughout the submission process.
|}

You will enter/select descriptive information about your thesis/dissertation (e.g. author, title, etc.), which will form the cIRcle record metadata. '''This descriptive information (metadata) must match the information (where possible) from the title page and preliminary pages of your thesis/dissertation.'''

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' cIRcle metadata can accept any '''special characters''' within the [https://www.unicode.org/charts/index.html Unicode standard] that are '''UTF-8 encoded'''.
If you are unable to copy special characters from your thesis/dissertation into the cIRcle record metadata, we recommend reviewing the Unicode code charts to find the corresponding character(s) there, and copy/paste them accordingly. If you are unable to find corresponding special characters within Unicode, then they should to be transcribed to the best-of-ability.

Please note that it may not be possible to render certain characters accurately in the cIRcle metadata field. Although we aim to have the metadata be as reflective of the thesis/dissertation as possible, metadata does have limitations, and the primary source for use & reference is the thesis/dissertation itself (which contains all special characters as-intended).
|}

====Describe Item Page 1====
Complete all of the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 07 ETD Describe 1.png|alt=Describe Item page 1. Consult the tips that follow to complete the fields Title and Type.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tips!'''
'''Type''': This field is pre-selected as "Text" to describe the thesis/dissertation as a whole; if you are only submitting a single text-based PDF, this can remain unchanged. If you have multiple files with different formats, select as many as-appropriate.

'''Title (Okanagan Campus''' '''only)''': When entering your thesis/dissertation name into the Title field, add “Okanagan” in front of the actual thesis/dissertation name; this will flag the appropriate Thesis Office to review your submission.
|}

When you have finished, select "'''Next'''" to continue.

====Describe Item Page 2====
Complete the required fields. You will be prompted to complete these fields before continuing the submission process.

[[File:CIRcle 08 ETD Describe 2.png|alt=Describe Item page 2. Consult the tip that follows to complete the field Graduation Date.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' Your '''Graduation Date''' is the month in which your degree will formally be conferred by Senate. This is not on your title or preliminary pages, but will be included in your file name(s).

* For UBC-V students it will be May or November.

*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 Vancouver, or June for UBC Okanagan.
|}

When you have finished, select "'''Next'''" to continue.

===Prepare and Upload Your File(s)===
====Prepare your File(s)====
'''Ensure you have followed the formatting requirements''' as outlined by [https://www.grad.ubc.ca/current-students/dissertation-thesis-preparation/formatting-requirements Formatting Requirements (G+PS, UBC Vancouver)] or [https://gradstudies.ok.ubc.ca/academics/thesis-and-dissertation/preparation/ Preparation (CoGS, UBC Okanagan)].

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Exclamation]]
||'''Important! Be sure to review the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]''' for information on file size requirements and preferred file formats.
'''It is strongly recommended and important''' to submit files that are in one of the '''preferred file formats''', in order to ensure long term accessibility and preservation of your work.

Some highlights are included here, but please see the [[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]] for further information:

* Ensure each file you submit is no larger than 2GB.
* Ensure your PDF file(s) are not secured (password-protected).
* Review recommended use of ZIP files, which is highly dependent on how the resource may be best presented to and accessed by users.
*Consider accessibility improvements for your content.
|}

Ensure your file name(s) are lowercase and in the format shown directly below. Ensure characters are limited to Roman letters (a-z), numbers (0-9) and underscores (_).
*ubc_gradyear_gradmonth_lastname_firstname.pdf
**E.g.: ubc_2022_may_houdini_harry.pdf

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' “gradyear_gradmonth” correlates to the Graduation Date you selected during the [[#Describe Item Page 2|Describe Item Page 2]] step
|}

If your thesis/dissertation consists of multiple files, your first file must be a PDF containing your title page and preliminary pages, named as above.

For subsequent files, you will add a suffix name/number (if/as applicable) to demonstrate the file type and/or intended order of use. '''Please ensure each file name is unique''' and follows the format shown directly below.
*ubc_gradyear_gradmonth_lastname_firstname_filetypeandornumber.xyz
**E.g.: ubc_2022_may_houdini_harry_programme.pdf
**E.g.: ubc_2022_may_houdini_harry_track01.mp3
**E.g.: ubc_2022_may_houdini_harry_topographydiagram.png
**E.g.: ubc_2022_may_houdini_harry_stageperformance.mp4
**E.g.: ubc_2022_may_houdini_harry_data.zip

====Upload====
Once your file(s) are prepared and named accordingly, select the "'''Choose File'''" button and locate the file(s) on your computer. Select "'''Upload file & add another'''".

* If your thesis/dissertation consists of multiple files, the PDF file containing your title page and preliminary pages must be the first-listed file in your submission. Subsequent files should be uploaded and listed as determined by their significance and/or intended order of use.
*Ensure you upload all thesis/dissertation files approved by your Committee during this step.

The length of time required to upload a file will depend on its size and the speed of your connection. If you have trouble uploading your file(s), [https://circle.ubc.ca/contact-us/ contact the cIRcle Office].

[[File:CIRcle 09 ETD Upload files.png|alt=Use the buttons Choose File and Upload File and Add Another to upload files as described. Consult the following tip to remove or reorder files.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you uploaded the wrong file(s) or uploaded files in the incorrect order, under "Files Uploaded", '''select the checkbox''' (not the Primary bullet) next to the file you want to remove, then select '''"Remove selected files".''' Repeat the upload file steps for the correct file(s), in the preferred order.
If your thesis/dissertation contains more than one file, you may need to remove and re-upload multiple files to ensure they are listed in the correct order.
|}
Verify that you have uploaded the correct file(s). When you have finished, select "'''Next'''" to continue.

===Review Your Submission===
Under each of the "Describe Item" sections, verify that the information entered is correct. Under the “Upload File(s)” section, ensure all file(s) are present and in the preferred order.

[[File:CIRcle 10 ETD Submission review.png|alt=Review Submission page. Consult the following tip if you need to change any parts of your submission.|frameless|700x700px]]

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip]]
||'''Tip!''' If you need to change your submission, select the relevant "'''Correct one of these'''" buttons. This will allow you to return to the relevant section to make changes.
Be sure to select "'''Next'''" after making any correction(s) to ensure the changes have been saved.
|}

Select "'''Next'''" if there are no changes.

===Select a Creative Commons License===
Your thesis/dissertation will be licensed for use under a [https://creativecommons.org/about/cclicenses/ Creative Commons (CC) license], which indicates how others can share, use, and/or adapt your work.

{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|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, visit the [http://creativecommons.org/licenses/ Creative Commons website].
|}

If you do not wish to modify the default [http://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivs (CC BY-NC-ND)] Creative Commons License, do not make any changes to the selections. To modify the Creative Commons License permissions, select the desired radio buttons provided.

[[File:CIRcle 11 ETD License terms.png|alt=Creative Commons License page showing the default License selected with option buttons.|frameless|700x700px]]

Select "'''Next'''" to proceed to the cIRcle Non-Exclusive Distribution License.

===Complete the cIRcle Non-Exclusive Distribution License===
You will complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License]. You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis/dissertation.

Once you have read the license agreement, check the box beside the statement, "'''I Agree'''". Then, select the "'''Complete submission'''" button.

[[File:CIRcle 12 License agreement.png|alt=Select the I Agree check box, then the Complete submission button, as described in Complete the cIRcle Non-Exclusive Distribution License.|frameless|700x700px]]

The final screen will indicate that the submission was successful.

[[File:CIRcle 13 Submission complete.png|alt=Final Submission complete page.|frameless|700x700px]]

==6. Next Steps and Conclusion ==
Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your thesis/dissertation. '''If you have any questions about approval of your thesis/dissertation, contact G+PS/CoGS'''.

Monitor your e-mail closely for the following:
*G+PS/CoGS will notify you if you are required to complete any changes and re-submit. It’s highly recommended that you respond as soon as possible to any requested changes.
*Once your thesis/dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your thesis/dissertation will undergo final review by the Library, which takes 1-3 business days.
* Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis/dissertation. You’ll be able to view your thesis/dissertation online (unless you’ve requested an embargo) and it’ll be assigned a [https://researchdata.library.ubc.ca/plan/get-dois/ digital object identifier (DOI)] that can be used to share and cite your work.

'''Congratulations!''' Your work can now be viewed around the world and will be preserved for future generations in the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection.
[[Category:Circle]]
{{DEFAULTSORT:Submitting Theses and Dissertations to cIRcle}}

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2024-10-28T19:39:42Z

AmberSaundry: Clarified affiliation of UBC-O Biochemistry & Molecular Biology program

This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

=Jump to... Highest Affiliations=
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#heal|Health Disciplines, College of]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

=Highest Affiliation, Affiliation(s), and Program Hierarchy=
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the Interdisciplinary Studies Program at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Art History (Critical Curatorial Studies)
|-
| || || Visual Art
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Law and Business Communications, Division of
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | Critical Studies, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Language Education
|-
| || || Teaching English as a Second Language
|-
| || colspan="2" | Teacher Education
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Health Disciplines, College of
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
|
|Biochemistry and Molecular Biology ['''Note:''' '''Also''' apply the Department Affiliation of the Supervisor (found on the second page of the ETD). If there are two Supervisors, use the first one listed.]
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth, Environmental and Geographic Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2024-10-01T18:30:41Z

AmberSaundry: Updated program: Pharmacology TO Pharmacology and Therapeutics

This page reflects the current Affiliations & Programs used within cIRcle submissions forms.

=Jump to... Highest Affiliations=
[[#apsc|Applied Science, Faculty of]] 
[[#arts|Arts, Faculty of]] 
[[#artssso|Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)]] 
[[#busi|Business, Sauder School of]] 
[[#cont|Continuing Studies]] 
[[#ccso|Creative and Critical Studies, Faculty of (Okanagan)]] 
[[#dent|Dentistry, Faculty of]] 
[[#educ|Education, Faculty of]] 
[[#frst|Forestry, Faculty of]] 
[[#grps|Graduate and Postdoctoral Studies]] 
[[#cogs|Graduate Studies, College of (Okanagan)]] 
[[#hesd|Health and Social Development, Faculty of (Okanagan)]] 
[[#heal|Health Disciplines, College of]] 
[[#lfs|Land and Food Systems, Faculty of]] 
[[#law|Law, Peter A. Allard School of]] 
[[#lib|Library, UBC]] 
[[#mgmto|Management, Faculty of (Okanagan)]] 
[[#med|Medicine, Faculty of]] 
[[#phar|Pharmaceutical Sciences, Faculty of]] 
[[#pres|President's Office]] 
[[#sci|Science, Faculty of]] 
[[#scio|Science, Irving K. Barber Faculty of (Okanagan)]] 
[[#triumf|TRIUMF]] 
[[#vant|UBC Vantage College]] 
[[#other|Other UBC]] 
[[#alum|Alumni]] 
[[#non|Non UBC]] 

=Highest Affiliation, Affiliation(s), and Program Hierarchy=
[[Category:Circle|cIRcle Affiliations & Programs Reference Guide]]
{| class="wikitable" ; width: 7%;
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |
[[File:079575-blue-white-pearl-icon-business-light-on.png|x50px|Tip]]
|| '''Note:''' ETDs from the following programs at UBC Okanagan (UBC-O) should have the '''affiliation(s) of the student's Supervisor''' (found on the second page of the ETD) applied accordingly. If there are two Supervisors, use the first one listed.
* Biochemistry and Molecular Biology
* Interdisciplinary Studies [as of July 2018]
|}
{| class="wikitable"
|-
| style="width: 100px;" | '''Highest Affiliation''' || style="width: 100px;" | '''Affiliation(s)''' || style="width: 450px;" | '''Program'''
|-
| colspan="3" | Applied Science, Faculty of 
|-
| || colspan="2" | Architecture and Landscape Architecture (SALA), School of
|-
| || || Architecture
|-
|
|
|Design, Technology and Society
|-
| || || Landscape Architecture
|-
|
| colspan="2" |Biomedical Engineering, School of
|-
| || || Biomedical Engineering
|-
| || colspan="2" | Chemical and Biological Engineering, Department of
|-
| || || Chemical and Biological Engineering
|-
| || colspan="2" | Civil Engineering, Department of
|-
| || || Civil Engineering
|-
| || colspan="2" | Community and Regional Planning (SCARP), School of
|-
| || || Planning
|-
| || colspan="2" | Electrical and Computer Engineering, Department of
|-
| || || Electrical and Computer Engineering
|-
| || colspan="2" | Engineering, School of (Okanagan)
|-
| || || Civil Engineering
|-
|
|
|Electrical Engineering
|-
|
|
|Mechanical Engineering
|-
| || colspan="2" | Materials Engineering, Department of
|-
| || || Materials Engineering
|-
| || colspan="2" | Mechanical Engineering, Department of
|-
| || || Mechanical Engineering
|-
| || colspan="2" | Mining Engineering, Keevil Institute of
|-
| || || Mining Engineering
|-
| || colspan="2" | Nursing, School of
|-
| || || Nursing
|-
| colspan="3" | Arts, Faculty of
|-
| || || Creative Writing
|-
| || || Creative Writing and Theatre
|-
| || || Film Production and Creative Writing
|-
| || || Science and Technology Studies
|-
| || colspan="2" | Ancient Mediterranean and Near Eastern Studies, Department of
|-
| || || Ancient Culture, Religion and Ethnicity
|-
| || || Classical and Near Eastern Archaeology
|-
| || || Classics
|-
| || || Religious Studies
|-
| || colspan="2" | Anthropology, Department of
|-
| || || Anthropology
|-
| || colspan="2" | Art History, Visual Art and Theory, Department of
|-
| || || Art History & Theory
|-
| || || Art History (Critical Curatorial Studies)
|-
| || || Visual Art
|-
| || colspan="2" | Asian Research, Institute of
|-
| || || Asia Pacific Policy Studies
|-
|
|
|Asia Pacific Policy Studies / Planning ['''Note:''' As a dual program, '''also''' add "Community and Regional Planning (SCARP), School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Asian Studies, Department of
|-
| || || Asian Studies
|-
| || colspan="2" | Central, Eastern, and Northern European Studies, Department of
|-
| || || Germanic Studies
|-
|
| colspan="2" |Critical Indigenous Studies, Institute for
|-
| || colspan="2" | English Language and Literatures, Department of
|-
| || || English
|-
| || colspan="2" | French, Hispanic, and Italian Studies, Department of
|-
| || || French
|-
| || || Hispanic Studies
|-
| || colspan="2" | Gender, Race, Sexuality and Social Justice, Institute for
|-
| || || Gender, Race, Sexuality and Social Justice
|-
| || colspan="2" | Geography, Department of
|-
| || || Geography
|-
| || colspan="2" | History, Department of
|-
| || || History
|-
| || colspan="2" | Information, School of
|-
| || || Archival Studies
|-
| || || Archival Studies / Library and Information Studies
|-
| || || Children's Literature
|-
| || || Library and Information Studies
|-
| || || Library, Archival and Information Studies
|-
| || colspan="2" | Journalism, Writing, and Media, School of
|-
| || || Journalism
|-
| || colspan="2" | Linguistics, Department of
|-
| || || Linguistics
|-
| || colspan="2" | Liu Institute for Global Issues
|-
| || colspan="2" | Music, School of
|-
| || || Music - Choral Conducting
|-
| || || Music - Composition
|-
| || || Music - Ethnomusicology
|-
| || || Music - Guitar
|-
| || || Music - Harpsichord
|-
|
|
|Music - Historical Performance Practice
|-
| || || Music - Musicology
|-
| || || Music - Opera
|-
|
|
|Music - Orchestral Conducting
|-
| || || Music - Orchestral Instrument
|-
| || || Music - Organ
|-
| || || Music - Piano
|-
| || || Music - Theory
|-
| || || Music - Voice
|-
|
|
|Music - Wind Conducting
|-
| || colspan="2" | Philosophy, Department of
|-
| || || Philosophy
|-
| || colspan="2" | Political Science, Department of
|-
| || || Political Science
|-
| || colspan="2" | Psychology, Department of
|-
| || || Psychology
|-
|
| colspan="2" |Public Policy and Global Affairs, School of
|-
| || colspan="2" | Social Work, School of
|-
| || || Social Work
|-
| || colspan="2" | Sociology, Department of
|-
| || || Sociology
|-
| || colspan="2" | Theatre and Film, Department of
|-
| || || Cinema and Media Studies
|-
| || || Film Production
|-
| || || Film Studies
|-
| || || Theatre
|-
| || colspan="2" | Vancouver School of Economics
|-
| || || Economics
|-
| colspan="3" | Arts and Social Sciences, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Community, Culture and Global Studies, Department of (Okanagan)
|-
|
| colspan="2" |Economics, Philosophy and Political Science, Department of (Okanagan)
|-
|
| colspan="2" |History and Sociology, Department of (Okanagan)
|-
|
| colspan="2" |Psychology, Department of (Okanagan)
|-
|
|
|Psychology
|-
| colspan="3" | Business, Sauder School of
|-
| || colspan="2" | Accounting and Information Systems, Division of
|-
| || || Business Administration - Accounting
|-
| || || Business Administration - Management Information Systems
|-
| || colspan="2" | Finance, Division of
|-
| || || Business Administration - Finance
|-
| || colspan="2" | Law and Business Communications, Division of
|-
| || colspan="2" | Marketing and Behavioural Science, Division of
|-
| || || Business Administration - Marketing and Behavioural Science
|-
| || colspan="2" | Operations and Logistics (OPLOG), Division of
|-
| || || Business Administration - Management Science
|-
| || || Business Administration - Transportation and Logistics
|-
| || colspan="2" | Organizational Behaviour and Human Resources, Division of
|-
| || || Business Administration - Organizational Behaviour and Human Resources
|-
| || colspan="2" | Real Estate Division
|-
| || || Business Administration - Urban Land Economics
|-
| || colspan="2" | Strategy and Business Economics, Division of
|-
| || || Business Administration - Strategy and Business Economics
|-
| colspan="3" | Continuing Studies
|-
| || colspan="2" | Teaching, Learning and Technology, Centre for (Distance Learning)
|-
| colspan="3" | Creative and Critical Studies, Faculty of (Okanagan)
|-
|
|
|Creative Writing
|-
| || || English
|-
| || ||Visual Arts
|-
| || colspan="2" | Creative Studies, Department of (Okanagan)
|-
| || colspan="2" | Critical Studies, Department of (Okanagan)
|-
| colspan="3" | Dentistry, Faculty of
|-
| || || Craniofacial Science
|-
| || colspan="2" | Oral Biological and Medical Sciences (OBMS), Department of
|-
| || colspan="2" | Oral Health Sciences (OHS), Department of
|-
| colspan="3" | Education, Faculty of
|-
| || || Cross-Faculty Inquiry in Education
|-
| || || Early Childhood Education
|-
| || colspan="2" | Curriculum and Pedagogy (EDCP), Department of
|-
| || || Art Education
|-
| || || Curriculum and Leadership
|-
| || || Curriculum Studies
|-
|
|
|Health, Outdoor and Physical Education
|-
| || || Home Economics Education
|-
| || || Mathematics Education
|-
| || || Media and Technology Studies Education
|-
| || || Music Education
|-
| || || Physical Education
|-
| || || Science Education
|-
| || || Social Studies Education
|-
|
| colspan="2" |Education, School of (Okanagan)
|-
|
|
|Education
|-
| || colspan="2" | Educational and Counselling Psychology, and Special Education (ECPS), Department of
|-
| || || Counselling Psychology
|-
| || || Human Development, Learning, and Culture
|-
| || || Measurement, Evaluation and Research Methodology
|-
|
|
|School and Applied Child Psychology
|-
| || || School Psychology
|-
| || || Special Education
|-
| || colspan="2" | Educational Studies (EDST), Department of
|-
| || || Educational Leadership and Policy
|-
| || || Educational Studies
|-
| || colspan="2" | Kinesiology, School of
|-
| || || Kinesiology
|-
| || colspan="2" | Language and Literacy Education (LLED), Department of
|-
| || || Language and Literacy Education
|-
| || || Literacy Education
|-
| || || Modern Language Education
|-
| || || Teaching English as a Second Language
|-
| || colspan="2" | Teacher Education
|-
| colspan="3" | Forestry, Faculty of
|-
| || || Forestry
|-
| || colspan="2" | Forest and Conservation Sciences, Department of
|-
| || colspan="2" | Forest Resources Management, Department of
|-
| || colspan="2" | Wood Science, Department of
|-
| colspan="3" | Graduate and Postdoctoral Studies
|-
| || || Interdisciplinary Studies
|-
| colspan="3" | Graduate Studies, College of (Okanagan)
|-
| colspan="3" | Health and Social Development, Faculty of (Okanagan)
|-
| || colspan="2" | Health and Exercise Sciences, School of (Okanagan)
|-
|
|
|Health and Exercise Sciences
|-
|
|
|Kinesiology
|-
| || colspan="2" | Nursing, School of (Okanagan)
|-
| || || Nursing
|-
| || colspan="2" | Social Work, School of (Okanagan)
|-
| || || Social Work
|-
| colspan="3" | Health Disciplines, College of
|-
| colspan="3" | Land and Food Systems, Faculty of
|-
| || || Agricultural Economics
|-
| || || Applied Animal Biology
|-
| || || Food Science
|-
| || || Human Nutrition
|-
| || || Integrated Studies in Land and Food Systems
|-
| || || Plant Science
|-
| || || Soil Science
|-
| colspan="3" | Law, Peter A. Allard School of
|-
| || || Law
|-
| colspan="3" | Library, UBC
|-
| colspan="3" | Management, Faculty of (Okanagan)
|-
| || || Management
|-
| colspan="3" | Medicine, Faculty of
|-
| || || Cell and Developmental Biology
|-
| || || Interdisciplinary Oncology
|-
| || || Neuroscience
|-
| || colspan="2" | Anesthesiology, Pharmacology and Therapeutics, Department of
|-
| || || Pharmacology and Therapeutics
|-
| || colspan="2" | Audiology and Speech Sciences, School of
|-
| || || Audiology and Speech Sciences
|-
| || colspan="2" | Biochemistry and Molecular Biology, Department of
|-
| || || Biochemistry and Molecular Biology
|-
| || colspan="2" | Cellular and Physiological Sciences, Department of
|-
| || colspan="2" | Dermatology and Skin Science, Department of
|-
| || colspan="2" | Emergency Medicine, Department of
|-
| || colspan="2" | Family Practice, Department of
|-
| || colspan="2" | Medical Genetics, Department of
|-
| || || Medical Genetics
|-
|
|
|Genetic and Genomic Counselling
|-
| || colspan="2" | Medicine, Department of
|-
| || || Experimental Medicine
|-
| || colspan="2" | Obstetrics and Gynaecology, Department of
|-
| || || Reproductive and Developmental Sciences
|-
|
|
|Women+ and Children's Health Sciences
|-
| || colspan="2" | Occupational Science and Occupational Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Physical Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Ophthalmology and Visual Sciences, Department of
|-
| || colspan="2" | Orthopaedics, Department of
|-
| || colspan="2" | Pathology and Laboratory Medicine, Department of
|-
| || || Pathology and Laboratory Medicine
|-
| || colspan="2" | Pediatrics, Department of
|-
| || colspan="2" | Physical Therapy, Department of
|-
|
|
|Physical Therapy / Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
|
|
|Rehabilitation Sciences ['''Note:''' As a jointly administered program, '''also''' add "Occupational Science and Occupational Therapy, Department of" in addition to associated Highest Affiliation]
|-
| || colspan="2" | Population and Public Health (SPPH), School of
|-
| || || Occupational and Environmental Hygiene
|-
| || || Population and Public Health
|-
|
|
|Public Health / Nursing ['''Note:''' As a dual program, '''also''' add "Nursing, School of" and associated Highest Affiliation.]
|-
| || colspan="2" | Psychiatry, Department of
|-
| || colspan="2" | Radiology, Department of
|-
|
| colspan="2" |Southern Medical Program (Okanagan)
|-
| || colspan="2" | Surgery, Department of
|-
| || || Surgery
|-
| || colspan="2" | Urologic Sciences, Department of
|-
| colspan="3" | Pharmaceutical Sciences, Faculty of
|-
| || || Pharmaceutical Sciences
|-
| colspan="3" | President's Office
|-
| || colspan="2" | First Nations House of Learning
|-
| colspan="3" | Science, Faculty of
|-
| || || Bioinformatics
|-
| || || Genome Science and Technology
|-
| || colspan="2" | Botany, Department of
|-
| || || Botany
|-
| || colspan="2" | Chemistry, Department of
|-
| || || Chemistry
|-
| || colspan="2" | Computer Science, Department of
|-
| || || Computer Science
|-
| || colspan="2" | Earth, Ocean and Atmospheric Sciences, Department of
|-
| || || Atmospheric Science
|-
| || || Geological Engineering
|-
| || || Geological Sciences
|-
| || || Geophysics
|-
| || || Oceanography
|-
| || colspan="2" | Mathematics, Department of
|-
| || || Mathematics
|-
| || colspan="2" | Microbiology and Immunology, Department of
|-
| || || Microbiology and Immunology
|-
| || colspan="2" | Oceans and Fisheries, Institute for the
|-
| || || Oceans and Fisheries
|-
| || colspan="2" | Physics and Astronomy, Department of
|-
| || || Astronomy
|-
| || || Engineering Physics
|-
|
|
|Medical Physics
|-
| || || Physics
|-
| || colspan="2" | Resources, Environment and Sustainability (IRES), Institute for
|-
| || || Resource Management and Environmental Studies
|-
| || || Resources, Environment and Sustainability
|-
| || colspan="2" | Statistics, Department of
|-
| || || Statistics
|-
| || colspan="2" | Zoology, Department of
|-
| || || Zoology
|-
| colspan="3" | Science, Irving K. Barber Faculty of (Okanagan)
|-
|
| colspan="2" |Biology, Department of (Okanagan)
|-
|
|
|Biology
|-
|
| colspan="2" |Chemistry, Department of (Okanagan)
|-
|
|
|Chemistry
|-
|
| colspan="2" |Computer Science, Mathematics, Physics and Statistics, Department of (Okanagan)
|-
|
|
|Computer Science
|-
|
|
|Mathematics
|-
|
|
|Medical Physics
|-
|
| colspan="2" |Earth, Environmental and Geographic Sciences, Department of (Okanagan)
|-
|
|
|Earth and Environmental Sciences
|-
| colspan="3" | TRIUMF
|-
| colspan="3" | UBC Vantage College
|-
| colspan="3" | Other UBC
|-
| colspan="3" | Alumni
|-
| colspan="3" | Non UBC
|}

Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use

2024-08-27T17:18:02Z

AmberSaundry: Moved one section higher

= Theses and Dissertations at cIRcle: Discovery and Use =

== Overview ==
cIRcle provides online open access to UBC’s theses and dissertations via [https://open.library.ubc.ca/ Open Collections] (OC), which brings together locally created and managed content from UBC Library's open access repositories. See OC’s [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page for more information.

This guide aims to help users '''discover and use''' openly available theses and dissertations deposited to [https://circle.ubc.ca/ cIRcle] at UBC Library. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Exclusions|Exclusions]]''''' '''''for information about finding other graduate works at UBC Library.

See cIRcle’s [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations page] for instructions about '''submitting''' theses and dissertations to cIRcle.

[https://circle.ubc.ca/contact-us/ Contact the cIRcle Office] for assistance.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||UBC graduate theses and dissertations are reviewed and approved by the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies] (G+PS, UBC-V) and [https://gradstudies.ok.ubc.ca/ College of Graduate Studies] (CoGS, UBC-O). G+PS/CoGS should be contacted for any administrative questions about UBC theses or dissertations.
|}
== Navigation, Searching, and Limiting in Open Collections ==

=== Getting Started ===
From the [https://open.library.ubc.ca/ UBC Open Collections] home page, scroll down to the Featured Collections section, and select “View Collection” on the UBC Theses and Dissertations icon.

[[File:2024 08 15 ETD Guide Navigation 01.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box.]]

[[File:2024 08 15 ETD Guide Navigation 02.png|frameless|700x700px|alt=The Featured Collections heading on the Open Collections website. Beneath it are eight boxes with the titles of different collections. The “UBC Theses and Dissertations” box is marked by a green box. The “View Collection” button is visible.]]

Alternatively, you can select “Browse by Collection” from beneath the main OC search bar, and navigate to the “UBC Theses and Dissertations” collection from the [https://open.library.ubc.ca/collections?topic=All%20Collections Browse Collections] page.

This will bring you to the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, and limit your search results to items within this collection.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tip! ''' If you want to conduct a keyword search, this is the best place to start! For example, if you want to see all theses and dissertations related to climate change, type “climate change” into the search bar. From there, you can filter your results based on Program, Degree, and more. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details.
|}
=== Search for a Known Thesis/Dissertation ===
You can search for a specific thesis or dissertation by entering its title into the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection search bar. You may need to briefly scroll down the list of results if your item of-interest doesn’t appear near the top.

If you are still unable to locate the thesis, try using [https://open.library.ubc.ca/search/advanced OC’s Advanced Search]. Using one or a combination of the Creator and Title fields may produce more accurate results. For more information on building a search query in Advanced Search, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.
=== View/Browse All Theses/Dissertations ===
To view/browse all theses and dissertations, select the magnifying glass icon next to the search bar on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page. From there, you can narrow your search further (see [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Filter Your Search Results|Filter Your Search Results]] for more details).

[[File:2024 08 15 ETD Guide View Browse 01.png|frameless|700x700px|alt=The UBC Theses and Dissertations home page featuring a search bar with a magnifying glass icon to its right. The icon is outlined in a green box.]]

To see all theses and dissertations from a given year as a list, scroll to the bottom of the collection page and select “List all theses”. From there, you can select which year you would like to view.

[[File:2024 08 15 ETD Guide View Browse 02.png|frameless|700x700px|alt=Web page entitled “Browsing 2024’s Items” that lists hyperlinked titles of theses from the year 2024. The top left corner features a drop-down list of years with the year 2024 selected, outlined with a green box.]]
=== Browse by Program and Degree ===
The [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page displays UBC Faculties, Schools, Departments, and some Divisions (units) alphabetically under their corresponding campus (UBC-V or UBC-O), along with the Programs and Degrees currently found in cIRcle’s collection.

To view theses and dissertations from a particular unit, select the number in parentheses next to the unit name. This number indicates the number of theses and dissertations cIRcle currently holds with this unit name applied.

[[File:2024 08 15 ETD Guide Browse Program Degree 01.png|frameless|532x532px|alt=A nested list of Faculties, Schools, Departments, and Divisons under the UBC-V campus heading. The number in parentheses, 601, to the right of “Anthropology, Department of,” is outlined with a green box.]]

To view theses and dissertations from programs offered by these units, select the name of the unit, which will reveal a list of programs within. Select the number in parentheses next to the program name to view the results.

[[File:2024 08 15 ETD Guide Browse Program Degree 02.png|frameless|366x366px|alt=A nested list of programs under the “Applied Science, Faculty of” heading, which is outlined in a green box. The number in parentheses to the right of “Chemical and Biological Engineering,” 937, is outlined in a green box.]]

To view theses and dissertations from degrees offered by a program, select the name of the Degree.

[[File:2024 08 15 ETD Guide Browse Program Degree 03.png|frameless|353x353px|alt=A nested list of degrees under the Civil Engineering program, including Doctor of Philosophy, Master of Applied Science, and Master of Science. Doctor of Philosophy is outlined in a green box.]]
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': You may notice duplication of programs throughout this list, (e.g. Nursing theses and dissertations listed under “Applied Science, Faculty of” and “Nursing, School of”). This is due to current inability to display these units hierarchically. Inclusion of all unit levels in the metadata ensures theses and dissertations can be found within and across units, as-desired.
|}
=== Filter Your Search Results ===
Once you have arrived to a search results page, you can use the filters in the left-side menu to limit/refine your results further. Limiters include:

* '''Date range''': Enter a year range into the boxes provided or select the graph and drag your cursor to select a range, and select “Apply Filter”.
** '''Tip!''' To see results from a specific year, you can repeat the year in both ends of the Date range. For example, to filter to results from 2024, enter 2024-2024 into the Date range. The filter will automatically adjust to return results from January 1, 2024 to January 1, 2025.
* '''Type:''' Captures the predominate format of an item (e.g. Text, Moving Image, Dataset).
* '''Genre:''' Captures more specific information about the type/format of an item. If your search results are limited to the UBC Theses and Dissertations collection, it will always be Thesis/Dissertation.
* '''Degree'''; '''Program''': Captures the graduate degree and program for which the thesis/dissertation was completed. See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#Fields Unique to UBC Theses and Dissertations|Fields Unique to UBC Theses and Dissertations]] for more information.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': If you didn’t begin your search from the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page, you may need to limit your search results using either the Genre (Thesis/Dissertation) or Collection (UBC Theses and Dissertations) filter.
|}
If you want to target your search further, you can use OC’s [https://open.library.ubc.ca/search/advanced Advanced Search] feature. For more information on building a search query in Advanced Search and using limiters, see cIRcle’s [https://circle.ubc.ca/2024/03/19/using-advanced-search-in-open-collections-to-find-circle-content/ Using Advanced Search in Open Collections to Find cIRcle Content] blog post.

=== Explore related items from an Item Page ===
On an OC item page for a thesis or dissertation, you’ll notice that some metadata values are hyperlinked to return other results in OC with that metadata field.

[[File:2024 08 15 ETD Guide Explore related items 01.png|frameless|912x912px|alt=Item record for a thesis entitled “structural variant calling and resolution from long reads sequencing data” by Jeremy Fan. Outlined in green are the Supervisor, Genre, Degree, Program, and Affiliation metadata fields. The text of the corresponding values is blue, indicating a clickable hyperlink.]]

This can be helpful if you are a prospective student interested in a particular program, degree, or supervisor, for example. If you select a Supervisor’s name, you will be brought to search results of all items in cIRcle that have this name applied as a Supervisor.

See [[Library:Circle/Theses and Dissertations at cIRcle : Discovery and Use#cIRcle Thesis/Dissertation Metadata|cIRcle Thesis/Dissertation Metadata]] for more information about metadata fields.

== Usage and Licensing ==
Openly accessible theses and dissertations in cIRcle can be grouped into two broad categories, each with differing access and use properties.

=== Theses and Dissertations: 2008-present ===
Theses and dissertations are submitted electronically to cIRcle directly by the author.

The Rights section of the item page displays the [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons (CC) license] applied to the item (this is also found within the Rights metadata). You can select the CC license icon (or link in the “Rights URI” field) to be directed to the CC page that lists the use permissions and restrictions for that license, and thus that item.

[[File:2024 08 15 ETD Guide Usage Licensing 01.png|frameless|700x700px|alt=A thesis item record. There is a green box encasing the “Rights” field in the bottom right hand corner of the page.]]

For example, if the assigned Creative Commons license is [https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives (CC-BY-NC-ND)], you can cite and share the item with appropriate attribution, but cannot use the work for commercial purposes, or distribute material modified from the work.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
||'''Note''': For theses and dissertations with multiple files, this license will apply to the item as a whole (all parts of the item), unless otherwise noted within the work.
Theses and dissertations can include material that uses a separate license or permission type. If there are no alternate license statements you can apply the Creative Commons license terms described on the item’s landing page.
|}
=== Theses and Dissertations: 1919-2008 ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [http://search.library.ubc.ca/#catalogue Library’s catalogue]. Many of these items were digitized and made openly available via cIRcle from 2008-2012, with the goal of promoting open and comprehensive access in support of research purposes and private study only.

A pop-up message appears on these items with specific conditions for how they can be used: (“This item is to be used for non-commercial purposes only, such as research, private study and education. Additional conditions apply, see [https://open.library.ubc.ca/terms_of_use Terms of Use]”). It’s important to review the Rights statement on each item page as well as the Terms of Use for additional conditions.”

[[File:2024 08 15 ETD Guide Usage Licensing 02.png|frameless|700x700px|alt=A green box encasing the OC License pop-up over a thesis item record.]]

More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations] collection page.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Note''': The PDF files of these theses and dissertations have been secured so that text and images may not be copied/pasted into other electronic documents.
|}
== cIRcle Thesis/Dissertation Metadata ==

=== What is metadata? ===
Metadata is the information that describes an item, such as a thesis or dissertation, that helps us find, identify, use, and share that item, as well as retrieve and pull together similar items.

For more information about metadata more generally, see [https://ubc-library-rc.github.io/intro-metadata/ Metadata Basics: Describing Research Data] (UBC Library Research Commons).

=== cIRcle metadata ===
cIRcle’s metadata practices aim to align with broader standards, guidelines, and practices. As a result, submitted metadata may be adjusted when there’s an opportunity to make a description more consistent or accurate.

* For example, all Title field values with a subtitle will include a space on either side of a colon (e.g. [http://hdl.handle.net/2429/27918 Self-regulation and co-regulation : prospects and boundaries in an online environment]).

In general, the way an item is described in cIRcle is reflective of the time that item was created. For example, this means that although a Faculty/Department name may change, the item’s metadata for existing items will not be updated to reflect this change.

* For example, if you wanted to browse theses and dissertations from the Law Program on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations Collection] page, you will find that these fall under two separate Affiliation values: “Law, Faculty of” (before 2015) and “Law, Peter A. Allard School of” (after early 2015).
** '''Tip''': If you wanted to search all Law Program theses and dissertations at once, across Affiliation variations, you can do so by searching “Law” in the Program field.

There are exceptions to this practice, particularly when deviation serves broader goals for inclusivity, cultural sensitivity, and harm reduction. See our publicly available [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual] for more information about cIRcle’s current metadata practices.

=== Fields Unique to UBC Theses and Dissertations ===
Theses and dissertations feature a few fields unique to this content to aid in description and make them easier to find. These include:

* '''Program:''' Captures the graduate program (e.g. Anthropology, Chemistry, Law) for which the thesis/dissertation was completed.
* '''Degree:''' Captures the degree awarded (e.g. Master of Arts – MA, Doctor of Philosphy – PhD).
* '''Supervisor:''' Captures the individual name(s) of the thesis/dissertation Supervisor/Co-supervisor(s). Additional thesis/dissertation committee members/examiners '''are not''' captured.
** '''Note''': The Supervisor field is only populated for theses/dissertations submitted beginning May 2021.
* '''Graduation date:''' Captures the graduation date of the Creator.
** '''Note''': This field is not available via [https://open.library.ubc.ca/search/advanced Open Collections’ Advanced Search].
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x100px|Tip|alt=Blue outline of a lightbulb inside a white circle]]
||'''Tips!''' These fields can be useful if you’re searching for specific theses/dissertation information, attributes, or history. For example:
* Search '''Program''' if you want to see prior thesis/dissertation formatting conventions for your program.
* Search '''Supervisor''' if you want to see theses/dissertations and types of research topics supervised by a particular UBC faculty member.
|}
== Exclusions ==
Creative arts theses from 2017-present are only available via Campus-wide Login (CWL) via [https://resources.library.ubc.ca/page.php?details=circle&id=2360 cIRcle: Electronic Theses and Dissertations in Creative Arts, 2017+]. This includes the programs of Creative Writing, Film, Music, and Theatre (or combinations thereof), for the degrees of Master of Fine Arts (MFA) and Master of Music (MMus).

Use the [http://search.library.ubc.ca/#catalogue Library’s catalogue] to find physical creative arts theses prior to 2017 and physical theses/dissertations prior to 2008.

Graduate works that do not undergo review and approval by G+PS/CoGS may be found in cIRcle with variable coverage, depending on time period, department, program, etc. Explore the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection to find graduate projects, essays, reports, and capstones.

Visit the [https://guides.library.ubc.ca/theses/thesesubc Theses and Dissertations LibGuide] for guidance on finding theses and dissertations beyond cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:Theses_and_Dissertations_at_cIRcle_:_Discovery_and_Use}}