UBC Wiki - User contributions [en]

Library:Circle/Creating and Editing Wiki Pages

2026-10-09T20:12:21Z

KellyGauvin: /* Namespaces */ Updated Sandbox section to link to Main Page due to CTLT error on Sandbox page

== Summary ==
This page is intended as a quick reference guide to assist cIRcle Office members with creating and editing cIRcle Wiki pages. Recommendations for creating accessible pages and content are provided to support accessible content development.
==How, when and why cIRcle uses Wiki==
cIRcle uses Wiki pages for a variety of purposes, such as documentation about cIRcle’s service offerings and workflows, user guides, and to share procedures and collaborate with staff from the wider [[:Category:Library|UBC Library]]. Some Wiki pages are used in cIRcle’s WordPress site using the ‘Wiki-Embed’ plugin.

Wiki pages facilitate collaboration by designated editors, allowing for frequent and timely updates to key internal procedures and public-facing information such as user guides.

===Namespaces===
UBC Wiki pages are grouped into collections called [[UBC Wiki:Create a New Page|namespaces]], which differentiate between the purpose of the pages at a high level. Pages created for cIRcle staff use or as user resources (e.g. user guides) should be published in the [[Library:Home|Library namespace]].

Within a namespace, different types of pages can be created:

*[[Main Space|Main]]: used for cIRcle Wiki pages of any type published within the Library namespace. Pages in the Library namespace can only be edited by authorized Library Wiki users.
** Title format: Library:Circle/[Page title]
* [[Documentation]]: used for cIRcle Wiki pages that involve external project partners, such as workflow documentation and support guides. Pages in the Documentation namespace can be edited by any Wiki user.
**Title format: Documentation:Circle/[Page title including project partner name]
*[[Main Page|Sandbox]]: used for drafting or testing Wiki pages and content. When a Sandbox page is ready to be published, the content should be transferred to an existing Wiki page or moved to a new Library or Documentation namespace page.
** Title format: Sandbox:Circle/[Page title]

===Wiki Categories===
cIRcle uses Categories to organize Wiki pages into groups:<ins> </ins>

* [[:Category:Circle|Circle]]: leading category used for pages that provide information on cIRcle workflows and guidelines, and user guides. These pages are referenced throughout internal cIRcle documentation and the cIRcle WordPress site but are not embedded directly into WordPress.
*[[:Category:Circle Archive|Circle Archive]]: sub-category used for inactive pages that are maintained for referential purposes only<ins>.</ins>
*[[:Category:Circle Projects|Circle Projects]]: sub-category used for Documentation namespace pages that provide information on cIRcle workflows for specific projects involving external project partners.
**If a project has more than one Wiki page, a second Category tag for the project name can be added to allow all of the project’s pages to be accessed through a single Category link (e.g., [[:Category:From the Ground Up|From the Ground Up]])
*[[:Category:Circle Website|Circle Website]]: sub-category used for pages that are embedded into cIRcle’s WordPress site using the Wiki Embed plugin.

===Accessibility===
Web accessibility means that websites and related tools and technologies are designed and developed [https://www.w3.org/WAI/media/av/users-orgs/ so people with disabilities can use them]. Prioritizing web accessibility in the creation, design and use of cIRcle Wiki pages and content will ultimately benefit everyone and help fulfill [https://circle.ubc.ca/about/ cIRcle’s Open Access mandate].

The Web Content Accessibility Guidelines (WCAG) by the W3C Web Accessibility Initiative (WAI) are recognized as an authoritative source to understand and meet web accessibility standards and are built on four core principles, ensuring that web content for all users must be:

# Perceivable: Users must be able to perceive information and interface components (e.g. images or buttons) using one of their senses;
#Operable: All users must be able to interact with interface components and navigation
#Understandable: Users must be able to understand information and how to interact with a website in a logical way
#Robust: Web content must be stable and able to be interpreted in a reliable way by users and software (including assistive technologies) over time and as technology changes.

For more information about WCAG’s Four Principles, see the [https://www.w3.org/WAI/fundamentals/ Introduction to the Fundamentals of Web Accessibility] by WAI.

Version 2.2 of the WCAG has been used to develop the following recommendations.

==Creating and Editing Pages==
To create or edit a Wiki page, log into UBC Wiki using your CWL. If you are unable to login using your CWL, [https://circle.ubc.ca/contact-us/ contact the cIRcle Specialist.]
{| 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!''' CWL sessions in Wiki are set to time out after [[Thread:User talk:DavidKohler/Wiki Admin Discussion|approximately 1 hour]]. To avoid losing work due to session time out, it is recommended you save your work every 30 minutes.
|}
===Creating Pages===
To create a new page, follow the instructions provided on [[Help:Create_New_Page]] and [[Library:Home#Wiki_Guidelines]].

*To create a new page using the [[Main Space|Create a New Main Space Page]] box use the following page title format: Library:Circle/[Page title]
**Including the “Library:Circle/” prefix will ensure that new pages are created within the larger [[Library:Home|Library namespace]].
* If you are creating a collaborative page to develop project workflows with external project partners, create a [[Documentation#Create a New Documentation Page|Documentation]] page. Use the following page title format for Documentation pages: Circle/[Page title including project partner name]
** The prefix 'Documentation' will be autopopulated in the 'Create a Documentation Page' form. Maintain this prefix when inputting your page title.
* If you are creating a draft page to prepare new content for migration to an existing published page, or if you need a page to test formatting or presentation methods, use the [[Sandbox]]. Use the following page title format for Sandbox pages: Sandbox:Circle/[Page title].
**The prefix ‘Sandbox’ will be autopopulated in the 'Create a Sandbox Page' form. Maintain this prefix when inputting your page title.
{| 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!''' Enter your page title in normal sentence case. Any spaces in the page title will be converted to underscores in the page address.
|}After creating your page, [[Help:Categories|tag your page]] with “Category: Circle” or the appropriate sub-category (e.g. “Category: Circle Website”). This will ensure that your page can be searched and discovered across the Wiki. Category tags may be updated at any time.

====Adjusting the Sort Key ====
To have your page appear in alphabetical order within the cIRcle Wiki category, a [[Help:Categories/Sort Key|sort key]] must be added to the category tag. This can be done when the cIRcle category tag is applied by editing the text found in Categories > Options. To ensure your page will appear in alphabetical order, remove the namespace prefix from the sort key so only the page title is included.

[[File:2024-07-17_Wiki_Editing_Guide_Creating_Pages_01.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. The auto-generated page sort key is shown in the text box.]]

[[File:2024-07-17 Wiki Editing Guide Creating Pages 02.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. An edited page sort key is shown in the text box.]]

===Editing Pages===
The Wiki Visual Editor’s [[Help:Formatting Toolbar|Formatting Toolbar]] is the recommended tool for editing Wiki pages. Further information about editing using the Visual Editor can be found at [[Help:Visual Editor|Learn how to format in Visual Editor]].

For more complex edits, the Wikitext editing option may be used. Further information about editing using Wikitext can be found at [[Help:Formatting in wikitext|Learn how to format in Wikitext.]]
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' Consider how your Wiki page will be viewed when formatting your content.

*If your page will be embedded into cIRcle’s website, the page’s formatting may appear differently in WordPress. To verify edits on Wiki embedded pages, save your changes in Wiki and then go to the associated WordPress page and click “Refresh Wiki content” at the bottom of the page (you must be logged in to the WordPress admin site to see the Wiki content status box at the bottom of the page).
|}

==== Selecting colour and contrast ====
All page elements (text and non-text-based) should be designed or chosen thoughtfully, with attention paid to colour choice(s) and ensuring a high contrast ratio. Colour should not be used as the only visual means of conveying information or indicating a required action. For visual examples of effective use of colour and tone, see the [https://open.ubc.ca/oer-accessibility-toolkit/?login OER Toolkit Best Practices 2: Images]

It is recommended to test colour choices and contrast ratios for all elements prior to Wiki page publication. Reputable external tools include:

*Basic contrast checker: [https://webaim.org/resources/contrastchecker/ WebAIM Contrast Checker] (use an eyedropper tool in Paint or a similar program to identify colours, then input them)
* For images: [https://www.oss-usa.com/color-check-ada-image-compliance Color Checker for ADA image Compliance]
*For whole, published web pages: [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE)

=== Writing and Organizing Content ===
Define your page’s purpose and identify user goals to guide the organization of your content. A plain language page summary should be provided at the start of the page. This is a useful way to orient users to the page’s purpose and will inform your use of headings and subheadings.

Write for the widest possible audience by using plain language and clear instructions. Reduce the use of jargon and provide definitions of technical terms, if needed. Text readability may be tested using tools such as [https://www.readabilityofwikipedia.com/ Readability of Wikipedia] and/or the [https://hemingwayapp.com/ Hemingway App].

==== Using section headers ====
Your page should be organized using sections and sub-sections. Section headings should be action-oriented and descriptive so that users will know what will be found within that section. Headings should follow a logical, [https://www.w3.org/WAI/WCAG22/Techniques/general/G141 hierarchical structure] and should be formatted using the drop-down headings menu in the Wiki Formatting Toolbar. Ensure sections and sub-sections are formatted appropriately using Heading (Section), and Sub-headings 1, 2, 3 as appropriate.

cIRcle Wiki pages should always begin with a section titled 'Overview' or 'Summary' formatted as Heading-level, rather than with the page's title. The page's namespace path, which appears at the top of every Wiki page, is an Article Title heading and should be the only instance of an H1 or Page title-equivalent heading. Do not include any other Page title-level headings. If your namespace path does not include a descriptive or well-identified title, rename your page by [[Library:Circle/Creating and Editing Wiki Pages#Publishing or Moving a Page|moving it]] within the namespace.

'''Note:''' WordPress-embedded Wiki pages generally will not include the 'Overview' or 'Summary' section, but may include it if appropriate for the associated WordPress 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]]
||'''Tip!''' When Wiki pages are embedded in WordPress, headings may display differently in accordance with the embed code (e.g. as tabs or as an accordion).
|}When creating instructional content, it is important to make sure that the instructions and accompanying content (e.g., screenshots) are presented in [https://webaim.org/techniques/screenreader/#linearization chronological order]. Information necessary to performing an action or making a decision (e.g. a Tip! box) should be presented before any text describing a final action (e.g., “When finished, select the Submit button”).
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|| When writing and organizing your page's content, consider if your page:
#Uses [https://www.w3.org/WAI/tutorials/page-structure/ logical organization] for the content, based on anticipated user needs?
#Uses headings and subheadings that are [https://www.w3.org/WAI/WCAG22/quickref/?versions=2.1#qr-navigation-mechanisms-descriptive descriptive], concise and action-oriented (e.g., “Create an account”)? Are headings ordered logically?
#Uses [https://www.plainlanguage.gov/guidelines/words/ plain language] and [https://www.plainlanguage.gov/guidelines/concise/ concise sentences], rather than jargon and technical terminology?
#Uses [https://webaim.org/techniques/screenreader/#linearization chronological presentation] of instructions and their accompanying content?
#Uses instructions that [https://www.w3.org/WAI/tips/writing/#provide-clear-instructions describe all steps required to complete an action or task], using device-agnostic terms like “select” and “choose” instead of “click” or “tap”?
|}
===Formatting Page Text===
Text should be formatted using the Wiki Formatting Toolbar. Avoid the use of italics, underlining, strikethroughs, and colour-coded text; use bold instead. Important information must be captured in the text itself; do not use text styling such as custom colours to convey importance.

'''Note''': Certain formatting elements, such as font style, are not able to be modified as they are determined by the UBC Library style guide. For pages that are embedded in WordPress, formatting elements may display differently than they do in Wiki.

Multi-step processes or dense information should be presented as formatted lists, rather than in paragraph form. Select either ‘Bullet list’ or ‘Numbered list’ from the Formatting Toolbar.

Limit the use of [https://en.wikipedia.org/wiki/Help:Entering_special_characters special characters] (those not found on a standard computer keyboard) where possible. Special characters may be added using the Special Character tool (represented by an Omega symbol) in the Formatting Toolbar. If the desired special character is not included in Wiki’s list of supported characters, transcribe the characters as best you can using a standard keyboard set.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When formatting your page's text, consider if your page:
#Uses headers to create [https://www.w3.org/WAI/WCAG2/supplemental/patterns/o3p10-whitespace/ whitespace] between paragraphs or sections?
#Uses [https://www.pdx.edu/technology/blog/lists-and-digital-accessibility formatted lists] for multi-step processes?
# Uses italicization, underlining, bolding, or other [https://www.chicago.gov/city/en/sites/chitech/home/accessibility/use-accessible-text-formatting.html text styling] to convey importance? If so, revise your text to capture the importance and remove the text styling.
#Uses special characters that are [https://www.elevenways.be/en/articles/screenreaders-special-characters recognized by screen readers]?
|}
===Formatting Tables and Boxes ===
cIRcle’s Wiki pages often include tables or boxes, such as ‘Tip!’ boxes in cIRcle User Guides. When creating a table or box, it is important to ensure it is formatted correctly so they will be readable by screen-readers.

Tables are created in the [https://www.mediawiki.org/wiki/Help:Tables Wikitext Editor]. Tables should have a simple layout and logical structure. When creating a table:

*Use Wikitext to markup the table’s [https://www.mediawiki.org/wiki/Help:Tables#Wiki_table_markup_summary row and column headers]
*Always include a title and/or caption for the table
* Avoid using merged or split cells; use the simplest possible table layout to maximize readability
*Include adequate cell padding to provide space around the data in each cell
*Alternate background shading of rows to improve readability
Boxes, such as ‘Tip!’ boxes, are created using a styled Table. The easiest way to ensure consistent formatting of boxes within and across Wiki pages is to copy and paste an existing Box:

#Locate the appropriate box from the same or another Wiki guide; pay attention to the icon used within the box (if applicable)
#Using the Visual Editor, click one WikiTable column, hold shift, click the second column, and then use the keyboard command CTRL+C to copy the box
#Use keyboard command CTRL+V to paste the box in the appropriate place on your page and edit the icon and text as necessary
If necessary, styled TablesTables can be created using Wikitext source code. The following source code can be used to recreate cIRcle's standard styled 'Tip!' box:
<code>{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" ||'Insert image link here and set to 100px width'|| '''Tip!''' Add your Tip text here.
|}</code>

The icon used in a box may change depending on the type of tip or information being provided and are assigned helpful [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|alternative text (alt text)]]. Available icons are:
{| class="wikitable"
|+
!Icon Image
!Name of Icon
!Description of Icon & Use
|-
|[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|frameless|90x90px|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|[https://wiki.ubc.ca/File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png Box with a checkmark]
|Represents a completed item on a checklist.
Used for: summary checklists provided at the start of a submission guide or review checklists throughout a user guide.
|-
|[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|frameless|90x90px|alt=Blue exclamation mark inside a white circle]]
|[https://wiki.ubc.ca/File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png Exclamation Mark]
|Represents an important note or warning to review before proceeding.
Used for: identifying key steps in a process, or requirements for successful completion of an action.
|-
|[[File:079575-blue-white-pearl-icon-business-light-on.png|frameless|90x90px|alt=Blue outline of a lightbulb inside a white circle]]
|[https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png Lightbulb]
|Represents a tip or suggestion for completing a task efficiently.
Used for: quick tips or notes providing definitions or additional information about how to complete an action within a process easily.
|-
|[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|frameless|90x90px|alt=Blue question mark inside a white circle]]
|[https://wiki.ubc.ca/File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png Question Mark]
|Represents an answer to frequently asked questions or issues.
Used for: identifying additional resources, training, or other means of assistance for answering questions or resolving issues.
|-
|[[File:091272-blue-white-pearl-icon-signs-nosign.png|frameless|90x90px|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle]]
|[https://wiki.ubc.ca/File:091272-blue-white-pearl-icon-signs-nosign.png No symbol]
|Represents an exception to standard practice.
Used for: identifying an exception to the written instructions, including a description of why the exception may be allowable.
|}
===Adding or Editing Links===
Users should know where a link is, and where it will take them. Two main types of links can be created on the UBC Wiki:

*[[Help:Links#Internal links|internal links]] to sub-sections of the same page Wiki page. These will display as blue linked text.
*[[Help:Links#External links|external links]] to other websites or Wiki pages. These will display as blue linked text with a pop-out window icon next to the linked text.

To add a link to text, highlight the appropriate text and click the Chain Link icon in the Visual Editor Formatting Toolbar. In the ‘Add a link’ pop up box, select your type of link (‘UBC Wiki’ or ‘External site’) and paste the URL into the text box, then click ‘Done’.

====Creating a section header link====
Previously, section headers within Wiki pages were assigned anchor links that could easily be used as a hyperlink elsewhere on the page or in another related Wiki page. As of November 2023, headers are no longer assigned unique anchor links. To [https://en.wikipedia.org/wiki/Wikipedia:Linking_to_Wikipedia use a section header as a hyperlink]:

*For internal links: combine the page name including Namespace with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Sandbox:Circle/Creating and Editing Wiki Pages#Creating_a_screenshot]]
*For external links: combine the page URL with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Library:CIRcle License Version History#Version%202.2%20to%203.0|https://wiki.ubc.ca/Library:CIRcle_License_Version_History#Version_2.2_to_3.0]]

====Formatting Contact Links ====
Users should be offered diverse, accessible options for contacting cIRcle. Two ways to provide contact information on Wiki pages are:

*Direct users to cIRcle’s [http://circle.ubc.ca/contact-us Contact Us] page using an external link
*When linking to the Contact Us page is not appropriate, provide a contact email address in the format example@example.ca and formatted as plain text. If available, include a phone number as an alternate means of contact.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When adding or editing links, consider if your links:
#Use [https://accessibility.oregonstate.edu/descriptivelinks descriptive link text]. Ensure the purpose of the link is clear and avoid general phrases like ‘Click here,’ or ‘More’.
#Use hyperlinks limited only to the [https://accessibility.princeton.edu/how/content/links relevant words]. If your hyperlinks have been applied to the whole sentence, revise and ensure only the words directly related to the link are included within your link text.
# Use the correct formatting for [https://digitalaccessibility.leeds.ac.uk/guidance/links/links-to-phone-numbers-and-email-addresses/ contact information]. Ensure contact information is set as an external link or offered in the form of an email address formatted as plain text.
|}

=== Publishing or Moving a Page ===
Wiki pages may be moved to: publish a completed Sandbox draft or to rename an existing Wiki page. More information about moving pages can be found at [https://wiki.ubc.ca/Help:Moving_a_page Moving a Page].

To publish or rename your page:

# At the top right toolbar, select 'More' > 'Move' (next to View History)
# In the 'Move' panel, edit the New Title options as necessary:
## Select the appropriate [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]] (Library or Documentation) from the dropdown menu
## Maintain or edit your page title as necessary, following the correct format for the chosen [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]]
#After moving your page, check all internal section header links to ensure they have not broken. If needed, update the internal links with the page's new namespace and/or name.

Moving a page will create a [https://wiki.ubc.ca/Help:Redirects redirect], so moving and renaming a page should not break any existing links.

== Creating and Uploading Audio-Visual Content for cIRcle Wiki Pages ==
As a general rule, only images or multimedia that convey information or meaning should be included in cIRcle Wiki pages. Images or multimedia that are purely decorative or images of text should not be used. All images must include appropriate [https://webaim.org/techniques/alttext/ alternative text (alt text)] to convey the image’s importance.

Building audio-visual content (e.g. an educational video) around accessibility best practices from the start is recommended. This approach will provide a universal experience for all viewers and will give users a variety of ways to engage with cIRcle content. See W3C’s [https://www.w3.org/WAI/media/av/av-content/ Audio Content and Video Content] and [https://www.w3.org/WAI/media/av/planning/ Planning Audio and Video Media] guides when beginning any multimedia content projects.

When audio-visual content is included, alternative formats for content engagement should be provided. These may include, but are not limited to:

*[[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative text]]
*Full text [https://www.w3.org/WAI/media/av/transcripts/ transcripts]
*Synchronized and high-quality [https://www.w3.org/WAI/media/av/captions/ closed captions]
*[https://www.w3.org/WAI/media/av/description/ Description] of visual information
*[https://www.w3.org/WAI/media/av/sign-languages/ Sign language] interpretation

The link for the alternative formats should be placed immediately next to the non-text content in the Wiki page or in the body of the object element itself.

===Alternative Text (Alt Text)===
Adding helpful alt text to images makes their meaning clear for people who may not be able to see or otherwise understand the image. It is important to create alt text that speaks to the image’s meaning within a specific Wiki page. Alt text will not appear visually on your Wiki page, and is not equivalent to a caption.

Alt text should be added to all [https://www.w3.org/WAI/tutorials/images/decision-tree/ non-text-based visual elements] that convey information or meaning, including images, buttons, icons, etc.

To create meaningful alt text, it should:

*Aim to answer the question: [https://accessibility.huit.harvard.edu/describe-content-images “What is the information or meaning conveyed by the image in this particular context?”]
*Use [https://www.w3.org/WAI/tutorials/images/tips/ plain, concise language] (under 140 words) with normal punctuation
*For [https://www.w3.org/WAI/tutorials/images/complex/ complex images], provide both a short and a long description
The effectiveness of your alt text can be tested using the [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE).

===cIRcle Screenshot Guidelines===

====When to use screenshots====
Screenshots can be used to enhance text and to support visual learning. Screenshots are widely used in cIRcle’s User Guides. In any page, the text must present all relevant information for the user, including steps and actions to complete processes and any information presented visually in the screenshots. Screenshots should be considered a secondary information source.

You may use screenshots to:

*Instruct users in how to complete multi-step processes
* Highlight new features you want to emphasize

====What to capture in a screenshot====
When determining what to capture in a screenshot, the key feature should be the [https://www.archbee.com/blog/screenshots-in-technical-documentation focal point], with surrounding features that show how to "get there" (e.g. showing tool bar with a drop down list, which includes your key feature).

Avoid capturing the full screen / website interface if it is not relevant to the current feature.
{| 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 your screenshot includes linked text, clear your browser history before capturing your screenshot. This will ensure that all linked text shows up as blue rather than purple (indicating you've previously clicked the link).
|}
====Screenshot specifications====
File format: PNG (.png) is the recommended screenshot file format for cIRcle. It offers high quality resolution and captures many colour options.

File size: The [[Help:Adding Media/Images and Pictures|maximum file size]] for upload to UBC Wiki is 20 MB. PNG results in large file sizes (which can result in long loading time for users), so files may need to be resized prior to uploading to UBC Wiki.

Screenshot dimensions: Screenshots should be cropped and/or resized before adding any annotations (shapes, text) or uploading the files to UBC Wiki. The following image dimensions are recommended for usability within Wiki:

*Standard recommended image width: 700px
* Image height: may vary, depending on the necessary content captured within the screenshot.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:091272-blue-white-pearl-icon-signs-nosign.png|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle|100x100px|Tip]]
||'''Exception!''' If your screenshot focuses on a small section of the screen or captures a large section of the screen, a reduced or enlarged image width may be appropriate. Consult with your cIRcle Office Project Manager as-needed.

* Minimum recommended image width: If screenshot is smaller than 700px after capture, maintain the width as-is.
* Maximum recommended image width: 1250px.
|}
====Creating a screenshot ====

#Using ''Snip & Sketch'', create a new screenshot capture. Crop the capture as needed, then save the capture as a PNG.
#''Paint 3D'' is the primary tool recommended for resizing screenshots and basic screenshot editing/annotation.
##Resize your screenshot capture:
###Open original screenshot file: Menu > Open > Browse files
###Ensure the view size is set to 100%
###Resize image: Canvas > Resize canvas:
###*Ensure 'Lock aspect ratio' and 'Resize image with canvas' are both checked
###*Set width to 700px or approved minimum/maximum width, as appropriate
##Annotate your screenshot capture.
### Select annotations from 2D shapes.
###After placing a shape or text, adjust the line thickness, colour, and placement. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Annotating a screenshot|Annotating a screenshot]] for more detailed instructions.
###*'''Note:''' Annotations cannot be moved after being placed on an image. To adjust an annotation, use the Undo option or History to remove the annotation.
##Save your screenshot capture with all annotations as a '''new''' PNG file. This will maintain the original for any subsequent adjustments.
###Menu > Save as > Image > set 'Save as type' as PNG.
###Name your annotated screenshot following the naming convention identified in [[Sandbox:Circle/Creating and Editing Wiki Pages#Uploading and Using Audio-Visual Content|Uploading and Using Audio-Visual Content]].

===== Annotating a screenshot=====
Annotations may be used on a screenshot to visually highlight a certain feature or button, or to provide additional guidance on sequential processes. If the annotations provide guidance or contextual information that is not captured in the body text, the annotations must be adequately described within the screenshot’s alt text.

'''Before adding annotations to a screenshot, ensure that the file has the appropriate dimensions''' (see [[Sandbox:Circle/Creating and Editing Wiki Pages#Screenshot specifications|Screenshot specifications]]). Screenshots for cIRcle pages may include shapes, text, or a combination of both.

'''Shapes''': A mix of boxes and arrows can be used to annotate screenshots, using the following broad principles:

*Shapes are contingent on the pre-existing design and elements of the background image being annotated and what is being conveyed to users.
* Boxes are the preferred annotation shape. Boxes are used to:
** Indicate a required user action (such as selecting a button or link)
**Highlight a specific feature or area within a screenshot (such as a particular paragraph on a UBC Wiki page)
*Arrows can be used:
**In addition to boxes to highlight areas that are relatively small on the screen
**On their own when the feature would benefit from expanded instruction (e.g. “See tip” arrows).
*Additional shapes (e.g. ‘X’) may be used if they are relevant to the instruction.
*Placement of shapes should aim to not obscure relevant areas of the screen for the current task-at-hand but may be placed over non-relevant areas.
**Boxes should aim to be placed around the relevant action (e.g. a button/link) but may be slightly expanded if the box will obscure relevant areas/text.
**Arrows should clearly point to the item of-interest as it pertains to the instructional text (e.g. a field name).
*Arrows should remain level (not angled) and can be directed in any direction (up, down, left, right).
The recommended shape properties for annotations in ''Paint 3D'' are:

*Line thickness: 5px
*Line colour: Medium green (HEX code #0ed145; RGB (14, 209, 69))
**Green provides high contrast on numerous cIRcle webpages (as opposed to blue or yellow).
**People with various types of colour-blindness will [https://venngage.com/tools/color-blind-simulator see each page differently.]
*** It is recommended to test visual legibility for colour-blind people: use Colblindor’s [https://www.color-blindness.com/coblis-color-blindness-simulator/ Coblis — Color Blindness Simulator] to upload and test your annotated screenshot.
***The placement of shape annotations over background colours may be adjusted slightly to improve the contrast ratio for users with standard and irregular vision.
**It is recommended to avoid using colours in the red colour family to try to convey information importance or instructions which contrast with those in green annotations (e.g., green symbolizing a ‘correct‘ method, and red symbolizing an ‘incorrect’ one).
* Fill colour: White (HEX code #FFFFFF) or transparent
'''Text:''' It is recommended to use a sans serif font with adequate “breathing room” between letters (i.e. letters are distinct from one-another). The recommended font properties for annotations are:

*Font: Arial, with bold
**Calibri is a secondary option
*Size: 12 pt
*Colour: Black (HEX code #000000)

Generally, these fonts should be placed within boxes/arrows with green outlines and a white fill colour to ensure they stand out & are clearly identified as annotations.

===Uploading and Using Audio-Visual Content===
When adding audio-visual content to your Wiki page, it must first be uploaded to UBC Wiki as an independent file through the [[Special:UploadWizard|Upload Wizard.]] The Upload Wizard only supports images (.png, .jpg), PowerPoint (.ppt, .pptx), and PDF files. Multimedia files may be embedded into a Wiki page from another service like [[Help:Widgets/YouTube|YouTube]] or [[Help:Widgets/Kaltura|Kaltura]].

When uploading files to UBC Wiki, use the following naming convention:

[YYYY-MM-DD_Wiki_Page_Section_01]

For example: 2024-01-30_ETD_Guide_Register_01
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' During upload through the Upload Wizard, you will identify the copyright status of the file, including assigning a Creative Commons license or attributing copyright to the file’s creator. If the file you are using is under copyright, be sure to have the author’s information and source of the file available during upload.
|}

==== Screenshot placement====
Once your screenshot has been added to UBC Wiki, it can be inserted into a page by using the Insert > Images and Media option in the Formatting Toolbar. See [[Help:Adding Media/Images and Pictures|Adding Media/Images and Pictures]] for more detailed instructions on inserting files into your page.

Screenshots may be edited using the Edit > Media settings option. The recommended image display and placement properties for screenshots are:

*Caption: No caption.
*Alternative text: All images in a Wiki guide must have Alt text. Alt text for an image should be added after the image has been placed on the page to ensure that the alt text is appropriate and applicable to the image’s purpose and placement on the page. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative Text (Alt Text)]] for more information about creating alt text.
**After an image is already inserted into the Wiki page, select the inserted image, click ‘Edit’ and add alt text to the Alternative text field in the ‘Media settings’ pop-up window, then click ‘Apply Changes’
*Position: No text wrapping, no alignment specified
*Image type: Frameless, no border
*Image size: Custom, 700 x [variable] px
**If your screenshot is smaller than 700px width, maintain the Image size as-is.
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' All screenshots with a width of 700px or larger must have their image width set to 700px in the Wiki page to ensure consistent formatting within the Wiki page.
|}Information in the Wiki page, including body text and screenshots, should be presented chronologically. Screenshots should be inserted as closely as possible to the relevant part of the main body text which describes them.

Most screen readers read information top to bottom and left to right. Screenshots should be presented prior to text indicating a final action (e.g., "When you have finished, select "Next" to continue.”), which should be the last element in the instructional page or page section.
----
[[Category:Circle]]
__FORCETOC__

Sandbox:Library/cIRcle/SURG560GraduateSubmissions

2026-10-07T17:15:36Z

KellyGauvin: /* ETD Wiki guide test */

{{Delete}}

This page is scheduled for deletion. Please use the current page in https://wiki.ubc.ca/Documentation:Library/cIRcle/SURG560GraduateSubmissions

==About this Guide==
This guide is for SURG560 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 Graduate Administrator, Cecilia Gruber, at cecilia.gruber@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.

==== 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. 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 protect your work. However, you can choose to bypass the cIRcle License by applying a Creative Commons License on your own.[NB. The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the current license from the cIRcle website].

{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' You can apply a [https://creativecommons.org/share-your-work/ Creative Commons License] and include the terms on your title page instead of completing the cIRcle License. The CC-BY-NC-ND License is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
|}

===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.

==== 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'.

==Help==
Contact SURG 560 Graduate Administrator, via email at global.surgery[at]ubc.ca for questions about depositing your paper to cIRcle.

== Congratulations! ==
You have completed your submission to cIRcle! Be sure to follow us on Twitter [https://twitter.com/cIRcle_UBC @cIRcle_UBC] for news about the latest additions to UBC’s open access research collections!

== ETD Wiki guide test ==
This is a test to see how a screenshot within a Tip box behaves and if any changes are needed to the screenshot size.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
|'''Tip!''' To save your unfinished submission, select the "'''Save for later'''" button at the bottom of the submission page. You will be redirected to the MyDSpace (“Your Submissions”) page.
[[File:04 2026-10-01 CAT Guide MyDSpace.png|right|frameless]]To locate an in-progress submission, navigate to the top right corner of your screen, select the profile icon, and then “MyDSpace” from the drop-down menu. On the MyDSpace (“Your Submissions”) page, you will see items that have been submitted, approved, or in-progress.
|}
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
|'''Tip!''' To save your unfinished submission, select the "'''Save for later'''" button at the bottom of the submission page. You will be redirected to the MyDSpace (“Your Submissions”) page.
To locate an in-progress submission, navigate to the top right corner of your screen, select the profile icon, and then “MyDSpace” from the drop-down menu. On the MyDSpace (“Your Submissions”) page, you will see items that have been submitted, approved, or in-progress. [[File:04 2026-10-01 CAT Guide MyDSpace.png|center|frameless]]
|}

Sandbox:Library/cIRcle/SURG560GraduateSubmissions

2026-10-07T17:15:21Z

KellyGauvin:

{{Delete}}

This page is scheduled for deletion. Please use the current page in https://wiki.ubc.ca/Documentation:Library/cIRcle/SURG560GraduateSubmissions

==About this Guide==
This guide is for SURG560 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 Graduate Administrator, Cecilia Gruber, at cecilia.gruber@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.

==== 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. 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 protect your work. However, you can choose to bypass the cIRcle License by applying a Creative Commons License on your own.[NB. The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the current license from the cIRcle website].

{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' You can apply a [https://creativecommons.org/share-your-work/ Creative Commons License] and include the terms on your title page instead of completing the cIRcle License. The CC-BY-NC-ND License is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
|}

===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.

==== 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'.

==Help==
Contact SURG 560 Graduate Administrator, via email at global.surgery[at]ubc.ca for questions about depositing your paper to cIRcle.

== Congratulations! ==
You have completed your submission to cIRcle! Be sure to follow us on Twitter [https://twitter.com/cIRcle_UBC @cIRcle_UBC] for news about the latest additions to UBC’s open access research collections!

== ETD Wiki guide test ==
This is a test to see how a screenshot within a Tip box behaves and if any changes are needed to the screenshot size.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
|'''Tip!''' To save your unfinished submission, select the "'''Save for later'''" button at the bottom of the submission page. You will be redirected to the MyDSpace (“Your Submissions”) page. [[File:04 2026-10-01 CAT Guide MyDSpace.png|right|frameless]]To locate an in-progress submission, navigate to the top right corner of your screen, select the profile icon, and then “MyDSpace” from the drop-down menu. On the MyDSpace (“Your Submissions”) page, you will see items that have been submitted, approved, or in-progress.
|}
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|alt=Blue outline of a lightbulb inside a white circle|100x100px|Tip]]
|'''Tip!''' To save your unfinished submission, select the "'''Save for later'''" button at the bottom of the submission page. You will be redirected to the MyDSpace (“Your Submissions”) page.
To locate an in-progress submission, navigate to the top right corner of your screen, select the profile icon, and then “MyDSpace” from the drop-down menu. On the MyDSpace (“Your Submissions”) page, you will see items that have been submitted, approved, or in-progress. [[File:04 2026-10-01 CAT Guide MyDSpace.png|center|frameless]]
|}

File:04 2026-10-01 CAT Guide MyDSpace.png

2026-10-07T17:11:50Z

KellyGauvin: Uploaded own work with UploadWizard

=={{int:filedesc}}==
{{Information
|description={{en|1=Screenshot of DSpace 9 interface}}
|date=2026-10-06
|source={{own}}
|author=[[User:KellyGauvin|KellyGauvin]]
|permission=
|other versions=
}}

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

Sandbox:Library/cIRcle/SURG560GraduateSubmissions

2026-10-07T17:09:00Z

KellyGauvin:

{{Delete}}

This page is scheduled for deletion. Please use the current page in https://wiki.ubc.ca/Documentation:Library/cIRcle/SURG560GraduateSubmissions

==About this Guide==
This guide is for SURG560 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 Graduate Administrator, Cecilia Gruber, at cecilia.gruber@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.

==== 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. 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 protect your work. However, you can choose to bypass the cIRcle License by applying a Creative Commons License on your own.[NB. The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the current license from the cIRcle website].

{| class="wikitable"
|-
| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' You can apply a [https://creativecommons.org/share-your-work/ Creative Commons License] and include the terms on your title page instead of completing the cIRcle License. The CC-BY-NC-ND License is the most conservative of these and allows for sharing with attribution but no derivatives or commercial use.
|}

===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.

==== 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'.

==Help==
Contact SURG 560 Graduate Administrator, via email at global.surgery[at]ubc.ca for questions about depositing your paper to cIRcle.

== Congratulations! ==
You have completed your submission to cIRcle! Be sure to follow us on Twitter [https://twitter.com/cIRcle_UBC @cIRcle_UBC] for news about the latest additions to UBC’s open access research collections!

== ETD Wiki guide test ==
This is a test to see how a screenshot within a Tip box behaves and if any changes are needed to the screenshot size.
{| class="wikitable" style="width: 100%;" |- | style="border-right: hidden; border-width: 1px; width: 7%;" ||'Insert image link here and set to 100px width'|| Tip! Add your Tip text here. |}
{{DEFAULTSORT:SURG560GraduateSubmissions}}
[[Category:Circle Archive]]

Library:Circle/Creating and Editing Wiki Pages

2026-09-28T21:22:12Z

KellyGauvin: /* Screenshot specifications */

== Summary ==
This page is intended as a quick reference guide to assist cIRcle Office members with creating and editing cIRcle Wiki pages. Recommendations for creating accessible pages and content are provided to support accessible content development.
==How, when and why cIRcle uses Wiki==
cIRcle uses Wiki pages for a variety of purposes, such as documentation about cIRcle’s service offerings and workflows, user guides, and to share procedures and collaborate with staff from the wider [[:Category:Library|UBC Library]]. Some Wiki pages are used in cIRcle’s WordPress site using the ‘Wiki-Embed’ plugin.

Wiki pages facilitate collaboration by designated editors, allowing for frequent and timely updates to key internal procedures and public-facing information such as user guides.

===Namespaces===
UBC Wiki pages are grouped into collections called [[UBC Wiki:Create a New Page|namespaces]], which differentiate between the purpose of the pages at a high level. Pages created for cIRcle staff use or as user resources (e.g. user guides) should be published in the [[Library:Home|Library namespace]].

Within a namespace, different types of pages can be created:

*[[Main Space|Main]]: used for cIRcle Wiki pages of any type published within the Library namespace. Pages in the Library namespace can only be edited by authorized Library Wiki users.
** Title format: Library:Circle/[Page title]
* [[Documentation]]: used for cIRcle Wiki pages that involve external project partners, such as workflow documentation and support guides. Pages in the Documentation namespace can be edited by any Wiki user.
**Title format: Documentation:Circle/[Page title including project partner name]
*[[Sandbox]]: used for drafting or testing Wiki pages and content. When a Sandbox page is ready to be published, the content should be transferred to an existing Wiki page or moved to a new Library or Documentation namespace page.
** Title format: Sandbox:Circle/[Page title]

===Wiki Categories===
cIRcle uses Categories to organize Wiki pages into groups:<ins> </ins>

* [[:Category:Circle|Circle]]: leading category used for pages that provide information on cIRcle workflows and guidelines, and user guides. These pages are referenced throughout internal cIRcle documentation and the cIRcle WordPress site but are not embedded directly into WordPress.
*[[:Category:Circle Archive|Circle Archive]]: sub-category used for inactive pages that are maintained for referential purposes only<ins>.</ins>
*[[:Category:Circle Projects|Circle Projects]]: sub-category used for Documentation namespace pages that provide information on cIRcle workflows for specific projects involving external project partners.
**If a project has more than one Wiki page, a second Category tag for the project name can be added to allow all of the project’s pages to be accessed through a single Category link (e.g., [[:Category:From the Ground Up|From the Ground Up]])
*[[:Category:Circle Website|Circle Website]]: sub-category used for pages that are embedded into cIRcle’s WordPress site using the Wiki Embed plugin.

===Accessibility===
Web accessibility means that websites and related tools and technologies are designed and developed [https://www.w3.org/WAI/media/av/users-orgs/ so people with disabilities can use them]. Prioritizing web accessibility in the creation, design and use of cIRcle Wiki pages and content will ultimately benefit everyone and help fulfill [https://circle.ubc.ca/about/ cIRcle’s Open Access mandate].

The Web Content Accessibility Guidelines (WCAG) by the W3C Web Accessibility Initiative (WAI) are recognized as an authoritative source to understand and meet web accessibility standards and are built on four core principles, ensuring that web content for all users must be:

# Perceivable: Users must be able to perceive information and interface components (e.g. images or buttons) using one of their senses;
#Operable: All users must be able to interact with interface components and navigation
#Understandable: Users must be able to understand information and how to interact with a website in a logical way
#Robust: Web content must be stable and able to be interpreted in a reliable way by users and software (including assistive technologies) over time and as technology changes.

For more information about WCAG’s Four Principles, see the [https://www.w3.org/WAI/fundamentals/ Introduction to the Fundamentals of Web Accessibility] by WAI.

Version 2.2 of the WCAG has been used to develop the following recommendations.

==Creating and Editing Pages==
To create or edit a Wiki page, log into UBC Wiki using your CWL. If you are unable to login using your CWL, [https://circle.ubc.ca/contact-us/ contact the cIRcle Specialist.]
{| 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!''' CWL sessions in Wiki are set to time out after [[Thread:User talk:DavidKohler/Wiki Admin Discussion|approximately 1 hour]]. To avoid losing work due to session time out, it is recommended you save your work every 30 minutes.
|}
===Creating Pages===
To create a new page, follow the instructions provided on [[Help:Create_New_Page]] and [[Library:Home#Wiki_Guidelines]].

*To create a new page using the [[Main Space|Create a New Main Space Page]] box use the following page title format: Library:Circle/[Page title]
**Including the “Library:Circle/” prefix will ensure that new pages are created within the larger [[Library:Home|Library namespace]].
* If you are creating a collaborative page to develop project workflows with external project partners, create a [[Documentation#Create a New Documentation Page|Documentation]] page. Use the following page title format for Documentation pages: Circle/[Page title including project partner name]
** The prefix 'Documentation' will be autopopulated in the 'Create a Documentation Page' form. Maintain this prefix when inputting your page title.
* If you are creating a draft page to prepare new content for migration to an existing published page, or if you need a page to test formatting or presentation methods, use the [[Sandbox]]. Use the following page title format for Sandbox pages: Sandbox:Circle/[Page title].
**The prefix ‘Sandbox’ will be autopopulated in the 'Create a Sandbox Page' form. Maintain this prefix when inputting your page title.
{| 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!''' Enter your page title in normal sentence case. Any spaces in the page title will be converted to underscores in the page address.
|}After creating your page, [[Help:Categories|tag your page]] with “Category: Circle” or the appropriate sub-category (e.g. “Category: Circle Website”). This will ensure that your page can be searched and discovered across the Wiki. Category tags may be updated at any time.

====Adjusting the Sort Key ====
To have your page appear in alphabetical order within the cIRcle Wiki category, a [[Help:Categories/Sort Key|sort key]] must be added to the category tag. This can be done when the cIRcle category tag is applied by editing the text found in Categories > Options. To ensure your page will appear in alphabetical order, remove the namespace prefix from the sort key so only the page title is included.

[[File:2024-07-17_Wiki_Editing_Guide_Creating_Pages_01.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. The auto-generated page sort key is shown in the text box.]]

[[File:2024-07-17 Wiki Editing Guide Creating Pages 02.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. An edited page sort key is shown in the text box.]]

===Editing Pages===
The Wiki Visual Editor’s [[Help:Formatting Toolbar|Formatting Toolbar]] is the recommended tool for editing Wiki pages. Further information about editing using the Visual Editor can be found at [[Help:Visual Editor|Learn how to format in Visual Editor]].

For more complex edits, the Wikitext editing option may be used. Further information about editing using Wikitext can be found at [[Help:Formatting in wikitext|Learn how to format in Wikitext.]]
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' Consider how your Wiki page will be viewed when formatting your content.

*If your page will be embedded into cIRcle’s website, the page’s formatting may appear differently in WordPress. To verify edits on Wiki embedded pages, save your changes in Wiki and then go to the associated WordPress page and click “Refresh Wiki content” at the bottom of the page (you must be logged in to the WordPress admin site to see the Wiki content status box at the bottom of the page).
|}

==== Selecting colour and contrast ====
All page elements (text and non-text-based) should be designed or chosen thoughtfully, with attention paid to colour choice(s) and ensuring a high contrast ratio. Colour should not be used as the only visual means of conveying information or indicating a required action. For visual examples of effective use of colour and tone, see the [https://open.ubc.ca/oer-accessibility-toolkit/?login OER Toolkit Best Practices 2: Images]

It is recommended to test colour choices and contrast ratios for all elements prior to Wiki page publication. Reputable external tools include:

*Basic contrast checker: [https://webaim.org/resources/contrastchecker/ WebAIM Contrast Checker] (use an eyedropper tool in Paint or a similar program to identify colours, then input them)
* For images: [https://www.oss-usa.com/color-check-ada-image-compliance Color Checker for ADA image Compliance]
*For whole, published web pages: [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE)

=== Writing and Organizing Content ===
Define your page’s purpose and identify user goals to guide the organization of your content. A plain language page summary should be provided at the start of the page. This is a useful way to orient users to the page’s purpose and will inform your use of headings and subheadings.

Write for the widest possible audience by using plain language and clear instructions. Reduce the use of jargon and provide definitions of technical terms, if needed. Text readability may be tested using tools such as [https://www.readabilityofwikipedia.com/ Readability of Wikipedia] and/or the [https://hemingwayapp.com/ Hemingway App].

==== Using section headers ====
Your page should be organized using sections and sub-sections. Section headings should be action-oriented and descriptive so that users will know what will be found within that section. Headings should follow a logical, [https://www.w3.org/WAI/WCAG22/Techniques/general/G141 hierarchical structure] and should be formatted using the drop-down headings menu in the Wiki Formatting Toolbar. Ensure sections and sub-sections are formatted appropriately using Heading (Section), and Sub-headings 1, 2, 3 as appropriate.

cIRcle Wiki pages should always begin with a section titled 'Overview' or 'Summary' formatted as Heading-level, rather than with the page's title. The page's namespace path, which appears at the top of every Wiki page, is an Article Title heading and should be the only instance of an H1 or Page title-equivalent heading. Do not include any other Page title-level headings. If your namespace path does not include a descriptive or well-identified title, rename your page by [[Library:Circle/Creating and Editing Wiki Pages#Publishing or Moving a Page|moving it]] within the namespace.

'''Note:''' WordPress-embedded Wiki pages generally will not include the 'Overview' or 'Summary' section, but may include it if appropriate for the associated WordPress 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]]
||'''Tip!''' When Wiki pages are embedded in WordPress, headings may display differently in accordance with the embed code (e.g. as tabs or as an accordion).
|}When creating instructional content, it is important to make sure that the instructions and accompanying content (e.g., screenshots) are presented in [https://webaim.org/techniques/screenreader/#linearization chronological order]. Information necessary to performing an action or making a decision (e.g. a Tip! box) should be presented before any text describing a final action (e.g., “When finished, select the Submit button”).
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|| When writing and organizing your page's content, consider if your page:
#Uses [https://www.w3.org/WAI/tutorials/page-structure/ logical organization] for the content, based on anticipated user needs?
#Uses headings and subheadings that are [https://www.w3.org/WAI/WCAG22/quickref/?versions=2.1#qr-navigation-mechanisms-descriptive descriptive], concise and action-oriented (e.g., “Create an account”)? Are headings ordered logically?
#Uses [https://www.plainlanguage.gov/guidelines/words/ plain language] and [https://www.plainlanguage.gov/guidelines/concise/ concise sentences], rather than jargon and technical terminology?
#Uses [https://webaim.org/techniques/screenreader/#linearization chronological presentation] of instructions and their accompanying content?
#Uses instructions that [https://www.w3.org/WAI/tips/writing/#provide-clear-instructions describe all steps required to complete an action or task], using device-agnostic terms like “select” and “choose” instead of “click” or “tap”?
|}
===Formatting Page Text===
Text should be formatted using the Wiki Formatting Toolbar. Avoid the use of italics, underlining, strikethroughs, and colour-coded text; use bold instead. Important information must be captured in the text itself; do not use text styling such as custom colours to convey importance.

'''Note''': Certain formatting elements, such as font style, are not able to be modified as they are determined by the UBC Library style guide. For pages that are embedded in WordPress, formatting elements may display differently than they do in Wiki.

Multi-step processes or dense information should be presented as formatted lists, rather than in paragraph form. Select either ‘Bullet list’ or ‘Numbered list’ from the Formatting Toolbar.

Limit the use of [https://en.wikipedia.org/wiki/Help:Entering_special_characters special characters] (those not found on a standard computer keyboard) where possible. Special characters may be added using the Special Character tool (represented by an Omega symbol) in the Formatting Toolbar. If the desired special character is not included in Wiki’s list of supported characters, transcribe the characters as best you can using a standard keyboard set.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When formatting your page's text, consider if your page:
#Uses headers to create [https://www.w3.org/WAI/WCAG2/supplemental/patterns/o3p10-whitespace/ whitespace] between paragraphs or sections?
#Uses [https://www.pdx.edu/technology/blog/lists-and-digital-accessibility formatted lists] for multi-step processes?
# Uses italicization, underlining, bolding, or other [https://www.chicago.gov/city/en/sites/chitech/home/accessibility/use-accessible-text-formatting.html text styling] to convey importance? If so, revise your text to capture the importance and remove the text styling.
#Uses special characters that are [https://www.elevenways.be/en/articles/screenreaders-special-characters recognized by screen readers]?
|}
===Formatting Tables and Boxes ===
cIRcle’s Wiki pages often include tables or boxes, such as ‘Tip!’ boxes in cIRcle User Guides. When creating a table or box, it is important to ensure it is formatted correctly so they will be readable by screen-readers.

Tables are created in the [https://www.mediawiki.org/wiki/Help:Tables Wikitext Editor]. Tables should have a simple layout and logical structure. When creating a table:

*Use Wikitext to markup the table’s [https://www.mediawiki.org/wiki/Help:Tables#Wiki_table_markup_summary row and column headers]
*Always include a title and/or caption for the table
* Avoid using merged or split cells; use the simplest possible table layout to maximize readability
*Include adequate cell padding to provide space around the data in each cell
*Alternate background shading of rows to improve readability
Boxes, such as ‘Tip!’ boxes, are created using a styled Table. The easiest way to ensure consistent formatting of boxes within and across Wiki pages is to copy and paste an existing Box:

#Locate the appropriate box from the same or another Wiki guide; pay attention to the icon used within the box (if applicable)
#Using the Visual Editor, click one WikiTable column, hold shift, click the second column, and then use the keyboard command CTRL+C to copy the box
#Use keyboard command CTRL+V to paste the box in the appropriate place on your page and edit the icon and text as necessary
If necessary, styled TablesTables can be created using Wikitext source code. The following source code can be used to recreate cIRcle's standard styled 'Tip!' box:
<code>{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" ||'Insert image link here and set to 100px width'|| '''Tip!''' Add your Tip text here.
|}</code>

The icon used in a box may change depending on the type of tip or information being provided and are assigned helpful [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|alternative text (alt text)]]. Available icons are:
{| class="wikitable"
|+
!Icon Image
!Name of Icon
!Description of Icon & Use
|-
|[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|frameless|90x90px|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|[https://wiki.ubc.ca/File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png Box with a checkmark]
|Represents a completed item on a checklist.
Used for: summary checklists provided at the start of a submission guide or review checklists throughout a user guide.
|-
|[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|frameless|90x90px|alt=Blue exclamation mark inside a white circle]]
|[https://wiki.ubc.ca/File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png Exclamation Mark]
|Represents an important note or warning to review before proceeding.
Used for: identifying key steps in a process, or requirements for successful completion of an action.
|-
|[[File:079575-blue-white-pearl-icon-business-light-on.png|frameless|90x90px|alt=Blue outline of a lightbulb inside a white circle]]
|[https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png Lightbulb]
|Represents a tip or suggestion for completing a task efficiently.
Used for: quick tips or notes providing definitions or additional information about how to complete an action within a process easily.
|-
|[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|frameless|90x90px|alt=Blue question mark inside a white circle]]
|[https://wiki.ubc.ca/File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png Question Mark]
|Represents an answer to frequently asked questions or issues.
Used for: identifying additional resources, training, or other means of assistance for answering questions or resolving issues.
|-
|[[File:091272-blue-white-pearl-icon-signs-nosign.png|frameless|90x90px|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle]]
|[https://wiki.ubc.ca/File:091272-blue-white-pearl-icon-signs-nosign.png No symbol]
|Represents an exception to standard practice.
Used for: identifying an exception to the written instructions, including a description of why the exception may be allowable.
|}
===Adding or Editing Links===
Users should know where a link is, and where it will take them. Two main types of links can be created on the UBC Wiki:

*[[Help:Links#Internal links|internal links]] to sub-sections of the same page Wiki page. These will display as blue linked text.
*[[Help:Links#External links|external links]] to other websites or Wiki pages. These will display as blue linked text with a pop-out window icon next to the linked text.

To add a link to text, highlight the appropriate text and click the Chain Link icon in the Visual Editor Formatting Toolbar. In the ‘Add a link’ pop up box, select your type of link (‘UBC Wiki’ or ‘External site’) and paste the URL into the text box, then click ‘Done’.

====Creating a section header link====
Previously, section headers within Wiki pages were assigned anchor links that could easily be used as a hyperlink elsewhere on the page or in another related Wiki page. As of November 2023, headers are no longer assigned unique anchor links. To [https://en.wikipedia.org/wiki/Wikipedia:Linking_to_Wikipedia use a section header as a hyperlink]:

*For internal links: combine the page name including Namespace with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Sandbox:Circle/Creating and Editing Wiki Pages#Creating_a_screenshot]]
*For external links: combine the page URL with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Library:CIRcle License Version History#Version%202.2%20to%203.0|https://wiki.ubc.ca/Library:CIRcle_License_Version_History#Version_2.2_to_3.0]]

====Formatting Contact Links ====
Users should be offered diverse, accessible options for contacting cIRcle. Two ways to provide contact information on Wiki pages are:

*Direct users to cIRcle’s [http://circle.ubc.ca/contact-us Contact Us] page using an external link
*When linking to the Contact Us page is not appropriate, provide a contact email address in the format example@example.ca and formatted as plain text. If available, include a phone number as an alternate means of contact.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When adding or editing links, consider if your links:
#Use [https://accessibility.oregonstate.edu/descriptivelinks descriptive link text]. Ensure the purpose of the link is clear and avoid general phrases like ‘Click here,’ or ‘More’.
#Use hyperlinks limited only to the [https://accessibility.princeton.edu/how/content/links relevant words]. If your hyperlinks have been applied to the whole sentence, revise and ensure only the words directly related to the link are included within your link text.
# Use the correct formatting for [https://digitalaccessibility.leeds.ac.uk/guidance/links/links-to-phone-numbers-and-email-addresses/ contact information]. Ensure contact information is set as an external link or offered in the form of an email address formatted as plain text.
|}

=== Publishing or Moving a Page ===
Wiki pages may be moved to: publish a completed Sandbox draft or to rename an existing Wiki page. More information about moving pages can be found at [https://wiki.ubc.ca/Help:Moving_a_page Moving a Page].

To publish or rename your page:

# At the top right toolbar, select 'More' > 'Move' (next to View History)
# In the 'Move' panel, edit the New Title options as necessary:
## Select the appropriate [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]] (Library or Documentation) from the dropdown menu
## Maintain or edit your page title as necessary, following the correct format for the chosen [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]]
#After moving your page, check all internal section header links to ensure they have not broken. If needed, update the internal links with the page's new namespace and/or name.

Moving a page will create a [https://wiki.ubc.ca/Help:Redirects redirect], so moving and renaming a page should not break any existing links.

== Creating and Uploading Audio-Visual Content for cIRcle Wiki Pages ==
As a general rule, only images or multimedia that convey information or meaning should be included in cIRcle Wiki pages. Images or multimedia that are purely decorative or images of text should not be used. All images must include appropriate [https://webaim.org/techniques/alttext/ alternative text (alt text)] to convey the image’s importance.

Building audio-visual content (e.g. an educational video) around accessibility best practices from the start is recommended. This approach will provide a universal experience for all viewers and will give users a variety of ways to engage with cIRcle content. See W3C’s [https://www.w3.org/WAI/media/av/av-content/ Audio Content and Video Content] and [https://www.w3.org/WAI/media/av/planning/ Planning Audio and Video Media] guides when beginning any multimedia content projects.

When audio-visual content is included, alternative formats for content engagement should be provided. These may include, but are not limited to:

*[[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative text]]
*Full text [https://www.w3.org/WAI/media/av/transcripts/ transcripts]
*Synchronized and high-quality [https://www.w3.org/WAI/media/av/captions/ closed captions]
*[https://www.w3.org/WAI/media/av/description/ Description] of visual information
*[https://www.w3.org/WAI/media/av/sign-languages/ Sign language] interpretation

The link for the alternative formats should be placed immediately next to the non-text content in the Wiki page or in the body of the object element itself.

===Alternative Text (Alt Text)===
Adding helpful alt text to images makes their meaning clear for people who may not be able to see or otherwise understand the image. It is important to create alt text that speaks to the image’s meaning within a specific Wiki page. Alt text will not appear visually on your Wiki page, and is not equivalent to a caption.

Alt text should be added to all [https://www.w3.org/WAI/tutorials/images/decision-tree/ non-text-based visual elements] that convey information or meaning, including images, buttons, icons, etc.

To create meaningful alt text, it should:

*Aim to answer the question: [https://accessibility.huit.harvard.edu/describe-content-images “What is the information or meaning conveyed by the image in this particular context?”]
*Use [https://www.w3.org/WAI/tutorials/images/tips/ plain, concise language] (under 140 words) with normal punctuation
*For [https://www.w3.org/WAI/tutorials/images/complex/ complex images], provide both a short and a long description
The effectiveness of your alt text can be tested using the [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE).

===cIRcle Screenshot Guidelines===

====When to use screenshots====
Screenshots can be used to enhance text and to support visual learning. Screenshots are widely used in cIRcle’s User Guides. In any page, the text must present all relevant information for the user, including steps and actions to complete processes and any information presented visually in the screenshots. Screenshots should be considered a secondary information source.

You may use screenshots to:

*Instruct users in how to complete multi-step processes
* Highlight new features you want to emphasize

====What to capture in a screenshot====
When determining what to capture in a screenshot, the key feature should be the [https://www.archbee.com/blog/screenshots-in-technical-documentation focal point], with surrounding features that show how to "get there" (e.g. showing tool bar with a drop down list, which includes your key feature).

Avoid capturing the full screen / website interface if it is not relevant to the current feature.
{| 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 your screenshot includes linked text, clear your browser history before capturing your screenshot. This will ensure that all linked text shows up as blue rather than purple (indicating you've previously clicked the link).
|}
====Screenshot specifications====
File format: PNG (.png) is the recommended screenshot file format for cIRcle. It offers high quality resolution and captures many colour options.

File size: The [[Help:Adding Media/Images and Pictures|maximum file size]] for upload to UBC Wiki is 20 MB. PNG results in large file sizes (which can result in long loading time for users), so files may need to be resized prior to uploading to UBC Wiki.

Screenshot dimensions: Screenshots should be cropped and/or resized before adding any annotations (shapes, text) or uploading the files to UBC Wiki. The following image dimensions are recommended for usability within Wiki:

*Standard recommended image width: 700px
* Image height: may vary, depending on the necessary content captured within the screenshot.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:091272-blue-white-pearl-icon-signs-nosign.png|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle|100x100px|Tip]]
||'''Exception!''' If your screenshot focuses on a small section of the screen or captures a large section of the screen, a reduced or enlarged image width may be appropriate. Consult with your cIRcle Office Project Manager as-needed.

* Minimum recommended image width: If screenshot is smaller than 700px after capture, maintain the width as-is.
* Maximum recommended image width: 1250px.
|}
====Creating a screenshot ====

#Using ''Snip & Sketch'', create a new screenshot capture. Crop the capture as needed, then save the capture as a PNG.
#''Paint 3D'' is the primary tool recommended for resizing screenshots and basic screenshot editing/annotation.
##Resize your screenshot capture:
###Open original screenshot file: Menu > Open > Browse files
###Ensure the view size is set to 100%
###Resize image: Canvas > Resize canvas:
###*Ensure 'Lock aspect ratio' and 'Resize image with canvas' are both checked
###*Set width to 700px or approved minimum/maximum width, as appropriate
##Annotate your screenshot capture.
### Select annotations from 2D shapes.
###After placing a shape or text, adjust the line thickness, colour, and placement. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Annotating a screenshot|Annotating a screenshot]] for more detailed instructions.
###*'''Note:''' Annotations cannot be moved after being placed on an image. To adjust an annotation, use the Undo option or History to remove the annotation.
##Save your screenshot capture with all annotations as a '''new''' PNG file. This will maintain the original for any subsequent adjustments.
###Menu > Save as > Image > set 'Save as type' as PNG.
###Name your annotated screenshot following the naming convention identified in [[Sandbox:Circle/Creating and Editing Wiki Pages#Uploading and Using Audio-Visual Content|Uploading and Using Audio-Visual Content]].

===== Annotating a screenshot=====
Annotations may be used on a screenshot to visually highlight a certain feature or button, or to provide additional guidance on sequential processes. If the annotations provide guidance or contextual information that is not captured in the body text, the annotations must be adequately described within the screenshot’s alt text.

'''Before adding annotations to a screenshot, ensure that the file has the appropriate dimensions''' (see [[Sandbox:Circle/Creating and Editing Wiki Pages#Screenshot specifications|Screenshot specifications]]). Screenshots for cIRcle pages may include shapes, text, or a combination of both.

'''Shapes''': A mix of boxes and arrows can be used to annotate screenshots, using the following broad principles:

*Shapes are contingent on the pre-existing design and elements of the background image being annotated and what is being conveyed to users.
* Boxes are the preferred annotation shape. Boxes are used to:
** Indicate a required user action (such as selecting a button or link)
**Highlight a specific feature or area within a screenshot (such as a particular paragraph on a UBC Wiki page)
*Arrows can be used:
**In addition to boxes to highlight areas that are relatively small on the screen
**On their own when the feature would benefit from expanded instruction (e.g. “See tip” arrows).
*Additional shapes (e.g. ‘X’) may be used if they are relevant to the instruction.
*Placement of shapes should aim to not obscure relevant areas of the screen for the current task-at-hand but may be placed over non-relevant areas.
**Boxes should aim to be placed around the relevant action (e.g. a button/link) but may be slightly expanded if the box will obscure relevant areas/text.
**Arrows should clearly point to the item of-interest as it pertains to the instructional text (e.g. a field name).
*Arrows should remain level (not angled) and can be directed in any direction (up, down, left, right).
The recommended shape properties for annotations in ''Paint 3D'' are:

*Line thickness: 5px
*Line colour: Medium green (HEX code #0ed145; RGB (14, 209, 69))
**Green provides high contrast on numerous cIRcle webpages (as opposed to blue or yellow).
**People with various types of colour-blindness will [https://venngage.com/tools/color-blind-simulator see each page differently.]
*** It is recommended to test visual legibility for colour-blind people: use Colblindor’s [https://www.color-blindness.com/coblis-color-blindness-simulator/ Coblis — Color Blindness Simulator] to upload and test your annotated screenshot.
***The placement of shape annotations over background colours may be adjusted slightly to improve the contrast ratio for users with standard and irregular vision.
**It is recommended to avoid using colours in the red colour family to try to convey information importance or instructions which contrast with those in green annotations (e.g., green symbolizing a ‘correct‘ method, and red symbolizing an ‘incorrect’ one).
* Fill colour: White (HEX code #FFFFFF) or transparent
'''Text:''' It is recommended to use a sans serif font with adequate “breathing room” between letters (i.e. letters are distinct from one-another). The recommended font properties for annotations are:

*Font: Arial, with bold
**Calibri is a secondary option
*Size: 12 pt
*Colour: Black (HEX code #000000)

Generally, these fonts should be placed within boxes/arrows with green outlines and a white fill colour to ensure they stand out & are clearly identified as annotations.

===Uploading and Using Audio-Visual Content===
When adding audio-visual content to your Wiki page, it must first be uploaded to UBC Wiki as an independent file through the [[Special:UploadWizard|Upload Wizard.]] The Upload Wizard only supports images (.png, .jpg), PowerPoint (.ppt, .pptx), and PDF files. Multimedia files may be embedded into a Wiki page from another service like [[Help:Widgets/YouTube|YouTube]] or [[Help:Widgets/Kaltura|Kaltura]].

When uploading files to UBC Wiki, use the following naming convention:

[YYYY-MM-DD_Wiki_Page_Section_01]

For example: 2024-01-30_ETD_Guide_Register_01
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' During upload through the Upload Wizard, you will identify the copyright status of the file, including assigning a Creative Commons license or attributing copyright to the file’s creator. If the file you are using is under copyright, be sure to have the author’s information and source of the file available during upload.
|}

==== Screenshot placement====
Once your screenshot has been added to UBC Wiki, it can be inserted into a page by using the Insert > Images and Media option in the Formatting Toolbar. See [[Help:Adding Media/Images and Pictures|Adding Media/Images and Pictures]] for more detailed instructions on inserting files into your page.

Screenshots may be edited using the Edit > Media settings option. The recommended image display and placement properties for screenshots are:

*Caption: No caption.
*Alternative text: All images in a Wiki guide must have Alt text. Alt text for an image should be added after the image has been placed on the page to ensure that the alt text is appropriate and applicable to the image’s purpose and placement on the page. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative Text (Alt Text)]] for more information about creating alt text.
**After an image is already inserted into the Wiki page, select the inserted image, click ‘Edit’ and add alt text to the Alternative text field in the ‘Media settings’ pop-up window, then click ‘Apply Changes’
*Position: No text wrapping, no alignment specified
*Image type: Frameless, no border
*Image size: Custom, 700 x [variable] px
**If your screenshot is smaller than 700px width, maintain the Image size as-is.
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' All screenshots with a width of 700px or larger must have their image width set to 700px in the Wiki page to ensure consistent formatting within the Wiki page.
|}Information in the Wiki page, including body text and screenshots, should be presented chronologically. Screenshots should be inserted as closely as possible to the relevant part of the main body text which describes them.

Most screen readers read information top to bottom and left to right. Screenshots should be presented prior to text indicating a final action (e.g., "When you have finished, select "Next" to continue.”), which should be the last element in the instructional page or page section.
----
[[Category:Circle]]
__FORCETOC__

Library:Circle/Creating and Editing Wiki Pages

2026-09-28T17:41:17Z

KellyGauvin: /* cIRcle Screenshot Guidelines */

== Summary ==
This page is intended as a quick reference guide to assist cIRcle Office members with creating and editing cIRcle Wiki pages. Recommendations for creating accessible pages and content are provided to support accessible content development.
==How, when and why cIRcle uses Wiki==
cIRcle uses Wiki pages for a variety of purposes, such as documentation about cIRcle’s service offerings and workflows, user guides, and to share procedures and collaborate with staff from the wider [[:Category:Library|UBC Library]]. Some Wiki pages are used in cIRcle’s WordPress site using the ‘Wiki-Embed’ plugin.

Wiki pages facilitate collaboration by designated editors, allowing for frequent and timely updates to key internal procedures and public-facing information such as user guides.

===Namespaces===
UBC Wiki pages are grouped into collections called [[UBC Wiki:Create a New Page|namespaces]], which differentiate between the purpose of the pages at a high level. Pages created for cIRcle staff use or as user resources (e.g. user guides) should be published in the [[Library:Home|Library namespace]].

Within a namespace, different types of pages can be created:

*[[Main Space|Main]]: used for cIRcle Wiki pages of any type published within the Library namespace. Pages in the Library namespace can only be edited by authorized Library Wiki users.
** Title format: Library:Circle/[Page title]
* [[Documentation]]: used for cIRcle Wiki pages that involve external project partners, such as workflow documentation and support guides. Pages in the Documentation namespace can be edited by any Wiki user.
**Title format: Documentation:Circle/[Page title including project partner name]
*[[Sandbox]]: used for drafting or testing Wiki pages and content. When a Sandbox page is ready to be published, the content should be transferred to an existing Wiki page or moved to a new Library or Documentation namespace page.
** Title format: Sandbox:Circle/[Page title]

===Wiki Categories===
cIRcle uses Categories to organize Wiki pages into groups:<ins> </ins>

* [[:Category:Circle|Circle]]: leading category used for pages that provide information on cIRcle workflows and guidelines, and user guides. These pages are referenced throughout internal cIRcle documentation and the cIRcle WordPress site but are not embedded directly into WordPress.
*[[:Category:Circle Archive|Circle Archive]]: sub-category used for inactive pages that are maintained for referential purposes only<ins>.</ins>
*[[:Category:Circle Projects|Circle Projects]]: sub-category used for Documentation namespace pages that provide information on cIRcle workflows for specific projects involving external project partners.
**If a project has more than one Wiki page, a second Category tag for the project name can be added to allow all of the project’s pages to be accessed through a single Category link (e.g., [[:Category:From the Ground Up|From the Ground Up]])
*[[:Category:Circle Website|Circle Website]]: sub-category used for pages that are embedded into cIRcle’s WordPress site using the Wiki Embed plugin.

===Accessibility===
Web accessibility means that websites and related tools and technologies are designed and developed [https://www.w3.org/WAI/media/av/users-orgs/ so people with disabilities can use them]. Prioritizing web accessibility in the creation, design and use of cIRcle Wiki pages and content will ultimately benefit everyone and help fulfill [https://circle.ubc.ca/about/ cIRcle’s Open Access mandate].

The Web Content Accessibility Guidelines (WCAG) by the W3C Web Accessibility Initiative (WAI) are recognized as an authoritative source to understand and meet web accessibility standards and are built on four core principles, ensuring that web content for all users must be:

# Perceivable: Users must be able to perceive information and interface components (e.g. images or buttons) using one of their senses;
#Operable: All users must be able to interact with interface components and navigation
#Understandable: Users must be able to understand information and how to interact with a website in a logical way
#Robust: Web content must be stable and able to be interpreted in a reliable way by users and software (including assistive technologies) over time and as technology changes.

For more information about WCAG’s Four Principles, see the [https://www.w3.org/WAI/fundamentals/ Introduction to the Fundamentals of Web Accessibility] by WAI.

Version 2.2 of the WCAG has been used to develop the following recommendations.

==Creating and Editing Pages==
To create or edit a Wiki page, log into UBC Wiki using your CWL. If you are unable to login using your CWL, [https://circle.ubc.ca/contact-us/ contact the cIRcle Specialist.]
{| 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!''' CWL sessions in Wiki are set to time out after [[Thread:User talk:DavidKohler/Wiki Admin Discussion|approximately 1 hour]]. To avoid losing work due to session time out, it is recommended you save your work every 30 minutes.
|}
===Creating Pages===
To create a new page, follow the instructions provided on [[Help:Create_New_Page]] and [[Library:Home#Wiki_Guidelines]].

*To create a new page using the [[Main Space|Create a New Main Space Page]] box use the following page title format: Library:Circle/[Page title]
**Including the “Library:Circle/” prefix will ensure that new pages are created within the larger [[Library:Home|Library namespace]].
* If you are creating a collaborative page to develop project workflows with external project partners, create a [[Documentation#Create a New Documentation Page|Documentation]] page. Use the following page title format for Documentation pages: Circle/[Page title including project partner name]
** The prefix 'Documentation' will be autopopulated in the 'Create a Documentation Page' form. Maintain this prefix when inputting your page title.
* If you are creating a draft page to prepare new content for migration to an existing published page, or if you need a page to test formatting or presentation methods, use the [[Sandbox]]. Use the following page title format for Sandbox pages: Sandbox:Circle/[Page title].
**The prefix ‘Sandbox’ will be autopopulated in the 'Create a Sandbox Page' form. Maintain this prefix when inputting your page title.
{| 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!''' Enter your page title in normal sentence case. Any spaces in the page title will be converted to underscores in the page address.
|}After creating your page, [[Help:Categories|tag your page]] with “Category: Circle” or the appropriate sub-category (e.g. “Category: Circle Website”). This will ensure that your page can be searched and discovered across the Wiki. Category tags may be updated at any time.

====Adjusting the Sort Key ====
To have your page appear in alphabetical order within the cIRcle Wiki category, a [[Help:Categories/Sort Key|sort key]] must be added to the category tag. This can be done when the cIRcle category tag is applied by editing the text found in Categories > Options. To ensure your page will appear in alphabetical order, remove the namespace prefix from the sort key so only the page title is included.

[[File:2024-07-17_Wiki_Editing_Guide_Creating_Pages_01.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. The auto-generated page sort key is shown in the text box.]]

[[File:2024-07-17 Wiki Editing Guide Creating Pages 02.png|frameless|700x700px|alt=Screenshot showing Image Options, with the Categories Options section highlighted in green. An edited page sort key is shown in the text box.]]

===Editing Pages===
The Wiki Visual Editor’s [[Help:Formatting Toolbar|Formatting Toolbar]] is the recommended tool for editing Wiki pages. Further information about editing using the Visual Editor can be found at [[Help:Visual Editor|Learn how to format in Visual Editor]].

For more complex edits, the Wikitext editing option may be used. Further information about editing using Wikitext can be found at [[Help:Formatting in wikitext|Learn how to format in Wikitext.]]
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' Consider how your Wiki page will be viewed when formatting your content.

*If your page will be embedded into cIRcle’s website, the page’s formatting may appear differently in WordPress. To verify edits on Wiki embedded pages, save your changes in Wiki and then go to the associated WordPress page and click “Refresh Wiki content” at the bottom of the page (you must be logged in to the WordPress admin site to see the Wiki content status box at the bottom of the page).
|}

==== Selecting colour and contrast ====
All page elements (text and non-text-based) should be designed or chosen thoughtfully, with attention paid to colour choice(s) and ensuring a high contrast ratio. Colour should not be used as the only visual means of conveying information or indicating a required action. For visual examples of effective use of colour and tone, see the [https://open.ubc.ca/oer-accessibility-toolkit/?login OER Toolkit Best Practices 2: Images]

It is recommended to test colour choices and contrast ratios for all elements prior to Wiki page publication. Reputable external tools include:

*Basic contrast checker: [https://webaim.org/resources/contrastchecker/ WebAIM Contrast Checker] (use an eyedropper tool in Paint or a similar program to identify colours, then input them)
* For images: [https://www.oss-usa.com/color-check-ada-image-compliance Color Checker for ADA image Compliance]
*For whole, published web pages: [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE)

=== Writing and Organizing Content ===
Define your page’s purpose and identify user goals to guide the organization of your content. A plain language page summary should be provided at the start of the page. This is a useful way to orient users to the page’s purpose and will inform your use of headings and subheadings.

Write for the widest possible audience by using plain language and clear instructions. Reduce the use of jargon and provide definitions of technical terms, if needed. Text readability may be tested using tools such as [https://www.readabilityofwikipedia.com/ Readability of Wikipedia] and/or the [https://hemingwayapp.com/ Hemingway App].

==== Using section headers ====
Your page should be organized using sections and sub-sections. Section headings should be action-oriented and descriptive so that users will know what will be found within that section. Headings should follow a logical, [https://www.w3.org/WAI/WCAG22/Techniques/general/G141 hierarchical structure] and should be formatted using the drop-down headings menu in the Wiki Formatting Toolbar. Ensure sections and sub-sections are formatted appropriately using Heading (Section), and Sub-headings 1, 2, 3 as appropriate.

cIRcle Wiki pages should always begin with a section titled 'Overview' or 'Summary' formatted as Heading-level, rather than with the page's title. The page's namespace path, which appears at the top of every Wiki page, is an Article Title heading and should be the only instance of an H1 or Page title-equivalent heading. Do not include any other Page title-level headings. If your namespace path does not include a descriptive or well-identified title, rename your page by [[Library:Circle/Creating and Editing Wiki Pages#Publishing or Moving a Page|moving it]] within the namespace.

'''Note:''' WordPress-embedded Wiki pages generally will not include the 'Overview' or 'Summary' section, but may include it if appropriate for the associated WordPress 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]]
||'''Tip!''' When Wiki pages are embedded in WordPress, headings may display differently in accordance with the embed code (e.g. as tabs or as an accordion).
|}When creating instructional content, it is important to make sure that the instructions and accompanying content (e.g., screenshots) are presented in [https://webaim.org/techniques/screenreader/#linearization chronological order]. Information necessary to performing an action or making a decision (e.g. a Tip! box) should be presented before any text describing a final action (e.g., “When finished, select the Submit button”).
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|| When writing and organizing your page's content, consider if your page:
#Uses [https://www.w3.org/WAI/tutorials/page-structure/ logical organization] for the content, based on anticipated user needs?
#Uses headings and subheadings that are [https://www.w3.org/WAI/WCAG22/quickref/?versions=2.1#qr-navigation-mechanisms-descriptive descriptive], concise and action-oriented (e.g., “Create an account”)? Are headings ordered logically?
#Uses [https://www.plainlanguage.gov/guidelines/words/ plain language] and [https://www.plainlanguage.gov/guidelines/concise/ concise sentences], rather than jargon and technical terminology?
#Uses [https://webaim.org/techniques/screenreader/#linearization chronological presentation] of instructions and their accompanying content?
#Uses instructions that [https://www.w3.org/WAI/tips/writing/#provide-clear-instructions describe all steps required to complete an action or task], using device-agnostic terms like “select” and “choose” instead of “click” or “tap”?
|}
===Formatting Page Text===
Text should be formatted using the Wiki Formatting Toolbar. Avoid the use of italics, underlining, strikethroughs, and colour-coded text; use bold instead. Important information must be captured in the text itself; do not use text styling such as custom colours to convey importance.

'''Note''': Certain formatting elements, such as font style, are not able to be modified as they are determined by the UBC Library style guide. For pages that are embedded in WordPress, formatting elements may display differently than they do in Wiki.

Multi-step processes or dense information should be presented as formatted lists, rather than in paragraph form. Select either ‘Bullet list’ or ‘Numbered list’ from the Formatting Toolbar.

Limit the use of [https://en.wikipedia.org/wiki/Help:Entering_special_characters special characters] (those not found on a standard computer keyboard) where possible. Special characters may be added using the Special Character tool (represented by an Omega symbol) in the Formatting Toolbar. If the desired special character is not included in Wiki’s list of supported characters, transcribe the characters as best you can using a standard keyboard set.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When formatting your page's text, consider if your page:
#Uses headers to create [https://www.w3.org/WAI/WCAG2/supplemental/patterns/o3p10-whitespace/ whitespace] between paragraphs or sections?
#Uses [https://www.pdx.edu/technology/blog/lists-and-digital-accessibility formatted lists] for multi-step processes?
# Uses italicization, underlining, bolding, or other [https://www.chicago.gov/city/en/sites/chitech/home/accessibility/use-accessible-text-formatting.html text styling] to convey importance? If so, revise your text to capture the importance and remove the text styling.
#Uses special characters that are [https://www.elevenways.be/en/articles/screenreaders-special-characters recognized by screen readers]?
|}
===Formatting Tables and Boxes ===
cIRcle’s Wiki pages often include tables or boxes, such as ‘Tip!’ boxes in cIRcle User Guides. When creating a table or box, it is important to ensure it is formatted correctly so they will be readable by screen-readers.

Tables are created in the [https://www.mediawiki.org/wiki/Help:Tables Wikitext Editor]. Tables should have a simple layout and logical structure. When creating a table:

*Use Wikitext to markup the table’s [https://www.mediawiki.org/wiki/Help:Tables#Wiki_table_markup_summary row and column headers]
*Always include a title and/or caption for the table
* Avoid using merged or split cells; use the simplest possible table layout to maximize readability
*Include adequate cell padding to provide space around the data in each cell
*Alternate background shading of rows to improve readability
Boxes, such as ‘Tip!’ boxes, are created using a styled Table. The easiest way to ensure consistent formatting of boxes within and across Wiki pages is to copy and paste an existing Box:

#Locate the appropriate box from the same or another Wiki guide; pay attention to the icon used within the box (if applicable)
#Using the Visual Editor, click one WikiTable column, hold shift, click the second column, and then use the keyboard command CTRL+C to copy the box
#Use keyboard command CTRL+V to paste the box in the appropriate place on your page and edit the icon and text as necessary
If necessary, styled TablesTables can be created using Wikitext source code. The following source code can be used to recreate cIRcle's standard styled 'Tip!' box:
<code>{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" ||'Insert image link here and set to 100px width'|| '''Tip!''' Add your Tip text here.
|}</code>

The icon used in a box may change depending on the type of tip or information being provided and are assigned helpful [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|alternative text (alt text)]]. Available icons are:
{| class="wikitable"
|+
!Icon Image
!Name of Icon
!Description of Icon & Use
|-
|[[File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png|frameless|90x90px|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
|[https://wiki.ubc.ca/File:018201-blue-white-pearl-icon-symbols-shapes-check-in-box.png Box with a checkmark]
|Represents a completed item on a checklist.
Used for: summary checklists provided at the start of a submission guide or review checklists throughout a user guide.
|-
|[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|frameless|90x90px|alt=Blue exclamation mark inside a white circle]]
|[https://wiki.ubc.ca/File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png Exclamation Mark]
|Represents an important note or warning to review before proceeding.
Used for: identifying key steps in a process, or requirements for successful completion of an action.
|-
|[[File:079575-blue-white-pearl-icon-business-light-on.png|frameless|90x90px|alt=Blue outline of a lightbulb inside a white circle]]
|[https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png Lightbulb]
|Represents a tip or suggestion for completing a task efficiently.
Used for: quick tips or notes providing definitions or additional information about how to complete an action within a process easily.
|-
|[[File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png|frameless|90x90px|alt=Blue question mark inside a white circle]]
|[https://wiki.ubc.ca/File:070195-blue-white-pearl-icon-alphanumeric-question-mark3.png Question Mark]
|Represents an answer to frequently asked questions or issues.
Used for: identifying additional resources, training, or other means of assistance for answering questions or resolving issues.
|-
|[[File:091272-blue-white-pearl-icon-signs-nosign.png|frameless|90x90px|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle]]
|[https://wiki.ubc.ca/File:091272-blue-white-pearl-icon-signs-nosign.png No symbol]
|Represents an exception to standard practice.
Used for: identifying an exception to the written instructions, including a description of why the exception may be allowable.
|}
===Adding or Editing Links===
Users should know where a link is, and where it will take them. Two main types of links can be created on the UBC Wiki:

*[[Help:Links#Internal links|internal links]] to sub-sections of the same page Wiki page. These will display as blue linked text.
*[[Help:Links#External links|external links]] to other websites or Wiki pages. These will display as blue linked text with a pop-out window icon next to the linked text.

To add a link to text, highlight the appropriate text and click the Chain Link icon in the Visual Editor Formatting Toolbar. In the ‘Add a link’ pop up box, select your type of link (‘UBC Wiki’ or ‘External site’) and paste the URL into the text box, then click ‘Done’.

====Creating a section header link====
Previously, section headers within Wiki pages were assigned anchor links that could easily be used as a hyperlink elsewhere on the page or in another related Wiki page. As of November 2023, headers are no longer assigned unique anchor links. To [https://en.wikipedia.org/wiki/Wikipedia:Linking_to_Wikipedia use a section header as a hyperlink]:

*For internal links: combine the page name including Namespace with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Sandbox:Circle/Creating and Editing Wiki Pages#Creating_a_screenshot]]
*For external links: combine the page URL with a hash character (#) and the section header (case sensitive), with underscores (_) in place of spaces: [[Library:CIRcle License Version History#Version%202.2%20to%203.0|https://wiki.ubc.ca/Library:CIRcle_License_Version_History#Version_2.2_to_3.0]]

====Formatting Contact Links ====
Users should be offered diverse, accessible options for contacting cIRcle. Two ways to provide contact information on Wiki pages are:

*Direct users to cIRcle’s [http://circle.ubc.ca/contact-us Contact Us] page using an external link
*When linking to the Contact Us page is not appropriate, provide a contact email address in the format example@example.ca and formatted as plain text. If available, include a phone number as an alternate means of contact.
{| 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|alt=Blue checkmark inside a blue square box, surrounded by a white circle]]
||When adding or editing links, consider if your links:
#Use [https://accessibility.oregonstate.edu/descriptivelinks descriptive link text]. Ensure the purpose of the link is clear and avoid general phrases like ‘Click here,’ or ‘More’.
#Use hyperlinks limited only to the [https://accessibility.princeton.edu/how/content/links relevant words]. If your hyperlinks have been applied to the whole sentence, revise and ensure only the words directly related to the link are included within your link text.
# Use the correct formatting for [https://digitalaccessibility.leeds.ac.uk/guidance/links/links-to-phone-numbers-and-email-addresses/ contact information]. Ensure contact information is set as an external link or offered in the form of an email address formatted as plain text.
|}

=== Publishing or Moving a Page ===
Wiki pages may be moved to: publish a completed Sandbox draft or to rename an existing Wiki page. More information about moving pages can be found at [https://wiki.ubc.ca/Help:Moving_a_page Moving a Page].

To publish or rename your page:

# At the top right toolbar, select 'More' > 'Move' (next to View History)
# In the 'Move' panel, edit the New Title options as necessary:
## Select the appropriate [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]] (Library or Documentation) from the dropdown menu
## Maintain or edit your page title as necessary, following the correct format for the chosen [[Library:Circle/Creating and Editing Wiki Pages#Namespaces|Namespace]]
#After moving your page, check all internal section header links to ensure they have not broken. If needed, update the internal links with the page's new namespace and/or name.

Moving a page will create a [https://wiki.ubc.ca/Help:Redirects redirect], so moving and renaming a page should not break any existing links.

== Creating and Uploading Audio-Visual Content for cIRcle Wiki Pages ==
As a general rule, only images or multimedia that convey information or meaning should be included in cIRcle Wiki pages. Images or multimedia that are purely decorative or images of text should not be used. All images must include appropriate [https://webaim.org/techniques/alttext/ alternative text (alt text)] to convey the image’s importance.

Building audio-visual content (e.g. an educational video) around accessibility best practices from the start is recommended. This approach will provide a universal experience for all viewers and will give users a variety of ways to engage with cIRcle content. See W3C’s [https://www.w3.org/WAI/media/av/av-content/ Audio Content and Video Content] and [https://www.w3.org/WAI/media/av/planning/ Planning Audio and Video Media] guides when beginning any multimedia content projects.

When audio-visual content is included, alternative formats for content engagement should be provided. These may include, but are not limited to:

*[[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative text]]
*Full text [https://www.w3.org/WAI/media/av/transcripts/ transcripts]
*Synchronized and high-quality [https://www.w3.org/WAI/media/av/captions/ closed captions]
*[https://www.w3.org/WAI/media/av/description/ Description] of visual information
*[https://www.w3.org/WAI/media/av/sign-languages/ Sign language] interpretation

The link for the alternative formats should be placed immediately next to the non-text content in the Wiki page or in the body of the object element itself.

===Alternative Text (Alt Text)===
Adding helpful alt text to images makes their meaning clear for people who may not be able to see or otherwise understand the image. It is important to create alt text that speaks to the image’s meaning within a specific Wiki page. Alt text will not appear visually on your Wiki page, and is not equivalent to a caption.

Alt text should be added to all [https://www.w3.org/WAI/tutorials/images/decision-tree/ non-text-based visual elements] that convey information or meaning, including images, buttons, icons, etc.

To create meaningful alt text, it should:

*Aim to answer the question: [https://accessibility.huit.harvard.edu/describe-content-images “What is the information or meaning conveyed by the image in this particular context?”]
*Use [https://www.w3.org/WAI/tutorials/images/tips/ plain, concise language] (under 140 words) with normal punctuation
*For [https://www.w3.org/WAI/tutorials/images/complex/ complex images], provide both a short and a long description
The effectiveness of your alt text can be tested using the [https://wave.webaim.org/ Web Accessibility Evaluation Tool] (WAVE).

===cIRcle Screenshot Guidelines===

====When to use screenshots====
Screenshots can be used to enhance text and to support visual learning. Screenshots are widely used in cIRcle’s User Guides. In any page, the text must present all relevant information for the user, including steps and actions to complete processes and any information presented visually in the screenshots. Screenshots should be considered a secondary information source.

You may use screenshots to:

*Instruct users in how to complete multi-step processes
* Highlight new features you want to emphasize

====What to capture in a screenshot====
When determining what to capture in a screenshot, the key feature should be the [https://www.archbee.com/blog/screenshots-in-technical-documentation focal point], with surrounding features that show how to "get there" (e.g. showing tool bar with a drop down list, which includes your key feature).

Avoid capturing the full screen / website interface if it is not relevant to the current feature.
{| 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 your screenshot includes linked text, clear your browser history before capturing your screenshot. This will ensure that all linked text shows up as blue rather than purple (indicating you've previously clicked the link).
|}
====Screenshot specifications====
File format: PNG (.png) is the recommended screenshot file format for cIRcle. It offers high quality resolution and captures many colour options.

File size: The [[Help:Adding Media/Images and Pictures|maximum file size]] for upload to UBC Wiki is 20 MB. PNG results in large file sizes (which can result in long loading time for users), so files may need to be resized prior to uploading to UBC Wiki.

Screenshot dimensions: Screenshots should be cropped and/or resized before adding any annotations (shapes, text) or uploading the files to UBC Wiki. The following image dimensions are recommended for usability within Wiki:

*Standard recommended image width: 700px
* Image height: may vary, depending on the necessary content captured within the screenshot.
{| class="wikitable" style="width: 100%;"
|-
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:091272-blue-white-pearl-icon-signs-nosign.png|alt=Blue circle with a slash running across the circle diagonally, creating a universal no sign that sits inside a white circle|100x100px|Tip]]
||'''Exception!''' If your screenshot focuses on a small section of the screen or captures the full screen, a reduced or enlarged image width may be appropriate. Consult with your cIRcle Office Project Manager as-needed.

* Minimum recommended image width: If screenshot is smaller than 700px after capture, maintain the width as-is.
* Maximum recommended image width: 1250px.
|}
====Creating a screenshot ====

#Using ''Snip & Sketch'', create a new screenshot capture. Crop the capture as needed, then save the capture as a PNG.
#''Paint 3D'' is the primary tool recommended for resizing screenshots and basic screenshot editing/annotation.
##Resize your screenshot capture:
###Open original screenshot file: Menu > Open > Browse files
###Ensure the view size is set to 100%
###Resize image: Canvas > Resize canvas:
###*Ensure 'Lock aspect ratio' and 'Resize image with canvas' are both checked
###*Set width to 700px or approved minimum/maximum width, as appropriate
##Annotate your screenshot capture.
### Select annotations from 2D shapes.
###After placing a shape or text, adjust the line thickness, colour, and placement. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Annotating a screenshot|Annotating a screenshot]] for more detailed instructions.
###*'''Note:''' Annotations cannot be moved after being placed on an image. To adjust an annotation, use the Undo option or History to remove the annotation.
##Save your screenshot capture with all annotations as a '''new''' PNG file. This will maintain the original for any subsequent adjustments.
###Menu > Save as > Image > set 'Save as type' as PNG.
###Name your annotated screenshot following the naming convention identified in [[Sandbox:Circle/Creating and Editing Wiki Pages#Uploading and Using Audio-Visual Content|Uploading and Using Audio-Visual Content]].

===== Annotating a screenshot=====
Annotations may be used on a screenshot to visually highlight a certain feature or button, or to provide additional guidance on sequential processes. If the annotations provide guidance or contextual information that is not captured in the body text, the annotations must be adequately described within the screenshot’s alt text.

'''Before adding annotations to a screenshot, ensure that the file has the appropriate dimensions''' (see [[Sandbox:Circle/Creating and Editing Wiki Pages#Screenshot specifications|Screenshot specifications]]). Screenshots for cIRcle pages may include shapes, text, or a combination of both.

'''Shapes''': A mix of boxes and arrows can be used to annotate screenshots, using the following broad principles:

*Shapes are contingent on the pre-existing design and elements of the background image being annotated and what is being conveyed to users.
* Boxes are the preferred annotation shape. Boxes are used to:
** Indicate a required user action (such as selecting a button or link)
**Highlight a specific feature or area within a screenshot (such as a particular paragraph on a UBC Wiki page)
*Arrows can be used:
**In addition to boxes to highlight areas that are relatively small on the screen
**On their own when the feature would benefit from expanded instruction (e.g. “See tip” arrows).
*Additional shapes (e.g. ‘X’) may be used if they are relevant to the instruction.
*Placement of shapes should aim to not obscure relevant areas of the screen for the current task-at-hand but may be placed over non-relevant areas.
**Boxes should aim to be placed around the relevant action (e.g. a button/link) but may be slightly expanded if the box will obscure relevant areas/text.
**Arrows should clearly point to the item of-interest as it pertains to the instructional text (e.g. a field name).
*Arrows should remain level (not angled) and can be directed in any direction (up, down, left, right).
The recommended shape properties for annotations in ''Paint 3D'' are:

*Line thickness: 5px
*Line colour: Medium green (HEX code #0ed145; RGB (14, 209, 69))
**Green provides high contrast on numerous cIRcle webpages (as opposed to blue or yellow).
**People with various types of colour-blindness will [https://venngage.com/tools/color-blind-simulator see each page differently.]
*** It is recommended to test visual legibility for colour-blind people: use Colblindor’s [https://www.color-blindness.com/coblis-color-blindness-simulator/ Coblis — Color Blindness Simulator] to upload and test your annotated screenshot.
***The placement of shape annotations over background colours may be adjusted slightly to improve the contrast ratio for users with standard and irregular vision.
**It is recommended to avoid using colours in the red colour family to try to convey information importance or instructions which contrast with those in green annotations (e.g., green symbolizing a ‘correct‘ method, and red symbolizing an ‘incorrect’ one).
* Fill colour: White (HEX code #FFFFFF) or transparent
'''Text:''' It is recommended to use a sans serif font with adequate “breathing room” between letters (i.e. letters are distinct from one-another). The recommended font properties for annotations are:

*Font: Arial, with bold
**Calibri is a secondary option
*Size: 12 pt
*Colour: Black (HEX code #000000)

Generally, these fonts should be placed within boxes/arrows with green outlines and a white fill colour to ensure they stand out & are clearly identified as annotations.

===Uploading and Using Audio-Visual Content===
When adding audio-visual content to your Wiki page, it must first be uploaded to UBC Wiki as an independent file through the [[Special:UploadWizard|Upload Wizard.]] The Upload Wizard only supports images (.png, .jpg), PowerPoint (.ppt, .pptx), and PDF files. Multimedia files may be embedded into a Wiki page from another service like [[Help:Widgets/YouTube|YouTube]] or [[Help:Widgets/Kaltura|Kaltura]].

When uploading files to UBC Wiki, use the following naming convention:

[YYYY-MM-DD_Wiki_Page_Section_01]

For example: 2024-01-30_ETD_Guide_Register_01
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' During upload through the Upload Wizard, you will identify the copyright status of the file, including assigning a Creative Commons license or attributing copyright to the file’s creator. If the file you are using is under copyright, be sure to have the author’s information and source of the file available during upload.
|}

==== Screenshot placement====
Once your screenshot has been added to UBC Wiki, it can be inserted into a page by using the Insert > Images and Media option in the Formatting Toolbar. See [[Help:Adding Media/Images and Pictures|Adding Media/Images and Pictures]] for more detailed instructions on inserting files into your page.

Screenshots may be edited using the Edit > Media settings option. The recommended image display and placement properties for screenshots are:

*Caption: No caption.
*Alternative text: All images in a Wiki guide must have Alt text. Alt text for an image should be added after the image has been placed on the page to ensure that the alt text is appropriate and applicable to the image’s purpose and placement on the page. See [[Sandbox:Circle/Creating and Editing Wiki Pages#Alternative Text (Alt Text)|Alternative Text (Alt Text)]] for more information about creating alt text.
**After an image is already inserted into the Wiki page, select the inserted image, click ‘Edit’ and add alt text to the Alternative text field in the ‘Media settings’ pop-up window, then click ‘Apply Changes’
*Position: No text wrapping, no alignment specified
*Image type: Frameless, no border
*Image size: Custom, 700 x [variable] px
**If your screenshot is smaller than 700px width, maintain the Image size as-is.
{| 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|alt=Blue exclamation mark inside a white circle]]
||'''Important!''' All screenshots with a width of 700px or larger must have their image width set to 700px in the Wiki page to ensure consistent formatting within the Wiki page.
|}Information in the Wiki page, including body text and screenshots, should be presented chronologically. Screenshots should be inserted as closely as possible to the relevant part of the main body text which describes them.

Most screen readers read information top to bottom and left to right. Screenshots should be presented prior to text indicating a final action (e.g., "When you have finished, select "Next" to continue.”), which should be the last element in the instructional page or page section.
----
[[Category:Circle]]
__FORCETOC__

Library:Circle/About cIRcle

2026-09-17T21:27:01Z

KellyGauvin: Addition of 2025-26 Impact Report

__NOTOC__

== What is cIRcle? ==
cIRcle is UBC's open access institutional repository for published and unpublished material created by the UBC community and its partners, including faculty, students, and staff. Its aim is to showcase and preserve UBC’s unique intellectual output by making content freely available to anyone, anywhere.

UBC is committed to developing a system for making UBC research accessible in open access repositories and cIRcle is part of this strategy. The Senates of UBC Vancouver and UBC Okanagan have both endorsed [https://scholcomm.ubc.ca/open-access/ubc-position-statement/ UBC’s Open Access Position Statement] which encourages faculty to deposit their research in cIRcle. In October 2021, the [https://scholcomm.ubc.ca/home/librarian-statement-of-commitment-to-open-scholarship/ Librarian and Archivist Statement of Commitment to Open Scholarship] was launched to highlight the aspirational goals and professional activities supporting open scholarship across the UBC Vancouver and Okanagan campuses.

===Mission===

cIRcle’s main goals are:
*To showcase the intellectual output of UBC and its partners by making the research carried out at UBC freely accessible;
*To support teaching, learning, and research activities on campus; and
*To preserve materials in cIRcle for future generations.

==Why use cIRcle?==
cIRcle enhances the global reach of UBC research by providing open access under [https://creativecommons.org/ Creative Commons] share and re-use terms. The institutional repository plays a key role in supporting UBC researcher compliance with the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Open Access Policy on Publications] in concert with UBC Library supports detailed in the [http://scholcomm.ubc.ca/funder-policies/tri-agency-open-access-policy/ Scholarly Communications Tri-Agency Open Access Policy] page.

Depositing in cIRcle offers provides three major benefits:

'''Simple'''
* We will work with you to get your materials submitted and help make them easily findable.
'''Visible'''
* Researchers around the world can easily find your work via popular search engines such as [http://www.google.ca/ Google], [http://www.google.com/scholar Google Scholar] and [https://www.oclc.org/en/oaister.html OAIster]. Theses and dissertations are additionally harvested by [https://oatd.org/ Open Access Theses and Dissertations (OATD)], and [https://library-archives.canada.ca/eng/services/services-libraries/theses/Pages/theses-canada.aspx Library and Archives Canada Theses Portal]. Use the [https://open.library.ubc.ca/docs Open Collections API] to easily display your content on your own web page or database!
'''Permanent'''
* We strive to preserve access to your work for future generations. Our persistent links won't change every time there's a webpage redesign so you can add cIRcle URI to your webpage, CV, and social media without worrying about broken links.
cIRcle content is accessible via UBC Library’s [https://open.library.ubc.ca/ Open Collections (OC)], which brings together locally created and managed content from UBC Library's open access repositories. cIRcle currently uses [https://dspace.org/ DSpace] (v. 5.1) open-source repository software to process and hold digital objects. The DSpace community receives leadership and guidance from [https://lyrasis.org/ LYRASIS]

== cIRcle Service Offerings ==
cIRcle is committed to showcasing and preserving UBC’s unique intellectual output by making published and unpublished research material openly available. In order to meet the diverse needs of UBC's community and outputs, cIRcle offers the following core services:
*'''Mediated Deposit and Self-Deposit Support'''
**Assistance with uploading content created by the UBC community (faculty, researchers, students, partners).
***Including file upload & description, metadata creation, and e-mail notification of your persistent URL.
*'''Permissions'''
**Provide guidance and recommendations for checking permissions for published materials (e.g. journal articles) and copyright for unpublished materials (e.g. presentations).
**Manage receipt of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] and other applicable licenses for items in cIRcle.
*'''Metadata Quality'''
**Apply detailed [https://circle.ubc.ca/submissions/user-guides/ standards] and workflows to promote and support consistency, accuracy, and discoverability.
**Perform ongoing metadata enhancements to align with current developments in technology, policy, and best practices.

*'''[https://wiki.ubc.ca/Library:Circle/Digital_Preservation_at_cIRcle Digital Preservation]'''
**Assign persistent links (URI and DOI) to all items in cIRcle.
**Migrate files to newer formats (where possible) so they remain readable over the long term.
**Ensure preservation of repository content through [https://www.archivematica.org/en/ Archivematica], our digital preservation software.
*'''Training & Support'''
**Consultations for large-scale project workflows, including:
***Metadata creation in adherence to the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual.]
***Metadata architecture.
***Permissions support and license receipt coordination.
***Content delivery workflow design.
***Workflow design and support for retrospective projects (e.g. depositing content more than 2 years old).
**Guidance and assistance on identifying and retrieving materials via Open Collections, UBC Library's multi-repository discovery portal.
**In-person training sessions for UBC Library employees who wish to establish submission workflows for their associated faculties (by request).
*'''Usage Statistics'''
**Track view and download statistics via Open Collections and Google Analytics.

*'''Large deposits'''
**cIRcle welcomes content and project proposals from the UBC community. To manage projects, we invite those interested in submitting large batches of content (i.e. '''more than 10''') or material that falls outside of our [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] to complete a '''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-content-proposal-form/ Content Proposal Form]'''. This form is used for large batches of content that typically require a consult with the cIRcle office regarding permissions and metadata requirements before content can be uploaded to the repository. In order for content to be properly assessed, the form must be filled out by the project sponsor or supervisor. You can review this form before submitting to learn more about some of the questions we typically ask our contributors.

== Submitter Responsibilities ==
cIRcle facilitates the deposit of content that fits within our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines]. Content submitters are responsible for the following:
* Providing descriptive information (e.g. title, author(s), date, etc.) for materials that are non-textual, not in English, or in large batches.
** If descriptive information is not present on the item or in a language other than English, information must be provided by the submitter or be available at another source (e.g. on a separate website).
** For large batches of content, information should be provided in a separate spreadsheet. Please contact cIRcle for information on how to format this information and to receive training in metadata creation. The point at which a batch of content becomes too large for cIRcle to perform description will depend on the complexity of the content and will be determined by the cIRcle Office once the content can be assessed.
* Ensuring digital objects are in a state ready for upload (i.e. rotating, redacting, creating PDFs from web-pages, digitizing analogue materials, converting items for upload, etc).
* Liaising with publishers to determine permissions for previously published content (cIRcle may be able to help with checking publisher websites for relevant policy).
* Enforcing program/course requirements for student deposit to cIRcle or for providing students with incentives to deposit into cIRcle.

* Pursuing licenses for projects aiming to deposit large amounts of retrospective works. cIRcle can provide workflow recommendations for obtaining licenses for old content (e.g. more than 2 years old).
* Instructions are available in the [https://open.library.ubc.ca/docs API Documentation] for those submitters who would like to build separate websites or repositories that harvest from cIRcle using the Open Collections API. The cIRcle Office can offer consultations on metadata implementation and provide recommendations for how to make your materials more discoverable via the API.

==Reports==

The [http://hdl.handle.net/2429/95071 cIRcle Impact and Activity Report 2025-2026] describes the engagement of UBC researchers, students, and community partners with cIRcle, and illustrates the dissemination of their scholarly work.

'''Previous Reports:'''

[http://hdl.handle.net/2429/92284 cIRcle Impact and Activity Report 2024-2025]

[http://hdl.handle.net/2429/88942 cIRcle Impact and Activity Report 2023-2024]

[http://hdl.handle.net/2429/85675 cIRcle Impact and Activity Report 2022-2023]

[http://hdl.handle.net/2429/82379 cIRcle Impact and Activity Report 2021-2022]

[http://hdl.handle.net/2429/79877 cIRcle Impact and Activity Report 2020-2021]

[http://hdl.handle.net/2429/76792 cIRcle Impact and Activity Report 2019-2020]

[http://hdl.handle.net/2429/76791 cIRcle Impact and Activity Report 2018-2019]

[http://hdl.handle.net/2429/76790 cIRcle Impact and Activity Report 2017-2018]

[http://hdl.handle.net/2429/76789 cIRcle Impact and Activity Report 2016-2017]

[http://hdl.handle.net/2429/76787 cIRcle Impact and Activity Report 2015-2016]

[http://hdl.handle.net/2429/76788 cIRcle Impact and Activity Report 2013]

[http://www.interpares.org/ip3/ip3_case_studies.cfm?team=1#cs15 InterPARES 3 Project: cIRcle Case Study (15)]

For more cIRcle news and activities, read our previous “cIRcle in the headlines: December edition” updates from [http://circle.ubc.ca/2013/12/20/circle-in-the-headlines-december-2013-edition/2013 2013], [http://circle.ubc.ca/2014/12/11/circle-in-the-headlines-december-2014-edition/2014 2014], [http://circle.ubc.ca/2015/12/24/circle-in-the-headlines-december-2015-edition/2015 2015], [https://circle.ubc.ca/2016/12/22/circle-in-the-headlines-december-2016-edition/ 2016], [https://circle.ubc.ca/2017/12/15/circle-in-the-headlines-december-2017-edition/ 2017], and [https://circle.ubc.ca/2018/12/22/year-in-review-a-look-back-at-circle-and-more-in-2018/ 2018].
[[Category:Circle Website|About cIRcle]]

Library:Circle/Undergraduate

2026-04-22T22:11:40Z

KellyGauvin: Removed dead link

== Submission ==
Undergraduate students at UBC can deposit coursework in the [https://open.library.ubc.ca/cIRcle/collections/undergraduateresearch Undergraduate Research] collection. They must be currently enrolled at the time of submission.

Students must obtain approval from their course instructor or supervisor.

=== What can I submit? ===
Materials created as part of your UBC coursework may include:

* Honours theses
* Conference presentations
* Podcast or video recording assignments

Consult the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] for more examples.

=== Submission Instructions ===
#Get approval. Ask your course instructor or supervisor to complete the [https://circle.ubc.ca/submissions/submit-content/submission-approval-form/ Student Submission Approval Form].
#Check copyright. Remove copyrighted images, graphics, or logos from your submission. Only include those you created or have permission to use. Consult the [https://circle.ubc.ca/submissions/submit-content/undergraduate/#fragment-5c201678217a9eeb6fca4f2cf24394f9-1 Check Copyright] tab for tips and resources.
#Remove private information. This includes student numbers, contact info, and comments.
#Make sure your work is ready for public view and clearly states your name(s), date, and course code. Submit only the final, approved, clean copy of your work. We may not support change requests. We intend to preserve content added to cIRcle for long-term, stable access.
#Submit content and the License. Use the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] to fill out the cIRcle Non-exclusive Distribution License and upload your file.

===Common Questions ===

====What is the cIRcle License?====
The [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] gives cIRcle permission to make your work openly available in UBC’s institutional repository for future generations.

The cIRcle License also lets you choose which [https://creativecommons.org/licenses/ Creative Commons License] terms to add to your work. This helps others know how to share and re-use your content with proper attribution.

====What if I’m submitting as part of a group? ====
You can complete one [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] on behalf of your group. Be sure to add your group member and instructor email addresses in the form so everyone receives a copy.

====How long will the submission take?====
Once we receive the instructor approval form and a complete submission form, we will deposit your work in cIRcle. We will also email a link to your item in [https://open.library.ubc.ca/ Open Collections] within 7-10 business days.

Missing information, copyright, or privacy concerns will delay your submission.

=== Get help ===
[https://circle.ubc.ca/contact-us/ Contact cIRcle]

[https://circle.ubc.ca/about/faq/ FAQ]

==Copyright==

===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. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

===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 me/members of the group?
*Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
*Does it include videos that were not shot by me/group members?
*Does it include graphs that were not made by me/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 permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. You can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

===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, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

__NOTOC__
[[Category:Circle Website]]
{{DEFAULTSORT:Undergraduate}}

Library:Circle/File Format Guidelines

2026-03-04T21:37:50Z

KellyGauvin:

= 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 Government of Canada's [https://a11y.canada.ca/en/how-tos/ Digital Accessibility Toolkit], 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 Government of Canada [https://a11y.canada.ca/en/create-document/ How to: Create documents] web pages 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 Government of Canada [https://a11y.canada.ca/en/create-web-content/ How to: Create web content] web pages 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/File Format Guidelines

2026-03-04T21:37:27Z

KellyGauvin:

= 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 Government of Canada's [https://a11y.canada.ca/en/how-tos/ Digital Accessibility Toolkit], 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%;
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[[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 Government of Canada [https://a11y.canada.ca/en/create-document/ How to: Create documents] web pages 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 Government of Canada [https://a11y.canada.ca/en/create-web-content/ How to: Create web content] 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/File Naming Conventions

2026-01-22T19:33:11Z

KellyGauvin: /* General Guidelines */

= 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__

Documentation:Circle/Submitting UBC SHARE Projects to cIRcle

2025-11-07T18:58:13Z

KellyGauvin: /* 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)
** 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 [[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 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]]

Documentation:Circle/Submitting UBC SHARE Projects to cIRcle

2025-11-07T18:41:57Z

KellyGauvin: Created page with "== 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..."

== 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 [[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 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/About cIRcle

2025-09-11T21:36:33Z

KellyGauvin:

__NOTOC__

== What is cIRcle? ==
cIRcle is UBC's open access institutional repository for published and unpublished material created by the UBC community and its partners, including faculty, students, and staff. Its aim is to showcase and preserve UBC’s unique intellectual output by making content freely available to anyone, anywhere.

UBC is committed to developing a system for making UBC research accessible in open access repositories and cIRcle is part of this strategy. The Senates of UBC Vancouver and UBC Okanagan have both endorsed [https://scholcomm.ubc.ca/open-access/ubc-position-statement/ UBC’s Open Access Position Statement] which encourages faculty to deposit their research in cIRcle. In October 2021, the [https://scholcomm.ubc.ca/home/librarian-statement-of-commitment-to-open-scholarship/ Librarian and Archivist Statement of Commitment to Open Scholarship] was launched to highlight the aspirational goals and professional activities supporting open scholarship across the UBC Vancouver and Okanagan campuses.

===Mission===

cIRcle’s main goals are:
*To showcase the intellectual output of UBC and its partners by making the research carried out at UBC freely accessible;
*To support teaching, learning, and research activities on campus; and
*To preserve materials in cIRcle for future generations.

==Why use cIRcle?==
cIRcle enhances the global reach of UBC research by providing open access under [https://creativecommons.org/ Creative Commons] share and re-use terms. The institutional repository plays a key role in supporting UBC researcher compliance with the [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Open Access Policy on Publications] in concert with UBC Library supports detailed in the [http://scholcomm.ubc.ca/funder-policies/tri-agency-open-access-policy/ Scholarly Communications Tri-Agency Open Access Policy] page.

Depositing in cIRcle offers provides three major benefits:

'''Simple'''
* We will work with you to get your materials submitted and help make them easily findable.
'''Visible'''
* Researchers around the world can easily find your work via popular search engines such as [http://www.google.ca/ Google], [http://www.google.com/scholar Google Scholar] and [https://www.oclc.org/en/oaister.html OAIster]. Theses and dissertations are additionally harvested by [https://oatd.org/ Open Access Theses and Dissertations (OATD)], and [https://library-archives.canada.ca/eng/services/services-libraries/theses/Pages/theses-canada.aspx Library and Archives Canada Theses Portal]. Use the [https://open.library.ubc.ca/docs Open Collections API] to easily display your content on your own web page or database!
'''Permanent'''
* We strive to preserve access to your work for future generations. Our persistent links won't change every time there's a webpage redesign so you can add cIRcle URI to your webpage, CV, and social media without worrying about broken links.
cIRcle content is accessible via UBC Library’s [https://open.library.ubc.ca/ Open Collections (OC)], which brings together locally created and managed content from UBC Library's open access repositories. cIRcle currently uses [https://dspace.org/ DSpace] (v. 5.1) open-source repository software to process and hold digital objects. The DSpace community receives leadership and guidance from [https://lyrasis.org/ LYRASIS]

== cIRcle Service Offerings ==
cIRcle is committed to showcasing and preserving UBC’s unique intellectual output by making published and unpublished research material openly available. In order to meet the diverse needs of UBC's community and outputs, cIRcle offers the following core services:
*'''Mediated Deposit and Self-Deposit Support'''
**Assistance with uploading content created by the UBC community (faculty, researchers, students, partners).
***Including file upload & description, metadata creation, and e-mail notification of your persistent URL.
*'''Permissions'''
**Provide guidance and recommendations for checking permissions for published materials (e.g. journal articles) and copyright for unpublished materials (e.g. presentations).
**Manage receipt of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] and other applicable licenses for items in cIRcle.
*'''Metadata Quality'''
**Apply detailed [https://circle.ubc.ca/submissions/user-guides/ standards] and workflows to promote and support consistency, accuracy, and discoverability.
**Perform ongoing metadata enhancements to align with current developments in technology, policy, and best practices.

*'''[https://wiki.ubc.ca/Library:Circle/Digital_Preservation_at_cIRcle Digital Preservation]'''
**Assign persistent links (URI and DOI) to all items in cIRcle.
**Migrate files to newer formats (where possible) so they remain readable over the long term.
**Ensure preservation of repository content through [https://www.archivematica.org/en/ Archivematica], our digital preservation software.
*'''Training & Support'''
**Consultations for large-scale project workflows, including:
***Metadata creation in adherence to the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual.]
***Metadata architecture.
***Permissions support and license receipt coordination.
***Content delivery workflow design.
***Workflow design and support for retrospective projects (e.g. depositing content more than 2 years old).
**Guidance and assistance on identifying and retrieving materials via Open Collections, UBC Library's multi-repository discovery portal.
**In-person training sessions for UBC Library employees who wish to establish submission workflows for their associated faculties (by request).
*'''Usage Statistics'''
**Track view and download statistics via Open Collections and Google Analytics.

*'''Large deposits'''
**cIRcle welcomes content and project proposals from the UBC community. To manage projects, we invite those interested in submitting large batches of content (i.e. '''more than 10''') or material that falls outside of our [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] to complete a '''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-content-proposal-form/ Content Proposal Form]'''. This form is used for large batches of content that typically require a consult with the cIRcle office regarding permissions and metadata requirements before content can be uploaded to the repository. In order for content to be properly assessed, the form must be filled out by the project sponsor or supervisor. You can review this form before submitting to learn more about some of the questions we typically ask our contributors.

== Submitter Responsibilities ==
cIRcle facilitates the deposit of content that fits within our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines]. Content submitters are responsible for the following:
* Providing descriptive information (e.g. title, author(s), date, etc.) for materials that are non-textual, not in English, or in large batches.
** If descriptive information is not present on the item or in a language other than English, information must be provided by the submitter or be available at another source (e.g. on a separate website).
** For large batches of content, information should be provided in a separate spreadsheet. Please contact cIRcle for information on how to format this information and to receive training in metadata creation. The point at which a batch of content becomes too large for cIRcle to perform description will depend on the complexity of the content and will be determined by the cIRcle Office once the content can be assessed.
* Ensuring digital objects are in a state ready for upload (i.e. rotating, redacting, creating PDFs from web-pages, digitizing analogue materials, converting items for upload, etc).
* Liaising with publishers to determine permissions for previously published content (cIRcle may be able to help with checking publisher websites for relevant policy).
* Enforcing program/course requirements for student deposit to cIRcle or for providing students with incentives to deposit into cIRcle.

* Pursuing licenses for projects aiming to deposit large amounts of retrospective works. cIRcle can provide workflow recommendations for obtaining licenses for old content (e.g. more than 2 years old).
* Instructions are available in the [https://open.library.ubc.ca/docs API Documentation] for those submitters who would like to build separate websites or repositories that harvest from cIRcle using the Open Collections API. The cIRcle Office can offer consultations on metadata implementation and provide recommendations for how to make your materials more discoverable via the API.

==Reports==

The [http://hdl.handle.net/2429/92284 cIRcle Impact and Activity Report 2024-2025] describes the engagement of UBC researchers, students, and community partners with cIRcle, and illustrates the dissemination of their scholarly work.

'''Previous Reports:'''

[http://hdl.handle.net/2429/88942 cIRcle Impact and Activity Report 2023-2024]

[http://hdl.handle.net/2429/85675 cIRcle Impact and Activity Report 2022-2023]

[http://hdl.handle.net/2429/82379 cIRcle Impact and Activity Report 2021-2022]

[http://hdl.handle.net/2429/79877 cIRcle Impact and Activity Report 2020-2021]

[http://hdl.handle.net/2429/76792 cIRcle Impact and Activity Report 2019-2020]

[http://hdl.handle.net/2429/76791 cIRcle Impact and Activity Report 2018-2019]

[http://hdl.handle.net/2429/76790 cIRcle Impact and Activity Report 2017-2018]

[http://hdl.handle.net/2429/76789 cIRcle Impact and Activity Report 2016-2017]

[http://hdl.handle.net/2429/76787 cIRcle Impact and Activity Report 2015-2016]

[http://hdl.handle.net/2429/76788 cIRcle Impact and Activity Report 2013]

[http://www.interpares.org/ip3/ip3_case_studies.cfm?team=1#cs15 InterPARES 3 Project: cIRcle Case Study (15)]

For more cIRcle news and activities, read our previous “cIRcle in the headlines: December edition” updates from [http://circle.ubc.ca/2013/12/20/circle-in-the-headlines-december-2013-edition/2013 2013], [http://circle.ubc.ca/2014/12/11/circle-in-the-headlines-december-2014-edition/2014 2014], [http://circle.ubc.ca/2015/12/24/circle-in-the-headlines-december-2015-edition/2015 2015], [https://circle.ubc.ca/2016/12/22/circle-in-the-headlines-december-2016-edition/ 2016], [https://circle.ubc.ca/2017/12/15/circle-in-the-headlines-december-2017-edition/ 2017], and [https://circle.ubc.ca/2018/12/22/year-in-review-a-look-back-at-circle-and-more-in-2018/ 2018].
[[Category:Circle Website|About cIRcle]]

Library:Circle/Undergraduate

2025-09-10T15:45:57Z

KellyGauvin:

== Submission ==
Undergraduate students at UBC can deposit coursework in the [https://open.library.ubc.ca/cIRcle/collections/undergraduateresearch Undergraduate Research] collection. They must be currently enrolled at the time of submission.

Students must obtain approval from their course instructor or supervisor.

=== What can I submit? ===
Materials created as part of your UBC coursework may include:

* Honours theses
* Conference presentations
* Podcast or video recording assignments

Consult the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] for more examples.

=== Submission Instructions ===
#Get approval. Ask your course instructor or supervisor to complete the [https://circle.ubc.ca/submissions/submit-content/submission-approval-form/ Student Submission Approval Form].
#Check copyright. Remove copyrighted images, graphics, or logos from your submission. Only include those you created or have permission to use. Consult the [https://circle.ubc.ca/submissions/submit-content/undergraduate/#fragment-5c201678217a9eeb6fca4f2cf24394f9-1 Check Copyright] tab for tips and resources.
#Remove private information. This includes student numbers, contact info, and comments. This 10 minute tutorial shows [https://www.osbplf.org/blog/inpractice/video--how-to-remove-metadata-from-a-word-or-pdf-document/ how to remove metadata from a PDF or Word Document].
#Make sure your work is ready for public view and clearly states your name(s), date, and course code. Submit only the final, approved, clean copy of your work. We may not support change requests. We intend to preserve content added to cIRcle for long-term, stable access.
#Submit content and the License. Use the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] to fill out the cIRcle Non-exclusive Distribution License and upload your file.

===Common Questions ===

====What is the cIRcle License?====
The [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] gives cIRcle permission to make your work openly available in UBC’s institutional repository for future generations.

The cIRcle License also lets you choose which [https://creativecommons.org/licenses/ Creative Commons License] terms to add to your work. This helps others know how to share and re-use your content with proper attribution.

====What if I’m submitting as part of a group? ====
You can complete one [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] on behalf of your group. Be sure to add your group member and instructor email addresses in the form so everyone receives a copy.

====How long will the submission take?====
Once we receive the instructor approval form and a complete submission form, we will deposit your work in cIRcle. We will also email a link to your item in [https://open.library.ubc.ca/ Open Collections] within 7-10 business days.

Missing information, copyright, or privacy concerns will delay your submission.

=== Get help ===
[https://circle.ubc.ca/contact-us/ Contact cIRcle]

[https://circle.ubc.ca/about/faq/ FAQ]

==Copyright==

===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. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

===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 me/members of the group?
*Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
*Does it include videos that were not shot by me/group members?
*Does it include graphs that were not made by me/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 permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. You can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

===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, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

__NOTOC__
[[Category:Circle Website]]
{{DEFAULTSORT:Undergraduate}}

Library:Circle/Circle Office Projects

2025-08-27T22:15:22Z

KellyGauvin: Addition of UBC Librarians & Archivists CR campaign

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 ==
'''UBC Librarians and Archivists Content Recruitment'''

The UBC Librarians and Archivists Content Recruitment campaign aims to deposit recent research articles authored by UBC librarians, archivists, and library staff. This work highlights the UBC Library team's contributions to scholarship and increases the representation of open access publications authored by librarians, archivists, and library staff in cIRcle.

Read more about this initiative: [https://circle.ubc.ca/2025/08/26/revisiting-my-term-with-circle/ Revisiting My Term with cIRcle]

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

The ETD Supervisor Recruitment project 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/Undergraduate

2025-08-15T17:22:23Z

KellyGauvin:

== Submission ==
Undergraduate students at UBC can deposit coursework in the [https://open.library.ubc.ca/cIRcle/collections/undergraduateresearch Undergraduate Research] collection. They must be currently enrolled at the time of submission.

Students must obtain approval from their course instructor or supervisor.

=== What can I submit? ===
Materials created as part of your UBC coursework may include:

* Honours theses
* Conference presentations
* Podcast or video recording assignments

Consult the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] for more examples.

=== Submission Instructions ===
#Get approval. Ask your course instructor or supervisor to complete the [https://circle.ubc.ca/submissions/submit-content/submission-approval-form/ Undergraduate Student Submission Approval Form].
#Check copyright. Remove copyrighted images, graphics, or logos from your submission. Only include those you created or have permission to use. Consult the [https://circle.ubc.ca/submissions/submit-content/undergraduate/#fragment-5c201678217a9eeb6fca4f2cf24394f9-1 Check Copyright] tab for tips and resources.
#Remove private information. This includes student numbers, contact info, and comments. This 10 minute tutorial shows [https://www.osbplf.org/blog/inpractice/video--how-to-remove-metadata-from-a-word-or-pdf-document/ how to remove metadata from a PDF or Word Document].
#Make sure your work is ready for public view and clearly states your name(s), date, and course code. Submit only the final, approved, clean copy of your work. We may not support change requests. We intend to preserve content added to cIRcle for long-term, stable access.
#Submit content and the License. Use the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] to fill out the cIRcle Non-exclusive Distribution License and upload your file.

===Common Questions ===

====What is the cIRcle License?====
The [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License] gives cIRcle permission to make your work openly available in UBC’s institutional repository for future generations.

The cIRcle License also lets you choose which [https://creativecommons.org/licenses/ Creative Commons License] terms to add to your work. This helps others know how to share and re-use your content with proper attribution.

====What if I’m submitting as part of a group? ====
You can complete one [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form] on behalf of your group. Be sure to add your group member and instructor email addresses in the form so everyone receives a copy.

====How long will the submission take?====
Once we receive the instructor approval form and a complete submission form, we will deposit your work in cIRcle. We will also email a link to your item in [https://open.library.ubc.ca/ Open Collections] within 7-10 business days.

Missing information, copyright, or privacy concerns will delay your submission.

=== Get help ===
[https://circle.ubc.ca/contact-us/ Contact cIRcle]

[https://circle.ubc.ca/about/faq/ FAQ]

==Copyright==

===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. For more information, please see the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

===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 me/members of the group?
*Does it include images that were made by me/group members but incorporate images made by others, such as edited versions of other peoples' images?
*Does it include videos that were not shot by me/group members?
*Does it include graphs that were not made by me/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 permissions from the copyright holder to use them. If you cannot receive permissions, you must remove all copyrighted materials from the version you deposit into cIRcle. You can also consult the UBC Copyright page for [https://copyright.ubc.ca/public-domain/ public domain] or [https://copyright.ubc.ca/creative-commons/ Creative Commons] resources to use instead.

===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, you should ask your supervisor or [https://copyright.ubc.ca/support/contact-us/ contact the Copyright Office].

__NOTOC__
[[Category:Circle Website]]
{{DEFAULTSORT:Undergraduate}}

Library:Circle/Graduate Research (Non-thesis)

2025-07-02T22:38:58Z

KellyGauvin:

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Non-thesis Submission] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. When prompted to enter your instructor or supervisor's email address, ensure you enter the same email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== 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.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== 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, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-07-02T22:37:55Z

KellyGauvin:

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [[Library:Circle/Graduate Research (Non-thesis)#Copyright|Copyright]] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Non-thesis Submission] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. When prompted to enter your instructor or supervisor's email address, ensure you enter the same email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== 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.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== 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, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-07-02T20:27:52Z

KellyGauvin:

Library:Circle/Graduate Research (Non-thesis)

2025-07-02T20:10:54Z

KellyGauvin: /* How do I submit? */

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions Graduate Research Non-thesis Submission] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. When prompted to enter your instructor or supervisor's email address, ensure you enter the same email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== 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.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== 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, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Library:Circle/Graduate Research (Non-thesis)

2025-07-02T20:10:12Z

KellyGauvin:

==Submission==

===What can I submit?===
Current UBC graduate students may submit '''non-thesis coursework or projects''' to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection. Approval from a course instructor or supervisor is required.

View our [https://circle.ubc.ca/circle-content-guidelines/ Content Guidelines] for more information about accepted content.

'''Visit the [https://circle.ubc.ca/submissions/submit-content/theses-and-dissertations/ Theses and Dissertations]''' '''guide for thesis deposit instructions.'''
=== What permissions do I need? ===
'''Copyright'''

Review the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] section for copyright checking information.

'''Approval'''

* Confirm your course instructor or supervisor is prepared to approve the submission. Provide them with the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].
* You will need to enter your instructor or supervisor's email address during the submission process. Ensure you enter the '''same email address''' they use to create or login to their cIRcle account.

'''cIRcle License'''

You will complete the cIRcle Non-Exclusive Distribution License during the submission process.

* The cIRcle License affirms you have the right to permit cIRcle to make your work openly available and to preserve it long-term. You '''do not''' transfer copyright to cIRcle;
* You will choose a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] when you complete the cIRcle License;
* Ensure any co-authors have read and agreed to the terms of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License] that you are completing on their behalf.

=== How do I prepare my file for submission? ===
'''Step 1'''. Ensure copyrighted material has been redacted, permissions secured, or appropriate license terms applied. See the [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-1 Copyright and Permissions] tab.

'''Step 2'''. Check that your file type adheres to the [https://wiki.ubc.ca/Library:Circle/File_Format_Guidelines File Format Guidelines].

'''Step 3.''' Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '[https://universitycounsel.ubc.ca/subject-areas/access-and-privacy-general/useful-resources/ What is Personal Information?]' for details.

'''Step 4.''' Include your name, the title of the work, course code, and date on the title page. Audiovisual material may include title credits or transcripts with this information.

'''Step 5'''. Name your file according to the [http://wiki.ubc.ca/Library:Circle/File_Naming_Conventions File Naming Conventions].
===How do I submit?===

Follow the [[Library:Circle/Graduate Research Submission Instructions|Graduate Research Non-thesis Submission]] instructions to login to [https://circle.library.ubc.ca/login cIRcle] and upload your own work.

'''Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: [https://circle.ubc.ca/submissions/submit-content/graduate-research-non-thesis/#fragment-b9f22302c820a3a3aa9a63cbf801ea31-2 Graduate Non-thesis instructions for Instructors and Supervisors].'''

If you have been provided with program specific deposit instructions, consult these first or contact your graduate administrator for help.

{| style="border: 1px solid;"
|-
| style="width: 10%" |[[File:079575-blue-white-pearl-icon-business-light-on.png|x75px|link=|center|framelessTip|alt=Blue lightbulb in white circle]] || style="width: 90%; padding-left: 1em;" | '''IMPORTANT!'''
Instructors or supervisors login to cIRcle to approve your submission. When prompted to enter your instructor or supervisor's email address, ensure you enter the same email address that they use to create or login to their cIRcle account.

'''Contact your instructor or supervisor if you do not receive notification that your item has been archived within 7-10 business days.'''
|}

=== How long will the submission process take? ===
'''Review submission instructions in advance''' to ensure you are well prepared for all the requirements and timelines.

Depending on the speed of your connection, the size of your file, and how well you’ve prepared, the submission process (i.e. data entry and file attachment) can take as little as 5-10 minutes. However, please '''allow up to 7-10 business days''' for the review and approval steps.

'''Overview of the Graduate Work (non-thesis) Submission Workflow'''

[[File:CIRcle Graduate Research Submission Workflow Overview.jpg|570px|link=|alt= Diagram depicting an overview of the submission process. The submitter confirms the supervisor is willing to approve the submission, prepares item(s) for upload, registers for a cIRcle account, and uploads item(s). Then, the supervisor receives notification of the student submission, registers for a cIRcle account (if not already registered), and approves or rejects the item(s). Finally, the cIRcle/Library staff do a final review and approve the item(s) and provide a notification of a persistent URL.]]
 

===  ===

=== How can I make changes if I notice a mistake? ===
Avoid errors by ensuring you have the final, clean copy of your project prior to submitting to cIRcle. Take your time to ensure you are entering all the correct information.

If you notice a significant error soon after submitting but before the item is archived, contact your course instructor or supervisor right away. Ask them to Reject the item in cIRcle. It will be returned to you for correction and resubmission. '''Do not create multiple submissions.'''

Once your item is archived, changes may not be supported. Minor updates (e.g. typos) in the item description may be accepted by contacting the cIRcle Office directly at circle.repository@ubc.ca. Typos or cosmetic corrections to files are generally not accepted.

If you need to request a more significant update to an existing item record, contact your course instructor, or supervisor. They should confirm they have reviewed and approved any revised versions of your work prior to contacting cIRcle to request a change.

=== Get Help ===
Visit the [https://circle.ubc.ca/faq/ cIRcle FAQs] for answers to common questions or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for assistance.

== Copyright ==

=== 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.

Visit the [https://copyright.ubc.ca/guidelines-and-resources/faq/student-faq Student Copyright FAQ] and the [https://copyright.ubc.ca/guidelines-and-resources/copyright-guidelines/ Copyright Guidelines for UBC Faculty, Staff and Students].

=== Determining if your paper or project has copyrighted materials ===
In general, any material which was not created by you or your group may be under copyright.

Before submitting your content to cIRcle consider if it includes any of the following that were '''not''' made by your or members of your group:
* Images, including stock images, edited versions of other peoples' images, or [https://genai.ubc.ca/ AI (Artificial Intelligence)]. Visit the UBC Copyright [https://copyright.ubc.ca/image-sources/ Image Sources] guide for examples and free image sources.
* Video recordings, including interviews with people where [https://universitycounsel.ubc.ca/files/2021/01/Form-to-authorize-disclosure-of-personal-information.pdf consent to use of personal information] may be needed
* Graphs or survey instruments
* Logos or graphics such as those belonging to community partners

=== If your paper or project contains copyrighted materials ===
Content in cIRcle is shared under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License]. If you are using copyrighted images, you must obtain permission from the copyright holder to include these materials in your cIRcle submission under the same or existing Creative Commons License.

In most cases, copyrighted material that can't be shared in cIRcle under a Creative Commons License is removed prior to submitting your work to cIRcle. Replace redacted copyright material with placeholder text describing what was removed. If appropriate, provide a citation to the copyrighted material.

Alternately, consider replacing copyrighted materials with sources in the [https://copyright.ubc.ca/public-domain/ public domain] or licensed under a [https://copyright.ubc.ca/creative-commons/ Creative Commons License].

=== 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, discuss it with your course instructor or supervisor.

You can also visit [https://copyright.ubc.ca/ UBC Copyright] for helpful resources.

==For Instructors or Supervisors==
Current UBC graduate students submitting non-thesis work may submit directly to the [https://open.library.ubc.ca/cIRcle/collections/graduateresearch UBC Graduate Research] collection in cIRcle.

As a course instructor or supervisor, you will need to evaluate and approve the submission by logging into cIRcle. Step-by-step instructions are provided in the [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators Graduate Research Non-thesis Submission Instructions: Instructors or Supervisors].

Your student must enter your email address during the submission process. '''Ensure this email address is the same one you use to register or login to cIRcle.'''

If your student reports to you that they have noticed an error before you have approved it, you can reject the item in cIRcle. The submission will be returned to them for correction and resubmission. '''Do not approve multiple submissions.'''

If your department has a graduate administrator coordinating submissions graduating projects, please contact them for support and assistance with the submission process.

To submit your own work to cIRcle visit our [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ Faculty & Staff] submissions page or contact the [https://circle.ubc.ca/contact-us/ cIRcle Office] for help.
[[Category:Circle Website|Graduate Research (Non-thesis)]]
__NOTOC__

Documentation:Student Librarian Orientation (MRAi)

2025-06-18T22:16:48Z

KellyGauvin: /* cIRcle Specialist */

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role, as well as general guidence for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative. Please feel free to ask any questions!

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|Adding Faculty Publications to cIRcle''':''']] This is a general workflow guide maintained by the cIRcle Office. [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Section 3: Check Copyright Permissions]] is the section relevant for identifying if research articles are eligible for deposit in an institutional repository and under what conditions.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This page is maintained by the cIRcle Office and provides guidance on preferred and accepted file formats. ''This one is especially helpful!''
*[https://circle.ubc.ca/ cIRcle website:]: Search the repository, find all up-to-date guidelines, policies, sponsorship webforms and licenses.
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. Please update Aleha if you experiencing any issues with the RAP.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the Community Engagement Librarian/DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ('''currently vacant)''' ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator (currently vacant)'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices (i.e., geographic location tagging, or "geo-tagging") to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the Geotag Remediation Tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 rapTracker]). This position is currently held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is temporarily held by [https://directory.library.ubc.ca/people/view/1020 Amber Saundry], Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so take your time to familiarize yourself with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. This is an ever-evolving landscape to navigate! Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions. Bring questions to your check-ins.

=== Community-generated materials/grey literature ===
Community materials or grey literature—such as community reports, newsletters, and working documents—often offers flexible, grounded, and process-oriented insights that differ from the conventions of traditional academic publishing. Within the DTES RAP, grey literature includes either UBC-affiliated materials eligible for archiving in cIRcle or curated, externally linked content created by community or government organizations working in or on the Downtown Eastside (DTES).

As of '''May 2025''', '''only materials with an explicit UBC affiliation are eligible for deposit in cIRcle.''' cIRcle defines UBC affiliation as content that is authored or co-authored by, created in affiliation with, contributed by, or hosted by a UBC student, staff, faculty member, department, or official UBC location (e.g., Learning Exchange). '''Materials that do not meet this affiliation requirement may still be''' '''curated on the DTES RAP through external links,''' offering visibility and access to the public, though they cannot be archived in UBC’s institutional repository.

In 2023, we began informally collecting newsletters from DTES-based community organizations through the MRAi shared email (mrai.info@ubc.ca). These are stored in a designated "Community Organizations Newsletters" folder and reviewed periodically by the Student Librarian as a source for discovering relevant community content. As new organizations are identified, we encourage Student Librarians to subscribe to their newsletters using the shared MRAi email and update the Outlook rule to ensure consistent organization and tracking. If you identify materials that are at risk becoming inaccessible please discuss with our MRAi contacts.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
As of '''May 2025''', only items with a clear UBC affiliation are eligible for inclusion in cIRcle. This means the creator must be a UBC student, staff, faculty member, or affiliated with a UBC unit or host location—and must be named as an author, co-author, contributor, or institutional affiliate. Because of this requirement, materials created solely by non-UBC affiliates are no longer eligible for cIRcle deposit, though they may still be curated on the DTES RAP via external links.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We aim to prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi affiliates, the general public via our contact us form, and the UBC community.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term. If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations). If the item does not meet cIRcle's collection criteria than discuss with Aleha and MRAi colleagues to see if we can find other collaborations to meet preservations needs.

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. Please review carefully, and revisit as needed.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Always download the cIRcle License directly from the cIRcle website to ensure you have the current version.
* Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian collects the correct version of the article, and where applicable, a completed cIRcle license to the MRAi Sharepoint folder and ensures the cIRcle Specialist has access.
* The MRAi Student Librarian emails the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca with a link to the appropriate Sharepoint folder to notify them that a submission is ready.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process [This workflow is under review in 2025 to adjust for the Kx TLEF grant-funded expansion of the project]. ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has provided the URI and the Student Librarian has added the item to the DTES RAP, send this email our KX TLEF student contact to notify creators.'''''

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository@ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more. Note you can do an advanced search and limit results to open access only with the checkbox.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Library:Circle/Adding faculty publications to cIRcle

2025-06-18T22:14:54Z

KellyGauvin:

__NOTOC__
==Overview==

This is a user guide to assist UBC librarians and staff in identifying and submitting faculty authored journal articles in cIRcle, UBC's open access digital repository.

All faculty publications are deposited to the repository by the cIRcle Office via our mediated deposit service. Following a deposit request, we apply publisher conditions and license terms and archive the item in DSpace, cIRcle's repository software.

The following instructions focus on published research articles. Please see the [https://circle.ubc.ca/circle-content-guidelines/ cIRcle Content Guidelines] or [https://circle.ubc.ca/submissions/ Submissions] page for other content types.

Companion guides are also available that can be shared with faculty or used as a reference to support liaison work:

* [https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf UBC Author's Guide to Self-Archiving]
* [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]
* [https://scholcomm.ubc.ca/open-access/tri-agency-open-access-policy/?login The Tri-Agency Open Access Policy: How UBC Library Can Help]
* [https://confluence.it.ubc.ca/display/CIRCLE/Content+Recruitment+Toolkit cIRcle's Content Recruitment Toolkit] (Confluence)<div align="left">
===How to Use This Wiki Guide ===
This user guide introduces a 5 step workflow for depositing faculty publications in cIRcle. Steps 1-2 of the process are optional and aimed at Library branches interested in creating content recruitment campaigns in their liaison areas. Steps 3-5 of the process are required to ensure appropriate content is submitted and described correctly. If you already have content and need to check permissions, skip to step [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|3]].

[[#Step 1: Set Up an Automatic Search Alert |'''Step 1 : Set Up an Automatic Search Alert''']]

[[#Step 2: Review & Save Content Results |'''Step 2 : Review & Save Content Results''']]

[[#Step 3: Check Copyright Permissions |'''Step 3 : Check Copyright Permissions''']]

[[#Step 4: Requesting Author Permissions |'''Step 4 : Request Author Permissions''']]

[[#Step 5: Submitting Content to cIRcle |'''Step 5 : Submit Content to cIRcle''']]

==Step 1: Identify articles of interest ==
Below are two suggested methods for identifying articles of interest: '''Create a Search Alert''' using academic databases and '''Query Open Alex for UBC Publications'''. You may create additional methods depending on the scope and focus of your interest.

=== Create a Search Alert ===
A search alert is a search string crafted for a specific database that can be used to identify new content suitable for submission to cIRcle. Once saved, an email alert will be sent when new content meeting the search criteria is added to that database. This step will describe how to pick databases, craft a search string, and set up a search alert.
====Choose Databases====
Select databases relevant to your subject field. We recommend selecting at least two large databases; however, you may choose to include as many that are necessary to cover the desired field. Consider focusing on journals where faculty in your liaison areas publish most frequently as well as those that have favourable Open Access self-archiving policies. For an idea of the popularity of a specific journal, you may wish to consult the [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings].
====Craft a Search String and Set up Alert====
To begin, create a search string using the search box in your selected database. The image below shows an example of how to set up a search alert in a select database. When creating the search string, consider the following:

'''Search criteria:''' All content added to cIRcle must have at least one UBC author affiliate. To limit your search to UBC authors, use database-supplied limiters or the search string "University of British Columbia." To further refine your search, apply an affiliation parameter and/or a proximity operator to the string, if possible. Combining an affiliation with subject specific terms where appropriate is also recommended.

'''Accuracy and Frequency:''' Best practice is to revisit these search strings every 3 to 6 months. Having an up-to-date search string can help you evaluate their effectiveness and improve search result content. Most databases also have a “frequency” setting for search alerts. This will set up email alerts for any new results on a query at a specific time. Start by setting the frequency alerts to once per week and adjust as needed. The parameters and operators are often database specific so be sure to investigate how to refine results in your selected database.

[[File:Creating Search Alert.png|thumb|1200x1200px|center]]
{| 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''' In some cases you may be able to set up a search alert without creating a login. However, creating an account allows you to modify, delete, or view all of your alerts.
|}

=== Query Open Alex for UBC Publications ===
O[https://openalex.org/ penAlex] is a "fully open catalog of the global research system" developed by the nonprofit creators of [https://unpaywall.org/ Unpaywall] known as [https://ourresearch.org/ OurResearch.org]. The open-source tool "describes scholarly ''entities'' and how those entities are connected to each other. There are five types of entities: [[/api-entities/works|works]], [[/api-entities/authors|authors]], [[/api-entities/venues|venues]], [[/api-entities/institutions|institutions]], and [[/api-entities/concepts|concepts]]" ([https://docs.openalex.org/ See OpenAlex API documentation]).

Review the [https://docs.openalex.org/quickstart-tutorial OpenAlex Quick Start Tutorial] to begin building queries. See below an example of a query for UBC publications:

'''Query Example: List the Open Access journal articles affiliated with UBC that have been published since January 1, 2020''' '''.'''

[https://api.openalex.org/works?filter=institutions.ror:https://ror.org/03rmrcq20,is_oa:true%20,is_paratext:false,type:journal-article,from_publication_date:2020-01-01 https://api.openalex.org/works?filter=institutions.ror:https://ror.org/03rmrcq20,is_oa:true ,is_paratext:false,type:journal-article,from_publication_date:2020-01-01]

Breakdown of the query:

'''<nowiki>https://api.openalex.org/works?filter=</nowiki>'''

* Query root. This must be entered before any filters can be applied. “works” can be changed to another entity type (ex: authors or venues).

'''institutions.ror:<nowiki>https://ror.org/03rmrcq20</nowiki>,'''

* This filter retrieves works in OpenAlex that are affiliated with UBC.
* institutions.ror filters by institution. This is followed by a colon and the ROR (Research Organization Registry) ID URL for UBC: <nowiki>https://ror.org/03rmrcq20</nowiki> (Institutions’ ROR IDs can be found here: <nowiki>https://ror.org/</nowiki>).
* Each filter must be followed by a comma if adding another filter.

'''is_oa:true'''

* Retrieves works in OpenAlex that have been identified as Open Access.
** You can also filter by the type of Open Access (i.e., gold, green, hybrid, bronze) by swapping this with the filter oa_status:”[status type here]”.

'''is_paratext:false,'''

* On the OpenAlex website, it is recommended to include this filter because some of their dataset sources include paratext (i.e., covers, tables of contents, journal issue information). To filter these types of sources out of your query results, use this filter.

'''type:journal-article,'''

* This filter specifies and retrieves a certain type or genre of work (in this case, journal articles).
* This field uses Crossref’s “type” controlled vocabulary.
** All the possible values can be found here: <nowiki>https://api.crossref.org/types</nowiki>

'''from_publication_date:2020-01-01'''

* This filter retrieves works from a specific publication date onward.
* Dates must be formatted as follows: YYYY-MM-DD

==Step 2: Review & Save Content Results==
Review content received from searches and search alerts to identify articles to pursue for the repository. This step will describe criteria for evaluating potential articles for submission, as well as how to save article citations.

===Review Material Criteria===

* '''UBC Affiliation:''' Do all the results have at least one UBC author? Is the author a current UBC faculty member (you can confirm this using the [https://directory.ubc.ca/index.cfm UBC Directory])? Does the author already have content in [https://open.library.ubc.ca/search?q=&circle=y cIRcle]? Returning submitters will already be familiar with cIRcle and, therefore, more inclined to deposit.
* '''Scope: ''' Focus on content that isn't already openly available. Start by checking to make sure the material isn't already in cIRcle or available via an open access journal or in a different university affiliated repository (a Google search will often confirm all of these). Consider limiting your search to material that has been published in the last 2-3 years so there is a greater chance the author has kept a version that can be self-archived under a publisher's terms. You may also want to focus your efforts on high-profile research areas see for example, the [https://research.ubc.ca/about-vpri/research-excellence-clusters UBC Research Excellence Clusters.-]
*'''Author Permissions:''' Identify at least one UBC author from whom to request permission to archive the item in cIRcle. This may not be the corresponding author but it must be someone credited as an author. It is recommended that the signing author notify co-authors of their intent to make the content available via cIRcle. See [[ #Step 4: Requesting Author Permissions |Step 4: Requesting Author Permissions]] for more information.

===Save the Citation/Metadata===

If you plan to recruit multiple items, it is helpful to track potential submissions using a consistent method like an Excel spreadsheet (see our [https://wiki.ubc.ca/File:CIRcle_Sample_Project_Metadata_template_2022.xlsx Sample Project Metadata Template] for an example). Once the article versions and permissions are collected, you can send the spreadsheet directly to cIRcle. Elements that we suggest tracking include:
* Title
* Author(s)
* Contact information of author(s)
* Citation
* Publisher DOI
* Published (Y/N)
* Copyrighted material (Y/N)
* Article version permitted (pre-print, post-print, etc.)
* Embargo (Yes/No - If Yes, add date)
* Status (Already in cIRcle, already open access, action required, etc.)
* Date author was contacted
* Communication notes (e.g. waiting for content, waiting for licenses, unsuccessful, etc.)
* Licenses received (Yes/No)
* cIRcle URL (the cIRcle Office can populate your spreadsheet with the URL of archived items and send the spreadsheet inventory back to you)

==Step 3: Check Copyright Permissions==
Authors typically sign over copyright or specific distribution rights for their articles over to a publisher as a condition of publication. Most publishers have established self-archiving policies that allow authors to deposit a copy of their articles in institutional repositories. However, differing terminology and conditions can make it challenging for authors to identify and interpret these policies. Moreover, individual journals under a publisher often have conditions specific to that journal such as a particular embargo period. Helping authors navigate these permissions in order to deposit to cIRcle is a valuable service offered by the Library.

This step will explain how to check the copyright permissions for journals to determine whether an article can be added to an institutional repository and under what conditions. If you're new to Open Access principles, consider watching this 3 minute video [https://vimeo.com/6973160 Open Access 101] from SPARC.

=== Identifying Permitted Self-Archiving Versions ===
The version permitted for open access deposit in a repository varies widely across publishers. You will first need to identify which version is permitted, and then work with the author to apply any conditions such as a version statement, specific Creative Commons License, or embargo.

As these version types can look very different, you will need to become adept at identifying the version types. If and, if needed, following up with the author to ensure you have the right version. In many cases, authors will need clarification from you to understand the differences between the version types. For more information on article versions refer to our [https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Author's Guide to Self-Archiving] or review the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] article.

Popular terms for version types include:
* '''Submitted Manuscript (Pre-print):''' The version of the manuscript first submitted to the publisher before undergoing the peer-review process. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0132710 here]. Most publishers allow the deposit of pre-prints without embargoes though grant-funding agencies require the author's accepted manuscript version (post-print) to be deposited.
* '''Author's Accepted Manuscript (Post-print):''' The peer-reviewed version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final manuscript of the publication prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. Most publishers allow for this version to be deposited and is often the easiest to obtain from authors. However, it is also the version most often requiring an embargo period and a version statement with a citation and link to the published version. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0374299 here].
* '''Publisher Version (Version of Record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is seldom acceptable for deposit in an open access repository. Many authors confuse this version for the post-print so it's important to check carefully what an author sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0070778 here].
* '''Author's Proof (Galley Proof)''': This version of the manuscript where information still needs to be reviewed by the publisher or author, between the post-print and published stage. An Author's Uncorrected Proof has the corrections noted by the publisher not yet approved by the author. The Author's Corrected Proof is the article with the corrections reviewed by the author. This version is rarely referenced in publisher permissions. See an example [[:File:Madni Author Proof Example.pdf|here]].

The following graphic provides an overview of versions throughout the scholarly publishing process:[[File:Article Versions Graphic.png|center|frameless|1000x1000px]]

Having trouble telling the difference between version types? This article from the University of Cambridge provides additional tips: [https://unlockingresearch-blog.lib.cam.ac.uk/?p=1872 Manuscript detectives -- submitted, accepted or published?]The [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] guide from Hong Kong Polytechnic University is also a useful resource.

==== Best Practice ====
Where possible, you can save time and effort by prioritizing journals that allow archiving of the publisher versions which will be available for download from a database or the journal's website. In this case, the author is only required complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form to have their content submitted to cIRcle.[NB. The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the correct version of the license]

It is more likely, however, that a journal will only permit the archiving of a pre-print and/or post-print version of the article. If this is the case, the post-print is the preferred self-archive version. It is crucial that the appropriate version be acquired from the author with a completed [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form.

In some cases, journals have applied a [https://creativecommons.org/licenses/ Creative Commons License] which allows cIRcle to deposit the content without a cIRcle License. This is the best case scenario as it limits the amount of effort on behalf of the author.

=== Publisher Conditions ===
Most publishers include conditions for deposit such '''embargo period.''' An embargo is a period during which access to academic journals is limited to users who have paid for access or have access via a library subscription. It is important for authors to know that they can add embargoed articles to cIRcle at any time. An article can be stored within the repository with barred access until an embargo period expires, at which time the article will be released and become publicly available for use.

For preprints or postprints, it is best practice to always include a '''version statement''' with a citation for the published article on the document submitted to cIRcle. If the author has not done this, you can edit the document to include it on their behalf. Examples of publisher required statements are included below:

1.'''Elsevier:''' © <year>. This manuscript version is made available under the CC-BY-NC-ND 4.0 license <nowiki>https://creativecommons.org/licenses/by-nc-nd/4.0/</nowiki>

2. '''Wiley''': "This is the peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]. This article may be used for non-commercial purposes in accordance with Wiley Terms and Conditions for Use of Self-Archived Versions. This article may not be enhanced, enriched or otherwise transformed into a derivative work, without express permission from Wiley or by statutory rights under applicable legislation. Copyright notices must not be removed, obscured or modified. The article must be linked to Wiley’s version of record on Wiley Online Library and any embedding, framing or otherwise making available the article or pages thereof by third parties from platforms, services and websites other than Wiley Online Library must be prohibited."

3. '''T&F''': “This is an Accepted Manuscript version of the following article, accepted for publication in [JOURNAL]. [INCLUDE CITATION]. It is deposited under the terms of the Creative Commons Attribution-NonCommercial-NoDerivatives License (<nowiki>http://creativecommons.org/licenses/by-nc-nd/4.0/</nowiki>), which permits non-commercial re-use, distribution, and reproduction in any medium, provided the original work is properly cited, and is not altered, transformed, or built upon in any way.”

4. Unspecified statement: If the publisher doesn't include a specific statement template, you can use the following:

''This is the [preprint/postprint] version Submitted (or Accepted) for publication to Journal Name (by) on MM/DD/YYYY. The published version of this article is available at [citation].''

===Using the Jisc Open Policy finder (formerly SHERPA/RoMEO)===
Start your search for publisher self-archiving permissions with the Jisc [https://openpolicyfinder.jisc.ac.uk/ Open Policy Finder]. This site provides a quick summary of publisher permissions and reference links to the journal's policies. Publisher policy links are always used to confirm the summary information provided in the Open Policy Finder.

To use the Open Policy Finder, enter the journal name or ISSN and select "search" e.g. Journal of Clinical Child & Adolescent Psychology (JCCAP).

Review the policy summary to identify which permitted version pertains to the article you are investigating for deposit.

Select the arrow to expand details about conditions for self-archiving or use the radio button.

[[File:OpenPolicy screenshot JCCAP 1 2024-11.jpg|alt=Screenshot of an entry in Jisc Open Policy Finder referring to publisher's self-archiving web page |center|thumb|867x867px]][[File:OpenPolicy screenshot JCCAP 2 2024-11.jpg|alt=Screenshot of an entry in Jisc Open Policy Finder referring to publisher's self-archiving web page |thumb]]Review the conditions for self-archiving:
* '''Embargo:''' Note the embargo period if any. If a range is provided (e.g. 12-36 months) use the policy links to find the specific embargo period for the journal.
* '''License:''' Some publishers may specify whether a publisher's bespoke or third party license (e.g. Creative Commons) must be applied. cIRcle applies a default CC-BY-NC-ND license unless otherwise specified.
* '''Publisher deposits:''' Publishers may have an agreement to deposit certain journals or articles in a specific database (e.g. Pub Med Central). [https://openpolicyfinder.jisc.ac.uk/help user guide.]
* '''Locations:''' This field lists locations where the version may be shared. Look for the term "institutional repository" or "non-commercial repository" to ensure the item can be archived in cIRcle.
* '''Conditions:'''
** Publisher source must be acknowledged with citation: This is a standard practice for cIRcle submissions.
** Must link to publisher version: DOI are added to article item records as standard practice for cIRcle.
** Set statements to accompany deposits (see policy): Some journals require specific version statements to be added to self-archived articles. Follow the publisher policy links to locate the required version statement. These are typically added to the article PDF by cIRcle staff on the author's behalf. See the section on Publisher Conditions for select statements.
** The publisher will deposit in on behalf of authors to a designated institutional repository, where a deposit agreement exists with the repository : cIRcle has automated deposit agreements with BioMed Central (BMC) and Multidisciplinary Digital Publishing Institute (MDPI) only.

* '''Record Information:''' In the top navigation tabs, select "Record Information" to find out the last modified date. If the information provided in the summary is out of date or incorrect, select the "Report an error" link to help update the record.

{| 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|Important]]
||
'''IMPORTANT!''' Some journals may not have an entry in the Open Policy Finder or self-archiving information may not be available. Emailing the publisher's editorial team to request information is recommended in this case. If you need assistance with this step, please contact the cIRcle Office at circle.repository@ubc.ca for more information.
|}

==Step 4: Requesting Author Permissions==

Once you have identified the article(s) you want to request and the publisher permissions, you can contact the author to outline the steps for deposit. You can review instructions for deposit on the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ cIRcle Submission] page. Linked below are email templates created by the cIRcle Office for requesting content and permissions from authors. Please note that instructions vary depending on the required self-archiving version type: pre-print, post-print, or publisher version. You may also prefer to have authors send you both the copy of the license and article and then forward these as a package to the cIRcle Office. We encourage you to adapt and edit these templates as needed to suit your purposes, just be sure the key elements regarding instructions for deposit are included.

=== Email Templates ===
Use the [http://wiki.ubc.ca/File:Request_Permission_Faculty_Email_Template_FOR_WIKI_07112017.docx template] to draft your request message to the author. If you are requesting an '''embargoed''' article you will direct the author to complete the cIRcle Non-Exclusive Distribution License Form and email the article directly to you. If you are requesting '''a non-embargoed''' article you will direct the author to fill out the cIRcle Item Submission Form. (The form will allow the author to complete the cIRcle License and attach a copy of the content in a single form.) If an author uses the Item Submission Form for an embargoed article, please notify the cIRcle Office immediately circle.repository[at]ubc.ca.

If more than one article is required from the same faculty member, include all requested citations in your email. Recommend that the author copy and paste the article list into a single [https://circle.ubc.ca/submissions/license-form/ cIRcle License Form] for greater efficiency. If the author sends an unaccepted self-archiving version, you will need to follow up and provide clearer instruction on version types.

===cIRcle License Requirements ===
A single author can complete the form on behalf of all co-authors to permit the article to be made available in the repository. For this reason, we recommend that the signing author notify co-authors that a copy of the paper has been added to the repository by cc'ing a copy of the license and notification email. We also recommend that you ask authors to cc you on the license and notification email to ensure the submission process is properly completed. '''Please note that an author must complete the form--research assistants or other support staff who are not co-authors do not have signing authority.'''

==Step 5: Submitting Content to cIRcle==

===Final Review===
This step will briefly explain the submission process. Be sure to contact the cIRcle Office at circle.repository[at]ubc.ca to discuss the best workflow for you and authors in your liaison areas. When working with authors, it is recommended that they cc you on any forms or correspondence they submit to cIRcle to ensure you are informed of any requests or resolutions.

'''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form]:''' A copy of the cIRcle license and article is received by the cIRcle Office. If there are no follow-up questions, the article is deposited and a URL is sent to the author and cc'd to you. Use this option when the author prefers to complete the license and attach the article file(s) themselves.

'''[https://circle.ubc.ca/submissions/license-form/ cIRcle License Form] and Email article:''' Copies of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License web form] are received by the cIRcle Office. Please ensure you or the author forward a copy of the article version to circle.repository[at]ubc.ca ASAP. Please note that for articles under embargo, the web form will direct you to email or upload the files to OneDrive.

'''[http://hdl.handle.net/2429/80188 cIRcle License PDF] and Email article:''' Some content recruiters find it simpler to pre-populate the licenses on behalf of the authors who then only need to sign the PDF. The recruiter then collect permissions and articles and send it all as a package to cIRcle for deposit. [NB: The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the correct version of the cIRcle License].

'''[https://creativecommons.org/about/cclicenses/ Creative Commons Licensed]:''' If the material is already openly licensed via Creative Commons you do not need to request a separate cIRcle License. All that is required is that the license terms are included on the front page of the material. cIRcle Submitters will then include these license terms when creating the item record.

'''Submission Checklist:'''

Whichever permissions and deposit method you choose, be sure to review the checklist below to ensure you have all the necessary elements:

:<big>□</big> The article meets repository Material Criteria (e.g. UBC affiliation, scope, author permissions)
:<big>□</big> You've received the correct version of the article permitted in the publisher's self-archiving policies
:<big>□</big> All self-archiving conditions such as embargo period or copyright statements have been identified to create the cIRcle record
:<big>□</big> You've received a completed [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License Form] submitted by at least one of the authors or ensured the Creative Commons License terms are included on the item

=== Notification ===
Once the cIRcle Office receives the license and content, the article is submitted to the repository and reviewed by designated Technical Services Staff (Reviewers). These Reviewers check for metadata accuracy and completeness. If all is correct, they will approve your submission to be added to cIRcle. If elements are missing or incorrect, they will reject the submission and ask for additional information.

If the item is successfully archived, you (or whomever submitting the license forms( will receive an email notification with a persistent link to the item(s). You may choose to forward this message to the author as is, or to draft your own notification template that includes the persistent link.

== Contact Us ==
Thank you for helping your faculty to make their research more visible to the world via cIRcle. Did you find this guide helpful? Do you have suggestions for improvement? Your feedback on this guide and any elements of cIRcle's services are greatly appreciated. Please do not hesitate to contact us at circle.repository[at].ubc.ca. Library employees with access to Confluence may also benefit from reviewing cIRcle's [https://confluence.it.ubc.ca/display/CIRCLE/Content+Recruitment+Toolkit Content Recruitment Toolkit] which includes many tips and tools for recruitment including

[[Category:Circle]]
{{DEFAULTSORT:Adding faculty publications to cIRcle}}

Documentation:Student Librarian Orientation (MRAi)

2025-06-03T23:09:24Z

KellyGauvin:

== Introduction to this Wiki ==
The Student Librarian Orientation (SLO) Wiki page is intended to give incoming MRAi Student Librarians a basic overview of all the many different aspects of this position. It introduces the major tools and interfaces frequently used in the role as well as guidelines for day-to-day workflows. It is also useful for those new to the MRAi in general, and will be a great reference point when incoming MRAi team members are finding their feet in the early days of their new position. The SLO Wiki and/or its attendant Wikis should be updated in accordance with the [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]] when relevant tools/guidelines/workflows are added, eliminated, or modified.

As you read through this SLO Wiki, do keep in mind that there are a lot of moving parts that make up the MRAi and it takes time for new folks to learn what they are and how they all interact with one another. We encourage all incoming team members to be graceful with themselves as they learn about the work of this initiative.

== Reference Tools ==
'''MRAi Resources'''
* [https://wiki.ubc.ca/Sandbox:MRAi_Orientation_Documents MRAi Orientation Documents]: Higher-level information about the MRAi's purpose, how we work, what we accomplished last year, and our annual work plan.
* [[Documentation:MRAi DTES RAP Metadata Style Guide|MRAi DTES RAP Metadata Style Guide]]: Definitions of, and stylistic guidelines for, each metadata field in Downtown Eastside Research Access Portal (DTES RAP) item records. ''This one is especially helpful!''
* [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit# MRAi Style and Content Guide (Draft)]: This working document is meant to be used by MRAi team members (referred to as users) who create or edit content for the DTES RAP that is not part of the collection. Created by Nick Ubels and Geoff D'Auria.
* [[Sandbox:SLO Wiki How-To Guide|SLO Wiki How-To Guide]]: Read about how the Wiki is structured and how and when to add/remove content.
* [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv subscribers]: This document was created in 2023 to track correspondence with authors, creators, and other folks in the MRAi network regarding the DTES RAP. Information about who currently is a subscriber to the MRAi Listserv is also recorded in this document.
'''cIRcle Resources'''
* [[Library:Circle/Adding faculty publications to cIRcle|UBC Librarian's Guide to Depositing Faculty Publications in cIRcle''':''']] This guide is maintained by cIRcle. Provides instructions for identifying and submitting journal articles in cIRcle, UBC's open access digital repository.
*[[Library:Circle/File Format Guidelines|cIRcle File Format Guidelines]]: This wiki page is maintained by cIRcle. Provides instructions for acceptable file formats. ''This one is especially helpful!''
'''Other UBC Library Resources'''
*[https://scholcomm.ubc.ca/open-access/ ScholComms@UBC] Website: Has up-to-date information about Open Access, Open Scholarship and Author Rights.
*[https://open.ubc.ca/access/ Open UBC]: Has toolkits to support open access.
*[https://about.library.ubc.ca/contact-us/ejournal-help/ UBC Library IT]: Use this form to report technical issues with the RAP. UBC IT does not support the site.

== Roles and Responsibilities ==

==== MRAi Student Librarian ====
The MRAi Student Librarian works within the MRAi to support collection development and maintenance for the Downtown Eastside Research Access Portal (DTES RAP), communicate with both authors and staff alike, adhere to publishing permissions, and contribute to the greater task of writing and compiling metadata. This position currently works with and reports to the MRAi Community Engagement Librarian DTES RAP Project Lead for day-to-day library projects and is guided by the Academic Director of UBC's Learning Exchange for broader MRAi projects and goals. Student Librarians are also in regular communication with cIRcle staff to facilitate adding new material to [https://circle.ubc.ca/ cIRcle], UBC's institutional repository. All items to be added to cIRcle go through a workflow process, where the Student Librarian communicates with authors and creators, writes and collects pre-populated PDF licenses, and then submits these along with the author's manuscript to the cIRcle Specialist. Further details about this workflow process can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

The principal responsibility of the Student Librarian role is to support the collection development activities of the DTES RAP. New research articles, as well as community and scholarly works, are discovered through a variety of sources, including email alerts, word of mouth, internal recommendations, and self-archiving. Part of the Student Librarian’s regular tasks is to sort through and identify prospective works that can be self-archived in cIRcle and/or curated on the DTES RAP. To determine an item's eligibility for inclusion, the Student Librarian uses best judgement, remembering that all new material should reference and be specific to the DTES community. If in doubt, reach out to the MRAi Community Engagement Librarian DTES RAP Project Lead for clarification and confirmation. As well, a substantial amount of this role involves compiling and writing metadata for items that will be added to either cIRcle and/or the DTES RAP. The Student Librarian uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] and [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] for drafting all metadata. These Google Sheets are intimidating at first but new Student Librarians will get the hang of them in no time!

Communication is a big part of this role, all with the leading purpose of growing the DTES RAP collection and building a wider network of scholarly and community-based relationships. The overarching goal of the DTES RAP is to function as a useful stand-alone resource for knowledge dissemination, as well as encourage and facilitate knowledge exchange activities for UBC and the broader community. There are lots of little bits to this position, many of which new Student Librarians will learn in the first few weeks, and after this learning curve, the finer details start to seem much more straightforward.

The Student Librarian works closely with the MRAi Community Engagement Librarian DTES RAP Project Lead, the Community-Based Research Assistant, the Community-Based Research Coordinator, the cIRcle Specialist, and the MRAi cIRcle Project Lead. Details about these working relationships can be found below.

==== MRAi Community Engagement Librarian DTES RAP Project Lead ====
The Student Librarian coordinates with the cIRcle MRAi Community Engagement Librarian Project Lead to ensure clear and consistent expectations, workflows, and deliverables. This position oversees the work of the MRAi Student Librarian to ensure deliverables are met and processes are executed accurately. This position is permanently held by [http://directory.library.ubc.ca/people/view/744 Aleha McCauley] (she/her), the Community Engagement Librarian based at the Irving K. Barber Learning Centre (IKBLC).

==== Community-Based Research Assistant ====
The Student Librarian coordinates with the Community-Based Research Assistant, another student position within the MRAi team, to aid the input of researcher contact information into the DTES RAP [https://dtesresearchaccess.ubc.ca/directory Directory page], as well as the input of project information into the DTES RAP [https://dtesresearchaccess.ubc.ca/projects Projects page]. Further details about this process can be found in the [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Adding_Researchers_to_the_Directory_and_Projects_Pages Adding Researchers to the Directory and Projects Pages]. The Community-Based Research Assistant is predominantly based out of the UBC Learning Exchange, and the Student Librarian may hold standing virtual and/or in-person meetings with the student working in this role.

'''Community-Based Research Coordinator'''

The working relationship between the Student Librarian and the Community-Based Research Assistant is further supported by the Community-Based Research Coordinator, a position that supports community-university knowledge exchange activities out of the UBC Learning Exchange. As one of the supervisors for the Community-Based Research Assistant, the Community-Based Research Assistant supports and, where necessary, provides guidance on the shared work of the Student Librarian and the Community-Based Research Assistant, especially with respect to the ongoing development and maintenance of the DTES RAP Directory and Projects Pages. The Student Librarian also works alongside the Community-Based Research Coordinator on a semi-annual basis to facilitate and support the work of the ASTU 100 Project. Details about this specific workflow process can be found in the [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#ASTU_100_Infographic_Submission_Process ASTU 100 Infographic Submission Process] section. This position is currently held by [https://learningexchange.ubc.ca/about-us/our-team/ Katherine Cheng] (she/they).

==== cIRcle Specialist ====
The Student Librarian coordinates with the cIRcle Specialist to deposit materials for the MRAi project to cIRcle and apply metadata enhancement practices (i.e., geographic location tagging, or "geo-tagging") to pre-defined materials. The cIRcle Specialist and the MRAi Student Librarian work closely to coordinate the deposit of materials to cIRcle as well as track archived/metadata-enhanced materials in shared MRAi and cIRcle workflow tracking documentation (see the Geotag Remediation Tab of the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 rapTracker]). This position is currently held by [https://directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBRTGF0P%2C%20%0A Kelly Gauvin] (she/her), Digital Repository Specialist.

==== MRAi cIRcle Project Lead ====
The MRAi cIRcle Project Lead supports the working relationship between the cIRcle Specialist and the Student Librarian, as well as provides guidance on cIRcle-related matters (e.g., copyright, self-archiving, etc.). This position is temporarily held by Amber Saundry, Digital Repository Librarian, as of July 1, 2025. (This position is generally held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] (she/her), Digital Repository Librarian. On leave July 1, 2025-June 30, 2026).

'''Other MRAi Team Members'''

The Student Librarian also interacts with other team members working within and/or for the MRAi and, depending on the individual interests and/or capacity of the Student Librarian, may work on special projects with them. The following roles are standing members of the MRAi team:

* '''Communications Specialist, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBR%24KG0%40T%20%0A Geoff D'Auria] [he/him]).
* '''Director, UBC Learning Exchange''' (currently [https://www.directory.ubc.ca/index.cfm?d=%403I%3E%3CR%5F%2A%23J%5CB%5FFYUS%3ENW2%219%5C5QMR%5E0%3D3%29%21TSBS%24%5BA1PH%20%0A Kathleen Leahy] [she/her]).
* '''Academic Director, UBC Learning Exchange''' (currently vacant)

== Discovery and Selection of Items ==
The MRAi simultaneously pursues both academic research and community materials (what we refer to as grey literature, or "grey lit" for short) for both archiving in cIRcle and for curated links to in the DTES RAP. Some items are better suited for linking directly to the DTES RAP, such as an open access thesis from a non-UBC repository or a non-profit report from an organization's website, while others are suited for archiving in cIRcle, such as a restricted access scholarly article by a researcher who is interested in sharing a permissible open access version in cIRcle.

=== Academic articles through search alerts ===
The MRAi discovers the bulk of its academic research using pre-set search alerts. So far, the MRAi has three primary search alerts: Mendeley, Google Scholar and Read by QXMD. At intervals, the alerts deliver newly-indexed articles, filtered by MRAi’s specified search terms, to the shared MRAi e-mail account (mrai.info@ubc.ca). The search alerts are automatically sorted into the email folders that correspond to the database they came from. On a weekly basis, the Student Librarian reviews each set of results for relevancy to the MRAi's criteria for inclusion. Once the Student Librarian deems an item eligible for inclusion, they make a new entry for the item in the rapTracker and/or RAP Workspace.

Using [https://unpaywall.org/ UnPaywall], [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder], [https://shareyourpaper.org/ ShareYourPaper], [https://resources.library.ubc.ca/page.php?id=41 UlrichsWeb] (a database accessed through the UBC Library and requires a CWL), [https://circle.ubc.ca/ UBC cIRcle], and a Google search of the title, look for an open access (OA) version of the item. If the item is not OA, note the [[Documentation:Student Librarian Orientation (MRAi)#Checking Copyright Permissions|embargo period]] in the rapTracker in the appropriate column. Previous Student Librarians found the use of the [https://unpaywall.org/ UnPaywall browser extension] to be one of the most helpful tools in their work and recommend that future Student Librarians use it, too.

OA can sometimes look slightly different based on different publisher permissions, so the first few weeks of the job will involve incoming Student Librarians familiarizing themselves with what all of this entails, as well as what academic research is and is not allowed to be publicly disseminated. Based on previous Student Librarian experiences, this part of the role took a bit longer to get the hang of, so ''be patient with yourself'' as you learn the specifics of copyright permissions.

=== Community-generated materials/grey literature ===
Where the channels of traditional publishing reinforce certain standards of empiricism, rigour, and authorial tone, grey literature can be more flexible, down-to-earth, and process-driven. In the context of the DTES RAP collection, grey literature includes curated material (and by this we effectively mean "linked" material) or content that is archived to cIRcle. In many cases, community organization-based research, like annual reports or information sheets, might normally be described as “grey literature" and/or "community materials." However, the MRAi does not make this distinction because we believe it is important to give this kind of work a more prominent, easily findable platform. Curating this work on the DTES RAP not only makes the organizations and their research more publicly accessible, but also strengthens the relationship between UBC and the wider community as well. Do keep in mind, however, that the MRAi and the InfoHub formally designated these items as community-generated materials, so you may continue to come across this terminology.

In 2023, an informal process was created so that newsletters created and disseminated by DTES-based community organizations would be sent to the MRAi shared email account (mrai.info@ubc.ca) and retained in a designated email folder ("Community Organizations Newsletters"). This allows the Student Librarian to read through recently published newsletters at regular intervals in the hopes of discovering grey literature for inclusion to the DTES RAP. As new community organizations are discovered and engaged with by the MRAi, we encourage Student Librarians to subscribe to their newsletters using the MRAi shared email address and add them to the Outlook rule that organizes this particular email folder.

=== Suggested items ===
For a period of time, members of the MRAi team would input suggested items via a Google form '''but as of 2023 this is no longer in use.''' This now-defunct Google form, however, can still be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Google%20Form?csf=1&web=1&e=XpKmyk Teams > Collection Work].

When the Google form was in use, the Student Librarian could access the content of the Google form using the MRAi Gmail account (mrai.shared@gmail.com). An alert would come to the MRAi shared inbox when a response was submitted. If the suggested item was deemed urgent and the suggester wanted it added to the portal within a specific timeframe, the suggester would also email the MRAi inbox to flag the item for urgent inclusion. Suggested items would then be entered into the rapTracker and RAP Workspace to later undergo the usual workflow of an item.

== Pursuing Items: Our Working Criteria ==
The following offers some guidance to determine whether the material is representative of the goals of the MRAi project. Scope may change as the initiative matures, so this criteria is often revisited by our Steering Committee and various stakeholders. Please keep up-to-date with our [https://infohub-2019.sites.olt.ubc.ca/files/2020/07/Curatorial-Statement-2020-Final.pdf public curatorial statement] to ensure items being considered for inclusion to the DTES RAP and/or cIRlcle are consistent with current MRAi practices.

=== Current Working Criteria ===
When determining an item’s eligibility, consider:

==== 1) Geographic location relevance ====
Look for keyword frequency, the appearance of terms such as “Vancouver” and/or “Downtown Eastside” in the title, subject headings, and/or body text of an item. The contributors or affiliations may also have a connection to the DTES community. However, as this may not always be apparent in a keyword search, always do a little digging on the creators and organizations mentioned in the item. Double-checking internal MRAi documentation, like the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=xQsodi Master List - Student Librarian Engagement Notes and Listserv Subscribers], can be helpful for this, too.

Note: When we refer to the DTES, we are referring to the [https://guidelines.vancouver.ca/policy-plan-downtown-eastside.pdf Local Planning Area] per the City of Vancouver's definition. This definitions comprises seven sub-areas: Chinatown, Gastown, Industrial Area, Oppenheimer District, Strathcona, Thornton Park, and Victory Square.

==== 2) Timeliness ====
We typically only curate and upload items that have been published from 2010 onwards, however, there are always exceptions to this rule. Be sure to run any item with an earlier date that you think may be of interest to the DTES RAP collection by the MRAi Community Engagement Librarian DTES RAP Project Lead for confirmation.

As well, cIRcle recommends targeting materials published in the past three years to ensure greater success in obtaining post-print copies from creators. To learn more about and/or get a refresher on post-prints, see the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Checking Copyright Permissions]] section.

==== 3) Institutional affiliation ====
UBC-affiliated creators in bylines are a high priority for cIRcle. Items created by non-UBC affiliates can be added to cIRcle under the scope of the MRAi, however, as a general rule we prioritize contacting the UBC-affiliated creators first.

You can check our past and/or current levels of engagement with UBC- and non-UBC-affiliated researchers and creators through the MRAi's internal tracking documents, such as the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers]. You can also check to see if the creator already has their work in the [https://dtesresearchaccess.ubc.ca/ DTES RAP] and/or [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. Checking past correspondence and MRAi-confirmed details about creators and authors is important, as we want to ensure that we are not repeating old information and/or over-burdening creators and authors with requests.

==== 4) Language ====
At this time, we only work with items written and published in English.

==== 5) Stakeholder recommendations ====
We prioritize materials where there is an identified DTES community interest in the topic and subject matter. We also take recommendations from many stakeholders, including current MRAi team members, members of the MRAi Steering Committee, UBC and non-UBC students, faculty, and staff. Suggestions should be treated with discretion, unless the person suggesting an item/items is willing to make their suggestion to the collection known.

=== Exceptions to the Working Criteria ===
As we seek to grow the DTES RAP collection, exceptions can be made, especially when an item offers:

* Information and/or insight into an under-represented topic and/or subject matter.
* Historical significance.
* Diverse representation.
* Research that is conducted outside of the DTES that is nonetheless of importance to DTES.
Items that are frequently cited by other works in the DTES RAP collection may also be exceptions to our standard working criteria.

=== '''cIRcle vs. DTES RAP Candidacy''' ===
There are several factors that Student Librarians can keep in mind when searching for and/or discovering potential material to include in the DTES RAP collection, especially when it comes to whether an item should be pursued for cIRcle ''in addition to'' being curated in the DTES RAP.

==== '''1) Hyperlink stability and availability''' ====
Is the item hosted on a stable, well-funded website and/or archived in a repository like PubMed Central or BioMed Central? If so, then just linking to the item (or, curating) on the DTES RAP is sufficient.

Is the item only hosted in one location online and/or is vulnerable to loss and deletion? In other words, will you be able to reliably access or download a PDF copy of the work? If there is no reliable source and you suspect the link is not stable, then the item is a good candidate for linking on the DTES RAP and/or depositing to cIRcle.

As a general rule, if the link is seemingly unstable and is a good fit for the DTES RAP, then it is a good idea to also archive the item in cIRcle so that access to it will remain both possible and stable in the long term.

==== '''2) Organizational need''' ====
Does the creator and/or organization have a need for free support in order to help preserve their work, or do they have the capacity to archive or preserve their own work? This is especially important to keep in mind when engaging with community-based organizations and non-profit societies working within and around the DTES who may not have the funding, staff time/expertise, and/or digital infrastructure to preserve their valuable materials (e.g., annual reports for community organizations).

==== 3) Relationship ====
This is where our internal tracking documents come in great hand. Check the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listserv Subscribers] to see whether the MRAi has an existing relationship with a certain creator. If so, has the creator been previously willing and able to work with us to self-archive their work in cIRcle? Take note of any capacity issues that this person may have expressed during previous correspondence. Our goal is to make the work of creators easier - the last thing we want to do is overburden them with requests. For instance, would it be best to hold off on pursuing an item for cIRcle for the time being and return to it at a later date when the creator is less busy?

If the creator of an item is someone who the MRAi has not connected with previously (to the best of your knowledge and by the notes retained in our internal tracking documents, at least), then can accurate and up-to-date contact information for this person be readily found online? If not, then this may not be a reliable creator to reach out to at this time.

==== 4) Level of description ====
Do we have adequate information to describe the item appropriately and fill out our mandatory metadata fields (e.g., title, publication date, creator names, topic, category, genre, type? If working with community-generated material, can the creator help us to describe the item appropriately?

=== '''Saving Citations''' ===
The MRAi uses the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker] to track item citations and the status of requested materials. The MRAi Student Librarian saves citations for viable candidates to the DTES RAP by using the appropriate columns of the spreadsheet. Each new entry receives a "Data Created" status and initially includes the item's title, its creators, a publisher DOI, a full citation, and a creator point-of-contact (i.e., the article's designated corresponding author). The Student Librarian fills other fields in the entry as the item progresses through the relevant processes.

= Checking Copyright Permissions =
The starting place for discovering and understanding publisher self-archiving policies is [https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder] (formerly SHERPA/Romeo). Although the Policy Finder is a good place to get a quick policy digest, each entry includes links to the journal's self-archiving policy page. Use these links to verify and clarify policies and conditions on the publisher's website.

A term that Student Librarians will become familiar with as they understanding publisher self-archiving policies is "embargo." An embargo is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals and/or those with institutional affiliation(s). If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Folks interested in items currently under embargo must make a special request to cIRcle in order to access it.

=== Understanding Article Versions ===
cIRcle has a Wiki page for [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Adding Faculty Publications to cIRcle]] which includes a section on [[Library:Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|Identifying Permitted Self-Archiving Versions]]. This section of the SLO Wiki is informed by the information found on that Wiki page.

Copyrighted versions of scholarly articles are generally divided into three categories:

'''1) Publisher's version (or, version of record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is not usually acceptable for deposit in an open access repository. Many creators confuse this version for the post-print so it's important to check carefully what a creator sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. View an example of [http://hdl.handle.net/2429/89640 the published version of an article].

''Consider the publisher's version the final, very polished, and glossy version of the work with all the bells and whistles.''

'''2) Author's Accepted Manuscript (also known as AAM, AM, or postprint):''' This is the version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final version of the article manuscript that has been accepted for publication but prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [https://science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. 

Most publishers allow for this version to be deposited. However, it is also the version most often requiring an embargo period, a version statement with a citation, and a link to the published version. View an example of [http://hdl.handle.net/2429/85313 an author's accepted manuscript].

''Consider the post-print the almost-but-not-quite version that is allowed to be shared but only if you follow a few rules. It is pared down and has all the information, but none of the design details of the former.''

'''3) Submitted Manuscript (or, preprint):''' The version of the manuscript first submitted to the publisher for consideration. Many publishers allow the deposit of pre-prints without embargoes. However, the Tri-Agency policy requires the author's accepted manuscript version (postprint) to be deposited. View an example of [http://hdl.handle.net/2429/85800 an author's submitted manuscript].

''Consider the preprint almost the same as a paper that you would send to a professor: it looks like a word document and has not yet been through the review process.''

=== Applying Article Versions ===
Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article without paying an open access fee also referred to as an Article Processing Charge or APC. These versions must be acquired from the author.

The majority of the articles you will be requesting will be accepted manuscripts. If they were published within the last year, they will likely be under an embargo. As these version types can look very different, the Student Librarians will need to become adept at identifying the version types and, if needed, following up with the author to ensure they have the right version.

The Student Librarian first needs to identify which version of an item is permitted for self-archiving, and then work with the item's author to apply any conditions such as a version statement, citation, and/or embargo. Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)."

In many cases, creators will need clarification from the Student Librarian to understand the differences between the version types. For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki or the [https://wiki.ubc.ca/images/f/fe/CopyrightcIRcle_AuthorsGuide.pdf Author's Guide to Self-Archiving].
=== Strategies for Checking Journal Copyright Permissions ===
The Student Librarian can generally go through the following steps to check the copyright permissions of a scholarly article:

'''1)''' As mentioned above, first search for the journal in the JISC Open Policy Finder for an at-a-glance view of their self-archiving policies. Then, visit the website of the journal and double-check their open access policy to ensure the information found on the JISC Open Policy Finder is up-to-date.

'''2)''' Use tools, such as the [https://unpaywall.org/ Unpaywall] browser extension and [https://shareyourpaper.org/ Share your Paper], to see if there is an open access version of the article somewhere online.

'''3)''' Try searching for the article in the UBC catalogue to see if it's a part of the UBC Library collection already.

'''4)''' Search [https://resources.library.ubc.ca/page.php?id=41 Ulrichs] to see an example of record confirming where the journal is made available online, as well as if it is open access.

'''5)''' As a final step, contact the journal's editor for more information. If this needs to be done, please contact the MRAi cIRcle Project Lead and the MRAi Community Engagement Librarian DTES RAP Project Lead first.

= Requesting Creator Permissions =

=== Email Templates and Preparing Correspondence ===
The MRAi team has drafted a number of templates to streamline and standardize the process of requesting creator permissions for articles identified for inclusion to the DTES RAP. The email templates are located in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/Email%20Templates?csf=1&web=1&e=XKKlmj Teams > Collection Work > Email Templates]. To make it easier for the Student Librarian to use and copy the email templates, they are also held in a folder of the same name in the shared MRAi email inbox. The Student Librarian will select the appropriate template based on whether or not the MRAi team has contacted the creator before and at what stage engagement with this creator is at (e.g., self-archiving request sent, providing next steps for self-archiving in cIRcle). A helpful tool here is the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=X6nkRL Master List - Student Librarian Engagement Notes and Listerv Subscribers]. Use this document to not only check whether the MRAi team has previous and/or current engagement with certain creators but also to keep track of the engagement currently happening with the creator regarding self-archiving requests.

Unsure of which co-author/co-creator to contact about an article/item? Most scholarly articles will have a designated author that correspondence can be directed to. This information is often found in the author field at the top of an article or, in some cases, it may be found in the article's footnotes or endnotes. Sometimes this information is indicated by the presence of an envelope icon next to an author's name.

==== When drafting correspondence from the MRAi shared email account, please keep the following in mind: ====
* For every email, use a descriptive subject line. Each email template has a descriptive subject line for the Student Librarian to use.
* Always cc: the MRAi Community Engagement Librarian DTES RAP Project Lead.
* If requesting more than one article from the same creator, send only one e-mail with a numbered list of all the relevant articles. For each article, include a full citation and a description of the publisher's stipulations for archiving the article (i.e., the permitted version, embargo period, date of embargo expiry if applicable).
* When sending out a self-archiving request ('''Template 1A''' or '''Template 1B''') be sure to also include a pre-populated PDF of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-exclusive Distribution License Form] for the creator to review and sign. Depending on correspondence and the individual style of each Student Librarian, the cIRcle license can also be passed along to the creator when providing next steps ('''Template 3''').
** Reminder: At least one co-creator must fill out the license form online for the article to be uploaded to the repository. It is expected that the creator signing the cIRcle License will make co-creators aware of their agreement to archive the article in cIRcle. The creator who fills out the form assumes license permissions responsibility on behalf of all co-creators. If the creator chooses to notify others affiliated with the paper, they may do so by inserting their e-mail addresses into the cc: field.

* If an article already has a Creative Commons (CC) License and it is permissible to distribute freely in things like institutional repositories, it is still best practice to notify the creators that their work is now also accessible in cIRcle ('''Template 5''').
* For consistency, please use Calibri font, size 11, and Canadian spelling.
* Use custom links when referring to the DTES RAP so that the MRAi can track the portal's traffic (e.g., academic audiences vs. community-based audiences).
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation academic audiences].
** Use this link for [https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation community audiences].

=== Version Statements ===
Version statements help alert users what version of academic research they are reading (e.g., the preprint or postprint), as well as where they can find the published version of the article. As a general rule, Student Librarians apply the version statement to an item on behalf of creators. Even if the publisher does not require a version statement, it is very helpful to cIRcle to include one.

Some publishers will have a version statement template to apply to an article's submitted manuscript or accepted manuscript, and this can often be found in the publisher's open access policy or somewhere on their website.

However, most version statements follow a similar format, and Student Librarians can generally use the following format when applying a version statement:

''"This is the [pre-print/post-print] version of the following article: [full citation], which has been published in final form at [article DOI]. This article may be used for non-commercial purposes in accordance with [publisher names] Terms and Conditions for Use of Self-Archived Versions."''

Note: The inclusion of the last sentence will depend on the CC license of the individual journal. The most important part is the statement of the version and the full citation.

View an example of [https://dx.doi.org/10.14288/1.0394565 a MRAi-archived scholarly article with an amended version statement] in cIRcle.
{| class="wikitable" style="width: 100%;"
| style="border-right: hidden; border-width: 1px; width: 7%;" |[[File:079575-blue-white-pearl-icon-business-light-on.png|link=https://wiki.ubc.ca/File:079575-blue-white-pearl-icon-business-light-on.png|100x100px|Tip]]
|'''Tip:''' If the creator sends an incorrect version, you will need to follow up and provide clearer instruction on version types. If a creator uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}
=== "Pursuing for cIRcle" Workflow ===
When an item has been identified as a good candidate for cIRcle, the Student Librarian can move through the following workflow:

'''1)''' '''Update the item entry.'''

Go to the item's entry in the [https://docs.google.com/spreadsheets/d/1pSEZS_PC56eJitqwDv6AELGQK-rEG9_Gu_71ttzY0OM/edit#gid=0 DTES RAP Workspace] and change the text in the '''cIRcle Update''' column to "Pursuing for cIRcle."

'''2)''' '''Complete metadata for item(s).'''

Update other metadata fields for the item in the DTES RAP Workspace as needed. Past Student Librarians have found that completing the metadata for an item ''before'' pursuing it for cIRcle is helpful, especially since part of the self-archiving process with the creator/author may require sharing the metadata with them for their review and input. This is usually the case when working with community-generated materials, such as annual reports.

'''3)''' '''Send a self-archiving request to the corresponding creator.'''

To initiate correspondence with the item's creator, use either '''Template 1A''' (for new contacts) or '''Template 1B''' (for existing contacts) to request participation in the DTES RAP. Be sure to also include the citation(s) for the item(s) that have been identified as candidates for cIRcle and the DTES RAP. If there is no response to this initial email within two to three weeks, the Student Librarian can send a follow-up email using '''Template 2'''.

A friendly reminder that any and all correspondence with a creator/author necessitates comprehensive documentation. The Student Librarian can use the '''Item Notes''' column in the DTES RAP Workspace to track ongoing communications with an item's creator/author as they advance through the "Pursuing for cIRcle" workflow process. However, it is more important that creator engagement is well-documented in the [https://ubcca.sharepoint.com/:x:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Reporting%20and%20Evaluation/Community%20Consultation%20and%20Engagement/Master%20List%20-%20Student%20Librarian%20Engagement%20Notes%20and%20Listserv%20Subscribers%20(2023).xlsx?d=w2f4ba81280f94730b2f7dd00b89f095b&csf=1&web=1&e=85QL72 Master List - Student Librarian Engagement Notes and Listserv Subscribers] so that this correspondence can be referred back to at future dates by present and future MRAi team members.

'''4)''' '''Prepare the cIRcle license and cIRcle submission folder; then, send the unsigned cIRcle license for the creator's review and signature.'''

When the creator responds to the self-archiving request and expresses that they are interested in participating with the DTES RAP, complete a [https://circle.ubc.ca/submissions/license-form/ cIRcle license] for the item(s) at hand, including citation(s), pre/post-print status(es), embargo period(s) and copyright owner(s). Populated cIRcle licenses that have been used in previous submissions to cIRcle can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=Yf4Si2 Teams > Collection Work > cIRcle Documents]. 

Next, ensure that there is a cIRcle submission folder ready for the item and its corresponding documents ([https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions?csf=1&web=1&e=zdiNgm Teams > Collection Work > cIRcle Documents > Submissions]). If the creator does not already have a designated cIRcle submission folder, create one using the naming convention "Last Name, First Name" (i.e., Cui, Zishan). For community organizations, please use the name of the organization (i.e., Carnegie Dance Troupe).

Each cIRcle submission folder should contain the following subfolders:

* '''Archived:''' Houses the unsigned cIRcle license, as well as documents for any of the creator's past submissions to cIRcle. This folder is for MRAi purposes only, and the intention behind it is to mitigate any possible confusion between current and past documents when any submissions are passed on to cIRcle staff.
* '''Files to be deposited:''' Houses the PDF or Word formats of the items that are being submitted to cIRcle for deposit. Use the naming convention "LastName_YYYY-MM-DD_##" (e.g., Cui_2023-02-24-01) for each item that will be submitted to cIRcle for deposit. The date used here should align with the date that the item is submitted to cIRcle. This helps distinguish between past cIRcle submissions for one creator that, after being successfully deposited to cIRcle, are held in the Archived folder. The "##" portion of the naming convention helps to distinguish between multiple submissions to cIRcle at one time. For instance, when researcher Michelle Cui submitted two articles to cIRcle, the [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/Files%20to%20be%20deposited?csf=1&web=1&e=4dIk7I submissions] were distinguished from each other as Cui_2023-02-24-01 and Cui_2023-02-24-02.
* '''License & metadata:''' Houses the populated and signed cIRcle license for the creator, as well as any corresponding documents that the cIRcle staff will need to review alongside the license. Corresponding documents may include:
** '''Submission lists''' - A list of items being submitted to cIRcle. The creation of such a list is only necessary when the number of items and their relevant information (e.g., citations, copyright owners, permissible versions, etc.) exceeds the allotted corresponding space on the cIRcle license form. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Cui,%20Zishan%20(Michelle)/License%20%26%20metadata/Cui_Submissions_2023-02-24.docx?d=wf813d651b9314669a794a5a91e49e4b4&csf=1&web=1&e=K0eEIT an example of a submission list].
** '''Affiliation lists -''' A comprehensive list of affiliations for the item(s) being submitted to cIRcle. Like the submission list, an affiliation list is only necessary when the number of affiliations for an item/items exceeds the given space provided on the cIRcle license. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Argento,%20Elena/License%20%26%20metadata/Argento_Affiliations_2023-10-24.docx?d=w4132b9b452374dd58442aedbb3d07b4e&csf=1&web=1&e=sN2JOB an example of an affiliation list].
** '''Community Metadata Sheet -''' The metadata prepared for and reviewed by community organizations for their materials. View [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Submissions/Watari/License%20%26%20metadata/Watari_Metadata_2023-11-30.docx?d=wbf264ccb6bcc44adb16174b8e965134e&csf=1&web=1&e=DqCfyg an example of a community metadata sheet]. A primer for the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets/Community%20Metadata%20Sheet.docx?d=w9df7942ce0c643a5b77b96f849c1379d&csf=1&web=1&e=jtxSUq Community Metadata Sheet], which should be sent to community organizations alongside any prepared metadata, can be found in [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Collection%20Work/cIRcle%20Documents/Metadata%20Sheets?csf=1&web=1&e=aebcwo Teams > Collection Work > cIRcle Documents > Metadata Sheets].

When the cIRcle license and the cIRcle submission folder are ready, send the populated (but unsigned) cIRcle license to the creator. Use '''Template 3''' to draft this email and attach a PDF version of the cIRcle license. Once this email has been sent, move the unsigned cIRcle license to the Archived folder in the creator's designated cIRcle submission folder.

'''5) Review the signed cIRcle license and the permissible version of the article.'''

When the creator returns the signed cIRcle license and passes along the permissible version of the article, review the signed license and the permissible article version to ensure that everything is complete and accurate. Because article versions can be difficult to parse and are not necessarily intuitive, it's not unusual for some back-and-forth emails between the Student Librarian and the creator to happen before the correct version of the article is secured.

When the correct permissible version for the article at hand have been secured, double-check whether [https://wiki.ubc.ca/Documentation:Student_Librarian_Orientation_(MRAi)#Version_Statements a version statement] is needed for the item ahead of its submission to cIRcle. If so, please apply the version statement at this stage.

Once the cIRcle license is completed/signed and the permissible version of the article is correct, then the documents are ready for submission to cIRcle. Ensure that the cIRcle submission folder for the creator has been updated to include the signed cIRcle license, the permissible version of the article, and any other corresponding documents.

'''6) Submit the item to cIRcle.'''

Follow the same steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#The Submission Process|submission process]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Submitting Content to cIRcle|Submitting Content to cIRcle]] section.

'''7) Upload the item to the DTES RAP.'''

When the item has been successfully deposited to cIRcle, a persistent URI for the item (e.g., http://hdl.handle.net/1974/26685) will be provided through a confirmation email from cIRcle staff (likely from the cIRcle Specialist). Review the cIRcle entry for the item to ensure that the metadata is correct, especially as this information will auto-populate the item's record in the DTES RAP.

Using the cIRcle DOI for the item, create an item record for the item in the DTES RAP. Follow the steps outlined in the [[Documentation:Student Librarian Orientation (MRAi)#RAP Items|Creating Item Records]], which can be found in the [[Documentation:Student Librarian Orientation (MRAi)#Making Changes to the RAP|Making Changes to the DTES RAP]] section.

'''8) Notify the creator.'''

When this new item record has been published to the DTES RAP, notify the creator. Draft an email to the creator using '''Template 4'''.

= Submitting Content to cIRcle =

=== The Submission Process ===

* Items with a UBC affiliation are within scope for cIRcle and can be pursued for inclusion.
* The MRAi Student Librarian ensures that relevant metadata is captured in the body of the cIRcle license (e.g., citation, publisher DOI, embargo dates, content version, etc.). Articles which already have a Creative Commons license must have the terms appear on the resource or be included in the body of the email.
* The MRAi Student Librarian forwards the correct version of the article content and, where applicable, a completed cIRcle license to the [http://mailto:circle.repository@ubc.ca/ cIRcle Office] via email to circle.repository@ubc.ca.
* The cIRcle Specialist reviews the material and, where necessary, follows up with the MRAi Student Librarian if there are questions or need for clarification.
* The cIRcle Specialist submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist notifies the [http://mailto:mrai.info@ubc.ca/ MRAi Student Librarian] by e-mail once the content is available in cIRcle (see template message below for reference). The notification will include the URI for the content.
* The MRAi Student Librarian notifies the content creator that the work is now available in cIRcle using the provided templates; as well as updates the master rapTracker excel spreadsheet to indicate the circle is now effectively closed, pun intended.

Consult'''[[Documentation:MRAi cIRcle Submission Workflow#Checklist| the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow. Please submit any questions about the cIRcle deposit workflow to the cIRcle Office listserv circle.repository@ubc.ca.

=== Community Metadata Template ===

* You can use the metadata template when engaging with community organizations and uploading their items to the RAP. The template explains the fields and details that we include and the purpose of metadata. Using this template, we provide a clear outline of the proposed metadata for their items; this is then sent to the community organization for their review and approval before sending either to cIRcle or uploading to the RAP.
*''Tip: use a red font or add additional comments to draw attention to certain fields that require feedback.''
*'''Attention:''' While cIRcle and the RAP are connected, they use some of the fields differently from the RAP (namely the creator/contributor). Eg. cIRcle doesn't use the contributor field in the same way as the RAP, so when a community produced item has multiple individuals as both creators and contributors, we ask the cIRcle staff to leave these fields blank when they are uploading the items so that we can differentiate between the two fields when we upload the item to the RAP. It's not perfect, but it's working! Additionally, you might come across some discrepancies in how the contributor field is used. This is largely due to capacity issues as it can take a substantial amount of time to manually enter each name. You will see that for certain items which have a significant amount of contributors, we decided to included those names in the description field, rather than add them individually to the contributor fields. This is largely done on a case by case basis however, and tends to be for more publicly accessible documents by large organizations, rather than community based organizations. For the latter, we do prioritize including the individual contributors, regardless of the time it takes to enter each name separately.

=== ASTU 100 Infographic Submission Process ===

* To submit the new batch of ASTU 100 infographics to cIRcle there are a few steps we must take.
* Reference the [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/ASTU%20100%20Project/ASTU%20100%20Workflow.docx?d=w90a7a3112cb947678fdfa17c023782d1&csf=1&web=1&e=3aSael 2023 Workflow document] to ensure that each step is completed properly.

=== Submission Confirmation E-mail Template ===
'''''Note: Once cIRcle has sent the item confirmation and the Student Librarian has added the item to the DTES RAP, send this email to the creator/contact.'''''

Use the email template 3 in the "Template 3 Step Process" doc in the shared OneDrive Folder.

=== Updating the Tracking Spreadsheet ===
Once the URI has been received, the MRAi Student Librarian updates the rapTracker:

* Change the article's '''Action Status''' to "Complete" and update the cIRcle Update to "MRAi Archived."
* Copy and paste the '''cIRcle URI''' to the correct column.
* In the '''Items Notes''' field, make a final dated entry confirming the article has been archived in cIRcle.

==== Checklist ====
{| cellpadding="2" cellspacing="0" border="1"
! colspan="2" scope="row" |Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet repository [[Documentation:MRAi cIRcle Submission Workflow#Selecting Materials for MRAi: Our Criteria| Material Criteria]]?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
!Yes/No
|Is a creator affiliated with UBC?
|-
! scope="row”" |   Yes/No   
|Do you have access to it?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need a special citation?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the creator or does the article already have a Creative Commons license?
|-
!   Yes/No   
|Have you forwarded a copy of the article to the cIRcle Office at circle.repository[at]ubc.ca?
|-
!   Yes/No   
|If the article has been archived, have you notified the creator and updated relevant tracking spreadsheet(s)?
|}

= Tracking and Adding the Downtown Eastside Geo-Tag =

=== During the Submission Process ===
During the submission process, the cIRcle Specialist should ensure the following LC Authority geo-tag is added to the Geographic Location field exactly as rendered here: '''''Downtown-Eastside (Vancouver, B.C.)'''''

=== For Items Already Added to cIRcle ===
Items already ingested or added into cIRcle (e.g. Electronic Theses and Dissertations (ETDs), BioMed Central (BMC) articles) and (Multidisciplinary Publishing Institute)MDPI that fit MRAi criteria for inclusion also require the geo-tag.

* The MRAi Student Librarian is responsible for identifying items that need the geo-tag and placing them in the [https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geo-tag Remediation Tab] sheet within the rapTracker. The MRAi Student Librarian should refer to the [[Documentation:MRAi cIRcle Submission Workflow#Representational Output| Representational Output criteria]] and use their discretion when determining which items are appropriate for inclusion. To find items, you will search '''IN''' the cIRcle database use similar search terms to those of alerts, like “Vancouver” AND “Downtown Eastside” to scan the existing collection to find any outliers that do not already have the required geotag.
* The cIRcle Specialist is responsible for checking the tracking document for new content at the beginning of each month. Using the provided URI, she will update the cIRcle item record with the geo-tags to any newly-identified items. She will update the "Geo tag added Y/N?" column from an "N" to a "Y" to confirm the task is complete.

= Adding Researchers to the Directory and Projects Pages =
[[File:MRAiProjectsDirectoryWorkflow.jpg|center|thumb|600x600px|Workflow for adding researchers to projects and directory pages]]

These functions are currently performed by the CBR Assistant.

* Consult with Community-Based Research Coordinator and other team members to identify priority researchers to contact
* Once you identify a researcher, refer to the RAP Creators Tracker to see if researcher has already been added.
** If the researcher has not been added, add them.
** If the researcher has been added, check to see if anyone has contacted the researcher by looking at Column H, "Creator Engagement notes."
**'''Tip:''' If needed, search MRAi inbox for additional details about recent contact.
* Email the researcher. Note: all email templates are housed in a shared folder. Modify them as needed to add a personal touch and / or address recent engagement between the researcher and the MRAi.
** You will first send an initial contact email to see if the researcher is interested.
*** If they don't respond, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they express interest, send a follow-up email (see next section).
** Send a followup email with a unique Qualtrics link (see [https://wiki.ubc.ca/Sandbox:Student_Librarian_Orientation#Qualtrics Qualtrics] section).
*** If they do not respond to the survey, send an email in two weeks to remind them. If they do not respond after the second reminder, no further action needed. Update the tracker and let Community-Based Research Coordinator know.
*** If they respond to the survey, input their information to the portal.
***'''Tip''': When you send the survey link, set a Task in Outlook to contact the researcher in two weeks if they do not respond to the survey.
* Input researcher's information to the portal.
** See [[Sandbox:Student Librarian Orientation#Qualtrics|Qualtrics]] for information about how to export information, and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance on how to input information to the RAP.
* Thank the researcher using the email template.
** Be sure to add a link to their specific projects pages.
**'''Tip''': Set a Task in Outlook to contact the researcher a year from when you input their information. Even if you are no longer in the position, you can assign these to the incoming student staff member.
* Annual followup
** One year after a given researcher was added to the portal, email them using the annual researcher check-in template.

*

= Tools & Key Documents =

== MRAi E-mail Account ==

=== Intended use ===
The MRAi mailbox ([mailto:mrai.info@ubc.ca mrai.info@ubc.ca]) is intended for "official correspondence." Please use this address when communicating with researchers, scholars, representatives from neighborhood organizations, and cIRcle Operations. This mailbox also receives regular search alerts from bibliographic databases (like Google Scholar and Read QxMD) that point to newly-published research on the DTES. These get sorted into their respective sub-folders and are reviewed for inclusion in the RAP Workspace at least once/month. In 2020, the inbox was renamed "Learning Exchange-UBC Library MRAi" and the UBC crest was added as the profile picture.

Note: In general, use first and last names when answering contact form emails and avoid assuming pronouns.

=== Linking to the DTES RAP ===
When linking to the DTES RAP in messages, use the correct trackable link.

For academic audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=researcher&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

For community organization audiences:

<nowiki>https://dtesresearchaccess.ubc.ca/?utm_source=com_org&utm_medium=email&utm_campaign=phase_two&utm_content=RAP_item_invitation</nowiki>

=== Switching between e-mail addresses in Outlook ===
When sending an e-mail, note the address in the '''From:''' field. If sending an e-mail to a researcher, organizational representative, or cIRcle Operations, be sure to use the dropdown on the '''From:''' button to switch from your "personal" UBC account to the MRAi account. This is a shared email.

=== Folders ===
'''@in_RapTracker'''

* What this is for

'''Alerts—Google Scholar'''
* Sort incoming search alerts from Google Scholar into this folder.
'''Alerts—Mendeley'''
* Sort incoming search alerts from Mendeley into this folder.

'''Alerts—READ by QxMD'''
* Sort incoming search alerts from QxMD into this folder.

'''ASTU'''

* Sort correspondence related to the ASTU 100 infographics project into this folder.

'''cIRcle Communications'''
* Place e-mails to and from cIRcle Operations (except notifications for successful cIRcle deposits) into this folder.
'''Completed List-serv Requests'''

* Once requests to be added to the list-serv have been processed, move them from the general inbox into this folder.

'''Inquiries from Other Institutions'''

* Sort correspondence with other institutions reaching out to learn about MRAi structure / processes / mission, etc., into this folder.

'''MRAi Creator Responses'''
* If a scholar/creator responds to your initial contact e-mail, sort the response into this folder.

'''MRAi Deposits'''
* Place all cIRcle Operations notifications for successful article deposits into this folder.

'''MRAi Licenses'''
* Place all automated notices for successfully submitted cIRcle licenses into this folder.

'''MRAi Permissions'''
* Place MRAi's requests to creators to have their projects hosted on the DTES RAP Project page into this folder.
'''MRAi Project & Directory Correspondence'''

* Sort all correspondence related to inclusion on the projects and directory pages into this folder.

'''MRAi Requests to Creators'''
* Place your initial requests to scholars/creators into this folder.
'''Publisher Communications'''
* Place e-mails to and from academic publishers into this folder.
'''RAP Contact Form'''

* Sort correspondence related to contact requests submitted via the site's contact form into this folder.

'''RAP Suggested Items'''
* Processed 'Suggested Items' are filed to this folder when complete/entered into our tracking system.
'''Rap WordPress'''

* For correspondence related to modifications to the WordPress.

'''Soft Launch Email Responses (Semi-Active)'''

* Houses email responses sent in reply to soft launch email from March 2021, unlikely that there will be anything to add.

'''Work General'''
* If an e-mail does not fit into any of the categories above but should be saved, move it to this folder. If there's a need to add new folders please discuss with Aleha.

== rapTracker ==

=== Overview ===
This is your mainframe, your best friend, where the magic happens! It keeps track of the ins and outs of the RAP, cIRcle, creators, and is a convenient way for everyone involved to get a quick snapshot of the collection at any given moment. In other words, the '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=0 rapTracker]''' is a restricted spreadsheet that describes items in the MRAi collection. The fields in the rapTracker follow the initiative's [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit?usp=sharing '''Metadata Schema''']. The rapTracker was originally designed to help MRAi develop comprehensive and consistent item metadata in anticipation of the DTES RAP's launch, and to make it easier for the data to be imported to the RAP in bulk. Going forward, it should continue to be used in order to ensure continued data quality, integrity, and necessary redundancy alongside entries into the DTES RAP.

While it looks intimidating at first, it’s a pretty accessible space to be able to work with the metadata and get it ready for uploading into its respective interfaces, like the RAP or cIRcle. It’s also a space where you can leave notes for future GAA’s or other relevant parties about issues that have arisen, if anything is resolved, if items are ready for launching on the RAP, and so forth. Notes in a rapTacker item also connect with the [https://3.basecamp.com/3203619/buckets/9198328/cloud_files/3709983619 '''DTES Creators tracking spreadsheet on OneDrive'''], to keep track of what notifications were sent to whom by which team member and when.

'''Sample tasks that the rapTracker is currently used for:'''

# Tracking details of items that will be added to RAP and/or CIRcle
# Tracking metadata
# Status updates for individual items

More info is available at the [[Documentation:MRAi DTES RAP Metadata Style Guide#The rapTracker|Metadata Style Guide]].

As of November 2021, a [https://3.basecamp.com/3203619/buckets/9198328/google_documents/4362707655 RAP Workspace] was added to allow for a more streamlined look at the ‘In progress’ and ‘attention items’ without all the ‘complete’ items on the same sheet, which can get confusing and cluttered. Here the student will enter all the relevant metadata and follow the subsequent correspondence tasks, and then move the line over to the official RAP tracker once it can be considered complete. It is a low-stakes environment to get a good handle on the way the tracker and the overall MRAi role operates.

=== Tabs in the rapTracker & Geotagging ===
'''Items Descriptions'''
* Item descriptions derived from all items in all stages of processing. As of April 2021, it includes every item on the list, whether or not they have been archived to cIRcle.

'''Index and Match'''

* Once all metadata fields are complete, use this tab when creating an object in the DTES RAP.
*

'''Geotag Remediation Tab'''

cIRcle marks items in the repository that have been identified as part of the MRAi collection with a Geographic Location tag:
*'''''Downtown-Eastside (Vancouver, B.C.)'''''
cIRcle also archives a great deal of items as part of its regular, non-MRAi-related workflows. Some of these items must later be discovered and identified by the Student Librarian as candidates for inclusion in the MRAi collection. The two types of items that are most commonly retroactively identified as part of the MRAi collection are
# Theses and dissertations that include research on and discourse about the DTES;
# Open Access scholarly articles from the publisher BioMed Central that have been set up for automatic ingestion to cIRcle.
The '''[https://docs.google.com/spreadsheets/d/17hnzUxWBdKYALLYmCi3Iy4ShtqqAm_HX_dJPNT31hDA/edit#gid=430681427 Geotag Remediation Tab]''' tracks cIRcle Specialist's addition of the '''''Downtown-Eastside (Vancouver, B.C.)''''' Geographic Location tag to items that the MRAi Student Librarian has flagged.
* The Student Librarian adds the item's title, creator(s), and the corresponding cIRcle URI to the appropriate place in the sheet (arranged in alphabetical order by first creator's surname).
** The Student Librarian must also make an entry for this item in the Tracking tab.
* The Student Librarian indicates in the '''Source''' column whether the item is ETD (Electronic Thesis/Dissertation), BMC (BioMed Central article), or Other (any item not fitting into the first two categories, including Graduate Projects).
* The Student Librarian places an "N" in the '''Geotag added?''' column to indicate to cIRcle Specialist that the item needs the geotag.
* The cIRcle Specialist, who checks the document periodically for updates, adds the geotag to the item and changes the "N" in '''Geotag added?''' to a "Y."
* To complete the workflow, the Student Librarian places an "Y or N" in the last column "Uploaded to the Rap" and once done notifies creators.
'''Tips for finding items in cIRcle as candidates for Geotag'''

* Start by using the '''advanced Search''' [https://open.library.ubc.ca/search/advanced<nowiki>]. </nowiki>
* Try '''exact phrase''' searches but include synonyms for the geo-tag (DTES, Downtown Eastside, Downtown East Side, etc.)
* For the most comprehensive search search in '''all fields for more precise search limit to Descriptions''' (but we aware that not all items have descriptions/abstract in cIRcle).
* Ensure '''cIRcle''' is checked as the '''source repository'''
* Apply the '''NOT''' limiter and the '''geographic location''' ['''''Downtown-Eastside (Vancouver, B.C.)]''''' field to omit anything we’ve already geo-tagged
* See screenshot of sample search: [[:File:DTES geo-tag search 2021-07.png]]

*

=== Entering Metadata into the rapTracker ===
When ascribing metadata to an item, consider the intention of the item was created with and consult the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] and [https://docs.google.com/spreadsheets/d/1B59Qd7DcszCBoQUa8dEArcU7n9JdsyYhq8agnTyL-eg/edit#gid=145969972 Metadata Schema.]
* The item entries in the rapTracker are placed in order by unique item identifier and then their citation. At the beginning this list was organized alphabetically, but as the collection grew, this became unsustainable and it is now only sorted by date and item identifier. These variables are combined as one single number and follow a formula of: the date and the number of item(s) added that day. For example, an item added on January 11, 2022 would be written as 2022-01-11-001. The date (in green) is written first, followed by the item number (in bold). If you add any other items to the tracker that day, they would be written as 2022-01-11-002, 2022-01-11-003, and so forth. Any item added the next day would be written as 2022-01-12-001. All new items are added at the bottom of the tracker, which allows for a quick and clear visual on how many new items need to be addressed.In cases where the first creator has multiple entries where they are listed as first creator:
** In cases where the first creator has multiple entries where they are listed as first creator:
*** If the creator has items they creatored alone, list those first.
*** Then list items they have co-creatored, putting them in alphabetical order by the second creator's last name.
* Make a blank row:
** Click on the row number that will be above or below the one you want to insert in the document.
** Right-click and select "Insert 1 above" (if you have highlighted the row below the one you are about to insert) or "Insert 1 below" (if you have highlighted the row above the one you are about to insert).
* Create a [[Documentation:MRAi DTES RAP Metadata Style Guide#Unique Item Identifier|unique item identifier.]]
* In the [[Documentation:MRAi DTES RAP Metadata Style Guide#Citation|citation]] field, write out a complete citation of the item (APA has typically been the standard).
* When entering information into the rest of the fields, refer to the [[Documentation:MRAi DTES RAP Metadata Style Guide|'''MRAi DTES RAP Metadata Style Guide''']] for further guidance.
=== Filters ===
The rapTracker has five default Filter Views that correspond to the Access Status'. Use the Filter dropdown arrow (the one next to the "funnel" button on the Google Sheets toolbar) to pull up these Filter Views.

These filters are used to isolate sets of items by their statuses. For example, if you only want to look at the items that are awaiting action, you can click Action Required and the sheet will filter out items belonging to other statuses. To turn the filter off, click the Filter dropdown arrow again and choose '''None'''.

'''Do not''' make changes to the document while a filter is on. In the past, this has led to issues around information being overwritten or not properly saved. Turn off the filter first, and then make the changes. If you have suggestions for how to improve this document please discuss with Aleha before making any changes.

== DTES RAP Creators Tracking ==
This is the sister spreadsheet of the rapTracker. It is restricted and kept on Teams. It is used to track who and when we contact creators that are published on the DTES RAP.

Before contacting a creator, check this spreadsheet and the MRAi inbox for previous communications, so you can tailor your communications better.

== Unpaywall ==

=== Overview ===
The [https://unpaywall.org/products/extension '''Unpaywall browser extension'''] is a helpful tool for finding open access versions of articles. Unpaywall [https://unpaywall.org/sources '''uses both existing indexes and manual tracking'''] to point to open access versions of scholarly resources.

When you browse a resource on a publisher website, the Unpaywall extension tab on the right side of your screen displays different colours to indicate whether or not it has found an open access version of the resource. If the tab is coloured green, gold, or bronze, you can click it to access a version of the item. Some '''''(but not all)''''' versions of an item that are discoverable through Unpaywall are eligible for inclusion on the DTES RAP.

=== OA colours ===
* A '''green''' Unpaywall tab indicates that a version of the item has been self-archived to an OA repository. These items are licensed for sharing and reuse.
* A '''gold''' tab indicates that the open access item was published by the publisher. These items are licensed for sharing and reuse.
* A '''bronze''' tab indicates that the item was previously limited to subscribers, but has since been released for reading (typically after an embargo period). Items with a bronze Unpaywall tab typically have restrictions on reuse and sharing, so it is best to avoid sharing these versions of the items on the DTES RAP.
* A '''grey''' tab indicates that Unpaywall could not find an OA version of the article.

== Setting Up New Search Alerts ==
A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert.

#'''Selecting Databases:''' Select databases relevant to subject fields you want to target. You may want to focus on journals that have published a lot of UBC faculty work over the past few years. You might also want to consider focusing on journals that you know have good open access policies. For more information, see [[Sandbox:Making Research Accessible Publications Workflow#Checking Copyright Permissions|Checking Copyright Permissions]]. You can check [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search. We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.
#'''Crafting a Search String:''' Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (in this case, "Downtown Eastside" and "DTES" would be two standard terms). Narrow this by applying an affiliation parameter and/or a proximity operator to the string, if possible. The parameters and operators are often database specific and will likely be defined by the database. Further target the search by combining an affiliation search with subject specific terms relevant to the field you wish to search. Many databases have their own specific terms to narrow results. This search will return a smaller number of items relevant to your subject.
#'''Setting up Alerts:''' When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use the mrai.info@ubc.ca e-mail address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

== DTES RAP Pages ==
The Downtown Eastside Research Access Portal ([https://dtesresearchaccess.ubc.ca/ DTES RAP]) makes resources about Vancouver’s Downtown Eastside (DTES) more accessible and easier to discover. It was developed as part of the Making Research Accessible initiative (MRAi). Below are brief descriptions of each of the pages on the portal.

=== Topics ===
This page contains a list of topic tags that users can click on to navigate the portal. The terms for the topic tags were developed to not just reflect what is present in the portal, but to also highlight topics that are of interest to community residents. These topic tags are not imagined to be static, and can be added to or changed over time.

=== Search ===
This page allows users of the portal to identify and access academic materials such as scholarly articles and research summaries, as well as community materials such as reports, historical documents, and more.

=== Directory ===
The directory identifies academic researchers and students who DTES community members and organizations could contact about research in the DTES. The current iteration of the site prioritizes UBC researchers. The directory was created in response to community members who identified not knowing or not being about to contact people who research in the DTES, and is designed to facilitate making those connections easier. In keeping with the values of the MRAi, only researchers who have given their permission to have their name and contact information on the site are included.

=== Projects ===
The projects page lists active or archived research projects that are happening or have happened in the DTES. This page was created in response to community members and organizations who wanted more knowledge about what research is happening in their neighborhood. In keeping with the values of the MRAi, only projects where the primary researchers have given their permission to have their research featured on the site are included.

=== Resources ===
The portal seeks to change the negative impacts of extractive ways of doing research by encouraging a more engaged and collaborative culture of knowledge exchange. This page provides links and brief descriptions of resources that have been identified as helpful for those interested in campus-community collaboration. Included in the resources are materials about making research more accessible, doing ethical and community-based research, using research for the public good, and planning a research partnership.

=== About ===
The About Page introduces the purpose and goals of the DTES RAP and the MRAi. It provides a brief history of the project, and is intended to be a jumping-off point for users to understand what they could use the portal for, what they will find on the portal, and how they might participate in the project.

=== News ===
The blog posts offer an opportunity to highlight different portions of the portal and make them easier for users to discover. For example, in one of the focus groups in user-testing the portal in 2019, participants identified wanting to use the portal to see different types of community-based research projects. While our tagging system does not currently have the ability to easily identify projects that use those methods in the search engine, a blog post could identify several research items available in the portal that do use these methods, making them more visible for users.

=== Contact ===
The contact page has a form where users can submit requests and recommend resources, and researchers can ask to be added to the directory or projects pages.

=== Help ===
The Help Page provides tips and tutorials for how to use the DTES RAP. This is imagined as a page users will go to for technical assistance in navigating the portal. In the future, we hope to add gifs and videos on this page.

== DTES RAP Content Style Guide ==
Currently, a [https://docs.google.com/document/d/1wdI8crJbTZnS9tCbgIz0ugqH4hFVdCDJGuQ8Ai_6T1g/edit#heading=h.6jz5j6euppp MRAi Content & Style Guide] is in development by Nick Ubels. Consult as needed.

== DTES RAP Admin Panel ==
The DTES RAP Admin Panel is the RAP's content management system. The Student Librarians and Community-Based Research Assistant use the Admin Panel to create, edit, or delete information that displays on the RAP website, including:
* Item-level metadata entries,
* Controlled vocabularies (CVs) and their terms,
* Researcher entries for the RAP's Directory,
* Project entries for the RAP Projects Page,
* Blog content,
* Static text and photo content.
The DTES RAP Admin Panel has two different interfaces:
* [https://dtesresearchaccess.ubc.ca/admin '''RAP Admin Tools Panel'''] (Handles items, CVs, researcher directory, projects)
* [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] (Handles blog posts and certain static content)
Both require an authenticated Campus-Wide Login to access.

== Making Changes to the RAP ==

=== RAP Items ===
'''Adding Items'''
* First, get all your necessary tabs open to make the process as seamless as possible, this includes the: RAP Admin Tools Panel, the RAPtracker or Workspace, and the article you are adding. The rapTracker has a built-in “Index and Match” feature that will make adding objects a little easier. You simply need to copy the unique object identifier from the main Item Description page and then go into the Index and Match tab at the bottom of the excel sheet. Here you will copy and paste the unique object identifier into Column B, line 2 and all the information will auto populate. It’s the same info as is found in the Item description tab, just in an easier to read format. Alternatively, scroll across the columns to find the necessary details to add to the RAP. It is up to you and your preference!
* Now back to adding an item: In the RAP Admin Tools Panel, scroll down slightly to the '''Add/Edit Objects''' heading and click '''“Add new object”''' button.
* You should now be in the '''New Object''' menu. Copy and paste the '''''Primary Source URL''''' and '''''Primary Source Description''''' information from the Item Description List item record.
* '''Tips for Primary URLs:'''
** Make sure the primary source URL starts with http:// or https://. Example: https://www.linkvan.ca/about Once finished, click '''Set Source'''.
** Once the Primary URL is set, more fields should appear. Please note Primary URLs cannot be edited after the item has been published.
** For items that are hosted with UBC Library (e.g., cIRcle/Open Collections, UBC catalogue and therefor pull metadata from the original hosted sources it is important to note for our backend harvester to update these items nightly from OC and Voyager, the URLs should be in the formats below;
{| class="wikitable"
|'''Source'''
|'''Format'''
|'''For Example'''
|-
|OC
|<nowiki>https://dx.doi.org/10.14288/*</nowiki>
|<nowiki>https://dx.doi.org/10.14288/1.0223647</nowiki>
|-
|Voyager
|<nowiki>http://resolve.library.ubc.ca/cgi-bin/catsearch?bid=*</nowiki>
|
|}
* To add a Secondary URL, click '''Add Source'''. A box with fields very similar to the Primary URL fields will appear.
*'''''Title''''', '''''Alt Title''''', '''''Serial Title''''', '''''Publication Date''''', '''''Description''''', and '''''Collection''''' are plain-text entry fields. Copy and paste the appropriate metadata from the Item Description List record to these fields. ''NOTE:'' the Collection is always the DTES.
*'''Creator(s), Contributor(s), Subject(s), and Language''' are "Click to Add" fields. This just means that if you do not “click to add”, then what you have entered will not be saved. In the Item Description List fields on the RAPtracker or Workspace, we differentiate the individual '''Creator(s), Contributor(s), and Subject(s)''' information for a given record with semicolons. On the RAP however, each creator(s), contributor(s), and subject(s) are entered as separate fields. So it takes a little bit of time and some copy/paste action, but it becomes second nature once you get the hang of it. Using ‘creator(s)’ as an example, the easiest way to enter all the necessary information in the RAP is to copy the entire creator list from the RAPtracker and then paste all the names into the creator field line on the RAP and press “Click to add”. Once you have added one field, the option to add more will then appear below. From there, just copy and paste each individual name into a new line and click to add, until you have gone through all the names. Be sure to delete the names from the original line as you go as well so you end up with a list of individual names in each field. The same process applies for the contributor(s) and subject(s) as well.
*'''''Access''''' is a dropdown field. Click the arrow and choose the option that matches the Access entry in the Item Description List record.
*'''''Projects''''', '''''Topics''''', '''''Affiliations''''', '''''Categories''''', '''''Genres''''', and '''''Types''''' are checkbox fields. For these fields, consult the Item Description List record and choose the Admin Panel checkbox options that match.
*'''''TIP:''''' The Affiliations field has grown extensively, so the easiest way to enter the information here is to search for the specific affiliation, check the box, and continue searching from there. You will not be able to see the entire list but once you have clicked the box, you can rest assured that the information is stored. If you do not see the affiliation listed, then you will have to add it by editing the ‘affiliations’ controlled vocabulary. See below for a detailed breakdown of how to do this.
* Items can be refer to other items. To make your item '''Refer To''' another item already in the RAP, you will need the other item's Object ID.
** The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
** The string after "[https://dtesresearchaccess.ubc.ca/admin https://dtesresearchaccess.ubc.ca/object/]" in the URL is the Object ID. It can begin with "ext." or "oc."
** Copy the string, paste it into the '''Refer To''' field for your new item, and click '''Add reference'''. Repeat if you want the new item to refer to more RAP items.

* When finished with all of the fields and satisfied with the results, click '''Publish'''. If you do not want the new item record to show up on the front end yet, click '''Save as Draft''' instead. If publishing sounds a bit intimidating, don’t worry if you think you have made a mistake or need to fix something, you can always edit an item once you have published it on the RAP.
'''Editing Items'''
* You can edit an existing item in two ways.
*# If you already know the item's Object ID, you can enter it into the '''Edit Object''' box on the main Admin Panel.
*# While signed into the Admin Panel, you can look for the item using the '''Search''' feature in the top nav, navigate to its page, and click the '''Edit Object''' button in the top left corner of the item record.
'''Deleting Items'''
* In the Item Editing Panel, there is a '''Delete''' button in the bottom-left. When you click it, a warning will display: ''Are you sure you want to delete this? The data cannot be recovered.'' To confirm, click '''Delete'''. To go back, click '''Cancel.'''
'''Adding research summaries'''
# Check if the original article is in rapTracker and is published on the DTES RAP (Search for title of the original article or creators)
# If not, add the original article to rapTracker and DTES RAP (this will help you generate the same metadata for the summary).
# Create an APA citation for the summary.
# In the rapTracker, insert a new row next to the original article, using the summary citation.
# Copy the applicable metadata from the original article, for example, subjects, topics, affiliations will remain the same.
## Note: For the summary, the creator is the creator/organisation that created the summary, under ‘contributors’, put the creators of the original article.
## Note for cIRcle items, creator first names may become initials, for example, “Wood, Evan” becomes “Wood, E.” In this case, follow cIRcle’s convention in the metadata of the summary. For more information, consult the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
# Add summary to DTES RAP.
## When the object is published on the RAP, it generates an Object ID under “Linked Objects” and “Refers To.” This is the Object ID of the item you added to the RAP (example: ext.6224).
## Copy this Object ID and add it to the rapTracker field under “RAP ID refers to.” This indicates that it has been published on the RAP and can be found by searching for this number.
# Cross-reference the summary to the original article.
## Find the Object ID of the original article
### The easiest way to find an item's Object ID is to search for the item, navigate to the item-level page, and consult the item's RAP URL.
### The string after "<nowiki>https://dtesresearchaccess.ubc.ca/object/</nowiki>" in the URL is the Object ID. It can begin with "ext." or "oc."
### Copy the Object ID of the original article and paste it in the summary’s rapTracker row under “RAP ID” for your new item.
# Return to the item in Wordpress and “edit object”
## Remember to click Add reference. Repeat if you want the new item to refer to more RAP items.
# In the rapTracker field “refers to DTES RAP ID”, add the object identifier number that was generated in “refers to” under Linked Objects in Wordpress Admin.
# Check how it looks on the RAP and check the links are correct

=== Controlled Vocabularies ===
'''Editing Controlled Vocabularies'''
* In the RAP Admin Tools Panel, scroll down to '''Manage Controlled Vocabularies'''. You will see a dropdown box with eight different controlled vocabularies: ''Access, Category, Expertise, Genre, Affiliation, Project_status, Topic,'' and ''Type.''
* Each correspond to a particular field in either RAP item records, researcher directory records, or project records.
* From the dropdown, choose which controlled vocabulary you want to edit and click '''Edit Vocabulary'''.
* For example, when '''Topic''' is chosen, you will be taken to a page with a list of Topic Terms.
'''Adding Terms Within a Controlled Vocabulary'''
* Scroll past the list of terms to the bottom of the page. Click '''Add a Term'''.
* Give your term a descriptive '''Label''' (required) and a '''Definition''' (optional). '''Label''' is public facing. '''Definition''' is not. Use the '''Definition''' field for scope notes and LC Name Authority Notes.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Editing Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a white '''Edit''' button. Click it to change the term's '''''Label''''' and/or '''''Definition'''''.
* When you have made your changes, click '''Save'''. To dismiss without saving, click '''Cancel'''.
'''Deleting Terms Within a Controlled Vocabulary'''
* Next to each term in the controlled vocabulary is a dark blue '''Delete''' button (just below the white '''Edit''' button).
* A confirmation box will appear. If you want to delete the term, click '''Delete''' again. Otherwise, click '''Cancel'''.
* If an item is tagged with the term, the system will not allow you to delete it. It will tell you which object IDs are tagged with the term. If you still want to delete the term, you will have to untag each item first.

=== Directory of Researchers ===
'''Adding a New Researcher'''
* Under the '''Add/Edit Researcher''' header, click '''Add New Researcher'''.
* '''First Name''' and '''Last Name''' are mandatory text entries.
* '''Title''', '''Institution''', '''Faculty''', '''Department''', and '''Description''' are all optional text entries. If you do not have any information for any one of these fields, leave the field blank.
* '''UBC Faculty Profile, Phone''', '''Email''', '''URL''', and '''Twitter''' are are all optional "Click to Add" fields. If you do not have any information for any one of these fields, leave the field blank. If you do have information, type one entry in the field and then '''Click to Add''' to save that entry. If you have another entry for the field (for example, if the researcher has two e-mail addresses and you have already entered one), repeat the process. If you need to remove or relocate information from one field to another, make sure to delete the text input and then click the button to '''Remove''' the information.
** If a researcher provides you with any links to a personal profile on a University faculty profile site or institutional profile, etc., add this link in the "UBC Faculty Profile" field, followed by ", See FirstName's [description of profile]" to show a description of the link on the profile page. '''Example''': Entering Joey McJoerson's CDC profile into the "UBC Faculty Profile" field, input: www.yourcdc.ca/Joey-McJoerson, See Joey's CDC profile
** If a researcher provides you with a Twitter link, add @TheirHandle into the Twitter field and Wordpress will hyperlink to their profile.
* '''Expertise''' is a checkbox field. If the research has supplied their area of expertise and it is in the Expertise CV, select it.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
*
'''Editing a Researcher'''
* Like items, you can edit an existing researcher in two ways.
# If you already know a researcher's Researcher ID, you can enter it into the '''Edit Researcher''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the researcher using the '''Directory''' feature in the top nav. Find the researcher in the list and click the '''Edit Researcher [ID#]''' button underneath their record.
=== Projects ===
'''Adding a New Project'''
* Under the '''Add/Edit Project''' header, click '''Add New Project'''.
* '''Project Name''' and '''Status''' are mandatory fields. The first is a text field; the second is a dropdown field with three options.
* '''Primary Researchers''' and '''Other Researchers''' are Click to Add fields.
* '''Project URL / Nickname, Description,''' and '''Methodology''' are optional text fields.
* Hit '''Publish''' when finished. If you want to cancel, click '''Delete''' instead.
'''Editing a Project'''
* Like items and researchers, you can edit an existing project in two ways.
# If you already know the Project ID, you can enter it into the '''Edit Project''' box on the main Admin Panel.
# While signed into the Admin Panel, you can look for the project using the '''Projects''' feature in the top nav. Find the project in the list and click the '''Edit Project [ID#]''' button in the lower right corner of the project "card."
=== Blog ===
'''Adding a New Blog Post'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Posts.'''
* In the Posts menu, click '''Add New''' near the top.
* Add a title in the Title field, then add your text to the field underneath.
* If needed, you can toggle between the '''Visual''' (WYSIWYG) tab and the '''Text''' (HTML) tab.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to '''News''' on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it will look.
'''Editing a Blog Post'''
* In the '''Posts''' menu, find the relevant blog post. Click on the title.
* When finished editing the post, click '''Publish''' again.
'''Deleting a Blog Post'''
* In the '''Posts''' menu, hover over a blog post title.
* You will see four additional options appear underneath the title. Click '''Trash'''.

*

=== Static Content ===
'''Editing Resources, About, and Help Pages'''
* Navigate to the [https://infohub-2019.sites.olt.ubc.ca/wp-admin/ '''Wordpress Admin Interface'''] and log in with your CWL.
* In the left sidebar, click '''Pages.'''
* You will see three main web pages: '''Resources''', '''Help''', and '''About.'''
* You will also find sub-pages underneath '''Resources''' and '''About.''' These sub-pages are preceded by an em dash.
* Click on the title of the page you want to edit. Edit content in either the '''Visual''' or '''Text''' tabs.
* When finished, either click '''Save Draft''' or '''Publish''' on the right panel. '''Preview''' will not display the post as it would look on the RAP, so you may have to publish the post and go to the corresponding site on the main nav of the [https://rap-uat.library.ubc.ca/admin '''RAP Admin Tools Panel'''] to see an accurate representation of how it looks.
*
'''Editing Header Images for Resources, About and Help Pages'''
* When in the edit panel for one of these pages, scroll down to '''Featured Image''' in the right sidebar.
* To change the image that appears in the header, click the Featured Image thumbnail.
* Wordpress will take you the the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library].''' You can either select an image from the collection of images that have already been uploaded to the Wordpress site, or you can switch to the '''Upload Files''' (top left corner) tab if you want to upload a new image.
* The images should be optimized for web, so the photo file size should be shrunk to less than 500kB.
* The aspect ratios should be similar.
* Make sure the image you select has an identifying name (it should probably correspond to the page it is going on—for example: "help_header1").
* With your image highlighted in the '''[https://infohub-2019.sites.olt.ubc.ca/wp-admin/upload.php Media Library]''', click '''Set featured image'''.
'''Editing Header Images for Other Pages'''
* If you want to edit static content on other pages (including the Home page, Topics, Search, Directory, and Projects), you will have to contact IT for the change.
* However, if there is a header image in place on one of these pages, it can be '''replaced''' through the '''Media''' tab in the left sidebar.
* Search the name of the page in the media library search bar. It should pull up the corresponding header photo for the page. Click on that photo.

[[File:SLO MediaGallery Capture1.png|thumb|A screenshot of the Media Gallery search.|none]]

* In the photo menu, click '''Replace Image.'''

[[File:SLO MediaGallery Capture2.png|thumb|In the photo menu, click on Replace Image.|none]]

* At the next screen, choose '''Just replace the file'''. Click '''Upload'''.
**Warning: Choosing '''Replace the file, use new file name, and update all links''' will break the link to the image on the site.

[[File:SLO MediaGallery Capture3.png|thumb|Select "Just replace the file."|none]]

== MRAi TeamShare Folder (aka Shared drive) ==

=== Overview ===
The root folder MRAi uses to store its files on UBC's TeamShare storage is called '''MRA Campaign (Path —T:\MRA Campaign)'''. Here's instructions for mapping for the first time outside of UBC Library https://it.ubc.ca/services/web-servers-storage/teamshare-storage-service/mapping-or-mounting-teamshare-microsoft

This is a place for long term secure storage of files. You can arrange to use this from personal laptops, workstations at the Learning Exchange or UBC Library.
== Qualtrics ==
The Qualtrics tool is used to collect information from researchers in order to populate the Directory and Projects pages. This includes details about how to contact them, their academic affiliations, and their research focuses. (Note: EM modified Qualtrics survey on February 17, 2022 so that the researcher directory topic options match the topic labels displayed in the RAP.)

=== Sending the Qualtrics survey ===

* Manually add the researcher as a contact, in the Contacts section.
** Note: if this is your first time sending a survey link, you will need to create a new contact list.
* Navigate to Projects, select the MRAi Directory and Projects Survey, go the "Distributions" section.
* Select "Personal links" from the list of options on the left-hand side.
* Select the "Generate link" button in the upper right.
* Click "Select contacts," and select the researcher to whom you are sending the link.
* Set the link to expire in 60 days (the default), and then select "generate links."
* The link will automatically download in an Excel spreadsheet. Open it and use the link in your email to the researcher.
* Update the Creators tracker by adding details in columns N-P

=== Accessing survey results ===

* You should receive emails when researchers submit their surveys, from noreply@qemailserver.com
* If the researcher has submitted only one project or fewer for inclusion in the portal, you may be able to copy responses directly from this email.
* If the researcher has submitted multiple projects, the formatting is confusing to view as delivered in the email. Instead you can log in to Qualtrics, select the MRAi Directory and Projects Survey, navigate to the "Data and Analysis" page and either:
** Click the down arrow button at the far right side next to the response you wish to view, then select "Export to PDF," OR
** Select "Export & Import" > CSV > Download to see an Excel spreadsheet with all responses
* Input responses into the appropriate sections of the RAP Creators tracker (columns Q-BV) and to the appropriate sections of the RAP. See [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Directory_of_Researchers_2 Directory of Researchers] and [https://wiki.ubc.ca/index.php?title=Sandbox:Student_Librarian_Orientation&oldid=704855#Projects Projects] for guidance.

== Teams ==
Starting in July 2022, the MRAi began using Teams for active file sharing and management of Task lists, in place of Basecamp and Teamshare. You can read the MRAi Teams [https://ubcca.sharepoint.com/:w:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/Teams%20intro%20user%20guide.docx?d=wa1975f50db3a49e19f4a7b037eea38b4&csf=1&web=1&e=vwXiKC user guide] or watch [https://ubcca.sharepoint.com/:f:/r/teams/ubcLBRY-gr-LEARMRAI/Shared%20Documents/Transition%20from%20Basecamp/MRAi%20Teams%20User%20Guides/How%20to%20videos?csf=1&web=1&e=iFeyRn explainer videos]. Note that you will have to be a member of the MRAi Teams site to view these files.
[[Category:MRAi]]
[[Category:Circle Projects]]

Library:Circle/Project Partners

2025-04-04T22:55:00Z

KellyGauvin:

== Overview ==
cIRcle works in collaboration with UBC departments, Library branches, and other groups within the UBC community to build our digital collections.

UBC's institutional repository 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.

Below you'll find a featured selection of project partners past and present . You can browse all of cIRcle's content in [https://open.library.ubc.ca/collections?topic=All%20cIRcle%20Collections Open Collections].

----
{| style="border: 0px solid;"
|-
| style="width: 20%"| [[File:DRH site.png|link=|center|frameless|alt=The Database of Religious History logo]] || style="width: 80%; padding-left: 1em;"| The Database of Religious History

The Database of Religious History is the world’s first comprehensive online quantitative and qualitative encyclopedia of religious cultural history. Entries from the database are deposited to cIRcle to ensure long term preservation and access. Items are contributed by academic scholars from all over the world in partnership with the [https://asia.ubc.ca/ UBC Department of Asian Studies].

Visit the [https://religiondatabase.org/landing/ Database of Religious History website] and view the [https://open.library.ubc.ca/search?q=contributor%253A%2520(religious%2520AND%2520history)&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1 items in cIRcle].
|}
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{| style="border: 0px solid;"

|-
| style="width: 20%"| [[File:FROGBEAR logo.png|link=|center|frameless|alt=From the Ground Up logo]] || style="width: 80%; padding-left: 1em;"|
From the Ground Up: Buddhism and East Asian Religions Project

From the Ground Up aims to foster the next generation of scholars working on Buddhism and East Asian religions through innovative practices of research and training such as the creation of new digital materials made publicly accessible via cIRcle. These materials will act as the basis for scholarly symposia, conferences, and a rotating exhibition, all of which will establish UBC as a leading centre for the study of East Asian religions and cultures. This international and interdisciplinary project was made possible by a $2.5 million grant from the Canadian Social Sciences and Humanities Research Council (SSHRC). The project was coordinated by the [https://asia.ubc.ca/ UBC Department of Asian Studies] from 2016 - 2024.

Visit the [https://frogbear.org/ From the Ground Up website] and view the [https://open.library.ubc.ca/search?q=%2522Frogbear%2522&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1 items in cIRcle].
|}
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{| style="border: 0px solid;"
|-
| style="width: 20%"| [[File:3 h X42aOt 400x400.jpg|link=|center|frameless|alt=UBC Learning Exchange logo]] || style="width: 80%; padding-left: 1em;"| Making Research Accessible Initiative
Led by UBC’s Learning Exchange, the Making Research Accessible Initiative is a collaboration between community organizations and university partners to improve access to academic research and community-generated materials with a focus on Vancouver’s Downtown Eastside (DTES). This is being done in part by the development of the DTES Research Access Portal, which harvests materials hosted in cIRcle.

Visit the [https://learningexchange.ubc.ca/community-based-research/making-research-accessible-initiative/ Making Research Accessible Initiative website], the [https://dtesresearchaccess.ubc.ca/ DTES Research Access Portal], and view the [https://open.library.ubc.ca/search?q=geographicLocation%253A%2520%2522%255C%2522Downtown%255C-Eastside%2520%255C(Vancouver%252C%2520B.C.%255C)%255C%2522%2522&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1 items in cIRcle].
|}
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{| style="border: 0px solid;"
|-
| style="width: 20%"| [[File:Peter-wall-logo.jpg|link=|center|frameless|alt=Peter Wall Institute for Advanced Studies logo]] || style="width: 80%; padding-left: 1em;"| Peter Wall Institute for Advanced Studies (PWIAS)

“The [https://pwias.ubc.ca/ Peter Wall Institute for Advanced Studies] at the University of British Columbia (UBC) provides opportunities for world-class scholars to explore innovative research questions in a vibrant, collegial milieu spanning all disciplines.”

Visit the [https://pwias.ubc.ca Peter Wall Institute for Advanced Studies website] and view the [https://open.library.ubc.ca/search?q=contributor%253A%2520%2522%255C%2522University%2520of%2520British%2520Columbia.%2520Peter%2520Wall%2520Institute%2520for%2520Advanced%2520Studies%255C%2522%2522&p=0&sort=6&view=0&circle=y&dBegin=&dEnd=&c=4 items in cIRcle].
|}
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{| style="border: 0px solid;"
|-
| style="width: 20%"| [[File:3 Logo-Asian-Studies1.jpg|link=|center|frameless|alt=UBC Department of Asian Studies logo]] || style="width: 80%; padding-left: 1em;"|
Punjabi Oral History Project

Led by the [https://asia.ubc.ca/ UBC Department of Asian Studies], this project engages UBC students of Punjabi and Punjabi Canadian history in the collection of oral histories within Greater Vancouver's Punjabi Canadian community. Recordings and transcripts of oral histories and interviews are deposited into cIRcle for long term preservation and access.

Visit the [https://blogs.ubc.ca/annemurphy/teaching/oral-history/ Punjabi Oral History Project website] and view the [https://open.library.ubc.ca/search?q=contributor%253A%2520%2522Punjabi%2520Oral%2520History%2520Project%2520%255C(University%2520of%2520British%2520Columbia%255C)%2522&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=3 items in cIRcle].
|}
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{| style="border: 0px solid;"
|-
| style="width: 20%"|[[File:SALA logo L0Xvhgdf 400x400.png|link=|center|frameless|alt=UBC School of Architecture and Landscape Architecture logo]]|| style="width: 80%; padding-left: 1em;"| School of Architecture and Landscape Architecture Graduating Projects

In the final year of their program, each Masters of Architecture and Masters of Landscape Architecture student completes a Graduating Project, colloquially referred to as their "design thesis". As of 2019, these graduating projects are now deposited into cIRcle as part of the final submission phase.

Visit the [https://sala.ubc.ca/ School of Architecture and Landscape Architecture website] and view the [https://open.library.ubc.ca/search?q=SALA&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1&collection=graduateresearch items in cIRcle].
|}
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{| style="border: 0px solid;"
|-
| style="width: 20%"|[[File:8 UBC SEEDS.png|link=|center|frameless|alt=UBC Sustainability logo]]|| style="width: 80%; padding-left: 1em;"| SEEDS Sustainability Program Reports

SEEDS (UBC Social Ecological Economic Development Studies) is one of cIRcle's earliest partners and is a growing collection of student work in one of UBC's premier areas of research excellence. Addressing a wide range of social, ecological, and economic sustainability issues, [https://open.library.ubc.ca/search?q=%2520UBC%2520Social%2520Ecological%2520Economic%2520Development%2520Studies%2520(SEEDS)%2520Student%2520Report&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1&collection=graduateresearch SEEDS graduate] and [https://open.library.ubc.ca/search?q=%2520UBC%2520Social%2520Ecological%2520Economic%2520Development%2520Studies%2520(SEEDS)%2520Student%2520Report&p=0&sort=6&view=0&circle=n&dBegin=&dEnd=&c=1&collection=undergraduateresearch undergraduate projects] feature a unique combination of applied research and interdisciplinary partnerships between UBC students, faculty, staff and community partners.

Visit the [https://sustain.ubc.ca/teaching-applied-learning/seeds-sustainability-program/staff-and-community-partners SEEDS website] and view the [https://open.library.ubc.ca/search?q=%2522UBC%2520Social%2520Ecological%2520Economic%2520Development%2520Studies%2520(SEEDS)%2520Student%2520Report%2522&p=0&sort=6&view=0&circle=y&dBegin=&dEnd=&c=3 items in cIRcle].
|}
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{| style="border: 0px solid;"
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| style="width: 20%"| [[File:UBC 3MT logo.jpg|link=|center|frameless|alt=Three Minute Thesis logo]]|| style="width: 80%; padding-left: 1em;"|
Three Minute Thesis (3MT)

UBC is one of the first universities in North America to host a 3MT competition. Organized by the UBC Graduate and Postdoctoral Studies Office in collaboration with various UBC partners, sponsors and affiliates, current graduate students have only three minutes to explain the breadth and significance of their thesis research project to a non-specialist audience. The recordings of these three minute presentations are now being deposited into cIRcle.

Visit the [http://3mt.grad.ubc.ca/ UBC 3MT website] and view the [https://open.library.ubc.ca/search?q=series:%20%22Three%20Minute%20Thesis%20%5C(3MT%5C)%22 items in cIRcle].
|}
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[[Category:Circle]]
{{DEFAULTSORT:Project Partners}}

Library:Circle/Project Partners

2025-04-04T22:54:45Z

KellyGauvin:

Library:Library/cIRcle/SCARP Graduate Submissions

2025-04-04T22:51:53Z

KellyGauvin: KellyGauvin moved page Library:Library/cIRcle/SCARP Graduate Submissions to Library:Circle/SCARP Graduate Submissions

#REDIRECT [[Library:Circle/SCARP Graduate Submissions]]

Library:Circle/SCARP Graduate Submissions

2025-04-04T22:51:53Z

KellyGauvin: KellyGauvin moved page Library:Library/cIRcle/SCARP Graduate Submissions to Library:Circle/SCARP Graduate Submissions

{{DISPLAYTITLE:Library:cIRcle/SCARP Graduate Submissions}}

==Overview==
This guide is for SCARP graduating projects to be submitted to cIRcle, UBC's digital repository. If you are an instructor interested in adding your own work to the repository, please visit the cIRcle [http://circle.ubc.ca/submissions/ submissions] page or contact cIRcle at circle.repository[at]ubc.ca.

== 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:

* 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=affiliation%253A%2520%2522Community%2520and%2520Regional%2520Planning%2520(SCARP)%252C%2520School%2520of%2522&p=0&sort=6&view=0&perPage=0&circle=n&dBegin=&dEnd=&c=2&collection=graduateresearch SCARP Graduating Projects] in cIRcle via UBC Library's Open Collections.

== Before You Begin==

=== What You Should Know ===
For instructions on preparing your submission prior to adding it to cIRcle, please contact your SCARP Graduate Administrator, Janet Lam, at graduate.scarp@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]
* The SCARP Graduate Administrator approves your submission

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

cIRcle is a permanent archive for UBC research and teaching materials. Once the Capstone 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 SCARP Graduate Administrator.

In some circumstances, Capstones 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 SCARP Graduate Administrator if you wish to withdraw your submission from cIRcle.

==== 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 during the online submission process. This license permits cIRcle to make your work openly available and to preserve it long-term. If you are submitting on behalf your group, be sure everyone has read and agreed to the terms of the license before you upload it to cIRcle.

==== Approval for Submission into cIRcle ====
During the submission process in cIRcle, you will be asked to provide the email address of your course/instructor or supervisor. Please use '''grad.scarp@ubc.ca''' as Janet Lam, SCARP Graduate Administrator, will be approving your submission in cIRcle.
{| class="wikitable"
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| style="border-right: hidden; border-width: 1px" |
[[File:070085-blue-white-pearl-icon-alphanumeric-exclamation-point1.png|x100px|Tip]]
||
'''IMPORTANT!''' '''DO NOT''' enter your Faculty Advisor’s email in the course instructor/supervisor field. Doing so will cause delays with your submission.
|}

===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. Then 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. ====
There are no formatting guidelines for title pages, but 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
See an example of a correct title page in cIRcle: http://hdl.handle.net/2429/75836.
{| class="wikitable"
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|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. 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 PLAN 547C in Winter 2020, they would name their paper 'Smith_J_PLAN547C_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]. 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 as part of the online submission process in cIRcle.'''

Please note, when cIRcle distributes your work, it 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. During the submission process you will be asked to agree to the terms of the cIRcle license and will be given 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 will be uploading your project to the [https://circle.library.ubc.ca/handle/2429/42591 Graduate Research (non-thesis)] collection in cIRcle. Step by step instructions for submitting to this collection are available on wiki: [[Library:Circle/Graduate Research Submission Instructions|Graduate Research (non-thesis) submissions instruction]]<nowiki/>s.

Please note, however, that SCARP submissions have a few specific requirements which must be followed to avoid errors and delays. Be sure to review these instructions before your submit your project to cIRcle.

When you begin your submission, you will be prompted to identify your course and the person responsible for approving your submission:

==== Step 1: Enter your course name and the SCARP Graduate Administrator’s email address ====
* Under '''Instructor/Supervisor Email,''' please enter grad.scarp[at]ubc.ca '''Do not enter your Faculty Advisor’s email address in this field.'''
* Under '''Course Name & Number''', please enter PLAN 528

[[File:Scarp_supervisor_email_course_code_upload_2020-11-24.png|Screenshot of course instructor/course code submission step for SCARP Capstone deposits to cIRcle]]

==== Step 2: Describe your submission type ====
* Under '''Text Attributes,''' select “Graduating Project”

[[File:Scarp_text_attributes_2020-11-24.png|Screenshot of text attributes submission step for SCARP students]]

Instructions for completing the remaining fields can be found in the standard [[Library:Circle/Graduate Research Submission Instructions|Graduate non-thesis submissions]] guide.

==== Step 3: Notification, Approval, and Archiving ====
Once you submit your work to cIRcle, there is a two-step review process to help make sure everything was entered correctly. The review process is as follows:
* The SCARP Graduate Administrator (Janet Lam) receives an email letting her know that you have submitted your Capstone to cIRcle. She reviews the submission in cIRcle using the instructions for [https://wiki.ubc.ca/Library:Circle/Graduate_Research_Submission_Instructions#Instructors.2FSupervisors_or_Graduate_Administrators course instructors/supervisors].
* If there are problems with your submission, the SCARP 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 Grad Administrator approves your submission, the Library’s cataloguers review it again, checking for accuracy and completeness.

* If everything is correct, the Capstone is archived in cIRcle, and you receive a notification email containing a persistent link to your project within 7-10 business days.

==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 Open Collections, UBC Library's repository search portal.
# Go to [https://open.library.ubc.ca Open Collections]
# 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, 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'.

==Help==
Contact SCARP Graduate Administrator, Janet Lam, via email at grad[at]scarp.ubc.ca for questions about depositing your paper to cIRcle.
[[Category:Circle]]
{{DEFAULTSORT:SCARP Graduate Submissions}}

Library:Circle/SCARP Graduate Submissions

2025-04-04T22:51:24Z

KellyGauvin:

Library:Circle/Digital Preservation at cIRcle

2025-04-04T22:49:04Z

KellyGauvin:

== Overview ==
Digital preservation is the "active management of digital content over time to ensure ongoing access."<ref>https://ngr.coar-repositories.org/behaviour/preserving-resources/</ref> In adherence with [https://about.library.ubc.ca/policies/ UBC Library’s Digital Preservation Policies], all digital materials deposited to cIRcle should undergo some level of digital preservation. Recommendations, best practices, and efforts specific to cIRcle’s digital preservation activities are broadly outlined here.

cIRcle uses [https://dspace.lyrasis.org/ DSpace] (an open source repository platform) to process and hold digital objects, though content is generally accessible via UBC Library’s [https://open.library.ubc.ca/ Open Collections (OC)], which brings together locally created and managed content from UBC Library's open access repositories.

If you have any questions about cIRcle’s digital preservation activities, please [https://circle.ubc.ca/contact-us contact the cIRcle Office].

==cIRcle Policies and License Permissions==
cIRcle’s digital preservation activities apply to digital objects accepted to cIRcle, adhering to the [http://circle.ubc.ca/about/policies/#policy2 section 2 (cIRcle Acquisition Policy)] of the ''cIRcle Digital Repository Mandate and Policies''.

*Components of a digital object under inclusion for digital preservation activity include the intellectual content of the object, object metadata (descriptive, administrative, etc.), and licensing/permissions information as it pertains to UBC Library.

Per [https://circle.ubc.ca/about/policies/#policy8 section 8 (Preservation of Materials in cIRcle)] of the ''cIRcle Digital Repository Mandate and Policies'', “UBC Library undertakes to preserve Materials in cIRcle for the long term by means of regular backups, by minimizing the effects of information technology obsolescence and by preserving the authenticity, security and accessibility of the Materials.”<ref>https://circle.ubc.ca/about/policies/#policy8</ref>

Per section 3 (Grant of License) of the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License], upon submission to cIRcle, the rights holder “grant[s] to UBC the … right to use, reproduce, display, convert, sublicense and distribute, in any format and any medium, [the] Submission … for the purposes of security, back-up, preservation and use of the Submission in accordance with this License.”<ref>https://circle.ubc.ca/submissions/license-form/</ref>

==Identifiers==
Upon approval in DSpace, a digital object is assigned a [http://www.handle.net/ handle], which is stored in the ''URI'' metadata field, visible publicly, and preserved per standard cIRcle digital preservation workflows.

*Metadata may also include existing (e.g. publisher) [https://researchdata.library.ubc.ca/plan/get-dois/ Digital Object Identifiers (DOIs)], captured in the ''Publisher DOI'' metadata field, visible publicly, and preserved per standard cIRcle digital preservation workflows. Existing/Publisher DOIs are stored and preserved differently than Open Collections DOIs.

OC DOIs are assigned upon ingest to OC, and visible publicly on the OC item page. OC DOIs are not manually or automatically added back to the digital object’s metadata, and thus not preserved per standard cIRcle digital preservation workflows.

==File Formats==
Per [https://circle.ubc.ca/about/policies/#policy4 section 4 (Technical Requirements)] of the ''cIRcle Digital Repository Mandate and Policies'':

:"a) All Materials must be submitted in digital form.
:b) A list of preferred digital file types may be found in the [[Library:Circle/File Format Guidelines|File Format Guidelines]], which are revised from time to time. The UBC Library cannot guarantee the preservation of information presented in other format types, although reasonable efforts will be made.”<ref>https://circle.ubc.ca/about/policies/#policy4</ref>

cIRcle’s [[#Archivematica|Archivematica]] pipelines are configured to normalize files for preservation, as desired and appropriate.

Preservation and access formats are chosen so they are compliant with open and ubiquitous rendering viewers/tools.

==Archivematica==
cIRcle uses [https://www.archivematica.org/en/ Archivematica], an open source digital preservation system, to perform such tasks as checksums and file format normalization and create Archival Information Packages (AIPs), in order to provide long-term sustainability of content.

* Archivematica provides an integrated suite of free and open-source tools that allows users to process digital objects from ingest to archival storage in compliance with the [https://en.wikipedia.org/wiki/Open_Archival_Information_System Open Archival Information System (OAIS)] functional model and other digital preservation standards and best practices.
* All digital material accepted to cIRcle should eventually be processed through Archivematica for long-term storage.
* AIPs are checked for fixity on an annual basis, to ensure digital files have not changed unexpectedly over time.

An AIP unique universal identifier (UUID) is assigned by Archivematica upon AIP creation. AIP UUIDs are not manually or automatically added back to the digital object’s DSpace metadata, and thus not visible publicly nor preserved per standard cIRcle digital preservation workflows. Generally, Archivematica AIPs are named following the handle identifier, to provide association with the digital object (or community/collection) in DSpace.

==Storage==
cIRcle’s DSpace instance is hosted on the [https://it.ubc.ca/services/web-servers-storage/educloud-server-service EduCloud Server Service], which provides local and remote backups. EduCloud is a self-managed, private higher education cloud server service that meets all British Columbia provincial requirements under the [https://www.bclaws.ca/civix/document/id/complete/statreg/96165_00 Freedom of Information and Privacy Act (FIPPA)] legislation.

Archivematica AIPs stored in the UBC Network File System (NFS), a storage system that is no longer offered to new clients by UBC IT.

Backups across systems have regular pre-determined time intervals and pre-determined retention periods. They are continually monitored & managed by UBC IT.

==Memberships and Contributions==
'''UBC Library Digital Preservation Team'''

The Head, Digital Programs and Services is the sponsor and a Digital Repository Librarian is a member of the ''UBC Library Digital Preservation Team''. This Team discusses and provides consultation on issues of digital preservation across units at both the UBC Vancouver and UBC Okanagan campuses.

'''COPPUL Digital Stewardship Network (CDSN)'''

UBC Library is an active collaborator and participant in various initiatives led and/or coordinated by the [https://coppul.ca/preservation/the-coppul-digital-stewardship-network/ COPPUL Digital Stewardship Network (CDSN)].

==References==
<references />
[[Category:Circle]]
{{DEFAULTSORT:Digital Preservation at cIRcle}}

Library:CIRcle License Version History

2025-04-04T22:48:06Z

KellyGauvin: KellyGauvin moved page Library:CIRcle License Version History to Library:Circle/cIRcle License Version History

#REDIRECT [[Library:Circle/cIRcle License Version History]]

Library:Circle/cIRcle License Version History

2025-04-04T22:48:06Z

KellyGauvin: KellyGauvin moved page Library:CIRcle License Version History to Library:Circle/cIRcle License Version History

== Overview ==
This page outlines changes to the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License (cIRcle License)] since its inception in 2008, and provides additional information about the use of UBC’s Retrospective Theses and Dissertations. This license permits cIRcle to make available and preserve the scholarly, teaching, and research outputs of the UBC community and its partners. The cIRcle License text was originally drafted and is updated by the [https://universitycounsel.ubc.ca/?login Office of University Counsel (OUC)] at the University of British Columbia. The following record of version changes was created and is maintained by the [https://circle.ubc.ca/contact-us/ cIRcle Office]. Please note that cIRcle does not provide legal advice. For questions about copyright in general, please visit the [https://copyright.ubc.ca/ copyright.ubc.ca]

=== Organization of Entries ===
Starting with the current cIRcle License [http://hdl.handle.net/2429/80188 Version 3.0], published in November 2021, and ending with the original License [http://hdl.handle.net/2429/58384 Version 0.7] released in January 2008, this page serves to document the updates to the cIRcle License over time. Where applicable, references to enhancements or changes to the web forms used to collect cIRcle License permissions for mediated deposit are included. More information about the cIRcle License and adding your work to the repository can be found on the [https://circle.ubc.ca circle.ubc.ca] website.

== License Versioning History ==
The table below lists the cIRcle Non-Exclusive Distribution License versions, their release dates, and links to an explanation of their changes. A Summary of Key Changes is provided below to highlight particular updates and their significance. Detailed notes on changes including excerpted text are listed with each version change.
{| class="wikitable"
!cIRcle License Version
!Release Date
!Explanation of Changes from Previous Versions
!Public Release Announcements
|-
|[http://hdl.handle.net/2429/80188 Version 3.0]
|November 16, 2021
|[[Library:CIRcle License Version History#Version 2.2 to 3.0|Version 2.2 to 3.0]]
|[https://circle.ubc.ca/2021/11/16/announcing-the-new-circle-license-3-0/ Announcing the new cIRcle License 3.0!]
|-
|[http://hdl.handle.net/2429/59877 Version 2.2]
|December 6, 2016
|[[Library:CIRcle License Version History#Version 2.1 to 2.2|Version 2.1 to 2.2]]
|
|-
|[http://hdl.handle.net/2429/52675 Version 2.1]
|April 10, 2015
|[[Library:CIRcle License Version History#Version 2.0 to 2.1|Version 2.0 to 2.1]]
|
|-
|[http://hdl.handle.net/2429/46029 Version 2.0]
|March 7, 2014
|[[Library:CIRcle License Version History#Version 1.1 to 2.0|Version 1.1 to 2.0]]
|[https://circle.ubc.ca/2014/03/06/new-circle-license-version-2-0-arrives-on-march-7-2014/ New cIRcle License Version 2.0 arrives on March 7, 2014]
|-
|[http://hdl.handle.net/2429/33659 Version 1.1]
|April 14, 2011
|[[Library:CIRcle License Version History#Version 1.0 to 1.1|Version 1.0 to 1.1]]
|
|-
|[http://hdl.handle.net/2429/33382 Version 1.0]
|June 16, 2008
|[[Library:CIRcle License Version History#Version 0.7 to 1.0|Version 0.7 to 1.0]]
|
|-
|[http://hdl.handle.net/2429/58384 Version 0.7]
|January 23, 2008
|N/A
|
|}

=== Summary of Key Changes ===
* [http://hdl.handle.net/2429/80188 Version 3.0] : The addition of ''Section 4: Consent to use of personal information'' included record and capture of image and voice, making it possible for content providers to use the cIRcle License for audiovisual materials destined for cIRcle rather than collect and store separate [https://wiki.ubc.ca/images/2/22/Consent-to-use-of-image_generic.pdf Consent to Use of Image] permissions and cIRcle Licenses.
* [http://hdl.handle.net/2429/59877 Version 2.2] : In this version, ''Section 5: Terms of Access by the Public'' expanded to allow content providers to modify the default Creative Commons License that accompanies cIRcle content to permit commercial use and/or derivatives. Changes to the format of the License included the removal of the separate check boxes under ''Representations and Warranties'' reverting back to a numbered list for ease of use. With this version, the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission] form was introduced to allow content providers to simultaneously complete the cIRcle License and upload files for the cIRcle Office to deposit to the repository on their behalf.
* [http://hdl.handle.net/2429/52675 Version 2.1] : Language added to ''Section 3:'' ''Grant of License'' included permission for Library and Archives Canada (LAC) harvesting for theses and dissertations. From this point, students depositing theses and dissertations to cIRcle did not have to sign a separate license for LAC.
* [http://hdl.handle.net/2429/46029 Version 2.0] : Significant changes to the format and language of the cIRcle License accompanied Version 2.0. In this version, a summary is added, each section includes a section header, and checkboxes are added to the ''Representations and Warranties'' section to encourage content providers to read with care each statement to facilitate comprehension before proceeding to the Final Agreement of the License. The most crucial change to this version is the introduction of ''Section 5: Terms of Access by the Public'' signaling the addition of a default Creative Commons license ([https://creativecommons.org/licenses/by-nc-nd/4.0/ Attribution-NonCommercial-NoDerivatives CC-BY-NC-ND]) to better promote and facilitate sharing and re-use of materials in cIRcle.
* [http://hdl.handle.net/2429/33659 Version 1.1] : An appended statement to ''Section 7'' and a minor addition to ''Section 9'' clarify that it is the submitter's responsibility, rather than the cIRcle Office's, to uphold copyright conditions of any materials added to the repository.
* [http://hdl.handle.net/2429/33382 Version 1.0] : Clarifying language was added to multiple sections noting that copyright holders completing cIRcle Licenses should notify co-authors of the terms signed on their behalf, and that deposit to cIRcle is voluntary and not a condition of employment.

==== Version 2.2 to 3.0 ====
* [http://hdl.handle.net/2429/80188 Version 3.0] effective as of November 16, 2021.
* Notes on [http://hdl.handle.net/2429/80188 Version 3.0]:
** New section added: ''Section 4:'' ''Consent to use of personal information.'' This addition incorporates terms from the [https://universitycounsel.ubc.ca/files/2020/11/Use_Image_Form.pdf UBC Consent to Use of Image or Recording] form to simplify acquiring permissions for audiovisual materials destined for cIRcle (see excerpt below).
** With the addition of ''Section 4'', subsequent sections in the license shift up a number. As a result, two references to ''Section 5'' in the previous license now refer to ''Section 6''. These references appear in ''Section 3b'' and ''Section 7''.
* Newly added language for [http://hdl.handle.net/2429/80188 Version 3.0] is included below in bold for emphasis:
** ''Section 4'' ''Consent to use of personal information:'' "'''If your Submission includes video recordings or still photographs of your image or sound recordings made of your voice, you acknowledge and agree that such personal information, and any other personal information provided by you to UBC in connection with your Submission, is being collected pursuant to Section 26 of the Freedom of Information & Protection of Privacy Act, R.S.B.C. 1996, c. 165. You consent to UBC’s use of such information in accordance with the licence granted to UBC under, and for the purposes set out in, Section 3, and agree to release UBC, its Board of Governors, faculty, staff, students, officers, employees, and agents, from any and all claims, demands, damages, and proceedings arising from or relating to UBC’s use of the Submission in accordance with Section 3.'''"

==== Version 2.1 to 2.2 ====
* [http://hdl.handle.net/2429/59877 Version 2.2] effective as of December 6, 2016.
* Notes on [http://hdl.handle.net/2429/59877 Version 2.2]:
** Newly added language for [http://hdl.handle.net/2429/59877 Version 2.2] clarified options for including Creative Commons licensing conditions. See the excerpt below in bold:
*** ''Section 5'' ''Terms of Access by the Public'': "'''To assign different license terms, please select one option for each question below. If you do not complete this section, the default terms described in this section will be applied. [https://creativecommons.org/about/cclicenses/ Learn more about the Creative Commons licenses].'''"
*** ''Section 6'' ''Attribution'': "UBC will attribute the Submission as you have indicated in Section 1 or as you may notify UBC from time to time, and not alter the Submission except as allowed by this License or with your prior permission. '''Note, all terms of access described in Section 5, above, require visitors to cIRcle to credit the authors of the original creation.'''”
* Item Submission Form:
** A new submission form is launched concurrently to facilitate mediated deposit for content providers and the cIRcle Office. This webform, built using UBC Library's WordPress instance, combined elements of the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-content-proposal-form/ Content Proposal Form] and the pre-existing cIRcle License web form. With the Item Submission Form, a content provider is able to upload files and complete the cIRcle License in one step.
** The webform used for the Item Submission Form and cIRcle License was modified to ensure the license version number and complete text of the cIRcle License was captured in the email notification sent to the copyright holder. This ensured the individual who completed the form had a record of permissions and conditions they had agreed to at the time of deposit.
** Whereas Version 2.1 separated the ''Submission Information'' table (Section 1) into five fillable fields, in Version 2.2 they are collapsed into the three following attributes:
*** Name
*** Description of the work(s); Citations; Pre/Post-print status; Embargo period(s); Copyright owner(s)
*** UBC or non-UBC Affiliations
** A note is added to the bottom of ''Section 1'' indicating that Submitters can attach a separate sheet to the webform containing citations or titles of the all the materials to which the license form applies. This facilitated deposit for large projects and bibliographies.
** Check boxes in ''Section 2'' : ''Representations and Warranties'' revert back to a numbered list.
** In ''Section 5'' : ''Terms of Access by the Public'' check boxes with Creative Commons licensing options and explanations are listed.
*** These webform enhancements mirror the user experience of the DSpace click-through license in the deposit workflow where Submitters use radio buttons to select the terms of their preferred Creative Commons license.

==== Version 2.0 to 2.1 ====
* [http://hdl.handle.net/2429/52675 Version 2.1] effective as of April 10, 2015.
* Notes on [http://hdl.handle.net/2429/52675 Version 2.1]:
** Includes language addressing [https://www.bac-lac.gc.ca/eng/services/theses/Pages/theses-canada.aspx Library and Archives Canada] harvesting of theses and dissertation which previously required a separate license administered and managed by the Thesis Administration Office of the [https://www.grad.ubc.ca/ Faculty of Graduate and Postdoctoral Studies].
* Newly added language for [http://hdl.handle.net/2429/52675 Version 2.1] is in highlighted bold for emphasis:
** ''Section 3:'' ''Grant of License'': "If you are submitting a graduate thesis or dissertation, your grant of rights described above is irrevocable '''and includes, for greater certainty, UBC authorizing Library and Archives Canada to copy, display, publish, communicate, archive, convert into any format, and make your thesis or dissertation available to the public online or in paper form, all for non-commercial purposes.'''"

==== Version 1.1 to 2.0 ====
* [http://hdl.handle.net/2429/46029 Version 2.0] effective as of March 7, 2014.
* Notes on [http://hdl.handle.net/2429/46029 Version 2.0]:
** '''Headers''' are added to all sections of the form.
** A '''summary''' box is added to the start of the document.
*** This summary describes cIRcle's purpose, the rights offered by the License, and a reminder to read over the License terms carefully.
** Many of the numbered items throughout Version 1.1 are subsumed into ''Section 2:'' ''Representations and Warranties'' of Version 2.0 as a series of eight '''check boxes.'''
** The following acknowledgements clarifying the role of cIRcle staff and Submitter Responsibilities are also added to ''Section 2'':
*** "'''You acknowledge that cIRcle staff have not and will not independently review the Submission and that UBC is relying upon the representations and warranties you have made above. If, at any time hereafter, you learn that any of the foregoing statements are inaccurate, you must contact cIRcle immediately.'''"
** ''Section 3:'' ''Grant of License'' includes and clarifies language previously listed in ''Section 1'' of Version 1.1. See the comparison between the two sections in each version below:
*** ''Section 1'' in Version 1.1: "By signing and submitting this license, you hereby grant to The University of British Columbia (“UBC”) the non-exclusive royalty-free right to include in the Institutional Repository at UBC (“cIRcle”) the material identified below (the “Submission”), including the descriptive information, metadata and abstract and to reproduce, translate (as described below) and distribute the Submission in any format and in any medium."
*** ''Section 3'' in Version 2.0: "In consideration of UBC preserving your Submission in perpetuity in cIRcle, you hereby grant to UBC the non-exclusive, world-wide, perpetual, and royalty-free right to use, reproduce, display, convert, sublicense and distribute, in any format and any medium, your Submission, for the following purposes:
**** a. uploading and storing your Submission;
**** b. publishing the Submission electronically Internet via cIRcle, which means making your Submission available to the public by telecommunication so that they may view and download your Submission, subject to the public access terms described in Section 5;
**** c. converting your Submission to any medium or format for the purposes of security, back-up, preservation and use of the Submission in accordance with this License; and
**** d. authorizing third-parties to perform any of UBC's rights described in this Section, on UBC's behalf.
**** If you are submitting a graduate thesis or dissertation, your grant of rights described above is irrevocable."
** ''Section 4:'' ''Publication of your Submission'' contains clarified language on publication of the submission and copyright permissions.[What is the language?]
** ''Section 5:'' ''Terms of Access by the Public'' introduces a key component of promoting and facilitating use of materials in cIRcle via the introduction of a default Creative Commons Attribution-NonCommercialNoDerivs (CC-BY-NC-ND ) license (aka re-use rights) for all materials added to cIRcle under the terms of the cIRcle Non-exclusive Distribution License. See the excerpted texts below:
*** "UBC will make a digital copy of your Submission available in cIRcle for the public to view and copy for noncommercial purposes only, without prior permission or charge, provided that your Submission is not altered in any way and is properly acknowledged, including citing the author(s), title and full bibliographic details. (Note: this corresponds to the Attribution-NonCommercialNoDerivs, or CC BY-NC-ND Creative Commons license) UBC may, in its discretion, make your Submission available pursuant to a Creative Commons license (or other licencing platform), on similar terms. If you wish to assign different license terms to your Submission (for example, a different Creative Commons license), you must inform cIRcle as part of the submission process to cIRcle, and the terms of that license shall apply to your Submission. Public access to your Submission may be withheld for an agreed upon period of time: see the cIRcle Digital Repository Policies for applicable policies and processes."
*** ''Section 6:'' ''Attribution'' clarifies the conditions for attribution.
** ''Section 7:'' ''cIRcle Digital Repository Policies'' and ''Section 8'' ''Release and Indemnification'' in Version 2.0 add more language covering release and indemnification than Sections 8 and 9 in Version 1.1.
** The '''''Submission Information''''' table is moved to from the end of the form to ''Section 1: Your Submission''.
*** ''Date'' is a new field within this table.
** Changes to the text of the Final Agreement are in bold: "I have read, understand and agree to the terms set out '''in this License'''. This '''License''' may be delivered and/or stored by electronic means, and such electronic copy '''delivered to and stored by UBC''' will be deemed to be the '''official record''' of this '''License'''."
** The phrase in the final check box is changed from "I Grant the License" to "I Agree"

==== Version 1.0 to 1.1 ====
* [http://hdl.handle.net/2429/33659 Version 1.1] effective as of April 14, 2011.
* Notes on [http://hdl.handle.net/2429/33659 Version 1.1]:
** Contains amended versions of ''Sections 7'' and ''9''
* Newly added language for [http://hdl.handle.net/2429/33659 Version 1.1] is in bold:
** ''Section 7'': “UBC may remove access to the Submission from cIRcle if it is found to violate any copyright, trade-mark, patent or other rights whatsoever of any person, or in accordance with cIRcle withdrawal policies. The bibliographic reference to the Submission will be retained in cIRcle, but the Submission will no longer be publicly accessible. '''Notwithstanding the above, you acknowledge that UBC has not independently assessed intellectual property rights with respect to the Submission and is relying upon your representations in this License'''.”
** ''Section 9'': “You understand and acknowledge that your participation in cIRcle is voluntary and not required as a part of your employment '''or other''' relationship with UBC.”

* '''cIRcle launches the webform version of the cIRcle License creating significant gains in license management and deposit workflows.''' With the implementation of the webform, copies of completed Licenses are automatically sent to the cIRcle general office email and to the person completing the form. The introduction of the webform eliminates the practice of having content providers copy/paste cIRcle License terms into an email and forwarding them to individual members of the cIRcle Office. Signed PDF licenses, scanned copies, and hard copies of print licenses continue to be accepted though the introduction of the web form greatly reduced their number. The webform includes some specific instructions for completing the form online that is not replicated in the print license:
** Text preceding the License on the license web form instructs the content provider to read and agree to all terms by using the checkboxes and to select "I Agree" at the end of the form to grant the Distribution License as a whole.
** If a content provider does not check one or more boxes, an error message appears prompting them to complete the required fields.

==== Version 0.7 to 1.0 ====
* [http://hdl.handle.net/2429/33382 Version 1.0] effective as of June 16, 2008.
* Newly added language for [http://hdl.handle.net/2429/33382 Version 1.0] is in bold:
** ''Section 4'': “If any of the following statements of fact are not accurate as applied to you and the Submission, you must contact cIRcle before proceeding further. You represent '''and confirm''' that…”
** ''Section 4a'': “You have the right and authority to grant the rights set out in this license. '''If there is more than one author, all co-authors have approved the Submission and have read and agreed to the terms of this agreement''';”
** ''Section 5'': “you represent '''and confirm''' that you have fulfilled any right of review or other obligations required by the contract or agreement with such sponsor”
** ''Section 9'': “'''You understand and acknowledge that your participation in cIRcle is voluntary and not required as a part of your employment or other relationship with UBC.'''”

* Note on previous versions: cIRcle formally launched in 2008 although electronic theses and dissertations were being deposited by students as early as December 2007. These were deposited under terms and conditions specifically applied to theses agreed to during the submission process and recorded as a file in the submission. The cIRcle Non-exclusive Distribution License, as it is presently known, underwent several internal revisions before the release of Version 1.0 when non-thesis content for cIRcle was actively recruited from among UBC faculty, staff, and students.

=== Retrospective Theses and Dissertations ===
UBC theses and dissertations published prior to 2008 are available as physical items in the [https://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 to UBC’s theses/dissertations in support of research purposes and private study only. Given a cIRcle License was not completed by the authors, these items have specific usage permissions, indicated by an Open Collections License pop-up (“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].”) and corresponding Rights metadata. More information can be found on the [https://open.library.ubc.ca/cIRcle/collections/ubctheses UBC Theses and Dissertations collection page].
[[Category:Circle]]
{{DEFAULTSORT:cIRcle License Version History}}

Library:Circle/cIRcle License Version History

2025-04-04T22:47:04Z

KellyGauvin:

Library:Circle/cIRcle Affiliations & Programs Reference Guide

2025-04-04T22:44:30Z

KellyGauvin:

== 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 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/cIRcle Affiliations & Programs Reference Guide

2025-04-04T22:44:04Z

KellyGauvin:

== 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 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/Adding faculty publications to cIRcle

2025-04-04T22:26:26Z

KellyGauvin:

__NOTOC__
==Overview==

This is a user guide to assist UBC Library subject librarians and staff in identifying and submitting faculty authored journal articles in cIRcle, UBC's open access digital repository. The cIRcle Office offers a mediated deposit service: they create item records, apply metadata, and ensure publisher conditions and license terms are met. Library staff can help contribute to a culture of openness at UBC by supporting their faculty in publishing their work open access and meeting the requirements of the [http://www.cihr-irsc.gc.ca/e/32005.html Tri-Agency Open Access Policy on Publications].

Although cIRcle provides access to a variety of scholarly materials including journal articles, book chapters, technical reports, conference proceedings, this workflow focuses primarily on journal articles. For help with depositing other types of research and teaching outputs, please contact the cIRcle Office at circle.repository[at]ubc.ca for assistance.

A brief version of this guide aimed at authors themselves is available from the cIRcle Office and the Scholarly Communications and Copyright Office: [https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Author's Guide to Self-Archiving].Open Access permissions for books, book chapters or conference proceedings are out of scope for this guide, but there is a community-built resource maintained by [https://www.ukcorr.org/ UK Council of Open Research Repositories] that has tracked policies for nearly 200 publishers.

Librarians may also be interested in reviewing [https://confluence.it.ubc.ca/display/CIRCLE/Content+Recruitment+Toolkit cIRcle's Content Recruitment Toolkit] which provides tips for recruiting various types of scholarly content.<div align="left">
===How to Use This Wiki Guide ===
This user guide introduces a 5 step workflow for depositing faculty publications in cIRcle. Steps 1-2 of the process are optional and aimed at Library branches interested in creating content recruitment campaigns in their liaison areas. Steps 3-5 of the process are required to ensure appropriate content is submitted and described correctly. If you already have content and need to check permissions, skip to step [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|3]].

[[#Step 1: Set Up an Automatic Search Alert |'''Step 1 : Set Up an Automatic Search Alert''']]

[[#Step 2: Review & Save Content Results |'''Step 2 : Review & Save Content Results''']]

[[#Step 3: Check Copyright Permissions |'''Step 3 : Check Copyright Permissions''']]

[[#Step 4: Requesting Author Permissions |'''Step 4 : Request Author Permissions''']]

[[#Step 5: Submitting Content to cIRcle |'''Step 5 : Submit Content to cIRcle''']]

==Step 1 : Identify articles of interest ==
Below are two suggested methods for identifying articles of interest: '''Create a Search Alert''' using academic databases and '''Query Open Alex for UBC Publications'''. You may create additional methods depending on the scope and focus of your interest.

=== Create a Search Alert ===
A search alert is a search string crafted for a specific database that can be used to identify new content suitable for submission to cIRcle. Once saved, an email alert will be sent when new content meeting the search criteria is added to that database. This step will describe how to pick databases, craft a search string, and set up a search alert.
====Choose Databases====
Select databases relevant to your subject field. We recommend selecting at least two large databases; however, you may choose to include as many that are necessary to cover the desired field. Consider focusing on journals where faculty in your liaison areas publish most frequently as well as those that have favourable Open Access self-archiving policies. For an idea of the popularity of a specific journal, you may wish to consult the [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings].
====Craft a Search String and Set up Alert====
To begin, create a search string using the search box in your selected database. The image below shows an example of how to set up a search alert in a select database. When creating the search string, consider the following:

'''Search criteria:''' All content added to cIRcle must have at least one UBC author affiliate. To limit your search to UBC authors, use database-supplied limiters or the search string "University of British Columbia." To further refine your search, apply an affiliation parameter and/or a proximity operator to the string, if possible. Combining an affiliation with subject specific terms where appropriate is also recommended.

'''Accuracy and Frequency:''' Best practice is to revisit these search strings every 3 to 6 months. Having an up-to-date search string can help you evaluate their effectiveness and improve search result content. Most databases also have a “frequency” setting for search alerts. This will set up email alerts for any new results on a query at a specific time. Start by setting the frequency alerts to once per week and adjust as needed. The parameters and operators are often database specific so be sure to investigate how to refine results in your selected database.

[[File:Creating Search Alert.png|thumb|1200x1200px|center]]
{| 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''' In some cases you may be able to set up a search alert without creating a login. However, creating an account allows you to modify, delete, or view all of your alerts.
|}

=== Query Open Alex for UBC Publications ===
O[https://openalex.org/ penAlex] is a "fully open catalog of the global research system" developed by the nonprofit creators of [https://unpaywall.org/ Unpaywall] known as [https://ourresearch.org/ OurResearch.org]. The open-source tool "describes scholarly ''entities'' and how those entities are connected to each other. There are five types of entities: [[/api-entities/works|works]], [[/api-entities/authors|authors]], [[/api-entities/venues|venues]], [[/api-entities/institutions|institutions]], and [[/api-entities/concepts|concepts]]" ([https://docs.openalex.org/ See OpenAlex API documentation]).

Review the [https://docs.openalex.org/quickstart-tutorial OpenAlex Quick Start Tutorial] to begin building queries. See below an example of a query for UBC publications:

'''Query Example: List the Open Access journal articles affiliated with UBC that have been published since January 1, 2020''' '''.'''

[https://api.openalex.org/works?filter=institutions.ror:https://ror.org/03rmrcq20,is_oa:true%20,is_paratext:false,type:journal-article,from_publication_date:2020-01-01 https://api.openalex.org/works?filter=institutions.ror:https://ror.org/03rmrcq20,is_oa:true ,is_paratext:false,type:journal-article,from_publication_date:2020-01-01]

Breakdown of the query:

'''<nowiki>https://api.openalex.org/works?filter=</nowiki>'''

* Query root. This must be entered before any filters can be applied. “works” can be changed to another entity type (ex: authors or venues).

'''institutions.ror:<nowiki>https://ror.org/03rmrcq20</nowiki>,'''

* This filter retrieves works in OpenAlex that are affiliated with UBC.
* institutions.ror filters by institution. This is followed by a colon and the ROR (Research Organization Registry) ID URL for UBC: <nowiki>https://ror.org/03rmrcq20</nowiki> (Institutions’ ROR IDs can be found here: <nowiki>https://ror.org/</nowiki>).
* Each filter must be followed by a comma if adding another filter.

'''is_oa:true'''

* Retrieves works in OpenAlex that have been identified as Open Access.
** You can also filter by the type of Open Access (i.e., gold, green, hybrid, bronze) by swapping this with the filter oa_status:”[status type here]”.

'''is_paratext:false,'''

* On the OpenAlex website, it is recommended to include this filter because some of their dataset sources include paratext (i.e., covers, tables of contents, journal issue information). To filter these types of sources out of your query results, use this filter.

'''type:journal-article,'''

* This filter specifies and retrieves a certain type or genre of work (in this case, journal articles).
* This field uses Crossref’s “type” controlled vocabulary.
** All the possible values can be found here: <nowiki>https://api.crossref.org/types</nowiki>

'''from_publication_date:2020-01-01'''

* This filter retrieves works from a specific publication date onward.
* Dates must be formatted as follows: YYYY-MM-DD

==Step 2 : Review & Save Content Results==
Review content received from searches and search alerts to identify articles to pursue for the repository. This step will describe criteria for evaluating potential articles for submission, as well as how to save article citations.

===Review Material Criteria===

* '''UBC Affiliation:''' Do all the results have at least one UBC author? Is the author a current UBC faculty member (you can confirm this using the [https://directory.ubc.ca/index.cfm UBC Directory])? Does the author already have content in [https://open.library.ubc.ca/search?q=&circle=y cIRcle]? Returning submitters will already be familiar with cIRcle and, therefore, more inclined to deposit.
* '''Scope: ''' Focus on content that isn't already openly available. Start by checking to make sure the material isn't already in cIRcle or available via an open access journal or in a different university affiliated repository (a Google search will often confirm all of these). Consider limiting your search to material that has been published in the last 2-3 years so there is a greater chance the author has kept a version that can be self-archived under a publisher's terms. You may also want to focus your efforts on high-profile research areas see for example, the [https://research.ubc.ca/about-vpri/research-excellence-clusters UBC Research Excellence Clusters.-]
*'''Author Permissions:''' Identify at least one UBC author from whom to request permission to archive the item in cIRcle. This may not be the corresponding author but it must be someone credited as an author. It is recommended that the signing author notify co-authors of their intent to make the content available via cIRcle. See [[ #Step 4: Requesting Author Permissions |Step 4: Requesting Author Permissions]] for more information.

===Save the Citation/Metadata===

If you plan to recruit multiple items, it is helpful to track potential submissions using a consistent method like an Excel spreadsheet (see our [https://wiki.ubc.ca/File:CIRcle_Sample_Project_Metadata_template_2022.xlsx Sample Project Metadata Template] for an example). Once the article versions and permissions are collected, you can send the spreadsheet directly to cIRcle. Elements that we suggest tracking include:
* Title
* Author(s)
* Contact information of author(s)
* Citation
* Publisher DOI
* Published (Y/N)
* Copyrighted material (Y/N)
* Article version permitted (pre-print, post-print, etc.)
* Embargo (Yes/No - If Yes, add date)
* Status (Already in cIRcle, already open access, action required, etc.)
* Date author was contacted
* Communication notes (e.g. waiting for content, waiting for licenses, unsuccessful, etc.)
* Licenses received (Yes/No)
* cIRcle URL (the cIRcle Office can populate your spreadsheet with the URL of archived items and send the spreadsheet inventory back to you)

==Step 3 : Check Copyright Permissions==
Authors typically sign over copyright or specific distribution rights for their articles over to a publisher as a condition of publication. Most publishers have established self-archiving policies that allow authors to deposit a copy of their articles in institutional repositories. However, differing terminology and conditions can make it challenging for authors to identify and interpret these policies. Moreover, individual journals under a publisher often have conditions specific to that journal such as a particular embargo period. Helping authors navigate these permissions in order to deposit to cIRcle is a valuable service offered by the Library.

This step will explain how to check the copyright permissions for journals to determine whether an article can be added to an institutional repository and under what conditions. If you're new to Open Access principles, consider watching this 3 minute video [https://vimeo.com/6973160 Open Access 101] from SPARC.

=== Identifying Permitted Self-Archiving Versions ===
The version permitted for open access deposit in a repository varies widely across publishers. You will first need to identify which version is permitted, and then work with the author to apply any conditions such as a version statement, specific Creative Commons License, or embargo.

As these version types can look very different, you will need to become adept at identifying the version types. If and, if needed, following up with the author to ensure you have the right version. In many cases, authors will need clarification from you to understand the differences between the version types. For more information on article versions refer to our [https://wiki.ubc.ca/images/b/b9/CopyrightcIRcle_AuthorsGuide_2024.pdf Author's Guide to Self-Archiving] or review the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] article.

Popular terms for version types include:
* '''Submitted Manuscript (Pre-print):''' The version of the manuscript first submitted to the publisher before undergoing the peer-review process. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0132710 here]. Most publishers allow the deposit of pre-prints without embargoes though grant-funding agencies require the author's accepted manuscript version (post-print) to be deposited.
* '''Author's Accepted Manuscript (Post-print):''' The peer-reviewed version of the manuscript that has incorporated all revisions made during the peer-review process. This is the author’s final manuscript of the publication prior to being branded with the publisher logo and layout. This is one of two versions accepted by the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications]. Most publishers allow for this version to be deposited and is often the easiest to obtain from authors. However, it is also the version most often requiring an embargo period and a version statement with a citation and link to the published version. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0374299 here].
* '''Publisher Version (Version of Record):''' The version of the manuscript as it appears in the journal. This version contains the same content as the post-print but with added journal page layout and style formatting applied by the publisher. This version is seldom acceptable for deposit in an open access repository. Many authors confuse this version for the post-print so it's important to check carefully what an author sends you to ensure you have the correct version. This version is accepted by the Tri-Agency OA Policy on Publications. See an example [https://open.library.ubc.ca/cIRcle/collections/facultyresearchandpublications/52383/items/1.0070778 here].
* '''Author's Proof (Galley Proof)''': This version of the manuscript where information still needs to be reviewed by the publisher or author, between the post-print and published stage. An Author's Uncorrected Proof has the corrections noted by the publisher not yet approved by the author. The Author's Corrected Proof is the article with the corrections reviewed by the author. This version is rarely referenced in publisher permissions. See an example [[:File:Madni Author Proof Example.pdf|here]].

The following graphic provides an overview of versions throughout the scholarly publishing process:[[File:Article Versions Graphic.png|center|frameless|1000x1000px]]

Having trouble telling the difference between version types? This article from the University of Cambridge provides additional tips: [https://unlockingresearch-blog.lib.cam.ac.uk/?p=1872 Manuscript detectives -- submitted, accepted or published?]The [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript Versions of Manuscripts] guide from Hong Kong Polytechnic University is also a useful resource.

==== Best Practice ====
Where possible, you can save time and effort by prioritizing journals that allow archiving of the publisher versions which will be available for download from a database or the journal's website. In this case, the author is only required complete the [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form to have their content submitted to cIRcle.[NB. The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the correct version of the license]

It is more likely, however, that a journal will only permit the archiving of a pre-print and/or post-print version of the article. If this is the case, the post-print is the preferred self-archive version. It is crucial that the appropriate version be acquired from the author with a completed [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License] form.

In some cases, journals have applied a [https://creativecommons.org/licenses/ Creative Commons License] which allows cIRcle to deposit the content without a cIRcle License. This is the best case scenario as it limits the amount of effort on behalf of the author.

=== Publisher Conditions ===
Most publishers include conditions for deposit such '''embargo period.''' An embargo is a period during which access to academic journals is limited to users who have paid for access or have access via a library subscription. It is important for authors to know that they can add embargoed articles to cIRcle at any time. An article can be stored within the repository with barred access until an embargo period expires, at which time the article will be released and become publicly available for use.

For preprints or postprints, it is best practice to always include a '''version statement''' with a citation for the published article on the document submitted to cIRcle. If the author has not done this, you can edit the document to include it on their behalf. Examples of publisher required statements are included below:

1.'''Elsevier:''' © <year>. This manuscript version is made available under the CC-BY-NC-ND 4.0 license <nowiki>https://creativecommons.org/licenses/by-nc-nd/4.0/</nowiki>

2. '''Wiley''': "This is the peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]. This article may be used for non-commercial purposes in accordance with Wiley Terms and Conditions for Use of Self-Archived Versions. This article may not be enhanced, enriched or otherwise transformed into a derivative work, without express permission from Wiley or by statutory rights under applicable legislation. Copyright notices must not be removed, obscured or modified. The article must be linked to Wiley’s version of record on Wiley Online Library and any embedding, framing or otherwise making available the article or pages thereof by third parties from platforms, services and websites other than Wiley Online Library must be prohibited."

3. '''T&F''': “This is an Accepted Manuscript version of the following article, accepted for publication in [JOURNAL]. [INCLUDE CITATION]. It is deposited under the terms of the Creative Commons Attribution-NonCommercial-NoDerivatives License (<nowiki>http://creativecommons.org/licenses/by-nc-nd/4.0/</nowiki>), which permits non-commercial re-use, distribution, and reproduction in any medium, provided the original work is properly cited, and is not altered, transformed, or built upon in any way.”

4. Unspecified statement: If the publisher doesn't include a specific statement template, you can use the following:

''This is the [preprint/postprint] version Submitted (or Accepted) for publication to Journal Name (by) on MM/DD/YYYY. The published version of this article is available at [citation].''

===Using the Jisc Open Policy finder (formerly SHERPA/RoMEO)===
Start your search for publisher self-archiving permissions with the Jisc [https://openpolicyfinder.jisc.ac.uk/ Open Policy Finder]. This site provides a quick summary of publisher permissions and reference links to the journal's policies. Publisher policy links are always used to confirm the summary information provided in the Open Policy Finder.

To use the Open Policy Finder, enter the journal name or ISSN and select "search" e.g. Journal of Clinical Child & Adolescent Psychology (JCCAP).

Review the policy summary to identify which permitted version pertains to the article you are investigating for deposit.

Select the arrow to expand details about conditions for self-archiving or use the radio button.

[[File:OpenPolicy screenshot JCCAP 1 2024-11.jpg|alt=Screenshot of an entry in Jisc Open Policy Finder referring to publisher's self-archiving web page |center|thumb|867x867px]][[File:OpenPolicy screenshot JCCAP 2 2024-11.jpg|alt=Screenshot of an entry in Jisc Open Policy Finder referring to publisher's self-archiving web page |thumb]]Review the conditions for self-archiving:
* '''Embargo:''' Note the embargo period if any. If a range is provided (e.g. 12-36 months) use the policy links to find the specific embargo period for the journal.
* '''License:''' Some publishers may specify whether a publisher's bespoke or third party license (e.g. Creative Commons) must be applied. cIRcle applies a default CC-BY-NC-ND license unless otherwise specified.
* '''Publisher deposits:''' Publishers may have an agreement to deposit certain journals or articles in a specific database (e.g. Pub Med Central). [https://openpolicyfinder.jisc.ac.uk/help user guide.]
* '''Locations:''' This field lists locations where the version may be shared. Look for the term "institutional repository" or "non-commercial repository" to ensure the item can be archived in cIRcle.
* '''Conditions:'''
** Publisher source must be acknowledged with citation: This is a standard practice for cIRcle submissions.
** Must link to publisher version: DOI are added to article item records as standard practice for cIRcle.
** Set statements to accompany deposits (see policy): Some journals require specific version statements to be added to self-archived articles. Follow the publisher policy links to locate the required version statement. These are typically added to the article PDF by cIRcle staff on the author's behalf. See the section on Publisher Conditions for select statements.
** The publisher will deposit in on behalf of authors to a designated institutional repository, where a deposit agreement exists with the repository : cIRcle has automated deposit agreements with BioMed Central (BMC) and Multidisciplinary Digital Publishing Institute (MDPI) only.

* '''Record Information:''' In the top navigation tabs, select "Record Information" to find out the last modified date. If the information provided in the summary is out of date or incorrect, select the "Report an error" link to help update the record.

{| 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|Important]]
||
'''IMPORTANT!''' Some journals may not have an entry in the Open Policy Finder or self-archiving information may not be available. Emailing the publisher's editorial team to request information is recommended in this case. If you need assistance with this step, please contact the cIRcle Office at circle.repository@ubc.ca for more information.
|}

==Step 4: Requesting Author Permissions==

Once you have identified the article(s) you want to request and the publisher permissions, you can contact the author to outline the steps for deposit. You can review instructions for deposit on the [https://circle.ubc.ca/submissions/submit-content/faculty-staff/ cIRcle Submission] page. Linked below are email templates created by the cIRcle Office for requesting content and permissions from authors. Please note that instructions vary depending on the required self-archiving version type: pre-print, post-print, or publisher version. You may also prefer to have authors send you both the copy of the license and article and then forward these as a package to the cIRcle Office. We encourage you to adapt and edit these templates as needed to suit your purposes, just be sure the key elements regarding instructions for deposit are included.

=== Email Templates ===
Use the [http://wiki.ubc.ca/File:Request_Permission_Faculty_Email_Template_FOR_WIKI_07112017.docx template] to draft your request message to the author. If you are requesting an '''embargoed''' article you will direct the author to complete the cIRcle Non-Exclusive Distribution License Form and email the article directly to you. If you are requesting '''a non-embargoed''' article you will direct the author to fill out the cIRcle Item Submission Form. (The form will allow the author to complete the cIRcle License and attach a copy of the content in a single form.) If an author uses the Item Submission Form for an embargoed article, please notify the cIRcle Office immediately circle.repository[at]ubc.ca.

If more than one article is required from the same faculty member, include all requested citations in your email. Recommend that the author copy and paste the article list into a single [https://circle.ubc.ca/submissions/license-form/ cIRcle License Form] for greater efficiency. If the author sends an unaccepted self-archiving version, you will need to follow up and provide clearer instruction on version types.

===cIRcle License Requirements ===
A single author can complete the form on behalf of all co-authors to permit the article to be made available in the repository. For this reason, we recommend that the signing author notify co-authors that a copy of the paper has been added to the repository by cc'ing a copy of the license and notification email. We also recommend that you ask authors to cc you on the license and notification email to ensure the submission process is properly completed. '''Please note that an author must complete the form--research assistants or other support staff who are not co-authors do not have signing authority.'''

==Step 5: Submitting Content to cIRcle==

===Final Review===
This step will briefly explain the submission process. Be sure to contact the cIRcle Office at circle.repository[at]ubc.ca to discuss the best workflow for you and authors in your liaison areas. When working with authors, it is recommended that they cc you on any forms or correspondence they submit to cIRcle to ensure you are informed of any requests or resolutions.

'''[https://circle.ubc.ca/submissions/submit-content/faculty-staff/circle-item-submission-form/ Item Submission Form]:''' A copy of the cIRcle license and article is received by the cIRcle Office. If there are no follow-up questions, the article is deposited and a URL is sent to the author and cc'd to you. Use this option when the author prefers to complete the license and attach the article file(s) themselves.

'''[https://circle.ubc.ca/submissions/license-form/ cIRcle License Form] and Email article:''' Copies of the [https://circle.ubc.ca/submissions/license-form/ cIRcle License web form] are received by the cIRcle Office. Please ensure you or the author forward a copy of the article version to circle.repository[at]ubc.ca ASAP. Please note that for articles under embargo, the web form will direct you to email or upload the files to OneDrive.

'''[http://hdl.handle.net/2429/80188 cIRcle License PDF] and Email article:''' Some content recruiters find it simpler to pre-populate the licenses on behalf of the authors who then only need to sign the PDF. The recruiter then collect permissions and articles and send it all as a package to cIRcle for deposit. [NB: The cIRcle License was updated to 3.0 in November 2021. Please ensure you are using the correct version of the cIRcle License].

'''[https://creativecommons.org/about/cclicenses/ Creative Commons Licensed]:''' If the material is already openly licensed via Creative Commons you do not need to request a separate cIRcle License. All that is required is that the license terms are included on the front page of the material. cIRcle Submitters will then include these license terms when creating the item record.

'''Submission Checklist:'''

Whichever permissions and deposit method you choose, be sure to review the checklist below to ensure you have all the necessary elements:

:<big>□</big> The article meets repository Material Criteria (e.g. UBC affiliation, scope, author permissions)
:<big>□</big> You've received the correct version of the article permitted in the publisher's self-archiving policies
:<big>□</big> All self-archiving conditions such as embargo period or copyright statements have been identified to create the cIRcle record
:<big>□</big> You've received a completed [https://circle.ubc.ca/submissions/license-form/ cIRcle Non-Exclusive Distribution License Form] submitted by at least one of the authors or ensured the Creative Commons License terms are included on the item

=== Notification ===
Once the cIRcle Office receives the license and content, the article is submitted to the repository and reviewed by designated Technical Services Staff (Reviewers). These Reviewers check for metadata accuracy and completeness. If all is correct, they will approve your submission to be added to cIRcle. If elements are missing or incorrect, they will reject the submission and ask for additional information.

If the item is successfully archived, you (or whomever submitting the license forms( will receive an email notification with a persistent link to the item(s). You may choose to forward this message to the author as is, or to draft your own notification template that includes the persistent link.

== Contact Us ==
Thank you for helping your faculty to make their research more visible to the world via cIRcle. Did you find this guide helpful? Do you have suggestions for improvement? Your feedback on this guide and any elements of cIRcle's services are greatly appreciated. Please do not hesitate to contact us at circle.repository[at].ubc.ca. Library employees with access to Confluence may also benefit from reviewing cIRcle's [https://confluence.it.ubc.ca/display/CIRCLE/Content+Recruitment+Toolkit Content Recruitment Toolkit] which includes many tips and tools for recruitment including

[[Category:Circle]]
{{DEFAULTSORT:Adding faculty publications to cIRcle}}

Documentation:Circle/SURG560 Graduate Submissions

2025-04-04T21:52:46Z

KellyGauvin:

==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.

==== 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]]

Documentation:CIRcle/SURG560 Graduate Submissions

2025-04-04T21:52:14Z

KellyGauvin: KellyGauvin moved page Documentation:CIRcle/SURG560 Graduate Submissions to Documentation:Circle/SURG560 Graduate Submissions: Correcting the page title

#REDIRECT [[Documentation:Circle/SURG560 Graduate Submissions]]

Documentation:Circle/SURG560 Graduate Submissions

2025-04-04T21:52:14Z

KellyGauvin: KellyGauvin moved page Documentation:CIRcle/SURG560 Graduate Submissions to Documentation:Circle/SURG560 Graduate Submissions: Correcting the page title

==About this Guide==
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.

==== 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/FAQ

2025-04-04T21:50:50Z

KellyGauvin: KellyGauvin moved page Library:CIRcle/FAQ to Library:Circle/FAQ: Correcting the page title

#REDIRECT [[Library:Circle/FAQ]]

Library:Circle/FAQ

2025-04-04T21:50:50Z

KellyGauvin: KellyGauvin moved page Library:CIRcle/FAQ to Library:Circle/FAQ: Correcting the page title

== 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, 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.
[[Category:Circle Website|FAQ]]

Library:Circle/CIRcle Office Projects

2025-04-04T21:50:10Z

KellyGauvin: KellyGauvin moved page Library:Circle/CIRcle Office Projects to Library:Circle/Circle Office Projects: Correcting the page title

#REDIRECT [[Library:Circle/Circle Office Projects]]

Library:Circle/Circle Office Projects

2025-04-04T21:50:10Z

KellyGauvin: KellyGauvin moved page Library:Circle/CIRcle Office Projects to Library:Circle/Circle Office Projects: Correcting the page title

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.] Read more about the campaign on the [https://circle.ubc.ca/2025/03/11/paper-pledge-for-the-planet/ cIRcle blog] or visit our [https://circle.ubc.ca/submissions/ Submissions] page for details on adding your work to cIRcle.

'''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==
'''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 COVID19 Research Recruitment

2025-04-04T21:11:59Z

KellyGauvin: Moved to Circle Archive

{{DISPLAYTITLE:Circle COVID19 Research Recruitment}}

==COVID-19 Research cIRcle Submissions Workflow==

<div align="left">
This is a user guide to help cIRcle Team members as well as UBC Librarians and Staff partnering with cIRcle to identify, request, and deposit faculty- or researcher-authored scholarly materials relevant to COVID-19 in cIRcle, UBC's digital repository. This is an evolving workflow with the aim of enlisting Librarians and/or Staff from across Library branches to participate. Current participants include staff from Woodward Library and the Scholarly Communications & Copyright Office.

Request to participate in this initiative or to make changes to the workflow for UBC recruitment purposes should be directed to [mailto:circle.repository@ubc.ca Tara Stephens-Kyte], Digital Repository Librarian at cIRcle.

Questions regarding permissions, metadata, and deposit in cIRcle may be sent to the [mailto:circle.repository@ubc.ca cIRcle listserv].

[[/wiki.ubc.ca/CIRcle COVID19 Research Recruitment|cIRcle COVID19 Research Recruitment]] © 2020 by is licensed under CC BY-NC-SA 4.0
</div>

===How to Use This Wiki===

This user guide is a step-by-step workflow to provide open access to articles of relevance to COVID-19 authored by UBC faculty/researchers.

Follow the steps to:
# Select materials for COVID-19 according to the listed criteria;
# Set up an automatic search alert notification for new content;
# Check copyright permissions;
# Request author permissions/permitted article versions;
# Submit the article and completed cIRcle Non-exclusive Distribution License for Deposit in cIRcle;
# Send notifications to author when submission is complete;
# Maintain COVID-19 Research cIRcle Content Recruitment [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit#gid=540825014 tracking spreadsheet].

==Roles and Responsibilities==

===cIRcle Project Lead===
Coordinates with participating Librarians and Staff to ensure clear and consistent expectations, workflows, and deliverables. Where a Subject expert Liaison Librarian is not designated as supervisor, the cIRcle Project Lead oversees the work of participating Staff to ensure deliverables are met and processes are executed accurately. This position is held by [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte], Digital Repository Librarian.

===COVID-19 Content Recruiter ===
Identifies suitable content for inclusion in cIRcle based on established selection criteria and self-archiving permissions, requests permissions and permitted article versions from content authors, ensures self-archiving conditions are met, and sends notifications of archived content. Works closely with the cIRcle Project Lead to perform and adjust workflows as needed, and maintain cIRcle COVID-19 workflow documentation. Attends monthly strategy meetings. This role may be scoped in accordance with a person's relationship to the cIRcle Office as follows:

==== Outreach Only ====
Maintains clear and consistent communication with the cIRcle Specialist to ensure content and licenses are delivered to cIRcle for deposit. This position is held by [https://directory.library.ubc.ca/people/view/111 Patricia Foster] at Woodward Library. cIRcle is looking for additional partners across the Library to perform this role in other branches. Please contact [http://directory.library.ubc.ca/people/view/795 Tara Stephens-Kyte] for more information.

==== Outreach and Submitter ====
Performs outreach tasks listed above as well as deposits content as a trained cIRcle Submitter. Maintains clear and consistent communication with the cIRcle Specialist to ensure licenses are archived. This position is currently held by Leila Malkin, Scholarly Communications & Copyright Assistant.

===cIRcle Submitter and License Management Coordinator===
The cIRcle Specialist is responsible for liaising with COVID-19 Content Recruiters to ensure all items uploaded to cIRcle have an accompanying cIRcle Non-Exclusive Distribution License or equivalent permission. This position is held by [https://directory.library.ubc.ca/people/view/1321 Kelly Gauvin], cIRcle Digital Library Specialist.

The COVID-19 Content Recruiter sends completed cIRcle Licenses to the cIRcle Specialist via the cIRcle listserv for archiving. Those only performing outreach send the content to the listserv as well.

=== Recruitment Assignments (2024-5) ===
The interdisciplinary nature of COVID-19 scholarship in particular poses some challenges for recruitment scope. Although efforts have been made to define scope according to branch liaison areas or other groupings, it is challenging to draw clearly defined lines between recruitment areas. Current recruitment assignments are listed below; however, where there is ambiguity or clear overlap, it is strongly encouraged that Recruiters communicate with one another via email, the Additional Notes field in the tracking spreadsheet, and in monthly meetings.

''Patricia Foster:'' Focuses on disciplines supported by Woodward Library with a concentration on Health and Medicine.

''Leila Malkin:'' Humanities and Social Sciences fields with a concentration on Sociology and Psychology. Potential areas for expansion include Social Work and History.

TBD: Education disciplines including Kinesiology, and UBC affiliated indigenous authors.

==Criteria: Selecting COVID-19 Scholarly Materials for Deposit in cIRcle==
The criteria outlined below aims to define scope for this outreach initiative; however, you may need to adjust this criteria in consultation with the cIRcle Project Lead if you are struggling to find eligible content or to support specific strategies. A good resource for identifying researchers is the [https://covid19.research.ubc.ca/covid-19-researchers COVID-19 Researcher] list and the [https://covid19.research.ubc.ca/research-projects COVID-19 Research Project l]ist.

===Representational Output===
Assess whether the material is representative of the goals of the COVID-19 Research Content Recruitment project.
* '''A significant portion of the item must be “about” COVID-19:''' To begin, you may want to focus on Researchers and topics identified by UBC https://covid19.research.ubc.ca/ It can be strategic to request multiple articles from authors currently researching COVID-19 if those publications relate to the topics addressed in their current COVID-19 Research (e.g. infectious diseases; virology, etc.). For now, subject areas for recruitment are assigned by the cIRcle Project Lead to avoid overlap.

=== Eligible for Self-Archiving ===
*'''Version must be eligible for open access archiving:''' For scholarly articles, follow publisher guidelines to determine which version ([https://wiki.ubc.ca/images/archive/f/fe/20180213173701%21CopyrightcIRcle_AuthorsGuide.pdf Submitted Manuscript (i.e. pre-print), Author's Accepted Manuscript (i.e. post-print), or Version of Record (i.e. publisher’s version]) is acceptable for archiving in university repositories. If no self-archiving version is allowed, or if we cannot obtain the required version, we cannot deposit the article to cIRcle. Please note that authors often require coaching to identify appropriate versions of articles as terminology differs across publishers. See the [https://wiki.ubc.ca/Library:Circle/Adding_faculty_publications_to_cIRcle#Understanding_the_Manuscript_Version_Terms Adding Faculty Publications to cIRcle] wiki for more resources on identifying different versions.

=== UBC Affiliations ===
*'''Scope to UBC Faculty & Researchers:''' At least '''one author''' must have been affiliated with UBC at the time of publication. You may also wish to check to see if the author is already in the [https://open.library.ubc.ca/search?q=&circle=y cIRcle repository]. If so, you can include this detail in your communications and supply a URI to the item in cIRcle so they can review the item. This helps develop legitimacy of and familiarity with cIRcle, and can be an added incentive for faculty wishing to centralized access to their publications. See the section on '''Uniqueness''' below for a note about using Creative Commons licensed items to build an author's presence in cIRcle before contacting them.
*'''Scholarly Level''': Prioritize UBC Faculty, Researchers, and Postdoctoral students. UBC graduate student authors may be considered if there is a co-author with Faculty or Researcher status. In general, coursework is not eligible for inclusion in this project.

===Timeliness===
* '''Scope content recruitment to materials published starting in 2020:''' Recruitment for this project is focused on COVID-19 related research published from 2020 on, though works on coronavirus preceded the current pandemic. In general, cIRcle recommends focusing outreach initiatives on materials published in the past three years to ensure greater success in obtaining permitted versions of articles from authors (see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Checking Copyright Permissions]] header below to learn more about publisher permitted versions and self-archiving).

=== Uniqueness ===
* '''Not already in cIRcle:''' Articles from BioMed Central and MDPI are already added to cIRcle and so should be excluded from recruitment initiatives. Some authors also send independent deposit requests to cIRcle. Be sure to check cIRcle regularly to ensure you do not request an item that has already been archived.
* '''Not permanent open access:''' Priority for this project are articles which are not currently available open access from other sources to focus our time and expertise on content that is currently behind paywalls or may have access revoked (e.g. at the end of a public health emergency). Where possible, this initiative may also help authors meet the requirements of grant-funding agencies. In these cases, the majority of these articles will be Author's Accepted Manuscripts (AM) aka postprints.

=== COVID-19 Research Projects ===
UBC maintains a COVID-19 Research response site with a list of [https://covid19.research.ubc.ca/home Projects] and [https://covid19.research.ubc.ca/covid-19-researchers Researchers.] You can use these lists in concert with search alerts to prioritize authors/research topics for inclusion.

=== Open Access/Open Licensed ===
Content that is already CC-licensed or Open Access is the lowest priority for recruitment; however, some exceptions app

* ''Author Not Already in cIRcle:'' If you aim to contact an author who does not already have content in cIRcle, consider first identifying an open access Creative Commons licensed publication that can be added to cIRcle immediately without the author having to be contacted for permission; this approach provides you with an existing item in cIRcle to reference when reaching out to an author for the first time as an added incentive to add more works to the repository. If you feel there are other strong cases for including already openly available content, please discuss with the project lead.

*''Inclusive or Strategic Representation'': Where relevant topics or communities are underrepresented in the repository or are otherwise are candidates for focused recruitment (e.g. Indigenous authors; UBC [https://covid19.research.ubc.ca/research-projects COVID-19 Research Projects)].
*''Not Open Licensed:'' By recruiting Open Access content that is not open licensed we ensure CC license terms are applied when deposited in cIRcle to facilitate sharing and re-use. Scope for this approach should focus on Inclusive or Strategic Representation principles as noted above; however, it should be noted that some Open Access publishers specifically prohibit third-party licensing and many authors do not see value in adding already open access content to a repository.

==Setting Up Search Alerts==

A search alert is a search string crafted for a specific database that, once saved, will e-mail an alert when new content meeting the criteria is added to that database. This step will describe generally how to pick databases, craft a search string, and set up a search alert. Google search alerts are generally not recommended at this time.

===Selecting Databases===
Select databases relevant to your assigned subject area(s). We recommend looking in at least two large databases; however, include as many databases as are necessary to cover the field in question.

* Too broad? If you have too much content to choose from, consider focusing on journals that have published a lot of UBC faculty work over the past few years or limit your search on journals that you know have good open access policies. Consider a resource such as [http://www.scimagojr.com/journalrank.php?area=0&category=0&country=CA&year=2014&order=tc&min=5&min_type=cdg Scientific Journal Rankings] for journal ideas to narrow your search.

* Too narrow? If you struggle to identify relevant articles, consider broadening your search to general subject databases such as [https://resources.library.ubc.ca/277 Web of Science] or reviewing lists of published articles on author websites for relevant content.

==== Sociology ====
When looking for sociology research related to COVID-19, try searching the Proquest [https://www.proquest.com/sociology1/advanced Sociology Collections Database] or the Web of Science. Scope to authors in the UBC Department of Affiliation.

==== Education ====
When looking for education research related to COVID-19, try searching the following Education-specific EBSCO databases: Education Source, ERIC (EBSCO interface), Teacher Reference Centre. Multidisciplinary databases that are good bets for education-related research include Canadian Business & Current Affairs Database, PsycInfo (ProQuest) and Web of Science. Scope to authors in the UBC Faculty of Education.

The databases EdITLib Digital Library (LearnTechLib), ERIC (Free), Informit Indigenous Collection, International ERIC and Shamaa did not return pertinent results.

===Crafting a Search String===
Create a search string using the search box in your selected database. Make a search string that returns relevant content by UBC faculty contributors within your subject area (e.g. "COVID-19" and "coronavirus").

Where possible, include an affiliation parameter and/or proximity operator to the string to limit your results to UBC authors.

Consider reviewing a general guide to [https://guides.lib.usf.edu/c.php?g=451607&p=6882185 Advanced Search] for tips if this is a new skill for you, or use the Advanced Search guide provided on most databases for information on their parameters and operators.

==== Health Sciences ====
Suggested comprehensive search strings for COVID-19 in the health sciences can be found [https://guides.library.utoronto.ca/c.php?g=715025&p=5097953 here].

==== Sociology ====
A suggested search string for COVID-19 in a sociology database: coronavirus OR covid19 OR "covid 19" OR "covid-19" OR "wuhan virus" AND "university of british columbia" (Note: Some databases include an Author Affiliation field on the Advanced Search page where you can limit to UBC).

==== Education ====
A suggested search string for COVID-19 in an education database may generally look something like this: (coronavirus OR covid19 OR "covid 19" OR covid-19 OR "wuhan virus") AND "university of british columbia".

When creating search strings in multi-disciplinary databases, use specify education-related keywords to ensure relevance and consider limiting to specific parameters. For example, a search string for PsycInfo specifying keywords that must be present in the article's title is: TI ( coronavirus OR covid19 OR "covid 19" OR covid-19 OR "wuhan virus" ) AND TI ( education OR educator OR teacher OR school OR learning OR teaching OR classroom OR pedagogy OR students) AND "university of british columbia".

===Setting up Alerts===
When satisfied with the amount of relevant results returned in the search string, save the search and/or set up a search alert. The terminology is often database specific, but a link or icon saying "save search" or "create search alert" is usually found in the header or sidebar of the page. Follow instructions to create or log in to an account. Make sure to use your UBC e-mail staff address when creating your account. Most databases have a “frequency” setting for search alerts. This will set up e-mail alerts for any new results on a query at a specific time. It is recommended you set the frequency alerts to once per week.

{| class="wikitable" style="width: 100%;"
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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]]
||
'''Tip:''' Revisit this step every 3 to 6 months. Tweak the searches and databases. Have an up-to-date search string and search fields to help you manage your workload and improve search result content.
|}

==Saving Citations==

Search alerts may be sent to your Inbox or [https://guides.library.ubc.ca/c.php?g=707463&p=5035498 Citation Management Tool] according to your preference for reviewing and identifying eligible articles.

Citations for eligible articles and the status of requested materials are recorded by COVID-19 Research Content Recruiters in the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing cIRcle COVID-19 Research Recruitment and Submissions Spreadsheet]. This is a shared spreadsheet with set columns and a colour key. Recommend/requested changes to the format of the spreadsheet should be reviewed and approved by all COVID-19 Research Recruiters and in consultation with the Project Lead as needed and appropriate. Proposed changes/refinements may be communicated via email or in the monthly project meeting. When updating the spreadsheet, please review the following best practices:

===COVID-19 Research Recruitment Tracking Sheet Citation Fields===

* '''IMPORTANT!''' '''DO NOT EDIT A FILTERED SPREADSHEET.''' Ensure you turn off any viewing filters you've applied before adding or revising any content in the spreadsheet.
* '''Order of entry''': Entries in the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit#gid=540825014 tracking spreadsheet] are arranged from A-Z by first author's last name (refer to the '''Author''' column). Follow this alphabetical order when adding new rows for article entries.
*'''Status:''' Refer to the COVID19 Colour Code tab to indicate the status of each entry. Use the appropriate status term to ensure accurate metrics. Do not record any notes in this column.
*'''Author''': If you want to use the spreadsheet to copy/paste into DSpace item records, you can enter all the author names ensuring the first one is entered as ''Last Name, First Name''. Otherwise, you can list it as ''Last Name, First Name,'' et al.
*'''Contact Information:''' Include the name of the UBC author (first name, last name) and e-mail address. If the corresponding author is not a UBC affiliate, include them as well. The corresponding author is often identified on the publisher's site--use the DOI to navigate to the published article.
* '''Title:''' Enter the item title. You will use this to draft your request email.
*'''Citation:''' APA style is most frequently used within this spreadsheet but there are no citation style guidelines for cIRcle. Submitters should ensure the citation itself is accurate so it can be pasted into a DSpace item record.
* '''Publisher DOI:''' Enter the DOI for the publisher's version of the article. Submitters can use this to copy/paste into a DSpace item record.
* '''Initials:''' As there are multiple Content Recruiters with overlapping subject areas, please record your initials to note resonsibility for each entry.
* '''Additional Notes:''' If you come across content that better fits another's portfolio, you can add a note e.g. "Suggested to [name] by [name]".

Once you begin working on an eligible citation, refer to the '''Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet''' section for data entry instructions on next steps.

==Checking Copyright Permissions==
Authors typically sign copyright over to publishers in exchange publication in their journal. In many cases, those journal publishers grant rights back to the author that dictate how, when, and where an author may share their article. The practice of adding an article to an institutional repository is known as "[https://en.wikipedia.org/wiki/Self-archiving self-archiving]". Once you've identified an article that meets the eligibility criteria for recruitment, the next step is identifying whether the journal permits self-archiving and, if yes, under what conditions.

=== Self-archiving Policies ===
'''[https://openpolicyfinder.jisc.ac.uk/ Jisc Open Policy Finder (formerly SHERPA/RoMEO]''' is the first stop for discovering and understanding publisher self-archiving policies. The [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Check Copyright Permissions|'''Adding Faculty Publications to cIRcle''']] wiki provides detailed instructions on how to identify and interpret these policies. You can also consult the [https://openpolicyfinder.jisc.ac.uk/help user guide] for more information on how to interpret OA pathway policies from their database. Other permissions checking tools which you may be interested in exploring but which are not required for this project include [http://unpaywall.org/user-guides/libraries '''unpaywall.org'''] and [https://shareyourpaper.org/permissions '''shareyourpaper.org''']. Brief overviews of this tools in practice are provided below.

If the journal's Open Policy Finder entry indicates the article may be self-archived, the next step is to identify the conditions for deposit:

* '''Permitted Version''': Which version does the publisher allow to be deposited in a repository? Most publishers will permit the authors' accepted manuscript (aka postprint) version to be deposited in a repository. Publisher versions are rarely permitted. Pre-prints may be eligible but are not considered for this project. See '''Understanding Article Versions''' for definitions.
* '''Version Statement:''' Does the publisher require the item to have a version statement? If yes, what is it? This statement must be added to the article before deposit. In most cases, the Recruiter will do this on the author's behalf to increase the chances of a successful recruitment.
* '''Embargo:''' An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. Is there an embargo period for this article? When will it expire? Has it already expired?
* '''Other?''': Are there other conditions of which we need to be aware? Does this publisher have requirements regarding third party/Creative Commons license?

===Understanding Article Versions===

Copyrighted versions of scholarly articles are generally divided into three categories: the version of record, the author's accepted manuscript, and the submitted manuscript. Terminology for version types may differ--see below for the most common terms.
* '''Version of Record (i.e. Publisher's version)''' : The version of an article that has undergone final text correction and layout and is published in the journal and typically assigned a DOI. This is the version most authors will attempt to send you in error as they are generally not permitted for self-archiving in most cases.
* '''Authors' Accepted Manuscript (i.e. Post-prints or AM) :''' This is the final peer-reviewed version that has been '''accepted''' for publication but has '''not yet''' undergone the publisher's final correction and layout. Significantly, these versions have passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. This is the minimum version required by [https://science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications Tri-Agency Grant Funding Agency Policy on Publications] and is the version '''prioritized''' for cIRcle deposit.
* '''Submitted Manuscript (i.e. Pre-print or Author's Original Manuscript (AOM)''' is the original version initially sent to the journal for consideration. These versions have not been subject to peer review and are generally not considered eligible for this project.
For more detailed information on article versions, refer to [[Documentation:Library/Circle/Adding faculty publications to cIRcle#Understanding the Manuscript Version Terms|'''Adding Faculty Publications to cIRcle wiki''']] or the [https://scholcomm.ubc.ca/files/2018/01/CopyrightcIRcle_AuthorsGuide_2017_FINAL.pdf Author's Guide to Self-Archiving]

===Making Decisions Based on Copyright Permissions===

Most academic journals only permit the archiving of an '''accepted manuscript''' or '''submitted''' version of the article. These versions must be acquired from the author. If the author is submitting in order to comply with the [http://www.science.gc.ca/eic/site/063.nsf/eng/h_F6765465.html?OpenDocument Tri-Agency Open Access Policy on Publications], only publisher version and accepted manuscript copies are acceptable. The majority of the articles you will be requesting will be accepted manuscripts and, if they were published within the last year, they will likely be under an embargo.

An '''embargo''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article is currently under embargo, it can still be archived to cIRcle, but access to the article on the repository will be restricted until the embargo end date. Interested parties must make a special request to cIRcle in order to access the embargoed article.

=== <big>Using shareyourpaper.org</big> ===
Although it is not required for this project, some Recruiters like to begin their permissions search for single or bulk items using DOI in [http://shareyourpaper.org shareyourpaper.org]. This tool harvests permissions metadata from various sources including [https://www.crossref.org/ cross-ref], [http://unpaywall.org/ unpaywall.org] and Microsoft Academic, publisher-self-archiving policies and institutional open access policies (this information is updated daily). The web application version also indicates which format version can be archived as per the publisher/institution policy. It's primary use is for researchers to deposit in [http://zenodo.org Zenodo], the repository developed by [https://www.openaire.eu/ OpenAire]. '''Though not required, this tool is a great resource for immediately identifying whether (and where) an article is already openly available before investigating specific-terms in the Jisc Open Policy Finder.'''

You can do one at a time manual queries or upload the [https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy bulk checker]. The bulk checker operates from a Google spreadsheet and requires a Google Account. It is recommended that you use your UBC email for this account.

Register your email in the Google spreadsheet once you're set up to receive updates and get your feedback. You will need to indicate UBC as the institution, so that they can take our institutional policy into account when searching for the author. UBC's ROR ID is https://ror.org/03rmrcq20." To find permissions info for (many) individual articles, go to 'Article Permissions Checker' and put whatever you're searching for in column 'A'. Once you've generated results, copy them all and paste as values. This will stop them regenerating periodically (including when you open the sheet)." (from: https://docs.google.com/spreadsheets/d/1zoNyndkJ7sXy-MvjKyLRmjo2-q7lmCyhjDZvvqam3C0/copy)

=== <big>Using unpaywall.org</big> ===
Although it is not required, you may consider using Unpaywall for permissions checking. Unpaywall is a service which harvests links to full-text open-access academic articles from a comprehensive variety of sources world-wide. This may include institutional repositories from universities, academic associations and government websites. Some of the open content includes author-archived open access (usually post or pre-prints) as well as articles indexed in the DOAJ, Directory of Open Access Journals. There is a [http://unpaywall.org/products/extension Firefox browser extension] that notifies users when an article is open access and freely available.

Unpaywall sourced open access articles now appear in UBC Summon as "OpenVersion". This means that any user group (UBC, UBC alumni & community users) may access the article without a CWL (Campus Wide Login). Because of OA permissions for manuscript versions the linked version may not be the final published version.

Unpaywall is integrated into [https://www.nature.com/articles/d41586-018-05968-3 Web of Science], [https://app.dimensions.ai/discover/publication?and_facet_open_access=True Dimensions] and Scopus (UBC doesn't currently subscribe to) as a means to enhance discoverability. Web of Science only links to peer-reviewed versions from open repositories and prefers links to publisher's version but if not available to accepted versions.

The unpaywall.org [http://unpaywall.org/products/simple-query-tool Simple Query Tool] can check on the open access status of 10,000 DOIs at once. This browser tool, will email a CSV file of the results ; however, you may need to consult the [http://unpaywall.org/data-format schema] to interpret the results. Caveat is that the article titles and authors are not necessarily captured in the CSV/Excel file. From the [http://unpaywall.org/data-format website]" The best OA Location Object we could find for this DOI. The "best" location is determined using an algorithm that prioritizes publisher-hosted content first (eg Hybrid or Gold), then prioritizes versions closer to the version of record (PublishedVersion over AcceptedVersion), then more authoritative repositories (PubMed Central over CiteSeerX)."

===Recording Self-Archiving Details and Permission Requests in the Tracking Spreadsheet===
* '''Status''': Update this column as needed.
* '''Embargo:''' Record whether or not the article has an embargo date with "Y" or "N." (Record as "Y" even if the embargo date has passed.) In parentheses, note the ''end date'' of the embargo. This can usually be determined by adding the embargo time period to the article's published date (For example, if an article was published on August 13, 2020 and had a 6-month embargo, the embargo end date would be February 13, 2021).
* '''Permitted Version:''' Record which version is eligible for self-archiving. Most commonly this will be the author's accepted manuscript (aka postprint).
* '''Date Contacted:''' Record the date you first contacted the author using DD/MM/YYYY format.
* '''Communication Notes''': Record a very brief summary of your correspondence status, along with a date. Update this as your correspondence progresses. (NB. CTRL+Enter makes a new line inside the cell.) Include any other notes for your personal reference in this section as needed.
* '''License Received''' : Record receipt status of license from the author a "Y" or "N". Use "Y" for openly licensed material.
* '''Content Received''': Record receipt status of content.
* '''Additional Notes''': Use with the colour code RED to note attention is needed. Record specific question or needs in the Additional Notes field and alert the Project Lead as needed.
* '''Initial''': Update as needed to claim an entry.
* '''Date Added''': Record the date the article was added to the spreadsheet.

==Requesting Author Permissions==

Once you've identified articles to request, you can start crafting your email message(s). An overview of recommended elements is provided below as well as an email template. Please send any suggestions or questions regarding communications to the cIRcle Project Lead:

=== Crafting Your Email ===
Email templates are provided below. In some cases you will need to refine the email template to suit the specific author or request you are making. A list of the recommended elements including in an email are listed below:

'''Provide Context for the Request'''

Give your e-mail a descriptive subject line. Begin your request by briefly describing the initiative and what cIRcle aims to do. Once you've given the recipient some context, move on to the article request.

==== Corresponding Author ====
The Corresponding Author is typically the person who has a copy of the permitted self-archiving version. The corresponding author is usually easily identified via the DOI on the publisher's version of record via a small letter icon or other indicator. If the corresponding author is not a UBC author, ensure you CC them on the email. If there are multiple UBC authors, cc the non-corresponding UBC authors as well.

At least '''one co-author''' must fill out the license form for the article to be uploaded to the repository so it is recommended you address one person as the primary contact and include their name in the pre-populated PDF of the license to avoid confusion.

The author who fills out the form assumes license permissions responsibility on behalf of all co-authors. While the author signing the cIRcle License should make co-authors aware of their agreement to archive the article in cIRcle as per the terms of the license, this task is left to the discretion of the authors to perform and is not monitored or enforced by us.

'''Bundling Your Request'''

If you are requesting more than one article from the same author, it may be best to send only one e-mail with a numbered list of all the relevant articles (aim for 5 or less per email). For each article, include a full citation and a description of the publisher's stipulations for archiving the article (e.g. the permitted version, embargo period, date of embargo expiry if applicable).

'''Instructions'''

After listing the articles, provide the author with clear instructions on how to proceed. Attach the pre-populated PDF cIRcle License and provide instructions for completing the form and sending it to you. Use the following file naming convention for the attached License files:
* LastName_FirstInitial_1-2Identifying_words_from_title_cIRcleLicense_YYYY
* Multiple authors: LastName_FirstInitial_et_al_cIRcleLicense_1-2_Identifying_words_from_title_YYYY
Review the [[Library:Circle/File Naming Conventions|cIRcle File Naming Conventions]] for instructions on file name format elements.

===== Self-archiving Versions =====
Many authors need coaching on identifying the permitted self-archiving version; they frequently assume you are asking for the published version and permitted version terminology serves to add to that confusion. For this reason, you may want to include a brief description and example of the version you are asking for: "...the accepted post-peer review version without publisher formatting (i.e. Author's Accepted Manuscript)." For more information and examples regarding identifying and communicating version types, see the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki. However you try to explain it, this process is not intuitive so we aim to use our expertise to assist authors navigating publisher requirements. You can always cc the cIRcle Project Lead on these communications for additional help or oversight.

===== Version Statement =====
Ideally there is some indication on the document of the version type. In many cases, publishers, (e.g. Wiley, Elsevier, and Taylor & Francis) will require a version statement to be included on the title page. The most common ones are included in the [[Library:Circle/Adding faculty publications to cIRcle#Step 3: Check Copyright Permissions|Adding Faculty Publications to cIRcle]] wiki.

Best practice is to add a version statement on behalf of authors even if a publisher doesn't require it. If you know the author or have reason to believe the extra step will not deter them from submitting, you can suggest the authors add the text themselves.

Where a publisher has not specified a version statement, use the following template:

"This is the [preprint/postprint] peer reviewed version of the following article: [FULL CITE], which has been published in final form at [Link to final article using the DOI]."

==== '''Style Guide''' ====
For consistency, please use Canadian spelling. You may also choose to use Calibri font, size 11.

==== '''Signature''' ====
Please ensure you use a modified signature for this project. This should include your name, position title, the email address you use to correspond for this project, a referral to the cIRcle website and the cIRcle Office email address circle.repository]at]ubc.ca for assistance in your absence. If you wish to maintain certain elements of your current signature, please ensure you incorporate some method of cIRcle referral for the purposes of this project to ensure contacts have continuity of service should you be absent, or discontinue working on this project.

===Author Permission Request E-Mail Template===
<blockquote>Dear [Honorific, Last Name] [et al],

I am writing on behalf of the University of British Columbia Library to request permission to deposit the [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript#s-lg-box-22041857 author's accepted manuscript (AM)] version one of your research articles in cIRcle, UBC’s institutional repository.

Since 2020, cIRcle has been [https://circle.ubc.ca/2023/04/11/circle-covid-19-research-recruitment-project/ actively collecting articles on COVID-19] featuring UBC authors. This item was selected from your bibliography because our search indicated it was not free to access without an online subscription to a journal or academic journal database. [Depositing in cIRcle fulfills the open access requirements of the [[/science.gc.ca/site/science/en/interagency-research-funding/policies-and-guidelines/open-access/tri-agency-open-access-policy-publications|Tri-Agency Open Access Policy on Publications]] for grant recipients and ensures your work is openly accessible to anyone regardless of institutional affiliation]. [Depositing your work in cIRcle under a [https://creativecommons.org/share-your-work/cclicenses/ Creative Commons License] helps anyone access and share your work in an centralized open access repository regardless of institutional affilation.]

If you are interested in adding the following item to the repository, please follow the instructions below.

'''Requested Article'''

[Citation with DOI]

[Journal Name] permits archival of an article's '''Accepted Manuscript (AM) version''' in an institutional repository after a [# month] embargo] . [Your article's embargo lapsed/will lapse on YYYY-MM-DD.]

'''Instructions for Adding Materials to cIRcle'''

'''Step 1. Sign the cIRcle License'''. I have attached a pre-populated [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form] for the article listed below [Include the requested article in the attached license form].

'''Step 2. Find the author’s accepted manuscript (AAM) version of this article'''. This is the post-peer review version accepted for publication but prior to receiving publisher branding. View an [https://libguides.lb.polyu.edu.hk/open_access/version-of-manuscript example] in cIRcle or let me know if you have any questions about identifying the correct version.

'''Step 3: Reply to this email.''' Attach the PDF license and author’s accepted manuscript version of this article and send it to me at [email address]'''.'''

'''Step 4: cIRcle archives the article'''. Once I receive the license and permitted version, I will deposit it to cIRcle on your behalf. In 5-7 business days I will send you a persistent link (URI and DOI) to this item which you can use to openly share your work.

If you have any questions about this request or if there additional articles you'd like to deposit, you can respond to this email or contact the cIRcle office at circle.repository@ubc.ca

Thank you in advance for considering this request.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]</blockquote>

{| 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 the author does not properly complete the license or sends an incorrect version, you will need to follow up and provide clearer instructions. If an author uses the Item Submission form for an embargoed article, [mailto:circle.repository@ubc.ca please notify the cIRcle office immediately] to request the file be deleted.
|}

=== Following Up With Authors ===
Responses from authors can vary widely. Select scenarios with response templates are included below but it's important to always tailor your response to the specific email. Consult with the Project Lead if you have any questions about how to proceed.

====Responds with Incorrect Version====
Many authors find it challenging to understand or identify permitted self-archiving versions and will frequently attach the publisher's version by mistake. In this case, some coaching with additional resources is required.<blockquote>Dear [Honorific, Last Name] [et al],,

Thank you very much for your response. The article version you attached appears to be the published version which is not permitted for deposit in an institutional repository without an additional fee [include link to publisher self-archiving policy].

The permitted version is the post-peer review version accepted for publication but prior to publisher formatting. See an [http://hdl.handle.net/2429/86014 example of the author's accepted manuscript] version in cIRcle or refer to the following guide: [https://oabooks-toolkit.org/glossary/article/505344-author-accepted-manuscript Versions of Manuscripts.]

The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature] </blockquote>
====Does Not Have/Cannot Access Permitted Version====
Keeping a copy of the author's accepted manuscript is not a widespread practice among authors, particularly if they are not the corresponding author. The [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM] resource from OA Works provides instructions for obtaining author's accepted manuscripts (AAM) from publisher submission platforms.

Identify the correct publisher to ensure you are using the relevant instructions and be sure to adapt any language or formatting from the template to suit your particular use case. If they suggest you contact another author, for example, you can adapt the template text and Direct2AAM instructions accordingly.<blockquote>Dear [Honorific, Last Name] [et al],

Thank you very much for your response. The permitted version may be available in your publisher's submission platform:

[Insert appropriate instructions from [https://docs.google.com/document/d/1E8nSWyMwCHyJgiKpwDS6dYK14Efm99Fa2LZ97TG0NXw/edit?tab=t.0#heading=h.clbvz43nrm75 Direct2AAM]]

Once you have located the accepted manuscript version:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

[Closing or sign-off e.g. Best, OR Kind Regards]

[Signature]

</blockquote>
==== No Response====
If the author does not respond to the initial e-mail after 2-3 weeks, the Content Recruiter should follow up the request with a brief check-in. Reply to your own initial request with a follow-up e-mail:

Dear [Honorific, Last Name] [et al],<blockquote>Dear [researcher name],

Hello again, my name is [name] from UBC Library. I am writing to follow up on my prior request to archive your article in cIRcle.

[copy citation again]

Putting the accepted manuscript version of this article (post-peer review but pre-publisher formatting) in cIRcle enables us to make your research openly available to everyone regardless of institutional affiliation.

If you are interested in archiving your articles into cIRcle:

1. '''Sign the attached [https://circle.ubc.ca/submissions/license-form/ cIRcle non-Exclusive Distribution License form]'''

2. '''E-mail a copy of the appropriate version of your article''' to circle.assistant@ubc.ca

Please let me know if you have any further questions/concerns. Thank you in advance for helping to make your research more visible to the world via cIRcle.

Best,

[signature]</blockquote>If the author does not respond to the follow-up within another 2-4 weeks, mark the item(s) as '''Unsuccessful''' in the Status column of the Tracking Sheet and make a note in '''Communication Notes''' that the Content Recruiter received no response.

=== Archived Submission Notification to Authors ===
<blockquote>Dear [UBC Author]

The following submission has been archived in cIRcle and assigned a persistent link:

Title : [Submission Title]

Link: [Always use the cIRcle handle e.g. http://hdl.handle.net/2429/76222]

'''New links take 24 hours to resolve.'''

'''Usage statistics are available by scrolling to the bottom of the item page.'''

Thank you for sharing your work openly in cIRcle. Reply to this email or contact the cIRcle Office at circle.repository[at]ubc.ca for assistance.

Best,

[Signature should include your position title and UBC contact information. If you are not a member of the cIRcle Office, please use a modified signature which refers back to the cIRcle website and Office for continuity] </blockquote>

=== Submission Confirmation Email Template to Outreach Only Content Recruiters ===
<blockquote>Dear [COVID-19 Content Recruiter], I'm writing to confirm that [title(s)] by [author name] has/have been archived and is/are available in cIRcle via Open Collections:[URI Link].[Please note that an embargo period has been applied in accordance with the publisher's self-archiving policies.]Please let me know if you have any questions. Thank you, [Signature] </blockquote>

=Submitting Content to cIRcle=

=== The Submission Process (Outreach Only) ===
* Check that the relevant metadata is captured in the body of the cIRcle License (where applicable) (e.g., citation, publisher DOI, embargo dates, content version, etc.).
* Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
* Email the content and a completed cIRcle License or Creative Commons License terms to the cIRcle list serve circle.repository[at]ubc.ca . Sending the submission to the cIRcle list serve ensures the submission is tracked in the cIRcle JIRA ticketing system and ensures that any member of the cIRcle office will see the request in the event project leads are absent.
* The cIRcle Specialist or assigned Submitter submits the content according to the cIRcle Submitter Guidelines (internal documentation) and the [https://circle.ubc.ca/submissions/user-guides/ cIRcle Metadata Manual].
* The cIRcle Specialist or assigned Submitter notifies the COVID-19 Content Recruiter by e-mail once the content is available in cIRcle (see template message above for reference).

* Notify the content creator that the work is available in cIRcle and include the persistent link(s) (URI) as per the '''Archived Submission Notification to Authors'''
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

=== The Submission Process (Outreach and Submitter) ===
* Check that the relevant metadata is captured in the body of the cIRcle License (where applicable) (e.g., citation, publisher DOI, embargo dates, content version, etc.).
* Ensure you have the publisher permitted version and any rights statements are included on the file (See for example [https://authorservices.wiley.com/author-resources/Journal-Authors/licensing/self-archiving.html Wiley's version statement])
* Deposit the item(s) to the relevant collection, typically the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research & Publications] collection. If you have any questions about to which collection the item should be deposited, please ask a member of the cIRcle Office.
* Notify the content provider that the item(s) has/have been archived and include the relevant URI. See email template : '''Archived Submission Notification to Authors'''
* Email licensing details to circle.repository[at]ubc.ca along with the URI for the archived item(s) with the following subject line: License details for archiving for [author name and/or title(s)]. Where applicable list the existing Creative Commons licensing terms or include a copy of the completed cIRcle License. The cIRcle Specialist will take the corresponding JIRA ticket and resolve the task.
* Update the article tracking spreadsheet.
Consult'''[[#Checklist | the checklist]]''' at the bottom of this page to ensure you've completed all the steps in the workflow.

===Updating the Tracking Spreadsheet: Workflow Complete===
Once the URI has been received, the COVID-19 Content Recruiter updates the tracking spreadsheet:
* Change the article's '''Status''' to "Archived."
* In the '''Communication Notes''' field include a final dated entry confirming the article has been archived in cIRcle.
* Copy and paste the '''cIRcle URI'''.

{| 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:''' Faculty, Researcher and Postdoctoral articles are added to the [https://circle.library.ubc.ca/handle/2429/52383 Faculty Research and Publications] collection. In special cases where a work by a Non UBC affiliate has been recruited, the article is added to the [https://circle.library.ubc.ca/handle/2429/52387 UBC Community, Partners, and Alumni Publications] collection.
|}

=Checklist=
{| border="1" cellspacing="0" cellpadding="2"
|-
! colspan="2" scope="row" | Checklist
|-
! scope="row”" |   Yes/No   
|Does the article meet the project's recruitment criteria?
|-
! scope="row”" |      
|Which version of the article is permissible to submit?
|-
! scope="row”" |   Yes/No   
|Does the article version require any special permissions?
|-
! scope="row”" |   
|        If yes, what are they? (hint: Does it have an embargo? Does it need to include a specific version statement?)
|-
! scope="row”" |   Yes/No   
|Do you have a copy of the [http://circle.sites.olt.ubc.ca/forms/license-form/ cIRcle Non-Exclusive Distribution License] form completed by the author or have you confirmed the CC License?
|-
!   Yes/No   
|Have you forwarded copies of the license(s) and/or article(s) to the cIRcle Specialist at circle.repository[at]ubc.ca in accordance with your assigned role?
|-
!   Yes/No   
|If the article has been archived, have you notified the author and updated the cIRcle COVID-19 Research Recruitment and Submissions tracking spreadsheet?
|}

= Assessment Criteria =
Each month, update the [https://docs.google.com/spreadsheets/d/1aEb2YdwfDlK3LxpvxCAhjB5XZYy7NYuCJaPGZO1NOTM/edit?usp=sharing COVID-19 Research Recruitment Tracking] spreadsheet with your own Assessment tab. Please include the following:

# Number of authors contacted
# Number of articles requested
# Number of articles archived
# Number of follow-up/interaction emails (includes all post initial request communications)

Measures of success for this project:
* Rate of return: Number of articles deposited
* Usage Statistics: Amount of view/download traffic for articles deposited
* Relationship-building: Authors submit other work; provide positive feedback
* Scalability: Other Library units participate and successfully execute the workflow
{{DEFAULTSORT:cIRcle COVID-19 Research Recruitment}}
[[Category:Circle Archive]]

Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

2025-04-01T17:52:29Z

KellyGauvin:

== Overview ==
This is a user guide to help BCIRPU staff submit publications to cIRcle, UBC's digital repository, and to document decisions made during the initial project phase.

Changes to the workflow must be reviewed and approved by the BCIRPU Project Lead. Please notify cIRcle staff as well when there are changes to the workflow, and ensure proper consultation if it will have an impact on their processes.

=== How to Use This Wiki ===
This user guide provides a workflow for deposit of BCIRPU publications into cIRcle for long-term preservation and access via the publications search on the BCIRPU website.

Follow the steps to:
* Identify materials for deposit
* Check publisher permissions for posting an article online (for journal articles)
* Request written permissions from publishers, as needed (for journal articles)
* Fill out spreadsheet fields of publication information for cIRcle deposit (Author, Title, Affiliation, Topics, Abstract, etc.)
* Complete a consistency check on Age and Topic values before submission
* Complete license(s) for publications to be submitted
* Submit spreadsheet, publication files, and accompanying cIRcle Non-exclusive Distribution License(s) to cIRcle

=== Roles and Responsibilities ===

===== UBC iSchool student =====
For the initial phase of the project, the iSchool student acts as liaison between cIRcle, BCIRPU, and BCIRPU's development team to define and communicate system and procedural requirements. The student is also responsible to document requirements in this wiki and provide general support to BCIRPU. This position was held by Karen Barrow until its termination in February 26, 2021.

===== BCIRPU Project Leads =====
The BCIRPU Project Leads are Samantha Bruin, Communications Director (on 1 year leave starting mid-January 2021), and Kate Turcotte, Researcher.

In the initial phase of the project, the BCIRPU Communications Director defines and coordinates internal processes to provide historical BCIRPU publications to cIRcle for deposit according to the workflow described in this wiki.

Project Leads also have responsibility/oversight for the following duties:
* maintain the lists of Topics and Authors used as filters in the BCIRPU website publication search form; contact the Digital Lab to add or remove values from the BCIRPU website search form.
** Topic note: it was originally expected that Digital Lab could retrieve a list of Topics in use directly from cIRcle via the API; however, cIRcle automatically pulls some journal articles published by BCIRPU authors from BioMed and assigns subject keywords that should not appear on the BCIRPU publication search form. Therefore, it is necessary for BCIRPU to maintain a list of Topic values to show as filters in the search form.
** Author note 1: the author list contains current BCIRPU team members that have authored at least one publication deposited in cIRcle.
** Author note 2: the author list consists of a preferred name (Last, First) that is visible in the search form, plus any variations of each author's name under which they have published. For instance, the author list on the search form will include ''Beaton, Denise'' while also searching in the background for the variations provided (''Beaton, M Denise'' and ''Beaton, Marie D'').
* create/maintain a one-page online user guide for the BCIRPU website publication search form with explanations of Age and Topic filters plus general info on how the form works; the Communications Director will assist in formatting and making this page available online
* fill out Master List fields for cIRcle deposit (Author, Title, Affiliation, Ages, Topics, Abstract, etc.)
* contact publishers when written permissions request necessary to deposit journal articles
* create annual catalogues of citations & conference abstracts to submit to cIRcle (''see '''Selecting Materials for Deposit''' section below for more info'')
* initiate future cIRcle submissions
* perform consistency checks on Age and Topic values before submission
* create cIRcle licenses
* send items to cIRcle for deposit.

===== BCIRPU Support Staff =====
In the initial phase of the project, Anita Yau will assist in entering publication information into the Master List spreadsheet.

During Samantha Bruin's absence, also assumes responsibility for the following:
* maintains an inventory of all new accepted BCIRPU publications, including tracking publication dates. This file will be tracked via a new Master spreadsheet, from 2021 onward. This spreadsheet is located in Injury 2017 > A BCIRPU Publications Database 2020
* oversees collection of [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] copies of all new journal articles. Copies of these journal articles will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by the year of publication (Manuscripts subfolder).
* oversees collection of final copies of all new unit publications. Final copies of the unit publications will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by year of publication, and type of publication (Unit Reports subfolder).

===== BCIRPU Authors =====
For journal articles:
* inform Anita when articles have been accepted; include copy of license if available
* send Anita an editable copy of the [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] version or place this file on the BCIRPU shared drive in the folder located at Injury 2017 > A Publications Database 2020, sorted by year of publication, and type of publication (Manuscripts subfolder).
* inform Anita when article publication date has been determined. This will be a standing item on the staff meeting, to review on a monthly basis with the BCIRPU team.
* prior to cIRcle submission, verify that all unit publications presented for their approval can and should be deposited.
For reports published by BCIRPU:
* place a PDF copy of the final accepted version on the BCIRPU shared drive in the folder located at Injury 2017 > A BCIRPU Publications Database 2020, sorted by type of publication (Unit Reports subfolder).

== Selecting Materials for Deposit ==

=== cIRcle Requirements ===
# cIRcle policies preclude the deposit of metadata-only records. That is, items such as citations or conference abstracts without accompanying poster/slides/full-text article/audio/video files are not accepted on their own. BCIRPU will collate these types of items into annual catalogues and deposit these catalogues into cIRcle.
# Publications must have at least one author/creator affiliated with UBC.

=== BCIRPU Policies [BCIRPU to finalize this section] ===
Apart from the requirements above, BCIRPU determines what materials it will submit to cIRcle.

The following types of BCIRPU publications have been selected for ongoing deposit into cIRcle:
* Documents without individual authors such as Annual Reports, Injury Insights or other fact sheets, etc.
* Non peer-reviewed research and evaluation reports authored by BCIRPU-affiliated staff and students
* Journal articles authored by BCIRPU-affiliated staff and students
* Conference posters authored by BCIRPU-affiliated staff and students
* Webinars by BCIRPU-affiliated staff and students
The following types of publications will '''NOT''' be deposited into cIRcle:
* Conference presentations
* Internal reports
* Webinars by individuals unaffiliated with UBC and with BCIRPU

=== Confirming Self-Archiving Permissions ===

==== Checking Deposit Permissions for FUTURE Publications ====
For future publications, review the license conditions as forwarded by the authors.

If license details are unclear or unavailable, you may try the workflow for historical publications below or contact either Colleen Pawliuk, BC Children's Research Institute librarian, or circle.repository[at]ubc.ca for assistance.

==== Checking Deposit Permissions for Historical or Recently Published Publications ====
This workflow describes steps to determine if and how publisher permissions permit an individual journal article to be deposited in cIRcle.

'''The key point to remember is that being able to view or download an article in full-text does NOT automatically guarantee permission to deposit this article into cIRcle. Likewise, a lack of full-text online does not necessarily mean that authors cannot deposit the article into cIRcle.'''

==== Step 1: Check journal status ====
Search for journal name in the ''Journal Permissions'' spreadsheet. This list describes publisher rules for deposit into an institutional repository (i.e. cIRcle). If the journal appears in this list, review its status and any details provided. If the spreadsheet provides a definitive answer (e.g. contact publisher for permission/can deposit published version immediately/can only deposit post-print), the workflow below can be skipped--except for post-prints, in which case see Step 3 below for more info.

Otherwise, note the conditions indicating when deposit of the published version is allowed. The workflow below covers the majority of journals but may need to be adapted in a few cases where a Creative Commons license is not the indicating factor that an open access fee was paid for the article.

==== Step 2: Search for article license info online ====
If the article is available online:.

a) Search the page for words such as Creative Commons, license, rights or permissions. A link may be provided to view this information in a certain location on the page or it may be part of the article text. If a Creative Commons license is declared, the published version of the article can be deposited; DONE.

b) If the page does not provide explicit license/rights & permission information, download the PDF version of the article and search the file for the same terms such as Creative Commons, license, rights or permissions. If a Creative Commons license declared, the published version of the article can be deposited; DONE.

c) If a publisher provides a link or tool to check permissions rather than an explicit declaration, try using this tool. Identify yourself as the author and indicate that the desired use is to "post in an institutional repository" or "post on a website." In the unlikely scenario that a clear answer is provided, DONE.

==== Step 3: Assume that the published version cannot be deposited ====
If no clear permission can be found to reproduce and redistribute the published article, go back to the ''Journal Permissions'' spreadsheet to review the embargo period for post-prints (more info in following section) and check for any boilerplate text or other conditions set by the publisher.

'''Note:''' If these cannot be determined, the cIRcle team at circle.repository[at]ubc.ca can assist in determining permissions and/or preparing the post-print. Colleen Pawliuk, BC Children's Research Institute librarian, is also available for consultation.

Though not all publishers provide specific boilerplate text, it is generally required to acknowledge and/or link to the published source so ensure that a full citation for the published version including a DOI link is added to the post-print article sent to cIRcle for deposit; use ''Generic citation text'' below if the publisher does not provide a template.

Insert the full citation and any other required text (e.g. some publishers will also require that a license be embedded in the post-print manuscript) at the bottom/into the footer of the first page of the post-print (see https://hdl.handle.net/2429/73803 for an example). Create a PDF copy.

===== Generic citation text =====
<blockquote>This is a post-peer-review, pre-copyedit version of an article published in [insert journal title]:</blockquote><blockquote>[insert complete citation information here; usually copy from online article page on publisher’s website]</blockquote><blockquote>The final authenticated version is available online at: <nowiki>http://dx.doi.org/</nowiki>[insert DOI here]</blockquote>

===== Embargo =====
If an article has an embargo (see section below) following publication, it can still be deposited in cIRcle. The cIRcle software will restrict public access to the article until the embargo has passed. If an article has an embargo period, note its length in the Master List spreadsheet in the ''Can post published version'' column.

=== Understanding Article Versions ===
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the pre-print version.
# '''''Publisher's versions''''' are the editions of articles that have undergone final text correction and layout. These are typically downloaded from the publisher's website.
# '''''Post-prints''''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. See examples at https://hdl.handle.net/2429/73803 and https://eprints.mdx.ac.uk/28708/. Post-prints may also be called the "(author's) accepted manuscript" or "final peer-reviewed manuscript".
# '''''Pre-prints''''' are versions initially sent to the journal. These versions have not been subject to peer review.
Pre-print or post-print versions of an article must be acquired from the author. If the author is submitting in order to comply with the Tri-Agency Open Access Policy on Publications, only publisher version and post-print copies are acceptable. Publishers typically require post-print versions to include a full citation and link for the published version, sometimes within a boilerplate paragraph. Verify these requirements in the ''Journal Permissions'' spreadsheet.

An '''''embargo''''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article has an embargo, it can still be deposited in cIRcle where public access to the article will be restricted until the embargo has passed.

== Completing the Publication Information Spreadsheet ==
BCIRPU staff looking for more detailed information on how to assign metadata values for columns in the BCIRPU Master List spreadsheet not mentioned below, see ''_Filling Out the cIRcle Spreadsheet v2.docx'' in the ''Instructions and Additional Files'' subfolder.

=== Affiliations ===
{| class="wikitable"
|Other UBC
|indicates BCIRPU affiliation; use when no individual author(s) or no specific UBC faculties/dept identified
|-
|Non UBC
|for anyone outside BCIRPU & UBC
|-
|UBC faculties/dept
|as identified for faculty, staff and students
|}
For journal articles, include affiliations noted in the publication.

For unit publications, include affiliations for named individuals at the time of publication; see ''_BCIRPU Staff Authorship Affiliations.docx'' in the ''Instructions and Additional Files'' subfolder on the shared drive.

=== Values for Topics and Ages ===
<nowiki>**</nowiki>In order for the publications search on the BCIRPU website to function optimally, it is '''''VERY IMPORTANT''''' to use only the values listed below, and to match them exactly (sentence case, no extra commas, spaces, etc). Both Ages and Topics will be stored as Subject Keywords in cIRcle.

===== Ages =====
{| class="wikitable"
|Children and youth (0-19)
|-
|Adults (20-64)
|-
|Older adults/seniors (65+)
|}
Ages should be assigned to a publication if the publication reports data for a specified age group(s).

This field can be left blank. It should be left blank for publications about the general population that do not provide breakdowns by age group.

As a special case, an age group can be assigned in the absence of reported data if the publication is ''about'' a specific age group; e.g. the title or abstract indicates the topic of a publication is child safety but the data reported comes from a survey of adults.

For instance, articles studying parenting practices and/or perceptions should be tagged for both children and adults.

===== Topics =====
This field is left blank when the publication is not injury related.
{| class="wikitable"
|'''Label'''
|'''Notes'''
|-
|Alcohol and drugs
|includes cigarettes and vaping
|-
|Burns, scalds and fire
|
|-
|Concussion/traumatic brain injury
|
|-
|Drowning
|
|-
|Economic burden of injury
|
|-
|Fall-related injury
|
|-
|Home injury
|injuries that occur in the home such as consumer product-related injuries. *Not much use at present (only 3 unit publications as of Feb 4/21)
|-
|Indigenous injury
|
|-
|Injury indicators
|use for indicators in the sense of formalized measures used in injury research
|-
|Injury inequities
|differences in injury risk/rate/outcomes based on socioeconomic factors; assign when disparities reported or groups compared
|-
|Injury methods
|use for publications about injury research methodology (e.g. spatial analysis), research instruments or research concerns such as privacy
|-
|Injury outcomes
|immediate results of injury such as hospitalization or death as well as long-term effects on quality of life
|-
|Injury policy and prevention
|use for evaluation/effects of existing laws, organizational policies and prevention programs. NOT for recommendations for future interventions.
|-
|Injury risk perceptions
|
|-
|Injury risks
|
|-
|Outdoor/risky play
|includes independent mobility
|-
|Poisoning
|
|-
|Road injury
|includes pedestrian, cyclist and other vehicular/transport injuries
|-
|Self-inflicted injury
|includes self-harm, suicide
|-
|Social marketing
|
|-
|Sports and recreation-related injury
|
|-
|Violence and abuse-related injury
|includes physical bullying, Shaken Baby Syndrome and Abusive Head Trauma
|-
|Workplace injury
|
|}

==== Checking Age and Topic Values Assigned in the Spreadsheet ====
As noted in the previous section, it is very important to submit Age and Topic values that exactly match the options above. Any variations will prevent the publication search from finding the desired publications.

Before submitting a new spreadsheet to cIRcle, perform a consistency check on these columns to make sure there are no typos or invalid values and that all values are in sentence case.

=== Completing License(s) ===
The BCIRPU Master List spreadsheets will identify the BCIRPU team member required to sign a license for each publication to be submitted. The director signs for BCIRPU publications without individual authors.

'''Note:''' It is not necessary to sign a license for each individual publication PDF being submitted; one license file can cover multiple publications listed in a spreadsheet attachment.

All BCIRPU publications will be submitted with the most restrictive Creative Commons attribution license disallowing commercial use or modifications (CC-BY-NC-ND).

For each person to sign:
* Copy their rows from the Master List spreadsheet into a new spreadsheet; place Journal Articles and BCIRPU Reports in separate worksheets.
* *If BCIRPU Reports are being submitted and there is any doubt as to whether these should be deposited, ask the person signing to review and confirm. Remove rows as necessary.
* Create a new license file (a blank license PDF is located in the same folder as the Master List spreadsheet).

* Enter the following into a new cIRcle license file:
** Page 1, Submission Information section:
*** '''Name''': BC Injury Research and Prevention Unit
*** '''Description''': See Attached File: [enter name of spreadsheet]
** Page 2, Terms of Access:
*** Put an "x" in the first and last boxes (that is, No commercial use and No modifications)

* Send the license to individual for a signature at the bottom of p2.
Create a new folder at Injury 2017 > A BCIRPU Publications Database 2020 > cIRcle Submissions for the licenses, spreadsheets and accompanying PDFs/videos.

Once completed licenses are returned, the package(s) can be submitted to cIRcle.

== Submission Process ==
The Project Lead or Support Staff:
* forwards the approved metadata spreadsheet(s), completed license(s) and associated PDFs/video files to the cIRcle Office (circle.repository[at]ubc.ca)
* updates the Master List spreadsheet to indicate the cIRcle submission date
cIRcle responds by e-mail once the content is available in cIRcle. The notification will include the URIs for the content.

After deposit is confirmed by cIRcle, the extra file copies can be deleted from the cIRcle submissions area of the shared drive.
==== Notes for cIRcle Staff ====
BCIRPU submissions will not include a Contributor field. However, it is understood that for all BCIRPU materials, either the Creator or the Contributor field will be assigned the value "B.C. Injury Research and Prevention Unit". This enables a search tool on the BCIRPU website to retrieve relevant items from cIRcle via the API.

BCIRPU submissions will provide Age and Topic values. These will both be stored in the Subject Keywords field. Please apply sentence case to these values. Please also include all Subject Keywords submitted, even if these appear to be redundant given the article title. BCIRPU is using the Topics as a subject heading system of sorts that drives the publication search on their website.

Some BCIRPU peer-reviewed materials may have existing records in cIRcle. In order to make these records visible to the search on the BCIRPU website, additions are needed to the Contributor field and to the Subject Keywords. For these records, BCIRPU may submit metadata updates without accompanying licenses and source files.
[[Category:Circle Projects]]
{{DEFAULTSORT:BCIRPU_Adding_Publications_to_cIRcle_Workflow}}

Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

2025-04-01T17:06:47Z

KellyGauvin:

== Overview ==
This is a user guide to help BCIRPU staff submit publications to cIRcle, UBC's digital repository, and to document decisions made during the initial project phase.

Changes to the workflow must be reviewed and approved by the BCIRPU Project Lead. Please notify cIRcle staff as well when there are changes to the workflow, and ensure proper consultation if it will have an impact on their processes.

== How to Use This Wiki ==
This user guide provides a workflow for deposit of BCIRPU publications into cIRcle for long-term preservation and access via the publications search on the BCIRPU website.

Follow the steps to:
* Identify materials for deposit
* Check publisher permissions for posting an article online (for journal articles)
* Request written permissions from publishers, as needed (for journal articles)
* Fill out spreadsheet fields of publication information for cIRcle deposit (Author, Title, Affiliation, Topics, Abstract, etc.)
* Complete a consistency check on Age and Topic values before submission
* Complete license(s) for publications to be submitted
* Submit spreadsheet, publication files, and accompanying cIRcle Non-exclusive Distribution License(s) to cIRcle

=== Roles and Responsibilities ===

===== UBC iSchool student =====
For the initial phase of the project, the iSchool student acts as liaison between cIRcle, BCIRPU, and BCIRPU's development team to define and communicate system and procedural requirements. The student is also responsible to document requirements in this wiki and provide general support to BCIRPU. This position was held by Karen Barrow until its termination in February 26, 2021.

===== BCIRPU Project Leads =====
The BCIRPU Project Leads are Samantha Bruin, Communications Director (on 1 year leave starting mid-January 2021), and Kate Turcotte, Researcher.

In the initial phase of the project, the BCIRPU Communications Director defines and coordinates internal processes to provide historical BCIRPU publications to cIRcle for deposit according to the workflow described in this wiki.

Project Leads also have responsibility/oversight for the following duties:
* maintain the lists of Topics and Authors used as filters in the BCIRPU website publication search form; contact the Digital Lab to add or remove values from the BCIRPU website search form.
** Topic note: it was originally expected that Digital Lab could retrieve a list of Topics in use directly from cIRcle via the API; however, cIRcle automatically pulls some journal articles published by BCIRPU authors from BioMed and assigns subject keywords that should not appear on the BCIRPU publication search form. Therefore, it is necessary for BCIRPU to maintain a list of Topic values to show as filters in the search form.
** Author note 1: the author list contains current BCIRPU team members that have authored at least one publication deposited in cIRcle.
** Author note 2: the author list consists of a preferred name (Last, First) that is visible in the search form, plus any variations of each author's name under which they have published. For instance, the author list on the search form will include ''Beaton, Denise'' while also searching in the background for the variations provided (''Beaton, M Denise'' and ''Beaton, Marie D'').
* create/maintain a one-page online user guide for the BCIRPU website publication search form with explanations of Age and Topic filters plus general info on how the form works; the Communications Director will assist in formatting and making this page available online
* fill out Master List fields for cIRcle deposit (Author, Title, Affiliation, Ages, Topics, Abstract, etc.)
* contact publishers when written permissions request necessary to deposit journal articles
* create annual catalogues of citations & conference abstracts to submit to cIRcle (''see '''Selecting Materials for Deposit''' section below for more info'')
* initiate future cIRcle submissions
* perform consistency checks on Age and Topic values before submission
* create cIRcle licenses
* send items to cIRcle for deposit.

===== BCIRPU Support Staff =====
In the initial phase of the project, Anita Yau will assist in entering publication information into the Master List spreadsheet.

During Samantha Bruin's absence, also assumes responsibility for the following:
* maintains an inventory of all new accepted BCIRPU publications, including tracking publication dates. This file will be tracked via a new Master spreadsheet, from 2021 onward. This spreadsheet is located in Injury 2017 > A BCIRPU Publications Database 2020
* oversees collection of [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] copies of all new journal articles. Copies of these journal articles will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by the year of publication (Manuscripts subfolder).
* oversees collection of final copies of all new unit publications. Final copies of the unit publications will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by year of publication, and type of publication (Unit Reports subfolder).

===== BCIRPU Authors =====
For journal articles:
* inform Anita when articles have been accepted; include copy of license if available
* send Anita an editable copy of the [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] version or place this file on the BCIRPU shared drive in the folder located at Injury 2017 > A Publications Database 2020, sorted by year of publication, and type of publication (Manuscripts subfolder).
* inform Anita when article publication date has been determined. This will be a standing item on the staff meeting, to review on a monthly basis with the BCIRPU team.
* prior to cIRcle submission, verify that all unit publications presented for their approval can and should be deposited.
For reports published by BCIRPU:
* place a PDF copy of the final accepted version on the BCIRPU shared drive in the folder located at Injury 2017 > A BCIRPU Publications Database 2020, sorted by type of publication (Unit Reports subfolder).

== Selecting Materials for Deposit ==

=== cIRcle Requirements ===
# cIRcle policies preclude the deposit of metadata-only records. That is, items such as citations or conference abstracts without accompanying poster/slides/full-text article/audio/video files are not accepted on their own. BCIRPU will collate these types of items into annual catalogues and deposit these catalogues into cIRcle.
# Publications must have at least one author/creator affiliated with UBC.

=== BCIRPU Policies [BCIRPU to finalize this section] ===
Apart from the requirements above, BCIRPU determines what materials it will submit to cIRcle.

The following types of BCIRPU publications have been selected for ongoing deposit into cIRcle:
* Documents without individual authors such as Annual Reports, Injury Insights or other fact sheets, etc.
* Non peer-reviewed research and evaluation reports authored by BCIRPU-affiliated staff and students
* Journal articles authored by BCIRPU-affiliated staff and students
* Conference posters authored by BCIRPU-affiliated staff and students
* Webinars by BCIRPU-affiliated staff and students
The following types of publications will '''NOT''' be deposited into cIRcle:
* Conference presentations
* Internal reports
* Webinars by individuals unaffiliated with UBC and with BCIRPU

=== Confirming Self-Archiving Permissions ===

==== Checking Deposit Permissions for FUTURE Publications ====
For future publications, review the license conditions as forwarded by the authors.

If license details are unclear or unavailable, you may try the workflow for historical publications below or contact either Colleen Pawliuk, BC Children's Research Institute librarian, or circle.repository[at]ubc.ca for assistance.

==== Checking Deposit Permissions for Historical or Recently Published Publications ====
This workflow describes steps to determine if and how publisher permissions permit an individual journal article to be deposited in cIRcle.

'''The key point to remember is that being able to view or download an article in full-text does NOT automatically guarantee permission to deposit this article into cIRcle. Likewise, a lack of full-text online does not necessarily mean that authors cannot deposit the article into cIRcle.'''

==== Step 1: Check journal status ====
Search for journal name in the ''Journal Permissions'' spreadsheet. This list describes publisher rules for deposit into an institutional repository (i.e. cIRcle). If the journal appears in this list, review its status and any details provided. If the spreadsheet provides a definitive answer (e.g. contact publisher for permission/can deposit published version immediately/can only deposit post-print), the workflow below can be skipped--except for post-prints, in which case see Step 3 below for more info.

Otherwise, note the conditions indicating when deposit of the published version is allowed. The workflow below covers the majority of journals but may need to be adapted in a few cases where a Creative Commons license is not the indicating factor that an open access fee was paid for the article.

==== Step 2: Search for article license info online ====
If the article is available online:.

a) Search the page for words such as Creative Commons, license, rights or permissions. A link may be provided to view this information in a certain location on the page or it may be part of the article text. If a Creative Commons license is declared, the published version of the article can be deposited; DONE.

b) If the page does not provide explicit license/rights & permission information, download the PDF version of the article and search the file for the same terms such as Creative Commons, license, rights or permissions. If a Creative Commons license declared, the published version of the article can be deposited; DONE.

c) If a publisher provides a link or tool to check permissions rather than an explicit declaration, try using this tool. Identify yourself as the author and indicate that the desired use is to "post in an institutional repository" or "post on a website." In the unlikely scenario that a clear answer is provided, DONE.

==== Step 3: Assume that the published version cannot be deposited ====
If no clear permission can be found to reproduce and redistribute the published article, go back to the ''Journal Permissions'' spreadsheet to review the embargo period for post-prints (more info in following section) and check for any boilerplate text or other conditions set by the publisher.

'''Note:''' If these cannot be determined, the cIRcle team at circle.repository[at]ubc.ca can assist in determining permissions and/or preparing the post-print. Colleen Pawliuk, BC Children's Research Institute librarian, is also available for consultation.

Though not all publishers provide specific boilerplate text, it is generally required to acknowledge and/or link to the published source so ensure that a full citation for the published version including a DOI link is added to the post-print article sent to cIRcle for deposit; use ''Generic citation text'' below if the publisher does not provide a template.

Insert the full citation and any other required text (e.g. some publishers will also require that a license be embedded in the post-print manuscript) at the bottom/into the footer of the first page of the post-print (see https://hdl.handle.net/2429/73803 for an example). Create a PDF copy.

===== Generic citation text =====
<blockquote>This is a post-peer-review, pre-copyedit version of an article published in [insert journal title]:</blockquote><blockquote>[insert complete citation information here; usually copy from online article page on publisher’s website]</blockquote><blockquote>The final authenticated version is available online at: <nowiki>http://dx.doi.org/</nowiki>[insert DOI here]</blockquote>

===== Embargo =====
If an article has an embargo (see section below) following publication, it can still be deposited in cIRcle. The cIRcle software will restrict public access to the article until the embargo has passed. If an article has an embargo period, note its length in the Master List spreadsheet in the ''Can post published version'' column.

=== Understanding Article Versions ===
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the pre-print version.
# '''''Publisher's versions''''' are the editions of articles that have undergone final text correction and layout. These are typically downloaded from the publisher's website.
# '''''Post-prints''''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. See examples at https://hdl.handle.net/2429/73803 and https://eprints.mdx.ac.uk/28708/. Post-prints may also be called the "(author's) accepted manuscript" or "final peer-reviewed manuscript".
# '''''Pre-prints''''' are versions initially sent to the journal. These versions have not been subject to peer review.
Pre-print or post-print versions of an article must be acquired from the author. If the author is submitting in order to comply with the Tri-Agency Open Access Policy on Publications, only publisher version and post-print copies are acceptable. Publishers typically require post-print versions to include a full citation and link for the published version, sometimes within a boilerplate paragraph. Verify these requirements in the ''Journal Permissions'' spreadsheet.

An '''''embargo''''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article has an embargo, it can still be deposited in cIRcle where public access to the article will be restricted until the embargo has passed.

=== Completing the Publication Information Spreadsheet ===
BCIRPU staff looking for more detailed information on how to assign metadata values for columns in the BCIRPU Master List spreadsheet not mentioned below, see ''_Filling Out the cIRcle Spreadsheet v2.docx'' in the ''Instructions and Additional Files'' subfolder.

==== Affiliations ====
{| class="wikitable"
|Other UBC
|indicates BCIRPU affiliation; use when no individual author(s) or no specific UBC faculties/dept identified
|-
|Non UBC
|for anyone outside BCIRPU & UBC
|-
|UBC faculties/dept
|as identified for faculty, staff and students
|}
For journal articles, include affiliations noted in the publication.

For unit publications, include affiliations for named individuals at the time of publication; see ''_BCIRPU Staff Authorship Affiliations.docx'' in the ''Instructions and Additional Files'' subfolder on the shared drive.

==== Values for Topics and Ages ====
<nowiki>**</nowiki>In order for the publications search on the BCIRPU website to function optimally, it is '''''VERY IMPORTANT''''' to use only the values listed below, and to match them exactly (sentence case, no extra commas, spaces, etc). Both Ages and Topics will be stored as Subject Keywords in cIRcle.

===== Ages =====
{| class="wikitable"
|Children and youth (0-19)
|-
|Adults (20-64)
|-
|Older adults/seniors (65+)
|}
Ages should be assigned to a publication if the publication reports data for a specified age group(s).

This field can be left blank. It should be left blank for publications about the general population that do not provide breakdowns by age group.

As a special case, an age group can be assigned in the absence of reported data if the publication is ''about'' a specific age group; e.g. the title or abstract indicates the topic of a publication is child safety but the data reported comes from a survey of adults.

For instance, articles studying parenting practices and/or perceptions should be tagged for both children and adults.

===== Topics =====
This field is left blank when the publication is not injury related.
{| class="wikitable"
|'''Label'''
|'''Notes'''
|-
|Alcohol and drugs
|includes cigarettes and vaping
|-
|Burns, scalds and fire
|
|-
|Concussion/traumatic brain injury
|
|-
|Drowning
|
|-
|Economic burden of injury
|
|-
|Fall-related injury
|
|-
|Home injury
|injuries that occur in the home such as consumer product-related injuries. *Not much use at present (only 3 unit publications as of Feb 4/21)
|-
|Indigenous injury
|
|-
|Injury indicators
|use for indicators in the sense of formalized measures used in injury research
|-
|Injury inequities
|differences in injury risk/rate/outcomes based on socioeconomic factors; assign when disparities reported or groups compared
|-
|Injury methods
|use for publications about injury research methodology (e.g. spatial analysis), research instruments or research concerns such as privacy
|-
|Injury outcomes
|immediate results of injury such as hospitalization or death as well as long-term effects on quality of life
|-
|Injury policy and prevention
|use for evaluation/effects of existing laws, organizational policies and prevention programs. NOT for recommendations for future interventions.
|-
|Injury risk perceptions
|
|-
|Injury risks
|
|-
|Outdoor/risky play
|includes independent mobility
|-
|Poisoning
|
|-
|Road injury
|includes pedestrian, cyclist and other vehicular/transport injuries
|-
|Self-inflicted injury
|includes self-harm, suicide
|-
|Social marketing
|
|-
|Sports and recreation-related injury
|
|-
|Violence and abuse-related injury
|includes physical bullying, Shaken Baby Syndrome and Abusive Head Trauma
|-
|Workplace injury
|
|}

==== Checking Age and Topic Values Assigned in the Spreadsheet ====
As noted in the previous section, it is very important to submit Age and Topic values that exactly match the options above. Any variations will prevent the publication search from finding the desired publications.

Before submitting a new spreadsheet to cIRcle, perform a consistency check on these columns to make sure there are no typos or invalid values and that all values are in sentence case.

=== Completing License(s) ===
The BCIRPU Master List spreadsheets will identify the BCIRPU team member required to sign a license for each publication to be submitted. The director signs for BCIRPU publications without individual authors.

'''Note:''' It is not necessary to sign a license for each individual publication PDF being submitted; one license file can cover multiple publications listed in a spreadsheet attachment.

All BCIRPU publications will be submitted with the most restrictive Creative Commons attribution license disallowing commercial use or modifications (CC-BY-NC-ND).

For each person to sign:
* Copy their rows from the Master List spreadsheet into a new spreadsheet; place Journal Articles and BCIRPU Reports in separate worksheets.
* *If BCIRPU Reports are being submitted and there is any doubt as to whether these should be deposited, ask the person signing to review and confirm. Remove rows as necessary.
* Create a new license file (a blank license PDF is located in the same folder as the Master List spreadsheet).

* Enter the following into a new cIRcle license file:
** Page 1, Submission Information section:
*** '''Name''': BC Injury Research and Prevention Unit
*** '''Description''': See Attached File: [enter name of spreadsheet]
** Page 2, Terms of Access:
*** Put an "x" in the first and last boxes (that is, No commercial use and No modifications)

* Send the license to individual for a signature at the bottom of p2.
Create a new folder at Injury 2017 > A BCIRPU Publications Database 2020 > cIRcle Submissions for the licenses, spreadsheets and accompanying PDFs/videos.

Once completed licenses are returned, the package(s) can be submitted to cIRcle.

=== Submission Process ===
The Project Lead or Support Staff:
* forwards the approved metadata spreadsheet(s), completed license(s) and associated PDFs/video files to the cIRcle Office (circle.repository[at]ubc.ca)
* updates the Master List spreadsheet to indicate the cIRcle submission date
cIRcle responds by e-mail once the content is available in cIRcle. The notification will include the URIs for the content.

After deposit is confirmed by cIRcle, the extra file copies can be deleted from the cIRcle submissions area of the shared drive.
==== Notes for cIRcle Staff ====
BCIRPU submissions will not include a Contributor field. However, it is understood that for all BCIRPU materials, either the Creator or the Contributor field will be assigned the value "B.C. Injury Research and Prevention Unit". This enables a search tool on the BCIRPU website to retrieve relevant items from cIRcle via the API.

BCIRPU submissions will provide Age and Topic values. These will both be stored in the Subject Keywords field. Please apply sentence case to these values. Please also include all Subject Keywords submitted, even if these appear to be redundant given the article title. BCIRPU is using the Topics as a subject heading system of sorts that drives the publication search on their website.

Some BCIRPU peer-reviewed materials may have existing records in cIRcle. In order to make these records visible to the search on the BCIRPU website, additions are needed to the Contributor field and to the Subject Keywords. For these records, BCIRPU may submit metadata updates without accompanying licenses and source files.
[[Category:Circle Projects]]
{{DEFAULTSORT:BCIRPU_Adding_Publications_to_cIRcle_Workflow}}

Sandbox:BCIRPU Adding Publications to cIRcle Workflow

2025-04-01T16:57:10Z

KellyGauvin: KellyGauvin moved page Sandbox:BCIRPU Adding Publications to cIRcle Workflow to Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

#REDIRECT [[Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow]]

Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

2025-04-01T16:57:10Z

KellyGauvin: KellyGauvin moved page Sandbox:BCIRPU Adding Publications to cIRcle Workflow to Documentation:Circle/Adding BCIRPU Publications to cIRcle Workflow

=== BCIRPU cIRcle Submissions Workflow ===
This is a user guide to help BCIRPU staff submit publications to cIRcle, UBC's digital repository, and to document decisions made during the initial project phase.

Changes to the workflow must be reviewed and approved by the BCIRPU Project Lead. Please notify cIRcle staff as well when there are changes to the workflow, and ensure proper consultation if it will have an impact on their processes.

==== How to Use This Wiki ====
This user guide provides a workflow for deposit of BCIRPU publications into cIRcle for long-term preservation and access via the publications search on the BCIRPU website.

Follow the steps to:
* Identify materials for deposit
* Check publisher permissions for posting an article online (for journal articles)
* Request written permissions from publishers, as needed (for journal articles)
* Fill out spreadsheet fields of publication information for cIRcle deposit (Author, Title, Affiliation, Topics, Abstract, etc.)
* Complete a consistency check on Age and Topic values before submission
* Complete license(s) for publications to be submitted
* Submit spreadsheet, publication files, and accompanying cIRcle Non-exclusive Distribution License(s) to cIRcle

==== Roles and Responsibilities ====

===== UBC iSchool student =====
For the initial phase of the project, the iSchool student acts as liaison between cIRcle, BCIRPU, and BCIRPU's development team to define and communicate system and procedural requirements. The student is also responsible to document requirements in this wiki and provide general support to BCIRPU. This position will be held by Karen Barrow until its termination in February 26, 2021.

===== BCIRPU Project Leads =====
The BCIRPU Project Leads are Samantha Bruin, Communications Director (on 1 year leave starting mid-January 2021), and Kate Turcotte, Researcher.

In the initial phase of the project, the BCIRPU Communications Director defines and coordinates internal processes to provide historical BCIRPU publications to cIRcle for deposit according to the workflow described in this wiki.

Project Leads also have responsibility/oversight for the following duties:
* maintain the lists of Topics and Authors used as filters in the BCIRPU website publication search form; contact the Digital Lab to add or remove values from the BCIRPU website search form.
** Topic note: it was originally expected that Digital Lab could retrieve a list of Topics in use directly from cIRcle via the API; however, cIRcle automatically pulls some journal articles published by BCIRPU authors from BioMed and assigns subject keywords that should not appear on the BCIRPU publication search form. Therefore, it is necessary for BCIRPU to maintain a list of Topic values to show as filters in the search form.
** Author note 1: the author list contains current BCIRPU team members that have authored at least one publication deposited in cIRcle.
** Author note 2: the author list consists of a preferred name (Last, First) that is visible in the search form, plus any variations of each author's name under which they have published. For instance, the author list on the search form will include ''Beaton, Denise'' while also searching in the background for the variations provided (''Beaton, M Denise'' and ''Beaton, Marie D'').
* create/maintain a one-page online user guide for the BCIRPU website publication search form with explanations of Age and Topic filters plus general info on how the form works; the Communications Director will assist in formatting and making this page available online
* fill out Master List fields for cIRcle deposit (Author, Title, Affiliation, Ages, Topics, Abstract, etc.)
* contact publishers when written permissions request necessary to deposit journal articles
* create annual catalogues of citations & conference abstracts to submit to cIRcle (''see '''Selecting Materials for Deposit''' section below for more info'')
* initiate future cIRcle submissions
* perform consistency checks on Age and Topic values before submission
* create cIRcle licenses
* send items to cIRcle for deposit.

===== BCIRPU Support Staff =====
In the initial phase of the project, Anita Yau will assist in entering publication information into the Master List spreadsheet.

During Samantha Bruin's absence, also assumes responsibility for the following:
* maintains an inventory of all new accepted BCIRPU publications, including tracking publication dates. This file will be tracked via a new Master spreadsheet, from 2021 onward. This spreadsheet is located in Injury 2017 > A BCIRPU Publications Database 2020
* oversees collection of [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] copies of all new journal articles. Copies of these journal articles will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by the year of publication (Manuscripts subfolder).
* oversees collection of final copies of all new unit publications. Final copies of the unit publications will be saved in Injury 2017 > A BCIRPU Publications Database 2020, sorted by year of publication, and type of publication (Unit Reports subfolder).

===== BCIRPU Authors =====
For journal articles:
* inform Anita when articles have been accepted; include copy of license if available
* send Anita an editable copy of the [https://wiki.ubc.ca/Sandbox:BCIRPU_Adding_Publications_to_cIRcle_Workflow#Understanding_Article_Versions post-print] version or place this file on the BCIRPU shared drive in the folder located at Injury 2017 > A Publications Database 2020, sorted by year of publication, and type of publication (Manuscripts subfolder).
* inform Anita when article publication date has been determined. This will be a standing item on the staff meeting, to review on a monthly basis with the BCIRPU team.
* prior to cIRcle submission, verify that all unit publications presented for their approval can and should be deposited.
For reports published by BCIRPU:
* place a PDF copy of the final accepted version on the BCIRPU shared drive in the folder located at Injury 2017 > A BCIRPU Publications Database 2020, sorted by type of publication (Unit Reports subfolder).

=== Selecting Materials for Deposit ===

==== cIRcle Requirements ====
# cIRcle policies preclude the deposit of metadata-only records. That is, items such as citations or conference abstracts without accompanying poster/slides/full-text article/audio/video files are not accepted on their own. BCIRPU will collate these types of items into annual catalogues and deposit these catalogues into cIRcle.
# Publications must have at least one author/creator affiliated with UBC.

==== BCIRPU Policies [BCIRPU to finalize this section] ====
Apart from the requirements above, BCIRPU determines what materials it will submit to cIRcle.

The following types of BCIRPU publications have been selected for ongoing deposit into cIRcle:
* Documents without individual authors such as Annual Reports, Injury Insights or other fact sheets, etc.
* Non peer-reviewed research and evaluation reports authored by BCIRPU-affiliated staff and students
* Journal articles authored by BCIRPU-affiliated staff and students
* ?Conference posters authored by BCIRPU-affiliated staff and students
* ?Webinars by BCIRPU-affiliated staff and students
The following types of publications will '''NOT''' be deposited into cIRcle:
* Conference presentations
* Internal reports
* Webinars by individuals unaffiliated with UBC and with BCIRPU

=== Checking Deposit Permissions for FUTURE Publications ===
For future publications, review the license conditions as forwarded by the authors.

If license details are unclear or unavailable, you may try the workflow for historical publications below or contact either Colleen Pawliuk, BC Children's Research Institute librarian, or circle.repository[at]ubc.ca for assistance.

=== Checking Deposit Permissions for Historical Publications ===
This workflow describes steps to determine if and how publisher permissions permit an individual journal article to be deposited in cIRcle.

'''The key point to remember is that being able to view or download an article in full-text does NOT automatically guarantee permission to deposit this article into cIRcle. Likewise, a lack of full-text online does not necessarily mean that authors cannot deposit the article into cIRcle.'''

==== Step 1: Check journal status ====
Search for journal name in the ''Journal Permissions'' spreadsheet. This list describes publisher rules for deposit into an institutional repository (i.e. cIRcle). If the journal appears in this list, review its status and any details provided. If the spreadsheet provides a definitive answer (e.g. contact publisher for permission/can deposit published version immediately/can only deposit post-print), the workflow below can be skipped--except for post-prints, in which case see Step 3 below for more info.

Otherwise, note the conditions indicating when deposit of the published version is allowed. The workflow below covers the majority of journals but may need to be adapted in a few cases where a Creative Commons license is not the indicating factor that an open access fee was paid for the article.

==== Step 2: Search for article license info online ====
If the article is available online:.

a) Search the page for words such as Creative Commons, license, rights or permissions. A link may be provided to view this information in a certain location on the page or it may be part of the article text. If a Creative Commons license is declared, the published version of the article can be deposited; DONE.

b) If the page does not provide explicit license/rights & permission information, download the PDF version of the article and search the file for the same terms such as Creative Commons, license, rights or permissions. If a Creative Commons license declared, the published version of the article can be deposited; DONE.

c) If a publisher provides a link or tool to check permissions rather than an explicit declaration, try using this tool. Identify yourself as the author and indicate that the desired use is to "post in an institutional repository" or "post on a website." In the unlikely scenario that a clear answer is provided, DONE.

==== Step 3: Assume that the published version cannot be deposited ====
If no clear permission can be found to reproduce and redistribute the published article, go back to the ''Journal Permissions'' spreadsheet to review the embargo period for post-prints (more info in following section) and check for any boilerplate text or other conditions set by the publisher. <nowiki>**</nowiki>If these cannot be determined, the cIRcle team at circle.repository[at]ubc.ca can assist in determining permissions and/or preparing the post-print. Colleen Pawliuk, BC Children's Research Institute librarian, is also available for consultation.

Though not all publishers provide specific boilerplate text, it is generally required to acknowledge and/or link to the published source so ensure that a full citation for the published version including a DOI link is added to the post-print article sent to cIRcle for deposit; use ''Generic citation text'' below if the publisher does not provide a template.

Insert the full citation and any other required text (e.g. some publishers will also require that a license be embedded in the post-print manuscript) at the bottom/into the footer of the first page of the post-print (see https://hdl.handle.net/2429/73803 for an example). Create a PDF copy.

===== Generic citation text =====
<blockquote>This is a post-peer-review, pre-copyedit version of an article published in [insert journal title]:</blockquote><blockquote>[insert complete citation information here; usually copy from online article page on publisher’s website]</blockquote><blockquote>The final authenticated version is available online at: <nowiki>http://dx.doi.org/</nowiki>[insert DOI here]</blockquote>

===== Embargo =====
If an article has an embargo (see section below) following publication, it can still be deposited in cIRcle. The cIRcle software will restrict public access to the article until the embargo has passed. If an article has an embargo period, note its length in the Master List spreadsheet in the ''Can post published version'' column.

=== Understanding Article Versions ===
Copyrighted versions of scholarly articles are generally divided into three categories: the publisher's version, the post-print version, and the pre-print version.
# '''''Publisher's versions''''' are the editions of articles that have undergone final text correction and layout. These are typically downloaded from the publisher's website.
# '''''Post-prints''''' have not yet undergone the publisher's final correction and layout. They have, however, passed the peer-review phase and have been edited by the author to reflect reviewers' commentary. See examples at https://hdl.handle.net/2429/73803 and https://eprints.mdx.ac.uk/28708/. Post-prints may also be called the "(author's) accepted manuscript" or "final peer-reviewed manuscript".
# '''''Pre-prints''''' are versions initially sent to the journal. These versions have not been subject to peer review.
Pre-print or post-print versions of an article must be acquired from the author. If the author is submitting in order to comply with the Tri-Agency Open Access Policy on Publications, only publisher version and post-print copies are acceptable. Publishers typically require post-print versions to include a full citation and link for the published version, sometimes within a boilerplate paragraph. Verify these requirements in the ''Journal Permissions'' spreadsheet.

An '''''embargo''''' is a period of time after an article's publication in which the publisher restricts the article's access to paying individuals or institutions. If an article has an embargo, it can still be deposited in cIRcle where public access to the article will be restricted until the embargo has passed.

=== Completing the Publication Information Spreadsheet ===
BCIRPU staff looking for more detailed information on how to assign metadata values for columns in the BCIRPU Master List spreadsheet not mentioned below, see ''_Filling Out the cIRcle Spreadsheet v2.docx'' in the ''Instructions and Additional Files'' subfolder.

==== Affiliations ====
{| class="wikitable"
|Other UBC
|indicates BCIRPU affiliation; use when no individual author(s) or no specific UBC faculties/dept identified
|-
|Non UBC
|for anyone outside BCIRPU & UBC
|-
|UBC faculties/dept
|as identified for faculty, staff and students
|}
For journal articles, include affiliations noted in the publication.

For unit publications, include affiliations for named individuals at the time of publication; see ''_BCIRPU Staff Authorship Affiliations.docx'' in the ''Instructions and Additional Files'' subfolder on the shared drive.

==== Values for Topics and Ages ====
<nowiki>**</nowiki>In order for the publications search on the BCIRPU website to function optimally, it is '''''VERY IMPORTANT''''' to use only the values listed below, and to match them exactly (no extra commas, spaces, etc). Both Ages and Topics will be stored as Subject Keywords in cIRcle.

===== Ages =====
{| class="wikitable"
|Children and youth (0-19)
|-
|Adults (20-64)
|-
|Older adults/seniors (65+)
|}
Ages should be assigned to a publication if the publication reports data for a specified age group(s).

This field can be left blank. It should be left blank for publications about the general population that do not provide breakdowns by age group.

As a special case, an age group can be assigned in the absence of reported data if the publication is ''about'' a specific age group; e.g. the title or abstract indicates the topic of a publication is child safety but the data reported comes from a survey of adults.

For instance, articles studying parenting practices and/or perceptions should be tagged for both children and adults.

===== Topics =====
This field is left blank when the publication is not injury related.
{| class="wikitable"
|'''Label'''
|'''Notes'''
|-
|Alcohol and drugs
|includes cigarettes and vaping
|-
|Burns, scalds and fire
|
|-
|Concussion/traumatic brain injury
|
|-
|Drowning
|
|-
|Economic burden of injury
|
|-
|Fall-related injury
|
|-
|Home injury
|injuries that occur in the home such as consumer product-related injuries. *Not much use at present (only 3 unit publications as of Feb 4/21)
|-
|Indigenous injury
|
|-
|Injury indicators
|use for indicators in the sense of formalized measures used in injury research
|-
|Injury inequities
|differences in injury risk/rate/outcomes based on socioeconomic factors; assign when disparities reported or groups compared
|-
|Injury methods
|use for publications about injury research methodology (e.g. spatial analysis), research instruments or research concerns such as privacy
|-
|Injury outcomes
|immediate results of injury such as hospitalization or death as well as long-term effects on quality of life
|-
|Injury policy and prevention
|use for evaluation/effects of existing laws, organizational policies and prevention programs. NOT for recommendations for future interventions.
|-
|Injury risk perceptions
|
|-
|Injury risks
|
|-
|Outdoor/risky play
|includes independent mobility
|-
|Poisoning
|
|-
|Road injury
|includes pedestrian, cyclist and other vehicular/transport injuries
|-
|Self-inflicted injury
|includes self-harm, suicide
|-
|Social marketing
|
|-
|Sports and recreation-related injury
|
|-
|Violence and abuse-related injury
|includes physical bullying, Shaken Baby Syndrome and Abusive Head Trauma
|-
|Workplace injury
|
|}

=== Checking Age and Topic Values Assigned in the Spreadsheet ===
As noted in the previous section, it is very important to submit Age and Topic values that exactly match the options above. Any variations will prevent the publication search from finding the desired publications.

Before submitting a new spreadsheet to cIRcle, perform a consistency check on these columns to make sure there are no typos or invalid values.

=== Completing License(s) ===
The BCIRPU Master List spreadsheets will identify the BCIRPU team member required to sign a license for each publication to be submitted. (The director signs for BCIRPU publications without individual authors.)

<nowiki>*</nowiki>It is not necessary to sign a license for each individual publication PDF being submitted; one license file can cover multiple publications listed in a spreadsheet attachment.

All BCIRPU publications will be submitted with the most restrictive Creative Commons attribution license disallowing commercial use or modifications (CC-BY-NC-ND).

For each person to sign:
* Copy their rows from the Master List spreadsheet into a new spreadsheet; place Journal Articles and BCIRPU Reports in separate worksheets.
* *If BCIRPU Reports are being submitted and there is any doubt as to whether these should be deposited, ask the person signing to review and confirm. Remove rows as necessary.
* Create a new license file (a blank license PDF is located in the same folder as the Master List spreadsheet).

* Enter the following into a new cIRcle license file:
** Page 1, Submission Information section:
*** '''Name''': BC Injury Research and Prevention Unit
*** '''Description''': See Attached File: [enter name of spreadsheet]
** Page 2, Terms of Access:
*** Put an "x" in the first and last boxes (that is, No commercial use and No modifications)

* Send the license to individual for a signature at the bottom of p2.
Create a new folder at Injury 2017 > A BCIRPU Publications Database 2020 > cIRcle Submissions for the licenses, spreadsheets and accompanying PDFs/videos.

Once completed licenses are returned, the package(s) can be submitted to cIRcle.

=== Submission Process ===
The Project Lead or Support Staff:
* forwards the approved metadata spreadsheet(s), completed license(s) and associated PDFs/video files to the cIRcle Office (circle.repository[at]ubc.ca)
* updates the Master List spreadsheet to indicate the cIRcle submission date
cIRcle responds by e-mail once the content is available in cIRcle. The notification will include the URIs for the content.

After deposit is confirmed by cIRcle, the extra file copies can be deleted from the cIRcle submissions area of the shared drive.
==== Notes for cIRcle Staff ====
BCIRPU submissions will not include a Contributor field. However, it is understood that for all BCIRPU materials, either the Creator or the Contributor field will be assigned the value "B.C. Injury Research and Prevention Unit". This enables a search tool on the BCIRPU website to retrieve relevant items from cIRcle via the API.

BCIRPU submissions will provide Age and Topic values. These will both be stored in the Subject Keywords field. Please apply sentence case to these values. Please also include all Subject Keywords submitted, even if these appear to be redundant given the article title. BCIRPU is using the Topics as a subject heading system of sorts that drives the publication search on their website.

Some BCIRPU peer-reviewed materials may have existing records in cIRcle. In order to make these records visible to the search on the BCIRPU website, additions are needed to the Contributor field and to the Subject Keywords. For these records, BCIRPU may submit metadata updates without accompanying licenses and source files.
[[Category:Circle Projects]]
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