cIRcle

Graduate Work (Non-thesis)

 

Submission

What can I submit?

Current UBC graduate students may submit non-thesis coursework or projects to the UBC Graduate Research collection. Approval from a course instructor or supervisor is required.

View our Content Guidelines for more information about accepted content.

Visit the Theses and Dissertations guide for thesis deposit instructions.

What permissions do I need?

Copyright

Review the 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 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 Creative Commons License when you complete the cIRcle License;
  • Ensure any co-authors have read and agreed to the terms of the 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 Copyright and Permissions tab.

Step 2. Check that your file type adheres to the File Format Guidelines.

Step 3. Find the final, clean copy of the submission. Remove any annotations, comments, handwritten notes, or private information. See '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 File Naming Conventions.

How do I submit?

Follow the Graduate Research Non-thesis Submission instructions to login to cIRcle and upload your own work.

Avoid errors or delays by discussing requirements with your course instructor or supervisor in advance: 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.

Blue lightbulb in white circle
 IMPORTANT!

Instructors or supervisors login to cIRcle to approve your submission. Ensure you enter the same supervisor 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

 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.

Get Help

Visit the cIRcle FAQs for answers to common questions or contact the 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 Student Copyright FAQ and the 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:

If your paper or project contains copyrighted materials

Content in cIRcle is shared under a 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. Placeholder text describing what was removed and, if appropriate, providing a citation to the copyrighted material is recommended.

Alternately, consider replacing copyrighted materials with sources in the public domain or licensed under a Creative Commons.

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 UBC Copyright for helpful resources.

For Instructors or Supervisors

Current UBC graduate students submitting non-thesis work may submit directly to the 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 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 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 Faculty & Staff submissions page or contact the cIRcle Office for help.