cIRcle Content Guidelines

The cIRcle Acquisition Policy states that:

a. cIRcle will accept research, and other academic and creative materials developed by members of the UBC community & its partners, including materials generated by faculty and students.

b. Materials produced by persons outside the UBC community may be added to cIRcle upon approval of the UBC Library. Normally, such materials must be closely associated with UBC. (For example, research undertaken collaboratively with UBC researchers, invited guest lectures presented at UBC, proceedings of conferences held on the UBC campus and co-organized with UBC, etc.)

The following guidelines are intended to clarify the type of content eligible for submission to cIRcle in terms of the Acquisition Policy.

NOTE: Submissions should not contain private information. See our FAQ for more details.

Within the context of the policy, UBC faculty and researchers may decide within their academic units what types of materials they wish to submit to cIRcle. Browse Faculty Content in Open Collections to discover what kinds of work has been previously submitted.

Such materials could include:

  • Pre-prints or post-prints of published articles (if permitted by publishers/copyright holders)
  • Working papers
  • Conference papers
  • Lectures
  • Monographs/e-books
  • Book reviews
  • Datasets
  • Podcasts
  • Webcasts
  • etc.

Please consult our Faculty & Staff page for more details on how to deposit.


Graduate students

Theses & Dissertations

Graduate students upload their own theses and dissertations to the UBC Theses and dissertations collection. To deposit your thesis or dissertation, please follow the Final Dissertation/Thesis Electronic Submission instructions from the Faculty of Graduate and Postdoctoral Studies.

Non-Thesis Work

Graduate students may submit exemplary non-thesis manuscripts or projects to the UBC Graduate Research collection, with approval from their course instructors or supervisors.

Such work could include:

  • Essays/papers
  • Presentations (including research posters)
  • Video and audio based projects
  • Graduating projects or papers
  • Publisher-permitted versions of journal articles
  • Conference papers
  • etc.

Please consult our Graduate Research (Non-thesis) page for more details on how to deposit.

Undergraduate students

Undergraduate students may deposit exemplary work with approval from their course instructor or supervisor to the UBC Undergraduate Research collection. Course instructors or supervisors should contact cIRcle about including the best student work from particular courses in the cIRcle database. Such undergraduate student work should be worthy of long term online access and preservation in the cIRcle database. Instructors must then provide formal approval for all student submissions via the Undergraduate Student Submission Approval Form.

Undergraduate work could include:

  • Graduating projects or papers
  • Honours theses
  • Essays/papers
  • Presentations (including research posters)
  • Video and audio based projects
  • etc.

Please consult our Undergraduate page for more details on how to deposit.

UBC staff are welcome to submit their research, academic or work related materials to cIRcle.

Such work could include:

  • Departmental annual reports
  • UBC committee and working group reports
  • Presentations (including posters)
  • Blog posts
  • etc.

Please consult our Faculty & Staff page for more details on how to deposit.

Visiting scholars and other individuals and groups who participate in the activities undertaken at or in connection with UBC should communicate with the appropriate campus unit (e.g. the unit that invited them) if they are interested in submitting UBC related work to cIRcle.

cIRcle will accept research and other academic materials developed by members of the UBC community and its partners, including materials generated by faculty and students. However, cIRcle is currently unable to regularly accept content from UBC alumni or former employees, unless the content was created while affiliated with UBC. Materials produced by persons outside the UBC community may be added to cIRcle upon approval of the UBC Library, but such materials must be closely associated with UBC.

Such work could include:

  • Research undertaken while affiliated with UBC
  • Research undertaken collaboratively with UBC researchers
  • Invited guest lectures presented at UBC
  • Proceedings of conferences held on the UBC campus and co-organized with UBC
  • etc.

Such exceptional or unique material will be considered for deposit on a case-by-case basis – please contact cIRcle staff.

Note: Theses and dissertations of most alumni are available in the UBC Theses and Dissertations collection.

cIRcle will accept research and other academic materials developed by members of the UBC community and its partners, including materials generated by faculty and students. Materials produced by persons outside the UBC community may be added to cIRcle upon approval of the UBC Library, but such materials must be closely associated with UBC.

Such work could include:

  • Research undertaken collaboratively with UBC researchers
  • Outputs from conferences held on the UBC campus and co-organized with UBC
  • UBC co-authored grant funded research projects
  • Lecture series coordinated by a UBC academic unit
  • Invited guest lectures presented at UBC
  • etc.

Such exceptional or unique material will be considered for deposit on a case-by-case basis – please contact cIRcle staff.

Note: If materials were co-authored with a UBC student or employee, please see the relevant categories for instructions on what to do in this case.

The work must be contributed in digital form and should be complete and ready for viewing and uploading at the time of submission. Please see our File Format Guidelines for details on preferred formats. cIRcle staff cannot accept unencoded DVDs or CDs at this time.

UBC Library's Digitization Centre offers digitization services on a case-by-case basis. For more information, please see the Digitization Centre website.