Faculty & Staff Work



For UBC faculty, researchers, and staff, cIRcle offers a mediated deposit service. You provide the permission and the content, and we deposit the item on your behalf.

Requirements and eligibility for deposit may vary depending on the content type or permissions.

What can I submit?

Research articles, presentations, open educational resources (OER) and more can be deposited to cIRcle. View the cIRcle Content Guidelines for more on eligible contributors and content types.

Consult the Large Deposits tab for batches of more than 10 items.

Copyright and Permissions

You must have the necessary rights and permissions to complete the cIRcle Non-exclusive Distribution License including the right to share the work under a Creative Commons License.

View the Copyright & Permissions tab for help identifying permissions for published articles.

Submission Instructions

Use the cIRcle Item Submission Form if you are:

Item Submission Form (up to 5 items)

Get help

Check the FAQ or contact the cIRcle Office for assistance.

Copyright & Permissions

In general, as the author or creator of a work you own the copyright until you voluntarily transfer it to a third party such as a publisher. Publishers typically grant self-archiving rights to authors to allow them to deposit copies of their articles in an institutional repository under certain conditions.

Check permissions and find the permitted self-archiving version before you deposit to cIRcle:

Check permissions

Verify your publisher's self-archiving policy to determine if you have permission to deposit a version of your article in an institutional repository:

  • Review the publication agreement you signed with your publisher
  • Use the SHERPA/RoMEO database of publisher and journal open access policies
  • Look for open access sharing policies on your publisher’s web site

Article Versions

Most publishers only permit self-archiving for pre-publication versions of articles. Look for the permitted version type in your publisher's self-archiving policy:

  • Submitted Manuscript (Pre-print): The author’s originally submitted manuscript, prior to peer review and publication
  • Accepted Manuscript (Post-print): The author’s final accepted manuscript (AAM) is the version submitted to the publisher for publication. It contains all revisions made during the peer-review process, but not any layout or copy editing done by the publisher. This is the version most commonly accepted for deposit.
  • Version of Record (Publisher version): The final version of the work produced by the publisher including copyediting, typesetting, logos, etc. This version is rarely eligible for self-archiving.

This diagram illustrates the different manuscript versions from submission to publication.

Version Statement

Most publishers require articles submitted to the repository to include a version statement and citation to the published version. If your publisher does not provide a specific version statement template, use the following format:

  • Submitted manuscript (preprint) version: This article has been accepted for publication in [Journal Title] Published by [Publisher].
  • Accepted manuscript (postprint) version: This is a pre-copyedited, author-produced version of an article accepted for publication in [insert journal title] following peer review. The version of record [insert complete citation information here] is available online at: xxxxxxx [insert URL and DOI of the article].

Get help

Contact cIRcle or consult our Author’s Guide to Self-Archiving, Publication Versions, and Permissions.

Learn more about Open Access (OA) and OA publishing support offered by UBC’s Scholarly Communications & Copyright Office:

Student Work


Theses or Dissertations

For theses or dissertations, your students should review the instructions provided by the Faculty of Graduate and Postdoctoral Studies (G+PS).

Non-thesis Graduate Coursework

The UBC Graduate Research collection in cIRcle is for exemplary non-thesis graduate student work at UBC Vancouver and Okanagan. All work destined for this collection must be approved online (using a cIRcle login) by the students' course instructors or supervisors. Only submissions of exemplary quality should be approved. Please have your students follow the instructions on the Graduate Research (Non-thesis) page.

If you have received a notification about approving a student's work, please see the cIRcle Graduate Research Submission Instructions for further information on completing the approval process. Note that the course instructor or supervisor names will not be present on the project’s cIRcle webpage.


All undergraduate work must be evaluated and approved by a course instructor or supervisor before it can be deposited in cIRcle to ensure that it is worthy of long term online access and preservation.

In order to submit undergraduate work, please:

  1. Fill out the Undergraduate Student Submission Approval Form. Only one form is required per course or project.
  2. Direct your student to the “How do I submit?” section of our Undergraduate page, which will aid them in:
  • Checking their work for copyrighted material and personal information.
  • Filling out the cIRcle license
  • Submitting their work to cIRcle

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) to complete a Content Proposal Form on the cIRcle web site. You can also download the form and email a completed version to circle.repository@ubc.ca.

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.