cIRcle Content Guidelines

The cIRcle Acquisition Policy states that:

cIRcle will accept research, academic and related creative materials developed by members of the UBC community, including, but not limited to, products generated by faculty and students. Policies developed by UBC cIRcle communities (e.g. faculties, departments, or research units) in conjunction with the cIRcle Coordinator will guide the submission of digital objects to cIRcle. See the cIRcle Acquisition Policy.

The Acquistion Policy further defines members of the UBC community as consisting of:

Faculty, staff, students, visiting scholars and other individuals and groups who participate in the activities undertaken at or in connection with the University of British Columbia.

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

1. Faculty and researchers

As indicated in the policy, UBC faculty and researchers decide within their academic units what types of materials they wish to submit to cIRcle. Such materials could include preprints or postprints of published articles (if permitted by publishers/copyright holders), working papers, conference papers, lectures, monographs/e-books, book reviews, podcasts, webcasts, etc.

2. Students

Graduate students

Theses and dissertations are uploaded to cIRcle by graduate students in accordance with Faculty of Graduate Studies instructions:

Final Dissertation/Thesis Electronic Submission

Exemplary non thesis graduate student work worthy of long term online access and preservation may be included in the cIRcle database provided the student’s supervisor/instructor agrees. There are two ways to add graduate student content to cIRcle:

1. To the GSS Open Scholar Award collection (UBC Vancouver only):

https://circle.ubc.ca/handle/2429/42591

This collection is for UBC Vancouver graduate students only. For full details please see: http://circle.sites.olt.ubc.ca/gss-graduate-student-society-open-scholar-award/

When currently registered graduate students from UBC Vancouver submit projects to this collection, their course instructors receive automated emails requesting them to login to cIRcle and provide online approval for the projects. Projects are added to the cIRcle database only after course instructor approval has been received.

2. To a cIRcle collection assigned to the student's academic unit or discipline, for example, the Master of Science in Nursing (MSN) Scholarly Projects (Okanagan Campus) collection: https://circle.ubc.ca/handle/2429/42487

In this case, instructors should provide formal approval for graduate student submissions by using the following online form: Student Submission Approval Form

For more information about student work in cIRcle see Getting Started for Students

Eligible non-thesis graduate student work from UBC Vancouver submitted to specific disciplinary collections can additionally be mapped into the GSS Open Scholar Award collection (see above) in order to qualify for this Award. Please contact cIRcle staff for more information

Undergraduate students

Undergraduate students interested in submitting their work to cIRcle should contact their instructor first. For more information see Getting Started for Students

Course instructors should then contact cIRcle staff 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 should provide formal approval for all student submissions via the Student Submission Approval Form

Undergraduate student work that is submitted to cIRcle must adhere to the following:

The submitted project must be the final corrected project.
The submitted project must not include any student numbers or any personal contact information (such as email addresses or phone numbers) of students or their non-UBC community research partners.

3. Staff

UBC staff are welcome to contact the cIRcle Coordinator regarding proposed submission of their research, academic or work related creative materials to the cIRcle database.

4. Visiting scholars and others connected with UBC

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.

5. Alumni

Because of resource limitations, cIRcle is unable to accept content from alumni at this stage.

6. Non-UBC content

The purpose of cIRcle is to archive content created by the UBC community and its partners.

Hilde Colenbrander, cIRcle Coordinator August 14, 2012