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, 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.


Hilde Colenbrander, cIRcle Coordinator September 13, 2013

Faculty & Researchers

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. 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, datasets, podcasts, webcasts, etc.

The work must be contributed in digital form and should be complete and ready for viewing and uploading at the time of submission. UBC Library's Digitization Centre offers digitization services on a case by case basis. To request digitization assistance, please submit a Digitization Project Proposal Form. Video and audio files must be in an encoded format such as MP4, MP3, MOV, AVI or WAV. cIRcle staff cannot accept unencoded DVDs or CDs at this time.


Students

Graduate students

Theses and dissertations are uploaded to cIRcle by graduate students in accordance with Faculty of Graduate and Postdoctoral 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.

The work must be contributed in digital form and should be complete and ready for viewing and uploading at the time of submission. UBC Library's Digitization Centre offers digitization services on a case by case basis. To request digitization assistance, please submit a Digitization Project Proposal Form. Video and audio files must be in an encoded format such as MP4, MP3, MOV, AVI or WAV. cIRcle staff cannot accept unencoded DVDs or CDs at this time.


There are two ways to add graduate student content to cIRcle:


1. UBC Vancouver Graduate Students: Students should submit their work to the GSS Open Scholar Award collection: 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. UBC Okanagan Graduate Students': Students' work will be submitted to a cIRcle collection assigned to the student's academic unit or discipline.
In this case, instructors should provide formal approval for graduate student submissions by using the following online form: Student Submission Approval Form
For an example of UBC Okanagan graduate non-thesis collection, please visit the Master of Science in Nursing (MSN) Scholarly Projects (Okanagan Campus) collection: https://circle.ubc.ca/handle/2429/42487


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

Tip

IMPORTANT! In some cases eligible non-thesis graduate student work from UBC Vancouver has been submitted to specific disciplinary collections. Such work can 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.
  • The work must be contributed in digital form and should be complete and ready for viewing and uploading at the time of submission.
UBC Library's Digitization Centre offers digitization services on a case by case basis. To request digitization assistance, please submit a Digitization Project Proposal Form. Video and audio files must be in an encoded format such as MP4, MP3, MOV, AVI or WAV. cIRcle staff cannot accept unencoded DVDs or CDs at this time.

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.

Visiting scholars

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.

Alumni

Because of resource limitations, cIRcle is unable to accept content from alumni at this stage. However, the theses and dissertations of most alumni are available in the Retrospective Theses and Dissertations collection in cIRcle.

Non-UBC

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

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