Getting Started for Faculty

cIRcle increases your scholarly profile by providing free, permanent access to your work to anyone via the web. You can find both peer-reviewed and non-peer reviewed material created by the UBC community and its partners. cIRcle offers a number of services to help you make your research available to the world. Contact cIRcle staff for assistance or review the information below.

You may also be interested in reviewing our Content Guidelines to determine what scholarly works you might want to add to cIRcle.

How do I contribute my work to cIRcle?

We offer a mediated deposit service for faculty which includes

  • uploading files
  • metadata creation
  • file description
  • email notification of your permanent URL

However, adding your work to cIRcle depends on the type of content you want to submit and whether or not you are the rights holder.

Before you email cIRcle staff for a consultation, please review some of the questions we typically ask our contributors.


IMPORTANT! If the content you want to contribute to cIRcle is a published article, it is your responsibility to ensure that you have publisher permission to do so, as well as the agreement of any co-authors.



  • Do you have a deadline for when you need the content to be uploaded?


Please contact cIRcle staff for assistance at any time.

How do I add my students' work to cIRcle?

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

For non-thesis graduate coursework or publications, we strongly recommend that graduate students at UBC Vancouver submit their exemplary non-thesis manuscripts or projects that are part of their graduate coursework to the GSS (Graduate Student Society) cIRcle Open Scholar Award, a new, lottery based award. This Award is an exciting opportunity to familiarize students with the scholarly publication process and open access. Some of the top benefits include:

  • Graduate students are automatically registered to submit to this collection so they are in control of the submission process much like submitting an article for publication;
  • Course instructor approval is built into the submission workflow so you will be able to review and approve the submission before it gets archived in cIRcle;
  • Students are eligible for a $500 lottery award. Winners are also featured on Library and cIRcle blogs resulting in terrific exposure for their scholarly work;
  • By request, submissions to this collection can be mapped into existing academic unit collections in cIRcle

Visit the GSS cIRcle Open Scholar Award information page to learn more!

For UBC Okanagan graduate coursework or to request a consultation, please contact cIRcle staff at UBC Okanagan.

Undergraduate Coursework

cIRcle offers a mediated deposit service for exemplary undergraduate coursework which includes

  • uploading files
  • metadata creation
  • file description
  • email notification of your students' permanent URL.

However, adding your students' work to cIRcle depends on the type of content, copyright considerations and the criteria you want to establish for students (eg. a grade of 85% or higher).

Before you email cIRcle staff for a consultation, please review the most common cIRcle procedures.

A. If your academic or research unit already has a community in cIRcle, and a collection for student work:

  1. Complete the student submission approval form.
    • This form ensures that an instructor or professor has evaluated the student's work and has determined that it is appropriate for the collection. Please review our Content Guidelines for undergraduate students.
  2. Student prepares their submission(s) for uploading:
    • Ensure they have the final clean copy of the submission. The file should not contain any annotations, comments, handwritten notes, or private information.
    • Submission should contain a title page or section with the following information: Author name(s), Title, Date, Course name and Number
    • File should be named according to the cIRcle File Naming Conventions.
    • PDF format is preferred for documents but cIRcle staff can convert files to PDF on your behalf if needed.
  3. Once the student submission approval form has been received by cIRcle staff, the student should fill out the cIRcle Non-exclusive Distribution License using the instructions for submitting a license via email. Attach the submission to the license email so everything arrives at once. For group submissions one student may do this on behalf of the group.
  4. cIRcle staff upload student work to cIRcle and inform the student of the URL when done. If administrative staff in your academic unit have received training in uploading submissions, cIRcle staff may refer the request to them.

B. If your academic or research unit has a community in cIRcle but does not yet have a collection for student work:

You may want to set up a collection for a specific course or project. Some recommended steps are:

  1. Review examples from other academic units. See the Geography Department Student Collections for an example.
  2. Consult with other faculty in your academic unit on collection scope, guidelines, submission criteria, etc.
  3. Determine submission criteria for your students (required to submit, only top 85% submit, etc.) You may also wish to review our Content Guidelines.
  4. Review the submission procedures outlined above in A.
  5. Email cIRcle staff for a consultation.

C. If your academic or research unit is not listed in cIRcle:

  • We are happy to assist you in establishing a space within cIRcle to showcase your students' cholarly work. To get started, contact cIRcle staff today.

Related Topics

How is cIRcle organized?
What is a cIRcle Community?
Why contribute to cIRcle?
Who can contribute to cIRcle?
What materials are accepted?
What types of materials can I deposit in cIRcle?
What about copyright?

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