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Essential Tips for UBC Thesis or Dissertation Submission

By Amber Saundry on Sep 19, 2023

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All UBC graduate students are required to submit their thesis or dissertation to cIRcle, UBC Library’s openly available digital repository, which currently holds more than 51,000 UBC theses and dissertations dating back to 1919.

If you’re a graduate student ready to submit your thesis or dissertation, we’ve outlined key steps on cIRcle’s Theses and Dissertations page . In this blog post, we’re highlighting some essential tips for a smooth process.

Who can help if I have questions?

Though cIRcle is the repository for UBC theses and dissertations, your Graduate Studies website is the first place to go for any questions about deadlines, preparation (including delay of publication & formatting), and submission (including account activation).

If the website does not answer your questions, UBC Vancouver students may contact Graduate and Postdoctoral Studies (G+PS, [email protected] ), while UBC Okanagan students may contact the College of Graduate Studies (CoGS, [email protected] ).

Thesis approval deadlines mean your thesis or dissertation must be approved in cIRcle by G+PS (UBC Vancouver) or CoGS (UBC Okanagan) before the deadline passes.

This means you need to complete post-defense finalizations, request any necessary permissions, complete formatting, submit, and complete any requested corrections before your thesis or dissertation can be approved.  Any and all of these steps can take time!

Check permissions and consider embargo requirements

As the author, you are responsible for ensuring your thesis or dissertation complies with Canadian copyright law.  In some cases, you may need time to request necessary permissions to include particular components that were not created by you.  The Copyright at UBC Office has extensive information about your copyright and your thesis or dissertation , and can be contacted if you have specific questions.

During your submission to cIRcle, you’ll complete the cIRcle Non-Exclusive Distribution License .  You’ll retain copyright, while providing UBC the rights necessary to distribute and preserve your thesis or dissertation. Your thesis or dissertation will be licensed for use under a Creative Commons (CC) license , which indicates how others can share, use, and/or adapt your work.

If you need more time to complete publications or patent applications based on your thesis or dissertation research, or there’s a significant reason your work should not be released immediately, you may need to consider application of an embargo period.  You must do this after your defense, but before you proceed with submission to cIRcle .  For more information, see G+PS’ How to Request a Delay in Publication (UBC Vancouver) or CoGS’ Post-Defence Submission (UBC Okanagan).

Review formatting requirements

Your thesis or dissertation must conform to the specifications of the university, in both structure and formatting.

For thesis or dissertation preparation and formatting, UBC Vancouver students should refer to  G+PS’ Dissertation & Thesis Preparation and Formatting Requirements , while UBC Okanagan students should refer to CoGS’ Thesis and Dissertation Preparation .

Create a cIRcle account and request authorization

Before you can submit your thesis or dissertation, you must:

• Ensure your completed forms are submitted to G+PS/CoGS (as applicable).
• Create a cIRcle account .
• Send an e-mail with your name and cIRcle account e-mail to G+PS/CoGS (as applicable) in order to be authorized to submit to a thesis/dissertation collection .

You will be notified when your cIRcle account has been authorized, and you can proceed with submission. See G+PS’s Final Submission Instructions (UBC Vancouver) or CoGS’ Post-Defence Submission (UBC Okanagan) for necessary forms and more information.

Once you are ready to submit your thesis or dissertation, cIRcle provides a step-by-step submission guide .

For Master of Fine Arts/Music students only, there is an option to submit to a campus wide login (CWL)-access collection in cIRcle.  You can follow the associated step-by-step submission guide .

After you submit

Once submitted, G+PS (UBC Vancouver) or CoGS (UBC Okanagan) will review your thesis or dissertation, and notify you if you are required to complete any changes and re-submit (so keep a close eye on your e-mail).  Once your thesis or dissertation has undergone approval by G+PS/CoGS, you will receive a confirmation e-mail, and cannot make further changes.

After approval by G+PS/CoGS, your thesis or dissertation will undergo final review by the Library, which takes 1-3 business days.  Upon approval by the Library, you will receive an e-mail notification with the persistent URL for your thesis or dissertation. You’ll be able to view your thesis or dissertation online (unless you’ve requested an embargo) and it’ll be assigned a digital object identifier (DOI) that can be used to share and cite your work.

Congratulations! Your work can now be viewed around the world and will be preserved for future generations in the UBC Theses and Dissertations collection.

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Embargo Request

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You are requesting the media files for item: Investigating the role of histone deacetylase 3 in microglial response to lipopolysaccharide in collection Electronic Theses and Dissertations (ETDs) 2008+

Please fill out the following form and we will send you the media files when and if we receive appropriate permissions.

Law - Theses Resources

Theses resources, allard school of law theses, law library at allard hall.

• Allard School of Law (UBC) Theses & Dissertations Provides links to the abstracts and full text of UBC law theses and dissertations, from 1966 to the present. Print copies of most of these UBC law theses up to 2009 are available in the Law Library, Level 3 at LE3 B7, arranged by year. See below for electronic access to theses via cIRcle.
• Dissertation & Thesis Preparation Provides information on UBC Faculty of Graduate and Postdoctoral Studies' requirements for the preparation of theses, including ethical issues, the structure of theses & dissertations, and formatting requirements.
• ProQuest Dissertations & Theses Global This link opens in a new window Includes millions of searchable citations to dissertations and theses from 1861, with over a million full-text dissertations that are available for download in PDF format.
• Resources for Dissertation Writing (UBC Library Research Commons)
• Theses & Dissertations A UBC Library research guide to resources for accessing dissertations and theses from British Columbia, Canada, and international jurisdictions.
• Theses Canada Portal This link opens in a new window Indexes over 425,000 Canadian theses from 70 institutions, with some full-text.
• UBC Theses and Dissertations via Open Collections / cIRcle Provides online access to the full text of UBC theses and dissertations, from 1919 to the present.
• Allard School of Law Theses Search engine and list of Allard School of Law theses available through Open Collections via cIRcle, UBC's digital repository.
• Last Updated: Sep 21, 2022 9:13 AM
• URL: https://guides.library.ubc.ca/lawtheses

Dissertations & Theses: Understanding Embargoes

• Introduction
• Task Definition
• Information Seeking Strategies
• Location and Access
• Use of Information
• Searching for Dissertations & Theses
• Accessing ETDs from Off-Campus
• Writing & Submitting ETDs

Understanding Embargoes

What is an embargo.

In academia, an "embargo" is a restriction placed on a thesis or dissertation that allows only the title, abstract, and citation information to be released to the public, while the full text of the work is kept hidden for a limited period of time. Embargoes typically last from one to five years following publication of a thesis or dissertation via the college or university's Institutional Repository or some other publishing service (e.g., ProQuest). Colleges and universities have different rules about whether and how theses and dissertations can be embargoed; however, most embargos can be extended under certain circumstances.

Why Embargo a Thesis or Dissertation?

Most theses and dissertations are not embargoed, but are made  publicly available following their formal defense as part of completing a masters or doctoral degree. Some reasons to embargo a thesis or dissertation include:

• The author wants to patent something described in the work.
• The author wants to publish the work in whole or in part in the future and is concerned that making the work public will interfere with this.
• The author has previously published the work in whole or in part, and the publisher is restricting public release of the work in some way.
• The dissertation includes data covered by a nondisclosure agreement for a specified period of time, including personal information, company secrets, or intellectual property.

Some colleges and universities encourage all authors to embargo their work, while others discourage embargoes except when they are absolutely needed. 

What are Georgia Southern's Embargo Guidelines? 

As a condition of enrollment at Georgia Southern University, each student grants the University a limited, non-exclusive, royalty-free license to reproduce and make publicly available the student’s dissertation or thesis, in whole or in part, in electronic format via Georgia Southern Commons  subject to the following voluntary elections:

• The student may elect to restrict access to the work to the Georgia Southern University campus.
• The student may embargo the work for a period of one or five years. After the ending date of the initial embargo period, the work will be made publicly available unless the student submits a written request, signed by the major professor, to the College of Graduate Studies for an extension. This request must be received prior to the ending date of the initial embargo period.

Embargoes are intended only for documents that meet one or more of the following criteria:

• Includes potential patent pending information
• Includes prospective trade secrets
• Includes sensitive security information that could be detrimental to the institution, agencies, state, or country if released.

If you have questions or concerns, please contact the College of Graduate Studies at [email protected] or 912-478-2647.

Should I Embargo My Thesis or Dissertation?

Always discuss the pros and cons of embargoing your thesis or dissertation with your graduate committee prior to submitting your work to Georgia Southern Commons . In addition, to help you with this decision, here are some recent articles that address this question:

• Dissertation Reviews: Embargo Your Dissertation, or Not?
• Indiana University: Should I embargo my dissertation?
• Daily Nous: Should PhD Students Embargo Their Dissertations?
• ScienceBlog: Why I Placed A Digital Embargo On My Dissertation, And Maybe You Should Too
• Chronicle of Higher Education: Embargoes Can Go Only So Far to Help New Ph.D.'s Get Published, Experts Say

How Do I Get Access to an Embargoed Thesis or Dissertation?

If you learn about a thesis or dissertation that you want to read but it currently is embargoed, your best bet is to contact the author. If you are having difficulty finding contact information for the author, try contacting your library or the library at which the author earned his or her degree. 

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Graduate students can find "how to" guides and support information on our Workday support page .

The Faculty of Graduate and Postdoctoral Studies does not require or accept bound copies of final theses. If you wish to have copies bound for yourself or your graduate program, it is your responsibility to arrange this. The Faculty of Graduate and Postdoctoral Studies does not recommend specific binding services, but provides this list of local services for information only.

Centennial Bookbinding Rasmussen Bindery and Centennial Book Binding, 53 Bewicke Avenue, North Vancouver, BC  V7M 3B6 Phone: 604-983-3506 Toll-free phone: 1-866-983-3506. Fax: 604-985-6100 www.centennialbookbinding.com

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