ORCID Integration into Researcher

Information SystemsChristopher Shanahan MD MPH

Faculty Lead, Research Networking, BU CTSI

ORCID  0000-0001-9067-5922

Setting – Boston University

Charles River Campus (CRC)

Non-Medical Sciences, Humanities, etc.

Medical (BUMC) campus

Schools of Medicine, Public Health, Dental Medicine

Boston Medical Center (BMC)

14 Community Health Centers (CHCs) Other affiliated clinical partners

Boston VA Healthcare System

West Roxbury, Jamaica Plain, Bedford

Integration points Informational / gateway web pages

http:/sites.bu.edu/orcid/ http://sites.bu.edu/orcid/agreement/

Standalone Web application enables individuals to create own ORCiD ORCiD creation based on the BU HR data or via BU Profiles ORCID Registration / Signup

ORCID – BU Profiles API: Can push Profiles affiliation records. Administrative Mapping of ORCID permission to Profiles permission level. Administrative creation of ORCiDs for;

Individual with a Profile but no ORCiD recorded. Individual in a certain institution, department, division, or faculty type. A other specific individual.

Web or API Provide an ORCiD

User is redirected to ORCID URL to login After successful login, user redirected back to BU site User’s ORCiD is associated with BU Profiles internal username field (BU ID)

ORCiD information updated based on the Profiles data 1. Narrative (if new or updated); 2. Web Sites; 3. Publications

ORCID integration with BU Profiles: ORCID – BU Profiles API

ORCiD record created through the Profiles/ORCID API. For individuals with an existing profile populates ORCID with

works (publications), websites, biography (narrative), employment and education.

Profile roles mapped to ORCID privacy levels. ORCID publically displayed as a hyperlink with BU Profiles. Users logged in to BU Profiles & editing their profile can:

create an ORCiD, if they don’t have one. conduct basic updates from Profiles ORCID.

Bulk ORCID creation possible by a system administrator based on selection criteria (school, department, division, person-type, etc.).

Data flow between systems

Faculty Record Creation (Workflow) Individual receives formal BU faculty academic

appointment Appointment entered into faculty database and SAP by

Provost office staff BU Profile created for new faculty member within a week of

academic appointment. BU Profiles disambiguation engine produces a first

publication list for faculty member’s profile. Faculty member receives an email notice to login in

to BU Profiles to review new profile, confirm publications, & add other content (narrative, websites, awards, etc.)

Workflows: New Faculty, Post-Docs, Graduate & Undergraduate Students Records initially created for all BUMC faculty

On-boarding process to identify new faculty for ORCID creation. Plan: Wait until ORCID delegate information can be sent through the API

before creating any new ORCID records for BUMC and CRC faculty.

Delegate/proxy will not be assigned for postdocs & students Will increase awareness of ORCID, direct individuals to an application

which facilitates the creation and reporting of their ORCID (an opt-in).

Tracking and Reporting of Academic Outcomes Target individuals at BU nearing graduation/departure. Develop process to keep BU Profiles up-to-date with works & other

information ensuring accurate tracking (via ORCiDs) of future academic outcomes & productivity of individuals (Faculty & Students) departing BU.

Rationale: create & track the ORCID IDs for every researcher ever involved with the institution for internal & external reporting (e.g. training grant proposals, etc.)

Future Workflows: ORCID Record creation

When ORCID enables delegates. BU Profiles IT Team prompts faculty member to create ORCiD (or

ask if they want us to do it for them). IT Team confirms existing ORCiD. After confirmation data pushed from BU Profile to ORCID.

New or revised workflows to create (or report existing ORCID records) for university constituents: BUMC faculty BUMC postdocs BU UROP (undergraduates focused on research) CRC grad students CRC faculty

Policy issues Sought engagement from the Medical Campus Provost Council

members Can make high-level decisions (e.g. opt-out for faculty; opt-in for others).

BU General Counsel Reviewed ORCID policy & implementation plan Created the BU ORCID Acknowledge & Consent

Describes ORCID terms of use, privacy policy and, record dispute procedures, privacy levels, what to expect, and how data might be might be used.

Opt-In vs Out: Universal opt-out strategy for Full-Time Faculty at the Medical Campus some ad hoc exceptions.

Opt out: Full- and part-time BUMC faculty have the option to opt-out of ORCID. BUMC faculty not opting out, ORCiDs records created/prepopulated from BU

Profiles One (1) of 1616 eligible faculty opted out 55 eligible individuals had an existing ORCID.

Decision to start at the medical campus Easier to push publications data for faculty and postdocs in BU Profiles.

Researcher participation (Outreach)  Opt-In vs Out:

Universal opt-out strategy for Full-Time Faculty at the Medical Campus with some ad hoc exceptions.

All communications regarding ORCID sent via the Provost’s office to increase likelihood email are read / acted upon.

Introductory / Orientation Presentations targeting: Faculty Graduate Students/Fellows & Post-Docs Medical Students Provosts Deans General Faculty Meetings Faculty Development Conferences

Discovered opportunities ENG (special test using ORCID to create BU

Profiles) UROP (Undergraduate Research Opportunities

Program) Grad students: Thesis submissions system University Library:

Ongoing discussion of ORCID integration points with citation/digital repository.

Increasing ORCID functionality: Grant, employment, & education data exchange with

ORCID

Linking ORCID with other identifiers Integrate / Store ORCiD within:

BU HR system (SAP) ORCiDs will be stored centrally at BU Identity

and Access Management.

BU ORCID Integration demonstration links

http://sites.bu.edu/orcid/creation/

http://wwwapp1.bumc.bu.edu/it/orcid/UploadInfoToORCID.aspx

http://profiles.bu.edu/Christopher.Shanahan

ORCID - BU Profiles Integration Team Project leader: Christopher Shanahan MD MPH

Faculty Lead, Research Networking, CTSI, BUSM cshanaha@bu.edu

Project Co-leader: Christopher Dorney Director, BUMC IT Application Services dorney@bu.edu

Technical contact: Peter Flynn II Senior Application Developer, BUMC IT Application Services; ORCID

technical lead pflynn@bu.edu

Marco Basta Senior Application Developer, BUMC IT Application Services bastam@bu.edu

Karim Kabbara Senior Application Developer, BUMC IT Application Services kkabbara@bu.edu

Jim Vlachos Application & Web Specialist, BUMC IT Application Services jvlachos@bu.edu