From the ORCID Outreach Meeting, May 21-22, 2014, held in Chicago, Illinois, USA. https://orcid.org/content/orcid-outreach-meeting-and-codefest-may-2014 Best practices in the promotion and creation of ORCID identifiers for faculty, staff, and students: outreach and policy Institutional culture varies between universities and research institutes, necessitating a locally relevant approach to integration of ORCID identifiers. In this session, institutions will share information about their decision-making, business planning, and strategies for communications and adoption within their communities. Moderator: Kristi Holmes, Director, Galter Health Sciences Library, Northwestern University, and Outreach Lead, VIVO Presenters: Theodora Bakker, Associate Director Knowledge Informatics and Systems & Technology, New York University Langone Medical Center Gail Clement, Associate Professor & Scholarly Communication Librarian, Texas A&M University Christopher Shanahan, Assistant Professor and Faculty Lead, BU Profiles, Boston University School of Medicine Alix Keener, ORCID Project Manager, University of Michigan Sally Rumsey, Digital Research Librarian at the Bodleian Libraries, University of Oxford

1. Christopher Shanahan MD MPH
Faculty Lead, Research Networking, BU CTSI
ORCID 0000-0001-9067-5922
BU’s Approach to ORCID
adoption and integration

2. Boston University
Charles River Campus (CRC)
Medical Campus (BUMC)
BU School of Medicine
BU School of Public Health
Goldman School of Dental Medicine
Boston Medical Center (BMC)
14 Boston HealthNet Community Health
Centers (CHCs) and other affiliated
clinical partners
Boston & Bedford VA Healthcare System

3. Key Stakeholders
Individuals representing
University / Individual College Leadership
Libraries
Information technology
Human resources (HR)
Research administration
Graduate education

4. ORCID Implementation Team
Team employed existing BU Profiles Project
Group
 Comprised of faculty & technology representatives
ORCID project successfully presented directly
to the Provost Council (contained nearly all
stakeholders) for sponsorship & policy decisions
Implementation team coordinated project with:
 University Library
 Alerted the University Provost of the our approach to start at the
medical campus

5. Constituent Stakeholders
Select deans at CRC & BUMC campuses
Provosts at BUMC and CRC campuses
 BUMC Associate Provost for Research
 BUMC Associate Provost for Graduate Affairs
 Other associate/assistant provosts
Communications (Corporate and school-level
offices)
University
 Information Technology
 University General Counsel
 Libraries
Clinical Translational Sciences Institute
Faculty representation

6. Building Consensus
Engaged BUMC Provost Council
 Able to 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 and Consent (including:
ORCID terms of use, privacy policy and record dispute
procedures, privacy levels, what to expect, and how data might
be used)
Project started at BUMC
 due to the relative ease of pushing PubMed publication data for
faculty & postdocs in BU Profiles
 University leadership informed of that approach

7. Policy Decision:
Opt-in vs. Opt-out policy
Team advocated for an Opt out policy
Full- and part-time BUMC faculty have the option to
opt-out of ORCID
For BUMC faculty who did not opt out, ORCID records
were created & prepopulated from BU Profiles mid-
September, 2013
Of 1616 eligible individuals, only 1 opt-out
55 staff/students had existing ORCiD

8. Resistance
Little institutional or individual resistance
Exception: Difficulty obtaining significant
cooperation with the CRC undergraduate &
Graduate Student Group groups.
Reasons:
Insufficient interest given that only a small percentage
of undergraduates likely to go on to direct research
professionally
Privacy Policies related to student status
Current Leadership Transition
Re-approach after new leadership in place in July
2014

9. Getting Project Buy-in
Project couched as “extension of an already
approved project” (BU Profiles)
Employed existing BU Profiles Group
ORCID presented directly to the Provost Council
for policy decisions & green light to proceed
 Nearly all stakeholder are represented in group
Strategic & Open communications:
 Discussed project with University Library
 Alerted University Provost of approach to start at Medical Campus
Obtain input / secure buy-in, project presented to:
 University Provost for Research
 VP for Information Technology
 VP for Research Finance & Operations/Sponsored Programs
 University Associate Provost for Faculty Affairs

10. Achievements to Date
Integrated ORCiDs for all Medical
Campus Faculty into BU Profiles
ORCiDs established for pre- &
postdoctoral students, fellows & trainees
To assist with tracking for future training grant
applications, etc.
Bet:
Most individuals will keep their data public in ORCID
Or continue to give BU access to "limited" records
(set at time ORCiD created)

11. Near-term Objectives
Expand adoption across BU
Shift from a biomedical faculty focus to non-
medical campus faculty, post-doctoral trainees,
graduate students & undergraduates
Extend ORCID to BU Engineering
School
A different approach
Populate BU Profiles with works, biographies & other
content from ORCID in addition to BU Profiles
Disambiguation
Continue ORCiDs updates from BU Profiles to validate

12. Long-term Objectives
Create New ORCID iDs (records) according to
institutional policy for:
Faculty
Graduate students
Other post-baccalaureate trainees
Select undergraduate students focused on research
Extend ORCID to Non-Science CAC
To serve as potential model to approaching academic
disciplines across BU (e.g., Social Sciences, Arts, &
Humanities)
Integrate/Store ORCiD within:
BU HR system (SAP)
BU Identity & Access Management (IAM)

13. Grad Student Record Creation
Approach to Graduate Students at BUMC
Aligned objectives of the ORCID Integration project
and the School of Graduate Medical Sciences (GMS)
GMS mandated to enhance Graduate Tracking
No delegate available for postdocs or
undergraduate students
Plan: make aware of ORCID
Point students to an web-based application which
facilitates the creation and reporting of their ORCID
(as an opt-in)
Overall approach
Target individuals at BU just prior to graduation

14. Communications Strategy
All communications regarding ORCID sent
via the Provost’s office
Increases likelihood email read & acted upon.
Informational Presentations to:
Faculty
Graduate Students
Fellows & Post-Docs
Medical Students
Provosts
Deans
General Faculty Meetings
Faculty Development Conferences

15. Creating ORCiDs
 Initial Introduction to ORCID via Web site (Via Provost eMail)
 Web pages “About ORCID” & “ORCID Acknowledgement & Consent”
 Initial batch of ORCiDs created for all BUMC faculty
 API facilitates user authorized population of key data
elements in ORCID using existing BU Profiles data
 Individuals with existing BU Profile
 Can populate or update ORCID with works (publications), websites, biography
(narrative), employment & education
 Mapping permits BU Profiles roles to inform default ORCID
privacy levels (still modifiable)
 Workflow
 HR On-boarding process used to identify new faculty for ORCID creation.
 Data from HR Data system permits creation of ORCID records through
the Profiles/ORCID API

16. Individuals without BU Profile
Can create an ORCID record through BU Profiles
(faculty, staff, postdocs, trainees, students, etc.)
System facilitates bulk ORCID creation (by system
administrator) based on selection criteria (school,
department, division, person-type, etc.)
ORCiD publically displayed as hyperlink in BU
Profiles
Individuals logged in to BU Profiles & editing their
profile can create an ORCiD, if needed
Individuals can conduct basic (unidirectional)
updates from BU Profiles to ORCID

17. Creating ORCiDs: Current Status
API tested & operational
BU currently not adding additional ORCID
or updating existing ORCID Profiles.
Rationale:
Workflow constraints & absolute requirement to keep
process extremely simple, requiring little to no faculty
intervention
Awaiting ORCID policy decision & functionality to
permit delegates to send information via API

18. Adoption
Faculty response minimal but positive
Nearly entire population of Faculty on the
BU Medical Campus from three schools
1616 had ORCiD established for them using
an opt-out mechanism
One (1) individual opt-out so far

19. Next steps
The integration API currently undergoing
QA tested (Recombinant / Harvard)
After testing completed API to be
distributed to Profiles RNS user-base as
core code update
Awaiting policy & workflow modifications
from ORCID to permit & facilitate
institutionally delegated ORCiD
management

20. 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