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Christopher Shanahan MD MPH
Faculty Lead, Research Networking, BU CTSI
ORCID 0000-0001-9067-5922
BU’s Approach to ORCID adoption and integration
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
Key Stakeholders
Individuals representing
University / Individual College Leadership
Libraries
Information technology
Human resources (HR)
Research administration
Graduate education
ORCID Implementation TeamTeam 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
Constituent StakeholdersSelect 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
Building ConsensusEngaged 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
Policy Decision:
Opt-in vs. Opt-out policy
Team advocated for an Opt out policyFull- 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
ResistanceLittle 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
Getting Project Buy-inProject 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
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)
Near-term ObjectivesExpand adoption across BUShift from a biomedical faculty focus to non-
medical campus faculty, post-doctoral trainees,
graduate students & undergraduates
Extend ORCID to BU Engineering
SchoolA 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
Long-term ObjectivesCreate 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)
Grad Student Record Creation Approach to Graduate Students at BUMCAligned 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 approachTarget individuals at BU just prior to graduation
Communications StrategyAll 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
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
Individuals without BU ProfileCan 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
Creating ORCiDs: Current StatusAPI 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
AdoptionFaculty 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
Next stepsThe 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
ORCID - BU Profiles Integration Team Project leader: Christopher Shanahan MD MPH
Faculty Lead, Research Networking, CTSI, BUSM
Project Co-leader: Christopher Dorney Director, BUMC IT Application Services
Technical contact: Peter Flynn II Senior Application Developer, BUMC IT Application Services; ORCID
technical lead
Marco Basta Senior Application Developer, BUMC IT Application Services
Karim Kabbara Senior Application Developer, BUMC IT Application Services
Jim Vlachos Application & Web Specialist, BUMC IT Application Services
