Adding A New Organization To ROR: A Complete Guide

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The Research Organization Registry (ROR) is a vital tool for the research community, providing a global registry of research organizations. It helps in standardizing organization identification across various research outputs, such as publications and datasets. Adding your organization to ROR ensures accurate affiliation data, enhances the visibility of your institution's research, and streamlines the process of acknowledging research funders and facilities. This comprehensive guide will walk you through the steps involved in adding a new organization to ROR, using the example of Sebelas April University (UNSAP) to illustrate the process.

Understanding the Research Organization Registry (ROR)

Before diving into the process, it’s crucial to understand what ROR is and why it's important. The ROR is an open, community-led registry of research organizations. It provides unique identifiers (ROR IDs) for research institutions worldwide. These IDs are used to disambiguate affiliations in scholarly publications, datasets, grants, and other research outputs. By using ROR IDs, researchers, institutions, and funders can ensure accurate and consistent attribution of research.

The primary goal of ROR is to simplify the identification of research organizations. This standardization is essential for several reasons:

  • Improved Data Accuracy: ROR IDs reduce ambiguity and errors in affiliation data.
  • Enhanced Discoverability: Standardized identifiers make it easier to track and discover research outputs associated with a specific organization.
  • Streamlined Reporting: ROR IDs simplify reporting for institutions and funders, making it easier to assess research impact.
  • Interoperability: ROR integrates with other research infrastructure systems, such as Crossref and DataCite, enhancing data exchange and collaboration.

Why Add Your Organization to ROR?

Adding your organization to ROR offers numerous benefits. For universities and research institutions like Sebelas April University, inclusion in ROR means:

  • Increased Visibility: Your institution's research becomes more visible and discoverable.
  • Accurate Affiliation Data: ROR IDs ensure that your researchers' affiliations are correctly attributed.
  • Simplified Reporting: Standardized identifiers streamline the process of reporting research outputs and impact.
  • Global Recognition: Being part of the ROR registry places your institution within a global network of research organizations.

Step-by-Step Guide to Adding a New Organization to ROR

The process of adding a new organization to ROR involves providing detailed information about the institution. This information helps ROR maintain an accurate and comprehensive registry. Here’s a step-by-step guide, using Sebelas April University (UNSAP) as an example:

1. Gathering Essential Information

The first step is to gather all the necessary information about your organization. This includes:

  • Name of Organization: The official name of the institution. For example, Sebelas April University.
  • Website: The official website of the organization (unsap.ac.id).
  • Domains: All domains associated with the organization (unsap.ac.id).
  • Link to Publications: A link to a page listing the organization's publications (unsap.ac.id).
  • Organization Type: The type of organization (e.g., Education, Healthcare, Company, Archive). In UNSAP’s case, it's an educational institution.
  • Wikipedia Page: If the organization has a Wikipedia page, include the link.
  • Wikidata ID: The Wikidata identifier for the organization, if available.
  • ISNI ID: The International Standard Name Identifier, if the organization has one.
  • GRID ID: The Global Research Identifier Database ID, if applicable.
  • Crossref Funder ID: If the organization is a research funder, include the Crossref Funder ID.
  • Aliases: Any alternative names the organization is known by (e.g., Universitas Sebelas April (UNSAP)).
  • Labels: Additional labels or descriptors for the organization.
  • Acronym/Abbreviation: The acronym or abbreviation of the organization's name (UNSAP).
  • Related Organizations: Information about any related organizations.
  • City: The city where the organization is located (Sumedang-West Java).
  • Country: The country where the organization is located (Indonesia).
  • Geonames ID: The Geonames identifier for the organization's location.
  • Year Established: The year the organization was established (1982).
  • How ROR ID Will Be Used: Information on how the ROR ID will be used (e.g., to identify affiliations for research publications, datasets, acknowledge funders, etc.).

2. Accessing the ROR Submission Form

To add a new organization, you need to access the ROR submission form. This can typically be found on the ROR website. Look for a section labeled "Add Organization" or "Submit New Record." The submission form is designed to collect all the necessary details about the organization in a structured format.

3. Completing the Submission Form

Fill out the submission form with the information you gathered in Step 1. Here’s how to complete each section of the form, using UNSAP as an example:

  • Name of Organization: Enter the official name: Sebelas April University.
  • Website: Provide the official website: unsap.ac.id.
  • Domains: List all domains associated with the organization: unsap.ac.id.
  • Link to Publications: Add a link to the publications page: unsap.ac.id.
  • Organization Type: Select the appropriate type, which is "Education" for UNSAP.
  • Wikipedia Page: If UNSAP had a Wikipedia page, the link would be included here. Since it’s not available, this field remains blank.
  • Wikidata ID: If UNSAP had a Wikidata ID, it would be entered here. Since it’s not available, this field remains blank.
  • ISNI ID: If UNSAP had an ISNI ID, it would be included here. Since it’s not available, this field remains blank.
  • GRID ID: If UNSAP had a GRID ID, it would be entered here. Since it’s not available, this field remains blank.
  • Crossref Funder ID: If UNSAP were a research funder, the Crossref Funder ID would be included. Since it’s not applicable, this field remains blank.
  • Aliases: Enter any alternative names: Universitas Sebelas April (UNSAP).
  • Labels: Add any relevant labels.
  • Acronym/Abbreviation: Enter the acronym: UNSAP.
  • Related Organizations: Include information about any related organizations.
  • City: Specify the city: Sumedang-West Java.
  • Country: Specify the country: Indonesia.
  • Geonames ID: If a Geonames ID were available for Sumedang, it would be included here. Since it’s not available, this field remains blank.
  • Year Established: Enter the year of establishment: 1982.
  • How ROR ID Will Be Used: Indicate all applicable uses, such as "To identify affiliations for research publications," "To identify affiliations for datasets," "To acknowledge research funders," "To acknowledge a research facility," and "To be integrated in a scholarly publishing system."

4. Submitting the Request

Once you have completed the form, review all the information to ensure accuracy. Then, submit the request. The ROR team will review the submission and verify the information. This review process ensures the quality and accuracy of the ROR registry.

5. Review and Verification Process

The ROR team typically follows a verification process to ensure the information provided is accurate and complete. This may involve:

  • Checking the Organization's Website: Verifying the organization's name, address, and other details.
  • Cross-Referencing with Other Databases: Comparing the information with other registries and databases, such as Wikidata and GRID.
  • Contacting the Organization: In some cases, the ROR team may contact the organization directly to confirm information.

6. Receiving the ROR ID

If the submission is approved, the ROR team will assign a unique ROR ID to the organization. This ROR ID can then be used to identify the organization in various research outputs and systems. The ROR ID for Sebelas April University would be communicated to the submitter once it’s assigned.

Best Practices for Using ROR IDs

Once your organization has a ROR ID, it’s important to use it consistently across all research-related activities. Here are some best practices for using ROR IDs:

  • Include ROR IDs in Publications: When submitting research articles, include the ROR ID of your institution in the affiliation information.
  • Use ROR IDs in Datasets: When publishing datasets, include the ROR ID of the affiliated organization in the metadata.
  • Integrate ROR IDs in Research Systems: Incorporate ROR IDs into your institution's research information management systems, grant management systems, and other relevant platforms.
  • Promote the Use of ROR IDs: Encourage researchers, staff, and collaborators to use ROR IDs when identifying affiliations.

Maintaining Your ROR Record

It’s important to keep your organization’s ROR record up-to-date. If there are any changes to your organization’s information, such as a new website, a change in name, or a relocation, you should update your ROR record. This ensures that the information in the ROR registry remains accurate and reliable.

Updating an Existing Record

To update an existing record, you typically need to access the ROR website and find the organization’s record. There should be an option to submit an update request. You will need to provide details about the changes and the reasons for the update.

Merging, Splitting, or Deprecating Records

In some cases, organizations may need to merge, split, or deprecate ROR records. This can happen if:

  • Mergers: Two organizations merge into one.
  • Splits: One organization splits into multiple entities.
  • Deprecations: An organization ceases to exist.

If any of these scenarios apply, you will need to contact the ROR team and provide detailed information about the changes. The ROR team will guide you through the process of updating the records accordingly.

Conclusion

Adding your organization to the Research Organization Registry (ROR) is a crucial step in ensuring accurate affiliation data and enhancing the visibility of your institution's research. By following the steps outlined in this guide, institutions like Sebelas April University (UNSAP) can successfully add their organization to ROR and benefit from the registry's standardized identifiers. Remember to keep your ROR record up-to-date and promote the use of ROR IDs across all research-related activities to maximize the benefits of this valuable resource.

For more information about the Research Organization Registry (ROR) and its benefits, you can visit the official ROR website at https://ror.org/. This resource provides detailed information about the registry, its goals, and how it supports the research community.