Adding An Organization To ROR: A Comprehensive Guide

by Alex Johnson 53 views

The Research Organization Registry (ROR) is a vital tool for identifying and connecting research organizations globally. This article serves as a comprehensive guide on how to add a new organization to ROR, ensuring that institutions are accurately represented in the research landscape. Whether you're looking to add a university, research institute, or any other organization involved in research, this guide will provide you with the necessary steps and information.

Understanding the Importance of ROR

Before diving into the process, it's essential to understand why ROR is crucial for the research community. ROR provides a unique and persistent identifier for research organizations, similar to how DOIs (Digital Object Identifiers) work for publications. This identifier helps in:

  • Streamlining Affiliations: Easily identify and track research affiliations in publications, datasets, and other scholarly outputs.
  • Improving Data Accuracy: Reduce ambiguity and errors in organizational data.
  • Enhancing Discoverability: Make research outputs more discoverable by associating them with the correct organizations.
  • Facilitating Reporting: Simplify the process of reporting research activities and impact.
  • Supporting Interoperability: Enable seamless integration of organizational data across different systems and platforms.

By ensuring that your organization is accurately represented in ROR, you contribute to a more transparent and efficient research ecosystem. This, in turn, benefits researchers, institutions, and the broader academic community. Ensuring your organization is listed correctly allows for seamless integration with various scholarly publishing systems and research repositories, enhancing visibility and collaboration opportunities.

Step-by-Step Guide to Adding an Organization to ROR

The process of adding a new organization to ROR involves providing detailed information about the institution. Here’s a step-by-step guide to help you through the process:

1. Gather Essential Information

Before submitting a request to add a new organization, it’s crucial to gather all the necessary information. This will ensure a smooth and efficient process. Here's a list of the key details you'll need:

  • Name of Organization: The official name of the organization. Ensure this is accurate and matches the institution's official records. The official name is crucial for accurate identification and should align with the institution's formal documentation.
  • Website: The official website URL of the organization. This serves as a primary point of contact and verification for the institution.
  • Domains: All relevant domain names associated with the organization (e.g., futa.edu.ng). This helps in identifying publications and datasets affiliated with the institution. Include all domains to ensure comprehensive coverage.
  • Link to Publications: A direct link to the organization’s publications page or repository. This allows for easy access to the institution's research output.
  • Organization Type: The type of organization (e.g., education, research institute, healthcare). Classifying the organization correctly helps in categorizing and filtering institutions within ROR. Examples include universities, research hospitals, and non-profit research centers.
  • Wikipedia Page: If available, the URL of the organization’s Wikipedia page. This provides additional information and context about the institution.
  • Wikidata ID: The Wikidata identifier for the organization. Wikidata is a free, collaborative, multilingual knowledge base that can provide additional linked data.
  • ISNI ID: The International Standard Name Identifier (ISNI) for the organization. This is a unique identifier for the identities of contributors to creative works.
  • GRID ID: The Global Research Identifier Database (GRID) ID, if the organization has one. GRID was a database of research institutions, which is now integrated into ROR.
  • Crossref Funder ID: If applicable, the Crossref Funder ID for the organization. This is used to identify research funders in publications.
  • Aliases: Any alternative names or former names of the organization. This helps in identifying the organization under different names.
  • Labels: Translations of the organization's name in different languages. This enhances the global accessibility of the organization's information.
  • Acronym/Abbreviation: The acronym or abbreviation of the organization's name (e.g., FUTA for Federal University of Technology Akure). This is useful for quick identification and referencing.
  • Related Organizations: Information about any parent organizations, subsidiaries, or related institutions. This helps in establishing a network of connected organizations.
  • City: The city where the organization is located. This is essential for geographical identification.
  • Country: The country where the organization is located. This is crucial for international categorization.
  • Geonames ID: The Geonames identifier for the city where the organization is located. Geonames is a geographical database covering all countries and territories.
  • Year Established: The year the organization was established. This provides a historical context for the institution.
  • How the ROR ID will be used: A description of how the ROR ID will be utilized (e.g., to identify affiliations for research publications, datasets, funding acknowledgements, etc.). This helps ROR understand the organization's needs and usage scenarios.

2. Access the ROR Website and Navigate to the Submission Form

To add a new organization, visit the official ROR website. Navigate to the section dedicated to submissions or adding new organizations. Look for a clear link or button that directs you to the submission form. This is where you will input all the gathered information.

3. Complete the Submission Form

The submission form will typically include various fields corresponding to the information you gathered in Step 1. Ensure you fill out each field accurately and completely. Here are some key sections you might encounter:

  • Organization Details: Enter the official name, website, domains, and other basic information. Double-check the spelling and accuracy of the name and website URL.
  • Identifiers: Provide any existing identifiers such as Wikidata ID, ISNI ID, GRID ID, and Crossref Funder ID. If the organization doesn't have some of these IDs, it's perfectly acceptable to leave those fields blank.
  • Location Information: Input the city, country, and Geonames ID. Accurate location data is crucial for geographical mapping and analysis.
  • Organization Type and Affiliations: Select the appropriate organization type and provide details about related organizations, if any. This helps in categorizing the institution correctly.
  • Usage Information: Describe how the ROR ID will be used by the organization. This provides context for the submission and helps ROR understand the organization's needs.

4. Review and Submit the Form

Before submitting, carefully review all the information you've entered. Ensure there are no errors or omissions. Once you're confident that the form is complete and accurate, submit it. You may receive a confirmation message or email acknowledging your submission.

5. Await Review and Approval

After submission, the ROR team will review your request. This process may take some time, as the team needs to verify the information and ensure it meets ROR’s standards. Be patient and allow the team sufficient time to process your submission. If any additional information is needed, the ROR team will contact you.

6. Follow Up if Necessary

If you haven't received any updates after a reasonable period (e.g., a few weeks), you may follow up with the ROR team to inquire about the status of your submission. Be polite and provide your submission details to help them locate your request.

Example: Adding Federal University of Technology Akure (FUTA)

Let’s walk through an example of adding the Federal University of Technology Akure (FUTA) to ROR. Using the information provided in the initial request, here’s how you would fill out the submission form:

  • Name of Organization: Federal University of Technology Akure
  • Website: www.futa.edu.ng
  • Domains: futa.edu.ng
  • Link to Publications: https://futa.edu.ng
  • Organization Type: Education (University)
  • Wikipedia Page: (Leave blank if not available)
  • Wikidata ID: (Leave blank if not available)
  • ISNI ID: (Leave blank if not available)
  • GRID ID: (Leave blank if not available)
  • Crossref Funder ID: (Leave blank if not applicable)
  • Aliases: (Leave blank if none)
  • Labels: (Translations can be added if available)
  • Acronym/Abbreviation: FUTA
  • Related Organizations: (Leave blank if none)
  • City: Akure
  • Country: Nigeria
  • Geonames ID: (Look up the Geonames ID for Akure and enter it)
  • Year Established: (Enter the year FUTA was established)
  • How will a ROR ID for this organization be used? To identify affiliations for research publications, To identify affiliations for datasets, To acknowledge research funders, To acknowledge a research facility, To be integrated into a scholarly publishing system, For verification purposes in research repository websites like ResearchGate.

Tips for a Successful Submission

To ensure your submission is successful, keep the following tips in mind:

  • Accuracy is Key: Double-check all information for accuracy. Errors can delay the process or result in incorrect data.
  • Completeness Matters: Provide as much information as possible. The more details you include, the better ROR can represent the organization.
  • Use Official Sources: Verify information using official sources such as the organization's website and official documents.
  • Be Clear and Concise: Use clear and concise language in your descriptions and explanations.
  • Follow Instructions: Adhere to any specific instructions or guidelines provided on the ROR website.
  • Be Patient: The review process may take some time. Be patient and allow the ROR team to do their work.

Maintaining Accurate ROR Records

Adding an organization to ROR is just the first step. It’s equally important to maintain accurate records over time. If there are any changes to the organization's information (e.g., name, website, location), you should submit an update request to ROR. This ensures that the registry remains current and reliable.

Conclusion

Adding a new organization to ROR is a straightforward process that significantly contributes to the accuracy and accessibility of research information. By following this comprehensive guide, you can ensure that your organization is correctly represented in the global research landscape. This, in turn, enhances the visibility of your institution's research outputs and facilitates collaboration within the academic community. Remember, accuracy and completeness are paramount in ensuring a successful submission.

For more information about ROR and its benefits, visit the official ROR website. Additionally, explore resources on research data management and organizational identifiers to deepen your understanding of this critical aspect of scholarly communication. Ensuring your organization is accurately listed in ROR not only benefits your institution but also enhances the entire research ecosystem.

For further information and resources, you can visit the official ROR website at https://ror.org/.