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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 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
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
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
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
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
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
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 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
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)
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
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
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 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
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
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
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
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

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Boston University's approach to ORCID adoption & integration

  • 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