Adding An Organization To ROR: A Step-by-Step Guide

Are you looking to add a new organization to the Research Organization Registry (ROR)? This guide provides a comprehensive overview of the process, ensuring your submission is accurate and efficient. ROR is a vital tool for identifying research affiliations, and adding your organization helps streamline data integration and scholarly publishing. Let's dive into the details.

Understanding the Research Organization Registry (ROR)

Before we delve into the specifics of adding a new organization, it's crucial to understand what ROR is and why it matters. The Research Organization Registry (ROR) is an open, global registry of research organizations. It provides a unique identifier for each organization, making it easier to track research outputs and collaborations. Think of it as a universal ID system for research institutions, similar to how ORCID works for individual researchers. This standardized identification is critical for several reasons:

• Improving Data Accuracy: ROR IDs help disambiguate organization names, which can vary across different databases and publications. This ensures that research affiliations are correctly attributed.
• Streamlining Reporting: Funders and institutions can use ROR IDs to track research funding and outcomes more effectively.
• Enhancing Discoverability: By using ROR IDs, research outputs become more easily discoverable, as they are linked to a consistent organizational identifier.
• Facilitating Collaboration: ROR enables better tracking of collaborations between institutions, fostering a more connected research ecosystem.

In essence, ROR simplifies the complex landscape of research affiliations, making it easier for everyone – from researchers to publishers to funders – to manage and analyze research data. Ensuring your organization is listed in ROR is a key step in participating in this global research network. The process involves providing accurate details about your organization, which we will explore in detail in the following sections. By understanding the importance of ROR, you can appreciate the significance of a thorough and precise submission.

Gathering the Necessary Information

Before you begin the process of adding a new organization to ROR, it’s essential to gather all the necessary information. This ensures a smooth and efficient submission process. Having all the details at your fingertips will not only save you time but also minimize the chances of errors or delays in the approval process. Key information you’ll need includes the organization’s official name, website, and any relevant identifiers.

• Official Name: The full, legal name of the organization is crucial. Ensure you use the official name as it appears in legal documents and on the organization's website. Any discrepancies can cause confusion and delay the process.
• Website: The organization’s official website is a primary source of information. It helps ROR administrators verify the organization's existence and activities. Make sure the website is active and provides comprehensive information about the organization.
• Domains: List all relevant domains associated with the organization. This includes the main website domain as well as any subdomains used by different departments or initiatives. Providing a complete list of domains helps ensure that all related research outputs are correctly attributed to the organization.
• Links to Publications: If the organization has a list of publications, providing a link to this list is highly beneficial. This could be a page on the organization’s website, a repository, or a database. Publications serve as evidence of the organization’s research activities and impact.
• Organization Type: Specify the type of organization, such as nonprofit, for-profit, government, or educational institution. This classification helps ROR users understand the organization’s mission and structure. For example, indicating whether the organization is a non-profit or a government entity provides important context.
• Identifiers: Collect any existing identifiers such as Wikidata ID, ISNI ID, GRID ID, and Crossref Funder ID. These identifiers help link the ROR record to other databases and registries, enhancing interoperability and discoverability. The more identifiers you can provide, the better.
• Aliases and Labels: List any aliases, acronyms, or abbreviations that the organization uses. This helps users find the organization even if they don't know the full name. For instance, if the organization is known by a common acronym, include it in this section.
• Related Organizations: If the organization is related to other organizations (e.g., a parent organization or a subsidiary), provide information about these relationships. This helps create a network of linked records within ROR, making it easier to understand the organization’s context.
• Location Information: Include the city, country, and Geonames ID (if available) for the organization’s headquarters. Accurate location information is essential for disambiguation and helps users understand the organization’s geographic reach.
• Year Established: Provide the year the organization was established. This historical context can be useful for understanding the organization’s track record and evolution.
• Rationale for ROR ID Usage: Explain how the ROR ID for this organization will be used. Common uses include identifying affiliations for datasets and integrating with scholarly publishing systems. Knowing the intended use helps ROR administrators prioritize the submission and ensure the record is set up correctly.

Gathering this information beforehand will streamline the submission process and ensure that your organization's ROR record is accurate and complete. This preparation is key to a successful submission and will ultimately benefit your organization by enhancing its visibility and recognition within the research community.

Step-by-Step Guide to Submitting a New Organization

Submitting a new organization to ROR involves a straightforward process, but attention to detail is crucial to ensure a successful application. This step-by-step guide will walk you through each stage, from accessing the submission form to providing the necessary information and finalizing your submission.

1. Accessing the Submission Form

The first step is to locate the correct submission form on the ROR website. Typically, this can be found in the “Contribute” or “Add Organization” section. Look for a clear link or button that directs you to the form. The ROR website is designed to be user-friendly, so the submission form should be readily accessible. If you have any difficulty finding it, the website's search function or a quick review of the navigation menu should help.

2. Completing the Form: Basic Information

The submission form will require you to provide a range of information about the organization. Start with the basics: the official name, website, and a brief description. Ensure the name is exactly as it appears in official documents and on the organization's website. The description should provide a concise overview of the organization's mission and activities. This is your first opportunity to make a clear and accurate impression, so take the time to craft a well-written description.

3. Providing Contact Details

ROR will need a point of contact for the submission. Provide the name, email address, and phone number of someone who can answer questions about the organization. This person should be knowledgeable about the organization and authorized to provide information. Accurate contact details are essential for ROR to follow up if any clarification or additional information is needed.

4. Adding Identifiers and Links

This is where you include any existing identifiers for the organization, such as a Wikidata ID, ISNI ID, GRID ID, or Crossref Funder ID. These identifiers help link the ROR record to other databases and registries. Also, provide links to the organization's publications, if available. This could be a link to a publications page on the organization's website or to a database where the organization's publications are listed. The more identifiers and links you can provide, the better the ROR record will be.

5. Specifying Organization Type and Aliases

Indicate the type of organization (e.g., nonprofit, for-profit, government, educational institution). This classification helps users understand the organization's nature. Also, list any aliases, acronyms, or abbreviations that the organization uses. For example, if the organization is commonly known by an acronym, be sure to include it. This helps users find the organization even if they don't know the full name.

6. Including Location Information

Provide the city, country, and Geonames ID (if available) for the organization’s headquarters. Accurate location information is crucial for disambiguation, especially for organizations with similar names. The Geonames ID is a unique identifier for geographic locations and can help ensure accuracy.

7. Explaining ROR ID Usage

Explain how the ROR ID for this organization will be used. Common uses include identifying affiliations for datasets, integrating with scholarly publishing systems, and tracking research funding. Knowing the intended use helps ROR administrators understand the context of the submission and ensure the record is set up correctly. Be specific about how the ROR ID will benefit the organization and the wider research community.

8. Reviewing and Submitting the Form

Before submitting, carefully review all the information you’ve provided. Check for any errors or omissions. It’s a good idea to have someone else review the form as well. Once you’re confident that everything is accurate, submit the form. You may receive a confirmation email acknowledging your submission. Keep this email for your records.

9. Following Up (If Necessary)

ROR administrators may contact you if they have any questions or need additional information. Respond promptly and provide any requested details. The review process can take some time, so be patient. If you haven’t heard back after a reasonable period, you can follow up with ROR to check on the status of your submission.

By following these steps carefully, you can ensure a smooth and successful submission process for adding a new organization to ROR. Accurate and complete information is key to getting your organization recognized in this important registry.

Best Practices for a Successful Submission

Submitting a new organization to ROR isn't just about filling out a form; it's about ensuring your organization is accurately represented and easily discoverable. To achieve this, following best practices is crucial. These practices encompass everything from verifying information to providing clear rationales for the submission. Adhering to these guidelines will not only increase your chances of a successful submission but also enhance the value of your organization's ROR record.

1. Verify All Information

The cornerstone of a successful submission is accuracy. Double-check every piece of information you provide, from the organization's name to its website and identifiers. Inaccuracies can lead to delays in processing or, worse, misrepresentation of your organization. Cross-reference the information with official documents and the organization's website to ensure consistency. Pay special attention to details like the year established, as this historical context is important for understanding the organization’s longevity and track record. Verifying all information demonstrates your commitment to accuracy and reliability.

2. Provide a Clear and Concise Description

The description you provide is often the first impression users will have of your organization within ROR. Make it count. Write a clear, concise, and compelling description that accurately reflects the organization's mission, activities, and impact. Avoid jargon and use language that is easily understood by a broad audience. Highlight the organization's unique contributions to its field and its role in the research ecosystem. A well-crafted description enhances the organization's visibility and encourages further exploration of its work.

3. Include Relevant Identifiers

Identifiers are the links that connect your organization to the wider world of research information. Include as many relevant identifiers as possible, such as Wikidata IDs, ISNI IDs, GRID IDs, and Crossref Funder IDs. These identifiers not only help disambiguate your organization but also facilitate interoperability with other databases and systems. If your organization has an identifier but you're unsure how to use it, consult the documentation for the respective registry. Adding relevant identifiers significantly enhances the value of your ROR record.

4. Explain the Rationale for ROR ID Usage

ROR wants to understand how the ROR ID will be used. This helps them prioritize submissions and ensure records are set up correctly. Provide a clear and specific explanation of how your organization will use the ROR ID. Common uses include identifying affiliations for datasets, integrating with scholarly publishing systems, and tracking research funding. The more detail you provide, the better ROR can understand the context and importance of your submission. This also demonstrates your organization's commitment to using ROR effectively.

5. Stay Responsive and Follow Up

After submitting your application, stay responsive to any inquiries from ROR administrators. They may have questions or need additional information. Respond promptly and provide the requested details. If you don't hear back after a reasonable period, follow up to check on the status of your submission. This proactive approach shows your commitment to the process and helps ensure your application is processed efficiently. Remember, clear and timely communication is key to a smooth submission process.

6. Ensure Website and Domains are Accurate

Your organization's website and associated domains are crucial for verification. Ensure that the website is active and provides comprehensive information about the organization. List all relevant domains, including subdomains used by different departments or initiatives. An accurate and up-to-date website serves as a primary source of information for ROR administrators and users alike. Regularly review and update this information to maintain its accuracy.

By adhering to these best practices, you can significantly increase the likelihood of a successful submission and ensure your organization is accurately represented in ROR. This attention to detail will benefit your organization by enhancing its visibility and recognition within the global research community.

Conclusion

Adding your organization to the Research Organization Registry (ROR) is a crucial step in ensuring its visibility and recognition within the global research community. By following this comprehensive guide, gathering the necessary information, and adhering to best practices, you can streamline the submission process and create an accurate and valuable ROR record. Remember, the ROR ID will help in identifying affiliations for datasets and integrating scholarly publishing systems.

Your efforts will not only benefit your organization but also contribute to the broader goal of improving data accuracy and fostering collaboration in the research ecosystem. Take the time to ensure your submission is thorough and precise, and you'll be well on your way to maximizing your organization's impact.

For further information and resources, visit the official ROR website.