Modify ROR Record: KyungHee University Update

by Alex Johnson 46 views

Have you ever needed to update information within the Research Organization Registry (ROR)? Perhaps there's a change in your institution's name, contact details, or even a conflict of interest that needs addressing. This guide provides a detailed walkthrough of the process, using the example of KyungHee University (ROR ID: https://orcid.org/0009-0007-9434-9658) as a case study. Understanding how to modify ROR records accurately ensures the integrity and reliability of research organization data, benefiting the entire research community.

Why is it Important to Keep ROR Records Updated?

The Research Organization Registry (ROR) serves as a crucial global identifier for research institutions. Accurate and up-to-date ROR records are essential for several reasons:

  • Data Integrity: When ROR records are accurate, researchers, funders, and institutions can rely on the information for proper attribution and reporting.
  • Discoverability: Correct information makes it easier to find and identify research organizations, fostering collaboration and knowledge sharing.
  • Interoperability: Accurate ROR data enhances the interoperability of research information systems, ensuring seamless data exchange between platforms.
  • Avoiding Conflicts of Interest: Promptly updating records to reflect potential conflicts of interest maintains transparency and ethical standards within the research community.

Step-by-Step Guide to Modifying a ROR Record

If you find that a ROR record needs updating, here’s a step-by-step guide to help you through the process:

1. Identify the ROR Record that Needs Modification

The first step is to pinpoint the specific ROR record requiring changes. You can use the ROR search tool (available on the ROR website) to locate the record by organization name, acronym, or ROR ID. In our example, we're focusing on KyungHee University, identified by the ROR ID https://orcid.org/0009-0007-9434-9658. Make sure to verify that you have the correct record before proceeding with any modification requests.

2. Determine the Necessary Changes

Next, clearly define which parts of the record need to be changed. Common modifications include:

  • Name changes: If the organization has legally changed its name.
  • Address updates: If the organization has moved or has a new official address.
  • Website updates: If the organization's website URL has changed.
  • Contact information updates: If contact persons or email addresses have changed.
  • Conflict of interest declarations: Adding or updating information regarding potential conflicts of interest.
  • Merging, splitting, or deprecating records: In cases of institutional mergers, splits, or closures.

In the case of KyungHee University, the update is related to a conflict of interest. Documenting the specific nature of the conflict is crucial for transparency and compliance.

3. Gather Supporting Documentation

Depending on the type of modification, you might need to gather supporting documentation. For instance, a name change might require an official legal document, while an address change could be verified through the organization's official website. For conflict of interest declarations, detailed descriptions and any relevant policies should be included.

While a formal document might not always be necessary for every change, having clear and verifiable information will expedite the process and ensure accuracy. Make sure to have all relevant details readily available before submitting your modification request.

4. Submit a Modification Request to the ROR Team

The primary method for requesting modifications to ROR records is by contacting the ROR support team. This usually involves sending an email or using a designated online form, if available. Your request should include:

  • The ROR ID of the record you wish to modify (e.g., https://orcid.org/0009-0007-9434-9658 for KyungHee University).
  • A clear and concise description of the changes needed. Be specific and avoid ambiguity.
  • Any supporting documentation that verifies the changes.
  • Your contact information, in case the ROR team needs to reach you for clarification.

For the KyungHee University case, the request should clearly state the conflict of interest issue and provide any necessary details.

5. Await Confirmation and Implementation

After submitting your request, the ROR team will review the information and supporting documentation. This review process ensures the accuracy and validity of the changes. The ROR team might contact you for further clarification or additional information, so be responsive to their inquiries. Once the changes are approved, the ROR team will implement them in the registry. You will typically receive a confirmation notification once the update is complete. Check the record to ensure that the modifications have been correctly applied.

Specific Scenarios and How to Handle Them

Modifying a ROR record can involve different scenarios, each requiring a slightly different approach. Here are some common situations:

Addressing Conflicts of Interest

Conflicts of interest are a critical area to address in ROR records. These can arise in various forms, such as financial interests, personal relationships, or affiliations that could compromise the objectivity of research. When updating a record for this reason:

  • Provide a clear and detailed description of the conflict.
  • Outline any measures the organization has taken to mitigate the conflict.
  • Refer to any relevant institutional policies or guidelines.

Merging, Splitting, or Deprecating Records

Sometimes, organizational changes necessitate merging, splitting, or deprecating ROR records. For example:

  • Merging: When two institutions merge into one, their ROR records might need to be merged to reflect the new entity.
  • Splitting: If an organization divides into separate entities, each new entity should have its own ROR record.
  • Deprecating: When an organization ceases to exist, its ROR record should be deprecated to indicate its inactive status.

In these cases, you'll need to provide comprehensive information about the organizational changes, including:

  • The ROR IDs of all affected organizations.
  • Legal documentation supporting the changes (e.g., merger agreements).
  • Details on how the changes affect the organization's research activities.

Adding a New ROR Record

If an organization is not yet listed in the ROR, you can request the addition of a new record. To do this, you'll need to provide detailed information about the organization, including:

  • Name
  • Website
  • Domains
  • Link to publications
  • Organization type
  • Any relevant identifiers (e.g., Wikipedia page, Wikidata ID, ISNI ID, GRID ID, Crossref Funder ID)
  • Aliases, labels, and acronyms
  • Related organizations
  • City, country, and Geonames ID
  • Year established
  • How the ROR ID will be used

Providing comprehensive and accurate information ensures that the new record is correctly created and easily discoverable.

Best Practices for Maintaining Accurate ROR Records

Maintaining accurate ROR records is an ongoing process. Here are some best practices to ensure your organization’s information remains up-to-date:

  • Regular Reviews: Periodically review your organization’s ROR record to identify any outdated information.
  • Designated Responsibility: Assign a specific person or team to be responsible for maintaining the ROR record. This ensures accountability and consistency.
  • Prompt Updates: Make updates promptly whenever there are changes within the organization.
  • Communication: Establish clear communication channels between relevant departments (e.g., legal, research administration, communications) to ensure timely updates.
  • Training: Provide training to staff on the importance of accurate ROR records and the process for submitting modification requests.

Common Challenges and Solutions

While the process of modifying a ROR record is generally straightforward, some challenges may arise. Here are a few common issues and their solutions:

  • Lack of Documentation: If you don't have sufficient documentation to support a change, gather as much verifiable information as possible. Contact the ROR support team for guidance on acceptable alternatives.
  • Unclear Changes: If your request is unclear, the ROR team may ask for clarification, delaying the process. Be as specific and detailed as possible in your initial request.
  • Slow Response Times: While the ROR team strives to process requests promptly, response times can vary. If you haven't heard back within a reasonable timeframe, follow up with a polite inquiry.

Conclusion

Modifying information in an existing ROR record is a crucial task for maintaining the integrity and reliability of research organization data. By following the steps outlined in this guide, organizations like KyungHee University can ensure their records are accurate and up-to-date. Addressing issues such as conflicts of interest promptly and thoroughly is essential for transparency and ethical research practices. Remember, accurate ROR records benefit the entire research community by enhancing data integrity, discoverability, and interoperability.

For additional information and resources on the Research Organization Registry, please visit the official ROR website. You can find helpful guides, FAQs, and contact information for the ROR support team at the ROR website.