Submitting A New Personnel Record Request A Comprehensive ROR Guide

Submitting a new personnel record request to the Research Organization Registry (ROR) community requires careful attention to detail. This guide provides a comprehensive overview of the information needed for various types of requests, ensuring a smooth and efficient process. Whether you're adding a new organization, updating existing information, or merging records, understanding the required fields and their significance is crucial. In this article, we'll delve into the specifics of each request type, offering clarity and guidance to help you navigate the submission process effectively.

Understanding the ROR Community and Updates

The ROR community plays a vital role in maintaining an accurate and up-to-date registry of research organizations. This collaborative effort ensures that researchers, institutions, and funders can easily identify and connect with relevant organizations worldwide. By contributing to the registry, you're helping to improve the discoverability and impact of research. Before submitting a new personnel record request, it's essential to understand the ROR's mission and how it benefits the broader research ecosystem. The ROR serves as a crucial infrastructure component, providing a standardized way to identify and disambiguate research organizations. This standardization facilitates the linking of research outputs, such as publications and datasets, to the organizations responsible for them. Accurate and complete records are essential for proper attribution and impact assessment. Additionally, the ROR supports transparency and accountability in research by providing a publicly accessible database of organizations. This helps funders track their investments and researchers identify potential collaborators. By understanding the importance of the ROR, you can appreciate the significance of submitting accurate and thorough requests.

The ROR updates are a continuous process, reflecting the dynamic nature of the research landscape. Organizations merge, change names, relocate, and evolve over time. Keeping the registry current requires ongoing effort from the community. When submitting a new personnel record request, consider the potential impact of your changes on existing data and downstream systems. The ROR strives to maintain data integrity and consistency across the registry. This means that updates must be carefully reviewed and validated to ensure accuracy. Providing complete and well-documented information with your request helps the ROR team process it efficiently and effectively. Understanding the update process also involves being aware of the ROR's governance and data quality policies. These policies outline the criteria for accepting new records and making changes to existing ones. By familiarizing yourself with these guidelines, you can ensure that your request aligns with the ROR's standards. In summary, engaging with the ROR community and staying informed about updates is essential for contributing to a reliable and valuable resource for the research community.

Summarizing Your New Personnel Record Request

The summary of your new personnel record request serves as a concise overview of the changes you propose. It's the first thing the ROR team will see, so it's crucial to make it clear and informative. A well-crafted summary helps expedite the review process by providing context and highlighting the key aspects of your request. Begin by stating the purpose of your request. Are you adding a new organization, updating existing information, merging records, or deprecating a record? Clearly identifying the type of request sets the stage for the rest of your submission. Next, provide a brief description of the organization or organizations involved. Include the name of the organization and any relevant identifiers, such as the ROR ID if applicable. Highlight the specific changes you are proposing, such as a change of address, a name update, or a merger with another organization. If your request involves multiple organizations or complex changes, consider using bullet points or a numbered list to ensure clarity. Finally, explain the rationale behind your request. Why is this change necessary? What impact will it have on the ROR data? Providing a clear justification helps the ROR team understand the importance of your request and prioritize it accordingly. A well-written summary demonstrates your understanding of the ROR's goals and your commitment to maintaining data quality.

Updating Existing Records: A Detailed Guide

When updating existing records in the ROR, accuracy and completeness are paramount. This section outlines the key information required to ensure your update is processed smoothly. Start by providing the name of the organization as it currently appears in the ROR. This helps the ROR team quickly locate the record you wish to modify. Next, include the ROR ID of the organization. The ROR ID is a unique identifier assigned to each organization in the registry. Providing the ROR ID ensures that you are targeting the correct record for updates. Then, specify which part of the record needs to be changed. This could include the organization's name, website, address, aliases, or any other field within the record. Be as specific as possible to avoid ambiguity. Finally, provide a detailed description of the change. Clearly state the old value and the new value, and explain the reason for the change. For example, if the organization has changed its name, provide both the old name and the new name, along with the effective date of the change. If the organization has moved, provide the old address and the new address. The more information you provide, the easier it will be for the ROR team to process your request.

Consider the following examples to illustrate the level of detail required. If you are updating the organization's website, provide the old URL and the new URL. If you are adding an alias, provide the full alias name and its relevance to the organization. If you are updating the organization's country or city, ensure that you are using the correct geographical codes and names. When describing the change, be sure to use clear and concise language. Avoid jargon or abbreviations that may not be familiar to the ROR team. If necessary, include supporting documentation, such as official letters or announcements, to verify the change. The goal is to provide the ROR team with all the information they need to confidently update the record. In addition to the specific changes, consider whether the update has any implications for other records in the ROR. For example, if an organization has merged with another organization, you may need to submit a separate request to merge the records. By providing comprehensive information and considering the broader context, you can help ensure the accuracy and consistency of the ROR.

Merging, Splitting, or Deprecating Records

Merging, splitting, or deprecating records in the ROR requires careful consideration due to the potential impact on linked data and downstream systems. These types of changes typically involve significant organizational restructuring or discontinuation, and it's crucial to provide comprehensive information to ensure a smooth transition. When requesting a merge, identify all organizations affected by the change. This includes the organization that will be merged into another, as well as the surviving organization. Provide the ROR IDs of all organizations involved to ensure accurate identification. Clearly state how the records should be changed. For example, specify which record should be retained as the primary record and which records should be merged into it. Explain the rationale behind the merge, including the date of the merger and any relevant legal or organizational details. When requesting a split, identify the organization that is being split and the new organizations that are being formed. Provide the ROR ID of the original organization and, if available, the ROR IDs of the new organizations. Describe how the record should be split, including the allocation of assets, personnel, and research outputs. Explain the reasons for the split and provide any supporting documentation, such as organizational charts or legal agreements. When requesting a deprecation, identify the organization that is being deprecated and the reason for the deprecation. Provide the ROR ID of the organization and the date of deprecation. Explain why the organization is being deprecated, such as dissolution or cessation of activities. Consider whether the organization's activities have been taken over by another organization and, if so, provide the ROR ID of the successor organization.

In all cases, provide as much detail as possible to help the ROR team understand the changes and their implications. Consider the impact on linked data, such as publications and datasets, and ensure that the changes are reflected in other relevant systems. If necessary, consult with the ROR team or other stakeholders to determine the best approach. Documenting the changes thoroughly is crucial for maintaining the integrity of the ROR and ensuring that research outputs are correctly attributed. Providing clear and comprehensive information about merging, splitting, or deprecating records helps the ROR team make informed decisions and minimize disruption to the research community. These types of requests often require additional review and validation, so it's important to be patient and responsive to any follow-up questions from the ROR team. By working collaboratively, you can help ensure that the ROR remains a reliable and accurate resource for identifying research organizations worldwide.

Adding a New Record: Essential Information

Adding a new record to the ROR is a significant contribution to the research community, as it expands the registry's coverage and improves the discoverability of research organizations. To ensure that your request is processed efficiently, provide the following essential information: Begin with the name of the organization. Use the official legal name of the organization, as this will be the primary identifier in the ROR. Next, provide the organization's website. The website serves as a key source of information about the organization and helps users verify its legitimacy. Include a list of domains associated with the organization. Domains are used to identify the organization in publications and other research outputs. Providing a comprehensive list of domains ensures that the organization is correctly attributed. If available, include a link to the organization's publications. This helps researchers discover the organization's research outputs and assess its impact. Specify the organization type, such as university, research institute, or hospital. This helps users filter and categorize organizations within the ROR. If the organization has a Wikipedia page, provide the link. A Wikipedia page provides a valuable overview of the organization and its activities. Similarly, if the organization has a Wikidata ID, provide it. Wikidata is a collaborative knowledge base that links to other identifiers and resources. Provide the organization's ISNI ID, if available. The ISNI (International Standard Name Identifier) is a unique identifier for organizations and individuals. Include the GRID ID, if available. The GRID (Global Research Identifier Database) ID is another widely used identifier for research organizations. If the organization has a Crossref Funder ID, provide it. This ID is used to identify funding organizations in research publications. Provide any aliases or alternative names for the organization. Aliases help users find the organization even if they use a different name. Include labels for the organization in different languages. Labels ensure that the organization is correctly identified by users around the world. Provide any acronyms or abbreviations used for the organization. Acronyms and abbreviations are commonly used in research publications and other contexts. List any related organizations, such as parent organizations or subsidiaries. This helps users understand the organization's relationships and affiliations.

Moving on to location-specific information, provide the city where the organization is located. Use the official name of the city to avoid ambiguity. Include the country where the organization is located. Use the standard country code or name. Provide the Geonames ID for the organization's location, if available. Geonames is a geographical database that provides unique identifiers for locations around the world. Specify the year the organization was established. This helps users understand the organization's history and longevity. Finally, explain how a ROR ID for this organization will be used. This helps the ROR team understand the purpose of the request and prioritize it accordingly. Providing this comprehensive information ensures that the new record is accurate, complete, and valuable to the research community. The ROR team may request additional information or documentation to verify the details provided, so it's important to be responsive and cooperative. By contributing a well-prepared new record request, you are helping to expand the ROR's coverage and improve the discoverability of research organizations worldwide.

Additional Information and Context

Providing additional information about your request can significantly aid the ROR team in understanding the context and making informed decisions. This section allows you to include any details that may not fit into the specific fields but are relevant to your request. Consider including information about the organization's history, mission, or activities. This can help the ROR team understand the organization's role in the research landscape. If your request is related to a specific project or initiative, provide details about the project and its goals. This helps the ROR team understand the context of your request and its potential impact. If you have consulted with other stakeholders or organizations about your request, mention them and their feedback. This demonstrates that you have considered the broader implications of your request and have sought input from relevant parties. If there are any potential challenges or complexities associated with your request, describe them and suggest possible solutions. This shows that you have anticipated potential issues and are prepared to address them. If you have any supporting documentation, such as organizational charts, legal agreements, or publications, mention them and explain how they support your request. This provides the ROR team with additional evidence to support your request. If you have any questions or concerns about the ROR process or policies, feel free to include them in this section. The ROR team is committed to providing support and guidance to the community. Use clear and concise language when providing additional information. Avoid jargon or abbreviations that may not be familiar to the ROR team. Be as specific as possible and provide concrete examples to illustrate your points. The goal is to provide the ROR team with a comprehensive understanding of your request and its rationale. By including additional information, you can help ensure that your request is processed efficiently and effectively. The ROR team appreciates the effort and attention to detail that goes into submitting a well-prepared request.

In conclusion, submitting a new personnel record request to the ROR requires careful attention to detail and a thorough understanding of the required information. Whether you are adding a new organization, updating an existing record, or merging records, providing complete and accurate information is crucial for maintaining the integrity of the ROR and ensuring the discoverability of research organizations worldwide. By following this comprehensive guide, you can navigate the submission process effectively and contribute to a valuable resource for the research community. Remember to summarize your request clearly, provide detailed descriptions of changes, and include any additional information that may be relevant. Your contributions help the ROR remain a reliable and accurate registry, supporting the global research ecosystem.