 Hello everyone and welcome to today's webinar. I'm Natasha Simons from ANS and I've got with me Dr. Laurel Hack who's the executive director of ORCID and we are coming to you live from the E-Research Australasia conference in Brisbane, but today we're going to be talking about all things ORCID so that we had a bit of an historic moment at yesterday's E-Research conference where Laurie and Heath Marks from the Australian Access Federation signed a joint agreement so that the AAF can become the institutional lead for the ORCID consortium in Australia. So that was a really exciting moment and there were lots of claps and cheers that happened in the ORCID birds of a feather session yesterday so that's the first announcement. So our first figure is Laurie and she's just going to talk about ORCID's adoption and use internationally and what's happening with ORCID so I send over to Laurie. Thank you Natasha. All right so an acknowledgement of Open Access Week just ORCID is this is our very first participation, formal participation in Open Access Week so congratulations to everybody. This has been a really good week for a lot of different organizations. As Natasha mentioned I'm going to be talking about ORCID in Australia but also talking about specific use cases for organizations in adopting ORCID and also the second part of the talk will be how ORCID is being used in consortia in Europe and outside of Australia. So the big question why do we need identifiers and as everyone on this call probably already knows names are messy and when I talk about names ORCID deals with names for people but also we work with other organizations on names for organizations and names for things so papers books research activities etc so the big question everyone has is can names actually be cleaned up and my answer is of course they can if we start using digital names digital names being persistent identifiers that uniquely specify people places or things so ORCID's role in this is providing a persistent digital identifier for people and in particular people participating in the research community. A picture on this slide shows three people all with the same transliterated name of Koishi Tanaka and as you can see from the Japanese characters above their picture when you look at their name in Japanese characters they are different but when they are transliterated to English characters or Roman characters you find that they all have the same transliterated name and so they all now have an ORCID identifier in a way of uniquely identifying themselves even though they have the same name when they are publishing or creating data sets or interacting with the grants organization so this is just one example of the utility of identifier for a person but there are many many others it's not just for people with common names so with ORCID ORCID is very community focused but also researcher focused for ORCID to be successful researchers need to use their digital name but to benefit from ORCID researchers really need only to do two things the first one is to register for an identifier and the second one is to use it and what I'm hoping on this call is to give people on the call some ideas and tools for how to communicate with researchers about engaging with ORCID and also some ideas for you on how to build ORCID identifiers and other persistent identifiers into your system so this is my favorite slide it seems to have had a lot of resonance here in Brisbane to use ORCID and to use identifiers effectively actually any identifier we have to get away from the notion that somebody can type an identifier into a form field for identifiers to be effective we really need to move towards a model where people are collecting these identifiers using something we called authentication so instead of typing an ID into a field it's using an aloft pathway a little bit technical but using this pathway to collect this identifier using that person's username and password into ORCID so this ensures that the person and that identifier belong together it ensures that the identifier is entered into the form without any pardon me without any typographical errors and it also ensures that during that form entry process the individual can explicitly approve the use of their identifier data in their ORCID record within that system and perhaps beyond if you want to be able to publish information so it's a really really good way to work within privacy mandates all right so as I mentioned this isn't just about ORCID it's about how we bring together identifiers for people places and things so I put together this handy dandy little diagram here to show you who is responsible for which part of this so ORCID provides an identifier registry we have organizations like crossref data site rda providing registries for dois for publications for datasets and more we also have organizations like fund rep which is a part of crossref and wring old providing organization identifiers so okay we've got the organizations that provide identifiers we rely on the community to use these identifiers again in an authenticated way so on the call pretty sure we have folks from universities from associations people who are managing data repositories and perhaps even a few funders maybe a publisher or two and so what we're doing is really requesting that each of these parts of the community start to use these identifiers and embed them into the systems that researchers are using on a daily basis so universities when I can go into this I just want everyone to understand you all have a little piece of this not everyone has to do everything and that over time it's really how do we work how does ORCID how does crossref how does wring old funder etc help to support the community in building these connections so sector responsibilities I put all the four big ones that we deal with funders universities publishing repositories and associations on the screen here and I have two more slides right after this that go into funders and universities in more detail we'll make these slides available after the session you can read this in a little bit more detail but I didn't want to spend a huge amount of time going through all of this but rather focus on universities and funders at the time being and I'm happy to answer questions about other sectors when we get off the call so for universities the big one really is asserting a relationship between a person and the university and I could expand this and not just focus on universities it's really research institutions okay and that could be a for-profit commercial non-profit or a university anyone that employs researchers trains researchers provides degrees to researchers so the big one here for these organizations is asserting that affiliation between a person's work identifier and the organizational identifier some other ones are using identifiers and thesis and dissertation workflows this is a really wonderful way of tying together all three identifiers work ID for the person and ID for the thesis and an ID for the organization in an authenticated validated electronic open record that's available to the researcher and to you for you know further career tracking or career progression purposes also using identifiers during the on and off boarding of staff is a really great way to start collecting these identifiers you're actually tying those identifiers into your human resources personnel or identity management systems at the university or at the at the research institute a lot of universities are starting to connect identifiers to research information management systems like a faculty profile system and then use this um identifying use orchid tools to receive updates from orchid when that record is when the purpose it has new items added to it and I'll talk a bit about how that's happening starting yesterday actually but the bottom of this page again a really very very important thing to do is engage the researchers at your institution to register and to use their identifier this is not something we need to do for the researcher it's something we need to do with the researcher and so we at orchid and also the folks at ands and at AF are really here as your partners in this endeavor to figure out how we can best engage the researchers in using these identifiers okay I'm hoping there's a couple folks from funders on the call funders tend to want a lot of information from all of us and now we're asking for funders to give a little back so on this page as you can see a big one for funders is to assert a relationship between a funding award and an orchid identifier if we can bring in the identifier for the grant an identifier for the funding organization and the identifier for the orchid for the person um and make that just like we did for the thesis in universities make that a public record um that can help to lubricate a lot of other things that are going on in the community for example understanding when somebody submits a manuscript which grants they might have that might have been used to help support the research described in that manuscript having that information in an asserted record in orchid then makes it possible for the publisher to ingest that information during manuscript submission and that person can then choose which one or several of those grants that are active on their orchid record um that relate to the manuscript being submitted so now you don't have to worry about metadata um metadata is already there you have grant identifiers and you know the person and the grant belong together so there's a lot of um benefits for having an asserted public record um between identifiers that can then be used in these workflows also that means then that um the funder needs to start asking for identifier string grant application but also to bring these identifiers not just orchid again through the grant application and award process and then publish that at the end of the day in the public award information um and the funder can also benefit by receiving updates from orchid as the person publishes and again i'll show you how that's working in a minute and lastly um most importantly again engaging the researchers to register and use their identifier making it clear why the funder is doing this and making it clear the benefit to the researcher and engaging all right so what does this look like i'm going to show you what this looks like from a visual perspective i realize i probably need to put some xml on the screen um i don't know how many people actually like looking at xml but i'm happy to do that i might do that in the next iteration of this deck um so here's an example of taking a person's orchid id and combining it with the ringgold id for the organization asking at this time when you're collecting that id so this person's on boarding let's say at the university or coming into an association as a new or renewing member you can then say here's a person they use the process that we help enable at the university to couple their orchid identifier with university and the university can ask for what we call read and write permissions from that researcher so can we the university can we the requester see your orchid record things that might not be public on that record can we the requesting organization also write information into that record if you um ask for these write permissions um you can then as the employer post information into the orchid record saying this person's orchid id and this organization in this case the university of colorado boulder belong together or affiliated in an employment relationship um and it not only provides the linkage between the two identifiers it also provides provenance on the record so it says who made that assertion so how are these two related in this case that assertion is made by the university of colorado boulder so you now not only have a relationship you have some level of trust that this relationship actually is the case and now that the university of colorado has written this into that person's orchid record they can also update it when that person if that person should leave the organization finendi all right so this is how you bring people and places together um there is also a discussion i just found out yesterday actually just yesterday this happened where rep eds has actually put out a recommendation for adding orchid into um what's called an edgy person schema so anybody who's involved with identity providers and log in will understand what this means um the concept now is that as people log into systems using shibboleth for example um orchid can become a piece of the information that exchange that is exchanged during the login process so that's the second bullet there we now have somebody the swiss edu identity provider is now allowing this process to happen and orchid is actually in process of working with the folks in the Netherlands as well and this is actually a use case that orchid and af are working on here in australia so we're really really looking forward to being able to develop some very specific use cases here in australia so what does this look like in action so this rolled out yesterday and i'm really excited about it so here is a person at the top of the screen i think you can see my mouse um person with their orchid identifier they come to submit a manuscript to a publisher they include their id when they submit that again using a way to collect the identifier that doesn't involve typing um the publisher then reviews um or goes through the review process the manuscript is accepted and that identifier is then passed along from the publisher to crossref when uh when the manuscript is published so now you have uh information metadata stored at crossref that includes an orchid identifier and crossref is now alerting the orchid record holder that hey we now have a published manuscript or not a manuscript information about a manuscript that's just been published where you have included your orchid id and then automatically updating that person's orchid record really handy that means the individual all they needed to do is include their id at manuscript submission which takes about 30 seconds and their individual orchid record becomes updated but not just that any system that is receiving notifications from orchid can also receive an update that hey this person is published and this is the authoritative metadata about that publication including the publication DOI and an asserted linkage between the person's orchid id and that DOI so this can be used to update university libraries if you have an open access repository it can be used to trigger an alert back to the researcher asking for the pre-print um if you are running a faculty profile system it's a very straightforward way to keep that profile system updated if you are a funder and care about what publications or data sets so data sites involved in so well what data sets your researchers are um producing you can receive an update when that's published instead of a year after so it's a really good way of keeping track of what's going on um if you want more information about what to do some ideas for use cases examples of what others are doing some outreach materials ways to contact us code samples the whole Google is available at members dot orchid dot org here on the screen um you can see that there are some specific um buttons here for different parts of the community um you click on those buttons and that will bring up uh different kinds of information um in more ways to look at um how might I at my own organization want to engage with this process um I want to talk a little bit about what's happening um internationally um this slide shows uh different things that are happening we have some places like Austria Portugal and Sweden where there's a national recommendation but also a funder requirement for using orchid identifiers during grant submission and we also have countries like the united kingdom and um Italy that have um this year also uh committed to a national consortium for implementing orchid across the research community so I'm going to talk a little bit about that so the first national consortium that launched was Denmark in 2014 this involved all eight universities in Denmark um and the goal there really is to get 80 participation by researchers um to support the formation of a national repository of publications um that is going to be used for a national assessment um so they started that in 2014 sorry um and the chart on the side shows um how they're doing in terms of getting to their 80 percent mark this particular um national consortia does not involve the funder um and just the universities we can see that you know some are doing quite well and some have a bit of a ways to go um in Italy um they've launched a national consortium in the we think here it was July this year there are now 74 if I didn't say UK I should say Italy I'm sorry 74 Italian universities and research institutes are participating in this consortium this is led by one of the ministries in Italy um it involves the um crew which is the conference of Italian university rector so they've got both government and university participation and very high level research office university participation uh they are using one um platform for integration that's built by chinica um which is also a government organization um and they are using um a d space chris um so the universities have a platform they don't have to build something on their own they basically need to just plug into that platform uh to be able to enable connections between their researchers and their identifier so it's a fairly um centralized way of engaging with orchid their goal is similar to Denmark they want to ensure that at least 80 percent of their researchers have an ID and then actually connect that identifier out into existing databases in their case they're focusing on scopus um and their goal is to get um the 80 percent participation by the end of next year with the links out and actually they want to get 80 percent participation by i think it's november this year um and then give people time to link it out to other databases in the uk the uk launched a consortium also in july this year there are now over 40 universities actually um that have joined the the consortium uh uk has a very different approach from Italy and Denmark in that each university has a different approach um there is no overarching mandate for percent participation or how each university is going to be embedding orchid um everyone has their own way um at the end of the day uh i think the goal here is to feed into their national evaluation exercise the ref um and also support open access compliance requirements um and the bottom bullet here says that the funders and the charities may form a separate consortia the last i've heard actually is that the rc uk are likely to join um the uk consortia with the other university so um we'll hear more about that in the coming month or so um so now we have australia with a joint statement of principle is trying to download the pictures today put one in here but i'm really really excited about working with australia um and i think he is not here but we will be working with aaf um on technical support on um developing faqs for australia um we will be working very very closely with aaf um to interact with um universities and funders and the research institutes in australia as well as with annds so um as i said i'm really excited about this you have not seen the last of me um and the other thing i did want to mention is that um orchid will be back um in australia in february between the 15th and the 17th will be in canberra hosting or co-hosting an orchid outreach meeting with and aaf um we look forward to seeing you there and we'll be posting a little bit more information about what that meeting entails and who's involved in the coming um month or so so i guess i can probably end there and take questions if people have it or do you want to add and actually i think that's just going to add a bit about aaf yeah uh okay hi everybody um okay he unfortunately hasn't been able to make it to the webinar so i'm just going to give you a little update on what is happening with the australian orchid consortium so uh you should be able to see the screen there uh which is what's on the and site at the moment uh about the australian orchid consortium so essentially we put out a call for expressions of interest for institutions who wanted to participate in australian orchid consortium we put that call out in august about mid august and it closed in mid september and we asked for a single institutional response uh preferably from the dvcrs and we received a total of 41 responses a couple trickled in a bit late which included included a number of australian universities uh the two major research councils the australian research council and the national health and medical research councils um a couple of government agencies like the csiro and ansto um and some medical research institute as well so that's people who are interested in joining the consortium the next steps are that um aaf have gone through their due diligence process and they are now having signed the agreement yesterday are now the consortium lead for the for australia and they will be sending a copy of what's called an accession agreement to people who put out an expression of interest and that accession agreement has to be signed by the institution and given back to the aaf by the end of november and then after that you're issued with a payment invoice for the consortium which needs to be paid within the december period and then the consortium uh will go live on the first of january 2016 uh we're looking at having some sort of a launch event in association with the with the orchard outreach meetings in canberra on the 15th to the 17th of february so you can pencil that in your diaries uh and the aaf if you look at the screen there they've actually got some information on their website so they they're actually the place to go to for the consortium um information here they've got um they've actually put a whole lot of information up there that we don't have on the ann's website uh and there's also an email address there if you want to submit queries to the consortium so uh i think the one point that he would have wanted me to make was that the agreement uh can't be changed that the agreement that the accession agreement that you're asked to sign but you can certainly make queries of the aaf and that is because all members of the consortium need to sign the same agreement so it can't be changed if there's 41 members then 41 need to want to change that agreement so i think that gives you an idea of the time frames and what's involved and i think we might open it up to question and answers there a question there all right it asks uh there's a question how many government agencies have signed up and is there the possibility for more institutions to sign up that haven't already expressed interest yes yes and yes so uh there are two government agencies who put in an expression of interest one was the CSIRO and the other one is Ann Stove Australian Nuclear Science and Technology Organization but we certainly welcome uh more government agencies who would like to be part of this and expression of interest just basically people didn't sign anything to do that it just meant we were trying to gauge the level of interest in a consortium so you definitely have time to come on board uh if you're interested just drop that uh there's an email address i think it's orchid at aaf uh it's somewhere on the page there maybe it's under become a member there you go orchid at aaf.edu.au so if you send them an email they can send you the accession agreement and you can look it over and see if you'd like to be part of the consortium so the definitely time uh the 30th november is when those agreements need to be in and we will also be um emailing the lists the e lists that each of the orchid working group members are part of which is you know call court it um i can't remember more aaf universities austria um and ann's to get that information and arms as well to get that information out there so that um because uh people who expressed an expression of interest we will email the accession agreement directly to them but we will also put out a general email to the elist so that people will know about what's what's happening and you can prompt your senior people to sign the agreement if you want to be part of it okay well thank you very much for attending the webinar today if you think of any questions after the webinar anything you want to ask you can uh you can drop a line through that orchid address or you can uh contact ann's contact me and we'll find a way to answer your questions so thanks again and thank you very much lori thank you thank you very much