 Welcome to the plenary session called the Ecosystem of Orchid, ETDs and Research Activities, including Orchid's role in ETDs and enabling open research with Shana Sadler from Orchid and Orchid and Orchid and Embargo options to students make the connection with Kelly Flannery Rowan from Florida International University. My name is Cynthia Tendongan. I'm at Ohio University in the Graduate College and I'll be your moderator for the next 40 minutes. A quick reminder before we begin during the presentation portion please keep your mics or phones muted. Please feel free to use the chat feature to pose questions which will be addressed during the Q&A and I have in mind that each of the presenters would present at around 15 minutes each and then 10 minutes for Q&A if that is all right with you but we'll just sort of keep track of how things are going and what is in the chat. So welcome everyone and now we'll turn it over to Shana Sadler first. Thank you. Great. Thanks very much. I really appreciate it. Okay. I'm just taking over the screen share. Great. Great. Well thank you Cynthia. I really appreciate it. Thank you for the nice introduction. Hello everybody. Nice to see you again. My name is Shana Sadler. So I'm the Engagement Manager for the Americas and the Caribbean. So Canada, US, Latin America and the Caribbean. It's just it's a fantastic job. I just get such a kick out of it. It gets me to so many interesting people like we have here today. So ORCID has been around for almost 10 years and I'm guessing everybody's heard of ORCID but what we do and how it relates to ETDs may not be clear to you. So that's why I've written the presentation today. Hopefully to make ORCID a little bit more clear for everyone and then after Kelly's presentation we'll be available for questions and of course please feel free to reach out to me if you have any more questions. Okay so let's get started. ORCID what on earth is ORCID? It is a bit of an abstract concept. So ORCID's vision is a world where all who participate in research, scholarship and innovation are uniquely identified and connected to their contributions and affiliations across time disciplines and borders. So in short what this means is that ORCID is part of an infrastructure to organize scholarly activities. So we provide a unique idea to people. This idea then connects the researchers scholarly activities to their ORCID record ensuring the right author gets credit for their work. The person can be anywhere anywhere in the world and in any discipline. So ORCID provides three specific services. So first is the unique ID that I mentioned. These are usually issued to people who are researching. So either graduate students or researchers and we're finding more people in research administration are also getting ORCID IDs to be to help be part of the process. Second we provide a record with each unique ID so people can document their research activities. And then third ORCID provides an infrastructure to share this data with other systems in the scholarly communications ecosystem. So while ORCID is free for individuals to use as a global non-profit organization ORCID is sustained by membership structure for organizations interested in using the ORCID registry which I will get into in a minute. Okay so now let's take a look at how ORCID can work for graduate students. So to demonstrate how ORCID works for grad students and researchers we have here Sophia Maria Hernandez Garcia to demonstrate. So please imagine Sophia is a grad student at your organization. So Sophia went to our website ORCID.org clicked on sign and register link and spent approximately a minute registering for an ORCID ID. So this is the 16 digit number that you see on the screen ending in 2427 and this number is unique to Sophia. So when Sophia signed up for an ORCID ID she was assigned this record to capture her research activities. So I'd like to point out a few key sections of this record. So first on the left hand side we provide the researcher the opportunity to share information about themselves and how they relate to the research community. On the right hand side the researcher can list information about themselves such as their biography the current past employers where they receive their education where they're currently studying such as your institution. So I put this slide in just a little bit with the we have a one section of the ORCID record where awards can be recognized. And so in Joan Lipincloth's presentation she was talking about the three-minute theses award and we do have some universities and graduate associations who host the 3MT and they're looking to write the 3MT to the winner's ORCID records and it'll recognize their university as the host of the 3MT or their association. So that's just something to think about and keep an eye on. So this is awards are recognized as distinctions in the ORCID records a really broad phrase because we try to be all inclusive but I just thought I'd quickly mention that for everybody who might be hosting the 3MT. So the most popular section of an ORCID record is the work section. So this is where a researcher lists their scholarly output including their thesis or dissertation and so we do have a schema and there is a specific field for theses and dissertations that can be identified. Other forms include journal articles, book chapters and we support listing all forms of scholarly output. So as Joan was saying earlier scholars and grad students are doing amazing work and the outputs are incredible and they're creative and ORCID supports all forms of them. What really helps is when that output has a DOI, digital object identifier so that you can put that link in the ORCID record and then that is that clear link to that object, that digital object no matter what form it is, text or graphic or what have you. Okay so let's quickly review the benefits of ORCID for grad students. Okay normally grad students are at the start of their research career and it's ideal for them to get their ORCID ID early in their career so they can begin building their ORCID record from the start and they don't have to retroactively add their content later which is a real pain. So graduate students are usually looking to establish themselves as researchers getting an ORCID ID is a great start. So it's important for grad students to know this ID will be with them for the rest of their careers. The more they use it the more useful it will become. When they submit a manuscript with their ORCID ID the publisher will publish their ORCID ID along with the paper giving them credit for this publication. The publisher will then write the citation to the student's ORCID record on behalf of the student and the same goes for funding agencies. When they apply for research funding there will be often an option or sometimes a requirement to include an ORCID ID and Adrian Ho who is presenting just before me mentioned that in his presentation. So at the moment in the US the NIH all trainees are required to have an ORCID ID when they apply for funding or any of the training and we've been in touch with the NIH and continuing to work with them and their ORCID adoption is continuing to grow and develop. So I think that's something just to be aware of and prepare for. Okay and when students log into into a system with their ORCID ID the content that's already in their ORCID record will pre-populate the form that they're logging into. So if it's a funding form that requires their biography all their work section will carry over and pre-populate for them. So it reduces the administrative effort of the researchers which of course they don't want to retype or re-enter the content. Some of the core values of ORCID is that we value efficiency and trustworthy data. So we've created this short animation using Sophia because she's so great to explain the benefits of ORCID to the individual researcher. I'm not going to play it now but I do suggest watching it as a follow-up video. It's a charming animation. If you just if you google what is ORCID this video usually pops up to the top of the result since it's easy to find and hopefully share with your colleagues. Okay so we've talked about ORCID for individual researchers and graduate students so now we're going to shift and talk about ORCID for organizations. So there are three key groups when we think about the benefit of ORCID for research organizations. So first on the left is the graduate student or researcher with an ORCID ID and a record full of their scholarly activities. So second in the middle is the ORCID registry. So this is a big database. This is ORCID's infrastructure that holds the ORCID records and IDs. So currently we have just over 9.5 million of these records and IDs from scholars around the world and in every discipline. And the third on the right is your organization and whichever platform you use to organize the information about graduate students and research activities at your institution. Some names of these systems are student management systems, repositories, research management systems, and of course ETD systems. So ORCID has built an infrastructure where the data about these 9.5 million researchers can be shared with other organizational systems. So when an organization gets membership with ORCID the organization can pull data from ORCID to populate your local system. So this can be done on demand or set up to enable auto update giving administration access to real-time accurate data. So you'll notice the arrows go both ways in this diagram. With organizational membership organizations like yours can write to researchers records. So this helps the researcher maintain accurate data in their ORCID record which is used to populate forms such as funding applications and manuscript submissions with publishers. There is one feature that I've heard from grad schools that they value and that's the ability to call or like pull the data from ORCID about their current graduate students and alumni. So stepping back and looking at ORCID's role in the research ecosystem, we see the researchers at the center of it all with interdependent relationships with funding agencies, publishers, and their institution. ORCID provides a unique identifier for the researcher. They can be clearly identified and given credit for their research activities. So again you'll notice there's a two-way arrow representing data flowing between ORCID registry and other stakeholders such as funding agencies and publishers. So automating the data to flow freely from the source of the data to the other stakeholders allows for accurate data to populate our systems and minimize burden on researchers and research administrators. So the ORCID registry is a hub that enables data to flow efficiently. So let's quickly review the benefits of ORCID for graduate school administrators. To keep things I guess simple if just imagine that your graduate school there's a policy and all your graduate students have an ORCID ID then the graduate school could then get data from the ORCID registry for reporting purposes. That was hard to say reporting purposes. You can see which of your grad students have published and received grants. Then after graduation you could get data about your alumni to see if their research publications of funds have continued to grow over time. You may want to reconnect with them and celebrate their success as one of your alumni. It's hard to get data about alumni isn't it? It's tricky. So the ORCID registry is one way you could do that. Okay so quickly benefits of ORCID for librarians and archivists. The ORCID ID is a unique identifier that's clear. So the works are attributed to the right author and you know from pragmatic experience I mean I used to be an ETD administrator as well and I remember looking at the collection and there would be multiple common names and I wasn't sure which work the author which work belonged to which author and so this is what the problem that ORCID solves. So the unique ID also supports researchers who change their name for whatever reason without repercussions to their career. So in the presentation Kent State did a little while ago they referred to this in their records you know it's a bit of an issue when authors change their name and so when you remove the name itself and you'll only give them a unique ID number it really does help with this this issue and we've all we've all met the researchers who you know sometimes they'll get married and change their name or they decide you know for maybe gender identity purposes change their name as well. So if they have an ORCID ID that issue is removed and they don't have any academic repercussions with their with their academic record of work. Shona I'm letting you know that you're just about out of time if you need another minute or so I think that would be fine. Perfect thank you. And then just for all the librarians out there all the data in the ORCID record has three privacy settings you can set each line item of data to fully public only for trusted organizations the researcher decides or private. So there's a lot of US US universities doing some great work with ORCID right now with different policies and different levels of integration with their ETD systems. You know I'll share my slides so you guys can read these go through them later if you like. I also just wanted to point out that some of the US funding agencies you know if a graduate student receives funding from a government agency sometimes there is a requirement that the agency also get a copy of the research so this is an example of the US Department of Energy they do require the deposit of the thesis or dissertation and they do assign an ORCID ID as part of the process and so here's an example record of one of the DOE theses in their collection the e-link collection. So just some stats for you guys if you sorry I'm gonna have to cut you off I'm sorry. All done okay so there we go. Thank you so much. Thanks everybody we're ready for Kelly Flannery Rowan there you are thank you. There we go I think I'm unmuted if you can all hear me right. All right okay so I'm gonna talk a little bit about some research that I've been doing that kind of follows you know on ORCID on what Ashana has been talking about and so I am the one at my institution who publishes all the ETDs into our digital commons repository and so we put in an ORCID box about I feel like it's like five years I've been collecting stats maybe for five years on that at FIU for five years and so over time because I track it I've noticed that some people will embargo clearly because they intend to publish but they won't create an ORCID and then other people will create the ORCID you know and I'm assuming okay these people want to publish you know and or plan to publish and then they don't embargo which you know that's not as confusing they may be open access publishing but it's that that first group of people that really maybe wonder what's going on are they connecting like what ORCID is what is the point of ORCID what is the point of embargo are they seeing how these two things work together so I sent out surveys to every single person who submitted an ETD and pretty much the questions are the same you know I didn't ask you why you create an ORCID if you didn't I asked you why you embargoed so that would be the difference either I asked you whether why you embargoed or why you create an ORCID so the surveys are about the same and so I was just going to show you some of those results and some of the things that surprised me so ORCID I'm going to start with the people who did both an ORCID and embargo first of all interestingly these were all PhDs none of my master's students did both an ORCID and an embargo so this is a little surprising for me that 45 percent of the people already had an ORCID that was fascinating just because I had no idea how active the faculty are or how knowledgeable the faculty are with ORCID and how much they're sharing it with their students so that was nice to see 21 intended to publish 12 percent said that a publisher requested it so we're really seeing over time we're seeing growth in publishers requesting it six percent creating an ORCID just because it was there and they thought it was required so yay you know that's going to happen now they are these are the people who also embargoed our PhDs so 68 percent I asked them why they embargoed 68 percent thought it was necessary for publishing and this is something we've already talked about during this conference is trying to support and encourage open access so we see that our departments are not teaching anything about open access you know because people are still this is what they're learning so um another 16 percent their department encouraged them to embargo um 12 percent a publisher did request it um and four percent are unhappy with their research um and that happens more often than you think um it used to be in the past uh as we're doing our Archities our retrospective thesis um people would tell us not to put it up because they said they were unhappy with their research and then we would find that it was actually before turned it in the whole thing was plagiarized so there's less of that now um all right so here's the group that really interested me the I created an orchid but I didn't embargo or embargoed and I I didn't create an orchid so I just want to know what's going on in their minds so for the people that chose not to embargo so these are people who created an orchid but chose not to embargo they this was a nice surprise too right so 46 want their research to be freely available yay 29 and 10 to publish and want their research discoverable fantastic 10 people maybe I guess the question the option the answer was found no reason to embargo so maybe they don't know what embargo is perhaps that question should have been more specific um now out of these responses 65 already had um parts of their thesis or dissertation published elsewhere which is interesting and they still wanted it open so maybe they they could have been working on a grant or a patent or something from the government or just have been really up on open access I don't know um and 86 of those people were um were a PhDs okay so why did you choose to embargo so these are the people who didn't create an orchid but went ahead and embargoed and 58 percent of people plan to publish so why didn't they create an orchid um so that was my that's my big question um so they embargoed because they figured they're going to publish um or 14 percent that again their department's telling them to um another nine percent thought it was required and that was actually probably from the department to or colleagues um and of course we have the smallest percentage we have those people who are just unhappy with their work so I put these side by side so like why did you create an orchid why did you choose not to so again with this group this is not that first group uh but this is the group of doing one or the other um 43 percent already had one again um and the others did it because they intend to publish and another 13 percent because a publisher requested it and another eight percent they heard a publisher or required or someone in the department recommended so it really is word of mouth they're hearing about uh they're creating their orchid because they're hearing about publishers requiring it publisher publishers requesting it okay and the last one I thought it was I think it's the last one I don't have these little windows or everywhere okay um I thought it was a good idea whether I publish or not and we grabbed one person who said I thought it was required so okay um I used to say well if you're never gonna publish if you're literally never gonna publish you're you're just you're just squeaked by through this degree and you just wanted to be over then creating the orchid wasn't but what I've realized over time is we have had some cases of students that had we have one case sorry I don't want you to think there's hundreds uh there's one case of a student who had the same name as a terrorist and so maybe this is a really good idea whether you're not going to publish or ever because there's a reputation too so that someone talked about that in a previous uh previous session about your your academic reputation so maybe even if you're never going to publish but this one thing's out there it's a good idea to have an orchid just to avoid that kind of confusion um and so the people who didn't choose an orchid did not know what orchid was which is kind of what I figured before the research started that there were some I don't know what orchid um is but almost an equal amount just because I didn't require it it wasn't required um so that's something to think about because I'm seeing from this uh conference today you know some privacy restrictions in place that might make that work um I didn't notice the orchid field which is really weird because we have a huge box for orchid that's almost more confusing because you're like what goes in this huge box so I have to look at that again I didn't think it was important and I didn't have time which tells me they didn't read the graduate school manual because it says it takes about 60 seconds so all right so in summary um our PhDs understand orchid and the departments are educating about embargo and orchid whether or not they're educating correctly about embargo is another conversation so what we did find though is that master's students are not getting the same education on these topics that our PhDs are um and we're seeing and I'm obviously seeing a lot of continued growth in uh publishers and other people you know expecting an orchid so surprises for for me so the worst one was that my survey actually caused people to go back and embargo and they wrote that in the survey well after doing this I've embargoed I'm like oh so I was going to do this study for three semesters and I decided two was enough before I forced anybody else into embargoing um far more students this is surprising for me far more students are aware of orchid uh than I thought um so that's great news um not having enough time to create an orchid like I said before I think that's just a clue that they didn't read the manual um just missing the orchid field I don't know how they're doing that either like I said big huge box but I'll look at that again um I was kind of surprised that 40 percent don't know what orchid is oops I'm so sorry um I think that's just a case again of not reading not reading the handbook um but surprisingly 75 percent wanted to share their reason of those that you know did not embargo wanted to share the research which I thought was great and finally my last slide um these are things that I think from my research that we've learned and that we can maybe address and I would love to hear from people if you have dealt with any of this if you have solutions that have worked we obviously need to reach our master's students better um maybe we need more orchid signage in the library I'm thinking like if the checkout does the reference does maybe more of this I assume it's part of our first year experience our reference librarians are great but I feel like it's something I should check on um and see what's happening uh we will likely not require orchid but after today's conference I may take another look at that um and then make orchid feel more of as I don't know how I'm going to do that but I don't take a look at that um find a better way to share the brevity of signing up right so these are people who didn't obviously didn't read the graduate uh manual on this on this particular subject or the lib guy that we have up so uh maybe we have an orchid sign about that I if you guys have suggestions throw them in the chat I will get to them as soon as I'm done here um and then just better education about open access for the students and the faculty right and so um it's it's really not that difficult so FIU does have a strict open access policy like try to publish an open access first but just this month me and my two co-authors um actually published in a journal that is not open access but I simply wrote an email and said hey we have a strict open access policy here can I put a pre-print up and he's like sure it's not that hard so um you know I know some people are going to be stickier about that you know but that's maybe we just need to do some education on that and of course the citation benefit that comes with OA which benefits the students first and foremost but also the university right so um so I feel we could probably do some more education on that and this is that's my research in nutshell um we have Shauna's information up here in case you'd like to contact her you have mine and Shauna included Shayla uh Rabin um who is the U.S. Orchid Consortium Lead um in case you want to contact anybody and we are open to questions if we have time it looks like we have one question in the chat does the institution need to have an institutional membership to access grad student data uh so there's a few points to that so if the graduate student has made their data publicly available uh the university can use orchids public API to pull that data to call that data um but if there's any um this the other setting a graduate student can use is um it's called trusted organizations and so when you're a member organization which in the U.S. is 4,300 a year through the U.S. Consortium um then you would be able to with membership call the trusted organization data and so what we often find is a lot of graduate students and researchers will make their works publicly available but available but the funding section will often be only to trusted organizations because they don't want to tip their hat to the people they're competing against for those research funds but they do want to make it available to their institution so they can report it to whoever they are um you know reporting to you thank you someone asked would you allow retroactive embargoes on theses this is to everyone uh would you allow retroactive embargoes on theses and there there's one response we require orchid accounts for all students who are required to provide a thesis or dissertation this is managed via pro quest so i don't know if others have comments on that if they would allow retroactive embargoes or if um kelly or shawna want to speak to that sure um yeah we they can if they if a student graduates and they didn't embargo something or they embargoed it and it ran out after two years but then they get a publishing contract and someone's like no you can't have your thesis up um they can come back and and we will put a an embargo on it at that point for a specific amount of time and then in an orchid record uh it would be the researcher or the grad student who would go into their um orchid record and manage that themselves they could they have full control themselves thank you i i don't see any other questions in the chat would anyone like to maybe just to pick up on something kelly was talking about at the end when it's time to um promote orchid at your um at your institution uh we do have uh graphics available some fun posters and then we also um you know to members uh i've got a couple here we often send out orchid pens and let me see if i can find them we have these these are really popular these orchid stickers that people grad students put on their laptops they're quite hot so if you're if you're an orchid member or you're considering and you'd like some just let me know and i can get some sent out to you and definitely going to be in contact again thank you other questions or comments um here's one that says um let's see i i'll have to go back in the thread a little bit um lots of our embargoes are because of patent filing so we're very careful with those um and then someone else says but what's the point once they're out there and indexed by search engines it is final it it is findable searchable i guess um and then someone else says but doesn't the orchid record direct back to either the institutional ir or pro quest i get sometimes requests from students whose embargoes have expired and they want to extend them um and i will do that i it might be kind of pointless but uh i will go ahead and do that others so just quickly to clarify the orchid record um it depends on the data that is put into orchids so we we think of orchid as the secondary holds host of citation data and not the primary so your repository would be the first the primary and then whatever data you submit or the researcher submits to their orchid record and so that um there's a manual entry so if they just want uh you know some data but not all of it in their orchid record that we we support that no problem great that makes sense thank you uh someone asked here you mentioned administrator setting up orchids so does it make sense to have an orchid number if you're not if you've not authored work if you're an administrator uh what what you can do is if you get an orchid id um a researcher can go into their settings and assign you as a trusted individual so you can manage their orchid record on their behalf and so you'll be required to have an orchid id we do that just so we can track in the logs um who has done what so when the researcher comes to us and says who did this to my record we can look at our logs and say oh is this person that you gave trusted individual status to you what they did this work and so just just so we can make sure that the data in the orchid records are we maintain that trust and a high level of quality it's important to us that makes great sense thank you what other questions shawna or kelly do you have more comments we've got we've got some more time here i'm sorry i cut you off shawna and we have more time at the end i think i was just going to talk about you know the impact that orchid has with some of our statistics so i mentioned that we're currently at 9.5 million people um who have orchid ids and we're expecting about two weeks that it'll hit 10 million uh orchid ids that have been issued so just to talk about the scale of it and uh and i talked about organizations that write to orchid records so it's mostly the publishing industry uh who write to orchid records so it's really um that's for the biggest uptake your your students and your researchers will find when they submit a manuscript there's sometimes a requirement like nature requires an orchid id to submit and then when it's published nature will write that citation to the orchid record um but then also recognize the authors um and then second to that are the funding agencies they're really coming up and coming on strong with the orchid requirements as well um they're the open research infrastructure is just it's it's blossoming and it's just so interesting what's happening uh the funders are now going to have unique ids for each fund that they award and they're going to be able to track who they gave it to and what the publication outcomes are of that research award and so that that whole infrastructure has been envisioned as being built right now so if you want to prepare your graduate students for this blossoming world um then you know having encouraging uh you know orchid ids is a great way to prepare them for success wonderful thank you we have a question so why do you say students embargo if they plan to publish well i can i can take a stab at that and then um have others respond also uh students embargo that work because they want to protect it um hopefully just temporarily um from others accessing it because they want to get credit for their own work um that's that's i think the simple answer and then they after they publish um in a journal or um in a textbook or a novel or however they intend to publish then they can um release the embargo would you like to speak to that shana or kelly or anyone else i can say something about that for us um students are embargoing if they plan to publish because their department is telling them that they can't publish unless they embargo which is not true right if you publishers sure might feel queasy about that but most now you can put a preprint up you're not going to publish your dissertation as is it's always going to be a preprint um but that's fine there are a few publishers who are still a little wonky about that and they you know they'll ask you to take it down so um but you can always just take it down if you put it too without an embargo um as far as protecting it it's less of that so ours come with a copyright clear copyright and you can also put in a right statement like a use like a license if you want to so i think we're less worried about somebody stealing it because it has the copyright right there on it um then we are um whether or not a publisher's happy with a preprint being out thank you for that clarification we have a couple of more minutes there's a question when we're speaking of publishing are we talking about availability through open access or to a specific repository etc when we're talking about publishing we're talking about students who are planning to publish in the journal or as a book or whatever they're planning to do they are i'm publishing it to the institutional repository but the students may and what we're finding is there's been a big push in our history department to even away from the dissertation to have students instead publish in journals they are still writing some dissertations but really we're seeing our dissertations are just full of pre published materials so that's really been the push any last comments we have there's one other question our um i get somebody mentioned here is anonymous um if you register a doi a digital object identifier and you included orchid when registering then the orchid profile can easily have the etd added to it via crossref or data site so thank you crossref and data site are our sister organizations we work closely with them and we do um enable interoperability and so if you just google orchid and data site um you'll see how you can connect um your orchid id to your data site it's a when a doi is issued it's automatically written to your orchid record so again it keeps the data consistent and nicely connected wonderful thank you um we have another question um and i i um request you just direct that to um kelly directly and uh because we do need to wrap up and i want to thank the presenters for a compelling presentation thank you very much and all of you who um attended i hope you learned as much as i did