Which contacts are required and why?
Contacts are required both by the Jisc support service and ORCID to represent the consortium member (the institution) and act on their behalf. There are different roles and types of communication. The three main contacts types are:
- Main contact
- Technical contact
There are other types of contact which may be in your institution, which can be captured by Self Service
- Invoice Contact
- Comms Contact
- Other Contact
Different people may need to be named for each role. The appropriate person may depend on your institution, how different support services are set up, and which services are contributing to ORCID implementation. Contacts can come from the library, research office or IT, for example. The following questions and answers are intended to explain what the contacts are used for, to help you choose the right person.
What is the role of the main contact?
A named contact is required as the key person who is able to handle and act on communications regarding ORCID at your institution and who can be relied on to respond. The main contact represents the consortium member (the institution) in matters relating to licensing responsibilities and membership privileges (like voting) and is able to act on behalf of the consortium member. In Self Service this contact is labelled as Main relationship contact (OFFICIAL)
The main contact will receive official correspondence from ORCID and Jisc. This includes the monthly newsletter from ORCID (containing links to the institution’s statistics); any important announcements from ORCID e.g. relating to security or service issues; event invitations from Jisc; notifications of any new initiatives or service changes from both Jisc and ORCID.
In particular, the main contact will receive communication from ORCID for the purposes of voting rights associated with the institutional membership of ORCID. Although the voting contact is usually the main contact they can actually delegate this responsibility to another named contact if they wish to do so.
The main contact needs to be able to handle all questions regarding progress of ORCID implementation at your institution (either by answering directly, or by referring the query on). They need to be able to report which institutional systems are connecting to the ORCID API and the types of transactions allowed in the institution. They may be responsible for advocacy of ORCID to other staff, for business planning around ORCID, or reporting on ORCID use internally or to external bodies. They will be asked to engage with ORCID and Jisc regarding any initiatives (such as Collect and Connect) or any evaluation processes (e.g. surveys).
Types of communication that the main contact will receive:
- Monthly ORCID newsletter
- Emails from ORCID about voting
- Emails from Jisc about events run by Jisc for the consortium
- Requests or information on any new initiatives
- Information on onboarding on becoming a member
Example job titles for those who take on the role of main contact:
Research Data Manager, Content Delivery Manager, Head of Library Research Services, Library Digital Service Manager, Research Support Librarian, Library Systems Manager, Open Access & Research Repository Specialist, Senior Policy Advisor, Research & Innovation, Research Information Manager, Head of Scholarly Communications Management, Research Asset Management Project Lead, Head of Research Performance, Impact & Integrity
What is the role of the technical contact?
When an organisation joins ORCID, they build an integration to use the ORCID API, or connect using a vendor system (like a CRIS). To access the API, credentials are needed (an ID and ‘secret’/password). The technical contact will be in charge of requesting the credentials, managing the API keys for applications and describing the integration, as well as acting as main contact for any technical queries from ORCID. For example, they would be contacted about any downtime, changes to the API, suspicious activity or unusual patterns of activity if detected, etc.
The right technical contact will depend on the institutional set-up and infrastructure.
For institutions that are using the CRIS or repository to connect to ORCID, the person who has responsibility for those systems is sometimes named as the technical contact. Alternatively, institutions building a home-grown integration usually name the developer who is developing the integration. In both these cases it could instead be a senior person or IT manager who oversees the various IT systems who takes on the role.
The technical contact will be subscribed to the ORCID newsletter. It is strongly recommended that technical contacts should also subscribe to the ORCID-API users group, where announcements about changes and planned upgrades to the API are made and where assistance from others using the API can be requested. The main point of contact for any technical queries for members of the Jisc UK ORCID consortium should always be the Jisc helpdesk firstname.lastname@example.org as a starting point, and queries will be escalated as needed.
Example communications to technical contacts:
- Advance notice of changes or upgrades to the API
- Requests for information on the type and version of systems connecting to ORCID
- Any queries about credentials
What is the role of the licencee?
This is the person with access to the Jisc Collections ordering system. They will be the one to initiate the order, process payments and deal with invoices. In Self Service this contact is labelled as Agreement signatory (OFFICIAL).
As the subscription is annual, the payment will need to be processed once a year, unless the institution chooses to pay upfront for the remainder of the agreement period. The ORCID membership commences once the order is completed.
The licencee therefore enables the membership to commence at the outset but then hands over to the main contact. They will be contacted by the Jisc support service on completion of the order and asked for the main contact details for ORCID at the institution. It is important that the licencee hands over promptly to the main contact who can handle further communications and actions that are needed. Some requirements and actions are part of the licence agreement, therefore there is an obligation to work with Jisc support to complete this step efficiently.
Can we have additional contacts?
Additional contacts can be added on request as secondary contacts; they can also receive the ORCID newsletter (please state this specifically). Institutions occasionally choose to add an internal mailing list for a group who are jointly responsible for a system or process.
In Self Service additional roles that can be recorded within an institution are:
The invoice contact would be a member of the institution that is for example, the authoriser of purchase orders, who is not the licencee.
These are individuals that are responsible for ORCID communication activities at the member organisation.
As you might think this is just a catch all for contacts at the institution that are involved in ORCID in some way and that, for example, might need to be informed if there were any institutional-wide communications from the Jisc Consortium or ORCID.
How do we inform Jisc and ORCID of the institutional contacts?
Once the order for membership through Jisc Collections is completed, the person who has placed the order will be contacted by Jisc support with a request for the named main contact. The named contact then receives a list of steps for new members. This includes a link to a survey form, where the technical contact can be added. After that, the institution will be added to the Jisc Consortium in ORCID Self Service. Once that has happened, the main contact can add other contacts at the institution using Self Service. All contacts to be added must have an ORCID iD linked to their institutional email account.
How do we keep our contacts updated?
Staff move jobs, change roles, or take leave; and it is important to update the information when these changes happen. This is in order to be able to communicate with the correct persons and avoid breaks in communications with your institution; otherwise your institution could miss out on important notifications. Please use ORCID Self Service for this.
How are contacts shared?
Jisc has access to a download of our consortium members from Self Service. ORCID displays a list of member organisations on their web pages with a contact named on the individual institution’s page. For an example of how this requested information will appear on the ORCID website, refer to the entry for UCL.
The information to be displayed by ORCID is initially completed by the institution through the survey link sent to the main contact on subscribing. After this time, the information is part of that managed via ORCID Self Service.
In the UK there is also a public spreadsheet facilitated by Jisc support and maintained by the community to help identify peers who are at a similar stage of development or identify those using the same institutional systems, to facilitate peer support and communication. The inclusion of an email address in this spreadsheet is optional, and you can choose which email address to add based on convenience.
We are still very early in our planning stages, and don’t have a technical contact to name. What do we do?
For some institutions that are still developing their ORCID strategy and where there is no obvious person yet to take on the role of technical contact, the JISC UK ORCID support co-ordinator has agreed to assist the main contact with answering any technical questions and communications and explaining them, until the institution determines that there is someone else more suitable for the role. Until such time as the institution requests credentials and starts to use them in an integration (home-grown or vendor), the technical contact is not critical.
I don’t know who the main and technical contacts for our institution are. What do I do?
Please email the Jisc support desk email@example.com
What is ORCID self service?
See the ORCID Self Service section of the website
What do the contact names in Self Service mean?
For the term in self service (listed on the left of the table), you can read the section in the FAQ above (as listed in the right of the table) for an explanation.
|Self Service Terminology||Contact section|
|Main relationship contact (OFFICIAL)||Main Contact|
|Technical Contact||Technical Contact|
|Agreement signatory (OFFICIAL)||Licencee|
|Comms Contact||Additional contacts|
|Invoice Contact||Additional contacts|
What do I do if I can’t get into Self Service?
Once ORCID self service is in use (from November 2018), it is the responsibility of institutional teams to keep organisational information up to date. If there is an issue with making updates using ORCID Self Service (for example, all the staff with permissions to edit the Self Service entry are no longer at the institution) you will need to put in a request to the Jisc helpdesk (firstname.lastname@example.org) to ask for updates. Jisc support will then escalate an amend request to ORCID who maintain full access. ORCID are reviewing to see if it’s possible to provide Jisc support with direct access to manage member contacts in certain cases.
See more on the ORCID Self Service section of the website.