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Using RPS to add publications to ORCID automatically

Catherine Sharp19 May 2020

Green circular ORCID iD logo

Last week we wrote about how spending a few minutes setting up your ORCID record will repay you many times over, helping with grant applications, online profiles and the like. We talked about some of the nifty things you can do with ORCID, like creating a QR code to put in a poster or presentation. Most of you already know about “auto-claiming” publications containing your ORCID into RPS (and even “auto-rejecting” others), saving you having to review long lists of publications that match your name. A whopping 72% of UCL researchers, nearly 4,000 of you, have added your ORCID to RPS for auto-claiming.*

Even if you’re using your ORCID whenever you publish, until now it hasn’t been plain sailing getting publications into your ORCID record, especially since this was completely separate from adding them to RPS. There’s now a new tool in RPS that makes this much, much easier.

*By faculty, UCL Institute of Education researchers top the table at 81%.

The old way: using ORCID to record publications

Until now, you’d use “auto-update” in ORCID, from a third-party source like CrossRef, to import publications that contain your ORCID to your ORCID record. To add publications that don’t contain your ORCID, you’d select publications matched to your Scopus record and/or ResearcherID, add them manually, or upload a BibTeX file.

If this sounds like a lot of effort, read on.

The new way: send to ORCID from RPS

You’re already recording your publications in RPS so that you can make them open access, select them for REF, and include them in your IRIS profile. Now, you can send them to your ORCID record automatically. This gives you the added benefits of a permanent ORCID record of your publications, without any extra work.

Take a moment to enable send to ORCID in your RPS profile (see below); then make sure you’re using your ORCID, e-mail address, Scopus ID, arXiv ID and/or ResearcherID to auto-claim publications into your RPS record. Your auto-claimed publications from all of these sources, as well as any you claim yourself based on matches to your name, and any that you add to RPS manually will all be sent to your ORCID record. Job done.

How to do it

For privacy reasons, you need to authorise RPS to send to ORCID, even if you’ve already allowed RPS to talk to your ORCID record for auto-claiming. Even if you’ve forgotten your ORCID password, it should take no more than a minute.

  • Click on the Menu tab near the top of your RPS home screen. In the My Account column, choose ORCID Settings.
  • Click on Connect your ORCID iD.
  • If you’ve previously recorded an ORCID in RPS, you’ll be sent to an ORCID login screen. If you haven’t, but you have an ORCID account, click on Sign into ORCID. (If you don’t have an ORCID at all, you can set one up by choosing Register now).
  • Click Authorize to allow RPS to update your ORCID record.
  • When you’re sent back to RPS, choose the first option, “read from and write”.

Screenshot of RPS ORCID Settings page after ORCID authorisation.

Your existing and new publications will be sent to ORCID automatically within a day or two. Clicking “Run Sync” on this page (see the image in the next section) isn’t necessary, but will speed up the sending. Once publications been added to ORCID, you’ll see an option on this page to remove them; you can also combine, delete and edit them in ORCID.

Extra send to ORCID settings

After you set up send to ORCID, the ORCID Settings page will give you a few options. By default, RPS won’t send journal articles with a status other than “published” or “published online”, nor publications you’ve marked as private (by clicking the eye icon in your publications list). Untick the first box and RPS will send journal article records regardless of their publication status. Tick the second and it’ll send publications even if you’ve marked them as private.

If you want to select specific publications to send, you can tick the option “Only send favourite publications”. You’d use the heart icon in your publications list to select favourites.

We’d suggest that you click “Send affiliation” at the bottom of the page: this will add your UCL affiliation to your ORCID record.

Screenshot of options on RPS Search Settings page for sending publications to ORCID.

If some of your journal article records in RPS were created manually, they might not have a status. If you don’t want to change the default send to ORCID settings, you can add the “published” or “published online” status to individual records.

Image of RPS status field in manual book record

More about RPS and ORCID

You’ll find more on our ORCID webpages. For guides to auto-claiming using ORCID, e-mail address, Scopus ID, arXiv ID and/or ResearcherID, and information about how RPS selects publications it thinks are yours, see the section on our RPS training page called “Recording publications in RPS”.

Look out for future posts on RPS and ORCID. To get an alert when we post new articles, fill in the “Subscribe by Email” section on the right of this post (or below, if you’re reading on your phone).

Open Access and your Research in a COVID-19 World

Kirsty6 May 2020

On 20 March, days after lockdown began, JISC and partners issued a statement calling for Publishers to help in the global effort to combat COVID-19 and support institutions and students to continue their education by making resources available where possible. Since that day, numerous publishers have made temporary changes to their policies, and have begun to make more content freely available online. The Library has been maintaining a list of these newly open resources on the website, along with other help and advice for finding and using resources remotely. There are also lists of resources available from the British Library as well as a brilliant collated list of data and computational resources from the National Institute of Health.

The Copyright Licensing Agency has also made some temporary adjustments to the licence that allows books to be scanned and shared. Please contact the Teaching & Learning Services team for more information.

In addition, there are now tools that allow you to search the web for trustworthy Open Access versions of content from inside your web browser. Just searching Google can bring up not only illegal copies of material, but also inadvertently support predatory and fake journals. The recommended tool is called Open Access Button. More information about Open Access Button is available here

Open Access choices

Just because publishers are making things open for the time being, doesn’t mean they will stay that way. Be careful about the choices you make for your research – in the long term, will the publisher of your chosen journal stop access to your paper? When you are choosing the journal to submit your research to, take a look at the guidance provided by the Open Access team, and also check Sherpa/Romeo to find out whether you are allowed to share your work on RPS, or even on a pre-print service to get it out there even faster!

Don’t forget that you can use the Research Publications Service (RPS) as well as the Research Data Repository (RDR) to take advantage of Open Access to share all of your research outputs to get them out to the rest of the research community.

RPS and the REF open access policy training sessions

Patrycja3 January 2019

In the new year we are back with our programme of regular training sessions on RPS and the REF open access policy.

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Tuesday, 8th January, 11:00 – 12:00
Gordon House, room 309

Thursday, 24th January, 11:00 – 12:00
Engineering Front Building, room 104

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.

RPS and REF open access policy training sessions

Patrycja27 September 2018

This academic year, UCL Open Access Team is introducing a programme of regular training sessions on RPS and the REF open access policy.

All UCL authors are required to maintain a list of their publications in UCL’s Research Publication Service (RPS). To comply with the REF open access policy, they must also upload the final accepted manuscript version of their research articles and conference proceedings to RPS. This needs to be done no later than three months after first online publication. The Open Access Team review the manuscript and make it open access through UCL Discovery, UCL’s open access repository.

Our training sessions will explain the REF open access policy and what to do to comply with its requirements. They will also show you how to, in RPS:

  • set up name-based search settings
  • use all the advantages of RPS’s automated claiming tool (including linking RPS to your ORCID ID)
  • record a publication
  • upload a file

The sessions will be a good opportunity to ask questions about RPS and the REF open access policy, and they are open to all UCL staff and interested research students. New members of staff, and anyone who is unsure about any of the features mentioned above, are strongly encouraged to attend. Regular reports on compliance with the REF open access policy, and on academics’ use of RPS, are sent to Faculty Deans and Heads of Department. 

Upcoming sessions

Tuesday, 9th October, 14:00 – 15:00
Engineering Front Building, room 104

Tuesday, 16th October, 12:00 – 13:00
IOE, 20 Bedford Way, room W2.06

Tuesday, 23rd October, 10:00 – 11:00
Engineering Front Building, room 104

To book, and if you have any questions, please email: open-access@ucl.ac.uk
Also let us know if you would like to organise group training or drop-in sessions in your department.