How To Add An Organization To ROR: A Step-by-Step Guide

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The Research Organization Registry (ROR) is a global, community-led registry of research organizations. It provides a unique identifier for research institutions, making it easier to track and attribute research outputs. If you're looking to add a new organization to ROR, this comprehensive guide will walk you through the process, ensuring your submission is accurate and complete.

Understanding the Research Organization Registry (ROR)

Before diving into the submission process, it's essential to understand what ROR is and why it's important. ROR serves as an open, sustainable, and community-driven registry that uniquely identifies research organizations worldwide. This unique identification is crucial for:

  • Improving research discoverability: By providing a consistent way to identify institutions, ROR enhances the discoverability of research outputs.
  • Streamlining data management: ROR facilitates the management and analysis of research data by linking organizations to their publications, grants, and other activities.
  • Enhancing collaboration: ROR supports collaboration among researchers and institutions by providing a common reference point.
  • Ensuring accurate attribution: ROR helps ensure that research is accurately attributed to the correct organizations.

ROR IDs are used extensively in scholarly publishing, grant management, and research information systems. Adding your organization to ROR ensures that your research contributions are correctly recognized and attributed.

Why Add Your Organization to ROR?

Adding your organization to ROR offers numerous benefits. Here are a few key reasons to consider:

  • Increased Visibility: Being listed in ROR increases the visibility of your organization and its research outputs.
  • Improved Data Accuracy: ROR helps ensure that your organization's information is accurate and up-to-date in various research databases and systems.
  • Simplified Reporting: ROR IDs simplify reporting requirements for grants and other research funding.
  • Enhanced Collaboration: ROR facilitates collaboration with other institutions by providing a common identifier.

Step-by-Step Guide to Adding an Organization to ROR

Adding a new organization to ROR involves gathering the necessary information and submitting a request. Here’s a step-by-step guide to help you through the process:

1. Gather the Required Information

Before submitting your request, you'll need to gather detailed information about the organization. This includes:

  • Name of Organization: The official name of the organization (e.g., KRYPTON Polska Sp. z o.o.).
  • Website: The organization's official website (e.g., https://www.krypton-polska.com/).
  • Domains: All domains associated with the organization (e.g., krypton-polska.com).
  • Link to Publications: Provide a link to publications affiliated with the organization, if available. This could be a DOI or a list of publications.
  • Organization Type: Specify the type of organization (e.g., Company, University, Research Institute). In the case of KRYPTON Polska Sp. z o.o., it is a Company (A private for-profit corporate entity involved in conducting or sponsoring research).
  • Wikipedia Page: If the organization has a Wikipedia page, include the link.
  • Wikidata ID: The Wikidata identifier for the organization, if available.
  • ISNI ID: The International Standard Name Identifier (ISNI) for the organization, if available.
  • GRID ID: The Global Research Identifier Database (GRID) ID, if available.
  • Crossref Funder ID: If the organization is a research funder, include the Crossref Funder ID.
  • Aliases: Any alternative names the organization may be known by.
  • Labels: Any relevant labels or tags for the organization.
  • Acronym/Abbreviation: The acronym or abbreviation of the organization's name.
  • Related Organizations: Information about any related organizations.
  • City: The city where the organization is located (e.g., Warsaw).
  • Country: The country where the organization is located (e.g., Poland).
  • Geonames ID: The Geonames identifier for the city.
  • Year Established: The year the organization was established (e.g., 2004).
  • How ROR ID Will Be Used: Explain how the ROR ID for this organization will be used (e.g., to identify affiliations for research publications, to acknowledge research funders, to acknowledge a research facility).

2. Prepare Your Submission

Once you've gathered all the necessary information, prepare your submission. This typically involves filling out a form or sending an email to the ROR community. Ensure that all information is accurate and clearly presented. For KRYPTON Polska Sp. z o.o., make sure to include:

  • The full name: KRYPTON Polska Sp. z o.o.
  • Website: https://www.krypton-polska.com/
  • Domains: krypton-polska.com
  • A link to publications: DOI: 10.5171/2025.4521425
  • Organization type: Company (A private for-profit corporate entity involved in conducting or sponsoring research)
  • Location: Warsaw, Poland
  • Year established: 2004
  • A clear explanation of how the ROR ID will be used.

3. Submit Your Request

To submit your request to add a new organization to ROR, you'll typically need to engage with the ROR community. This can be done through their designated channels, such as a specific submission form or email address. It's essential to follow the instructions provided by ROR to ensure your submission is processed efficiently. Be prepared to provide all the information you've gathered in a clear and organized manner.

For example, you might need to fill out a web form that includes fields for the organization's name, website, domains, and other relevant details. Alternatively, you may need to send an email to the ROR support team with all the information included in the body of the email or as an attachment.

4. Await Review and Approval

After submitting your request, the ROR community will review the information provided. This process ensures the accuracy and completeness of the registry. The review process may take some time, so patience is key. If the ROR team requires additional information or clarification, they will reach out to you. It's important to respond promptly and provide any additional details requested to facilitate the approval process.

5. Verify the New ROR ID

Once your request is approved, a new ROR ID will be assigned to the organization. It’s crucial to verify this ID and ensure it is correctly associated with your organization’s information. You can typically do this by searching for the organization in the ROR registry using the organization's name or other identifying information. Once you find the organization's profile, you can confirm that the ROR ID is displayed accurately.

Key Considerations for a Successful Submission

To ensure your submission is successful, keep the following considerations in mind:

  • Accuracy: Double-check all information for accuracy before submitting. Incorrect details can delay the process or result in errors in the registry.
  • Completeness: Provide all required information. Missing details may lead to delays or rejection of your submission.
  • Clarity: Present the information clearly and concisely. This helps the ROR community review your request efficiently.
  • Use Case: Clearly explain how the ROR ID will be used. This helps the ROR community understand the importance of adding the organization to the registry.

Common Reasons for Submission Delays

Submissions to ROR may experience delays for various reasons. Understanding these common issues can help you avoid them and ensure a smoother process:

  • Incomplete Information: Submissions missing essential details, such as the organization's website or domains, are likely to be delayed. Ensure you provide all the required information upfront.
  • Inaccurate Data: Errors in the submitted information, such as incorrect names or addresses, can cause delays. Double-check all details for accuracy before submitting.
  • Unclear Use Case: If the purpose of adding the organization to ROR is not clearly explained, the review process may be prolonged. Provide a clear and concise explanation of how the ROR ID will be used.
  • High Submission Volume: At times, ROR may experience a high volume of submissions, which can lead to delays in processing. Patience is key during these periods.

Best Practices for Maintaining Your ROR Record

Once your organization is added to ROR, it’s important to maintain your record to ensure the information remains accurate and up-to-date. Here are some best practices to follow:

  • Regularly Review Your Record: Periodically check your organization's ROR record to ensure all details are still correct. This includes the organization's name, website, domains, and other relevant information.
  • Update Changes Promptly: If there are any changes to your organization's information, such as a new website or a change of address, update your ROR record as soon as possible.
  • Inform Relevant Stakeholders: Ensure that relevant stakeholders within your organization are aware of your ROR ID and how to use it. This includes researchers, administrators, and IT staff.
  • Include ROR ID in Publications and Grants: Encourage researchers within your organization to include the ROR ID in their publications and grant applications. This helps ensure accurate attribution and tracking of research outputs.

Conclusion

Adding your organization to the Research Organization Registry (ROR) is a crucial step in ensuring its visibility and proper attribution in the global research landscape. By following this step-by-step guide, you can navigate the submission process effectively and contribute to the accuracy and comprehensiveness of ROR. Remember to gather all necessary information, present it clearly, and explain how the ROR ID will be used. With a well-prepared submission, you can help ensure that your organization is accurately represented in this vital registry.

For more information about ROR, visit the official ROR website. This comprehensive resource offers additional details, guidelines, and support for organizations looking to join the registry. By leveraging the resources available and following the steps outlined in this guide, you can successfully add your organization to ROR and enhance its visibility and recognition within the global research community.