Quick Guide for Support Staff: Managing an ORCID Profile

Step-by-Step Checklist

1. Understand Delegate (Trusted Individual) Access in ORCID

• Delegate Role: As a trusted individual, you can manage faculty ORCID profiles, including adding works, affiliations, and funding.
• What You Can’t Do: Delegates cannot change the password, update email addresses, or deactivate the ORCID account.

More on Actions Delegates Can Perform in ORCID.

2. Sign up for an ORCID iD or Connect Your Existing ORCID iD to your NetID

• Visit the NU Validate page and click on Link ORCID to create an ORCID iD or link your existing ORCID iD to your Northwestern NetID.
  • Choose an option:
    • Create a new ORCID iD
    • Connect your existing ORCID iD
  • Follow the prompts to complete the process.
• Adjust visibility settings for records as needed. (Public visibility is recommended for most information.)

More on Sign up for an ORCID iD or Connect Your Existing ORCID iD to your NetID.

3. Faculty Grants Delegate Access

See Quick Guide for Faculty: Setting Up and Managing Your ORCID Profile.

1. Faculty Login:
   • Faculty must log in to their ORCID account at https://orcid.org.
2. Access Trusted Individuals Settings:
   • Faculty should go to Account Settings (click their name in the top-right corner).
3. Add a Delegate:
   • In the Trusted Individuals section, the faculty member enters your ORCID iD or email address.
   • Faculty clicks Add Trusted Individual to grant you access.

4. Log in and Act as a Delegate

1. Log in to Your ORCID Account:
   • Go to https://orcid.org and log in using your own ORCID credentials.
2. Switch to Faculty’s Account:
   • At the top of your ORCID profile, click Switch to another account.
   • Select the faculty member’s account you’ve been delegated to manage.
3. Manage the Profile:
   • Add or edit works, funding, affiliations, or visibility settings as needed.
   • Ensure all records comply with NIH or institutional requirements.
4. Return to Your Account:
   • Click Switch back to me to return to managing your own ORCID profile.

• More on Logging in and Acting as a Delegate in ORCID.
• How can I help someone update their record as a trusted individual?

Supporting Faculty: Key Actions for Delegates

As a trusted individual (delegate) in ORCID, support staff can perform various tasks to assist faculty in managing their profiles. Below are recommended actions to streamline profile management and ensure compliance with institutional and funding requirements.

1. Add Works (Publications, Datasets, etc.)

• Use the Search and Link Wizard

  • Import publication data directly from trusted databases:
    • DataCite: Adding Works from DataCite.
    • Scopus: Adding Works from Scopus.
    • CrossRef: (more coming soon).

• Manually Add Works

  • Enter work details manually when a DOI or other identifier is unavailable:
    Adding Works Manually.

• Use Identifiers to Add Works

  • Add works using:
    • DOIs: Adding Works Using DOIs.
    • PMIDs: Adding Works Using PMIDs.

• Use the BibTeX File Import Tool

  • Import multiple works from a BibTeX file:
    Adding Works Using a BibTeX File.

2. Add Funding Information

• Manually Add Funding

  • Follow this guide to input funding details manually:
    Adding Funding Manually.

• Use the Dimensions Search and Link Wizard

  • Utilize the Dimensions Wizard to import funding information directly:
    Adding Funding Using Dimensions.

3. Connect ORCID to Other Systems

• Encourage faculty link ORCID to systems

  • eRA Commons:  Quick Guide for Faculty: Compliance with NIH's Adoption of Common Forms for Biographical Sketch and Current and Pending (Other) Support
  • SciENcv: Quick Guide for Faculty: Compliance with NIH's Adoption of Common Forms for Biographical Sketch and Current and Pending (Other) Support 
  • Northwestern Elements (for Feinberg School of Medicine Only):
    • Connecting ORCID with Northwestern Elements.

4. Need Help?

• Contact the Northwestern ORCID Support Team: DL_NUL_ORCiD@e.northwestern.edu
• Consult the ORCID Help Center: Trusted Individuals.
• Consult the Northwestern University Libraries ORCID Guide: https://libguides.northwestern.edu/orcid
• Consult the Galter Health Sciences Library ORCID Guide: https://libguides.galter.northwestern.edu/orcid/getting-started