Adding affiliations
Affiliations allowed in ORCID records
The Hub allows all affiliations recognised by ORCID’s API 3.0 to be written to ORCID records:
Employment: Formal employment relationship with an organization, e.g. staff, intern, researcher, contractor. Employment can be paid or unpaid.
Education: Participation in an academic higher education program to receive an undergraduate, graduate, or other degree, may be in progress or unfinished.
Qualification: Participation in a professional or vocational accreditation, certification, or training program, may be in progress or unfinished.
Invited position: An invited non-employment affiliation, e.g. honorary fellow, guest researcher, emeritus professor.
Distinction: An honorary or other award, distinction, or prize in recognition of your achievements, e.g. trophy, medal, honorary degree.
Membership: Membership of a society or association, not including honorary memberships and fellowships.
Service: A significant donation of time, money, or other resource, e.g. volunteer society officer, elected board position, extension work.
Fields/metadata for affiliations
| Field | Description |
|---|---|
| Invitee first name (required) | Person to whose ORCID record you are writing |
| Invitee last name (required) | Person to whose ORCID record you are writing |
| Invitee email address (required) | Person to whose ORCID record you are writing |
| Invitee local identifier | A local identifier – e.g. one used by your internal system |
| ORCID iD of invitee | If known |
| URL | If relevant, the URL related to the information being written e.g a departmental webpage |
| Organisation | Name of the organisation writing the information (will be filled in automatically, based on the organisation’s onboarding information) |
| City | Only required if not the home campus of the organisation |
| Country | Fills automatically as South Africa |
| Disambiguated organisation source | e.g. RINGGOLD, GRID, |
| Disambiguated organisation identifier | The RINGGOLD, GRID or other organization identifier for the organisation |
| Affiliation type (required) | employment, education, distinction, invitedposition, qualification, membership, service. NOTE – invited-position must contain a hyphen, otherwise you will encounter a Hub error |
| Role | If writing ‘Employment’ – the title of the role (e.g. Associate Professor) If writing ‘Education’ – degree title, level and result of the degree awarded, e.g. Batchelor of Science If writing ‘Qualification’ – title or result of the course or professional certification If writing ‘Invited-position’ – the name of the position, e.g. ‘honorary vising scholar’ If writing ‘Distinction’ – the prize or award name, e.g. ‘Hutton medal’ If writing ‘Membership’ – the nature of themembership, e.g. professional member, studentmember If writing ‘Service’ – the nature of the service,e.g. panel member, panel chair |
| Department | If relevant, the department related to the role |
| Start date | can be as precise as required, either dd/mm/yyyy or yyyy-mm-dd or yyyy-mm or yyyy |
| End date | If writing previous employment. Note, if a person has had serveral employee roles at your organisation enter each role in a seperate row; this will allow multiple employment entries, one for each of those roles, to be written to their ORCID record |
| PUT code | Use the PUT-Code if you wish to update an item, e.g. adding an end date, by including a column header for the PUT-code for the item. The code can be obtained by exporting the task from theHub once the entry is written to the ORCID record. By writing information using a PUT codethe row of information in your file overwrites the specified item in the user’s ORCID record rather than creating a new entry |
Uploading files to the Hub
If the researcher(s) have not already given you permission to read from/write to their ORCID records, perhaps from you writing an affiliation entry to their record, then prior to uploading and activating your file in the Hub, and according to your organisation’s normal communications procedures, you should contact them in advance to let them know that you intend to write works information to their ORCID records. You must explain that they will be receiving an email from the Intembe ORCID Hub, and the date on which you intend to upload your file. By doing this, your research community will be expecting the Hub’s email and be less likely to delete it as spam. To upload ‘affiliations’ file to the Hub log-in and go to
Tasks >Upload affiliations …upload your file…>activate all This will either
- send an invitation to those people whose ORCID records you wish to write to OR
- if the researchers have already given your organisation permission to act on their ORCID records, the works record will immediately be written, with your organisation as the source of the information.
Editing records using the Hub’s web-form feature
You can edit information written to ORCID records in the Hub directly using the web-form features.
Any information can be edited while the task is still active, but some edits can also be made after the
task has expired.
If the task is still active in the Hub, navigate to it via
If the task has expired you can still edit some information in ORCID records about the work item,
including url, identifiers and information about the work itself, although not contributors. Go to