ORCID

• If you do not have an ORCID, register to create a new one. Only complete this step if you have never registered before, otherwise you can create duplicate profiles. 
• If you're not sure whether you have an existing ORCID, you can find out by searching for your name at https://orcid.org/:

• If you already have an ORCID, confirm you can log into ORCID successfully and that your profile reflects your name variants (if applicable). 
• Having trouble logging in or need to merge duplicate profiles? See the ORCID FAQs for help. 

Benefit: enables your ORCID to display in your Scholars@Duke profile.

• Use OIT Self-Service to connect your ORCID to Duke's identity management system. This will make it available to authorized support offices across the university and allow it to be displayed in other Duke profile systems, like Scholars@Duke.

Benefit: automatically sync your publications claimed in Duke Elements to your ORCID profile which in turn feeds them to SciENcv. 

• Sign into Elements with your NetID and password. From the side menu bar, select Profile & Work. Navigate to Personal Profile & Identifiers, then ORCID Settings.

• On the ORCID Settings screen, you’ll find the Configure Connection box, which prompts you to connect your existing ORCID or register for a new ORCID. Clicking on the button will take you to the external ORCID site to authenticate or register.

• On the ORCID sign-in page, you can enter your information to link to Elements:

• Once you’ve signed in, you’ll be returned to Elements, where you can set your preferences for automatically claiming publications associated with your ORCID and for writing publications data from Elements to your ORCID profile.

   

• By default, Elements will be given read access to your ORCID profile (below), which will allow Elements to read the metadata records in your ORCID and match them against publications in its database searches. Read permissions do not mean that all publications in ORCID will be pulled from ORCID into Elements; it is a means to facilitating matching of database records. Manually entered publications in ORCID will not pass through to Elements unless they are matched with database records.

• If you want to allow Elements to write data to your ORCID profile, you can select the top check box and you will see a menu in which you can customize Elements’ access to your ORCID and ORCID’s access to your Elements profile (below). With this permission selected, Elements will send publication records that you have approved or added manually in the system to your ORCID profile. You can always adjust the privacy settings of your profile in ORCID, but be aware that allowing write permissions in the Elements-ORCID connector will display your work publicly in your ORCID profile.

• From this menu, you can see the options and descriptions of how to use each. Sending only published journal articles is the default, but you can also select to send other publications to ORCID. Each option is described in Elements.

   

• Once you’ve configured these settings, you can Run Sync of publications from Elements to ORCID (below).

• This will manually update your ORCID profile with your Elements publications. Your sync will enter the queue and you should see your publications in ORCID shortly thereafter.

  Questions about using Elements and ORCID? Contact: elements@duke.edu 

This step is only for researchers applying for NIH funding.

Benefit: meets the NIH requirement for submitting Common Forms Biosketch documents and Current & Pending (Other) Support documents.

• Create or confirm your eRA Commons account

Most NIH-engaged investigators already have eRA Commons credentials. If you are new to NIH or unsure whether you already have an eRA Commons profile, your grant manager can help you set up an eRA Commons profile or help you access your profile if you already have an account. 

• Log in to eRA Commons and enter your eRA Credentials (left navigation)

• Click Personal Profile (left navigation) 
  

   

• In the Personal Profile area, select Create or Connect Your ORCID iD. You will be redirected to ORCID to sign in to register if not already registered. 
  

   

• When redirected to the ORCID site, either sign in with your ORCID credentials or register to establish an ORCID iD. 
  

   

• Click “Authorize Access” to link your ORCID iD to your eRA Commons account. 
  

   

• Once redirected to the eRA Commons site, you will see your ORCID iD populated and linked in the Personal Profile area (left navigation). Congratulations! Your ORCID iD and eRA Commons are now linked!  
  

This step is only required for researchers applying for funding from Federal sponsors (NIH, NSF, DOE, DOD, USDA, NASA, etc.), but it is advisable for all researchers to setup this connection.

Benefit: meets the requirements for certifying Common Forms Biosketch documents and Current & Pending (Other) Support documents in SciENcv. 

Preparatory steps

• First you need to ensure you have a My NCBI account:  

Step-by-step instructions for accessing your My NCBI account (or for creating a new My NCBI account if you do not already have one) are located here.

• Your My NCBI account should be linked to your eRA Commons account:

Step-by-step instructions for linking your My NCBI account to your eRA Commons profile are located here. 

Linking your ORCID

• Log in to your NCBI account and click your user name/email in the top right corner of the banner.

  

• Select 'Account Settings' from the dropdown menu.

  

• Scroll to the 'Linked Accounts' section and click 'Add Account'

  

• Search for "ORCID" and select that option. Enter your ORCID login credentials. Your ORCID will now appear as an additional linked account.

  

  Setup SciENcv profile

• Scroll to the top of the 'Account Settings' page and click the 'SciENcv' option.

  

• Update your SciENcv 'My Profile' section. Click the “Edit” button to the right of the My Profile label.

  

• Enter any missing, required information in the pop-up box or change your display name or the position title already present if desired. Click Save.
• The information in your profile along with your ORCID iD will now automatically get populated when you start any new document (Biosketch, Other support, etc.). 

Congratulations! Your eRA Commons, ORCID, and My NCBI are now linked and SciENcv can generate NIH-specific forms under your identity!

NOTE: If you still don't see your ORCID when you create a SciENcv document, follow these instructions. 

To get help with these steps, email: sciencvhelp@duke.edu   

If you get an error message when trying to link you ORCID to your NCBI account that states, "This ORCID is already linked to another NCBI account," you will need to follow these steps.

1. Submit a help ticket to NCBI to merge your multiple NCBI accounts. See instructions.

2. Login to the NCBI account that is linked with ORCID. If you don't remember those login credentials, use the ORCID login method and enter your ORCID login credentials. That will log you in to the NCBI account that is linked.

   

   3. Click your profile button in the upper right corner

   

   4. Select ‘Account Settings’ in the dropdown menu

   

   5. Scroll down to the linked accounts section and click the trashcan icon for the ORCID account to remove the linkage.

   

   If ORCID is the only linked account listed, you will need to add an additional 3rd party account before you can remove ORCID.

   To add another linked account, click 'Add Account

   

   Try adding 'Duke University' or 'Google' accounts by searching for those options in the menu, selecting them, and entering your credentials for those accounts. Once you are able to add another 3rd party account, try deleting the ORCID linked account again by clicking the trashcan. If it is successfully removed from the linked account list, move on to the next step.

   6. Log out of that NCBI account.

   7. You can now link your ORCID with your eRA Commons account and correct NCBI account following the steps listed earlier on this page.

   You may also need to manually link your ORCID to your SciENcv profile and your existing documents. Follow these instructions.

Submit a help ticket to NCBI to merge your multiple NCBI accounts. See instructions. If your ORCID is linked to the wrong account, you can try these steps to disconnect it while you wait for NCBI to merge your accounts:

1. Login to the NCBI account that is linked with ORCID. If you don't remember those login credentials, use the ORCID login method and enter your ORCID login credentials. That will log you in to the NCBI account that is linked.

   

   3. Click your profile button in the upper right corner

   

   4. Select ‘Account Settings’ in the dropdown menu

   

   5. Scroll down to the linked accounts section and click the trashcan icon for the ORCID account to remove the linkage.

   

   If ORCID is the only linked account listed, you will need to add an additional 3rd party account before you can remove ORCID.

   To add another linked account, click 'Add Account

   

   Try adding 'Duke University' or 'Google' accounts by searching for those options in the menu, selecting them, and entering your credentials for those accounts. Once you are able to add another 3rd party account, try deleting the ORCID linked account again by clicking the trashcan. If it is successfully removed from the linked account list, move on to the next step.

   6. Log out of that NCBI account.

   7. You can now link your ORCID with your eRA Commons account and correct NCBI account following the steps listed earlier on this page.

   You may also need to manually link your ORCID to your SciENcv profile and existing documents. Follow these instructions.

You still need to manually update your SciENcv profile and link the ORCID in your document. There are instances where the linking doesn’t seem to get properly instantiated into SciENcv from NCBI. Try these steps:

1. Login to NCBI and navigate to SciENcv
2. Look at your “My Profile” section at the top of the page. Verify your name, title, and department appear.

3. If these are missing, click the “Edit” button to the right of the My Profile label

   

4. Enter any missing, required information in the pop-up box and click Save.

Now you should see your name, title, and department in the My Profile section. It should automatically get set when you start any new document (biosketch, Other support, etc.). 

Now, for any existing documents you created before setting up your Profile, you will need to go into each document and manually create the ORCID link.

1. Click the title of an existing document.

   

2. Look to see if your ORCID is displaying in the “Identifying Information” section at the top of the document. If not, click the Edit button.

   

3. Enter any missing, required information in the pop-up box and scroll to the bottom. Click the text "Link your ORICD iD.” Click Save after it links.

   

4. You should now see your ORCID displaying in the Identifying Information section and in the PDF when you view a draft or download a certified version.

   

No. You must also link your ORCID with your eRA Commons profile. Grants.gov will produce errors and not accept the proposal submission if the ORCID iD on your Biosketch or Other Support document does not have a match in any eRA Commons Profile.

Follow the prior instructions on this page to link your ORCID to your eRA Commons profile.

No, this is improper delegation. DO NOT share login credentials. Unauthorized access is prohibited and can result in revoked permissions by the NIH.

The NIH Passphrase Policy for eRA Applications specifically prohibits users from sharing passphrases, and requires each user to have a separate and unique passphrase. eRA users may not allow other unauthorized users to access resources under their credentials.

NIH takes the security of its systems seriously and will continue to monitor eRA access to identify security concerns; NIH reserves the right to deny systems access to users disregarding security requirements.

The same applies for Duke and ORCID credentials – they should not be shared either.

Send an email to your pre-award office (ORA/ORS) with the faculty member's name and their eRA ID.

Yes. Communications have been sent out letting researchers know they must link their ORCID ID to SciENcv in the new Common Forms.

Yes, anyone required to submit a biosketch must have their own ORCID and SciENcv accounts to generate the common forms document, even community partners. Delegates can still be assigned to help but cannot replace this requirement for the community partner to secure their own ORCID and NCBI accounts. 

A PI’s “Primary Organization” remains the organization at which an individual establishes their eRA Commons, even if the admin for the current institution creates a new affiliation for the PI and the PI then changes the displayed affiliation to the current institution.

The only way to change the Primary Organization to the PI’s current organization is for the former organization to unaffiliate the PI. If a PI has left Duke and wishes Duke to unaffiliate them in eRA Commons they should contact their previous Grants and Contracts Manager, who has administrative access and can do so.

However – it is not required to unaffiliate a PI. Proposals can be submitted with a different Primary Organization than the submitting organization with no issues.