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    Managing Researchers

    You must have the following role to manage researchers:
    • Researcher Manager

    Your institution's affiliated researchers must first be registered as Alma users. Esploro stores information about an affiliated researcher as an extension to the user's Alma user record. For more information about Alma users, see Managing Users in the Alma documentation.

    Ex Libris helps you upload your first set of affiliated researchers, and helps you to configure Esploro to keep your users up to date using the Users integration profile. For more information about this profile, see Student Information System in the Alma documentation. You can also manage researchers manually, as described below.

    You can add non-affiliated researchers when you are adding or editing an asset. Esploro also adds non-affiliated researchers when uploading assets to your institution during migration.

    You manage researchers on the Find and Manage Researchers page (Research > Researchers > Manage Researchers). On this page:

    • You can manually add, edit, and delete affiliated researchers.
    • You can edit and delete non-affiliated researchers.
    • New for September! You can view all of a researcher's assets.
    • New for September! You can move all of a non-affiliated researcher's assets and grants to an another researcher. While doing so, you can delete the non-affiliated researcher.
    • New for September! You can add, edit, and delete researcher proxies.

    To find researchers and researcher proxies using the persistent search, see Searching in Esploro.

    find_and_manage_researchers.png

    Find and Manage Researchers

    Use the persistent search, as well as the Affiliated/Non-affiliated tabs, filters, and Affiliation secondary search to filter the list of researchers.

    Adding Researchers

    To manually add a single affiliated researcher:
    Ex Libris can assist you in uploading your initial researchers in bulk.
    1. Ensure that the researcher already has an Alma user. See Managing Users in the Alma documentation.
    2. On the Find and Manage Researchers page, select Add Researcher and enter or select the Alma user associated with the researcher in the dialog box. Note that you cannot add a non-affiliated researcher on this page, only when adding or editing an asset.
    3. Select Add Researcher. The Researcher Details page appears. The Researcher Profile tab on this page is pre-selected. Most of the user information in the User Information area is copied from the Alma user record (see Adding Users and Editing Users in the Alma documentation).

      researcher_details.png

      Researcher Details
    4. Enter the following additional information:
      Researcher Profile Fields
      Field Description Values
      User Information
      Name Suffix The user's name suffix, if any.  
      Position Researcher position at the institution. To configure this list, see Configuring Researcher Positions. Select a value from the drop-down list.
      Researcher Type Whether this user is affiliated or nonaffiliated, or a proxy for another user. When adding an affiliated researcher, this is Affiliated Researcher.
      Default Publication Language This value is used to pre-fill the Language field when the researcher submits a deposit or when an administrator submits a despot on the researcher's behalf. Your administrator can set the default value for this field for all new users; see Configuring Default Researcher Settings. If a global default is not set, the default is taken from the Preferred language field.  
      Researcher Notifications Opt the user into or out of researcher notifications. Select or clear the check boxes next to each notification that you want to enable or disable for the user. Your administrator can set the default values for these fields for all new users; see Configuring Default Researcher Settings.

      For more information, see Configuring Library Notices Opt-In in the Alma documentation.

      The researcher letters you can enable or disable for this researcher include:
      • Mediated Deposit Approved
      • Researcher Deposit Approved
      • Researcher Deposit Returned
      Researcher Settings New for September!
      Active Portal Profile Whether this researcher appears in the Researcher Portal.
      • Yes
      • No
      Include in Automatic Capture For future use. Whether to include this researcher when performing automatic capture.
      • Yes
      • No
      Access to Researcher Center For future use. Whether this researcher can use (log into) the researcher center.
      • Yes
      • No
      Current/Previous Organization Affiliations – Select one or more current or previous research organization units with which the researcher is affiliated, the date started, and the relevant position. To configure these, see Configuring Research Organization Units.
      External/Previous External Organization Affiliations – Select one or more current or previous external research organizations with which the researcher is affiliated, the date started, and the relevant position. To configure these, see Configuring External Research Organizations.
      Research Topics and Keywords
      Research topics Select one or more predefined research topics to associate with the researcher.  
      Keywords If any of your topics is not predefined (Research topics), enter a comma-separated list of topics here.  
      Area of Interest – Enter one or more areas of interest.
      Name variants – Enter one or more variants of the researcher's name (first, middle and/or last). Name variants are included when searching by name. Note that you can also create a name variant while editing a creator or contributor while adding or editing a deposit or asset.
      Researcher Website URLs – Enter one or more websites associated with the researcher. For each website, select the type: CV, home page, publication page, unknown. You can also add an optional title and description.
      Education – Enter one or more rows related to the researcher's education, including external research organization, degree, graduation year, and field of study.
      Associations – Enter one or more rows indicating other associations with external research organizations.
      Honors – Enter one or more rows related to the researcher's honors, including title, external research organization, and time period.
      Languages
      Language Enter a comma-separated list of the researcher's languages.  
    5. On the Contact Information tab, enter addresses, phone numbers, or email addresses for the researcher. Initial information on this tab is copied from the Alma user record.
    6. On the Identifiers tab, enter additional identifiers for the researcher. Initial information on this tab is copied from the Alma user record. For each identifier, select the type, enter a value, and add an optional note. Ex Libris creates and configures the types when setting up your institution. To configure user identifiers in Alma, see Managing User Identifiers in the Alma documentation. User identifiers that are highly relevant for researchers include ORCID, ISNI, Scopus ID, ResearchID, arXiv ID, eRA ID, Pubmed author ID, and Pivot ID.
    7. On the Attachments tab, you can add attachments related to the researcher or see emails related to Esploro that were sent to this researcher. In addition, profile images that the researcher added to his or her profile appear on this tab. Deleting a profile image from this tab does not delete the image; it only removes it from this tab. See Attachments Tab in the Alma documentation.
    8. On the Proxy For tab, enter other researchers for which this user can submit assets on their behalf. Note: This feature is not yet developed.
    9. On the Audit tab, you can view a record of changes made to this researcher's information.
    10. When you are done, select Save to save your changes.
    To manually add a single researcher proxy:

    New for September!

    1. Ensure that the proxy already has an Alma user. See Managing Users in the Alma documentation.
    2. On the Find and Manage Researchers page, select Add Researcher Proxy and enter or select the Alma user associated with the researcher in the dialog box.
    3. Select Add Researcher Proxy. The Researcher Details page appears. The Researcher Profile tab on this page is pre-selected. Most of the user information in the User Information area is copied from the Alma user record (see Adding Users and Editing Users in the Alma documentation).

      researcher_details.png

      Proxy Details
    4. Enter the following additional information:
      Researcher Proxy Profile Fields
      Field Description Values
      User Information
      Name Suffix The user's name suffix, if any.  
      Position Researcher position at the institution. To configure this list, see Configuring Researcher Positions. Select a value from the drop-down list.
      Researcher Type Whether this user is affiliated or nonaffiliated, or a proxy for another user. When adding a researcher proxy this is Research Proxy.
      Default Publication Language This value is used to pre-fill the Language field when the researcher submits a deposit or when an administrator submits a despot on the researcher's behalf. Your administrator can set the default value for this field for all new users; see Configuring Default Researcher Settings. If a global default is not set, the default is taken from the Preferred language field.  
    5. See the procedure for adding a researcher (above) regarding the other tabs.
    6. When you are done, select Save to save your changes.

    Managing Researchers

    Managing a Researcher's Assets

    To view all of a researcher's assets:

    New for September! Select View assets in the row actions list. The results appear in the Research Assets page (see Managing Research Assets).

    To move all of a non-affiliated researcher's assets and grants to another researcher:

    New for September!

    1. Select Move all assets and grants in the row actions list. The Move All Assets and Grants pane appears.

      move_all_assets_and_grants.png

      Move All Assets and Grants Page
    2. Select the researcher to which to move the selected researcher's assets and grants.
    3. Optionally select whether to delete the selected (original) researcher.
    4. Select Move and select Confirm in the confirmation dialog box. The assets and grants are moved, and (if selected) the original researcher is deleted.

    Editing Researchers

    To edit a researcher or researcher proxy:

    Select Edit in the row actions list.

    New for September!

    When editing a researcher proxy, you can select Change to Researcher and select Confirm in the confirmation dialog box to change the proxy to a researcher.

    Checking for Duplicate Researchers

    New for September!

    After an import, you may want to check for potentially duplicate researchers. On the Report of Potentially Duplicate Researchers page (Research > Researchers > Duplicate Researcher Report), you can run a job to identify researchers that have similar names and have assets in identical or closely related areas of research.

    report_of_potentially_duplicate_researchers.png

    Report of Potentially Duplicate Researchers
    To run the report:
    1. On the Report of Potentially Duplicate Researchers page, optionally enter the job name.
    2. Select whether to check researchers added from the last time this job was run, from a specific date, or all researchers. If you select to run from a specific date, enter the date.
    3. Select Submit to run the job. You are redirected to the Running tab on the Monitor Jobs page.
    4. View the report on the History tab of the Monitor Jobs page when you are done. The report shows the number of duplicates found. If this number is more then one, select Click to download report to see the potential duplicates in a CSV file.

    The report checks for duplicates among affiliated and non-affiliated researchers using 1) identifier, 2) normalized names (case insensitive, punctuation ignored, middle names ignored unless different, wildcards used for initials, and diacritics compared to ASCII characters).

    duplicate_job_report.png

    Duplicate Job Report

    Deleting Researchers

    To delete a researcher or researcher proxy:

    Select Delete in the row actions list. Note that you cannot delete a researcher associated with an asset or grant.

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