How to Understand ORCID for Submission

The digital landscape of scholarly communication is constantly evolving, and with it, the demands on authors. In this dynamic environment, a singular identifier has emerged as indispensable: ORCID. For writers navigating the often labyrinthine process of academic and even professional submissions, ORCID isn’t just another box to tick; it’s a foundational element of discoverability, accuracy, and professional identity. Ignoring or misunderstanding ORCID can lead to lost opportunities, misattributed work, and a fragmented professional record. This comprehensive guide strips away the jargon and provides a crystal-clear roadmap to not only understanding ORCID but leveraging it for seamless, impactful submissions.

The Imperative of Identity: Why ORCID Matters Now More Than Ever

Imagine a world where your published work, grants, peer reviews, and institutional affiliations are scattered across a thousand different databases, linked only by variations of your name. “John Smith,” “J. Smith,” “J.A. Smith”—each could belong to a different individual, or all to you, creating a frustratingly opaque record. This is the chaos ORCID (Open Researcher and Contributor ID) was designed to prevent.

ORCID is a persistent, non-proprietary identifier that distinguishes you from every other researcher and author. It’s like a digital fingerprint for your scholarly life, ensuring that your contributions are accurately attributed to you, regardless of name changes, institutional shifts, or the vagaries of publishing platforms. For writers specifically, understanding ORCID is paramount for several reasons:

• Accurate Attribution: This is the bedrock of academic integrity. ORCID eliminates ambiguity, ensuring your published articles, book chapters, and even white papers are linked definitively to your profile, not someone else’s.
• Enhanced Discoverability: When your ORCID is embedded in your publications, it creates a robust network of your work. Researchers, editors, and potential collaborators can easily find all your contributions, not just isolated pieces. This is critical for building your professional reputation.
• Streamlined Submissions: Increasingly, journals, publishers, and grant agencies are requiring ORCID. Having a well-maintained profile expedites the submission process, as your biographical data can often be pulled directly from your ORCID record. This saves time and reduces errors.
• Improved Transparency: ORCID supports the broader open science movement by providing a transparent record of contributions, including peer review activities, which are often overlooked but crucial to the scholarly ecosystem.
• Mitigation of Name Ambiguity: Common names, names that change due to marriage, or names with complex transliterations are no longer stumbling blocks. Your ORCID remains constant.

In essence, ORCID is your professional anchor in the digital sea, ensuring that your intellectual contributions are unequivocally and permanently linked to you.

Establishing Your ORCID: The First Essential Step

Before you can understand ORCID for submission, you must have an ORCID. The process is straightforward, but attention to detail here pays dividends.

Action Point 1: Registering for Your ORCID iD

1. Access the Official Site: Go directly to the ORCID website. Do not use third-party services.
2. Click “Register now”: You’ll be prompted to create an account.
3. Provide Essential Information:
   • Email Address: Use a primary email you regularly access. You can add multiple emails later, including institutional ones. This is crucial for account recovery and notifications.
   • First Name & Last Name: Use your professional name, the one you use for publications. If you have a preferred middle initial or secondary name, you can add it to your profile later.
   • Password: Choose a strong, unique password.
4. Privacy Settings: This is a critical decision point. For optimal discoverability and utility in submissions, set your primary email and name visibility to “Everyone.” You can manage the visibility of other elements (e.g., employment, works) within your profile individually. While you might be tempted to restrict visibility initially, remember the goal is discoverability for submissions. Most basic profile information needs to be visible for ORCID to serve its purpose effectively.
5. Review and Confirm: Read the terms and conditions. ORCID is non-profit and community-driven, committed to protecting your data, but understanding the terms is important.
6. Verify Your Email: An activation link will be sent to your registered email. Click it to activate your account. This step is often overlooked, leading to an inactive ORCID. Your ORCID iD will only become fully functional after email verification.

Example: Sarah Chen registers her ORCID. She uses sarah.chen@example.edu as her primary email. She sets her name and primary email visibility to “Everyone” to ensure editors can easily identify her. She receives an email subject “Verify Your ORCID account” and immediately clicks the link.

Populating Your ORCID Profile: Building Your Digital CV

A registered ORCID iD is just a number until it’s populated with information. For submission purposes, a robust and current ORCID profile is invaluable. Think of it as a dynamic, persistent CV that publishers can instantly access and trust.

Action Point 2: Essential Sections for Submission Readiness

Navigate to your ORCID profile after logging in. You’ll see various sections. Focus on these for immediate impact on submissions:

1. Employment:
   • What to add: Every institution or organization where you have held a professional position (academic, research, or even significant freelance engagements that contribute to your scholarly identity). Include start and end dates.
   • Why it matters for submission: Publishers often verify affiliations. A clear employment history on your ORCID builds trust and validates your expertise.
   • Example: A writer might list “Freelance Journalist” with relevant dates, then “Senior Content Strategist, TechCorp” with dates, and “Visiting Lecturer, University of the Arts.”
2. Education and Qualifications:
   • What to add: All degrees, including the institution and year awarded. Also, add significant certifications or qualifications relevant to your writing expertise.
   • Why it matters for submission: Fulfills common author information requirements and establishes academic credentials.
   • Example: “PhD in Literature, State University, 2010”; “MA in Creative Writing, City College, 2007”; “Professional Certificate in Technical Communication, Online Institute, 2019.”
3. Works (Publications):
   • What to add: This is arguably the most crucial section. Include all your published works: journal articles, book chapters, books, conference papers, substantial preprints, even significant reports, white papers, or creative works if they are part of your professional output.
   • How to add:
     • Search & Link (Recommended): ORCID can connect to databases like CrossRef, DataCite, Europe PMC, and more. Use the “Add works” menu and select “Search & link.” This automatically pulls metadata and DOIs (Digital Object Identifiers), ensuring accuracy.
     • Add DOI: If you have the DOI, directly add it. This is highly efficient.
     • Add BibTeX: For multiple entries, BibTeX can be a quick way to import.
     • Add Manually: As a last resort, for works without DOIs or in less common formats. Always include the DOI if available.
   • Why it matters for submission: Provides a comprehensive bibliography on your profile, allowing editors to quickly assess your publication record without needing a separate CV. It verifies authorship and provides discoverability.
   • Example: Sarah has published articles in various journals. She goes to “Add works,” selects “Search & Link,” connects to CrossRef, and ORCID pulls in all articles associated with her name and previous affiliations. For a recent white paper that doesn’t have a DOI, she adds it manually, including its URL.
4. Peer Review:
   • What to add: Contributions as a peer reviewer for journals or conferences.
   • How to add: ORCID collaborates with many review platforms (e.g., Publons). You can often link your ORCID directly to these platforms, and review activity is automatically imported. You can also add it manually, though maintaining anonymity if required is key.
   • Why it matters for submission: Demonstrates your commitment to scholarly communication and your expertise in your field, which can be a valuable signal to editors.
5. Funding:
   • What to add: Grants, fellowships, and other significant funding awards.
   • Why it matters for submission: Signals research activity and external validation of your work, particularly for academic submissions.

Maintaining Visibility Settings: For each item you add, you can set its visibility (Everyone, Only Me, Trusted Parties). For all information relevant to submission (employment, education, works), ensure it is set to “Everyone” or at least “Trusted Parties” if you are providing it directly to a publisher. A private ORCID profile essentially negates its value for submission purposes.

Action Point 3: The Profile Bio – Your Elevator Pitch

While not a formal section, your “About” or “Bio” section on ORCID is your opportunity for a concise professional summary.

• What to add: A brief, compelling paragraph highlighting your primary areas of expertise, writing focus, and key accomplishments.
• Why it matters for submission: Provides quick context for anyone viewing your profile. It’s your branding statement.
• Example: “Award-winning science communicator specializing in biotechnology and public health. My writing aims to translate complex scientific concepts into engaging, accessible narratives for a broad audience. My work has appeared in… “

Refinement and Refresh: Your ORCID profile is not static. Make it a habit to update it regularly, especially after a new publication, a change in affiliation, or completing a significant project. An outdated profile is nearly as unhelpful as no profile at all.

Integrating ORCID into the Submission Workflow: Practical Strategies

Having a robust ORCID profile is only half the battle. The other half is understanding how and when to integrate it into your submission process. Publishers and platforms handle ORCID in slightly different ways, but common patterns emerge.

Action Point 4: Responding to ORCID Prompts in Submission Systems

Most modern submission systems (e.g., Editorial Manager, ScholarOne Manuscripts, Open Journal Systems) will prompt you for your ORCID iD at some point during the submission process.

1. The “Login using ORCID” Button: Many systems now feature a prominent “Login using ORCID” or “Connect ORCID” button.
   • Recommendation: Use this whenever available. It greatly streamlines the process. Clicking this button will redirect you to the ORCID website (if not already logged in), ask for your permission to share your ORCID iD with the specific publisher, and then return you to the submission system. This automatically populates your ORCID iD into the relevant field and, in some cases, can pre-fill other biographical data (name, email, affiliations) from your ORCID profile. This reduces manual entry errors significantly.
   • Example: When submitting to “Journal of Environmental Science,” Mark sees a “Connect your ORCID” button on the author information page. He clicks it, logs into ORCID (if needed), approves the connection, and his ORCID iD 0000-0001-XXXX-XXXX automatically appears in the submission form.
2. The ORCID Input Field: If a direct connection isn’t available, you’ll likely find a dedicated text field for your ORCID iD.
   • How to input: Simply copy and paste your full ORCID iD (including the `https://orcid.org/` prefix, though some systems may only require the number string) into this field. Always double-check for accuracy. A single digit error renders the iD useless.
   • Example: Dr. Anya Sharma is submitting a book chapter. The publisher’s online form has a field labeled “ORCID iD:” She manually types or pastes `https://orcid.org/0000-0002-XXXX-XXXX` into the blank.
3. Confirmation and Verification Steps: Some systems might perform a quick validation check on the iD you provide to ensure it’s a valid format. Pay attention to any error messages.

Action Point 5: ORCID in Cover Letters and Author Biographies

While official submission forms are primary, reinforcing your ORCID in other materials can be beneficial.

1. Cover Letter:
   • Recommendation: Include your ORCID iD in your contact information block at the top of your cover letter, alongside your name, affiliation, and email. This offers immediate access for the editor.
   • Example:
     Your Name
     Your Affiliation
     Your Email
     ORCID: `https://orcid.org/0000-0001-XXXX-XXXX`
2. Author Bio for Publication:
   • Recommendation: Many publications require a brief author biography. While not explicitly required, adding your ORCID iD at the end of your bio is becoming standard practice.
   • Example: “Dr. Jane Doe is a distinguished professor of bioinformatics at Tech University, specializing in genomic data analysis. Her research focuses on novel algorithms for disease prediction. ORCID: `https://orcid.org/0000-0003-XXXX-XXXX`”

Action Point 6: Updating Your ORCID After Acceptance

This is a crucial but often neglected step. Once your work is accepted for publication:

1. Add the Accepted Work to Your ORCID Profile: Even if it hasn’t appeared in a major database yet.
   • How To: Go to the “Works” section of your ORCID profile. Add the new publication. If a DOI has been assigned to the preprint or even the draft, use it. Otherwise, add it manually, setting the publication status to “Accepted” or “In Press” and including the journal, title, and anticipated publication date/details if known.
   • Why: This keeps your ORCID profile current and serves as a verified record of upcoming publications, which can be useful for applications or funding proposals even before formal publication.
   • Example: After her article for “Scientific Insights” is accepted, Sarah immediately adds it to her ORCID profile, marking its status as “Accepted” and including the journal name and title. When the article is officially published and indexed, the ORCID system will often automatically update the entry with the full bibliographic details and DOI.
2. Verify Automatic Updates: Many publishers are now integrated with ORCID and will automatically push your publication details to your ORCID profile upon publication, provided you linked your ORCID during submission. Always check your ORCID profile a few weeks after publication to ensure the work has appeared and its details are correct. If not, add it manually.

Common ORCID Pitfalls and How to Avoid Them

Even with careful planning, authors sometimes encounter issues with ORCID. Anticipating these can save considerable time and frustration.

Pitfall 1: Multiple ORCID iDs
* Problem: Some authors inadvertently create more than one ORCID iD, leading to a fragmented record. This often happens if they register through different institutional portals or forget they already have an account.
* Solution: If you suspect you have multiple iDs, do not create another. Instead, log in to the ORCID website. There is a “Merge Accounts” feature under your account settings. This allows you to consolidate all works and information into one primary ORCID iD. Always use the same primary email for consistency across platforms.

Pitfall 2: Incomplete or Outdated Profile
* Problem: An ORCID iD that links to an empty or severely outdated profile diminishes its value. Publishers may question your attention to detail or struggle to verify your credentials.
* Solution: Treat your ORCID profile as a living document. Schedule a quick review every quarter or after significant career milestones (new job, major publication, grant award). Ensure all relevant sections (employment, education, works) are current and comprehensive.

Pitfall 3: Incorrect Visibility Settings
* Problem: Setting key profile information (e.g., name, primary email, works) to “Only Me” or “Trusted Parties” effectively hides it from publishers attempting to verify your identity or affiliations during submission.
* Solution: For submission purposes, ensure your name, primary email, and published works are publicly visible (“Everyone”). You can maintain more granular control over other, less critical sections. Remember, the goal for submission is transparency and discoverability.

Pitfall 4: Mislinking or Manual Entry Errors
* Problem: Copy-pasting the wrong ORCID iD or making a typo during manual entry can mean your submission is linked to the wrong person, or simply fails validation.
* Solution: Always copy directly from your ORCID profile page. If manually entering, double-check every digit. Use the “Login with ORCID” button whenever available in submission systems, as this automates the process and reduces human error.

Pitfall 5: Neglecting ORCID for Non-Journal Submissions
* Problem: Some writers believe ORCID is only for academic journal submissions. However, its utility extends to grant applications, book proposals, and even some professional content platforms.
* Solution: Make it a habit to provide your ORCID whenever a field is available for an author identifier, even if it’s not explicitly required. This reinforces your identity across all your professional activities.

The Strategic Value of ORCID: Beyond the Submission Form

Understanding ORCID for submission isn’t merely about completing a form. It’s about strategically managing your professional identity and maximizing the impact and discoverability of your work.

Enhanced Networking and Collaboration: Your ORCID profile serves as a central hub where potential collaborators, editors, and reviewers can find your complete professional history. Clear interests and a comprehensive publication list on your profile can attract relevant opportunities.

Streamlined Grant Applications: Many funding bodies now require ORCID. A well-maintained profile pre-populates sections of grant applications, reducing the administrative burden and ensuring consistency.

Future-Proofing Your Career: As scholarly communication becomes increasingly digital and interconnected, a persistent identifier like ORCID ensures your contributions remain discoverable and accurately attributed throughout your career, regardless of institutional changes or platform evolution. It’s an investment in your long-term professional legacy.

Building a Reputable Digital Presence: Your ORCID profile complements other professional online presences (e.g., LinkedIn, institutional faculty pages). It provides a verified, standardized record of your output, lending credibility that standalone personal websites might lack.

In sum, for any writer producing intellectual or scholarly content, ORCID is no longer optional; it’s a fundamental component of professional practice. By registering, diligently populating, and strategically integrating your ORCID iD into every submission, you’re not just adhering to modern requirements; you’re actively building a robust, discoverable, and accurate professional identity that will serve you throughout your career. Invest the time now to master ORCID, and you’ll reap the benefits of professional clarity and enhanced impact far into the future.