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Three tips for managing Scopus organization profiles for complex institutions

2021๋…„ 9์›” 15์ผ

์ €์ž: Linda Willems, Henri Bretel

Universite Paris Saclay RSZ

In this case study, Bibliometrics Officer Henri Bretel shares the key lessons heโ€™s learned during his time with Franceโ€™s Universitรฉ Paris-Saclay

In his role as Bibliometrics Officer at Universitรฉ Paris-Saclay, Henri Bretel* works with Scopus on a daily basis. When he isnโ€™t using the universityโ€™s Scopus organization profile to generate metrics, heโ€™s working to refine the profile or review his institutionโ€™s data in the various international university rankingsโ€”a number of which use Scopus data.

While the tasks in Henriโ€™s role may seem straightforward, the ever-changing structure of Universitรฉ Paris-Saclay is quite the opposite. โ€œWe are big, complex and never stop evolving,โ€ explains Henri.

Universitรฉ Paris-Saclay was established in 2019, uniting 14 higher education and research institutions in the south-west region of Paris, France: three old universities, four engineering schools, and seven research organizations. Henri is the first to admit that the structure and logistics can get quite complicated. For example, while the universities and engineering school have their own diplomas, curricula, grants and autonomy, the masterโ€™s degrees and PhDs are delivered by the Universitรฉ Paris-Saclay and are jointly operated by the institutions.

Henri Bretel

For Henri, that means working in partnership with his Elsevier consultant to keep the hierarchy and publication data in Scopus up to date and respond to the requests and requirements of various internal partners.

What is a Scopus organization profile?

It is a complete picture of your organizationโ€™s scholarly output. Developing a profile is a joint effort.

Provided by Universite Paris-Saclay

Capturing the hierarchy of Universitรฉ Paris-Saclay in Scopus

Universitรฉ Paris-Saclay and its various component institutions comprise a single organization profile in Scopus. What does that mean in practice? In the case of theย Documents, whole institutionย figure in the screenshot below, it means it captures documents from both the core university (the parent), its component institutions (the children) and any alternate names those institutions are known by.

Affiliation details for Universite Paris-Saclay

According to Henri, building the organization profile with Elsevier was a long and careful process as the status of the 14 institutions varies: โ€œSome have already merged with Universitรฉ Paris-Saclay, while others still exist as independent universities that also need their own profile. And our laboratories are usually shared with other research organizations, so we have to be careful we donโ€™t incorrectly claim their publications.โ€

Henriโ€™s tips for managing an organization profile for a large or complex institution

Tip #1: Want to add an alternate name or change a name or address? Use the Institution Profile Wizardโ€™s Modify profile option

The Scopus Institution Profile Wizard, also known as the IPW, is a tool that enables authorized users at your university to submit organization profile change requests to the Scopus Institutional Correction Team. You can select from three options:

  • Modify hierarchy

  • Modify profile

  • Create profile

Depending on the complexity of the request, changes are processed within a few days to two weeks. According to Henri, the IPW was built by Elsevier to support Universitรฉ Paris-Saclay with its multiple change requests when the new university launched.

Scopus Institutional Profile Wizard

Henri says: โ€œItโ€™s a user-friendly interface and with theย Modify profileย module, you can submit change requests for your organization. In my experience, most of the time the IPW is a quick and easy way to add a new alternate name or remove an affiliation that is causing false positives to appear.

โ€œYou can also change names and addresses quite easily; you just need to provide some evidence to support the changes you are requesting.โ€

Tip #2: Looking to make complex or multiple changes? Consider taking another route

When it comes to adjusting the hierarchy of Universitรฉ Paris-Saclayโ€™s organization profile, Henri often turns to his consultant for help. โ€œWhile theย Modify hierarchyย module in the IPW is very powerful, in addition to our university profile and 14 institution profiles, we have 300 laboratory profiles โ€“ which, in some cases, we share with other institutions โ€“ so itโ€™s not always the best option for us.โ€ He also contacts his consultant if the change he needs is urgent: โ€œFor example, if I need really clean data for an international ranking.โ€

If Henri has multiple change requests, he finds it beneficial to use the Excel template his consultant has given him. โ€œIt lets me do the exact same changes as the IPW, but without the user interface, and I can then discuss the changes with my consultant.โ€

If your organization is particularly large or complex, Henri recommends using an Excel template to:

  • Submit multiple organization changes at the same time

  • Request the addition of a profile to your organization following a merger

  • Add alternate names that are considered outside your institution

  • Create new affiliation profiles (even if they have existing publications)

Tip #3: Donโ€™t forget to regularly check your Scopus organization profile and hierarchy

Henri explains: โ€œItโ€™s important to keep an eye on whatโ€™s changing as 1) the database evolves pretty quickly, and 2) in my case, my institution is evolving too. He adds: โ€œAfter any change, don't forget to check whether it appears in your SciVal profile. If it doesnโ€™t, you can request a new synchronization.โ€

Universitรฉ Paris-Saclay by the numbers

  • Offers 67 masterโ€™s programs

  • Is home to 10 percent of doctoral candidates in France

  • Produces over 12,000 scientific publications every year

  • Has spawned 10 Fields medalists

  • Represents 13 percent of French R&D

  • Ranks 1st in France and 3rd in Europe for ERC grants

  • Has generated 300 new start-ups since 2004

Chatenay-Malabry library

Library of Chatenay-Malabry, Provided by Universite Paris-Saclay

*Henri shared his case study at Elsevierโ€™s virtualย Pan-European User Conference for SciVal & Scopus. The 630+ live attendees included university research officers, librarians and strategy specialists from more than 41 countries in the region. It was the first Europe-wide event of its kind, set up in response to interest from Scopus and SciVal users about how best to measure and understand the impact of COVID-19 on their research activities.

๊ธฐ์—ฌ์ž

HB

Henri Bretel

He has been in charge of the bibliometrics for the university since 2018. His role is to define, produce and verify bibliometric data for international rankings and institutional research management.

Universitรฉ Paris-Saclay in France