Onboarding a New OSC Member

After a new member has been accepted to the OSC, several administrative tasks must be completed to fully onboard them.

The onboarding process goes beyond creating the member’s profile page on the website and ensures that the member is integrated into OSC records, communication channels, and bibliometric tracking systems.

Onboarding Checklist

After accepting a new member, complete the following tasks:

How to Onboard a New Member?

Click through the following tabs to read the details and instructions involved in each item of the checklist:

Here is the Google Sheet used to collect and store the information on each OSC member:

To add to the spreadsheet, follow these steps:

  1. Select the appropriate worksheet:

    • OSC-Mitglieder for LMU and associated members.
    • Fellows for OSC fellows.

  2. Insert a new row in alphabetical order according to the member’s last name.

  3. Enter information in columns A–C.

  4. Copy the formula in column D from the member directly above by dragging the cell down.

  5. Complete the remaining columns using the information provided in the onboarding email.

Past Members

When a member leaves the OSC:

  1. Remove their entry from the OSC-Mitglieder sheet.

  2. Add the member to the Past Members sheet.

ImportantAddition to the Newsletter

Take note of all newly added members in the OSC assistants document under the Newsletter section.

“New Members & Fellows” is a recurring category in the OSC Newsletter.

Here is the Google Sheet used to collect and store publications information of each OSC member:

To add the bibliometrics of a new member, follow these steps:

  1. Check whether the member already exists by searching the sheet for the member’s last name. A member is considered to already exist in the system if at least one of their entries has a 1 in both of the first two columns. If the member is already present, simply add any additional OpenAlex IDs if necessary. If the member is not present, continue with the next step.

  2. Find the OpenAlex Author ID on the OpenAlex website. Search for the person by name, affiliation, publications, or research field. In the search results, click the person’s name and then select Author profile. The URL of the profile page corresponds to the OpenAlex author ID.

Example:

https://openalex.org/authors/A5061123357
TipAlternative Method: Using the R Script
  1. Open 01b-Add_members.R.
  2. Modify the search string.
  3. Run the script.
  4. Inspect the results object to identify the correct OpenAlex author ID.
  1. Add the information to the OSC Author List. Add one row for each valid OpenAlex ID.

The following cells must be updated:

Column Information
A Enter 1
B Enter 1
C Enter the osc_id
E Enter the OpenAlex ID
G Enter the official display_name

Creating the osc_id

The osc_id must:

  • be unique for each OSC member;
  • remain consistent across all entries for that member.

General rule:

  • Use the member’s last name only.
  • If multiple members share the same last name, append the first initial.

Examples:

Schulz
SchulzC
SchulzE

Formatting the OpenAlex ID

Use the following format:

https://openalex.org/A5061123357

Important: The ID must:

  • contain a capital A;
  • not contain /authors/.

Example:

https://openalex.org/A5061123357

Special Cases

If the Person Already Exists

Simply add the new OpenAlex ID.

Example:

1 | 1 | lastname | lastname firstname | OpenAlex ID | firstname lastname

Add the new member to all relevant OSC mailing lists.

The exact mailing lists and access procedures should be obtained from Malika.

A profile page should be created for every new member.

For detailed instructions, see:

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