Onboarding an OSC Member

When onboarding a new member, after adding their profile page to Fiona, the following tasks need to be done to complete the onboarding process:

Updating the Member Management Sheet

Click here to go to the Member Management sheet.

For this sheet, follow these steps:

  1. Choose the correct sheet/tab (OSC-Mitglieder for LMU and Associated members, or Fellows)
  2. Add a new line in the table where the last name of the new member belongs alphabetically
  3. Type in column A-C
  4. Pull down column D from the member above the one you’re adding
  5. Fill in all the other columns with the information provided in the initial email

For past members: remove the line from the OSC-Mitglieder for LMU and Associated members and add it to the “Past member” sheet.

ImportantAddition to Newsletter

Also, take note of new added members in the OSC assistants doc under “newsletter” because “new members & fellows” is a category in the OSC Newsletter.

Updating the Members Publication (Bibliometrics)

Click here to go to the Members Publication sheet.

For this sheet, follow these steps:

  1. Check is the person is already added there (search fort the last name). A person is only added if at least one ID has a 1 in the first two rows; if not added yet, continue.
  2. Find the OpenAlex author ID for the new member. Two possible routes (the first option is recommended):
  • Go to the OpenAlex website, search for the person (by name, affiliation, specific works, field of study, etc). At the search result page, click on the elliptic person name –> “Author profile” on bottom right. The URL of that page is the OpenAlex author id (in the format https://openalex.org/authors/aXXXXXXXXXX)
  • Go to 01b-Add_members.R, change the search string, retrieve OpenAlex author ids. Scan the results object for the proper author IDs of the new member.
  1. Add the information to the OSC-authorlist Google sheet. One line for each valid OpenAlex ID. You need to change 5 cells:
  • Enter the osc_id (column C): Make sure, that the osc_id is unique and consistent for each OSC member (i.e., that not multiple osc_ids exist for a single member, and that multiple members with the same last name do not have the same osc_id). Generally use the last name only (you can use umlauts); in case of same last name, add the initial of the first name (as in SchulzC and SchulzE)
  • The OpenAlex ID (column E). You must use a capital “A”, and the link without “authors” such as: https://openalex.org/A5061123357 and not https://openalex.org/*authors*/a5061123357
  • The official display_name (column G)
  • Add a “1” to column A
  • Add a “1” to column B

If Person is found, add OpenAlex ID to the sheet: 1,1, lastname, lastname firstname, ID (just copy the link), firstname lastname

If no ID has been found, add to the second sheet “members without OpenAlex ID“

If more than one person is mixed in one OpenAlex ID, continue as with no ID but also request a change to the ID outlining the mistake at https://help.openalex.org/hc/en-us/requests/new

Adding to the Mailing Lists

Creating a Profile Page on the OSC Quarto Website

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