How to Add ORCID ID to Conference Submission: Complete Guide

Submitting a research paper to an academic conference today goes beyond simply filling in personal details or uploading your manuscript. Global research community has expanded dramatically, and many researchers share similar names or affiliations. Proper author identification has become essential to avoid misattribution and ensure accurate recognition of contributions.

The ORCID ID (Open Researcher and Contributor Identifier) provides a 16-digit, globally unique identifier that links your scholarly work directly to your identity. Conferences, publishers, and digital libraries use ORCID IDs to improve metadata quality, streamline indexing, and enhance the discoverability of your research.

Many conferences now require authors to provide an ORCID ID because it guarantees accurate attribution, minimizes duplication errors, and creates a permanent digital record of your contributions. It also allows co-authors, reviewers, and organizers to verify authorship quickly and reliably. By understanding how to create, manage, and include your ORCID ID, you can save time, prevent mistakes, and ensure your work receives proper recognition across global research databases.

What Is an ORCID ID and Why It Matters for Conference Submissions?

An ORCID ID is a persistent digital identifier that distinguishes researchers from one another. Unlike traditional author names, which may vary across publications or affiliations, an ORCID ID remains constant and uniquely identifies you.

Why ORCID Is Essential for Conferences:

• Disambiguation of Authors: Names can be common, abbreviated, or transliterated differently across countries. ORCID ensures your work is attributed correctly.

• Automatic Linking to Research Outputs: Conference papers, datasets, peer reviews, and publications can automatically link to your ORCID profile.

• Integration With Publisher Systems: IEEE, Springer, Elsevier, ACM, and other publishers use ORCID to track contributions and maintain metadata consistency.

• Support for Grant Applications and Funding: Funding agencies increasingly require ORCID IDs for tracking the outcomes of research projects.

• Enhanced Discoverability: Your ORCID profile consolidates all your research work in one place, making it easier for collaborators, reviewers, and potential employers to identify your contributions.

• Permanent Academic Identity: Even if you change your institution, country, or name, your ORCID ID remains constant, providing a long-term digital footprint.

ORCID ensures that your contributions are permanently linked to you, improving credibility, discoverability, and professional recognition.

How to Create an ORCID ID Step-by-Step (For Researchers & Students)

Creating an ORCID ID is free, fast, and globally recognized. A complete ORCID profile enhances your academic visibility, ensures proper author identification, and streamlines submissions to conferences, journals, and digital repositories. Follow this detailed step-by-step process to create and manage your ORCID ID effectively:

Step 1: Visit the ORCID Website

Start by visiting the official ORCID registration page. Always use a secure and stable internet connection to avoid interruptions during registration.

• Preferably, register with a valid institutional email address if available. Many conferences, publishers, and academic platforms require institutional verification to link your profile to your organization.

• Avoid using temporary or personal-only emails for professional profiles, as this can cause difficulties in verification and integration with journals and databases.

• Familiarize yourself with ORCID’s privacy policy and terms of use during this step to understand how your data will be managed.

Step 2: Fill in Your Details

Once you open the registration page, ORCID will ask for essential personal details. Fill in the following information accurately:

• Full name as used in publications – Ensure consistency with previous research publications to avoid misattribution. Include middle names or initials if used professionally.

• Primary email address – This will be the main contact for notifications and verification.

• Password – Create a strong password to protect your account. ORCID recommends using a mix of letters, numbers, and special characters.

• Optional secondary email – Adding a backup email ensures account recovery in case of password loss or email issues.

Providing accurate and complete information at this stage ensures that your ORCID ID will reliably link your identity to all your scholarly outputs.

Step 3: Verify Your Email

After registration, ORCID will send a verification email to the address you provided.

• Open your inbox and click the verification link immediately.

• If you do not verify your email, your ORCID ID will remain inactive, and you may face issues when linking it to journals, conferences, or funding agencies.

• Check your spam or promotions folder if you do not see the email within a few minutes.

Email verification confirms your identity and activates your permanent ORCID ID.

Step 4: Access Your Unique ORCID ID

Once your email is verified, ORCID will generate your unique 16-digit identifier in the format:

0000-0002-XXXX-XXXX

• This identifier is permanent and will not change even if you change your name, institution, or country.

• Use this ORCID ID consistently in all research submissions, conference registrations, journal articles, and grant applications.

• Your ORCID ID acts as a digital fingerprint for your academic work, helping databases, search engines, and institutions distinguish your research contributions from others with similar names.

Step 5: Complete Your Profile

A complete ORCID profile maximizes your visibility and ensures accurate recognition of your work. Include the following sections:

• Academic positions – List your current and past positions to provide a professional history.

• Affiliations and institutions – Add all institutions you are affiliated with, including universities, labs, or research centers.

• Research interests – Mention keywords or fields of research to improve discoverability in searches.

• Publications – Add your journal articles, conference papers, books, or other scholarly outputs. ORCID allows linking with databases like Scopus, Crossref, or PubMed for automatic updates.

• Grants and funding information – Include ongoing or completed grants to highlight research impact.

• Projects and datasets – Showcase projects, datasets, or repositories associated with your research.

• Awards and achievements – Highlight professional recognition, scholarships, or honors received.

Completing your profile fully ensures that your contributions are discoverable, verifiable, and attributed correctly across global research platforms.

Step 6: Set Visibility Preferences

ORCID allows you to manage the visibility of each section of your profile:

• Set your profile visibility to “Everyone” to allow conferences, publishers, and indexing services to verify your information.

• You can selectively make some sections visible only to trusted parties or keep them private until needed.

• Public profiles increase your chances of proper attribution, prevent misidentification, and facilitate collaboration with other researchers.

Setting visibility correctly is crucial because many submission portals reject private ORCID IDs or cannot automatically verify incomplete profiles.

Step 7 (Optional): Link Your ORCID to Other Accounts

• ORCID allows you to link with your Google Scholar, ResearchGate, Scopus Author ID, or institutional repository accounts.

• Linking your accounts keeps your publication records synchronized, reduces manual entry, and ensures up-to-date author information across platforms.

Step 8: Use Your ORCID ID in Submissions

• Encourage co-authors to include their ORCID IDs to maintain transparency and proper attribution in multi-author publications.

• Include your ORCID ID in all conference, journal, and grant submissions.

• Most conference submission portals have a dedicated field for ORCID; simply copy your 16-digit ID or use the ORCID authentication login.

How to Add Your ORCID ID in Popular Conference Submission Systems

Different conferences use various submission platforms, each with its own way of including ORCID IDs. Providing your ORCID ID ensures accurate author identification, prevents misattribution, and improves metadata quality. Here’s a comprehensive guide for the most commonly used platforms:

1. Adding ORCID ID in EasyChair

EasyChair is one of the most widely used conference management systems across computer science, AI, and engineering communities. Many top-tier conferences rely on it for paper submission, review, and management.

Steps to Add ORCID in EasyChair:

1. Log in to EasyChair and Open Your Profile

• Use your registered email and password to log in.
• Navigate to your profile section, typically labeled “Your Profile” or “Account Information.”
• Ensure your name, affiliation, and email are accurate to prevent any mismatches with your ORCID profile.

2. Locate the ORCID ID Section

• Scroll to the Identifiers section in your profile.
• This section usually includes ORCID, ResearcherID, Scopus Author ID, and other identifiers.

3. Add Your ORCID ID

• You can either paste your 16-digit ORCID ID manually or use the “Connect ORCID” button for secure authentication.
• Using the authentication method reduces errors and automatically validates your ID.

4. Save Your Profile

• Click Save or Update to store the information.
• When submitting a paper, verify that your ORCID ID appears correctly in the author list.

Pro Tips:

• Once linked, EasyChair stores your ORCID ID for all future submissions, saving time.
• Encourage co-authors to provide valid ORCID IDs to prevent metadata inconsistencies.
• Regularly check that your profile is up to date, especially if you change institutions or affiliations.

2. Adding ORCID ID in CMT (Microsoft Conference Management Toolkit)

CMT is a popular submission platform for AI, computer science, and engineering conferences. Properly adding your ORCID ID here ensures that conference organizers can verify your authorship easily.

Steps to Add ORCID in CMT:

1. Log in and Access Your User Profile

• Enter your registered email and password.
• Navigate to User Profile or Account Settings, which holds your personal and professional details.

2. Locate the ORCID Input Field

• Look under sections like Identifiers or Professional IDs.
• Some conference organizers customize the placement, so check the profile thoroughly.

3. Enter Your ORCID ID Accurately

• Copy your ORCID ID directly from your profile (format: 0000-0002-XXXX-XXXX).
• Ensure no extra spaces or typos to avoid verification errors.

4. Use Direct ORCID Authentication (Optional)

• Some CMT installations allow you to authenticate directly via ORCID.
• This automatically fetches your verified profile data, reducing manual errors.

5. Save Your Profile Before Submission

• Always click Save to store the ORCID ID.
• Confirm it appears correctly in your profile and will be used in future submissions.

Pro Tips:

• Double-check the ORCID ID after saving to prevent mistakes.
• Ensure co-authors enter their ORCID IDs separately for accurate multi-author attribution.
• Keep your ORCID profile public to avoid verification failures.

3. Adding ORCID ID in OpenConf

OpenConf is a versatile platform used for multidisciplinary conferences and workshops. Some conferences using OpenConf may not have a dedicated ORCID field, so careful placement is necessary.

Steps to Add ORCID in OpenConf:

1. Enter ORCID in Author Information

• During submission, locate the Author Information or Profile section.
• Paste your ORCID ID in the dedicated field if available.

2. Use Author Notes or Biography Section (If No Field Exists)

• If no specific ORCID field is provided, include it in your Author Notes or Biography section.
• Clearly label it as your ORCID ID to help reviewers and organizers recognize it.

3. Include Co-authors’ ORCID IDs

• For multi-author submissions, add each co-author’s ORCID ID if the system allows multiple entries.

Pro Tips:

• Carefully read the conference-specific submission instructions, as ORCID placement may vary.
• Verify that your ORCID is correctly formatted and visible in the system before submission.
• Keeping ORCID in the biography ensures it is visible in proceedings and metadata exports.

4. Adding ORCID ID in EDAS

EDAS is commonly used in IEEE conferences and other engineering or technology events. Integrating ORCID with EDAS ensures that your ID is linked to all submissions, including camera-ready versions.

Steps to Add ORCID in EDAS:

1. Log in to EDAS and Open “My Profile”

• Use your registered credentials to access your profile page.

2. Navigate to Identifiers or External Accounts

• Locate the section labeled Identifiers, External Accounts, or Author IDs.

3. Add or Connect ORCID

• Click Add ORCID or Connect ORCID.
• Authenticate via the ORCID website by logging into your ORCID account.

4. Automatic Linking

• Once connected, EDAS automatically associates your ORCID ID with all your future submissions.

Pro Tips:

• EDAS ensures that your ORCID ID is included in both submission metadata and camera-ready versions.
• Always update your profile before submitting new papers to keep your author information accurate.
• Encourage co-authors to link their ORCID IDs in EDAS for proper multi-author attribution.

It is essential for authors to make ORCID an integral part of their submission workflow to maintain consistency, accuracy, and global visibility in academic research.

FAQs

1. What is the difference between ORCID ID and ResearcherID?

ORCID ID is a global, non-commercial identifier used across journals, conferences, and funding platforms to uniquely identify researchers. ResearcherID (from Web of Science) is specific to Clarivate Analytics and mainly used for indexing and citation tracking within the Web of Science ecosystem. ORCID can integrate with ResearcherID, Scopus Author ID, and Google Scholar to consolidate your academic profile

2. Can I have multiple ORCID IDs?

No. ORCID strictly allows one ORCID ID per researcher. Having multiple IDs can create confusion, duplicate records, and errors in publications or funding applications. If you accidentally created a second account, ORCID provides a merging option to combine profiles into a single ID.

3. Is ORCID ID free, and who can register for it?

Yes, creating an ORCID ID is completely free for all researchers, including students, faculty, and independent researchers worldwide. There are no fees for registration, linking to publishers, or adding publications. Institutions may offer optional premium services, but the ORCID ID itself remains free for everyone.

4. Can ORCID ID track all my past publications automatically?

Partially. ORCID allows you to import publications from databases like Scopus, CrossRef, and PubMed, and automatically updates new publications if linked properly. However, manually adding older publications or conference proceedings may be necessary for complete records, especially if they are not indexed in these databases.

5. How does ORCID ID improve research visibility?

ORCID consolidates all your research outputs, affiliations, and professional activities into a single digital profile. When publishers, funding agencies, and databases recognize your ORCID, your work is automatically attributed to you, reducing misidentification. This helps potential collaborators, institutions, and search engines discover your complete academic contributions.

6. Can I link my ORCID ID to social media or networking platforms?

Yes. While ORCID itself is a professional identifier, you can link it to platforms like ResearchGate, Google Scholar, Scopus Author ID, LinkedIn, and institutional profiles. This integration ensures that all your academic and professional activities are consistently connected to your verified identity.

7. Is ORCID ID required for journal submissions?

Increasingly, yes. Many international journals now require ORCID IDs for all authors to verify identity, avoid ambiguity, and facilitate metadata integration. Major publishers like Springer, Elsevier, Wiley, and IEEE mandate ORCID for corresponding authors and often for all co-authors as well.

8. Can ORCID ID be used for grant applications?

Yes. Funding agencies around the world, including NIH, NSF, EU Horizon, and UKRI, encourage or require ORCID IDs in grant applications. ORCID helps track researcher outputs, past grants, and affiliations, streamlining the evaluation and reporting process for funding bodies.

9. How secure is my ORCID ID and personal information?

ORCID takes data security seriously. Your personal information is encrypted, and you control privacy and visibility settings for each section. You can choose to make information public, visible to trusted organizations, or private. Only information marked as “public” can be accessed by conferences, publishers, or third-party services.

10. How do I correct mistakes in my ORCID profile or submissions?

Mistakes such as incorrect publications, affiliations, or ORCID formatting can be fixed by:

• Logging into your ORCID account and editing your profile directly.
• Using the “Claim Works” option for misattributed publications.
• Contacting conference support if your ORCID was entered incorrectly during submission.

It’s important to review your profile regularly to maintain accuracy and credibility in academic records.