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Data Limitation Notes

• SUL-Pub harvests publications for all active Stanford researchers. When a researcher leaves Stanford, SUL-Pub retains the harvested publications but sets the capActive field to False so no additional publications are harvested. The RIALTO orgs app harvests organizational data from the Profiles API. If a researcher is no longer employed by Stanford, the Profiles API will not retain their organizational data. This means that we will have publications from SUL-Pub from researchers who are not found in the authors.csv file exported from the RIALTO orgs app. We can count the total number of publications and contributions but we won't know the School, Department, or Academic Council status of the researcher so reports that make use of these fields will not include publications where these fields are empty. The farther back in time we go, the more likely we are to find researchers that are no longer employees of Stanford e.g. there are more researcher who have left Stanford since 2015 than there are researchers who have left Stanford since 2016. Consequently, the issue is compounded the farther back in time we go. This needs to be accounted for when we interpret reports e.g. Are Medical School publications increasing year over year? The answer to this will be influenced by the fact that we are more likely to throw away publications from earlier years since we don't have organizational data for the authors of those publications.

Profiles Filtering of People

All people within Stanford get a profile automatically. However, there are those who will get a type of Profile called a Registry profile that does not have the Publications profile section or options. For those who do get a full profile and the publication section, which includes faculty, staff, graduate students, postdocs and providers (physicians, Med residents and fellows, and APPs), the publication import is set to on or off by default dependent on their role. For Faculty and Postdocs, the publication import setting is on by default. For all others, it is off by default and they have to manually turn it on if desired.

If the researcher's affiliations are faculty or postdoc, they have the publication section and the import will be turned on by default. If they are 'Staff', they have the section but the import will not be turned on by default. If they are Academic Staff, then it depends. Some we treat as faculty and they get a faculty profile with the import turned on by default and others get a Staff profile where it is off by default.