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AffiliationSync: Institutional Affiliation Change Protocol Plugin

A WordPress/Drupal plugin installed on university research administration websites that automates the affiliation-change notification workflow. When a faculty member or postdoc marks themselves as 'changing institutions' in the system, the plugin automatically generates compliance checklists, notifies relevant publishers of the researcher's new affiliation, and tracks which papers need updating across preprint servers (arXiv, bioRxiv), institutional repositories, and publisher platforms.

PLUGIN

33 weeks • 70% confidence

Value Proposition

Shifts affiliation-change management from ad-hoc researcher burden to systematic institutional process; ensures no papers fall through cracks, reduces compliance risk for institutions, and creates a permanent audit trail for funder audits

Target Audience

Research administration offices, postdoc offices, and compliance teams at mid-to-large research universities (50+ annual faculty/postdoc transitions)

Key Features

  • Faculty/postdoc transition intake form (integrated with HR/payroll data to auto-populate old/new institution, effective date)
  • Auto-generated compliance checklist (which papers need updating, which publishers to contact, which preprint servers to notify)
  • Publisher notification template generator (auto-fills researcher name, paper DOIs, new affiliation)
  • And more, with full implementation detail...

Tech Stack

WordPress or Drupal (plugin framework) PHP (plugin development) MySQL (database) REST APIs (Elsevier, Springer, Wiley, PLOS, arXiv, bioRxiv)
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Original Problem

Academics uncertain about institutional affiliation requirements when changing positions between paper acceptance and publication

Researchers who change institutions between paper acceptance and publication face confusion about which affiliation to list, creating administrative friction and potential career visibility issues. Current solutions lack clear guidance, forcing academics to navigate conflicting publisher policies and institutional requirements without standardized procedures, leading to delays in publication and uncertainty about proper attribution.

Score: 17.5%