Before a dissertation defence, researchers spend months refining their text, preparing answers to committee questions, and gathering documents. And almost no one thinks about the fact that the committee has already looked you up online.
While you are preparing your presentation — members of the council are opening Scopus and looking at your profile. What exactly they see there, what they check, and what could become a problem — we break it down point by point.
What Is a Scopus Author Profile and How Is It Created
A Scopus Author Profile is a researcher's public page in the Scopus database. It is created automatically once the author's first publication is indexed in Scopus. No separate registration is required — the Elsevier system generates the profile automatically based on data from publications.
Each profile receives a unique Scopus Author ID — a permanent numerical identifier that does not change even if the author publishes under different name variants or changes their workplace.
What the Committee Sees in Your Profile
The public profile (Scopus Author Details Page) is accessible without registration via the free Scopus Preview. This is what any outside person sees — including members of the attestation council:
- Full name and all spelling variants;
- Affiliation — current institution and previous workplaces;
- Number of publications indexed in Scopus;
- H-index;
- Total number of citations;
- List of recent publications;
- Linked ORCID iD (if connected);
- Co-authors and subject categories.
Important
Without a subscription, the committee can only see the first 10 documents in the full list. The complete list of publications is accessible via institutional access or after logging in. If you have 30+ articles — make sure that your key publications are displayed correctly at the top of the list.
ORCID: Why It Is Needed and What Is Checked There
An ORCID iD is an international unique researcher identifier in the format 0000-0000-0000-0000. Registration at orcid.org is free and takes 5 minutes.
The main value of ORCID is that it solves the problem of identical names and different transliterations of a surname. If your surname can be written five different ways in English — the ORCID iD always remains the same.
For a detailed step-by-step guide: ORCID: Instructions for Use.
Requirements of the Ministry of Education and Science of Ukraine Regarding ORCID
Order of the Ministry of Education and Science No. 1220 dated 23.09.2019 (as amended in 2024) requires that the author's ORCID be indicated in scientific publications. For Category A professional journals (Scopus/WoS), having an ORCID is a de facto mandatory requirement.
In practice, the attestation committee:
- verifies that the ORCID is indicated in the applicant's publications;
- may use the ORCID profile for cross-checking authorship — especially if questions arise regarding duplicates in Scopus or incorrect affiliation;
- the absence of ORCID in publications raises questions, even if there is no explicit prohibition in the documents.
What the committee sees in the ORCID profile
Name, affiliation, list of publications (only those the author has added or imported themselves). Unlike Scopus, ORCID does not automatically calculate the h-index and citation count — it is only a registry of identity and publications.
What the Committee Specifically Checks at the Defence
Number of Publications: Strict Ministry of Education and Science Requirements for 2024–2026
The main check is not the h-index or the number of citations, but the existence of publications in accordance with regulatory requirements. Requirements are governed by Resolution of the Cabinet of Ministers No. 44 dated 12.01.2022 and amendments introduced by Resolution of the Cabinet of Ministers No. 507 dated 03.05.2024.
Doctor of Philosophy (PhD)
| Requirement | Standard |
|---|---|
| Minimum number of publications in total | at least 3 |
| Of which: in professional journals of Ukraine | at least 1 |
| Of which: in an EU or OECD publication | at least 1 |
| Of which: in Scopus and/or WoS | at least 1 |
| Publication in Q1/Q2 (from 01.09.2024) | counts as 3 publications |
| Publication in Q3 | counts as 2 publications |
Doctor of Science
| Requirement | Standard |
|---|---|
| Minimum number of publications in total | at least 20 |
| Of which: in Scopus and/or WoS (from 01.09.2024) | at least 5 |
| Publication in Q1/Q2 | counts as 3 publications |
| Publication in Q3 | counts as 2 publications |
| 10 publications in Q1/Q2 | permits defence in the form of a scientific report |
For more details on all requirements: How Many Publications Are Required for a PhD Defence in 2026: A Complete Guide for Ukrainian Researchers.
Journal Quartile: A Mandatory Check
The quartile (Q1–Q4) directly affects the "weight" of a publication at the defence. It is determined according to the SCImago Journal Rank (SJR) or Journal Citation Reports (JCR) classification for the year of publication or the preceding year.
Where the committee checks the quartile:
- SCImago: scimagojr.com
- Scopus Sources: scopus.com/sources
- Web of Science / JCR: clarivate.com
How to use SCImago to check a journal: SCImago Guide: What It Is and How to Use It.
Journal Status at the Time of Defence
The committee checks the current status of the journal in Scopus — not only at the time of publication, but also at the time of the defence. If the journal has been removed from Scopus — questions arise regarding the acceptance of the publication.
| Situation | Consequence |
|---|---|
| Journal removed, articles remained in the database | The article is in Scopus, but the committee sees that the journal is inactive — questions may arise |
| Journal removed, articles deleted retroactively | The publication is no longer in Scopus — effectively not counted |
A Concerning New Practice in 2024–2025
Scopus has recorded retroactive article removals — meaning that even already-indexed materials from journals were removed following their exclusion. This means that "the article was in Scopus" is no longer a guarantee that it will remain there by the day of the defence.
How publishers manipulate indexation: How Ukrainian Researchers Are Deceived by Journals Indexed in Scopus.
How the Committee Verifies the Fact of Indexation
The standard verification procedure is a direct check via Scopus:
- Search for the journal by ISSN or name via scopus.com/sources — if there is an end date in Coverage Years, the journal has been removed;
- Search for the publication via Scopus Document Search by article title or DOI;
- Comparison with the author's profile.
The Key Rule
An article is counted as "in Scopus" only if it has actually appeared in the database with an EID record (document identifier). The status "accepted for publication" or "in press" is not proof of indexation. After Scopus receives the file from the publisher, indexation takes up to 4 days, but the delay between acceptance and publication can be several months.
How Scopus decides which journals to trust: How Scopus Evaluates and Accepts Journals: What Actually Influences the Decision.
Common Problems Identified by the Committee
1. Duplicate Scopus Author IDs
A very common situation. Scopus algorithms may recognise one author as two different people — due to different name spelling variants (Cyrillic / Latin, abbreviations), a change of affiliation, or the absence of an ORCID.
Why this is critical: if your publications are "scattered" between two profiles, the committee sees an underestimated h-index and an incomplete list of works. Merging the profiles is mandatory before the defence.
2. A Publication Is Linked to Someone Else's Profile
An article may be linked to another author with a similar name — a particularly common problem for researchers with common surnames. This is corrected via the Author Feedback Wizard in Scopus. Processing time — 17–21 working days.
3. The Article Is "In Press" — Not Yet Indexed
If an article has been accepted by the editorial office but has not yet appeared in Scopus with an EID record — it is not counted. Check for the DOI and the record in Scopus Document Search at least 2–3 weeks before the defence date.
4. Discrepancies Between ORCID and Scopus
The ORCID profile is filled in manually and may not reflect all publications present in Scopus. A committee comparing both profiles may raise questions about the discrepancies. It is recommended to synchronise the profiles before the defence.
How to Get Your Profile in Order Before the Defence
1. Merge Duplicate Scopus Author Profiles
Via the Scopus Author Feedback Wizard (available after logging in at scopus.com):
- Search for your name in Author Search.
- Select all profiles that belong to you.
- Click "Request to merge authors."
- In the Wizard, select your preferred name variant, current affiliation, and confirm the list of documents.
- Click "Submit request."
Processing time: 2 to 4 weeks (up to 21 working days).
Step 2. Synchronise ORCID and Scopus
From the Scopus side: log in to scopus.com → find your profile → click "Connect to ORCID" → log in at orcid.org and confirm the connection.
From the ORCID side: log in at orcid.org → in the Works section → "Add works" → "Search & Link" → "Scopus to ORCID" → select publications and send to ORCID.
After synchronisation, changes are reflected within 2–4 weeks.
Step 3. Verify That All Articles Are in the Profile
- Articles in Scopus but absent from your profile → add via the Author Feedback Wizard ("Add documents" function).
- Articles absent from the Scopus database entirely → submit a request via Elsevier Support (service.elsevier.com/supporthub/scopus), reason: "Add Missing Document." Include: the article title, DOI, journal ISSN, and PDF of the article.
Important
It is not possible to manually add a publication to Scopus if the journal is not part of Scopus or the article does not meet the coverage criteria. The request is reviewed by specialists and is not guaranteed.
Step 4. Check the Quartile and Status of Journals
For each journal in which you have publications:
- Scopus Sources (scopus.com/sources) — current status and coverage years;
- SCImago (scimagojr.com) — Q1–Q4 quartile for the year of publication;
- Check whether the journal is "under review" by CSAB — this is a sign of possible future removal.
Approximate Timeline for Profile Preparation
| Action | Processing Time |
|---|---|
| Merging duplicates (merge) | 2–4 weeks |
| Adding a publication to the profile (Author Feedback Wizard) | 17–21 working days |
| Request to index a missing article in Scopus | 17–21 working days (or more) |
| ORCID ↔ Scopus synchronisation | 2–4 weeks to reflect |
| Indexation of a new article after publication | up to 4 days after the publisher submits the file |
The Key Recommendation
Begin getting your profile in order no later than 3 months before the defence. All procedures in Scopus take time, and "fixing things a week before the defence" is not realistic.
If you are also planning to obtain an academic title: Requirements for Obtaining the Academic Title of Professor in Ukraine.
Official Sources and Regulatory Framework
| Document | Content | Where to Find |
|---|---|---|
| Resolution of the Cabinet of Ministers No. 44 dated 12.01.2022 | Procedure for awarding the degree of Doctor of Philosophy | kmu.gov.ua |
| Resolution of the Cabinet of Ministers No. 507 dated 03.05.2024 | Amendments to publication requirements for doctoral studies | kmu.gov.ua |
| Order of the Ministry of Education and Science No. 1220 dated 23.09.2019 (ed. 2024) | Requirements for publishing dissertation results | naqa.gov.ua |
| Scopus Author Feedback Wizard | Merging profiles, adding documents | service.elsevier.com/supporthub/scopus |
| Scopus Sources | Checking journal status and quartile | scopus.com/sources |
| SCImago Journal Rank | Q1–Q4 quartiles | scimagojr.com |
| ORCID | Registration and profile management | orcid.org |
Conclusion
A Scopus Author Profile is not simply a page in a database. It is your academic reputation in digital form, and the committee opens it before you even step up to the podium.
The good news: most profile problems are solvable. Duplicates can be merged, publications can be added, and ORCID can be synchronised. The bad news: all of this takes time. Weeks, and sometimes months.
The minimum pre-defence checklist:
- Check whether you have any duplicate Scopus Author IDs.
- Make sure that all your publications are displayed in the profile.
- Synchronise ORCID with Scopus.
- Check the current status and quartile of every journal in which you have publications.
- Make sure the article has actually been indexed in Scopus with an EID record — not simply accepted by the editorial office.
If you do this 3 months before the defence — you will have time to calmly correct everything you find. If you do it a week before — you will not.
