Profiles Project Frequently Asked Questions


Global Institutional Profiles Project — General
1. What is the Global Institutional Profiles Project?

Our aim with the Global Institutional Profiles Project is to develop a data source that provides the best informed and most effective resource to build profiles of universities and institutions around the world. The Profiles Project will create data-driven portraits of globally significant institutions, combining reputational assessment, scholarly outputs, funding levels, faculty characteristics and much more in one comprehensive database. Clarivate also brings a celebrated legacy of data transparency to the Profiles Project, operating with clear methodology and data gathering practices.

2. How many institutions are covered in the Profiles Project? How are they selected?

Currently the project includes nearly 800 institutions. There is no firm selection policy for inclusion or exclusion. We originally selected institutions with potential to be in the ranking based upon their performance in terms of publications and citations in 6 major subject areas. We have supplemented this list with institutions that have ranked highly in previous ranking exercises (both global and domestic). We have also utilized our local knowledge from Clarivate offices worldwide. Finally, we have compared the number of institutions per country to United Nations data on researchers per country and added additional institutions from those countries that we believe might be underrepresented. We will continually expand this list for more comprehensive collection of profiles across subjects and regions.

3. How and where will the Profiles Project data be published?

As we enter year seven of the Profiles Project, we’re happy to announce a growing number of initiatives that rely upon this data including:

  1. Clarivate InCites™, which provides benchmarking and analysis for nearly 750 of the world’s leading universities using a combination of citation metrics from Web of ScienceTM, factual information provided by participating institutions, and data from the annual Clarivate Academic Reputation Survey.
  2. Clarivate is the data provider for the U.S. News - Best Global Universities Ranking, produced to provide insight into how universities compare globally. The Best Global Universities rankings – which focus specifically on schools' academic research and reputation overall – can help students accurately compare institutions around the world.
  3. Clarivate is the data provider for the Round University Ranking, a ranking of leading world higher education institutions. RUR uses 20 indicators across four key dimensions of university activities: teaching, research, international diversity and financial sustainability.
4. Is there a cost associated with participation in the Profiles Project?

No, although there is an arguable cost of not participating in terms of the lack of institution visibility.

5. How can I stay informed about the Profiles Project?

For Profiles Project information, please visit:

Institutional Profiles Service
6. What is the InCites™ Institutional Profiles service?

The InCites™ Institutional Profiles service provides profiles for nearly 750 of the world’s leading institutions using a combination of citation metrics from Web of Science™, factual information submitted by participating institutions, and reputational data from the Clarivate annual Academic Reputation Survey. Institutional Profiles presents details on a wide array of indicators such as faculty size, reputation, funding, citation measures and more.

7. Which institutions are profiled in the IP service?

All Profiles Project participants who meet the minimum data submission and minimum publication rate requirements are included in the IP service.

8. How do institutions express interest in being profiled?

Institutions may express interest in being profiled by sending an email message to

9. How do institutions subscribe to the IP service?

Visit to complete an online inquiry form, or send an email message to

10. What data is included in the IP service?

The IP service includes profiles for more than 750 institutions. Profiles present details on a wide array of indicators such as faculty size, reputation, funding, citation measures and more. Detailed information about the service is available at

11. When is the data in the IP service updated?

The IP service data is updated once per year, typically in the fall.

Academic Reputation Survey
12. What is the Clarivate Academic Reputation Survey?

Through the annual Clarivate Academic Reputation Survey, academics around the world may highlight what they believe to be the strongest universities in their specific fields, both in teaching and research. With the ability to select from wide variety of academic disciplines and over 4,000 academic institutions, scholars have great latitude in pinpointing their reputational assessment. Respondents were selected based on their field of study, and to ensure the statistical rigor of the survey, it was circulated as invitation-only. The regional distribution for survey circulation follows the United Nations percentage estimates of global academic researchers by (sub) continent.

13. When is the Academic Reputation Survey run?

The survey is conducted annually in the months of April and May.

14. Where can I find information on the survey methodology?

15. How many researchers are invited to participate in the Reputation Survey?

Though the number varies a bit each year, roughly 1 million researchers receive an invitation to participate in the survey.

16. Can you tell me who from my institution received the Clarivate Academic Reputation Survey?

Because the survey is implemented by our partner, Ipsos Media CT, we cannot. IPSOS identified a large pool of academic contacts and statistically selected from within that contact pool to aim for a fair representation of the world’s regions and subjects. Furthermore, data protection legislation prevents us from disclosing the names of individuals or any detail of data that might make it possible to identify individuals. Survey invitations come from the domain You may wish to contact your IT department to prevent the emails from being blocked by spam filters.

Data Collection Portal
17. How do I gain access to the Profiles Project data collection portal?

The data collection portal URL is: Each university’s data collection representative will be assigned a username and password in order to access the portal.

18. I no longer know my data collection portal username and password. Where can I access this information?

To obtain your username and password, please contact your dedicated regional data editor. You may also send a message to

If you know your username, you may visit the home page of the portal and click on “Forgot Password?” An automated process will allow you to obtain a new password.

19. Can I save my work and come back to the Data Collection Portal at a later time?

You may stop and save data at any time and then return at a later time to continue your work. Once you are satisfied with the data you have entered, you will conduct the final data submission. Once you have completed the final data submission, you will no longer be able to alter any of the data. You will still be able to log into your account to review and print the submitted data.

20. Where can I find definitions of the data fields and the subject categories?

21. I selected the wrong currency at registration. What should I do?

Once selected, you cannot change the currency from within the data collection portal. Contact your regional data editor to have the currency selection changed.

22. I have submitted the data; is there any way I can change it?

If you need to alter data after you have made the final data submission in the data collection tool, please contact your regional data editor as soon as possible. Your editor can unlock your account to allow you to make changes.

23. Is there a print or PDF version of the data collection portal pages?

Yes, you may download a complete set of screen prints from

There is also a Print & Review feature within the tool itself; this will display a formatted report of all the data fields where you have supplied data, including the previous 4 years of data that you may have supplied.

24. Where can I find more help regarding the use of the data collection portal?

Guidelines and documentation are built into the collection portal pages. All support materials are available at:

You may also contact your regional data editor or send inquiries to

Institutional Data Collection
25. How is data collected for the Profiles Project?

Project data is collected using a Web-based data collection portal. A data collection portal account is created for each participating university. Universities will designate a single data collection representative, and account credentials are sent to that individual. Universities will work with a regional data editor to ensure timely data submission and to validate submitted data.

26. What is the timeline for completing the data collection task?

The data collection period typically begins in April and ends in May. Data validation exercises are conducted in June.

27. Clarivate is asking for a great deal of data, but we do not have the resources to supply all of it. What are the minimum requirements?

We appreciate that supplying data for this project can be a burden for your staff. We have some flexibility around the volume of data you submit, but the minimum requirements are in place to ensure a robust and fully comparable data set.

The more data you provide, the more informative your university profile will be. Note that data entered this year will be retained for next year’s exercise, as we are committed to maintaining continuity from one year to the next.

Please visit our support site to see a list of the Overall and Subject level minimum requirements.

28. The data collection tool allows for the collection of data that is essentially two years old. Why?

It is important to compare universities using data that represents the same year. Pre-project research indicated that, globally speaking, the most complete data available for all universities is from two years back.

29. What is the OVERALL category? Is it an aggregate of the broad subject categories?

In the “OVERALL” section you will submit data about your institution as a whole. This is not an automatically calculated sum of the broad subject categories and you are required to enter the data manually. It is essential that you complete the OVERALL section as completely as possible, even if the same data is not available for the subject categories. We recognize that reporting of information for different subject areas within your institution is not precise and that there may be some overlap between the different subject areas. Therefore we do not expect that the OVERALL information will be an exact aggregate of the different subject areas; but please ensure that it is an accurate representation of your institution as a whole.

30. For student counts are you asking for total number of students or just those that entered the institution that year?

It varies. We are collecting the following student information:

  • Number of students — total FTE number of all students at all levels enrolled at the university in a given year
  • Undergraduate student intake — total FTE number of first‐time or transfer students entering at the undergraduate level in a given year
  • Masters student intake — total FTE number of students entering your institution at the Masters level in a given year
  • Doctoral student intake — total FTE number of students entering your institution at the PhD level in a given year
31. It is challenging for us to provide accurate data as our records are not compatible with the Clarivate data definitions. Can you help?

The Clarivate data definitions were developed with the help of a panel of international advisors and are designed to collect information that is relevant in an international context. Consequently, these definitions may differ from the definitions used in particular geographical regions. Please use your own best judgment to provide data that is consistent with our data definitions. Please bear in mind that the data will be made publicly available. Should you have questions about how to interpret data definitions or report data, please contact your regional data editor or send an e-mail message to

32. May we provide a caveat statement explaining limitations or unique characteristics of our submitted data?

Yes. A caveat statement is available for each year, allowing for the optional entry of statements explaining or clarifying data. It is important to note that the statement should refer to the year the data is created rather than the year it is submitted. All caveat statements must be entered in English.

33. The Subject areas that are used in the Profiles Project are difficult for us to map to our university’s data. Do you have some guidelines?

Each of the Profiles Project six broad subject categories is divided into specific subjects. You may view a breakdown of the subject categories in Section 4 of the support materials — Subject Categories. The categorization of narrow subjects into the six broad subject categories serves as a guideline only, as structures and definitions of subjects across academic institutions globally vary greatly.

You may also consult the REGIONAL SUPPORT MATERIALS section of the support pages where you will find a list of subject mapping documents which map the Clarivate subjects to various regional subject mapping schema.

34. We can provide data for the overall institution, but are unable to provide a breakdown by subject category. What should we do?

We appreciate that some of the data will be difficult to provide at the subject level. Every effort should be made to provide the minimally required data for each subject level. Estimations are acceptable.

35. What do we do if we don’t have the data for a particular element?

Please leave the field blank. Leaving a field blank tells us that you choose not to supply the data whereas entering a “0” tells us that you do not have activity for that category.

36. What is the final data submission deadline?

There is no single deadline for everyone, as different regions have different deadlines. Please refer to the original e-mail message from your regional data editor for the specific date. We are in general looking to complete the data collection for all regions by late May.

37. We have more recent data available than what is requested in the data collection portal. Where can we enter this data?

Because the Profiles Project includes institutions from around the world, the available data collection portal years reflect what we have determined to be consistently and completely available from all institutions.

38. Who has access to institutional data?

Details are provided in the data collection portal Terms & Conditions, but essentially the intention is to make these data available as a profile of your institution to anyone who obtains the InCites™ Institutional Profiles service.

Data is also made available, in combination with Clarivate bibliometric data, to our Ranking partners. Though financial data submitted is used to create ranking metrics such as “institutional income per academic staff,” no financial data is shared with Ranking partners for the purpose of publicly displaying the submitted data.

39. Which publicly available sources do you use to pre-populate data?

Where possible, we have pre-populated university contact information using data found on the university website. We are obtaining teaching and research data from the following:

It is still necessary for institutions to check the pre-populated data before conducting the final submission. Where publically accessible data is available, we will also use these data sources to validation institutional data submissions.

40. Where can I find information on how the HESA data was gathered?

A HESA Data Pre-Population Methodology document is available upon request to

41. How are long-term permanent staff defined?

Academic staff should include permanent staff and staff that are employed on a long-term contract basis. For all of the data points being collected, we realize that interpretations by universities will vary somewhat. For academic staff, the stated distinction of “permanent staff and staff that are employed on a long-term contract basis” is there to discourage the reporting of temporary, short-term personnel. We are looking for a number that represents the overall, stable size of your academic staff.

42. Regarding degree programs, what is meant by “occupational programs?”

For universities in some regions, it is a bit confusing, as some refer to the skills of mechanics, electricians, etc., as “vocational.” Here are some web definitions to consider:

  • occupation is a field or an area of work, for instant; agriculture, business, medicine.
  • vocation is a specific work in an occupation e.g. building construction or electrical works in technical.

Occupational education comes in various forms. For example, students who plan to become plumbers or electricians often work as apprentices to get hands-on training, while others attend vocational schools to become certified nursing assistants, hairdressers or barbers.

In some regions, vocational education may be classified as teaching procedural knowledge. This can be contrasted with declarative knowledge, as used in education in a usually broader scientific field, which might concentrate on theory and abstract conceptual knowledge, characteristic of tertiary education. So one can see why, when we say to exclude “occupational professions,” this might be interpreted to include medical (and similar) students, which, of course, is not our meaning. Data representing all professional studies, e.g., medical, law, etc., should be included in the data collection process.

43. InCites™ Institutional Profiles service appear to rely on data regarding research publications and citations to those publications; from where does this data come?

IP service utilize the Clarivate Web of Science™ data, considered the gold standard by many evaluation bodies globally.

44. What are the Web of Science™ databases being used for citation impact scores and what are the selection criteria for the articles?

The following three Web of Science™ (WoS) databases are used with Articles, Reviews and Notes selected:

  • Science Citation Index Expanded (SCI-EXPANDED)
  • Social Sciences Citation Index (SSCI)
  • Arts & Humanities Citation Index (A&HCI)

To participate in the Global Institutional Profiles Project, a university should have at least 100 articles over a 5 year period. The time frame used is from X to Y where X = current year — 6 and Y = current year — 2. For the subject normalization we use the standard WoS 250 subject categories. Conference Proceedings Citation Index (CPCI) will not be used.

Work is done prior to the analysis to include all publications authored by each university, including those papers where the institutional affiliation uses alternative names, affiliated institutions, old names and other variants.

45. Many medical school clinicians also have a “post” or faculty rank. The Clarivate “academic staff” definition instructs not to include clinicians “unless they have an academic post.” Should these clinicians be included in the faculty count?

Clinicians who hold academic posts should be included in the academic staff counts. Every effort should be made to count the academic staff in terms of FTE, so if clinicians are serving in an academic capacity on a part-time basis, they should be counted as such.

46. Pertaining to European universities, how should we classify “diplom” awarded (for programs with a length of 5 years)?

Please use the definition given below to account for “diplom” awarded

  • Programs of five or more year’s duration preparing for a first degree/qualification should be included in this level if equivalent to master level program in terms of the complexity of content. This will include students studying for “diplom” or other equivalent program. This is sometimes referred to as a “long first degree”. Therefore, please count:
    • Bachelor degrees and diplom degrees as undergraduate degrees
    • Master degrees and diplom degrees as masters’ degrees
  • Furthermore, please count new students in diplom courses as undergraduate student intake.
47. For subject category data, how do we count undergraduate students who have not declared a major area of study or matriculated into a specific subject area?

Since it is preferable that all subject level data be supplied, we suggest obtaining the declared undergraduate subject level numbers from 4-5 of the previous years, calculating percentages for the actual student majors, and then applying the percentages to the undeclared students to arrive at estimated subject level data.