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Profiles: frequently asked questions

See below for questions relating to 果冻影院's new public Profiles platform.

About 果冻影院 Profiles

Data from IRIS (果冻影院's previous public profiles service)

Updating Profiles

About 果冻影院 Profiles

Who can have听a 果冻影院 public profile?

All 果冻影院 staff and doctoral researchers can have a public profile. This includes honorary, technical, and Professional Services staff.听All new 果冻影院 people, of all types, need to enable their public profile in RPS: log in to听, find the privacy setting at the top of the 'Edit Profile' page, and change the setting from 'internal' to 'public'. Your public profile will be active a few minutes after making this change.

When Profiles launched on 14 September 2023, existing research听staff and doctoral researchers听had their public profiles activated automatically by default.听Other RPS users, including staff on teaching contracts,听and research assistants, need to enable their public profile in RPS. This approach was taken because most staff of these types did not populate their IRIS profiles (果冻影院鈥檚 previous public profiles system), and because it is now very easy to make your profile public.

For information on how to populate your profile, see our Getting started with your public profile page.听You can use the settings in RPS听to hide selected information from your public profile, and public profiles can be deactivated/hidden at any time.

Why isn't my public profile showing?

If you are new to 果冻影院, you need to听activate听your public profile first in RPS听before it will show publicly. 果冻影院 Profiles is a public layer that sits on top of RPS. First, check you can log in to RPS. If not, see Why can't I log in to RPS, below. If you can log in to , and you see a 'View my profile'听link on your homepage (on the right, beneath your name), then your profile is available to the听public. Follow the link to see your public profile.听If you cannot see this link, click on 'Edit my profile'. Your profile听privacy level is indicated at the top of the RPS 'Edit Profile' page. If the status is 'Internal', then your profile is not available to the public. Change this to 'Public'. After a couple of minutes, click on 'View my public profile' to verify that your public profile is now live.听

Why can't I log in to RPS?

All 果冻影院 staff except those designated听'Visitor (Associate Staff)'听should have an RPS account by default: log in with your usual 果冻影院 credentials. If you cannot log in to , follow the usual 果冻影院 ISD password advice听or request assistance by submitting an 听in MyServices, selecting听'None of the Above', and describing听the issue you are experiencing. Visiting staff can request access to RPS by submitting an : choose 'RPS听- Visitor Access'.听听

How are the fields in Profiles populated? What data听comes from HR?

For a full list of where the fields in Profiles come from听and what data can be edited,听see the table in our听summary of data fields in RPS Edit Profile.

How do I export my CV from RPS for professorial appraisal?

For the purposes of听果冻影院's professorial appraisal review process, an听'Appraisal CV' in RPS contains details of your research grants (from Worktribe), research degree supervision (from Portico) and publications. To export this CV, go to听听> 'Edit my profile' > 'CV听and Reports' (top right). Select 'Appraisal CV' > 'Next'. Enter听start and end dates if you want to export only data from听a certain period; leave the dates blank if you want to return all data.听Choose a document format (the 听recommend听Word for ease of use) and click 'Run'.听This export will include听publications, grants and research degree supervision.

If you see a message that 'The reporting database is not ready', you can still export your听CV听by clicking 'Render now', but any very recent changes you have made in RPS may not be included in it. For any other issues with exporting your CV, submit an听听in MyServices, selecting听'None of the Above', and describing听the issue you are experiencing.

For queries about professorial appraisal review, see the . For queries about data in RPS, see:

I'm leaving 果冻影院: what do I need to do about my profile?

When your contract (for members of staff) or your registration (for doctoral researchers) ends, your profile will automatically be removed from 果冻影院 Profiles, and you will no longer be able to access RPS. We recommend that, in preparation for this, you export your profile data听from RPS. You can export the biographical data in your 'Edit Profile' page as a Word or PDF CV. In addition, you can export your publications, professional activities and teaching activities to a number of other formats, including Excel, BibTex and RIS (for EndNote). It is not possible to export your free-text Research Interests听and Teaching Interests听boxes, so please copy those fields manually if you would like to retain them.听

  1. To export a CV, go to听听> 'Edit my profile' > 'CV听and Reports' (top right). Select 'Academic CV' > 'Next'. Enter听start and end dates if you want to export only data from听a certain period; leave the dates blank if you want to return all data.听Choose a document format and click 'Run'.听If you see a message that 'The reporting database is not ready', you can still export your听CV听by clicking 'Render now', but any very recent changes you have made in RPS may not be included in it.

  2. To export your publications, professional activites or teaching activities,听log in to , select Publications, Professional activities or Teaching activities, tick to choose the activites you want to export, select Export, then choose a format. If you press export without applying filters, all publications/activities will be exported.

  3. Highlight and copy your Research interests and Teaching interests from your Research and Teaching pages (Profiles), or from your 'Edit Profile' page in RPS.

Are 果冻影院 department webpages in Drupal being populated with Profiles data?

Department people pages in Drupal continue to include听key person data (department, appointment, title, contact details and photograph), but other information听has听been replaced with听links to the user鈥檚 profile in the new system. This gives users the opportunity to听take advantage of the additional functionality in Profiles. 果冻影院鈥檚 Digital Experience Team has provided , as well as an indication of future plans for Profiles data. The following information may be helpful for Drupal site owners:

  • The standard Drupal people page content type allows departments to set up people pages that include some basic information and a link to the person's full profile in Profiles. Alternatively, departments can create a single people page with links to individual profiles.
  • It is no longer possible to show a department's publications in Drupal. In future, it will be possible to present department and group information in Profiles itself.
  • Where a user makes their 果冻影院 email address internal, it will be hidden from their听public profile, but not from a standard department 'person' page in Drupal. For options to address this in Drupal, see听How do I hide my profile, or certain data fields populating it?
  • For assistance听with Drupal, .

How are communications about Profiles cascaded?

Regular Profiles completeness reports, and information about Profiles developments, are sent to faculties and departments.听Updates and announcements about significant service developments are made in The Week@果冻影院. Academic and Professional Services representatives on the Profiles User & Development Group assist with sharing information about Profiles in their departments and faculties.听听

Are Profiles training materials and workshops available?

Profiles and support materials are available (see our Getting Started page). These听highlight key actions that you need to take,听including uploading a profile photo, reviewing data migrated from 果冻影院's previous profiles system,听IRIS, and selecting appropriate disciplinary and other labels. If you would like to arrange an online听training session听for your department or faculty, please听contact Profiles Support.听

How do I grant someone else permission to edit my data in RPS/Profiles?

To give another RPS user permission to impersonate听you and make updates on your behalf, login to and go to 'Settings' > 'Manage Delegates', search for the relevant user and add them as a delegate. Once you have done this, your听delegate will see an 'impersonate' icon in the听RPS听toolbar when they log in to (see below). This will allow them to edit your RPS record.

Screenshot of RPS toolbar.

How can I get permission to edit a group of users鈥� profiles, and to run reports on profile data/publications?

Department and faculty staff requiring permission to edit profile information for all users in a department听are invited to contact Profiles Support听to request delegate status for the relevant group. Staff who already had听permission to edit publication records before Profiles was launched automatically have access to edit all Profiles data. Once you have been given access, you will need to log in to听 and click on the 'impersonate' icon in the toolbar (see previous FAQ). You will also be able to run reports on publications and profile data belonging to your department in RPS ( > 'Reporting' > 'Reports & Dashboards' > 'Basic Reports').

Why are free text searches giving odd results?

There is currently no exact phrase seaching in 果冻影院 Profiles: searching is based on keywords in free text and other sections of Profiles. Since Profiles was launched, the supplier has improved their search algorithm by adjusting the data included in the search process, and the structure and weighting of queries. When 果冻影院 implements a newer version of Profiles,听users will see fewer results as they add terms and begin to pinpoint their search. The results will be more clearly relevant to the terms being searched, particularly where the search is for multiple terms or multi-word terms.

Data from IRIS (果冻影院's previous public profiles service)

What IRIS data was migrated to Profiles?

All information听in your IRIS 鈥楶rofile鈥� tab, including Biography, Research Summary, Teaching Summary,听Appointments and contact details,听and your IRIS Achievements,听was migrated听to RPS.听

Photos have not been migrated because many of them were low quality and out of date. Profiles provides functionality to upload higher resolution photos.听

Following detailed analysis and with the agreement of a range of academic stakeholders, the decision was taken not to transfer a small number of IRIS data types that contained out of date and badly organised information:听Research Groups, Research Themes and Research Activities.听Profiles offers new ways of presenting this data, and work will be carried out after launch to develop听them. Data that was not transferred is听available for departments and researchers听to re-use: contact Profiles Support听for details.听

Data in RPS is made public in Profiles, the听public layer of RPS.听You can hide information from public view if you wish.听

How was my IRIS profile data - Biography, Research Summary, Teaching Summary, Appointments and contact details - migrated to Profiles? Do I need to edit it in RPS?听

Detailed work on data mapping was undertaken for all data being migrated to Profiles. We mapped IRIS data into RPS categories as closely as possible, in order to minimise work for users. However, you may wish to tidy some of the data in RPS that has听been brought over from IRIS:

  • It was not possible to migrate IRIS formatting such as headings,听URLs, italics and bold听text, because Profiles does not currently accommodate formatting in free text fields. This functionality has been added to a new version of Profiles to which 果冻影院 will upgrade in due course. In the meantime, you may听want to edit your Biography, Research Interests and Teaching Interests with this in mind. Line and paragraph spacing may also need adjusting in these sections.听
  • Previous 果冻影院 positions that were recorded in IRIS appear in the Academic appointments section: you may wish to remove them from here and add them to the 果冻影院 appointments section.听
  • It was not possible to migrate听blank start/end dates to the Academic appointments section of Profiles. Blank start/end dates in IRIS were replaced with 1900-01-01 or 2100-01-01. Please remove and replace these with the correct dates, as appropriate. If you leave an end date blank, the appointment will display in Profiles as "-present', indicating that it is still current.
  • Twitter and LinkedIn URLs, and mailing addresses, were migrated and made public in Profiles; other web addresses and phone numbers were migrated as private. You may wish to check these details and adjust the privacy status (public to private or vice versa).听

How were my IRIS Achievements been migrated to Profiles? Do I need to edit them in RPS?

In a complex analysis and mapping exercise, IRIS Achievements were migrated to RPS Professional Activities (which display on the Profiles Expertise and Experience page). The large number of detailed IRIS Achievements types caused confusion for users, and types were populated inconsistently. After consultation with relevant stakeholders, a set of broad professional activity types was adopted. These types serve听as headings only. New听Profiles functionality - particularly Availability and Fields of Research tags - helps Profiles users find you and your activities.

In a small number of cases, where Achivements categories were used very haphazardly (including an 'Other' category), achievements were not migrated. Data that was not transferred is听available for departments and researchers听to re-use: contact Profiles Support for details.

Where an IRIS achievement type was populated with mismatching entries by different researchers, some individual professional activities听may beneft from being given a different Profiles Professional Activity type. To do this, navigate to the activity in RPS, click听the听pencil icon听and select your chosen alternative. Note that only the title of the activity, organisation (or equivalent) and start/end dates will appear publicly in Profiles.

Screenshot of 果冻影院 Profiles edit activity type screen

Are old IRIS URLs redirecting automatically to听Profiles?

Yes, IRIS profile URLs redirect to the equivalent new academic profile pages in the new system. Please use your new Profiles URL.

Why is my current 果冻影院 appointment listed twice on my Profiles About page?

Your current 果冻影院 appointment (or appointments)听is听fed from HR to the '果冻影院 Appointments' section of your Profiles About page ( > 'Edit my profile' > '果冻影院 appointments') and to your left key details tile. This is the same appointment that was listed at the top of your IRIS page (which was also fed by HR data).

Appointments that you added to your Appointments table in IRIS were brought into the 'Academic Positions' section of your Profiles About page (听> 'Edit my profile' > 'Academic appointments'). If you added your current appointment to that table in IRIS, it will show in both the '果冻影院 Appointments' and 'Academic Positions' sections of your 果冻影院 Profiles About page. If this is the case, remove the duplicate entry from >听'Edit my profile'听> 'Academic appointments'.

Updating Profiles

How do I change my title/name听on Profiles?

To change your title, submit an 听(your title on Profiles will update automatically within a few days once the change has been made).

You can set a听preferred name in your HR record, which changes how your name appears in RPS/Profiles听and other 果冻影院 systems (e.g. email and 果冻影院 Directory). To do so:听听

Inside 果冻影院

Log in to听听> My details > add or update听'Preferred first name'/ 'preferred last name'.

MyHR

If you cannot access Inside 果冻影院, the same changes can be made using MyHR:

MyHR > Menu > 果冻影院 Employee Self Service > My Personal Information > Personal Information > Basic details: Update > Correct or complete current details > Next > 'Preferred forename' / 'Preferred surname'.听

After setting your preferred name

If you have previously set a preferred name directly in the听果冻影院 Directory, you should check that it matches what you have entered above.

Updates will show听automatically on Profiles within a few days.听

How do I update my department/current appointment on Profiles?

The department/current appointment information in your left key details tile in Profiles is populated from 果冻影院 HR data.听Your appointment also appears in the听'果冻影院 Appointments' section of your Profiles About page. The latter cannot currently be updated automatically. This will be streamlined in future.听This section only contains your听current 果冻影院 appointment. For previous appointments, see听How do I add previous 果冻影院 and other appointments in RPS/Profiles?

To request changes to your current appointment:

  1. Submit an 听(the听left key details tile on Profiles will update automatically within a few days once the change has been made), and听
  2. Submit a听听in MyServices. Select 'None of the Above', indicate that you would like your department/current appointment听to be updated, and provide the details.

Note that the '果冻影院 Appointments' section will not appear in RPS if no appointment has been recorded in it. If your profile does not have a '果冻影院 Appointments' section, submit a , selecting 'None of the Above', and asking for it to be populated. 听

How do I change my qualifications/degrees information on Profiles?听

When Profiles was launched (14 September 2023), RPS was populated with degree information from MyHR in a one-off import. If at that time you had not populated your degree information in MyHR, or you joined 果冻影院 since Profiles was launched, you will currently need to follow the two-step instructions below. This is to ensure that HR records contain the same information as RPS/Profiles. The process of adding degrees to RPS/Profiles will be streamlined听in future.

The Degrees section in your RPS 'Edit Profile' page will only appear once it has been populated. Please note that you should not add degrees to the Certifications section in RPS.听

  1. Log in to听MyHR听and select听果冻影院 Employee Self Service > My Personal Information > Education and Qualifications. For each degree, enter the following fields, which are required for RPS/Profiles:
    - type of qualification (mandatory in MyHR);
    - title;
    - actual completion date;
    - qualification letters and; and
    - awarding/examining body.
  2. Submit a听听in MyServices.听Select 'None of the Above', indicate that you would like your degrees to be updated, and provide the details that you entered in MyHR, above.听听

How do I add previous 果冻影院 and other appointments to听RPS/Profiles?

If your 果冻影院 appointment has not always been the same, for example because you have been promoted, your appointment has otherwise changed (eg to an honorary one), or your department name has changed, these previous 果冻影院 appointments will not appear in the听'果冻影院 Appointments' box in Profiles. You can add them to听the Academic Positions section of your Profiles About page. To do so, log in to , click on 'Edit my profile' and scroll down to听'Academic appointments'. Enter the appointments; click听'Save' after adding each one. They will appear beneath the '果冻影院 Appointments' box in your Profiles About page, in a box labelled 'Academic Positions'.听You can also add previous appointments, visiting appointments and other appointments听to this box.听

How do I adjust grants and research degree听supervision in my RPS record?

Grants and research degree听supervision records were imported to RPS from Worktribe and Portico respectively, as a one-off data load, so that they could be included in an 'Appraisal CV'听in RPS for the purposes of听果冻影院's professorial appraisal review process. Grants appear in the Grants section of RPS, and research degree supervision in Teaching Activities. Grants were added to PIs' RPS records only; research degree supervision was听added to all supervisors' RPS records. However, grants and research degree supervision data听in RPS听should only be used by professorial staff, for professorial appraisal, at present.

Grants and research degree supervision are included in the听'Appraisal CV' that professorial staff can export from RPS and use to complete their appraisal documentation. The data is locked in RPS, but professorial staff can adjust it in the CV export.听Any changes to grants and research supervision activities made in Worktribe and Portico respectively will not appear in RPS. The RPS/Profiles team will be working on enhancing and improving this data in RPS in future, with help from colleagues in other teams听including Student & Registry Services.听For questions about professorial appraisal, see听the听. For information about the 'Appraisal CV', see听How do I export my CV from RPS for professorial appraisal?

Grants and supervision data do听not currently appear in Profiles. The RPS/Profiles team is听engaging with researchers to determine听how best to display this data in Profiles. If you would like to comment on this, please contact RPS/Profiles support.听If you wish to record research degree supervision in Profiles at the moment, we suggest that you either use the free-text Research Interests听section, or听the 'Office held' Professional Activity type.

How do I hide my profile, or certain data fields populating it?

See this guide听to privacy settings in 果冻影院 Profiles.听

External links in publications lists

Some publications in Profiles' publications pages听feature links to听external sites. These external links direct users to听publishers' websites, and to two widely-used external sources of metrics, Dimensions (labelled Citations in Profiles) and Altmetric. Guidance on 果冻影院's responsible approach to metrics is available on 果冻影院's Bibliometrics webpages. Some users have asked for the ability to听hide these external links from their publications lists. This is not currently possible, but the RPS/Profiles team has raised it with the supplier of RPS/Profiles as a possible future feature.

Hiding your 果冻影院 email address

Note that making your 果冻影院 email address internal will hide it from听your public profile, but not from a standard department 'person' page in Drupal. Your department Drupal website editor can configure department pages differently in order to avoid showing your 果冻影院 email address on them.

Options available for Drupal department page configurations include:

Drupal website editors should contact听 for assistance with these alternatives to using the standard person profile content type in Drupal.

How do I add an Organisation/Institution to a professional or teaching activity?

When adding a professional or teaching activity (e.g. fellowship), you may need to populate an Organisation/Institution field. This field includes a form for entering the organisation name. Start typing into the听box labelled 'Organisation' which appears beneath the box at the top of the organisation field with the dotted outline (see image below).听You will be offered organisations to select as you type:听for example '果冻影院, London (果冻影院)' is offered when you start typing 'University College L'. You are not restricted to prepopulated suggestions, so you can type a name that is not in the list. Note that you will not be able to save without clicking '+ Add' after making your selection or filling in the organisation details.

Screenshot showing the populating of organisation field in RPS

How do I suggest a new Fields of Research or Availability label?

Defined filter label schemes (e.g. Fields of Research and Availability) are used for dynamic searching and filtering in Profiles. They allow users to find people with the same label in their profile.听In contrast, keywords of any sort听can be added to the Bio, Research Interests and Teaching Interests free-text sections of Profiles.

New filter labels can be added to the Fields of Research and Availability schemes, but they must have the potential to be used in a sufficiently large number of 果冻影院 profiles to make them helpful as a filter. To suggest additions or changes to any of the filter label schemes currently in Profiles, or a new filter label scheme, please complete our听.听Requests听are reviewed regularly, and the information that you have provided will be used to inform a decision.

听How do I make changes/corrections to my publications list?

The Publications page in 果冻影院 Profiles displays works that you have claimed in RPS, except any that you have opted to make private. If there are errors on your publications page in Profiles, you should update your publications in RPS using the available guides. You can听contact Profiles Support听for further assistance, or if you find that a听record听is locked in RPS and you are unable to make changes to it.听

How do I highlight publications in my public profile?

On your home page, click on Publications to see your list of publications. You will see a 'heart' icon at the top right of each publication in this list. Click to activate the 'heart' icon and make a publication a favourite. By default, favourites are pinned to the top of your publications list in Profiles.听

What is displayed on Profiles if I don't complete a field in RPS?

Fields will not show in your public profile at all if they are not populated in RPS, and pages will not show if not relevant data is entered in RPS. For example, the Teaching page will not show if Teaching Summary is left blank in RPS and no Teaching activities are recorded.

Why are the names of headings/fields different in RPS and Profiles?

Fields and headings听are sometimes presented听differently in RPS and Profiles. For example, 'Professional Activities' (in RPS) appear under the heading 'Activities & Roles' on the听Expertise & Experience page (in Profiles). The names of pages and headings in Profiles were agreed in consultation with the Profiles User & Development Group, which includes representatives from all faculties, Vice-Deans (Research),听and other 果冻影院 stakeholders, and have been chosen for听clarity in communicating 果冻影院 activities to a wide and sometimes non-specialist external audience. RPS has other dependencies that prevent sections from being renamed.听Our table of fields provides an overview of how fields are named and presented in RPS听and Profiles.听

Can I add links/italics/bold to text on Profiles?

The supplier has added this functionality to a future version of Profiles that 果冻影院 will be implementing in due course. In the meantime, you can add links to the left key details tile in Profiles. These are edited听in the 'Web addreses and social media'听section of your 'Edit Profile' page in .

How do I add/update听my ORCID?

See Adding and configuring ORCID in RPS. Once you have added your ORCID in RPS, it will display on your public profile page under your photo, in the left key details tile.

Are there plans for more filter label schemes?

The Profiles Support team is keen to receive听feedback on existing and potential future filter label schemes. If you have any requests for additional new filter label schemes, please听contact Profiles Support.听