Editing academic profiles

Information you enter will show on the 'ABOUT' tab of your profile, as the 'BIO' section (at the top of the page) and the first three lines of your biography will also be visible in profiles search results.

Information you enter in the 'Research Interests' section will show in the 'RESEARCH' tab, and information you enter in the 'Teaching summary' will display in the 'TEACHING' tab of your profile.

Note: You will need ideas on what you want to say about yourself and your research. You can often start with something you have already prepared such as a CV/Resume or LinkedIn profile. An excellent resource for writing your BIO is the RED team's Digital Academic Module.

Important: The first three lines of your biography will be visible in profiles search results, so it's important that this be impactful and include your current research focus and roles that you'd like to showcase. The first line can also be used to communicate a position or title which is not automatically displayed in the information from the HR system (the HR system only displays one position title in profiles).

You can also add "Research Interests" and "Teaching Interests" information which will display at the top of the the "Research" and "Teaching" tabs of your profile. 

Steps:

1. Login to My Publications
2. Select the "Edit my profile" button underneath the image, or open the menu on the left of the page and select Profile & Work>My Profile>Edit mode
3. In the About section put your curser in the "Overview" text box to enter your Bio
4. Add your Biographical details. Do not use HTML to format your text, or create links to websites. See the how to 'Link to websites' section below for adding links.
5. Once you have completed your biography, scroll down to the bottom of the About section to save changes. To abandon your changes, click the Cancel button.
6. Add information in the "Research Interests" and "Teaching Summary" sections in the same way by placing the curser in the provided text box. This information will display at the top of the "Research" and "Teaching" tabs in your Academic Profile.

'Availability' labels you enter will show on the 'ABOUT' tab of your profile, as the 'AVAILABILITY' section (at the bottom of the page) and will also be visible in search results, below the first three lines of your biography.

Note: labels available are Availability, Expertise; UN Sustainable Development Goals. 

Availability labels Availability labels are:

• Collaborative projects
• Media enquiries
• Masters Research or PHD student supervision
• Career Advice
• Industry Projects
• Mentoring (long-term)
• Mentoring (short-term)
• Teaching provision
• Technical support
• Membership of an advisory committee
• Join a web conference as a panelist or speaker

Expertise labels do not appear in Academic Profiles but it's important to enter these as they are part of the search process

Steps:

1. Login to My Publications and press 'Edit my profile'
2. Scroll down to label of choice, e.g. Availability
3. Beside the heading of the label is a question mark (on a grey background) and "Manage Labels". Select "Manage Labels" to open the dialogue box. (The question mark offers a description when the mouse hovers over it).
4. In the Search box, use the drop down menu to select a label (availability/sustainable development goals) or type in characters to search for the words that describe your interests (expertise)
5. Select "add" and the label will be listed below the search box. These will be included on your profile.
6. Repeat as appropriate
7. Select "Save changes" to keep your choices, or select Cancel, to NOT save your choices

Note: if nothing has been changed the Save button remains inactive (greyed out).

Note: you will need to have previously selected labels in the profile.

Steps:

1. Login to My Publications and press 'Edit my profile'
2. Scroll down to label of choice, e.g. Availability
3. Beside the heading of the label is a question mark (on a grey background) and "Manage Labels". Select "Manage Labels" to open the dialogue box. (The question mark offers a description when the mouse hovers over it).
4. The existing choices will be listed. Select the topic to be removed by clicking on the X next to the text.
5. Repeat as appropriate.
6. Select "Save changes" to keep your choices, or select Cancel, to NOT save your choices

Note: if nothing has been changed the Save button remains inactive (greyed out).

Links to websites (for example, X (previously Twitter), Laboratory website, LinkedIn, Google Scholar etc.) will display in the left panel of your profile, 

Steps:

1. Login to My Publications and press 'Edit my profile'
2. Scroll down to 'Web addresses and Social Media', which is under the Addresses heading
3. Click on the link "Add a web address"
4. Select the type of web link from the drop down list
5. Enter an optional Label that will appear in your Academic Profile. If the label is left blank, then the chosen Type is displayed as the label.
6. Type in the URL (copying and pasting the URL from the actual website is recommended as it is less error prone). Once the URL entry is completed, click the Update button. To abandon your changes, click the Cancel button.
7. Once added, the links will display in the red left panel of your Profile beneath your contact information.
8. Edit saved web addresses at a later stage by selecting the grey pen Edit icon next to the address

You can add a YouTube video to your Academic Profile. Links to YouTube videos will display in the left panel of your profile.

Note: Please ensure that you are adding authorised and legitimate YouTube content (i.e., content originally uploaded to YouTube by the copyright owner).

Steps:

1. Login to My Publications and press Edit my profile
2. Scroll down to Media
3. Click on the link "Add a video"
4. Key in a Label to describe the video
5. Type in the URL (copying and pasting the URL from the actual website is recommended as it is less error prone). Once the URL entry is completed, click the Update button. To abandon your changes, click the Cancel button.
6. Media (video) links will display in the red left panel of your Profile beneath your contact information, and also below your Bio on the About tab.

Your picture will display in your profile and also in search results.

Note: you will need an appropriate high resolution image available. File size must be less than 6 MB; image size should be at least 180 X 180 pixels. (Note: a picture can be cropped if required in My Publications)

Note: Please ensure that you own the copyright of the image (e.g. your have taken the photo) or have permission from the copyright owner to use the image.

Steps:

1. Login to My Publications and press Edit my profile
2. In the image area, click on the link "Manage photo"
3. Browse your computer (or network) for your chosen photo or drag photo into the space
4. The uploaded picture then displays. In the uploaded Picture pane, using the zoom bar at the top of the window, click and drag the grey circle to resize the photo. The portion of the photo used will be visible within the 9 squares. The photo can be moved to change the positioning of what will be used. The resultant image is previewed on the right.
5. When the image is appropriately defined, press the "Save" button to save your changes, or the "Cancel" button to abandon changes.

Teaching activities you enter will display in the 'TEACHING' tab of your profile under 'TEACHING ACTIVITIES'. 

Teaching activities which display in Academic Profiles are listed below. Remaining teaching activities will only appear in the system generated CV, as applicable.

• Subjects developed - Contributions in the development of courses/modules for training or teaching purposes
• Subjects taught - Services contributed in the form of courses taught at academic institutions with which the person is currently, or has in the past been, affiliated
• Course based degree supervision - Services contributed in instances or overseeing the productivity and progress of a student reporting directly to the person, who is undertaking research activity, usually in pursuit of academic credit
• Graduate examination - Services contributed, in conjunction with the awarding of graduate degree, to examine something, formulate a judgement, and a statement of that judgement
• Mentoring - Service contributed in order to provide counsel, guidance, and instruction to a protege
• Course developed - Contribution of development of an entire course of study
• Research based degree supervision - Services contributed in instances of overseeing the productivity and progress of a student reporting directly to the person, usually in pursuit of academic credit

Steps:

1. Login to My Publications and Teaching Activites will be visible on the homepage.
2. From Home, select Teaching Activities.
3. To Add a Teaching Activity select the + icon to open the "Add a new activity" window. This is in the top right of the page.
4. Select a Teaching Activity from the list - for example 'subject developed' - other activities will have different fields, but the process is similar.
5. Type the name of the Subject into the text box
6. Add any additional co-developers (within La Trobe University)
7. Select a 'Date first taught'
8. Supply (as a minimum) the information marked with a red asterisk
9. Type in other information as appropriate
10. Press the "Save" button

Professional activities you enter will display in the 'PROFESSIONAL EXPERIENCE' tab of your profile.

Professional activities which display in Academic Profiles are listed below. Remaining professional activities will only appear in the system generated CV, as applicable. 

• Broadcast interview - Services contributed in the form of interview(s) with the person with a member of the broadcast (TV or radio) media
• Committee membership -Services contributed as part of a group elected or appointed to perform such services but not directly related to the person's research activities
• Community service - Service contributed, unpaid, on behalf of one's locality, social, religious, occupational, or other group sharing common characteristics or interests, but not directly related to the person's research activities
• Conference reviewing / refereeing - Services contributed, in conjunction with a scheduled conference, to examine something, formulate a judgement, and a statement of that judgement
• Distinction - Awards or other distinctions conferred upon the person
• Editorial - Contribution in the provision of an opinion statement regarding a certain topic
• Event administration -Services contributed in the planning, organisation, coordination and staging of a public event
• Event participation - Services contributed in taking part in an event
• Executive role - Serving in an official capacity by election or appointment, e.g. Chair or Director
• Expert witness - Services contributed to a legal proceeding
• Fellow - Permanent membership of a learned society or equivalent academic / professional body
• Fellowship - Research award or position as visiting researcher
• Journal editor 
• Journal reviewing / refereeing - Service contributed to examine a journal, formulate a judgement, and a statement of that judgement
• Membership - Services contributed as part of a society, community, or other body
• Non-research presentation - Contributions of presentations to groups of people, not directly related to the person's research activities, and not delivered as part of a formal course of study
• Promotion / Tenure assessment -Services contributed, in conjunction with the consideration of an application for promotion / tenure, to examine something, formulate a judgement, and a statement of that judgement
• Text interview - Services contributed in the form of interview(s) with the person with a member of the print or online media

The following professional activities are not shown in profiles (due to privacy / confidentiality): Consulting / Advisories; Employee Supervisions; Grant or award application assessments; Institutional Reviews. 

Steps:

1. Login to My Publications and Professional Activites will be visible on the homepage.
2. From Home, select Professional Activities.
3. To Add a Professional Activity select the + icon to open the "Add a new activity" window. This is in the top right of the page.
4. Select a Professional Activity from the list - example: 'membership'
5. In the Society/Other organisation text box type the name of the institution. The system will try to match the institution as you type. Once you have a match, select it. If there isn't a match a new institution can be create by providing the details in the form.
6. Other professional activities will have different fields to complete - the system will try to match the information you enter (e.g. if you selected 'editorial', enter the name of the publication).  Once you have a match, select it. 
7. Supply (as a minimum) the information marked with a red asterisk.
8. Click the "Save" button.

Note: follow the steps below if you have a research output / publication in My Publications that you do not want to be visible on your Academic Profile. If you are not the only author, the publication will still appear in Academic Profiles for the other authors - your name will also appear beside it, but it will not link to your profile. If all authors agree to hide the publication and perform the below steps it will no longer display.

Steps:

1. Login to My Publications.
2. Selct Publications and then go to the publication in question.
3. Click on the 'world' icon to manage the publication privacy settings. Setting this to internal will remove it from your Academic Profile.
4. Repeat for any other publications you want hidden.

Note: You will need to have completed an overview / bio that is suitable for a CV - See how you can 'Edit your biography' above if required.

Steps:

1. Login to My Publications and and press Edit my profile.
2. Near the top right corner, select the button 'CV and Reports'
3. The dialogue box first asks for type of report (e.g. Academic CV), then offers a choice of downloading as a PDF or a Word document. Make your choice as appropriate by checking the icons. The PDF is the default.
4. Press "Run" to generate the report.
5. Note: if you save the document as a Word document, you can then edit it to add material not captured by My Publications, for example the information under 'Research Interests', 'Teaching Interests' and links to any YouTube videos, or remove items as required.
6. Choose where to save the file (e.g. Desktop, or Download folder, somewhere where you can locate it) and save the file

Note: You will need a completed CV in PDF format and a OneDrive account. (This also works for Dropbox, but the steps are slightly different).

Steps:

The following are instructions for Windows users.

1. Login to My Publications and press Edit my profile
2. Create a folder in OneDrive
3. Create your CV. See - the 'Create a CV' section above if required
4. Save it as a Word docuent and edit it as appropriate, for example add the information you included under 'Research Interests', 'Teaching Interests' and links to any YouTube videos.
5. Once you have edited it, save it as a PDF in the new CV folder you just created
6. Using the Windows file manager, navigate to the folder with the newly saved CV in it. Right click on the file and select "Share" with the OneDrive icon
7. In the new dialogue box, from the drop down list, select "Anyone" and uncheck Allow Editing. Click Apply
8. In the next window, select the 'Copy Link' icon
9. Press the blue Copy button which copies the link to the Windows clipboard. Close the window
10. Login to My Publications
11. Scroll down to the Web Addresses and Social media. See - the how to 'Link to websites' steps above.
12. Select "Other" (for Type). Select Label and type in a label. This is what will display on your Academic Profile (suggest Static - CV), and in the URL, paste the copied link.
13. Once completed adding the URL, click the 'Save' button. To abandon your changes, click the Cancel button.