XClose

Library Services

Home
Menu

Getting started with your public profile

Profiles is UCL's public profiles system. This page is designed to help new Profiles users create an engaging profile in a few quick steps.

Profiles is the public layer of RPS. Follow the steps on this page to activate your profile and populate key fields.

MediaCentral Widget Placeholderhttps://mediacentral.ucl.ac.uk/Player/7I75bJBf

View this video in UCL Mediacentral. A transcript of the video is also available. 

Activate your public profile

  • UCL staff and doctoral students populate their public profile by entering information in RPS (e.g. photo, contact details, biography), on the RPS 'Edit Profile' page. See this summary of how the fields on this page are populated.
  • Activate your public profile by changing the privacy setting at the top of the RPS 'Edit Profile' page from 'internal' to 'public'. 
  • Changes made in RPS show in Profiles within a few minutes.
  • Once your public profile is active, view it by choosing 'View my public profile' from the RPS homepage, or click on 'View Profile' while in Edit mode. Access RPS from your public profile using the 'edit your profile' link at the bottom left of any page in Profiles.

Populate your public profile 

Log in to RPS and click ‘edit my profile’ link on your RPS Homepage, then work through the steps below. Most are very quick. For a complete profile, it is recommended that you populate at least six of the key fields. Any fields/pages which you do not populate are automatically hidden on your public profile.

Key fields

1. Add a profile photo

Profiles with photos receive more views than those without. Adding a recent (i.e. within the past few years), recognisable photo of yourself is highly recommended. Choose 'Upload a photo' or 'Manage photo' at the top of the page, to replace or remove an image. Please be aware that any photos previously added to RPS will now be displayed to the public.

Generally, photos with clean backgrounds and soft natural lighting work well. Try to avoid low resolution, blurry images - you can use files up to a maximum size of 6MB. Your face should take about 60% of the image space: after selecting an image, you will be able to select a square area and crop it. You should be the only person in the photo.

2. Add your overview / bio

The Overview section in RPS populates your ‘Bio’ in Profiles (on your About page). This is likely to be the first thing people will read. The first few lines are included in search results, so visitors to Profiles are likely to decide to click through to your profile based on your opening statement. We recommend being concise and selective in this section, bearing in mind that other pages in your profile will highlight your activities (publishing, roles, taught modules etc.). You may want to consider your target external audience when deciding on your writing style. Your entry is indexed for free text and keyword searches, so consider including keywords associated with your area of expertise. We recommend writing this section in the third person.

In the About section of your 'Edit Profile' page in RPS, click on ‘Add’ (if this section is empty) or ‘Edit’, underneath and to the right of the Overview box. Add, or check and update if your biography has been imported from IRIS.

3. Add your research interests

The Research interests section of RPS populates the summary at the top of your Research page in Profiles. The text you enter here is used in the system search, so consider including key terminology associated with your area of expertise. We recommend writing this section in the third person.

Research interests is found underneath 'Overview', in the About section of your 'Edit Profile' page in RPS. Click on ‘Add’ or ‘Edit’. Add, or check and update if imported from IRIS.

4. Add your teaching summary

The Teaching summary section of RPS populates the summary at the top of your Teaching page in Profiles. The text you enter here is used in the system search, so consider including key terminology associated with your area of expertise. We recommend writing this section in the third person.

Teaching summary is found underneath 'Overview', in the About section of your 'Edit Profile' page in RPS. Click on ‘Add’ or ‘Edit’. Add, or check and update if imported from IRIS.

5. Add Availability and Fields of Research labels

These controlled sets of labels also function as filters, allowing visitors to Profiles to find your profile and make connections between your profile and other UCL profiles, by selecting from labels in a list, or by navigating to your profile from other profiles that contain the same label. It is advisable to add as many labels as you feel may be appropriate, in order to ensure that your profile appears in all relevant filters.

Availability

Use the optional labels to indicate your availability for activities such as supervision, media enquiries, outreach, consultancy etc. Click 'Add labels' or 'Manage labels' next to Availability. You will see a 'Search for a label name' box. Clicking in this box will list the options available for selection. After choosing or removing labels, click 'Add' and 'Save changes'. The labels will display on Profiles in the order that you add them in RPS. 

Fields of Research

Profiles uses a modified version of the Fields of Research 2020 classification scheme. This scheme was developed by the Australian and New Zealand funding bodies, but has widespread applicability.

Disciplinary labels are displayed in search results in Profiles, and at the bottom of your public profile. Where possible, broad disciplinary labels from this scheme were assigned to those who were at UCL when Profiles was launched (14 September 2023) on the basis of their publications. In addition, around 1,500 granular labels are available to select in RPS. We recommend that you review the labels assigned to you, and adjust and add to them as appropriate. The original scheme is available, and the UCL version used in Profiles can be viewed.

Click 'Manage labels' or 'Add labels' next to Fields of Research 2020. Start typing keywords, beginning with broad subject terms and narrowing as appropriate. Labels will be suggested while you type. After choosing or removing labels, click 'Add' and 'Save changes'. The labels will display on Profiles in the order that you add them in RPS.

6. Add Academic appointments

Your current UCL appointment appears in the UCL appointments box. You can add previous appointments at UCL, and current/previous appointments elsewhere, in the 'Academic appointments' section of RPS. They will appear beneath the 'University College London Appointments' box in your Profiles About page, in a box labelled 'Academic Positions'. In RPS, click on 'Edit my profile' and scroll down to 'Academic appointments'. Enter the appointments; click 'Save' after adding each one.

For information about requesting a change to your current UCL appointment, see our FAQ 'How do I update my department/current appointment on Profiles?'.

    7. Add degrees

    When Profiles was launched, RPS was populated with degree information from MyHR in a one-off import. If you had not populated your degree information in MyHR, or you joined UCL since Profiles was launched (14 September 2023), you will need to add your degrees to MyHR, then raise a Profiles service request to arrange for the information to be added to RPS. This is to ensure that HR records contain the same information as RPS/Profiles. The Degrees section in your RPS 'Edit Profile' page will only appear once it has been populated. 

    1. Log in to MyHR and select UCL Employee Self Service > My Personal Information > Education and Qualifications. For each degree, enter 1. type of qualification (mandatory in MyHR), 2. title, 3. actual completion date, 4. qualification letters and 5. awarding/examining body. These fields are required for RPS/Profiles.
    2. Submit a Profiles service request. Choose 'My details in UCL Profiles' > 'How do I change my qualifications/degrees info on Profiles?' and follow the instructions provided.
    8. Add professional activities (Profiles Expertise & Experience page)

    The Expertise and Experience page in Profiles lists professional achievements and activities migrated from IRIS as well as new activities added directly in RPS. It is not necessary to add all of your roles and activities, just the ones that you want to highlight. The easiest way to add a professional activity is from your RPS Homepage (Professional Activities > + Add New). You can also navigate to your list of Professional Activities from the 'Edit Profile' page (Professional Activities > Manage professional activities), where you can filter, view and edit existing activities, and add new ones using the + button. There are 14 broad types of activity to select from.

    Image showing the 14 types of professional activity that are available to add in RPS.

    Most activities include a drop-down menu giving you the option to select a sub-type (e.g. 'Conference/event activity' includes 'Conference organisation', 'Invited speaker' etc.). This sub-type will not display in Profiles. The other Essential Information fields will all appear in Profiles if you populate them. Fields marked with a red asterisk are mandatory.

    Please note that organisation/institution fields can be confusing to populate at first. Follow the help text in RPS, or see our FAQ 'How do I add an Organisation/Institution to a professional or teaching activity?'.

    9. Manage your publications

    RPS finds publications and either offers them for you to review and claim (or reject), or automatically claims them for you based on your identifiers (e.g. your ORCID). The Publications page in UCL Profiles displays works that you have claimed in RPS, except any that you have opted to make private. Guides are available to help you manage your publications in RPS, including claiming publications and uploading files, configuring ORCID, and adjusting how the system searches for your name to return publications. 

    Additional fields

    10. Add teaching activities

    The Teaching page in UCL Profiles lists modules, programmes and short courses added in RPS. It is not necessary to add all your teaching, just what you want to highlight. Student support, committee work and other teaching-related roles and activities should be added as professional activities.

    The easiest way to add a teaching activity is from your RPS Homepage (Teaching activities > + Add New). You can also navigate to your list of Teaching Activities from the 'Edit Profile' page (Teaching Activities > Manage teaching activities), where you can filter, view and edit existing activities, and add new ones using the + button.

    There are 4 types of activity to select from: Module led, Module taught, Programme led and Short course taught. The Essential Information fields will all appear in Profiles if you populate them. Fields marked with a red asterisk are mandatory.

    Please note that organisation/institution fields can be confusing to populate at first. Follow the help text in RPS, or see our FAQ 'How do I add an Organisation/Institution to a professional or teaching activity?'.

    11. Add webpage and social media links

    Add links that will appear in the left hand tile of your public profile. Scroll down to near the bottom of the RPS 'Edit Profile' page. Click 'Add a web address' in the Addresses section. Choose 'type' (e.g. LinkedIn) and provide the URL. 'Label' is optional, but recommended if not selecting a type.

    12. Add links to your YouTube videos

    Add links to videos that will appear as thumbnails in the Media section of your About page. Currently, it is only possible to add links to YouTube videos. If you have any videos that you would like to add, scroll down to the bottom of the RPS 'Edit Profile' page and enter the details (type, URL and description).