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Guidance for Staff & PhD Student Profiles

Category Archives: Staff FAQ

How do I add a link to appear as an ‘External Link’

PhD Student FAQ, Staff FAQ.

When your profile has been published there is a section at the top containing contact information and a heading called ‘External Links’. To add a link to appear here you need to login to https://publications.city.ac.uk and go to Home > Edit your profile.

Scroll down to the heading ‘Web addresses and social media’

Click on ‘Add a web address’. Select a type if you want it to appear with a special logo such as Twitter or LinkedIn.

You can add as many links as you like.

Save and wait for profile to update.

 

How to migrate old ‘About’ section

Staff FAQ.

When we first started using the system there was no specific way to record personal data such as administrative roles or memberships of organisations. So we created a special section called ‘About’ which contained a lot of free text paragraphs. Read on to find out how to migrate this information to the correct locations in Elements. (more…)

How do I prevent an item being shown in my public profile?

PhD Student FAQ, Staff FAQ.

You can login and add items (be they publications, professional activities, grants etc) and by default they will be visible and, if your profile is live, will show in your published profile at city.ac.uk/people/academics

Items can be managed from the listing page for the item type (e.g. publications) where you will see a list of items in summary view with a set of icons beneath and to the right.

 

 

Click the blue ‘eye’ icon to set the item to ‘invisible’. This will now show with a closed ‘eye’ icon and a hatched background and will be removed from your public profile on the next update.

 

 

 

 

Clicking the ‘eye’ icon again will set the item back to being visible.

 

Can I include hyperlinks in my entries?

PhD Student FAQ, Staff FAQ , .

Most of the areas where you enter text are plain text boxes, there is no wysiwyg editor for formatting. So, adding hyperlinks can only be done by adding the html markup directly.

This can be done as follows:

Some text here <a href=”hyperlink”>hyperlink label</a> and more text here

e.g.

Professor X is a member of the <a href=”https://www.rss.org.uk/”>Royal Statistical Society</a> and …

will appear as:

Professor X is a member of the Royal Statistical Society and …

 

Where an ‘element’ has a field for a URL, this will usually be automatically displayed as a URL on the academic experts website. For example, the DOI field for a publication is displayed as a hyperlink.

Can I include pictures (or graphics / logos) or video in my entries?

PhD Student FAQ, Staff FAQ .

In short – no. The interface for adding text entries does not have any tools for adding images or any embedded content, formatting of tables etc. It is designed for plain text, to be formatted by the final display system – in this case Matrix CMS, which formats data and displays your data as web pages. Any html other than the following tags are stripped out before presenting on the web: <a> <i> <b> <em> <br> and <strong>.

So, you could add a link to a video or image on the web, but you can’t embed it.

 

How do I change my photo?

PhD Student FAQ, Staff FAQ .

You can manage your photo by editing your profile from the Home tab in publications.city.ac.uk

Click on the Edit your profile button, then Manage photo, where you upload a new photo or replace the existing one. You should set the crop then save.

Please not that we do not currently automatically upload these photos to your public-facing profile – if you want your new photo to be shown there you’ll need to email staffprofiles@city.ac.uk

We require a good quality, professionally taken photo if possible. A ‘head and shoulders’ shot with a light-coloured background that can be cropped square is ideal.

My details are showing incorrectly or have changed

PhD Student FAQ, Staff FAQ .

Our system is linked with your staff record (student record for PhD students) so you’ll need to make sure that we know your new details.

If your details have changed …

Staff should log a call with the IT Service Desk (x8181) or via Service Now at https://cityuni.service-now.com as this will ensure that your changes are shown across all our IT systems. Do this if any of the following have changed or are showing incorrectly on your O365 account or in the City directory:

  • Preferred firstname (also ‘known as’ name or ‘display name’)
  • Surname (for example if you get married)
  • Personal title (Dr, Professor etc)
  • Building/room location and/or office phone number
  • School or department
  • Job title

Staff should also notify HR of a change in name, title or email address.

PhD Students should log a call with the IT Service Desk (x8181) or via Service Now at https://cityuni.service-now.com as this will ensure that your changes are shown across all our IT systems. Do this if any of the following have changed or are showing incorrectly on your O365 account or in your student record (eVision):

  • Preferred firstname (also ‘known as’ name or ‘display name’)
  • Surname (for example if you get married)
  • School or department
  • Job title
  • Programme or route of study

How do I get an account?

PhD Student FAQ, Staff FAQ , .

To get started with staff profiles you will need a City, University of London computer account and access to https://publications.city.ac.uk

For staff we link to the HR database to get an up-to-date list of users eligible to use the system but if you have started recently and do not yet have access please email staffprofiles@city.ac.uk to request an account.

For PhD students we get data from our student records system (SITS). If you have started recently and do not yet have access please email staffprofiles@city.ac.uk to request an account.

When you have an account you will login using your City username and password, the same one you use for Moodle, Service Now or the Staff Hub.

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