Researcher and Staff Profiles

Getting Started

The University currently has two different types of online profile available to staff — Researcher Profiles and Staff Profiles.

A profile 'overlay' can also be used to provide additional information for display on the Researcher Profile.

It is important to understand the differences between each of these.

Researcher Profiles

These multi-page profiles are the preferred option for academic and research staff at the University. The Research Portfolio Manager (RPM) system is used to manage and update the data in addition to various associated University systems such as Alesco, Callista etc.

View an example of a completed Researcher Profile

Visual Guide to where the data on the profiles is drawn from

Find out more about getting a researcher profile set up or contact the Research Performance Systems team.

Staff Profiles

The are the predecessors to the Researcher Profiles, but are still available for staff that aren't eligible for a Researcher Profile (eg. general/professional staff).

View an example staff profile

Profile 'overlay'

You only need a profile 'overlay' if you have a Researcher Profile. The 'overlay' is used to include things like a profile photo on your Researcher Profile


Creating and Updating profiles

Step through the options below to find out how you can go about getting a researcher profile created or updated.

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Information for Staff Members

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I don't already have a profile

If you are an Academic or Research staff member, you need to get in contact with the Research Performance Services team and enquire about what you need to do to get your Researcher Profile activated.

You can find out more about Researcher profiles here.

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I need to make changes to my existing profile

What type of profile do you currently have? You can find this out by checking the URL of your current profile.

Take a look at the two example URLs below and see which one is similar to yours.

Example 1 http://www.newcastle.edu.au/staff/profile/first.lastname.html
Example 2 http://www.newcastle.edu.au/staff/research-profile/First_Lastname

Information for Staff Members

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Updating a Staff profile

Who can update my Staff profile?
Only web publishers who have completed the CMS training have access to make changes to Staff profiles. You can find a list of key web publishers on our website - you should contact the relevant person in your faculty of school.
If you are unable to locate someone from your area, contact the web services team and we will point you in the right direction.
Can I add images to my profile?
Yes, you can include a profile photo and/or a gallery of images (typical use might include displaying covers of published works). In both cases you should contact a web publisher in your area and supply them with the high-quality photos/images that you would like to include.
My contact details or position information is wrong, how can I fix this?
Contact and position details are drawn from the staff directory, you should check that your details are correct in HR Online, and then contact HR if you need further assistance.

Information for Staff Members

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Updating a Researcher profile

Who can update my Researcher profile?
Data for the Researcher profile is drawn from a number of University systems, and some data is drawn directly from Research Portfolio Manager (RPM) for example your biography — you should have access to RPM to make changes to your profile. For further information on updating your Researcher profile please visit the Researcher profiles help page or contact the Research Performance Systems team.
We have also put together a visual guide to show you where all the relevant data is drawn from that combines to create your Researcher Profile.
I want to add a photo or gallery to my Researcher profile
You will need to contact a web publisher in your faculty of school and supply them with the photo(s). Only web publishers who have completed the CMS training have access to add profile photos to Researcher profiles. You can find a list of key web publishers on our website, if you are unable to locate someone for your area contact the web services team and we will point you in the right direction.

Information for Web Publishers

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I need to make changes to an existing profile

What type of profile are you trying to edit? You can find this out by checking the URL of your current profile.

Take a look at the two example URLs below and see which one is similar to the one you need to update.

Example 1 http://www.newcastle.edu.au/staff/profile/first.lastname.html
Example 2 http://www.newcastle.edu.au/staff/research-profile/First_Lastname

Information for Web Publishers

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Updating a Staff profile

Where in the CMS can I find the staff profiles?
You will find the profile file that you need to edit in the following CMS location:
CMS Path templatedata/2. Tools/Staff Profile/data/
If you are unable to edit these profiles please contact the Web Services team.

Information for Web Publishers

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Updating a Researcher profile

Who can update a Researcher Profile?
Only individual researchers are able to update their Researcher profile details using the RPM system - unless, of course, you have been given access to update details on their behalf.
As a web publisher you can however update a couple of areas of a Researcher Profile including the photo and related links, see the 'Updating a profile overlay' section below.
For your reference, we have also put together a visual guide to show you where all the relevant data is drawn from that combines to create a Researcher Profile.
I have been asked to add a profile photo or gallery to a Researcher Profile
Photos are not currently managed in the RPM system, instead you can do this in the CMS, see 'Update a profile overlay' below for more info.

Updating a profile 'overlay'

Why do we need profile overlays?
The overlays are provided to provide additional information/features that are not currently available via the central RPM system, mainly the ability to include a profile photo. The overlays are then 'merged' with the Researcher profile when viewed on the public website.
Where in the CMS can I find the profile overlays?
You will find the overlay that you need to edit in the following CMS location:
CMS Path templatedata/2. Tools/Staff Profile/data/overlay/
If you are unable to edit these profile overlays please contact the Web Services team.
What information can I add using an overlay?
You can add a profile photo, related links (for things like related external research sites), lists of courses/programs that a researcher may be involved with and image galleries can all be added using the profile overlay.
How do I add a photo to a profile
The researcher will have hopefully provided you with a high-quality photo for use on their profile, you will most likely need to resize this image to fit in the space provided on the profiles - you will need to resize the image so that it is 178px wide (the height can vary). You then need to upload this photo into the CMS, it doesn't really matter where you upload it as long as you know where it's kept. Many web publishers create a 'staff profile' folder inside their faculty or school resources folder and upload all the profile photos there so that they are all in one easy to manage spot.
You then need to add the image to the profile overlay, to do this go to the last page of the overlay form and you should see a 'browse' button for the profile photo - locate your file in the CMS and proceed as normal.