BSD Template Website FAQ

Faculty Profiles

The BSD faculty profiles are the most challenging aspect of this project because we designed this as a database, i.e., you cannot directly edit this information in the website backend.

Faculty can update the following information themselves by logging into profiles.uchicago.edu/profiles/search with their CNET IDs. Updates take 24-48 hours to display.

  • Overview
  • Research and scholarly interests (keywords)
  • Education
  • Awards
  • Publications (PubMed feed that can be edited)

Faculty, please see the following document for instructions: How to update your faculty profile

You or a staff member in your department can request proxy access to edit all of the faculty in your department’s profiles by sending an email to BSDIS@bsd.uchicago.edu listing your name, CNET ID, and the section/department you should have proxy access to. The department EA should be copied on the email to approve the request.

Troubleshooting Faculty Profiles

Faculty profile is displaying or not displaying

Issue Source: Workday

Solution: Currently, the following individuals are pulled into BSD websites’ faculty profiles data feed (as entered into Workday):

  • Track Type is one of the following: “Faculty”, “Faculty-SOM”, “Clinical Scholar”
  • At least one appointment where the appointment is both “Primary” and “Current”*
  • Appointment End Date is either null (empty) or a future date
  • If a person meets the above criteria, we include all of their “Current” titles*
  • Department is primary in Workday (We are working on a solution to “joint/secondary appointments”, but at this time the primary department in the Workday determines which website the profile displays in.)

*“Current” and “Primary” are true/false flags in an appointment record.

To resolve any issues, check with the Office of Academic Affairs to determine if Workday is correct.

Name is incorrect

Issue Source: Workday

Solution: Your legal name as entered in Workday pulls into the website by default. If you prefer your name to display differently, individual faculty can log in to Workday to update the “preferred name” field. Faculty are advised to contact their HR business partner if their legal name is incorrect in Workday and needs to be updated.

Title is missing or incorrect

Issue Source: Workday

Solution: Ensure title appears as part of the Workday record. Promotions should appear on the websites within 1 day of Workday being updated. Faculty are advised to contact their departmental executive administrator or HR business partner to fix this.

Departmental appointment is missing

Issue Source: Workday or website CMS

Solution: Primary departments entered in Workday are listed as the faculty member’s appointment, and that faculty member should filter to that departmental website. At this time, joint appointments are only appearing on the department listed as “primary” in Workday. We are working on a solution to fix this. In addition, we cannot pull in faculty who are primary outside the BSD. Right now, all joint and secondary appointments should be manually added to that department’s website on a separate list. If you are missing from a department’s website where you have an appointment, contact the administrator of this department to ensure your joint or secondary appointment is added.

Section is missing or incorrect

Issue Source: Workday

Solution: Section affiliations that are included in Workday appear on your faculty profile. Some departments have defined “sections” that are missing from the Workday record. Please contact your Executive Administrator if you feel your section affiliation is incorrect.

Lab website or other website is missing or incorrect

Issue Source: ProfilesRNS

Solution: Each faculty member can log in with your CNET ID to ProfilesRNS and update the website field. You may list more than one website on a separate line. Please allow 1-2 business days for the update to appear on your faculty profile.

Preferred email address is missing or incorrect

Issue Source: Workday

Solution: Please email BSDIS@bsd.uchicago.edu to request your email address in your faculty profile be updated.

Profile photo is missing

Issue Source: Faculty database

Solution: Only high resolution headshots can be used on the website platform. They must be loaded into our database to display; images from Profiles RNS cannot be loaded on our websites. The image should be a JPEG file and will be cropped to 595 x 595 pixels. At a minimum, the image should be 595 pixels wide. Existing images that meet these requirements can be emailed to website@bsd.uchicago.edu. Departments can schedule their faculty to have new headshots taken on campus through UC Creative – see the Photos and Documents FAQ for more details. We have a process for getting these photos loaded onto our websites, as well as photos taken at physician fair events.

Overview is missing or needs to be edited

Issue Source: ProfilesRNS

Solution: Faculty members can log in with your CNET ID to edit your overview. Please note ProfilesRNS has separate sections for education and training, publications (bibliography), and awards and honors, so these items should NOT appear in your general overview section.

Research and scholarly interests are missing or need to be edited

Issue Source: ProfilesRNS

Solution: Research and scholarly interests are populated by editing the keywords field within ProfilesRNS. Each faculty member can log in with their CNET ID. Please note, each term or group of terms should be added on a separate line.

Clinical interests are incorrect

Issue Source: UCMC Physician Database (a manual database on all providers that populates uchicagomedicine.org, managed by the UCM MarComm team)

Solution: Note that this is different from research and scholarly interests. These terms are curated by UCM Marketing and if they need to be updated, this requires a conversation with Kalee Hildreth. Please reach out to her directly.

Education and training are missing or need to be edited

Issue Source: ProfilesRNS

Solution: Faculty members can log in with your CNET ID to edit your education within ProfilesRNS.

Degree is missing or incorrect

This is maintained manually. Please email website@bsd.uchicago.edu with the first & last name of the faculty and what the correct degrees should be.

Honors and awards are missing or need to be edited

Issue Source: ProfilesRNS

Solution: Faculty members can log in with your CNET ID to edit your honors and awards within ProfilesRNS.

Publications are missing

Issue Source: ProfilesRNS

Solution: Publications are automatically updated via PubMed feed into ProfilesRNS. Faculty members can log in with your CNET ID to edit your publication list. Publications cited within PubMed not discovered by the automatic process can be manually added and ProfilesRNS will retain this information going forward so the publication(s) will continue to appear. The best way to add a publication sourced from PubMed is via using the PMID associated with the publication. Finally, note that publications from journals that do not normally appear in the PubMed database can also be manually added via ProfilesRNS.

Publications are incorrect

Issue Source: ProfilesRNS

Solution: Publications are automatically updated via PubMed feed into ProfilesRNS. Faculty members can log in with your CNET ID to edit your publication list. Incorrectly associated publications can be deleted and ProfilesRNS will retain this information going forward so any errant publication(s) should not reappear.

General publications questions

Issue Source: ProfilesRNS

Solution: The ProfilesRNS automatic PubMed publication discovery service is designed to make the process of associating publications to faculty easier and less manually intensive. This service is provided by Harvard University and runs nightly. Taking the researcher’s name, and a listing of publications currently associated with the researcher within our instance of ProfilesRNS, Harvard’s process attempts to identify additional possible publications for inclusion in the faculty members profile. This discovery process is difficult due to limitations within both the PubMed database itself and ProfilesRNS. It is not expected to be 100% accurate in all cases. Faculty can help provide better inputs to Harvard’s search engine by periodically reviewing the publications associated with their profile, taking care to add missing publications (false negatives) and removing any incorrectly associated publications (false positives). Manually added or removed publications are weighted more heavily by Harvard’s process, so occasional human curation of the associated publication list should improve the results on subsequent future automatic searches.

"Information for Patients" box is missing

Issue Source: UCMC Physician Database (a manual database on all providers that populates uchicagomedicine.org, managed by the UCM MarComm team)

Solution: This is a feed from the physician database that needs to be manually updated. Please email website@bsd.uchicago.edu with the first and last name of the faculty member and note this box is missing and we will request it be fixed.

Other questions or issues can be sent to website@bsd.uchicago.edu.

Common Workday-Related Issues

A faculty member who is still here disappears from the website

This can happen at the time of promotion. An appointment must be listed as current in Workday for the faculty member to display. Check with the office of academic affairs or your academic affairs administrator to ensure the approval of the promotion is expedited so that the appointment is current.

Departmental or other administrative titles are missing

Only titles in Workday are included on the faculty profile at this time.

Section is missing or incorrect

Section information must be included in Workday to display correctly on the website.

Graduate Program or Committee Affiliation does not appear

Committee appointments must be included in a person’s Workday appointments to display.

Reminder: This is the OAA‘s definition of faculty based on information in Workday.

  • Track type is Faculty, Faculty-SOM, or Clinical Scholar
  • Current appointment in a BSD department = True
  • Appointment end date is in the future or empty

Only those faculty whose information in Workday meets this definition will appear in the faculty feed on the website.