BSD Website Faculty Profiles FAQ

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.

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.

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.

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.

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.

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.

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.

Issue Source: Workday

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

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 2100 x 1575 pixels. At a minimum, the image should be 1575 pixels wide. Existing images that meet these requirements can be emailed to bsdwebsite@bsd.uchicago.edu. Faculty can schedule to take new headshots through UCM (go to the UCM Intranet to see upcoming dates) – 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.

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.

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.

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.

Issue Source: ProfilesRNS

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

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.

Issue Source: ProfilesRNS

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

Issue Source: ProfilesRNS

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

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.

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.

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.

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.