Editing a CAP Profile

This user guide explains how to edit your Stanford Profile. Many department and unit websites draw information directly from this Profile, so it's important to keep it up to date.
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Table of contents
Log In
Updating Display Name and Custom URL
Updating Settings, Including Visibility
Visibility
Additional Profile Maintainers
Biographical Information Section
Affiliations
Contact Information
Alternate Contact
Bio
Administrative Appointments
Honors and Awards
Boards, Advisory Committees, Professional Organizations
Program Affiliations
Professional Education
Patents
Keywords
Links
Research Interests
Current Research and Scholarly Interests
Projects
List ongoing work that is done in your lab
Teaching Tab
Courses
Stanford Advisees
Publications Tab
Managing Imported Publications
Presentations
Final Step: Check Your Work
Log InGo to  profiles.stanford.edu  and click "Edit My Profile" in the top right.
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Screenshot of the Stanford Profiles home page. The link to "Edit my profile" is outlined to illustrate its location in the top right corner of the page.Screenshot of the Stanford Profiles home page. The link to "Edit my profile" is outlined to illustrate its location in the top right corner of the page.
Select your affiliation to continue, and login with your SUNet ID.
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Screenshot of the Stanford Profiles login page, which displays three affiliation options, top to bottom: Stanford University, Stanford Medicine Healthcare, and Stanford Medicine Children's Health. Screenshot of the Stanford Profiles login page, which displays three affiliation options, top to bottom: Stanford University, Stanford Medicine Healthcare, and Stanford Medicine Children's Health. 
Updating Display Name and Custom URLYou can update how your name is displayed in the directory and set a custom URL to your profile page. To do so, click "Edit display name and profile URL" next to your name.
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Screenshot from the Stanford Profiles editing interface. The link to "edit display name" is outlined to show its location next to "Edit [name]" at the top of the page.Screenshot from the Stanford Profiles editing interface. The link to "edit display name" is outlined to show its location next to "Edit [name]" at the top of the page.
This will bring you to a page where these fields can be updated. Change your Display Name and URL as desired and submit.
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Screenshot of the Stanford Profile display name editor. Fields for Display name and URl are available to edit.  Screenshot of the Stanford Profile display name editor. Fields for Display name and URl are available to edit.  
Updating Settings, Including Visibility ﻿
Screenshot of the editing interface on Stanford Profiles. The fields at the top of the main region include "view and edit settings" for visibility, "add new" for additional maintainers, and "View organization profile maintainer report: for organization maintainers.Screenshot of the editing interface on Stanford Profiles. The fields at the top of the main region include "view and edit settings" for visibility, "add new" for additional maintainers, and "View organization profile maintainer report: for organization maintainers.
VisibilityYour profile can be publicly visible or only visible to the Stanford community. To adjust this setting, click the link to "view and edit settings" next to "Profile visibility settings." Depending on your appointment type, you will be redirected to the Stanford Directory ( stanfordyou.stanford.edu ) or Axess.
Additional Profile MaintainersYou may also assign additional people to maintain your Profile page. To add a new person, click the link to "add new" next to "Additional maintainers." To remove an existing editor, click the "X" button next to their name in the list. 
Note: Adding a person to this section only allows them to make changes to your CAP Profile, behind the scenes. The name of this person or people will not be visible to anyone viewing your Profile page. To add additional contact people to your profile in a publicly visible way, follow the steps below for " Alternate Contact⁠ ."
Finally, your Profile can also be maintained by certain members of your organization. To view a list of these individuals, click the link to "View organization profile maintainer report." Note: This list is informational only and cannot be changed.
Biographical Information Section﻿
Screenshot of the Profiles editing interface. Sections for photo, CV PDF, NIH Biosketch, and resume are highlighted to illustrate their location in the left column. Screenshot of the Profiles editing interface. Sections for photo, CV PDF, NIH Biosketch, and resume are highlighted to illustrate their location in the left column. 
The top left section of your profile houses your biographical information. It displays your name, an optional photo, and optional CVs or biosketches. 
Your name is automatically pulled in from the HR system, but you may edit it at the top of your Profile.
Photos are optional. To add one, click the "+" link. If you have a profile picture, you may click the links to "change" or "delete" it.
Use the "upload" links to upload a CV, NIH Biosketch, and/or Resume. Once an item is uploaded, you may edit or delete the file by clicking the pencil and X icons.
Note: Links are not permitted in the Biographical section. To add a link to your lab or website, please see the  Links⁠  section below.
AffiliationsInformation about your Stanford Affiliations is pulled directly from the HR system and cannot be edited. "Affiliation" in this section refers to your official appointment at the University, such as Professor, Dean, Lecturer, etc. If you notice an error in your profile, reach out to your department manager.
Program Affiliations are a separate category in your Profile, and include, for example, Institute memberships. More information about managing those types of Affiliations can be found in the  Program Affiliation⁠  section of this guide.
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Screenshot of the Profiles editing interface. The Affiliations section is highlighted to show its place at the top of the list of topics to edit. Screenshot of the Profiles editing interface. The Affiliations section is highlighted to show its place at the top of the list of topics to edit. 
Contact InformationYour contact information is pulled directly from the Stanford Directory and cannot be edited here. To update your contact info, click the link to visit  stanfordyou.stanford.edu .
Depending on your Affiliation type, you may also need to update your contact information in Axess.
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Screenshot of the Profiles editing interface. The link to manage university contact information in StanfordYou is highlighted to show its location in that section. Screenshot of the Profiles editing interface. The link to manage university contact information in StanfordYou is highlighted to show its location in that section. 
Once in StanfordYou, you will be able to update your information, including how this information is shared (public, Stanford-only, or private). Be sure to save your changes before exiting.
Alternate ContactYou may add an additional contact person, such as your admin or lab manager, into your CAP Profile here. Simply click the link for "add alternate contact." Once an alternate contact is added, you may edit or remove that person by clicking on the pencil or X buttons, respectively, that appear on the same line as their name.
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Screenshot of the Contact Information section of the Profiles editing interface. The Alternate Contact box is located in the bottom left of this region. Screenshot of the Contact Information section of the Profiles editing interface. The Alternate Contact box is located in the bottom left of this region. 
BioClick on the "edit" link to add a brief biography. This is limited to 4000 bytes, which is approximately 3,601 characters.
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Screenshot of the Profiles editing interface. The edit button is located at the top of the Bio section. Screenshot of the Profiles editing interface. The edit button is located at the top of the Bio section. 
Administrative AppointmentsThis section is where you can add leadership positions or other appointments, both here at Stanford or elsewhere. 
Click the "+ add a listing" link to add a new position or appointment.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "administrative appointments" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "administrative appointments" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.
Honors and AwardsThis section is where you can add any honors or awards that you have received. 
Click the "+ add a listing" link to add a new award.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "honors and awards" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "honors and awards" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.
Boards, Advisory Committees, Professional OrganizationsThis section is where you can add professional memberships, positions on boards, and other committee memberships, both here at Stanford or elsewhere. 
Click the "+ add a listing" link to add a new position or appointment.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "boards, advisory committees, professional organizations" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "boards, advisory committees, professional organizations" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.
Program AffiliationsSimilar to the "Affiliations" section toward the top of your CAP Profile, the Program Affiliations section is managed by individual programs. If you are a member of an Institute or other Program on campus, please reach out to the administrative manager to ensure your affiliation to their program is shown on your Profile.
To learn more about managing your Stanford Affiliations in regard to official University appointments (e.g. Professor, Dean, Lecturer), please see the  Affiliations⁠  section toward the beginning of this guide.
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Screenshot from the editing interface of Stanford Profiles. The Program Affiliations heading is shown, and content cannot be edited. A message indicating how information is managed is included.Screenshot from the editing interface of Stanford Profiles. The Program Affiliations heading is shown, and content cannot be edited. A message indicating how information is managed is included.
Professional EducationThis section is where you can add the degrees that you've earned. 
Click the "+ add a listing" link to add a new degree.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "professional education" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "professional education" heading, there are links for "change sorting order" and "add a listing." To the right of each line item are action buttons, where users can edit or remove the line.
PatentsThis section is where you can add your patent information. 
Click the "+ add a listing" link to add a new patent.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "patents" heading, there is a link for "add a new patent."Screenshot from the editing interface of Stanford Profiles. Directly below the "patents" heading, there is a link for "add a new patent."
KeywordsThis optional section is not visible on your CAP Profile. Instead, it allows for search indexing so that when a user searches the CAP Directory for a keyword (e.g. Cancer), your profile would be included in the results. You may include Research Interests as well as any other keywords that are relevant to you or the work you do.
Click the "+ add a listing" link to add a new position or appointment.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "keywords" heading, there is a link to "edit."Screenshot from the editing interface of Stanford Profiles. Directly below the "keywords" heading, there is a link to "edit."
LinksThis section is where you can add links to relevant websites. For instance, you may wish to share your lab website on your Profile. 
Click the "+ add a listing" link to add a new web link.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "links" heading is a link for "add a new listing." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "links" heading is a link for "add a new listing." To the right of each line item are action buttons, where users can edit or remove the line.
Research InterestsThis section is similar to the  Keyword⁠ section, but is visible on your Profile. Unlike Keywords, which can include anything, this section should be limited to just the areas of Research you conduct.
Click the "+ add a listing" link to add a new position or appointment.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "research interests" heading is a link to "edit research interests." To the right of each line item are action buttons, where users can edit or remove the line.Screenshot from the editing interface of Stanford Profiles. Directly below the "research interests" heading is a link to "edit research interests." To the right of each line item are action buttons, where users can edit or remove the line.
Current Research and Scholarly InterestsThis section is used to house information that gets pulled into other websites. Some of it will be visible on your CAP Profile, and others will not. Click the link to "add a description of your current research" to view where the various content fields appear, as well as character limits for each.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "current research and scholarly interests" heading is a link to "add a description of your current research." Screenshot from the editing interface of Stanford Profiles. Directly below the "current research and scholarly interests" heading is a link to "add a description of your current research." 
ProjectsList ongoing work that is done in your labClick the "+ add a listing" link to add a new project.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The caret arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "projects" heading is a link to "add a new listing."Screenshot from the editing interface of Stanford Profiles. Directly below the "projects" heading is a link to "add a new listing."
Teaching TabCoursesCourse information is automatically pulled in from the PeopleSoft system. All courses in which you were a primary instructor will be imported for the current and past 3 academic years. 
To request changes or report missing courses, contact your unit's Student Services person.
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Screenshot from the editing interface of Stanford Profiles. Courses are listed by academic year, but cannot be edited.Screenshot from the editing interface of Stanford Profiles. Courses are listed by academic year, but cannot be edited.
Stanford AdviseesA list of all students you advise is pulled in from various sources. You cannot edit this information yourself. 
If one of your students (undergrad, master's, or doctoral) is missing from this list, contact your unit's Student Services person. If one of your postdocs is not appearing on this list, contact the person who handles your unit's postdoc appointments. In many cases this would be your unit's Student Services person, but some units liaise directly with the Office of Postdoctoral Affairs. In that case, follow the directions in the box on submitting a ServiceNow ticket.
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Screenshot from the editing interface of Stanford Profiles showing the "Stanford advisees" heading.Screenshot from the editing interface of Stanford Profiles showing the "Stanford advisees" heading.
Publications TabPublications come from two sources: 
Syncing with Stanford University Libraries (SUL)
Manual entry into your Profile
To enable automatic imports of your Publications from SUL, click the button for "Connect your ORCID with your SUNet ID." All Publications listed in SUL will then be pulled into your Profile. To change the import settings, click "edit publication import settings." While Publications that are automatically pulled in from SUL cannot be deleted from this list, you can choose to hide some or all of them. 
In the event a Publication doesn't show in SUL, you also have the option to manually enter it by clicking "add new publication."
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Screenshot from the editing interface of Stanford Profiles. Directly below the "publications" heading are links for  "add new publication," "edit publication import settings" and "connect your ORCID with your SUNet ID." Screenshot from the editing interface of Stanford Profiles. Directly below the "publications" heading are links for  "add new publication," "edit publication import settings" and "connect your ORCID with your SUNet ID." 
You are also able to highlight certain Publications. Simply check the box for "Highlight." Highlighted publications will appear first in your list, and will be marked as "Featured Publications" to someone who is viewing your Profile. 
On the other hand, if you prefer a Publication not show up on your Profile, check the box for "Hide."
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Screenshot from the editing interface of Stanford Profiles. Each publication is listed on its own line. The columns directly to the right of the publications list contain checkboxes. In the left column, editors can check a box to highlight a publication. The column to the right of this allows users to check a box to hide a publication from their profile. Screenshot from the editing interface of Stanford Profiles. Each publication is listed on its own line. The columns directly to the right of the publications list contain checkboxes. In the left column, editors can check a box to highlight a publication. The column to the right of this allows users to check a box to hide a publication from their profile. 
Finally, you may choose the sort order of your Publications. They can be sorted by Featured (those marked Highlight) or reverse chronological order. 
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Screenshot from the editing interface of Stanford Profiles. Directly below the links to add/edit publications are two radio buttons. They allow sorting by "featured (highlighted) first" or "in reverse chronological order."Screenshot from the editing interface of Stanford Profiles. Directly below the links to add/edit publications are two radio buttons. They allow sorting by "featured (highlighted) first" or "in reverse chronological order."
Managing Imported PublicationsFrom time to time, you may receive an email asking you to approve Publications that were imported into your Stanford Profile. When you follow the link in that email, it will bring you to a where you can review recent additions.
If all of the Publications shown belong to you, you can select the "All Mine" button, which will approve the entire list. Likewise, if none belong to you, you can select "All Not Mine" and the entire list will be removed from your queue. Should you need to approve some and reject others, you may do this individually by clicking the button on the line corresponding with the Publication. 
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Screenshot of the interface to review imported publications within a Stanford Profile. Publications can be individually marked as "mine" or "not mine," or they can be marked "all mine" or "all not mine" in bulk action.Screenshot of the interface to review imported publications within a Stanford Profile. Publications can be individually marked as "mine" or "not mine," or they can be marked "all mine" or "all not mine" in bulk action.
PresentationsInclude a list of Presentations you've given.
Click the "+ add a listing" link to add a new presentation.
To edit something on the list, click the pencil icon on the right, on the same line as the item you wish to change.
To delete an item, click the red X icon on the right, on the same line as the item you wish to delete.
The carrot arrows allow you to change the sort order.
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Screenshot from the editing interface of Stanford Profiles. Directly below the "presentation" heading is a link to "add a new listing."Screenshot from the editing interface of Stanford Profiles. Directly below the "presentation" heading is a link to "add a new listing."
Final Step: Check Your WorkBefore you navigate out of your CAP Profile, be sure to take a look at the Public-view and Stanford-view ("Stanford profile"). This will allow you to see your page as others do and make any changes necessary.
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Screenshot from the editing interface of Stanford Profiles. At the top of the page, the link to "View Stanford Profile" is highlighted.Screenshot from the editing interface of Stanford Profiles. At the top of the page, the link to "View Stanford Profile" is highlighted.
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