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.
Table of contents
Table of contents
Log In
Updating Settings, Including Visibility
Biographical Information
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
Courses
Stanford Advisees
Publications
Managing Imported Publications
Presentations
Final Step: Check Your Work
Log In
Go to profiles.stanford.edu and click "Edit My Profile" in the top right.
Select your affiliation to continue, and login with your SUNet ID.
Updating Settings, Including Visibility
Your profile can be publicly visible or only visible to the Stanford community. To adjust this setting, click the link to "view and edit settings," which is next to "Profile visibility settings." You will be redirected to the Stanford Directory ( stanfordyou.stanford.edu ) or Axess, depending on your appointment type.
You 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
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.
Affiliations
Information 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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Contact Information
Your 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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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 Contact
You 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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Bio
Click 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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Administrative Appointments
This 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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Honors and Awards
This 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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Boards, Advisory Committees, Professional Organizations
This 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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Program Affiliations
Similar 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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Professional Education
This 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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Patents
This 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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Keywords
This 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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Links
This 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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Research Interests
This 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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Current Research and Scholarly Interests
This 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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Projects
List ongoing work that is done in your lab.
- Click 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 carrot arrows allow you to change the sort order.
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Courses
Course 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 to report missing courses, reach out to your unit's Student Services person.
Stanford Advisees
A 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.
Publications
Publications 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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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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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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Managing Imported Publications
From 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.
Presentations
Include 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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Final Step: Check Your Work
Before 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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