UWS STAFF PROFILE MANAGEMENT SYSTEM

Transcription

1 UWS STAFF PROFILE MANAGEMENT SYSTEM MANUAL 2013 March 2013 Web Services Unit 1

2 Table of Contents Getting Started Searching for your Staff Profile... 4 Editing your Staff Profile... 4 Personal Profile Picture... 5 Preferred Name... 6 Title... 7 Contact Details... 7 Qualifications... 9 Job Title and/or Unit... 9 Professional Memberships Biography Biography Interests Awards Governance and Committees Supervision Current Supervision Previous Supervision Research Research Description Current Projects Previous Projects

3 Table of Contents (continued) Teaching Teaching Unit Publications Books Journal Articles Chapters in Books Conference Papers Exhibitions Other Multimedia Multimedia Works

4 Searching for your Staff Profile 1. Open a web browser e.g. Internet Explorer 2. In the address bar, enter 3. In the Keyword Search field, enter your full name 4. Select the go button 5. In the Results page, select your Staff Profile Editing your Staff Profile 1. In your Staff Profile, select the Edit Profile button 2. Enter your Staff ID/MyUWSAccount and Password 3. Select the Login button 4. You will be directed to the Staff Profile Management System 4

5 Personal Profile Picture To update your profile picture, you must first ensure the image meets the following requirements: Dimensions 100 pixels (width) by 150 pixels (height) File size not exceeding 100 Kb File type -.jpg only Please note: If the image does not comply with the above requirements, the image will not upload. To upload your Profile Picture: 1. Select the Browse button 2. Locate your profile picture from your desktop and select the image 3. Select Open or double click on the image 4. Select the Save profile button Please note: Once a new image has been uploaded and saved, it may take up to 3-4 days to be viewable by the public. 5

6 Display Name Title, First Name and Last Name This data is drawn from the HR Database and can be viewed in Staff OnLine at To update your Preferred Name: 1. Select the Edit Source button in the Display name section you will be directed to Staff Online 2. Log in to Staff Online using your UWS Staff ID and Password 3. Select Login 4. Select My HR > Personal Details > Preferred Name 5. Select Preferred Name 6

7 6. Update the Preferred Name field 7. Select Update To update your Title: 1. Contact your assigned HR Staffing Officer Change Details Location, Phone Extension and Address This data is drawn from the Staff Directory and can be updated using the online UWS Staff Directory Change Form at To update your Location, Phone Extension and/or Address: 1. Select the Edit Source button in the Contact Details section you will be directed to the UWS Staff Directory Change Form 2. Update the UWS Staff Directory Change Form accordingly 3. Select Submit 7

8 If the information on your Staff Directory is different from what you see in the Contact Details section of your UWS Staff Profile: 1. Log a job with IT ServiceDesk at itservicedesk@uws.edu.au Please note: We are aware that the UWS Staff Profile only displays phone extensions. The project team are working on including the full phone number for this system. 8

9 Qualifications This data is drawn from the HR Database and can be viewed in Staff Online at To update your Qualifications: 1. Original qualifications must first be sighted and signed by your supervisor 2. this certified copy to your assigned HR Staffing Officer 3. Your HR Staffing Officer will then register these qualifications in to the HR Database 4. Once the HR Database is updated with your qualifications, your UWS Staff Profile will automatically be updated within a week Current Position(s) This data is drawn from the HR Database. The Job Title is drawn from your Position Description and the Unit is drawn from the unit you are currently employed in. Updating incorrect Job Title and/or Unit: 1. Contact your School or Unit Manager to confirm correct Job Title and/or Unit 2. Your School or Unit Manager should then contact your assigned HR Staffing Officer 3. Your HR Staffing Officer will then update your Job Title and/or Unit in the HR Database 4. Once the HR Database is updated with the correct Job Title and/or Unit, your UWS Staff Profile will automatically be updated within a week If you have multiple Job Titles: 1. Log in to Staff Online at 2. Tick the Job Position(s) you want displayed 3. Untick the Job Position(s) you do not want displayed 4. Save your changes Please note: If you have more than one position from the same unit, the unit name will appear twice on your UWS Staff Profile. The project team are currently working on fixing this issue. 9

10 If you have any other issues with Current Position(s), please log a job with IT ServiceDesk at itservicedesk@uws.edu.au Professional Memberships These details can be edited directly in to the Staff Profile Management System. Updating your Professional Memberships: 1. Enter your professional membership or organisation in the *Membership or Organisation field 2. You must enter a start date in the *Start Date field 3. If applicable, enter an end date in the End Date field (optional) 4. Select the + Add button 5. Select the Save profile button 10

11 Biography Biography You can add and edit your biography directly in the Staff Profile Management System. To update your Biography: 1. Enter your biography in the Biography field, or copy and paste content from its original source into this field 2. Use the editing functions on the system to format your biography. You can use bold, italics, bullet lists and numbered lists. 3. Select the Save profile button Interests You can add and edit this content directly in the Staff Profile Management System. To update your Interests: 1. Enter your interest in the * Interest field 11

12 2. Select the + Add button 3. Select the Save profile button Please note: If you have listed more than one interest, you can select which interest appears at the top by checking the Primary box. Awards You can add and edit this content directly in the Staff Profile Management System. To update your Awards: 1. Enter your award in the * Award field 2. You must enter a received date in the * Received Date field 3. Select the + Add button 4. Select the Save profile button 12

13 Governance and Committees You can add and edit this content directly in the Staff Profile Management System. To update your Governance and Committees: 1. Enter your governance and committees in the * Name field 2. If applicable, enter your role in the Role field (optional) 3. You must enter a start in the * Start field 4. If applicable, enter an end date in the End field (optional) 5. Select the + Add button 6. Select the Save profile button 13

14 Supervision This is a listing of the current and previous projects you have been registered as supervising by your school or centre, and is managed by the Postgraduate Research Student Administration. To update your Supervision: 1. Select the Edit Source button 2. You will be directed to contact the Postgraduate Research Student Administration at sa-research@uws.edu.au 3. Once the Postgraduate Research Student Administration updates your supervision listing, your UWS Staff Profile will automatically update within a week Please note: You can tick/untick what projects you want to show/not show on your UWS Staff Profile. 14

15 Research Research Description You can add and edit your biography directly in the Staff Profile Management System. To update your Research Description: 1. Enter your research interests in the Research Description field, or copy and paste content from its original source into this field 2. Use the editing functions on the system to format your research description. You can use bold, italics, bullet lists and numbered lists. 3. Select the Save profile button To add new Current Projects: This data is drawn from the UWS Research Repository and maintained by the Office of Research Services. 1. Select the Edit Source button in the Current Projects section you will be directed to download the Register of Research Activity (RRA) Registration Form (MS Word) 2. Complete the RRA Registration Form with your new Current Projects 15

16 3. Forward your current CV and the completed RRA Registration Form via: Mark Geloven at Internal Mail: Data Officer, Office of Research Services, K.1.53, Kingswood Campus or Fax: (02) or x Once the Office of Research Services have added this new Current Project, your UWS Staff Profile will automatically update within a week To update a Current Project: 1. Contact Mark Geloven at m.geloven@uws.edu.au with your update(s) To add other Previous Projects: This data is drawn from the UWS Research Repository and maintained by the Office of Research Services. 1. Select the Edit Source button in the Previous Projects section you will be directed to download the Register of Research Activity (RRA) Registration Form (MS Word) 2. Complete the RRA Registration Form with your new Previous Projects 3. Forward your current CV and the completed RRA Registration Form via: Mark Geloven at m.geloven@uws.edu.au Internal Mail: Data Officer, Office of Research Services, K.1.53, Kingswood Campus or Fax: (02) or x Once the Office of Research Services have added this new Previous Project, your UWS Staff Profile will automatically update within a week To update a Previous Project: 1. Contact Mark Geloven at m.geloven@uws.edu.au with your update(s) 16

17 Teaching To add a Teaching Unit: 1. In the Teaching Unit field, start typing the full name of the unit the system will auto- generate suggestions 2. Scroll through the suggestions and select your teaching unit you may need to type the entire unit name if the system does not auto-generate your teaching unit 3. The system will automatically display the unit code under Code 4. Select the appropriate teaching year in the Year drop down menu 5. Select the + Add button 6. Select the Save profile button If the system does not generate your Teaching Unit as a suggestion: 1. Log a job with IT ServiceDesk at itservicedesk@uws.edu.au 17

18 Publications This data is drawn from the Higher Education Research Data Collection (HERDC) Publications system and maintained by the Office of Research Services. To add new Books, Journal Articles, Chapters in Books, Conference Papers, Exhibitions or Other: 1. Select the Edit Source button in the relevant section you will be directed to the Higher Education Research Data Collection (HERDC) Publications page at 2. Select Submit your publication you will be taken to the Submit your publication section on that web page 3. Select UWS Library Publications you will be directed to the UWS Library Site 4. Log in using your UWS Staff ID and Password 5. Follow the steps to submit your new publication 6. Once your new publication has been registered in the HERDC Publications system, your UWS Staff Profile will automatically update within a week To update an existing Publication: 1. Contact Mark Geloven at m.geloven@uws.edu.au with your update(s) 18

19 Media You can add and edit this content directly in the Staff Profile Management System. To add a link to a Multimedia work: 1. Enter the multimedia title in the Title field 2. Enter a brief description of the multimedia work in the Description field 3. Enter the URL to the multimedia work/web page in the URL field 4. Select the + Add button 5. Select the Save profile button 19