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Updating Your Division Profile

Updating Profiles - Quick Start

  1. Click on "Login" in the lower right corner and enter your (access) username and password to be taken to your dashboard.

  2. In the "My Pages" section you'll see the page(s) that you have permissions to edit.

  3. Click "edit" next to the profile to be edited, or click on the profile name to view it. (You'll have an "Edit" button on the profile page itself as well.)

  4. Make changes to fields as needed, use the "Revision log message" to note what you did, and click the "Save" button to update the profile page.

Updating Your Division Profile Page

Each user has their own profile page on the division website. User profile pages can be updated by user themselves or by others set up as a delegate for the user.
To set up a delegate, the user should contact Jessica Varlet (x3821,
These profile pages can provide in-depth information on the user, with fields for a wide variety of information:
  • Name
  • Title
  • Education
  • Phone
  • Mail Code
  • Office Address
  • Email Address
  • Personal URL
  • Research URL
  • CV (as uploaded file)
  • Research Area(s)
  • Research Summary
  • Research Description
  • Publications
  • Selected Awards
  • Affiliations & Memberships
  • Current Course Links
  • Thesis Title
  • Thesis URL
The arrangement of the fields on your profile page is set system-wide, but you control what information is displayed.
The fields in the first column above are automatically imported from, and kept in sync with, your information in (ACCESS).
To modify these fields, simply log in to ACCESS and update the information there. It will be automatically transferred to the division site during the next nightly synchronization.
Note that your privacy preferences set in access are observed when displaying this information on your profile. If, for instance, in access you have set your office location to not display to off-campus viewers of the online Caltech directory, your office location will not display on your division profile page.
To edit the fields in the second column above, follow the steps below.
  • faculty profile Log in to the website using the "Login" link in the bottom right corner of the site. Enter your ACCESS username and password.
  • Once logged in, you're taken to your Dashboard. The "My Pages" block on the Dashboard will list your profile page, or the profile page(s) you've been given permission to edit.
    • Select "Edit" to edit the page immediately.
    • Select the page name to view the current page. Because you're logged in, you'll see a menu bar with a grey background just above your profile page content and just below the main site menu.
      • VIEW - The green background of the "View" option indicates that you're currently in view mode.
      • EDIT - To edit the page while viewing it, simply select "Edit."
      • REVISIONS – This will let you see a list of past versions of the page.
      • CREATE SUBPAGE – This allows you to create one or more pages to appear in a separate section on the right side of the profile page.
  • The Edit view displays all of the profile fields on a single page. (Those imported from ACCESS are greyed-out and are not editable.) To update your profile, modify the field(s) you want to change and select "Save" at the bottom of the page.

Update Your Photo on the People Page 
  • Once logged in, click on the home icon in the top left corner, navigate to your profile by clicking on the link to the people page. Hover over your photo on the right side and an icon will appear to edit the photo. 
Detailed Field Information
  • PHOTO – This is the photo that will be displayed in the upper right corner of your profile page.
    To replace the existing image, choose "Select" next to the current image and do one of the following:

    You may also upload or choose additional images in addition to the main image. On the profile page, the multiple images will be displayed one at a time in a sort of manual slide show, in the order in which you've placed them when editing your profile. (Use the symbol  symbol to drag the images into the order you want.)

    Be sure to set 180_square  crop and the Grid 7 crop for any images used as profile photos. These crops define what portion of the profile photo will be displayed on the listing pages and on the profile page itself. (See the "Working with Images" section of this document for details.)

    • Upload a new photo.
    • Choose a photo from the "Library Plus," "Library," or "My Files" tabs.
  • NAME OVERRIDE – This field is normally left blank, but if the name which is synchronized from the directory—and which becomes your profile page's title—is not what you want, enter your preferred name here and your profile page title will show it instead.
  • CV – If you have a PDF file with your CV, you can use this option to upload it to your profile page, where it will be available for download
  • RESEARCH AREAS – Select your research areas from the list displayed. To select more than one, hold down the CTRL key on a PC, or the command key on a Mac, while selecting the items.
  • RESEARCH SUMMARY – Enter a brief description of your research. This field, which is used on listing pages that show more than one person's information, cannot contain links, images, or formatted text.
  • RESEARCH DESCRIPTION – Use this field to describe your research in as much detail as you'd like. You may include links, images, and formatted text. (See the "Working with Images" and "Working with Text" sections of this document.)
  • SELECTED PUBLICATIONS – You may enter selected publication information in this field (include links, images, and formatted text), choosing which publications to enter, in which order, and how to format them. 

— OR —

  • CALTECH CODA NAME  You may enter your author name (look up author name) to have your complete list of publications included in CODA displayed on your profile page. (Note that if you fill in both the Selected Publications and Caltech CODA Name fields, both sets of information will display.) (Information on getting publications listed in CODA's CaltechAUTHORS database)
  • SELECTED AWARDS – List your awards and honors, one per line.
  • AFFILIATIONS AND MEMBERSHIPS IN PROFESSIONAL SOCIETIES – List your affiliations and memberships, one per line.
  • FUNDING SOURCES – List your funding sources, one per line. This field is not currently displayed on your profile page.
  • COURSES – Select the course(s) you're teaching to have your profile page automatically display course information from the Caltech Catalog. This is an auto-search field (indicated by the circle on the right side of the field); begin entering information and choose from the list provided. You may add additional courses by using the "Add Another Item" button.
  • THESIS TITLE & THESIS URL – These fields are mainly for use by division alumni and students about to graduate.
  • REVISION LOG MESSAGE – Use this field to record what changes you made during this editing session (e.g. – "Updated affiliations and awards.").

Working with Images

To upload images for use on the site:

  • Select the file to upload and pressing the "Upload" button.
  • Click on the "Next" button.
  • Accept the default destination for the file ("Amazon Simple Storage Service") by clicking on the "Next" button.
  • Optionally enter for the photo:
    • Alt Text – This is the text that will be displayed if a site visitor is not displaying images. This is also what will be read aloud to visually impaired site visitors who are using screen reading.
    • Caption – The caption will be displayed beneath your image, in all uppercase letters. However, be sure to enter captions in upper- and lowercase letters.
    • Photo Credit – To display a credit beneath the image (in small italic type), enter the photographers name or source here.
    • Title Text – Title text is what is displayed when a site visitor hovers their mouse over the image. 
    • Media Tags – Use this auto-search field to add one or more tags to this photo. If the tag you want does not come up, you may enter a new tag.
  • Click the "Save" button when finished with these optional fields.
  • Save the profile page by clicking the "Save" button at the bottom of the page.
  • Edit the profile page again by clicking the "Edit" button at the top of the page.
    Click the "Edit" button next to the new image in the Photo area of the profile page. (This button does not appear until after the page has been saved with the new image in place.)
  • Click the "Manage Image Crops" button to define which area of the image should be used on the profile page. When the "Cropping Image" dialog box pops up, click on the "180_square" button, then move and resize the square selection box within the image. (Best practice when uploading an image for use on the website is to set all of the crops, so the image displays as you specify regardless of where it's used on the site.)
  • Click "Apply Crop" when finished to save your changes to the crop(s).
  • Click "Save" to close the "Edit Image" dialog box.
  • Save the profile page by clicking the "Save" button at the bottom of the page.
It's possible to have more than one image attached to your profile. If you do this, your profile will show the first image at full size, with thumbnail images for all images. Clicking on a thumbnail image will display that image full-size in place of the first, default image. (Note that the first image will be the image displayed on listing pages.)

Images can also be placed inline (within the text) in some fields on the profile page, and within the text on subpages. The "Add Media" icon  media icon  is on the far right of the toolbar in the editor for these fields. Click it to bring up the "Select a File" dialog box.
If you're uploading a new image for use within your text, be sure to select the appropriate Media Folder. This will most likely be the username associated with the profile you're editing.
You may also choose from existing images on the site using the "Library Plus," "Library," or "My Files" tabs. To include a video from YouTube, Vimeo, or Ustream, use the "Web" tab and paste in the URL or embed code for the video.

Working with Text
Most of the text-entry fields on profile pages accept only plain text, but a few allow the entry and display of formatted text.  Keep in mind that the text as displayed when you're editing it is not exactly how it will be displayed on the profile page. It's best to make your changes, save the page, then double-check that it looks as you intended.
In these rich-text fields, you'll see and editor toolbar across the top of the field.

Hovering over each tool in the toolbar will bring up a description of what it does. Most are self-explanatory, but a few merit a closer look.

  • source  The "Source" tool allows you to view and directly edit the HTML of the page. This isn't normally necessary, and because the site creates very compact HTML code it's not very easy, but it's available if you need it. (Clicking the button again will switch back out of HTML mode.)
  • paste  These are three different "paste" buttons.
    As a general rule, always use the third one ("Paste from Word," with the small "W" on it). This will paste in text you've copied from elsewhere (an email message, Word, the web, etc.), and will keep intact its formatting but will remove "behind the scenes" HTML coding which may affect its compatibility with the site.
    The second option, "Paste as Plain Text," will remove all formatting from the text you're pasting.
    The first option is simply "Paste" (the same as CTRL-V on a PC or COMMAND-V on a Mac) and should basically never be used.
  • special character  Use the "Insert Special Characters" tool to insert letters with accents and special symbols. (The tools    allow formatting text as superscript and subscript.)
  • format  The format pull-down allows formatting text with pre-defined heading settings. This is useful for defining sections within long blocks of text.
  • media icon  The "Insert Media" tool allows you to place images within the text. Once you've placed an image, right clicking on it will allow you to set image properties such as size, position, and spacing from surrounding text.