2 of 20

Quick Start

Go to the UC Publications Management System and login. Click “Edit My Profile”. Under “About” click add/edit under Overview and write a short description of your work at the Lab. Upload a work-appropriate photo of yourself. If you’re a researcher, you can optionally fill out additional fields on this page too (see the rest of this document).
Go to hris.lbl.gov and click on “LBNL HR Self Service”. Under “Personal Information”, add your Role (a plain language job title that helps your colleagues understand what you do) and give a very brief summary of what you do at the Lab. If you have a preferred place to send people when an LBNL website visitor requests your profile, such as your research group page, you can add it here.
For instructions on a fuller profile update, including pronouns and preferred name, please refer to this page on Commons.

Your information will propagate to Google Contacts within 2 days. If you’re a researcher, you can also see your information at profiles.lbl.gov. In the future, Division websites will also feature this information for all staff.

Only research staff appear on profiles.lbl.gov, although everyone appears on the Division websites.

3 of 20

Updating Your Profile: The Various Profile Components

Source data for all components of Lab Profiles comes from the Publications Management System and can be updated using these instructions.

Thumbnail profiles will appear on Division pages, and will direct users to fuller profiles on the Division Site. All data for these various profile components is updated and edited via the Publications Management System.

4 of 20

Updating Your Profile

Log in to the Lab’s publications management system using your LBL credentials, unless you also have a campus appointment. Campus login credentials always supersede LBNL login credentials.

5 of 20

Updating Your Profile: How To Start Editing

From your homepage in the Publications Management System, click on the “Edit my Profile” button under the photo.

6 of 20

Updating Your Profile: Adding Your Information 1/2

Click on links next to the blue icon to add information about academic and non-academic employment and education. You can also add websites and social media links.

7 of 20

Updating Your Profile: Adding Your Information 2/2

Please upload a photo and add information about your biography and research interests. IMPORTANT: profiles.lbl.gov will display the whole text field, but the Thumbnail and Division profiles will only display the first 180 characters of the Overview/BIO unless you fill out “What I do” in the HR self service app.

8 of 20

Updating Your Profile: Adding Your Photo

Guidelines for creating a profile photos

Getting a good clean professional headshot of just you is key. Select a photo that represent how you want the world to see you
Your face should take up 60% of the frame as a general rule. You want the image from at least the top of your shoulders to above the top of your head. Leave ample space all around your silhouette so it frames your face.
Use a neutral background so the focus is on your face
Ideal photo size for upload is 720 x 576 at 72 dpi. Profiles.lbl.gov displays at 180 dpi.

9 of 20

Updating Your Profile: Adding Your Photo

Log in to the publications management system and select “Edit my Profile.”
Edit my Photo
Upload a photo
Drag your image to dialog box or Browse to choose from your hard drive.
Position your face in the center of the grid. On the right you will see a preview of your photo in the circle vignette. Position your photo as needed using the slider or cursor keys to zoom in and out. You can focus on the image and use cursor keys to move the cropping area.
Save

10 of 20

Updating Your Profile: Role

The job title that displays in the profile is the official job title that appears in the Lab’s HR data. In some cases that title may not accurately reflect your role at the Lab, and if you have a campus appointment it will always supersede your LBL title. If you want to change it to something more relevant, here’s how you do it:

Log in to the HR Self Service App: hris.lbl.gov
Select “Update Personal Data”

Note: if you are satisfied with your “HR job title” you can ignore this step and it will appear by default. If you have a campus affiliation of any kind, please contact profiles@lbl.gov to get your role updated.

11 of 20

Updating Your Profile: Role

Once you have successfully logged in to the LBNL HR Self Service app and navigated to your personal info, you can update your “Role” and “What I do” - a short job description starting with “I”. This will appear in the thumbnail bio on your Division profile. Then save and exit. Your new title will display in the profile the next time it updates its HR data (every 24-48 hrs). Again, if you leave this blank, your job title will appear as it does in the Lab’s HR data. If you don’t fill in “What I do” the thumbnail bio will display the first 180 characters of your Overview/Bio.

Important: If you have any kind of campus affiliation at all, even a nominal one, you will also need to contact profiles@lbl.gov to get your “Role” updated. UCPath HR data always prioritizes campus titles and affiliations over LBL ones.

12 of 20

Updating Your Profile: What I do

Once you have successfully logged in to the LBNL HR Self Service app and navigated to your personal info, you can update “What I do” - a short job description starting with “I”. This will appear in the thumbnail bio on your BLDS Division profile. Then save and exit. Your new title will display in the profile the next time it updates its HR data (every 24-48 hrs). If you don’t fill in “What I do” the thumbnail bio will display the first 180 characters of your Overview/Bio. Screenshots on the next slide illustrate the difference.

13 of 20

Updating Your Profile: “What I do” Filled in

This is how your HRIS self service and thumbnail profile will appear if you fill in “What I do”.

14 of 20

Updating Your Profile: “What I do” Left blank

This is how your HRIS self service and thumbnail profile will appear if you leave “What I do” blank: it defaults to the bio you filled out in the publications system.

15 of 20

Updating Your Profile: Alternative Profile Links etc.

The HR self-service app allows you to customize your profile in other ways. You can add a preferred profile page, include contact information, and also list any assistants or Lab managers. These will appear on your Division profile (though not on profiles.lbl.gov). If you leave these fields blank, the profile link will default to your profiles.lbl.gov page and none of the other data will appear.

Note that phone numbers and vehicles don’t display publicly.

16 of 20

Editing your privacy settings

The profiles.lbl.gov website is primarily intended to display profiles for people engaged in research and publishing. LBL job codes determine who does/does not have a profile appearing on that site, however there are any number of exceptions to these job code rules and many cases where someone who should have a profile appearing on profiles.lbl.gov does not.

If this scenario applies to you, here’s how to change it:

Log in to the HR Self Service App: hris.lbl.gov
Select “Update Personal Data”

17 of 20

Editing your privacy settings cont’d

Simply toggle the box that says “Publish my profile on Profiles.lbl.gov (for active researchers only)”. A pop-up window will appear asking you to confirm that you are engaged in research and publishing, and that you will comply with the terms of the Department of Energy’s Public Access Policy.

If you wish to hide your profile, you can do so by making sure the box is “unchecked”.

NOTE: ALL LBL staff will have public facing profiles on the Division home pages (“BLDS sites”). Profiles.lbl.gov is only meant for those people engaged in research and publishing.

18 of 20

Summary: Which Data Goes Where?

Most of the data for Division profiles and for profiles.lbl.gov comes from the Pub Management System, but there are some things that have to be entered in the Lab’s HRIS self service app. Here’s a short summary of what goes where. All of the data appears in both profiles.lbl.gov and the Division profile sites.

Pub Management System

Manually Entered Data

Auto-populated HR Data

Name

Position

Area/Division

Photo

Phone Numbers

Overview (Bio)

Research Interests

Teaching Summary

Experience

Education

Languages

Addresses

Media

HRIS Self Service App

Manually Entered Data

Role

What I Do

Primary Profile

Assistants

19 of 20

FAQ

Q: Can I edit everything in the profile?

A: No. Some of the information is fed directly from the Lab’s HR data and can’t be edited by the user. Anything with a is user editable.

Q: Is there a limit to what I can put in the Overview/BIO field?

A: No, there’s no limit.

Q: I don’t have a profile, but I want one. How do I get one?

A: Contact profiles@lbl.gov and we’ll get that set up for you.

Q: Can I change privacy settings on my profile?

A: Contact profiles@lbl.gov for more information on this.

20 of 20

FAQ

Q: I made changes to my profile. How quickly will they display live?

A: Typically changes appear on profiles.lbl.gov within a few minutes, but if it’s taking a long time contact profiles@lbl.gov.

Q: I’d like to have someone else fill out these profiles for me. How do I do that?

A: That person will need to be set as your “delegate” and you, or they, can email profiles@lbl.gov to get that taken care of. The process is the same as it is for adding a delegate to manage your publications, so if you have that in place you’re already all set.

Q: Can we request changes to the profiles display layout, content, etc?

A: This is a commercial application that allows us limited control, but feel free to send suggestions to profiles@lbl.gov and we will see what we can do.