Beatrix Training: Editing Your Online Profile (for Faculty)

December 15, 2022

Information

An in depth look at updating your public-facing profile, including creating a CV, managing your publications, and adding other information to help build your online reputation.

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00:08A few more people are joining,
00:10but let's get started here.
00:12Thank you all for joining today.
00:14We're going to review editing your profile
00:19and Beatrix which is the new version of.
00:23What was formally called the Profile
00:26System and we're going to go over how
00:28to edit your profile to update it on
00:30the website as well as take advantage
00:32of a couple of the other features
00:34that were recently introduced prior
00:37to the relaunch as vitrix and as well
00:41as a few features that are brand new.
00:45So. I'm going to get started by
00:47sharing my screen here.
00:49And just a note,
00:50we are recording this just so we can share
00:54it with others who can't join us live.
00:57Because we have a smaller group today,
01:00I'd like to try to go through this
01:02relatively quickly and leave lots of
01:04time for your questions toward the end.
01:06So do feel free to use the chat
01:10to send a question.
01:12Or I think this is a group that you
01:15can feel free to just speak up and
01:18interrupt me if you have a question.
01:20So we want it.
01:21This is the purpose of us being
01:23here is to answer your questions.
01:24So feel free to stop me.
01:27If a question comes up.
01:30All right, so First off, to access the
01:36system you will visit the atrix.yale.edu.
01:40We've also redirected the profile.yale.edu
01:44domain that used to lead you to
01:47the former version of the system.
01:49And after you log in with your net ID,
01:51you are going to end up on a
01:53screen that looks like this.
01:54It probably will not look so
01:57much like my view of the screen.
02:00What you will definitely see or may see are
02:04some publications to review if you have.
02:08Recently imported publications, or if
02:11you have not had a chance yet to log in,
02:15review those publications that were imported.
02:17I'll be talking a lot about
02:18publications a little bit,
02:19so I'm not going to go into that now.
02:22If you are someone who is
02:24creating news or events,
02:25you will see those here.
02:27If you've started a news
02:29article and finished it,
02:31it's going to show up on
02:32this dashboard for you.
02:33But the reason we're here today
02:35is to talk about editing profiles
02:37or you're going to want to go.
02:38To edit your profile is this people section.
02:42And once you click that.
02:45If you have access to more
02:46than your own profile,
02:48you're going to land on a page like this.
02:50However,
02:50I assume for most faculty you're
02:52only gonna have access to your own
02:54profile and you'll end up on a page
02:57that looks something like this.
02:58Ideally with your headshot here and you
03:02will be free to start editing your profile.
03:05For example purposes here,
03:08I'm going to use the same profile I've
03:11been using for all these presentations,
03:13which is Doctor Grauer's profile.
03:15Because he is a very complete
03:17profile due to his involvement in OD.
03:20So the very first thing I want to point
03:23out about the profile is if you don't
03:26necessarily have time to do edit,
03:28keep this profile up to date yourself.
03:30You can designate somebody to
03:32edit this profile for you.
03:34There are the communications
03:36professionals in each department
03:38who sometimes take on this task,
03:40but for the most part they they
03:43don't have the time to manage.
03:45Every single profile in their department.
03:48So if you have an admin assistant
03:52or someone in your.
03:54Office that can edit this profile for you.
03:56You can right at the top here in this
03:59editable by section click add editor
04:02and for example if Doctor wanted to
04:04grant me access to edit his profile,
04:07he could start typing in my name.
04:09It'll show up in this list and now I
04:11would have access to edit this profile.
04:16I'll just, I'm going to skip a
04:18little bit to point out that there
04:20is a similar looking field down
04:21here called your assistance and this
04:23very well may be the same people
04:25that you want to edit your profile.
04:29And the way this works,
04:31I just went ahead and removed myself as a
04:33profile editor just to demonstrate this.
04:35If someone is actually your administrative
04:37assistant, it would be great to
04:40enter that person in this field.
04:42This isn't going to display publicly
04:44just on the websites just yet.
04:46However, we do plan to add some new
04:49contact listing options that will
04:51feature this information if you've
04:53entered it in your profile and also
04:56one of the enhancements for the
04:58system we're focused on for next year.
05:00Involves reporting capabilities,
05:02and it would be really great if we
05:05could have the assistance for each
05:07faculty member who has one logged
05:10in here for reporting purposes.
05:12So if I was doctor Grauer's assistant.
05:16I could add myself here the same
05:18way I did for the profile editor.
05:21And when I do this,
05:23it'll say it'll prompt me.
05:25What I also like to give this is an
05:28assistant access to edit your profile.
05:30If I say yes,
05:31it's going to record me both as
05:33an assistant and somebody who
05:35can edit this profile.
05:36Um, so just wanted to point that out.
05:39I'm a few popular fields here,
05:42but like I said, I'd like to keep this.
05:44A lot of this is just data entry,
05:46honestly,
05:46so I'm not going to run through
05:48how to fill out every single field,
05:50but I do want to highlight a few
05:53fields that have specific purposes
05:55that might not be apparent.
05:57The first thing is you will
05:59see your name here.
06:00This is the name we're
06:01importing from work day,
06:03the Yale Yale University HR system.
06:07If this name is incorrect, please do.
06:09Either request an edit,
06:11this will create this will
06:13generate a message to us,
06:15but or you could just contact
06:19employee services directly and
06:21employee.services@yale.edu.
06:22We want to make sure that your name
06:25is incorrect and it's sorry that your
06:27name is correct in the Yale system of record.
06:29So while you could use these override
06:31fields here to make sure your name is
06:33correct on your School of Medicine profile,
06:35at least if this name isn't right,
06:37we really should get it
06:39corrected and the yell.
06:40System of record.
06:42As I alluded to,
06:43if you'd like to go by some other name.
06:45For example,
06:46if Jonathan Grauer went by John Grower,
06:48he could update his display first
06:51name and that will update his name
06:55as it appears on his profile.
06:58And on listings, when he,
06:59uh,
07:00anywhere basically that he appears
07:02on medicine.yale.edu,
07:02it's going to use this form of his name.
07:07Suffixes are another popular topic.
07:11There are a few.
07:12We categorize suffixes a few things.
07:14One is family suffixes is really
07:16straightforward if you go by junior.
07:18If you're a junior 1/3.
07:21You can pick that from here alternatively.
07:26There are a preset list of professional
07:29suffixes and certifications that
07:31you might want to add as a suffix
07:33to your profile.
07:35To add one of these,
07:36you simply select it from the list.
07:39And it will be added and it
07:41should be reflected on your
07:43public facing profile as well.
07:45I can resort these suffixes however I'd like.
07:50Although I do think we forced the
07:52family suffixes to appear first,
07:54just because it would be a little odd
07:56if it was such and such MD Junior.
08:01But the one thing I do want to call
08:04attention to are the academic suffixes.
08:06These are a little bit more involved because
08:09we do want to track the actual degree
08:13information about your educational career
08:15so we can to back up the degrees that
08:18are going to display next to your name.
08:21So when I open, when I select academic and I
08:24open these suffix options for Doctor Rauer,
08:26I only see BS because that is the only other.
08:30A degree that he has information
08:33for about in his education tab.
08:36So I'm going to skip ahead to
08:38the Education tab quickly just to
08:40demonstrate how this works.
08:42I see a list of doctor Grauer's
08:45educational history here.
08:46If I wanted to add a new suffix to my name,
08:49I would first need to add a new
08:52degree to back up that information.
08:55So let's pretend Doctor Grauer
08:58has a degree in audiology.
09:03And I would enter in this information.
09:06So here I do have to enter an end date.
09:08Again, this is just for
09:10verification purposes,
09:11but you can elect to hide it if
09:13you don't want to reveal the date.
09:15We're conferred this degree.
09:16I can hide that date from display
09:19on the website and it will just
09:21say that I have this degree.
09:23And as long as I fill in
09:25these other required fields.
09:30Hmm.
09:32OK, I'm gonna have to scroll here.
09:39Alright.
09:42OK, once I do that I can add this degree.
09:45And once it's added here,
09:47we repeat the suffixes here,
09:48just so that they're handy when you're
09:51modifying this education information.
09:52But this is a.
09:53This will update the same way
09:55it did in the Overview tab.
09:57I can then add a new suffix,
09:59click academic.
09:59I'm going to see my new
10:01degree that I've added here,
10:03and I can add it to my list of suffixes.
10:07That is how suffixes work.
10:11This other information it
10:13will appear on your profile.
10:15It's standard data entry process.
10:18If you have questions about how
10:19to fill out this information,
10:21please reach out to us.
10:22Any question you have about this
10:24tool you can always reach out to us
10:26either by if you're in the system you
10:27can if you've logged in the system,
10:29you can click this report a bug button.
10:31You don't necessarily have
10:32to be reporting a bug.
10:33Then you can click this button provide
10:36your e-mail providing a subject is
10:39helpful just so we know what the.
10:41General nature of the issue is
10:42and then you can describe it in
10:44detail in this message field.
10:45This will send us a message and we will
10:47get back to you and resolve whatever
10:49issue or answer whatever question
10:50you have have as soon as we can.
10:53Alternatively,
10:53you can just you can always
10:55e-mail us directly at
10:58YS m.editor@yale.edu.
11:00OK, I want to quickly touch on
11:04headshots only because nothing much has
11:08changed here from the previous system,
11:11profile.yahoo.edu.
11:12But one problem we've noticed
11:13is that some of the headshots,
11:16for whatever reason when they
11:18were imported to the new system,
11:20don't have are not cropped correctly.
11:24This problem does not affect doctor rower,
11:25but I have seen this affect
11:27a few people's profiles.
11:29Right now we don't have a great solution.
11:30For this, because there's no way for
11:32me to adjust this crop right now.
11:34We are working on a way to fix that so
11:36we can re crop the images and fix them.
11:38Do apologize if you're having
11:40an issue with that currently.
11:42I'm going to skip to the biography
11:44field he biography page here.
11:46The very first thing that will appear
11:49is your primary slash academic bio.
11:51This is a biography that will appear.
11:56On your school medicine profile,
11:59sort of front and center.
12:01That's where, Oops, sorry,
12:02didn't mean to click that link.
12:04That's where your primary
12:05bio is going to appear.
12:06But you may say, see a few other
12:09kinds of biographies on this page.
12:11One of them is an organization
12:13specific biography,
12:14and you'll notice that you
12:15can't edit these directly.
12:16You can submit a request to edit them,
12:18but you're not able to edit them directly.
12:20The reason for that is that these
12:23biographies were written for some
12:24specific use case on a very specific page,
12:26for example.
12:28This OP D leadership biography was written,
12:32I think by Doctor Brauer for so long
12:36with this profile as it appears on LAPD,
12:39simply because rather than
12:40showing his academic bio,
12:42he wanted to talk about
12:44his work specific to a PD.
12:46So that's the point of these profiles.
12:48It's not of these biographies,
12:50it's not necessarily apparent where
12:52this might appear on the website,
12:54so we just wanted to make sure that.
12:57We get the editorial sort of input
12:59here to make sure any updates
13:01that are made are going to make
13:04sense in the context of where that
13:06biography is actually appearing.
13:08If you want some change to these
13:10biographies to click this request edit
13:12button very similar to the report a bug,
13:14it'll just open up this form.
13:16You can actually it'll prepopulate.
13:18The field with the current biography.
13:20You can edit the biography right here,
13:23or you can just describe what
13:25you would like amended instead
13:27of directly editing it.
13:30Um. You may also see in your profile
13:35Y in patient Care biography and
13:37this also is not directly editable.
13:39This is a biography that is created
13:42by the Yale Medicine editorial team.
13:45Again, they will work with you.
13:48If there is something that needs
13:49to change in this biography,
13:51please just reach out to them by
13:53contacting this e-mail address
13:54that's listed right here and
13:55they can update your you know,
13:57medicine biography as needed. Umm.
14:01With that, on that same topic,
14:04I'm going to skip ahead to
14:06the Patient care tab.
14:07If you are a specialist who is seeing
14:10patients through Yale Medicine,
14:13this is going to be a very
14:15important page to make sure it's
14:17configured properly and I think
14:19Denise Meyer and our communication.
14:21Steam is gonna be sharing a link to
14:22the chat shortly with some detailed
14:24information about how to update this.
14:26I'm going to talk about a few of
14:28these items really briefly here,
14:30First off.
14:34Are these expert?
14:59Come back. Very sorry,
15:01I just briefly lost my
15:03network connection there.
15:05It's a little odd.
15:06Hopefully it doesn't happen again.
15:09You're making us feel very comfortable
15:11when you have these kinds of problems
15:12and not feeling so inadequate that.
15:15Thank you for doing that.
15:17You're welcome anytime.
15:18Yeah, it's a little concerning that I'm
15:21in our office and the network's not
15:24functioning anyway, sorry about that.
15:26So these expertise in areas of specialization
15:29right now on the Yale Medicine site,
15:32specialists are associated with
15:34conditions that appear on the
15:36site via an AI algorithm, that is.
15:39Actually, looking at, um,
15:41the ICD and CPT codes that are
15:43used for billing purposes,
15:45we're literally just looking at which
15:48specialists are building against which codes.
15:50We're not looking at any kind
15:52of patient information.
15:53We're just trying to get some
15:55idea without manual input of the
15:58kinds of work that you are doing.
16:00However, as you can imagine,
16:02that's not always going to
16:04give an accurate picture.
16:05Of your specializations or
16:08your practice as a whole.
16:11So we've provided these fields
16:13that allow you to sort of override.
16:16Not completely override,
16:18but modify, I should say,
16:20the relationships between your
16:21profile and the content that
16:24appears on Yale Medicine.
16:25This first list condition conditions,
16:28treatments and procedures in
16:30which you super specialize.
16:31This is an important one,
16:32especially if you are treating
16:35some kind of condition that's
16:36very rare and it might you might
16:38not get all that many patients.
16:40So it's obviously not going to appear
16:42all that often in your billing codes.
16:45So in that case,
16:46you want to make sure that you
16:49add whatever rare condition or
16:50procedure that you're performing,
16:52treating or performing and add
16:55the appropriate.
16:56Keyword for that specialty
16:58if you do not see it in.
17:04I mean, heart, this is probably not
17:06the best search for rare disease. Well.
17:08There certainly could be something here.
17:10Anyway, if you do not see whatever
17:13condition or procedure you're looking
17:15for in this prepopulated list,
17:17please reach out to us by clicking
17:19this suggest new clinical keyword
17:21and you can simply tell us what
17:24the specialty is that's missing.
17:26Hopefully it is in our system and
17:28just going by some other name that
17:30maybe we need to add as a synonym,
17:32but it it is possible that we're not
17:35capturing every single specialty here,
17:36so please do use that if you're
17:38not seeing what you expect to see.
17:40Similarly, uh,
17:41how do you want to build your practice?
17:43This is a separate list,
17:44but it's a very similar purpose.
17:46If there is some procedure that you would
17:50like to specialize or perform more often,
17:54but you maybe haven't actually
17:56performed it all that much yet,
17:57it's obviously not.
17:58You're not going to be strongly associated
18:01with whatever that procedure is.
18:02So similarly, if there is some way
18:04you're trying to build your practice,
18:06you should add the relevant words here.
18:10Umm. And then these are a little easier.
18:14These patient interactions on these
18:16yes or no questions are very important
18:18for how your profile is presented
18:20on the Yale Medicine website.
18:23People because if.
18:24You see patients by appointment.
18:27We want to make sure that we're providing
18:29information for them to contact you.
18:30If you are a pathologist who is
18:32never going to have an appointment
18:34directly with a patient,
18:35then we don't want to make it seem like
18:38somebody could make an appointment with you.
18:40So this is pretty straightforward.
18:42There is a bit more information on
18:44that link that Denise shared with you
18:45about how to fill out these fields,
18:47but I I think they're
18:49relatively straightforward.
18:53Also, you will see a list of articles that
18:56are appear on the L Medicine site that
18:58you are currently associated with. Umm.
19:01Obviously the algorithm is not perfect,
19:04so if you find that you are associated
19:06with an article that doesn't really
19:07belong and you don't think you
19:09should be appearing on that article,
19:11you can use this toggle right here to
19:15to hide yourself from that article.
19:17It does help us improve the algorithm
19:19if you can give us.
19:21A reason why you don't want, hopefully.
19:24I think the reason will likely
19:25be in this list, but if not,
19:28please let us know why.
19:30That will allow you to prevent
19:33yourself from appearing on that. Call.
19:37Um, I'm going to go ahead. You know,
19:40I'll touch on research very quickly here.
19:43The research tab, uh,
19:44sort of similar to the bio,
19:46we have a brief research summary
19:49when you what you can.
19:51Ideally, this field would be
19:52sort of in layman's terms,
19:54or as close to layman's terms as
19:56you can get a description of your
19:58research and as the title implies,
20:00brief.
20:00And then we also provide a second field
20:02for an extensive description where you
20:04can really get into the nitty gritty
20:07of the kinds of work that you're doing.
20:09Um.
20:11The medical subject headings are these
20:14research interests keywords here?
20:16These are.
20:19When you select these keywords,
20:20this is actually really important for the
20:25directory of faculty research interests.
20:27That is a site that the
20:29students are directed to.
20:30The Med students are directed to each
20:33year to identify faculty who might
20:35be appropriate mentors for them.
20:38And I'll just, I'll try to.
20:40Let me just demonstrate the
20:42site in case you're not.
20:44Familiar with it.
20:46So you can see how this works.
20:49Apologize,
20:49I should have loaded this up in advance.
20:53Um,
20:53so on this website.
20:56We have there are a few ways you
20:58can slice and dice this data,
21:00but we have a list of keywords that
21:04some at least one faculty member
21:06at the school has indicated that
21:08they are interested in researching.
21:10If I click one of these word keywords
21:13and I'd like to pick one that maybe
21:16has several people associated with it.
21:21I will see a list of the Faculty of indicated
21:25they are interested in this kind of research.
21:28I can that from there, it's kind of cool
21:30that they can continue continue to browse.
21:32We're going to expose all of the research
21:34interests for each of these faculty members,
21:36so if they see some related keyword
21:37that there may be also interested in,
21:39they can select that and continue to browse.
21:43We also serve a slightly modified
21:45version of your profile here that
21:48emphasizes the research a bit more.
21:50And one thing we add here that
21:53doesn't appear on normally on your
21:55profile are a list of co-authors.
21:58If we have identified that you
22:00have Co written a paper publication
22:02with another ESL faculty member,
22:04they will be linked here.
22:06So it's just a handy way for.
22:09Just for students to see who at the
22:13school is researching similar topics.
22:16Anyway, that is the reason
22:18for selecting these keywords.
22:19We do hope.
22:20I don't have a timeline for this.
22:22We do hope in the future to move to
22:24a sort of AI model similar to what
22:27we're doing with Yale Medicine,
22:28to apply these keywords automatically to each
22:32profile based on primarily your publications,
22:35which I'll get to in a second.
22:38But for now it is this sort
22:42of manual process.
22:43We will try to improve it soon.
22:45Lastly,
22:46I want to quickly mention research images.
22:49We found that this category is
22:52just a little too specific.
22:54Lots of faculty have media that
22:55they'd like to share on their profile,
22:57and it's not always research images.
23:00We're not going to get rid of this field,
23:01but we are going to move it
23:04somewhere else into a more generic.
23:06Related media bucket that you can
23:08then upload whatever you'd like.
23:09It'll display your profile.
23:11Make it a little simpler and less
23:12specific so we're not having tons of
23:15different lists of types of media on
23:17your profile, so please do use this.
23:19If you add something here before
23:22we make that change,
23:23it will move over to our related media
23:27section when that change happens.
23:31OK, publications.
23:31Umm,
23:32imagine we might have some questions here.
23:35We this is a new method that we
23:39have launched with Beatrix.
23:42We are matching publications
23:44to faculty using dimensions AI,
23:46which is a third party tool.
23:48Again,
23:49it's using AI to match authors
23:52to specific publications.
23:54Generally we have found it is very accurate,
23:59but we do still ask that you approve.
24:01These publications,
24:02just to be certain before they
24:04actually appear on your profile.
24:06Hopefully you don't have hundreds,
24:08but you may if you've never
24:09looked at this before,
24:10which obviously since it's new,
24:11many of us haven't.
24:14So.
24:15If you have pending publications that have
24:18been imported from a dimensions profile,
24:20you will get an e-mail about it and
24:22when you get that e-mail it will
24:25link you directly to this page.
24:27And to approve or reject these publications,
24:31you can simply go through this list,
24:33verify it is your publication,
24:36and accept it if it is, if it is not.
24:40This one looks like it probably is,
24:42but I'm oh, I should have
24:44mentioned this much earlier.
24:45I am currently in the development
24:47environment for the system,
24:49so I'm not actually changing
24:51the doctor's profile right now.
24:53So none of this is going to
24:55be reflected on the website.
24:57If it wasn't a publication I that
24:59belongs to me, I could reject it.
25:02We are working.
25:03I realize this is a big pain if you
25:05have dozens or hundreds of publications.
25:08Here we are.
25:09Working to add a multi select function
25:11to this table soon so that you
25:13could simply go through the list,
25:15check off all the boxes and then
25:16approve or reject everything at once,
25:18which would be a little easier than clicking,
25:20getting the message, clicking,
25:22getting the message again.
25:23So we're trying to stream that
25:25streamline that a bit for you.
25:27One additional note here is dimensions
25:31in general is very accurate.
25:33If you find that you are rejecting lots
25:36of publications, I would say more than.
25:39Five or even maybe 2% of your publications.
25:43If you're having to reject more than
25:45a couple publications here and there,
25:47the problem is likely the profiles
25:49in dimensions that we've associated
25:51with with you.
25:53It may be that they're just
25:54incorrect and we need to fix them.
25:56So if you see lots and lots of incorrect
25:58publications that you have to reject,
26:00please don't go through the exercise
26:02of rejecting all these publications.
26:04The real fix is to get in touch with us.
26:07You can click this link to
26:09e-mail wise Sunday editor.
26:10Again, you could use report a bug.
26:11We also have this don't see your
26:14publications button here that will
26:16prompt an e-mail to us and we're
26:19actually this isn't in place right now,
26:22but because we've had this issue
26:25with a few users already where
26:27they spend a lot of time rejecting
26:29publications when really we just
26:31need to update their profiles.
26:33We are soon going to be adding
26:35in live logic that if you start
26:37rejecting a lot of publications,
26:38we're going to prompt you to contact us.
26:40We just don't want people spending
26:42tons and tons of time rejecting
26:45publications that don't belong to them,
26:47when really we just need to fix the
26:49profile so that those don't appear at all.
26:52And that your results will be accurate
26:54going forward more importantly?
26:56Um.
26:58Do we have any questions about publications?
27:00I know that there were a bunch
27:01of issues with this at launch.
27:03We've tried to resolve a lot of them,
27:04but if there are questions,
27:06please do feel free to ask.
27:09I I
27:10actually have a question.
27:11This is Darren. David, could you
27:12scroll back up for one second?
27:14Sure. I had a quick.
27:16Thank you very much. I had a question,
27:19could you go all the way up because I.
27:22OK. So I'm not seeing it here where it
27:24says public view versus not public view.
27:26I think I saw that and and I tried
27:29to change that on mine and I
27:30didn't know and then everything
27:32was still populating on my.
27:36Like when I then went in
27:37and looked at my profile,
27:38even if I turned public view off.
27:39So I don't know what that is exactly.
27:42So you understood it correctly.
27:45It sounds like we one issue we have been
27:47having since the new system launched that
27:49we've been trying to address is that changes
27:52made in the system are not reflecting
27:54the website as quickly as they should be.
27:56Generally when you're right,
27:58when you change a value from here from
28:01public to this lock icon, the red icon it is,
28:04it should be hidden from your public profile.
28:07Um, generally that should happen
28:09with within 5 minutes or less,
28:11but there is some bug that is preventing it
28:14from updating immediately on the website,
28:17so I apologize for the inconvenience,
28:20but that is what that option is for.
28:22If you set this toggle to private,
28:25then it should no longer
28:27display on your profile.
28:29If you do see that your profile
28:31isn't updating immediately,
28:32we we are aware of this issue,
28:34but it helps to know if somebody is
28:36actively experiencing the problem.
28:37So again,
28:38if you're experiencing that issue where
28:40you're making updates to your profile,
28:41you've waited the five minutes,
28:43and you're still not seeing
28:44it on the website,
28:45please let us know and we can
28:46use that as an example to try to
28:48investigate this issue further.
28:49I do apologize for that.
28:51No problem. Thank you for for
28:52clarifying what that is. I appreciate
28:54it. Sure. Thank you.
28:55I should also mention in this,
28:57so the reason why this public private
29:01toggle did not show up is because
29:03I was looking at the pending list.
29:05This will only show up once I'm looking at
29:07the publications I've already accepted.
29:09Pending publications will
29:10never appear on your profile,
29:12only those that you have accepted well.
29:13And even on top of that,
29:15we do want you.
29:17That's an important distinction.
29:19You might see a publication
29:21in this list that is yours,
29:22but you don't want to display on the profile.
29:25Please accept it anyway.
29:26But then you can hide it using this toggle.
29:29We just want to make sure we have an accurate
29:31list of your publications in the system,
29:33even if you don't want it
29:34to display on the website.
29:36Mark, can I ask you a quick question?
29:37This is Larry Villano. Thanks for your.
29:39You're being very clear.
29:40Thank you.
29:41My question is,
29:43I'm one of those negligent people
29:44who hasn't done this for a while,
29:45and the people around me are just
29:47so overwhelmed that, you know,
29:49they say,
29:48I'll help you. I'll help you. But
29:50it's it's really hard to get to can we
29:52do this part part way, you know and
29:54not sit down for you know, 60 hours to
29:57go through everything. Yeah.
30:00And and then just stop and
30:01then come back to it later.
30:02You totally can do that.
30:03You totally. OK. Thank you. Do that.
30:05We're also I realize we've been
30:08annoying annoying you a lot.
30:09The people who have not received
30:11your publications yet because you're
30:12receiving an e-mail every single day.
30:14Another every single work
30:17day at least weekday.
30:18We are working to add some.
30:20Customization options to that so that
30:22maybe you don't get an e-mail every
30:23single day and maybe you get it once a week.
30:26We don't want to really turn them off
30:27entirely because I'm worried that
30:28people are going to forget about them.
30:29But bugging people every single day
30:31does seem to kind of be overkill.
30:34So that we're not clogging up your inboxes.
30:37We are going to add some
30:39notification settings options,
30:40but you can certainly just
30:42do this as you have time.
30:44Go through even a dozen at a time.
30:48Accept or reject.
30:49It's going to save your work.
30:50The publications that you accept
30:52are going to start showing up in
30:53your profile and you can come
30:55back later and finish.
30:56You definitely do not have
30:57to do it all in one go.
30:58Thank you.
31:00The other thing I wanted to mention the
31:02last bit here is what I'm looking at.
31:04These accepted publications that
31:06I've already confirmed as my own.
31:09I can also feature some of these
31:12publications.
31:13All this does is it's going to force.
31:15By default,
31:16all of your publications will
31:18display most recent to furthest
31:20in the past at the bottom.
31:22You can override that order by featuring
31:26these publications so I could feature a few.
31:29We'll pretend those are my most important.
31:32And then in this feature tab,
31:34if I want these disappear
31:35in some particular order,
31:36I can hover over these dots here to
31:39drag and drop these and order I'd like.
31:42Currently this is limited to five,
31:45but we realize that five publications
31:47might be a little too difficult to
31:50choose just five if you have several 100.
31:53So we are going to bump this up to 20.
31:54We don't want to bump it up to
31:57unlimited because we actually
31:58in the previous system had some
32:00users who were featuring.
32:02Hundreds of publications,
32:03which sort of defeats the purpose
32:06of featuring them at all.
32:07So we are going to bump up this
32:09limit to 20 soon if you're having
32:11a tough time picking just five.
32:15Um. This. I'm going to go over a couple
32:21of other things really quickly and then I
32:22would really like to get to the CV builder.
32:24So let me just touch on these other tabs
32:27here because actually most of the the pages
32:30I'm skipping over are really tightly are
32:33very important to the CD builder itself.
32:36If you click on news,
32:38the news tab within your profile,
32:39the news page I should
32:41say within your profile,
32:42you will get a list of news articles
32:44that are submitted by folks at Yale
32:47that mention that you are tagging.
32:50Um, if for whatever reason you
32:52don't think you should be associated
32:54with one of these articles,
32:56maybe you have somebody just
32:58tagged the wrong person.
33:00You can remove yourself by clicking
33:01this little trash can icon icon here.
33:03That will remove your association
33:05with this article,
33:06and you should no longer appear as
33:08associated with that article on the website.
33:10Very similarly events.
33:13Will appear if the events that you are
33:16tagged in in some way will appear here.
33:19Whether you're the contact or a speaker,
33:22those events will appear here.
33:25You can also remove yourself
33:27from those if it's appropriate
33:29by clicking that trash can icon.
33:32At this point.
33:33I'm going to jump over to the CV builder.
33:37Um,
33:37this was available in profile system,
33:40though it was closer to the end
33:43of the profile system lifecycle.
33:46But what the CV builder does is it
33:49allows you to create a actual CV
33:52document in at the Yale format or the
33:55Yale Appointments and promotions format
33:58based on all the data in your profile.
34:01So if I go to the CV builder, I create new.
34:05I could create either my, uh,
34:08this is an important distinction.
34:09So there are really only two formats here.
34:12We have the appointments and promotions
34:14format and the standard Yale format.
34:16You'll also see this option Yale public CV.
34:19The only difference between public CV and
34:21Yale CV is that if I choose this option,
34:25when I get to the last step of
34:27the process and I generate my CV,
34:29it's also going to appear on my profile.
34:32So if you just want the document for
34:35your own purposes, select Yale CV.
34:37If you want to create the CV document and
34:40also post a link to it on your profile,
34:43then you select Yale public CV.
34:47I'll just go ahead and do that.
34:49So when I start generating the CV,
34:52it's going to start me through the step
34:56by step process where I need to select.
34:59Basically from all of the information
35:02I've entered into my profile
35:03what I want to use for my CV.
35:06So very basically I've got to
35:08select my contacts address,
35:09my contact number, the school.
35:13I'll continue on to the next step
35:16where it shows my career information.
35:19Obviously if you already filled
35:21out your profile.
35:22This could be a very quick process
35:23of just choosing what information
35:25I would like to show or hide on
35:27the CV. Importantly,
35:28these toggles here will not affect what
35:32information appears on your website profile.
35:35This is only going to affect what
35:37appears or does not appear in the CV
35:39document that's generated here. Umm.
35:41You can go through and fill out your
35:45CV this way and like the publications,
35:48it'll save all your work as you're going
35:50and you can come back to it later.
35:52But I do think it would take quite a
35:54while if you had had never updated your
35:57profile before to go through this process
35:59and add everything to generate the CV.
36:03I'll talk about that a little bit
36:04more in a few, but for now I'll just
36:07finish this generation process.
36:09Can I ask you a question while
36:11you're doing this?
36:12Already, you know, have a million CV's,
36:15including Yale, part one and Part 2.
36:17You know, they take
36:18forever for, you know,
36:19every five years now we do them,
36:21you know, for advanced people.
36:24Can we use any of that stuff or is
36:26it better to do it just this way?
36:28So the the do you know what I'm asking?
36:32I I do know what you're asking.
36:33The topic is going to get to in a minute,
36:35but I'll just talk about it now.
36:36Is that one feature we do not have yet
36:38but we are hopefully going to have.
36:41I'm hoping by the summer I really it's hard
36:44to give a timeline at this point because
36:46they're not that close to completion yet.
36:47But as a CV importing tool,
36:50so that we could take your CV that
36:52is already in one of these formats,
36:54you can simply take that electronic document,
36:57digital document,
36:58upload it to this tool and it'll
37:01guide you through a similar process.
37:03But. It will be sort of the reverse.
37:05We're going to scan that CV for
37:07all this data,
37:08try to associate it with
37:09the appropriate fields,
37:10and then the process to fill in your
37:14profile with data from the CV would
37:17simply be approving or editing and then
37:20approving data as it's pulled from your CV.
37:24OK, I understand.
37:24And you know we have two that are required,
37:27right,
37:28for reappointment.
37:29There's one with percent efforts and all
37:31these justifications and then another CB.
37:34So part one and Part 2,
37:36I believe that's all captured here.
37:38CV Builder is not my personal
37:40bread and butter,
37:42but I do know that Andrew Minatore
37:44in our office who has been really
37:47spearheading this project has been working
37:49closely with Doctor Rauer on all of this.
37:52John, I can quick comment on if it's.
37:53OK. Ohh, sure.
37:54Go ahead. Alright.
37:55John grower here from OD.
37:58Yeah,
37:59so CV one,
38:00there were a few tweaks that
38:01Beatrix is going to solve that
38:03we've had limitations with profiles.
38:05So we're going through and putting those
38:06in and working closely with Anju on that.
38:09As soon as we get that cleaned up,
38:10we're gonna move on to put a CV2 builder in.
38:13It's not clear yet what the relationship
38:15between CB1 and two builder and
38:17fpac would be because for those of
38:19you who have been part of FDIC,
38:21there's a lot of overlap there
38:22that shouldn't be.
38:23Again,
38:23the goal is to make.
38:24One place to put your information
38:26and have this together,
38:27but CB2 is builder is kinda Next
38:30up after we finished the Beatrix
38:33Twix tweaks for CV1 builder.
38:36Thank you.
38:39Doctor Grauer, sorry to put you on the spot,
38:41but we actually just got a question
38:43in the chat about can the CV listed
38:46in the profile be pulled by EU Reg?
38:49I'm not sure what ereg or ereg is.
38:52Are you familiar with that tool E Reg?
38:55I think. No. OK.
38:59Meg is a a tool that is being
39:02used right now by Weiss CI.
39:04It holds all of the regulatory
39:07documents for research.
39:08One of the one of the key
39:10pieces of ereg is the CV and it
39:14has to be updated regularly.
39:17And so I was wondering if you
39:19already have it where it's showing
39:22up in your in your profile,
39:24could that just be pulled by the ereg
39:27and there's other things that appear in.
39:29Ereg that could easily overlap
39:31with what Beatrix is doing
39:34and when it's. I'll have to reach out
39:36to YC and get some more information,
39:38but when you're, Umm,
39:40updating the CV in ereg, is that.
39:43Is it just a PDF document
39:45or is it in some specific?
39:48It usually it's just a PDF document
39:52and it has the the persons signed it,
39:56whether it be digitally in ereg,
39:59but it has to be signed and dated
40:01so that it's considered kind of
40:03like the most up-to-date CV and
40:06that's because it's for NIH,
40:07for FDA and for other regulatory bodies.
40:12This is part of what you need in your
40:15regulatory documents to to conduct research.
40:18OK, so that integration definitely
40:20does not exist right now.
40:22However, when I finish this process,
40:25I'm going to generate a PDF.
40:29And we could pull that into OK,
40:30right. So you you could at least pull
40:32that in there would be the manual step
40:34at the end to get it signed and verified
40:36as necessary and then upload it to erag.
40:39But it could certainly make
40:40that process easier.
40:41If what you need is an updated PDF,
40:43I can reach out to them and see if
40:45it's possible that we could make
40:47some kind of automatic poll so
40:48you could just check off a box and
40:50it will also submit it to ereg.
40:52But it sounds like there might be
40:54some the manual step to sign it,
40:56I'm not sure.
40:58Have to look into it.
40:59I'll get some more information from YC.
41:01I thank you.
41:02It should at least make it easier
41:03because you will get that PDF
41:04at the end of this process.
41:09I'm actually going to go ahead and skip
41:10to that and then we could just talk
41:12about more questions that we have them.
41:14So the very last step of this
41:16process is to generate the CV.
41:19Because I chose public CV,
41:21it's going to generate and
41:23publish this to my profile,
41:24well to doctor growers profile.
41:27So first I will preview what I've created.
41:32This does take a little bit.
41:35We're working to speed up this
41:37process as well because it does take
41:39a couple minutes for it to process
41:41and actually generate the document.
41:43I went ahead and uploaded it,
41:45loaded this earlier.
41:46You will end up with a preview
41:48that looks something like this.
41:50And this is the CV that's generated
41:53from all of Doctor Grauers
41:56Bitrex profile information.
42:01So you could download this document
42:04right here. It will be stored
42:07as associated with your profile.
42:08You can update it at a later date if
42:10you'd like and generate a new version.
42:12And again you can choose whether or not
42:15to publish it also to your profile or just
42:18to get the document that you need to.
42:21For ereg or ereg or for whatever else,
42:23you might need your CV 4. Umm.
42:29I guess that's really all I
42:31wanted to make sure we covered
42:33if there were more questions.
42:35I would love to get hear those and
42:37answer those now if you have them.
42:40Mark Harvey climbing here,
42:41could you just go back to the last
42:43thing I was just playing with
42:45creating a CV how if you don't want
42:47it to be shown you know to anybody
42:49else how do you actually turn.
42:50I can't find how you turn that off.
42:53So it's this very first step when
42:56I'm creating the CD, the CD type,
42:59if I select just Yale CV one that
43:02will create just create the document.
43:04It's only going to be viewable to me in
43:07Beatrix if I select Yale public CV one.
43:10That is going to publish it to your profile.
43:13OK, so if I choose the first one,
43:15it won't be public, then appointments
43:17and promotions will not never be public.
43:20OK. Thank you.
43:22I had another general question.
43:25Go ahead.
43:25OK.
43:26So one of the things that's always
43:28been difficult for me in the
43:29profile system was adding students,
43:31Yale undergraduates.
43:32I mean, like,
43:33adding collaborators as faculty is so easy.
43:36You just put their net ID in
43:38and it just populates them as
43:40collaborators under your faculty tab.
43:43And then someone said that they were
43:45going to fix that in this version.
43:47What is the way to,
43:49you know,
43:49because I have undergraduates
43:50coming in and out of my lab all the time.
43:52I'd like to keep that.
43:52Updated do we have we fixed that
43:55issue for in this system.
43:58Don't think this is fixed only because
44:00it's not really a technological issue.
44:02It's more of a.
44:06Operational issue in that we just do
44:10not import student data by default.
44:13We would have to start importing
44:15all that information.
44:19About the students by default,
44:20and we've just been reluctant to do
44:22that even though we do have lots
44:25of information that doesn't display
44:26on the websites in the system.
44:28It was just always sort of a privacy concern.
44:30If we start pulling in
44:33data about undergraduates,
44:34it honestly would not be difficult
44:36for us to start pulling them in.
44:39But it's more of a privacy concern
44:42than a technological concern.
44:44So let me take that back.
44:45I'm sorry that didn't make it
44:47into the launch, but. Um.
44:52Well, I can just say Liz has been
44:54super helpful. Thank you, Liz.
44:55And whenever I've given her
44:57and that idea she's created,
44:58she's created it for me.
45:00But I just was curious,
45:01I like to do things myself.
45:02So I was just curious if that
45:04was going to yeah, I understand.
45:05I I think we are leaning toward that
45:08option honestly mostly because more
45:10recently we've been getting lots of
45:12requests from students to turn them
45:14on so that they can get their web
45:16profile to appear on the medicine website,
45:18which they like.
45:19So I I think we are going to look into that.
45:22But it it,
45:24it would be a relatively
45:26easy update technology wise.
45:28It's more of the legal and privacy
45:30issues that we need to make sure we get
45:33cleared from HR before we start doing
45:35that or I'm not even sure it would be HR.
45:38Thank you, regulatory body.
45:39Yeah.
45:40So we will focus on that issue.
45:42Thank you for bringing it up.
45:44I see another question from Doctor Mecca.
45:49Hi, it's Marsha.
45:52So thanks for doing this presentation.
45:54I just wanted to make sure
45:57I understood that this so,
45:59so I have previously edited in
46:03the Yale profile system like
46:05adding these things to that,
46:07so it sounds like Beatrix
46:09even to the Yale profile.
46:11So does it go backwards like does the Yale
46:14profile stuff that I've entered before?
46:16Will that be populated and any attract?
46:20Unclear.
46:21So so Beatrix is the next
46:23version of Profile System.
46:25Profile System essentially is no more,
46:28but as you can see,
46:29this has all that functionality.
46:31Any edits you made in the profile
46:34system are present in Beatrix.
46:36If you see any issues there, do let us know.
46:39But as far as I know,
46:40all of the data,
46:42all of the edits made in profile.yale.edu
46:46should be reflected in the profile or
46:49event news, whatever you're editing.
46:52And beatrix.l.edu.
46:53It's just that when we upgraded the system,
46:55we also renamed it.
46:58OK, thanks.
46:59I probably just missed that.
47:01And my second question is?
47:05That the PDF that gets
47:06printed out then from the CD,
47:08is that in the exact format
47:11that is needed for promotion,
47:13or does it still need to be edited?
47:15In small ways it should be in that format,
47:19obviously.
47:19You might want to review and double check,
47:21but it yes, it should be.
47:23We've been working with faculty
47:25affairs to make sure that the
47:27CV that is printed is the one
47:30that you're going to need for
47:32that promotion process.
47:34Thank you.
47:37Another question from Doctor Russiano.
47:41Yeah Mark, just a question about Beatrix.
47:44Sorry to be paranoid but I'm from psych
47:47is that is this a Yale program or is this
47:49something you bought from someone else,
47:51the matrix program and so like are we
47:53going to get a million emails you know for
47:55advertisements and things once we do this,
47:58this is a system that was built in house.
47:59It's it's just the next
48:01iteration of the profile system,
48:03previous in-house system.
48:05It's just the next version.
48:07It's actually the the name Beatrix is.
48:11Are Beatrix Hamburg, who was the first
48:14black graduate of the medical school?
48:16We just, we just wanted to give
48:18it a name that was more easily
48:20identifiable in the profile system.
48:22We called it a few different things over
48:24the years and it started to get confusing.
48:25So we wanted to give it more defined
48:27name that we could easily reference.
48:29Wonderful.
48:29I just wanted to make sure it was private.
48:31Thank you. Ah, I see.
48:34Another question,
48:34another raised hand.
48:37Quick question, for new faculty
48:40that are getting onboarded,
48:43what is the expectation of when they're
48:46Beatrix profile should be up and running?
48:48Is that something that we
48:50can pull from somewhere?
48:51Like if we're having a faculty member
48:54join us from another institution,
48:56is there a way to pull
48:58all of that information?
49:01It's that sort of thing,
49:02yeah. So there's not a way to pull
49:05that information easily right now.
49:06It is sort of a manual process.
49:09I don't think there's any set expectation
49:11for when the profiles filled out today.
49:14Obviously the sooner the better.
49:16But the CV importer I was mentioning earlier
49:19that we're really hoping that that'll
49:22make process much easier for new faculty,
49:24especially those coming from other
49:26institutions who are already going
49:28to have a very robust CV so that
49:30they can upload that document to the
49:32system and follow a sort of like
49:35TurboTax style process to decide
49:37what information goes in there.
49:40Profile.
49:41I'm we're hoping that's available next year,
49:44but we don't have it available just yet.
49:47So it is sort of a mostly manual
49:49process unfortunately for now.
49:54Thank you for that. Oh,
49:56and Liz just shared a link about some with
50:00some onboarding information for reference.
50:03And in fact, you say one thing is,
50:05John, is, you know, for new faculty,
50:06if it's a question of when should
50:08they put in their information,
50:10this is what's populating their page
50:11when they type in their name, Yale.
50:13I would encourage them to do it right away,
50:16just so that they're known locally. I mean,
50:17the CV is a wonderful secondary thing,
50:19and maybe it'd be great way for
50:20their initial appointment to do that.
50:22But even if it's just a question of
50:24making it known that they're here,
50:26I would encourage them early,
50:27even if it's not an official requirement.
50:31We do have very good search
50:33engine optimization.
50:33On these profiles.
50:34So if you have a profile,
50:36if you search your name,
50:37and especially if you search
50:38your name plus the word Yale,
50:40it should be the very first thing
50:41that comes up on any search engine.
50:43So.
50:44There's definitely some built-in
50:46incentive there to get make sure
50:49all of your work is reflected there
50:51and for fellows and postdocs,
50:53is this the same?
50:54Would this be the same?
50:56You know, we could tell them, hey,
50:58go ahead and do this, you know.
51:00Yeah, they certainly can.
51:02We actually, so we have information
51:05about every university employee.
51:07It's on the systems only really
51:08actively used by the school medicine,
51:10school public health right now.
51:12But yes, any Yale employee
51:14has a profile in this system.
51:16OK, the reason why I'm asking all of
51:18this is because I'm currently working
51:20at Child Study Center with we're coming
51:22up with a like an onboarding packet.
51:25And so if this is something that needs
51:28to go into that packet for onboarding,
51:30then we should tell our fellows and
51:32we should tell our postdocs and and
51:34faculty that they have to do this.
51:37That would be wonderful.
51:39And I would definitely lean
51:41on that information that Liz
51:42linked to a few minutes ago.
51:44So you don't have to rewrite
51:46content that's already there.
51:47You can just link people off to.
51:49But yeah, that would that would be great.
51:51Thank you. Thanks.
51:56Any other questions?
52:01Alright. Thank you all so
52:03much for attending today.
52:05If you think of questions later,
52:07please do reach out to us at
52:11ism.editor@yale.edu or you can
52:13log into beatrix.yale.edu and send
52:15us a message with this report,
52:16a bug button and just let us know.
52:20Thanks so much for attending
52:21and for your questions.
52:23Have a great day everyone.