Centre for Open Learning

Staff Profiles: How to Guide

Information on completing your online staff profile at the University of Edinburgh. This profile will be made visible on the University of Edinburgh when you choose to publish it.

Quick start guide


Creating/publishing your staff profile

Step 1.

To begin the process of creating/publishing your staff profile, go to any page within the University of Edinburgh website and click the "CMS login" button at the very bottom of the web page.

Please note: This is not the MyEd login button, it is below this and is grey lettering that simply reads 'CMS login'.

Step 2.

Click your name from the admin bar (coloured red) at the top of the screen.

Step 3.

Click "View profile" from the menu that appears below your name.

Step 4.

Click "Create profile page" from your profile (please note: if your profile already exists, the button is labelled "View profile page").

Step 5.    

Click the "Edit draft" button on your profile.

Note: if you are working on a published profile, this button is titled "New Draft".

Step 6.    

If you have rights to edit only your profile, the "Profile user" field will automatically fill in your username.

Please note: If this field does not auto fill, please enter your username, then select it from the drop-down list.

Step 7.      You should now be ready to complete sections of your profile as detailed below.


Saving changes to your profile

When you have filled in any of the sections detailed below, you can scroll to the bottom of the screen at any time and click the relevant button:

Option 1.  Click the "save" button if you wish to save progress then continue editing.
Option 2.  Click the "preview" button to save your progress and view your profile as it would appear on the University website.
Option 3. Click "publish" once you have previewed your profile and want to make it available on the University website.


You will find tabs on the left hand side of your profile page when you are in editing mode. These are explained below:


Title The title of the page as it will appear on the website. For example, "Professor John Smith".
URL segment

This is the part of the web address that appears for website visitors when they visit your page - typically in the address bar at the top of the screen. It will automatically fill based on the Title you provide on the page, but can be edited if you wish.

The URL segment must contain only lower case letters, numbers and the hyphen symbol. You should use whole words separated by hyphens only.

You cannot supply the same address segment as another member of the University. EdWeb will warn you when you save your profile if this is the case.

First name The name by which you are normally addressed. For example, Jim and not James, if this is what you prefer. Initials are an alternative, but generally appear less friendly and approachable.
Additional name Additional first names, or initials.
Family name Your second name, or surname.
Personal title

Use common abbreviations and contractions (Mr, Ms, Dr). Don't use full stops. For example: Dr not Dr.

Leaving the title blank will make your page appear less formal and more approachable.

Role The role sets the context in which you might be contacted. You may set multiple roles if this is appropriate to you.
Awards Use this field for qualifications and honours.

The image should be sized 100 by 130 pixels, and optimised for use on the web. If you apply a larger image, the system will crop it - please ensure you are happy with the image before publishing the page.

The image should be a head-and-shoulders shot in which you are facing the camera. Files must be less than 2 MB. Allowed file types: png gif jpg jpeg.

Tag profile for overview tables

Tagging your profile with an organisational unit allows EdWeb publishers to easily create staff listings based on the organisational hierarchy.

You can tag your profile with more than one unit, if necessary (separate names with a comma).

This does not appear on your completed profile.


Start with the most specific sub unit for Organisation 1 - for example, "Centre for Open Learning".

Use as many or as few Organisation fields as are necessary. It is not necessary to list 'The University of Edinburgh'.

Business unit websites

This field allows you to provide links to organisational unit websites that you are associated with.

Enter the "Title" as you would like it to appear to website visitors - limited to 128 characters.

Provide the address of the site in the "URL" field.

You may add extra websites by clicking the "Add another item" button at the bottom of this field.



Work phone

This should be a University phone number. If your preferred number is a mobile, leave this field blank and include your mobile number using the 'Add extra details' feature below. You can also choose not to include a phone number if you wish. 

Include sufficient detail for your target audiences. Unless you're sure that the contact details are exclusively for internal audiences, you should include the standard telephone dialling (STD) code. If your audiences include people overseas, include the international dialling code: +44 (0)131.

Prioritise information needed by external audiences over internal audiences. University staff typically know how to shorten a phone number to create the internal extension version.

Email This should be an email address in the form: someone@ed.ac.uk. The text added to this field will automatically generate a clickable link.
Fax If your audiences include people overseas, include the international dialling code: +44 (0)131
Availability Use this space to outline when you are available (contact days/times).
Primary address  
Street address

Enter the postal address for your primary place of work.

Please do not include a comma at the end of each line.

Locality The town or city part of the address. Do not include punctuation at the end.
Post code Separate the two parts of the postcode with a space.
Secondary address  
Secondary street address

Enter the postal address for any other places of work you wish to highlight.

Please do not include a comma at the end of each line.

Secondary locality The town or city part of the address. Do not include punctuation at the end.
Secondary post code Separate the two parts of the postcode with a space.
Extra details

Use this field to highlight any additional contact details you want visitors to see. This includes external web sites, social media, mobile phone or additional work phone numbers.

Select the "Type" of extra detail you wish to add, then fill in the fields that appear.


Biography This field allows you to highlight aspects of your life and work to web visitors. We recommend you write this in first person and try to make it concise to aid reader accessibility. You can enter more detail in the 'responsibility and affiliations" paragraph detailed below. 
CV (optional)

You are able to upload a CV document to your profile, if you wish.

Files must be less than 5 MB and must be a PDF.

Qualifications This field allows you to highlight qualifications you hold.
Responsibilities and affiliation

This is a free text field that allows you to provide information on your affiliations, such as

  • membership of professional bodies, committees and administrative roles
  • external appointments
  • membership of trusts/boards

Other sections

There are a number of other sections available for use to publish further information on your profile . At this stage we are encouraging staff to fill out the first stage of their profile as detailed above. More details will follow soon regarding the ability to populate specific areas, particularly in regard to academic sections such as research.