Guide to Web Publishing

Managing your staff research profile in t4

Complete the following steps to get access to manage your staff profile in t4:

  1. Download the PDF: Updating a staff research profile
  2. Register for access to edit your profile.

Edit and manage your web profile

Logging into t4

Logging into t4 

There are a few ways to log-in to t4 and edit your web profile. 

We recommend starting from the web page which displays your web profile.  

1. Use a search (either in your browswer or the University website serch) to locate your web page

  • If you are on a research and teaching contract, you will already have a staff research profile published.

2. Scroll down to the footer of the page and click 'edit in t4'

  • Don't see this 'edit in t4' link? You may need to connect to campus systems using a VPN. 
  • Once reconnected, refresh the web profile page in your browser.
  • Hopefully the 'edit in t4' link will now show.

3. t4 login screen: Enter your GUID and password

  • Can't see the t4 login page? You may need to connect to campus systems using a VPN.

Save and approve your edits in t4

Important: 'Save and approve' is the only save option in t4 that will make your updates publish and appear on the website. Be aware this is not the default option.

Save and approve

This is the save option to choose if you are ready for you work to appear on the website.

How to select 'Save and approve'

The extra save menu options in the t4 editor is opened by selecting the triangle icon. Select the option Save and approve. The other options are Save as draft; and Save changes

  1. Scroll to the bottom of the t4 template you are working on.
    • You will see the blue button labelled 'Save changes'. But don't select this option. 
  2. Instead, select the small triangle icon next to 'Save changes'. This reveals two other options.
  3. Select: 'Save and approve'
  4. You will be returned to the 'Content in this section' view: the Status of the content item you just edited will appear as Approved.

General panel showing content status as approved.

Save and approve: there is still a delay to updates appearing on the website

Your updates won't publish to the University website (www.glasgow.ac.uk/eg/yourupdatedpage) immediately, even with Save and approve.

  • 'Approved' content will be scheduled to publish to the live University website once a day (around 1am). 

Add your photograph (Profile portrait)

Upload your photo to the Media Library

You need to upload your profile image to t4 using the Media Library. We recommend your profile image be 300 pixels wide.

1: Find your folder in the Media Library

  • From the navigation menu, choose 'Content > Media Library'
  • Open Categorised » Staff profiles » [Your GUID]
  • Click + Add media

2: Upload your photo

  • Drop file or click to choose the file you want to upload

3. Fill out the following boxes and leave the rest blank:

  • Type: In most cases, this will be chosen for you. If not, select the associated file type from the text links. Please contact the webteam if you wish to upload a file type not listed.
  • Name: Insert your first name and surname
  • Description: Insert your first name and surname. (See note below)

Select Save changes to upload the file to the media library.

Adding the photo to your web profile

Once you’ve added your photo to the Media Library, you can insert it using the ‘photograph’ field in your profile template.

  • Click the ‘Select media’ button from the photograph field
  • Work down the Media Library folder structure by clicking on the symbol
  • Media Library » Categorised » Staff profiles» Your GUID
  • Select your profile picture
  • Select your photo by clicking on it, or on the name of the file (blue text)

To complete this task

  • Preview your web profile
  • Save and approve 

Note about Description field and Alt text

  • Text inserted in 'description' is used to describe the file within the final published web page.
  • In the case of .jpg and .gif image files, this text is displayed in the browser when a visitor hovers over the image with their cursor.
  • The text in this 'description' field also forms the alternative text or "Alt tag" description that visitors using assistive browsing technology will have read out to them.
  • For example, the descriptive text associated with an image allows meaning to be conveyed to a visually impaired person.

Name and title

Where is this information managed?

  • People & Organisational Development (HR system)

How to update

  1. Use the People and Organisational Development Helpdesk to notify them of the change request and follow their instructions.
  2. Get confirmation from People and Organisational Development that their update is complete.
  3. Notify the web team of the change at: webteam@gla.ac.uk. They have to make a second update directly, this is in addition to the POD update, so that the name appears correct in all places on your web profile. 

Job title (and Organisational unit)

Where is this information stored and maintained?

  • (HR system: People & Organisational Development)

How to update

  1. Corrections must be made by your Head of School via the People and Organisational Development Helpdesk
  2. This process should alert People & Organisational Development and initiate the to the change to the job title in their system

Use the People and Organisational Development Helpdesk if you believe your job title has been formally updated but the change doesn't appear on your web profile.

Organisational unit

An organisational unit (it could be a School, Service or project) is displayed on your web profile alongside your Job title. The organisational unit that displays is the one assigned to you on the HR System. The process for enquiring about a change to this is the same as for your job title. It is assigned to based on where the budget for your post is managed, so a change may not be possible. 

Email

Where is this information managed?

  • IT Services

How to update

  1. A change to your email address would have to follow a change to other personal details (Name) arranged through People & Organisational Development Helpdesk (and this change updating on the HR System).
  2. A request should be submitted to IT helpdesk for an email change.

Telephone or Address (Internal)

Where is this information managed?

  • People & Organisational Development (HR system)

How to update

Telephone

  1. Open HR Self Service (Employee Dashboard)
  2. Go to: My Profile (To find this: Click on the round icon showing either your initials or your photograph)
  3. Contacts: 'Telephone work'
  4. Logout of HR Self Service

Address (Internal) 

  1. Open HR Self Service (Employee Dashboard)
  2. Go to: My Profile (To find this: Click on the round icon showing either your initials or your photograph)
  3. Employee Detail, Contacts, 'Work address 1'
  4. Logout of HR Self Service

Pronouns

Where is this information stored and maintained?

  • People & Organisational Development (HR Self Service)

How to update

  • Open HR Self Service (Employee Dashboard)
  • Go to: My Profile (Click on the round icon showing either your initials or your photograph)
  • Diversity, Background, 'Pronouns (Optional)'
  • Logout of HR Self Service

Import to contacts (link)

Where is this information stored and maintained?

  • This is generated for every web profile. It can't be removed. 

ORCID Account (link to)

You can list your ORCID on your web profile.

Using an ORCID (Open Researcher and Contributor ID) identifier allows you to be uniquely identified and connected with your research activities. Your ORCID will follow you throughout your career and can be linked to your outputs, research funding and other research-related activities.

Step 1 (Enlighten): Create and/or connect your ORCID with Enlighten

Step 2 (your t4 profile template): Add your ORCID

Once you have created and connected your ORCID, you will still need to add it to your web profile. 

  1. Log-in to t4
  2. Open your t4 profile template
  3. Add your ORCID into the designated field in your t4 profile template
  4. Preview your changes (Optional)
  5. Save and approve 

Publications (and subcategories)

Where is this managed? 

  • Enlighten (Library)

How to update?

  • You can’t edit your Publications accordion in t4. This applies to the list of publications, the sub-categories, and the structure of the list, as well as any of the details that appear about individual publications.
  • The ‘Publications’ accordion section, and its header, won’t appear on your staff research profile if you have no records in Enlighten.

If you think a list of publications should be appearing on your profile but isn’t, contact: research-enlighten@glasgow.ac.uk

Publications can take a week to appear on the website

When publications have been deposited in Enlighten they move to an Editorial review area before becoming publicly available.

If you deposited a publication more than a working week ago and it has still not appeared, you can contact the Enlighten team to check on progress. research-enlighten@glasgow.ac.uk

Enlighten support

Prior publications

Where is this information stored and managed?

  • ORCID (needs to be linked to your Enlighten account)

Prior publications: displaying publications from your time at previous institutions

Up until May 2024, prior publications were directly uploaded to Enlighten by library colleagues. These records remain in Enlighten and are not affected by the change to this process.

If you are new to the University, your publications from previous institutions will be displayed on your web profile.

Publications will display, under ‘prior publications’ if

  • they appear in your ORCiD, and
  • your ORCiD is linked to your Enlighten account.

See: Managing your ORCID

Removing the ‘prior publications’ list

You can also stop this list from appearing on your website profile.

This is a t4 step to complete in your t4 profile template

  1. Login to your t4 profile template
  2. Uncheck the “Show prior publications” box 
  3. Save and approve

Add Professional activities and recognition (using Enlighten: Esteem)

Where is this data stored and managed?

  • Enlighten (Esteem)

Esteem data (part of Enlighten) can be added to your web profile page. It will appear as an accordion section titled: Professional activities and recognition. This accordion can contain a number of sub-categories, if they have been completed in Esteem.

Sub-catergories for Professional Activities and Recognition

  • Editorial Boards
  • Grant Committees
  • Professional & Learned Societies
  • Research Fellowships
  • Prizes, Awards, Distinctions
  • Selected International Presentation
  • Other

How to update

There are two steps and these can be completed in any order:

A t4 profile template step: In your t4 profile template, make sure the checkbox is ticked to ensure Esteem information can be published.

An Enlighten (Esteem) step: 

Research datasets

Where is this managed?

  • Enlighten (Research Data)

How to add this information

If you have Open Access Data stored with Enlighten, it is possible for this to display on your web profile within a 'Research Datasets' accordion section. 

t4 steps: There are no t4 steps required. 

For more information or to make an enquiry, visit:

Grants

MVLS profiles only: Do not add Grants in t4.

For MVLS profiles, your Grants are sourced from a system managed by MVLS directly. You do not need to add this in t4 yourself.

There is no field in the t4 MVLS profile template for grants. For updates or questions related to MVLS Grants contact the Policy & Business Intelligence Team.

Grants (Arts, Social Sciences, Science and Engineering only)

Add your Grants directly in the field within the t4 template.

Type in your recent grants (grant title, funder, start and end dates) in chronological order. You may wish to include the amount of the grant.

Supervision: Current PGR students

A PGR student you currently supervise will appear in your Supervision section.

This will display:

  • their name,
  • project title
  • a link to their PGR web profile

You won't need to add this yourself. This information is managed in MyCampus and is automatically displayed in your web profile.

The two conditions for a PGR student being listed

  1. The student has set up their own PGR website profile. This provides and stores the explicit consent for the use of their information for this purpose. 
  2. You are assigned as one of their supervisors in MyCampus. 

Steps to take when they do not appear on your profile

  • Check with the student to see if they have registered for a website profile; or if they are aware of the option to register for a website profile. (It is their choice to register or not.)

If they confirm they have a PGR web profile but their details still don't appear on your website profile: 

  • Contact your School's MyCampus Administrator. The information stored in MyCampus may need correcting or updating. 

Areas of interest for PhD supervision

You can use the 'Supervision' field in the t4 template to add: 

  • an introduction and invitation to students to contact you about supervision
  • an outline of possible specialisms and projects you would consider supervising

Example: ‘I welcome enquiries to supervise research students with interests in:’

Get support

Allow time for resolved issues to show on your web profile

For issues related to t4 edits: It's best to wait a day and then check the live website to confirm whether you have resolved the issue. 

For issues related to information managed on another system: Updates on another system may take longer. After you receive confirmation that an issue has been resolved, wait another two days to check your web profile. 

My title shows Dr but i am now Professor; or Ms, Mr, Mrs, Miss but I am now Dr.

There are two parts to getting this information displaying correctly on your profile.

1. The change needs to be complete in the HR System. If you have confirmation from People and Organisational Development that this process has been completed, move to the next part. 

2. You also need to notify the webteam@glasgow.ac.uk. They must also make a change to your title directly in t4. 

Can't access t4: Do you need to set-up and use a VPN?

If you are not logged in directly via the University's network, you will need to use the VPN to access t4. You will also need to authenticate using single-sign-in verification.

Can't access t4: have you registered for access to your web profile?

You need to register for access to edit your web profile in t4. This applies even if you have a t4 account that you use to access and manage other University webpages. 

 

My t4 edits aren't updating my live website profile (even when I check the following day): Use Save and Approve

Make sure you select Save and approve when you save your edits in your t4 profile template (rather than clicking the default Save changes).

The Save and approve option can be easy to miss, there is more information within the 'Edit and manage' section of this PGR web profile guide.

The extra save menu options in the t4 editor is opened by selecting the triangle icon. Select the option Save and approve. The other options are Save as draft; and Save changes

When using t4, I can't find or edit the information I see on my profile

Certain information displayed on your staff research profile is stored on other information systems. You won't find it in your t4 profile template or be able to update it there.

This includes: 

Supervision: PGR student(s) I supervise not showing on my web profile

PGR students need to register for their own PGR web profile in order for this information to appear on your web profile.

By registering for their profile, they give consent for their name and a link to their profile to appear on your website profile.

Missing publications (or Publications section)

You should deposit any publications through Enlighten

They should then appear on your profile.

Be aware if you also have a PGR web profile 

If you have a staff account for Enlighten, this will be a separate account to your PGR account, and may affect which publications appear on either profile.

You may find some Publications appear on one web profile and not the other. 

Our recommendation is to focus on your PGR web profile while you remain a student. This means you may have to make a request to Enlighten that a publication is credited to you in both of your Enlighten accounts. 

My profile page previously appeared on the website, but the link I use now goes to a 'not found' page

To resolve this contact:

In most cases this happens when the 'Output URI' for the profile section in t4 is changed from the default. 

Don't change the default Output URI for your profile in t4. 

Help and support contacts

Issues with your: 

  • Personal details and contact information: POD Helpdesk Request
  • Supervision (Current PGRs): Your School's PGR Administrator (This is MyCampus information)
  • Publications (and ORCID): Enlighten

General web support and t4-related issues

Review the support guides and information on this webpage, if you are still unsure contact: