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CAP System - Maintaining Your University Profile (for Faculty)

The Community Academic Profiles system (or CAP) is a university-wide Stanford system for maintaining your profile information. It will serve as both a source for all School of Earth, Energy & Environmental Sciences profile pages at the School, Department, Program, and Research Group levels as well as a web destination in its own right for public and Stanford-only viewing.

There are two available versions of each person's profile. The public version at, and the Stanford-only version at

Profiles for all Earth Sciences Regular and Emeritus faculty as of January 2014 have been pre-populated and will be made available for public viewing on January 30, 2014. (You may hide all or parts of your profile from the public, as described below in point 5).

Please use the following as a brief tutorial to review and update your profile. Feel free to contact me at if you need any assistance reviewing or updating your profile.

The CAP development team at the Med School would like your feedback. After you have completed reviewing and updating your profile, please take a brief survey here (requires login) to help ensure a smooth public launch.

1. Go to to view the public profiles site. While it is currently protected behind WebAuth, it will become publicly available on January 30, 2014. 

2. Enter your name in the search bar to go to your profile page.

3. Check the title information under your display name, your profile picture, and the other information on the various tabs. (Many profile pictures will need to be updated. Please see point 6 below for more information.)

4. Make updates and change various settings by clicking the 'View Stanford-only Profile' link. This will take you to your page on the Stanford-only CAP site. Click the 'edit my profile' link to make changes.

5. Email Notifcation, Visibility, and Maintainer Information

a) Click the "Email Preferences" link to change the way the CAP system notifies you of updates.

b) Click "Profile Visibility Settings" to change visibility options. All regular and emeritus faculty have their profiles set to 'visible' by default. You can choose to hide your profile completely from both the public and Stanford-only sites, or if your profile is visible, you can choose to make the various sections visible either publicly or to Stanford-only.  Important note: only publicly available sections of a visible profile will be available to display on School of Earth, Energy, and Environmental Sciences web pages.

c) There is a list of people who have update access to your profile. You may add additional maintainers by SUNet ID by clicking the "add new" link.

6. Profile Photo

We have pre-loaded your current SES profile photos into your CAP profiles where they are stored both as the full image and as a square thumbnail. Unfortunately, those images which feature a full head shot tend to have the chins cut off in the thumbnail.

The CAP development team is aware of this problem, but will not have a fix for this release.

For best results, please use a profile photo in which your head only takes up the top half of the photo.  Please let me know if you need assistance in uploading a new photo.

7. Inbox. This section will let you know if there are new publications from PubMed or Reuter's Web of Science awaiting your confirmation to be added to your profile.

8. Display Name. Click on 'edit name' to change your display name and to change the public URL of your profile page.

9. Affiliations and Contact info.

a) Affiliations data comes from Stanford HR systems and from StanfordWho and is not editable here. If there are problems, please follow the provided instructions.

b) Contact information comes from your StanfordYou settings and are not editable here.

10. "Bio", "Administrative Appointments", "Honors and Awards", "Boards, Advisory Committees, Professional Organizations", "Professional Education", "Links", and "Current Research and Scholarly Interests" have been populated from your current School of Earth, Energy & Environmental Sciences profile. Please update this information here as needed. Please note: the current user interface makes it very difficult to change the sorting order of these sections. The CAP development team is aware of the problem and is working on a fix to be included before the January 30 go-live date.

11. "Patents", "Keywords", "Projects", and "Presentations" sections have, with a few exceptions, been left unpopulated. Please feel free to update these as needed.

12. "Courses" and "Postdoctoral Advisees" sections are populated by Stanford HR and Administrative systems. Please follow the instructions provided in that section to request updates.

13. Publications

a) The list of publications has 3 sources: Stanford's PubMed database, Reuter's Web of Science database, and Manual Entry. (Publication records from your current School of Earth, Energy & Environmental Sciences profile that were not found in either of the first two databases were added to your CAP profile as "Manual Entry" records.)

b) Please note: Capitalization and other formatting may be different from record to record depending on the source of the record. The CAP development team is aware of the problem, but will not have a fix in this release to make the formatting more uniform.

c) Pubmed and Web of Science records, and manual entry records that include a Document Object Identifier (DOI) number will include a "More" link which will display links to the actual publication. 

d) We will continue to look for DOIs or Web of Science entries for publication records which currently do not have a "More" link.

e) Click on "edit publication import settings" to turn automatic publication import on or off, or to add publications written under a different name or while at a different institution.

f) * and + notations found on many publication records on the current School of Earth, Energy & Environmental Sciences profiles are not currently available in the CAP system. Until there is a way to enter this data into CAP, we will provide a means to maintain this information on your School of Earth, Energy & Environmental Sciences profile page (which will import all other data from the CAP system).

g) Notice the "publication topics for this person" on the publications page of your public profile. These topics are generated only for keywords found in articles that are in the PubMed database. The CAP development team is looking at options to turn this feature off for this release.

14. Help

Your Stanfod-only profile page includes a "FeedbacK" link on the right side of the page. This link  will allow you to create a HelpSU ticket to report any problems or concerns, That ticket will first go to me. If I can't address the problem, I will escalate it to the CAP development team. You can always also contact me directly at

15. Next Steps

a)Complete reviewing publications for links to Web of Science, Pub Med, or

b)Integrate CAP data back into SES profile pages.

I hope the above was helpful. Please don't forget to take the quick survey here (requires login).