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The News and People Profile System (profile.yale.edu) Beatrix allows you to manage various types of information associated with a person’s profile.

The following instructions will explain how to add and edit the Professional Activity Map of a person.

To begin managing the Professional Activity Map section on a profile:

1. Visit https://

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1. beatrix.yale.edu/

2. Log in with your NetID and password

3. Click

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1. People in the navigation at the top of the page.

2. Find and select the profile you want to edit (see Edit a Profile for more information).

3. Click the Professional Activity

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1. button in the navigation on the left side of the page.

Table of Contents

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Introduction

The Professional Activity Map section is for describing your location-based research, patient care activity, and volunteer work.

• In most instances, this means you have traveled to the region for work.

To add a new activity to the map, click Add New....

• You will be taken to the Add Activity page.

General Information

On the Add Activity page, you need to enter information about the event to add it to the Activity Map. The first section is General Information, shown below:

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The top part of the General section is for general information about the activity. Starred fields are required.

These fields provide important information about the activity:

1. Activity Name: This will display at the top of your activity on the map listing.

2. Description: This is not required, but you can provide a brief description of the activity and its importance.

3. Start and End Date:

   • The Start Date is required, and is the date you began the activity.

   • The End Date is not required, but is the date the activity ended.

4. Activity Type: This helps with categorizing the activity.

   • Use the check-box to choose the best descriptions of your activity from the following options:

     • Speaking Engagement/Presentation/Symposia/Workshop

     • Patient Care

     • Research

     • Teaching, Mentoring

     • Volunteer Activity

     • Other

If your choices include Speaking Engagement/Presentation/Symposia/Workshop, an additional field will populate below, asking for additional information:

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The additional information if your choice for Activity Type includes Speaking Engagement/Presentation/Symposia/Workshop. Starred fields are required.

The required section of a Beatrix profile allows users to add relevant professional activity that will appear on both profiles and CVs.

There are 9 categories of activities, and a new activity can be added to the profile by clicking Add New under the relevant category (highlighted below in yellow).

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Speaking Engagement, Presentations, Symposia and Workshops

To add a Speaking Engagement, Presentation, Symposia or Workshop, click Add New under the section.

The required fields for Speaking Engagement/Presentation/Symposia/Workshop are as follows:

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1. Conference Name: Enter the name of the conference.

2. Talk Title: Enter the name of the talk or presentation.

3. Invited or Peer-Reviewed: Use the drop-down menu to indicate how you became involved in the activity:

   • Invited: The host reached out to you invite you to participate in the activity, without you applying.

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1. • Peer-Reviewed: You submitted your work for consideration by the host, and they accepted your submission and invited you to the activity.

   • None: Neither of the above explanations applies to you.

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The answer to this question is directly related to the next question, Peer-Reviewed

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Peer-Reviewed: This is an indication of whether the work you will present at the activity has been peer-reviewed.

• It is directly related to the last question.

• If you selected Invited, this field will automatically populate as No because you were invited without sending a specific submission.

• If you selected Accepted, this field will automatically populate as Yes because you were invited based on a submission that was reviewed by the host

1. Presentation Type: Select the option from the drop-down menu that best describes your activity.

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Talk Title: Enter the name of your talk.

The other fields are optional, but provide helpful additional information.

• To add Related Documents, drag your document into the provided field

  • Accepted file types are: .pdf, .doc, .docx, .xls, .xlsx, .rtf, .txt.

  • The max file size is 3MB

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1. Start Date: Indicate the date of the overall conference your activity took place at.

   • You can enter either one date or a date range.

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Click Select one date or Select a date range (highlighted in blue above) to toggle between the two.

1. Scope (Target audience): Choose the type of audience that the talk was given for.

2. Activity Affiliation: Choose whether the activity is affiliated with Yale or is a Non-Yale activity.

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1. • If you select Yale as the Affiliation (using the radio button), you will be asked to indicate Applicable

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1. • Organizations the activity is related to.

   • If you select Non-Yale as the Affiliation (using the radio button), no additional information is required.

The final choice in General Information is the Activity’s Privacy:

• Choose Private if you do not want this activity to appear to the Public on your profile’s website.

• Choose Public if you do want this activity to appear on your profile’s website.

Locations

The next section for adding an activity is the Location of the activity.

1. Location: You can add multiple locations, but you must add at least one.

   • To begin,

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1. • click Add Location

   • Then, use the

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1. • radio buttons to choose whether the Location was Physical or Virtual:

   • If you select Physical Location, you will be required to choose a Country from the drop-down menu and type in a specific location within the Country.

   • If you select Virtual Location, you will be required to provide a description.

You can see an example of the location field below:

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The Locations sections. All fields are required.

To delete a location, click the trash can icon (highlighted in blue above).

To add another, click Add Another Location... (highlighted in yellow above)The other fields are optional, but provide helpful additional information.

Collaborators

You can also add the people who are working with you on this activity in the Collaborators section.

1. To add a Collaborator, click Add New...

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2. Use the radio buttons to choose between External Person and Yale Person

   • For a Yale Person, you can search for them in the provided field and select from the list of suggested names.

     • Click Add to add them to the list of Collaborators.

   • For an External Collaborator, type in their Name and Organization.

     • Include a Link for more information about them.

Once you have added the Collaborators, you can delete them by using the X next to their name.

Keywords

You can add 2 types of Keywords to your activity to relate it to certain topics.

1. MeSH Keywords

   • These keywords are based on the NiH’s MeSH keyword list.

   • Select them based on relevance to the work in the activity.

2. Public Health Keywords

   • These keywords are based on a custom-developed list from the School of Public Health.

To add a MeSH keyword, click Add New..., and the section below will pop up:

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You can add a MeSH keyword in 2 ways:

1. Enter the keyword in the search bar and choose from the suggested options.

   • Click Add to add the keyword to the profile, and it will populate to the list above.

2. Using the category-based keyword tree:

   • A sideways arrow

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1. • indicates a category that you can click on to expand and show the sub categories.

   • Once expanded, the arrow will change to downward facing and reveal the sub-categories

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1. • .

   • Use the + icon

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1. • to add the keyword, and it will populate to the list above.

Click on the X icon in the top right corner (highlighted in red above) when you are done adding keywords.

To add a Public Health keyword, click Add New....

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Once you are done adding keywords, you can click on the X next to the added keywords to remove them from the activity.

When you are done entering the information for your activity, click Add to add it to your Professional Activity.

More Details

You can add Contact Information or a Funding Source to an activity with these provided fields, if relevant.

When you are done entering the information for your activity, click Save and you will be taken back to the Activity Map.

Activity Map in Action

Back on the main Activity Map page, you can see that the new activity is now in the list (highlighted below in blue) and can be found in the map (highlighted below in yellow).

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The new Activity, as it appears in the list (blue) and on the map (yellow).

In the description of the activity, you can see it shows both the Physical and Virtual Locations, and the info we provided for the Physical Location is correctly informing the activity’s position on the map.

You can edit or delete the activity by using the pencil or trashcan icons, respectively (highlighted in green above).

Because we set this activity to Public for the Privacy question in the General Information section, the globe icon (green above) appears in the activity, indicating that the activity appears on websites (more information on this below).

For activities that are set to Private, a grey lock appears where the globe would be (all the other activities in the list above).

If an Activity is set to Public, it will appear in the Activities section of the Biography tab in the middle navigation of the YSM website for the profile (shown below):

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Activities appear in the Activities section (green) of the Biography tab (yellow).

You can see that the Activity Name and Description from General Information as well as the Physical Location details and the Description of the Virtual Location appear for the activity.

Committees

To add a Committee, click Add New under the section.

The required fields for Committees are as follows:

1. Organization: Enter the name of the Committee.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Committee to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Committee Type: Use the drop down menu to select the right Committee type.

4. Role: Use the drop down menu to select the role on the Committee.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

5. Date: Select the date you appeared on the Committee.

   • You can toggle between entering the exact date you served on the committee and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Advisory Boards

To add an Advisory Board, click Add New under the section.

The required fields for Advisory Boards are as follows:

1. Name of Board: Enter the name of the advisory board.

2. Sponsoring Organization: Enter the name of the sponsoring organization of the board.

3. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Advisory Board to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

4. Role: Use the drop down menu to select the role on the Advisory Board.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

5. Date: Select the date you appeared on the Advisory Board.

   • You can toggle between entering the exact date you served on the advisory board and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Journal Service

To add Journal Service, click Add New under the section.

The required fields for Journal Service are as follows:

1. Organization: Enter the name of the journal.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Journal Service to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role on the Journal Service.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you completed the Journal Service.

   • You can toggle between entering the exact date you served on the journal and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Meeting Planning and Participation

To add Meeting Planning and Participation, click Add New under the section.

The required fields for Meeting Planning and Participation are as follows:

1. Organization: Enter the name of the organization.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Meeting Planning and Participation to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role on the Meeting Planning and Participation.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you completed the Meeting Planning and Participation.

   • You can toggle between entering the exact date you completed the Meeting Planning and Participation and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Peer Review Groups and Grant Study Sections

To add Peer Review Groups and Grant Study Sections, click Add New under the section.

The required fields for Peer Review Groups and Grant Study Sections are as follows:

1. Organization: Enter the name of the organization.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Peer Review Groups and Grant Study Sections to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role on the Peer Review Groups and Grant Study Sections.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you served on the Peer Review Groups and Grant Study Sections.

   • You can toggle between entering the exact date you served on the Peer Review Groups and Grant Study Sections and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Professional Organizations

To add Professional Organizations, click Add New under the section.

The required fields for Professional Organizations are as follows:

1. Organization: Enter the name of the organization.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Professional Organizations to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role on the Professional Organization.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you worked for the Professional Organization.

   • You can toggle between entering the exact date you worked for the Professional Organization and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Public Service

To add Public Service, click Add New under the section.

The required fields for Public Service are as follows:

1. Organization: Enter the name of the organization.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Public Service to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role for the Public Service.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you completed the Public Service.

   • You can toggle between entering the exact date you completed the Public Service and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Media Presence

To add Media Presence, click Add New under the section.

The required fields for Media Presence are as follows:

1. Organization: Enter the name of the organization.

2. Category: This field is pre-selected based on where on the Professional Activity page you click Add New.

   • You can use this field to change the category from Media Presence to any of the other activity types besides Speaking Engagement, Presentation, Symposia or Workshop.

   • If the correct category is already selected, there is no need to make a change here.

3. Role: Use the drop down menu to select the role for the Media Presence.

   • If the right role does not appear, click Request to add a new role to send the Web Services team a suggestion for new roles.

4. Date: Select the date you completed the Media Presence.

   • You can toggle between entering the exact date you completed the Media Presence and entering only the years by checking the Select Year Only? box on or off.

You can also add a Description by typing in the Description field and make the Activity public or private on your profile using the Public toggle.

Click Add when you are done editing to add the activity to your profile.

Professional Activity on a Profile

If an activity is set to Public, it will appear in the Achievements section section of the profile (shown below). It will be mixed in with the profile’s honors and sorted by date.

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