Creating a staff profile

Guidelines for completing the Site Editor fields for a staff profile.

Staff profiles aim to:

  • provide a succinct, professional bio
  • promote our academic excellence through increased visibility
  • encourage knowledge exchange
  • raise international reputation
  • increase postgraduate recruitment.

Staff profiles are critically important in terms of recruitment and research. Around 40% of the total of school site page views, goes to staff profiles.

Profile types

Staff profiles include academic, professional and research students. These list and filter using a staff profile listing page.

A staff member needs to provide content if they are to have an individual staff profile page. The minimum level of detail is a paragraph in the About section (often the case for Support and Administration staff).

Some staff types, such as Honorary staff, don't always provide content and do not need an individual profile page. These can be listed on a separate page.

Suggested workflow

1. Set up staff members in Site Editor

Staff members that need to edit profiles must be assigned a user role of ‘Profile Editor’ in Site Editor.

To do this, the staff member needs to sign into Site Editor to activate an account.

Once signed in they will go to an error page; they should ignore this and close the browser window.

The content lead/rep (usually an assigned admin/marketing person who oversees the website) now can now request for them to be assigned access by the web team.

2. Staff member signs back in

Staff members can then sign back in to Site Editor where they will then see their website in the site list. They can then go to the site dashboard and select the ‘Profiles’ tab. If their profile exists, they can select it from the listing, otherwise click ‘Add profile’.

3. Staff provide profile content

All staff should watch the training video below and use the writing style and site editor field guidelines before writing their profile.

4. Content lead edits and checks the written content

Once the staff member has finished their draft, this is then edited and proofread by the content lead to follow our writing style.

5. Content lead adds a profile picture

Where possible, profile image headshots should be updated by the content lead to meet our image guidelines for a profile headshot.

Writing style and voice

Our house style is to write in the third person to create a formal and professional impression.

Your profile should:

  • inform potential PhD candidates
  • inspire prospective undergraduate or postgraduate students.

It is important to consider this readership and adopt a style that resonates with them. Aim for a tone of voice that is friendly, open and authentic yet direct and informative. Aim to write in a concise style for clarity. An example of good writing style and voice.

Learn more about writing for the web.

Site Editor fields

When creating a staff profile in Site Editor, please follow the guidelines below (view example of a staff profile template).

Title and page description

These are used to improve search engine ranking.

Page title

This often appears as the results heading in search engines.

Add the staff member's title and name.

Professor Pelodytes Caucasicus

Page description

This is what often appears as a description on search engines like Google. Write a short summary describing the page. Keep it short and simple. You can include some research interest highlights, if suitable.

For example:
Professor Pelodytes Caucasicus is Deputy Head. His research interests include endurance physiology, specifically the oxygen uptake and metabolic responses to exercise and the power-duration relationship.

Profile header and key contacts

Profile image

This must be in a square format at a minimum of 500 x 500 pixels.

Choose a professional photo for your profile headshot.


Your Kent username.


Do not use full stops in abbreviations and use spaces between initials.

Eg Dr not Dr.

Do not abbreviate ‘Professor’
Learn more about our house style.


What is your primary job role?

Additional roles

Any additional job roles that are relevant to your profile. Keep it simple and only add additional roles if necessary.


Write in lowercase

Phone number

Use the correct house style
Eg +44 (0)1227 123456



Room 105
Marlowe Building
Kent School of Architecture


Medway Building
School of Sport and Exercise Sciences

Office hours

Use the 24-hour clock, as in 16.14

For example:
Monday 9.00-13.00

Research website

You can add a link to an official research project. These are projects successfully awarded grants, listed with Research Services or approved by HoDs.

Profile sections

The ‘About’ section is required, all other sections are optional.


Basic information about yourself. See writing style and voice.

Research interests

Overview of research and related projects.

Research interest highlights

Write keywords in a style that is easily scannable by prospective students.

These will appear on the A-Z listing on the People page.


List of modules and module codes linking to module catalogue.





Anything you need to tell potential PhD candidates, over and above your research interests.


Any professional projects or appointments that relate to your academic research.


Choose which of the default categories you profiles fit into:

  • Academic
  • Research students
  • Technical
  • Support and administration

You can choose subcategories for ‘Academic’ staff where relevant.

In the event that you have a necessary, specific subcategory for your school, eg 'Marketing' for KBS, you may discuss and request through your assigned EMS content editor.


These are automatically pulled out of the Kent Academic Repository based on the academic's email address.