Frequently Asked Questions

Are you a profile owner with a question about your profile or a power user seeking answers on behalf of your faculty member? Review our list of most frequently asked questions (FAQs) below for answers to your questions.


Frequently Asked Questions (FAQs)

Search for your profile by typing your name in the Search box. On your profile page, click the Manage This Profile button to edit your profile. Please see the “How to Edit” box for instructions about editing each section. Be sure to create an overview paragraph, add your photo, and complete your current research interests. You can customize other sections of your profile by hiding entire sections or individual items. See our user guide and video tutorials for more information.

Profile data is compiled from Duke systems and trusted sources, including the HR system in SAP, dFac, the faculty appointments system, SPS, the sponsored projects system, and PeopleSoft, the courses system. Publications come from Elements, the publications workflow system that harvests from bibliographic databases. The Office of News Communications provides links to news stories featuring Duke faculty.

Yes! Log in to Elements to add, delete, or hide publications listed on your Scholars@Duke profile. If publications are missing, check Elements to review publications from journal databases that require your approval before they appear in your Scholars profile.

Publications data is automatically updated nightly from the Elements system. If publication changes have been updated in Elements, but are not updated on your Scholars profile after a day, or you would like to see the changes reflected sooner, you can refresh the publications yourself by logging into your profile, going to the “Selected Publications” section, and clicking the Refresh button.

Source data is loaded into Scholars@Duke nightly, so any name, appointment, education and training, grant, or courses data updated in those systems should be reflected in Scholars the next day. Publications updates nightly from Elements. Publications can also be manually refreshed by clicking the Manage This Profile button, navigating to the Selected Publications section, and clicking the Refresh button.

The Professional Name comes from dFac and must be updated by your department’s dFac user. Your title is entered into dFac as it appears on your contract or appointment letter. If you have more than one title, your dFac user your preferred title. Contact your power user for to these changes or to locate your dFac users.

Only the degrees entered in dFac, typically your highest degree, appear in Scholars@Duke. Your dFac user can add degrees for you; Contact your power user for help locating your dFac user.

The Selected Grants section displays grants from the Sponsored Projects System (SPS), so grants information must first be edited in SPS. Only grants without publicity restrictions appear in Scholars@Duke. If you don't see a grant listed on your profile, ask your department's power user to investigate whether the "OK to Publicize" flag can be changed in SPS. Your power user will work with your organization's Grant Administrator and either the Office of Research Administration (ORA) or the Office of Research Support (ORS) to make these changes on your behalf.

Scholars@Duke lists the course for which you were the instructor in the last three years. If you don't see a course that you taught, contact your power user to work with your organization's Department Schedule Validator (DSV) and confirm that you are listed as an instructor for that course.

All Duke faculty (regular rank or non-regular rank) with active primary appointments in dFac have a Scholars@Duke profile. Profiles are automatically generated when the faculty member’s primary appointment becomes active. If the primary appointment expires, your Scholars profile disappears. If you cannot find your profile, contact your power user to verify that your primary appointment is active in dFac.

Yes. Scholars enables profiles to be created for academic staff and students to display their scholarly contributions, such as peer-reviewed publications, grants, or research interests. To confirm the person’s affiliation with an academic department, institute or center, only power users can create a non-faculty profile for an individual. Please see the user guide for more information on non-faculty profiles.

Yes. Just click the Manage This Profile button and in Profile Manager, click the Manage Delegates button under Admin Tools. Click the blue Add button, type the person’s name in the Search box, and click Search. In the Search results, click the name to add them as a delegate. Your power user also has access to add delegates.    

First, upload a copy of your current CV to your Sharing folder in your Duke Box account. Set the access permissions to "People with this Link." Copy the URL provided. In Scholars Profile Manager, go to the Web Links section, paste the copied URL into the URL field and add a caption to create the link. For more specific instructions on this process, see this guidance.

Yes. You can download a CV in Microsoft Word or HTML format based on the information present in your Scholars@Duke profile. To generate a CV, go to your Profile Manager page, click the "Generate CV/Biosketch" button, and then choose one of the three available CV formats: Scholars CV, SOM APT CV Template, or NIH Biosketch Template.

Please note that the downloaded CV will only include data that appears in your Scholars profile. You may need to open and edit the downloaded Microsoft Word document to supply additional information.

Each downloaded CV will include a cover page with details about formatting and data sources used. For more information, see the Creating a CV section in the user guide.

Your department website profile may or may not display Scholars@Duke information, depending on the tools used to create your department website. Contact your business manager or departmental website administrator to find out. No information from Scholars@Duke is displayed on profiles. If you have questions about editing your profile, go to the Contact Us page on and select Technical feedback from the drop down list to submit your question to the Duke HealthTechnical Support Team.

Ask your power user to help. If data has been updated on your Scholars profile, but not in your department website, go to the widgets to check the outgoing data feed (click the “Add data to my website” button (just below the “Manage this Profile” button and just above your photo)) and to see if the changes have been updated there. If the widget data is up to date, contact your departmental website administrator to ask them to refresh their website data from Scholars widgets. If the widget data feed is not up to date and contain your recent updates, ask your power user to submit a help ticket to the Scholars team to ask us to re-index the widgets for that person. For more information, Trinity users can refer to this guidance and School of Medicine users can refer to this documentation.

Contact your power user for more help with your profile. Power users help determine who can correct system information that appears on your profile or whether there is a system problem that needs to be addressed. See our Scholars Support page for self-enablement resources, such as our user guide and video tutorials. For a more extensive demo or one-on-one assistance, contact the Scholars@Duke team by submitting a help ticket.