Profile Photo Submission Standards

Photo Standards for SOLE and HSC Directory profiles:

  1. The photo should be a full head shot photo with a plain or blurred background that is clear of distracting imagery.
  2. There should be no other people or objects in the photo. 
  3. The photo should be in color and not black and white.
  4. The photo should be taken in full-face view and directly facing the camera.
  5. This should be a professional photo. Generally, "selfies" do not provide an adequate photo for profile use. 
  6. Ensure there is enough blank space around the head shot to crop the photo (the best is from the chest level up and NOT from the neck up).
  7. Consider avoiding photos with eyeglasses that cause glare or refraction that may obscure the eye(s).
  8. Photos should be high resolution, at least 200 x 250 pixels.
  9. Save photos as a JPEG format.
  10. Individual photos MUST have the email address saved as the file name or the photo will not be uploaded. The user's email address is used to upload the photo(s) to the appropriate profile in our system. 

    File name example:

  11. Please send the request and attach the photo(s) to

Important Notes:

SOLE Support does not have access to photos, so all photos that need to be updated or uploaded to the HSC Directory and/or SOLE, must be submitted by a user or Directory Admin 

Photos will be declined if they do not meet the above requirements.

The size limit per attachment(s) is 1GB and there is no limit on all attachments uploaded on a ticket request. Multiple files can be Zipped (compressed) that will take up less storage space and can be transferred to other computers more quickly than uncompressed files.
Please contact SOLE Support
 if you have problems uploading a large quantity of photo attachment(s).

All HSC employees are required to agree or disagree to the photo consent agreement on the HSC IT Security Awareness Training. Photos will not be displayed in SOLE or the HSC Directory if a user disagrees to the photo consent form on the HSC ITS Security Awareness Training (Located under Step Four: Photo Agreement). If you are out of compliance or near the end of the yearly mandate to complete the HSC IT Security Awareness Training, then it may be best to just complete the whole training, changing your photo consent agreement. 

Directory Administrators can locate the user's status in the HSC Directory Manager, beneath the users profile photo box. There will be an alert box stating one of the following: Valid photo agreement in place; Valid agreement date or Employee DECLINED photo display; No agreement date and display photo is unchecked.

Every department has Directory Administrators that can make updates to a user’s profile or department in the HSC Directory. In order to locate/contact editors to make updates to your profile, look up the user's profile or department. In the user's profile or in the department listing, click on the Additions/Corrections? tab. This will list the Directory Administrators that can assist in updates to profile information in the HSC Directory.

Professional Photo Requests:

Please contact University Relations to request a professional photoshoot:

WVU Medicine and Clinical profiles:

SOLE Support can only upload profile photos to SOLE and HSC Directory. WVU Medicine and Clinical profiles are listed in a separate Directory. Please contact the WVU Medicine Helpdesk at (304) 598-4357 to make any edits/additions to the WVU Medicine and Clinical profiles.