Digital Public Profile Policy

This document applies to all academic staff members, a sub-set of professional staff members, academic visitors and doctoral candidates at the University.

The purpose of this policy is to define the scope of Discovery Profiles and how the application for and management of profiles  will be governed. It should be read in conjunction with the Managing your Discovery Profile for more general guidance.

Membership

1. Discovery Profiles includes information about all academic staff members, doctoral candidates and a sub-set of professional staff (permanent and fixed-term).
2. The sub-set of professional permanent and fixed-term staff in service divisions that are included by policy is determined by the relevant Director or Associate Director.
3. Professional staff can request a Discovery Profile via the Staff Service Portal. Requests will require line management approval.

Profile information

4. All individuals who have a Discovery Profile are responsible for ensuring their individual profile information is accurate and up-to-date.
5. All individuals with a Discovery Profile are entitled to request correction of their pre-populated information. This can be actioned via a Staff Service Portal request.
6. The business owner of each system that provides information to prepopulate Discovery Profiles must ensure that user information is up-to-date in their respective systems.
7. Any published profiles are intended for individual use only and not for facilitating the bulk sourcing of information.
8. The following profile information is viewable and automatically populated on a Discovery Profile:

• Title and preferred name
• Active job information: Position description, faculty/LSRI/service division, academic/business unit)
• Active doctoral candidature information: academic unit, primary faculty
• Campus location to the building level
• Campus telephone number
• University email addresses
• If the user is accredited to supervise doctoral candidates

9. Users may elect to have their Discovery Profile hidden. This can be self-actioned at the discretion of the user.
10. Users must review the privacy settings across their profile information and may self-action any preferred changes to the privacy settings within Te Waka Huia Rangahau | Research Outputs.

For the purposes of this document:

Academic visitor refers to visiting lecturers and those who wish to conduct research or other academic activity with the University.

Academic visitor refers to visiting lecturers and those who wish to conduct research or other academic activity with the University during periods of sabbatical leave.

Adjunct academic refers to a person appointed under the Adjunct Appointment Policies and Procedures.

Discovery Profiles refers to profiles hosted within the Symplectic Discovery application, available externally to all public browsers.

Doctoral candidate refers to someone who is currently enrolled in a doctoral programme at the University.

Emeritus professors refers to a person awarded the title of Emeritus Professor under the Awarding the title of Emeritus Professor Policy and Procedures.

Honorary academic refers to a person appointed under the Honorary Appointment Policy and Procedures.

Profile information refers to information about University staff members, academic visitors or doctoral candidates included in their Discovery Profile.

Staff member refers to an individual employed by the University on a full or part time basis.

University means Waipapa Taumata Rau - the University of Auckland and includes all subsidiaries.

Adjunct Appointment Policies and Procedures
Addressing Bullying, Harassment and Discrimination Policy and Procedures
Addressing Bullying, Harassment and Discrimination Guidelines
Awarding the title of Emeritus Professor Policy and Procedures
Guidelines for Social Media and Individual Staff Web Pages
Honorary Appointment Policy and Procedures
IT Acceptable Use Policy
IT Acceptable Use Guidelines
IT Offensive Materials Policy
Managing your Discovery Profile
Privacy Framework
Research Code of Conduct Policy
Statute for Student Discipline

Owner: DVCO and Registrar
Content manager: Product Manager - Research and Innovation
Approved by: Vice-Chancellor
Date approved: 29 July 2022
Review date: 29 July 2027