University Directory Information Guidelines


Application


These guidelines apply to all staff members, contractors, academic visitors and doctoral candidates at the University.

Purpose


This document provides further guidance for managing staff, contractors, academic visitors and doctoral candidate information on the internal and public-facing directories. It is to be read in conjunction with the University Directory Policy.


The University Directory is an online repository of University staff, contractors, academic visitors and doctoral candidate information and the University’s approach to ensure directory information is current.

Contents


  • Staff information
  • Public directory composition
  • Exclusion under exceptional circumstances

Guidelines


Profile information

  • The following profile information is viewable on the internal and public-facing directories, in accordance with the University Directory Policy, unless excluded under exceptional circumstances:
    • Name (title and preferred name)
    • Job title
    • Service division or faculty and department
    • Location (building)
    • University contact information (telephone numbers and email addresses)
  • The following information is viewable on the internal directory only, in accordance with the University Directory Policy and unless excluded under “exceptional circumstances”:
    • Location (floor and room)
    • Username
  • Staff members, contractors, academic visitors and doctoral candidates are encouraged to provide the following information, to be viewable on the internal and public-facing directories:
    • Photograph
    • Professional biography
    • Qualifications
    • Distinctions/Honours
    • Committees/Professional Groups/Services
    • Research
    • Teaching
    • Publications
    • Social media and professional web pages relevant to their role at the University

Public directory composition

  • The public-facing directory will comprise all academic staff (permanent and fixed term), all doctoral candidates and a sub-set of professional staff (permanent and fixed term)
  • The sub-set of professional permanent and fixed-term staff in service divisions will be determined by the relevant Director
  • The sub-set of professional permanent and fixed-term staff in faculties will normally include:
    • Executive Assistants
    • Director of Faculty Finance
    • Director of Faculty Operations
    • Staff managers directly reporting to Director of Faculty Operations
    • Group Service Coordinators
    • UniServices

Exclusion under exceptional circumstances

  • The University Directory will display staff, contractor, academic visitors and doctoral candidate information unless exclusion is granted for “health, safety and well-being” or “business delivery impact” reasons
  • University staff, contractors, academic visitors and doctoral candidates can request an exclusion from the internal and/or public directories for “Health, safety and well-being” reasons through their line manager/supervisor, Academic Head, Service Division Manager or HR Adviser
    • The request by the staff member, contractor, academic visitor or doctoral candidate can either be made verbally or in writing to their manager or relevant responsible role
    • The staff member that receives the request must complete an exclusion request form (ITS-11) recommending the profile removal, indicating a time frame for the removal i.e. six months, one year or permanently
    • The request will be actioned by the Staff Service Centre
    • The Identity Governance group will notify Human Resources if the request relates to a staff member, contractor or academic visitor, or the School of Graduate Studies for doctoral candidates
    • Exclusions that are temporary or set for an agreed period of time should be reviewed once the time lapses
    • All staff members involved in this request will maintain confidentiality and ensure that the exceptional circumstances application is protected by security safeguards in accordance with Principle 5 of the Information Privacy Principles Part 2, Privacy Act 1993
  • The aim of the “Health, safety and well-being” exclusion is to allow staff, contractors, academic visitors and doctoral candidates contact information to be excluded where the inclusion in the University Directory could:
    • increase or create risk to the life or welfare of a University staff member, contractor, academic visitor, doctoral candidate or their family
    • cause serious hardship to a staff member, contractor, academic visitor, doctoral candidate or their family
    • any other matters that are considered to be relevant in the circumstances of the particular case
  • A staff member, contractor, academic visitor, or doctoral candidate who has obtained exclusion will not have their staff information they have requested to be excluded displayed or searchable on the internal and/or public directories
  • A request for the exclusion of an individual or group’s profile or part of the profile, from the internal and/or public directories can be made for reasons relating to “Business delivery impact”
    • The request must be made in writing by the line manager of the individual or group and must include:
      • a description of the business impact
      • if the exclusion should apply to internal and/or public directories
      • if the full profile or only part of the profile should be removed
  • The request must be submitted via their line manager through to the Dean or Director to endorse
  • The request must then be submitted to the University Registrar for final approval
  • The approved request is to be actioned by the Staff Service Centre
  • Exclusions that are temporary or set for an agreed period of time should be reviewed once that time lapses.

Definitions


The following definitions apply to the University Directory policy and to these guidelines:

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

Contractor refers to someone with an independent contract who can choose their own hours of work, the volume of work, and their own rate of pay

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

Internal Directory refers to a website or application only available internally to University staff logged into the network

Profile Information refers to information about University staff, contractor, academic visitors or doctoral candidate included in the University Directory and outlined in the University Directory Policy

Public-Facing Directory refers to a website or application available externally to all public users

Staff member refers to an individual employed by the University on a full or part-time basis.  This includes permanent,  fixed-term or casual staff members.

University Directory refers to a single repository of University staff information that feeds both the internal and public-facing directories

Document management and control


Content manager: Strategic Analyst - Identity

Owned by: Director of Administration

Date approved: 30.09.14