University Directory Policy


Application


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

Purpose


The purpose of this policy is to define the scope of the University Directory. It should be read in conjunction with the University Directory Information Guidelines.

Policy


  1. The public-facing directory will include information about all academic staff (permanent and fixed term), all doctoral candidates and a sub-set of professional staff (permanent and fixed term)
  2. The internal directory will include information about all staff, contractors, academic visitors and doctoral candidates
  3. All individuals in the University Directory are responsible for ensuring their individual profile information is accurate and up-to-date
  4. The Director of Human Resources shall maintain processes to ensure that staff changes are accurately reflected in the University Directory
  5. The Dean of Graduate Studies shall maintain processes to ensure that Doctoral candidate changes are accurately reflected in the University Directory
  6. The Identity Governance group will maintain processes that allow staff, contractors, academic visitors and doctoral candidates to request exclusion from the University Directory for either “Health, safety and well-being” or “Business delivery impact” reasons
  7. The owner of each system that provides information to the University Directory must ensure that user information is up-to-date in their respective systems
  8. Access, display and/or printing of the University Directory, other than for individual use, will only be possible for specific purposes and must be authorised by the Identity Governance group
  9. All individuals with profiles in the University Directory are entitled to request correction of their information

Definitions


For the purposes of this Policy:

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

Identity Governance group refers to the Identity and Access Management team at the University

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 Information Guidelines

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

Staff refers to staff and employees of the University, including permanent, fixed-term or casual

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

Approved by: Vice-Chancellor

Date approved:  November 2014

Review Date:  November 2017