The Publication of Staff and PGR Student Profiles on the University Website Policy (.pdf) sets out our approach to the publication of profiles on the website.
Individuals are responsible for ensuring that their published profile is accurate and up to date.
Your staff profile photo needs to:
If you have a photo you wish to use, please send it the Communications Office who will resize your photo to the correct size before uploading it.
If you don't have a photo to upload, contact the Communications Office. They arrange regular photo shoots for staff profiles.
All staff and PGR students are encouraged to include a photo with their profile, but it is not compulsory.
Your name is automatically pulled through from your People & Culture (P&C) record (staff) or student record (students).
To change the name displayed on your profile please contact People & Culture (staff) or Student Services Hub (students) and request an update to your record.
You can choose to have a ‘preferred name’ which may be different to your formal name, but please note that this will also update in other places where the University uses your name.
Your telephone and room numbers are managed through the Phonebook Manager (Essex users only) system. To request an update to either of these please contact your department administration team.
Academic staff can access and edit their staff profile via the Research Information System (RIS).
Changes to your profile automatically go live overnight (UK time). To preview your changes, in the RIS, click on Menu > View profile. Click on the profile link in your personal details box.
Your academic support hours can be updated in the RIS by navigating to Menu > Teaching Activities.
Professional services staff can edit their profile using the staff profile builder form.
Changes to your profile automatically go live overnight (UK time). To preview your changes, click Preview your staff profile at the bottom of the staff profile builder form.
Postgraduate research students can edit their profile using the staff profile builder form.
Changes to your profile automatically go live overnight (UK time). To preview your changes, click Preview your staff profile at the bottom of the staff profile builder form.
Information will also be displayed on your supervisor’s profile.
Where individuals hold a role for which the University believes it has a compelling legitimate interest in publication, profiles will be published automatically.
The University has a more limited legitimate interest in publishing the profiles of other staff. If your role falls in this category, you can still choose to publish your profile. You will be able to edit your profile and turn on publishing from the Profile Builder. Once you have selected to publish your profile it will become public within 24 hours. At any time you can choose to remove your profile from being published. Removal of your profile can also be actioned from the Profile Builder. Once you have selected to remove your profile it will be removed within 24 hours.
If your role is identified as having a compelling legitimate interest in publishing your profile, the University will balance this interest with the rights and freedoms granted to individuals under data protection legislation. If you feel there is a reason that your profile should not be displayed, then you can submit an online application to request that your profile is not displayed.
Consideration of such requests will take into account the lawful basis for publication, any changes in the requirements of the role and the job description, balanced with consideration for the privacy, wellbeing and physical security of the individual(s) concerned. Requests will be assessed by your line manager(s) or main supervisor and should be reviewed within ten working days.
Profiles will normally continue to be published until a final decision has been made. Removal of the profile will occur within 24 hours of request approval. Further information and access to the form can be found on the Profile Builder.