Line manager and supervisor responsibilites for staff profiles

The Publication of Staff and PGR Student Profiles on the University Website Policy sets out our approach to the publication of profiles on the website.

Under the Publication of Staff and PGR Student Profiles on the University Website Policy, Line Managers have a responsibility to ensure job details for their staff are correct. Line Managers and Supervisors of PGR students are responsible for reviewing any requests for withdrawal from profile publication. 

Line manager responsibilities

  • Ensuring that job descriptions are up to date and fully reflect the needs of the University, in particular in respect of identifying those roles where it is important that the role holder’s duties provide a legitimate interest to the University in publishing their profiles. Changes to job descriptions that lead to a new requirement for publication of a profile, or disputes about the content in respect of the need to network externally, will be dealt with through standard People and Culture procedures
  • Considering requests made by an individual to remove their profile from publishing. These should 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 should be assessed within ten working days. 

PGR supervisor responsibilities

For PGR Students requests will only be sent to the main supervisor as recorded in ESIS.

PGR Supervisors are responsible for:

  • Ensuring that that their research students are correctly assigned to their supervisor(s)
  • Considering requests made by an individual to remove their profile from publishing. These should take into account the legal basis for publication balanced with consideration for the privacy, wellbeing and physical security of the individual(s) concerned. Requests should be assessed within ten working days. 

Guidance for reviewing requests to withdraw from profile publishing

Where the University has identified a compelling legitimate interest in publishing the profile, each individual has the right to request withdrawal of their profile. 

All requests will be made through the form available on the Profile Builder Any requests submitted will be allocated to the individual’s line manager / supervisor to review, and an email will be sent advising an action needs to be taken. Where an individual has multiple Line Managers / Supervisors, each will be asked to review. Your request should be reviewed and a response provided within 10 days of you submitting your application to withdraw.

All requests should be assessed on a case by case basis and individual circumstances considered. Consideration should be given to: 

  • Does publication of an individual’s profile present a safeguarding risk to them or their family?  Safeguarding the welfare of an individual must always take priority.
  • Is there a concern related to the individual’s personal data being published and how do their rights and freedoms around their personal data balance with the University’s legitimate interest in publishing?
  • Would the withdrawal of an individual’s profile hinder their ability to network and perform their role?
  • Would there be another way that the individual could undertake their role successfully without their profile being published?
  • Is the individual challenging their categorisation and the lawful basis for publishing their profile?
  • Is there concern around the sensitivity of research conducted. Individuals can choose the level of information to be published on the profile, could a more selective approach be taken to the information published to remove the need for withdrawl?  

Responses need to be submitted on the form, a link will be provided to the form in the email received. 

Individuals with multiple line managers / supervisors

Where the University has identified a compelling legitimate interest in publishing the profile, each individual has the right to request withdrawal of their profile. 

All requests will be made through the form available on the Profile Builder Any requests submitted will be allocated to the individual’s line manager / supervisor to review, and an email will be sent advising an action needs to be taken. Where an individual has multiple Line Managers / Supervisors, each will be asked to review. Your request should be reviewed and a response provided within 10 days of you submitting your application to withdraw.

All requests should be assessed on a case by case basis and individual circumstances considered. Consideration should be given to: 

  • Does publication of an individual’s profile present a safeguarding risk to them or their family?  Safeguarding the welfare of an individual must always take priority.
  • Is there a concern related to the individual’s personal data being published and how do their rights and freedoms around their personal data balance with the University’s legitimate interest in publishing?
  • Would the withdrawal of an individual’s profile hinder their ability to network and perform their role?
  • Would there be another way that the individual could undertake their role successfully without their profile being published?
  • Is the individual challenging their categorisation and the lawful basis for publishing their profile?
  • Is there concern around the sensitivity of research conducted. Individuals can choose the level of information to be published on the profile, could a more selective approach be taken to the information published to remove the need for withdrawl?  

Responses need to be submitted on the form, a link will be provided to the form in the email received. 

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