Staff and PGR student 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.

Why we publish staff and student profiles

The University is an academic institution, with a mission of delivering excellence in education and research, for the benefit of individuals and communities. We believe that publishing profiles of its staff and PGR students makes a direct contribution to the achievement of its mission:

  • As an outward- facing organisation with many external stakeholders, building and developing relationships across many sectors.
  • As an educational institution, with students who become members of the University and who need to be able to interact with the University in a way that enables them to secure the maximum benefit from their period of study at the University. 

Both students and staff need to be able to identify individuals working within the University in various fields in order to fulfil the requirements of their studies or jobs, respectively.

Having a published profile allows you to demonstrate your expertise or research interests and build-up networks with others who share those interests.

Who has a profile

The University has carried out a Legitimate Interests Assessment and considers that there are compelling legitimate interests for publishing profiles of the following staff and students:

  • all academic staff
  • senior professional services staff in grades 7-11
  • professional services staff who have roles that are outward-, staff- or student-facing as defined in their job descriptions
  • postgraduate research students

Individuals are responsible for ensuring that their published profiles are accurate and up to date. 

Your data and privacy rights

The University respects the rights of individuals with regard to their privacy and does not publish profiles except where there is a compelling legitimate interest or where the individual has asked for their profile to be published. For full information around your information and your rights please see the Privacy Notice

Questions around the privacy notice should be directed to the Information Assurance Manager by emailing dpo@essex.ac.uk 

How to edit your profile

Individuals are responsible for ensuring that their published profile is accurate and up to date. 

Academic staff

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.

Academic support hours

Your academic support hours can be updated in the RIS by navigating to Menu > Teaching Activities.

Professional services staff

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

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. 

Profile photos

Your staff profile photo needs to:

  • be professionally-taken
  • feature your head and shoulders
  • be high-resolution

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.

Changing your name

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.

Changing your telephone or room number

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.

How to publish your 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. 

Removal of your staff profile

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.

Line Manager and Supervisor Responsibilities

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 manger 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 an individual has multiple Line Managers or a Supervisor and Line Manager(s) then the request will be sent to all for review.

If there is no agreement in the responses received, the request will be escalated to People and Culture for consideration. Escalations will be reviewed within 10 working days.  

Get in touch
Human Resources For changes to your staff profile name
Communications Office For staff profile photo queries