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Electronic Directories Policy

Category Information & Communications Technology
Type Policy
Approved by Vice-Chancellor, August 2009
Date Policy Took Effect 26 August 2009
Last Approved Revision 30 June 2011
Sponsor Director, Information Technology Services
Responsible Officer Manager Information Security
Review Date 1 June 2013

Purpose

This Policy details the information that may be published in Electronic Directories within the University and on the Internet.

Organisational Scope

This Policy applies University-wide.

Definitions

Electronic Directory - any network published list of people. Examples of such directories include ldap, ph, NDS, ADS and the electronic phonebook.

Honorific - Title used before a person’s last name (e.g. Ms, Dr, Associate Professor).

Policy Content

Corporate information may be published in directories and provided for use in distribution lists. The following information is considered corporate information and may be published in an electronic directory.

1. Corporate Information - Staff

The University of Otago considers the following information about a member of staff to be corporate information for electronic publication purposes.

  • Surname
  • Given names
  • Honorific
  • Preferred given name
  • Electronic mail address
  • Telephone number (work only)
  • FAX number (work only)
  • Office or other workplace location
  • Department
  • Job title
  • Photograph

2. Corporate Information - Students

The University of Otago considers the following information about a student member of the University to be corporate information for electronic publication purposes.

  • Surname
  • Given names
  • Honorific
  • Preferred given name
  • Electronic mail address
  • Photograph

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