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Staff Profiles Project – FAQ

Answers to some common questions about the Staff Profiles project and system.

Edit your profile in IRIS

You need to use IRIS to create or edit your profile. If you have trouble accessing IRIS, please contact the ITS service desk.

    Basic profile information

    Where can I add my iwi affiliation?

    You can include your iwi affiliation in the "Overview" field in your "About" section.

    There's a mistake in my position data or address.

    Your current positions and your address are automatically fed through into IRIS from the University's HR system. Please contact your HR Advisor if any of these are incorrect.

    Please note two points:

    • The address is kept to the city level deliberately, to avoid creating safety issues for staff.
    • The start date of your current position may actually be the start date of a previous appointment. The dates on your current appointment are only visible in IRIS, not on your public profile. We're working with HR on getting these dates corrected, and we ask you to ignore errors in the start date in the meantime.

    Why isn't my room/building shown?

    We do not wish to create safety issues for any staff member by publishing their physical location. Therefore, address information is limited to the city level. If you wish, you can choose to hide your address from being displayed entirely.

    We assume that anyone who wishes to visit you, or post anything to you, would contact you via email or phone beforehand to obtain directions and/or your mailing address.

    I don't want my phone number shown on the web.

    To hide your phone number from your public profile page:

    1. Sign in to IRIS.
    2. Open the main menu via the three-bar icon in the top left.
    3. Choose "Edit Profile" from the "About Me" section of the "My Profile" tab.
    4. Locate your phone number and click on the " Change privacy" button next to it.
    5. Switch the privacy over to "Private" and click " Save".

    Screen cast of the steps to hide the phone number

    One of my Waikato appointments has an incorrect start date.

    In some cases, your Waikato appointment start date may be that of an earlier title. For example, suppose you were appointed in 2018 at Lecturer level and promoted to Senior Lecturer in 2021. The appointment record may combine the Senior Lecturer title with the start date of 2018, rather than 2021 as would be appropriate.

    We are aware of this issue; the start and end dates of Waikato appointments are included in IRIS, but are not shown on your profile page.

    The issue traces back to the way appointment data is recorded within the Aku Mahi payroll system. We are working with the Oracle Cloud HCM project team on improving appointment data, which will then update IRIS with the correct data in due course.

    Can I change my name that is shown on my staff profile page?

    Yes, you can.

    By default, IRIS and the staff profile use your preferred name as it appears in the University's HR system. To change your name in all University systems, please contact your HR advisor.

    If you wish to use a different name only for IRIS and for the staff profile, configure this in IRIS:

    1. Sign in to IRIS.
    2. Open the main menu via the three-bar icon in the top left.
    3. Choose "Set Preferred Name" from the "About Me" section of the "My Profile" tab.
    4. Use the "Preferred Name" section to override the first name and/or surname used in IRIS and in the staff profile system.

    There's a mistake in my title.

    Your title is automatically fed through into IRIS from the University's HR system. Please contact your HR Advisor if it's incorrect (for example, Ms/Mr instead of Dr).

    Once the title is corrected in the HR system, it will automatically update in IRIS after a day or two.

    At present, the titles in the system for Professors and Associate Professors are "Prof" and "Aprof", respectively. We anticipate that this will change with the upcoming launch of the new HR system.

    Where can I see a full list of all Fields of Research labels?

    IRIS uses the 2020 version of the ANZSRC Fields of Research classification.

    A browseable hierarchy of the Fields of Research labels is available in the Ariā system run by Stats NZ – Tatauranga Aotearoa.

    How do I link to my YouTube channel?

    Unfortunately, the video previews on the profile page don't work with YouTube channels automatically. We are raising a feature request with the vendor to better accommodate YouTube channels.

    For now, our advice if you wish to include a YouTube channel on your profile is:

    • Link to the channel by creating a web link to it, and/or
    • Pick and choose individual videos in your channel to highlight via the "Add media" functionality.

    I'm trying to upload a photo, but it's not "sticking".

    The file size must be less than 6MB. Supported file types are .png, .gif, jpg.

    Change-over

    What training is available for learning about the new system?

    Training sessions have now concluded. Documentation remains available:

    Can I still access my previous profile?

    Now that the new profiles have gone live, your old profile is no longer available. You may still be able to access a cached version by entering the URL to your old staff profile into a search engine such as Google.

    Instructions for accessing a cached version of the page in the Google cache

    What will happen to links to my old profile, eg in search engines, in my signature, people who have the link, …

    We have put redirects in place during the public launch. Your old profile URL still works, but it will take people to your new profile instead.

    General

    Do I have to have a public profile page?

    • Academic staff are expected to have a public profile page.
    • General staff may have a public profile page if they wish. Individual areas of the University may choose to apply similar expectation to general staff as for academic staff.

    If you are expected to have a public profile page, you can get permission from your line manager to waive this requirement. This could apply if, for example, having a public profile would put you at risk of harassment due to your research topics, personal circumstances, or other factors.

    Even when your profile page is public, you can
    • control how much of your contact information is shown;
    • hide individual records on the Publications, Research, Teaching and Professional tabs.

    What's the minimum effort I can put in?

    We recommend that, at the very least, you go through the "Basic settings" steps in the Quickstart Guide.

    Who may have a public profile page?

    All University employees with a contract managed by HR are eligible for creating a public profile page. This includes Professors Emeritus and staff on honorary appointments.

    If you fall into this category but are unable to log in to IRIS, please contact the ITS service desk for assistance. If you log your own ticket via Kuhukuhu, please choose the "Software and Application Support" category and select "Staff Profile (IRIS)") in the system drop-down.

    I get an error message about "insufficient privileges".

    Some staff have reported seeing the error message in the screenshot.

    Error message - "You have insufficient privileges to perform this operation. If you require access rights to this functionality, please contact your administrator.

    The most likely cause is that your log-in to IRIS has timed out, for example if it has taken you some time to look up the information you're planning to add to IRIS. Please reload the page and try again.

    If the error persist, please contact the ITS Service Desk or open a ticket via Kuhukuhu – category "Software and Application Assistance". Please choose "Staff Profile (IRIS)" from the system drop-down.

    Professional activities

    Why can't I make some of my professional activities public?

    Some categories of professional activities include "internal record" in their name and cannot be set to "public". This was done for one of two reasons:

    1. Activities in the category are not generally included on a public profile; or
    2. Activities in the category are more suitably expressed as a different type of object (eg teaching & supervision or grants).

    You can still use these categories to create professional activity records for your own reference.

    If you'd like to include a professional activity on your staff profile page that is currently recorded against an internal record type, you can first edit its type then change its visibility:

    1. Sign in to IRIS.
    2. Go to your IRIS home page via the home icon in the left sidebar, if you aren't there already.
    3. Select the "Professional activities" tile by clicking on the title or on "View all", or by clicking on the relevant activity type if it is listed in your Professional activities tile.
    4. Locate the record in question, then click on the pencil icon next to its type.
    5. Select an appropriate alternative type.
    6. Use the keyhole icon at the top right of the record to change its visibility.
      • Choose "Public" to include it on your staff profile page.

    Once you have followed these steps, the professional activity will appear in the "Professional activities" tab of your profile page after approximately 1-2 minutes. You will need to reload your profile page.

    I just added a professional activity. Why isn't it showing up on my profile page?

    Professional activities default to private. This is to ensure all professional activities already in IRIS aren't inadvertently made live.

    After you've added a new professional activity, you will need to set its visibility to public:

    1. Create the record.
    2. Go to your IRIS home page via the home icon in the left sidebar.
    3. Select the "Professional activities" tile by clicking on the title or on "View all", or by clicking on the relevant activity type if it is listed in your Professional activities tile.
    4. Locate the record in question. You can use the filters on the right to narrow down the list of records displayed.
    5. Use the keyhole button at the top right of the record to change its visibility.
    6. In the Privacy Settings pop-up, choose "Public" under Activity privacy to include the record on your profile page.
      Screenshot of Privacy Settings pop-up
    7. Use the X button in the top right of the pop-up to confirm your change and to close the pop-up.

    Once you have followed these steps, the professional activity will appear in the "Professional activities" tab of your staff profile page after approximately 1-2 minutes. You will need to reload your staff profile page.

    Publications

    How do I hide some of my publications?

    You can hide individual publication records from your profile page by setting their visibility to "Internal" or "Private" in IRIS:

    1. Sign in to IRIS.
    2. Go to your IRIS home page via the home icon in the left sidebar, if you aren't there already.
    3. Select the "Publications" tile by clicking on its title or on "View all", or by clicking on the relevant publication type if it is listed in your Publications tile.
    4. Locate the record you wish to change and use the buttons at the top right – heart to favourite, globe to change visibility.
      Screenshot of buttons on IRIS record
    5. In the Privacy Settings pop-up, choose the appropriate option under Publication privacy:
      • Choose "Private" if the publication should only be visible to you and to administrative users of IRIS.
      • Choose "Internal" if the publication can be visible to all IRIS users, but should be hidden from your public profile page.
    6. You can ignore the Relationship privacy settings.
    7. Use the X button at the top right of the pop-up to confirm your change and to close the pop-up.

    Why is my report not appearing on my profile page?

    Some reports that University staff create are confidential; in some cases, the confidentiality even extends to the bibliographic data (title/customer).

    We do not wish to inadvertently publish confidential information. For this reason, all publications in IRIS of type Report default to private.

    You can change the visibility of your report in IRIS:

    1. Sign in to IRIS.
    2. Go to your IRIS home page via the home icon in the left sidebar, if you aren't there already.
    3. Select the "Publications" tile by clicking on its title or on "View all", or by clicking on the relevant publication type if it is listed in your Publications tile.
    4. Locate the record you wish to change.
      • If you have many publication records in IRIS, you may find the "Publication type" and "Relationship privacy" filters on the right-hand side useful to narrow down the list to only Reports whose privacy is Private.
    5. Use the keyhole button at the top right of the publication record to change its visibility.
    6. In the Privacy Settings pop-up, choose "Public" under Publication privacy to include the record on your profile page.
      Screenshot of Privacy Settings pop-up
    7. You can ignore the Relationship privacy settings.
    8. Use the X button at the top right of the pop-up to confirm your change and to close the pop-up.

    Once you have followed these steps, the professional activity will appear in the "Publications" tab of your staff profile page after approximately 1-2 minutes. You will need to reload your staff profile page.

    Research

    There is a mistake in one of my grants records.

    Research grants are automatically populated from the University's Finance system. The data is maintained by Research & Enterprise. The data has been captured mainly for financial purposes, which can be reflected in how the information has been recorded.

    If there is a mistake in an automatically populated grants record that you would like to have corrected, please contact your Research Management Advisor.

    Why are my research grants not appearing on my public profile?

    Research grants data has been captured mainly for financial purposes, which can be reflected in how the information has been recorded. For this reason, grants records are set to "Private" by default (ie, visible to yourself and to administrative users of IRIS).

    You can make individual grants records "Public" to include them on the "Rangahau | Research" tab of your public profile.

    Please ensure that the information is not confidential before you do so.

    1. Sign in to IRIS.
    2. Go to your IRIS home page via the home icon in the left sidebar, if you aren't there already.
    3. Select the "Grants & contracts" tile by clicking on its title or on "View all".
    4. Locate the record you wish to change and use the keyhole button at the top right of the record to change visibility.
    5. In the Privacy Settings pop-up, choose the appropriate option under Grant or contract privacy:
      • Choose "Public" if the grant should appear on your public profile page.
      • Choose "Internal" if the grant can be visible to all IRIS users, but should be hidden from your public profile page.
    6. You can ignore the Relationship privacy settings.
    7. Use the X button at the top right of the pop-up to confirm your change and to close the pop-up.

    Alternatively, you can create a manual record for the same grant (using the "Other grants" type) that reflects the data you wish to have shown on your profile.

    Teaching and supervision

    There is a mistake in my "course taught" records.

    IRIS sources information on papers taught from the staff-paper association tool. Teaching roles included in the automated data feed are:

    • Instructor
    • Student Support
    • Teacher
    • Teaching Convenor

    These are the same teaching roles that are eligible for student evaluation and for inclusion in ASP portfolios.

    If there are any mistakes in your papers taught data, please contact your departmental administrator in the first instance so they can correct the information in the staff-paper association tool. Once updated, this will flow through to IRIS within a day or two.

    In the meantime, you can change the privacy of the "course taught" record to private to hide it from your profile.

    If the data in the staff-paper association tool is correct, but incorrect data is showing in IRIS, please open a support request via our self-service tool, Kuhukuhu.

    There is a mistake in one of my supervision records.

    Doctoral supervision data is fed into IRIS via an automated process. Please contact Te Mata Kairangi School of Graduate Research to ensure that their records are correct.

    How do I make supervisions appear before my papers taught?

    To showcase some or all of your supervision records, the best way is to "favourite" them in IRIS. Favourited records will appear above others on your profile page by default.

    You can also hide any teaching activity records from your profile page by setting their visibility to "internal" in IRIS.

    To favourite a teaching & supervision record or to change its visibility:

    1. Sign in to IRIS.
    2. Go to your IRIS profile page via the user icon in the left sidebar.
    3. Go to your IRIS home page via the home icon in the left sidebar.
    4. Select the "Teaching & supervisions" tile by clicking on its title or on "View all".
    5. Locate the record you wish to change.
    6. Use the buttons at the top right –  heart to favourite, globe or keyhole to change visibility (the button changes depending on the record's current visibility).
      Screenshot of buttons on IRIS record

    There is an open feature request with the IRIS vendor to provide better navigation options for teaching activities on public profile pages. The vendor may address this in a future version.

    Once you have followed these steps, the changes will be reflected on the "Teaching & supervision" tab of your profile page after approximately 1-2 minutes. You will need to reload your profile page.

    I've created a manual teaching record and now it says "[title field missing]".

    We want to make sure that IRIS continues to work as a record-keeping tool for yourself, in addition to letting you manage your profile.

    For this reason, some record types contain fields that are shown in IRIS only as well as fields that are shown on your profile if the record is public.

    For teaching activities, the fields shown on your profile are as below. Fields in boldface are used as the title field.

    Teaching activity typeFields on profile
    Masters supervisions
    • Type ("Masters supervision")
    • Display title
    • Academic institution
    • URL
    • Supervision start date (omitted if blank)
    • Supervision end date; if blank, completion year
    External research-based degree supervisions
    • Type ("External research-based degree supervision")
    • Display title
    • External academic institution
    • URL
    • Supervision start date (omitted if blank)
    • Supervision end date; if blank, conferral year
    Graduate examinations
    • Type ("Graduate examination")
    • Degree type
    • Institution
    • Date
    Frequently taught courses
    • Type ("Frequently taught course")
    • Display title
    • Description
    • More info URL
    • Earliest year taught (omitted if blank)
    • Latest year taught (omitted if blank)
    Other teaching activity
    • Type ("Other teaching activity")
    • Title
    • Public description
    • URL
    • Start date (omitted if blank)
    • End date (omitted if blank)