Staff Directory Help

General Search Features

Why don't I get any results from my search?

Receiving no results from a search is usually due to spelling mistakes in the query, or your query being overly specific. Try to enter general keywords, such as a surname and first name. If you do not know the surname and first name of the staff member, try narrowing your results using the drop-down options on the advanced search page.

How do I view the full details for a staff member?

Search results will automatically display as an alphabetised list of staff members. To view the full record for a staff member, select their surname to display the full record.

Can I change the way that results display on the page?

Your results will default to a list that is alphabetized by surname. To change this display and sort your results by first name, telephone or position, select the column heading matching that category.

Can I search by telephone number?

Yes. If you know the exact telephone number or extension you need to look up, you can search by entering the last four or five digits of the number. The search returns only exact results, so do not include any spaces between the digits.

How do I find a Justice of the Peace?

Yes. You can locate staff members who are Justices of the Peace by typing JP into the search field. This will generate a list of JPs within the University community.

Modifying Records

How do I add my details to the staff directory?

You will need to complete an online form to request that your details be added to the staff directory. Select "Add Record" from the left-hand menu to navigate to the form, and complete the form according to the instructions on the page. Your request will be forwarded to an officer who will process your details and update the directory.

How do I change my details?

If your details have changed, or if your record is incomplete, you can edit your record to reflect the correct details. You will need to locate your record in the staff directory and select "Edit". You can then amend or update your details in an online form, entering additional comments if necessary. Select “Submit” to forward your request to an officer, who will review the modifications for validity and update the record.

How can I remove my details?

If you need to remove your details from the staff directory, you can request deletion online. You will need to locate your record in the staff directory and select "Edit". Under “Type of change”, you must then select the option to "Request deletion" and submit the form. Your request will be forwarded for review to an officer.

Who can modify my details?

Any staff member has the ability to request a change to another staff member’s details. However, the details of the user requesting the change are logged, and a verification workflow is implemented if the request is not sent from the user’s account. Inappropriate requests for modification will be refused and feedback provided.

Should I modify someone else's details?

If you notice a staff member’s details are incorrect, the best course of action is to notify the staff member of the inaccuracy and instruct them on updating their details. In the circumstance that you need to edit another staff member’s details or request removal of a record, please provide a reason for the request in the “Comments” field of the form.

How do I remove a record for a person who no longer works at the University of Newcastle?

Where records for former staff members need to be removed, only their previous supervisor or manager should place the request for their removal. Managers should provide information about why the record needs to be removed in the Comments field of the form.

How long does it take to modify a record?

To ensure that modifications are valid and appropriate, all requests submitted for adding, editing or removing records will be forwarded to an officer for review. Depending on validation, processing the requested modification may take 2 - 3 working days.

vCard Information and Support

What is a vCard?

A vCard is an electronic business card that can be downloaded to your address book or attached to emails. It is an Internet file format standard used for storing and exchanging personal details.

What programs support vCards?

Many address book and email programs support the vCard format. These include but are not limited to:

How do I use a vCard?

The University of Newcastle staff directory allows you to save a staff member's details as a vCard. When you view a staff member’s contact details, you will see a link to the vCard at the bottom of the page. Select this link to download the vCard and it will be downloaded in accordance with the internet browser and download preferences set on your computer.

Sending a vCard in Groupwise

You can send your personal vCard to another email recipient using Groupwise or the Groupwise web interface. The first step in using either of these mail clients is to download your vCard (which has the file extension '.vcf') from the staff directory. Your personal vCard is accessible from the "Download vCard" link on your personal record in the staff directory. If you can't find your personal record in the staff directory, please make sure your details have been added to the staff directory database.

To send your vCard with an email, compose an email and attach the downloaded vCard to the email as you would a normal attachment.

Attach vCard to email

Opening a vCard in Groupwise

If you are sent a vCard in Groupwise, it will appear as an attachment to the email. Clicking the vCard attachment will allow you to download the details to your computer address book or view them in a new window. If you are using the Groupwise web interface, you will have to right-click the attachment and select "Save As..." to download the vCard.

vCard Options

Storing the contact details of a vCard sent to you in your computer address book is an efficient way to categorise and access contact information.

Using vCards with Phones or PDAs

Many mobile phones and PDAs support the vCard format. To use vCards on your phone or PDA, download the vCard and synchronise your address book with your phone or PDA (using the software supplied with your phone or PDA).

Using vCards with iPods

iPods (excluding the iPod Shuffle) support the vCard format. To add a vCard to your iPod, simply drag the vCard to the "contacts" folder on your iPod. Make sure that you give each vCard an individual name eg john-smith.vcf. If you use a Mac, you can also synchronise your Address Book via iTunes or iSync.

When I click to download a vCard all I get is gobblygook in my web browser.

When clicking on a vCard for download, your web browser may display what looks like unformatted "gobbledygook". If this happens, use the "back" button to return to the staff directory or individual staff record, right click on the vCard link and select "Save file as..." This should allow you to save the file to a desired destination on your computer.

Gooblygook seen in browser

My vCard details are wrong, how can I fix this?

If the details of your personal vCard are incorrect, you can request an update by completing the online staff directory update form. Allow two to three working days for the form to be processed and then re-download your vCard from the staff directory search page.

Can I customise my vCard or add additional information?

The downloadable vCard will only add the contact details that are listed in the staff directory. To add extra information to your vCard, you will need to edit the vCard file through your mail client or address book program. If the contact details on your vCard are incorrect, they can be updated by editing your staff directory details.

I have a different question, where can I get assistance?

You can find further information about vCards from online sources and in the Groupwise documentation.

If you have a unique problem regarding the vCard staff directory system, or a comment on how to improve this service, you can contact the web team via email or our feedback form.