Click on the 'Update' link to view the update form.
Once you have logged into the system, you can use the form to modify your details in the Staff Directory.
Login instructions are provided on-screen.
The table below provides a summary of how the different types of data within a staff record are managed:
Yellow
Changes to these items will appear online immediately
Pink
Information is e-mailed to Telecommunications staff for verification.
Updates should be visible online within a few days
Blue
Personnel and Payroll (P&P) require notification in writing - so the system will send you a copy of your change request for you to print, sign and forward to P&P.
Name, Position and Department details should appear online within one week of the 'Offer of Employment' statement being signed and returned to Personnel and Payroll (P&P).
Once your details appear online you will need to update the information to include your telephone, location and e-mail address information.
Contract Staff
This includes any contractor or member of staff paid directly by their school or department and not via payroll.
You need to contact your manager who can request you be added to ALESCO as unpaid staff or 'AccessOnly'.
Once your details appear online you will need to update the information to include your telephone, location and e-mail address information.
Sessional Staff
Your details will only appear online for the duration of a contract,
for example: tutor's records will disappear if not employed during semester breaks.
To solve this problem you need to discuss the end-date for your contracts with your manager, or seek advice regarding the solution for contract staff.
Are you on the central payroll system, or does your department pay you directly?
- if you not on the central payroll system you may need to be added as a contractor.
Otherwise there may be a problem with your record:
- if your department description, job title or any other vital information is missing from Personnel and Payroll (P&P) then your record will not be displayed.
If you have forgotten your Staff ID Number or haven't been issued with one you will need to contact Personnel and Payroll (P&P) for assistance.
NB: Your Staff ID Number should be printed on your Staff ID Card and your payslip.
Why doesn't my PIN work?
Please check that you have entered both your Staff ID Number and your PIN correctly.
Your initial PIN is your date of birth (DOB) in the form of DDMMYYYY
For example, if you were born on the 3rd of January, 1964 your PIN would be: 03011964.
NB: leading zeros are required for non-2 digit day and month fields.
Click on the 'UPDATE' link in the top right corner of the Staff Directory web page.
You will be prompted on-screen what to do next.
I've already send in updates but nothing's happened!
Please be patient. Depending on the volume of updates requested and the length of time taken to confirm changes your request could take a few days, but should be processed within a week.
You may want to check the following tips:
· Personnel and Payroll (P&P) require written notification with appropriate documentation attached
(e.g. marriage certificate)
· Have you changed jobs? Your details may need updating again for your new job record.
· Did you e-mail the update request to someone?
Chances are the person who received your e-mail is not able to action your request!
e.g. Consider e-mail sent to 'staffdir@ecu.edu.au'
Please change 'Mr Joe Bloggs' to 'Dr Joe Bloggs' This will not work! - since Personnel and Payroll (P&P) require proof in writing!
Please use the online update form since this will deliver detailed information to the correct areas.
How can I fix details for someone else?
Try contacting the staff member and let them know their details are incorrect/incomplete.
They can update their details using the online update form.
Of course if paperwork (e.g. for correcting a Position Title) is sent to Personnel and Payroll (P&P) the changes should automatically appear online within a week.
How can I add someone who's missing?
You can't - however you can refer them to the solutions listed for 'Why am I not listed?'
How can I e-mail all staff?
Can my message include attachments?
Firstly, please keep your message short!
Provide a list of topics at the top of your message:
Sections at the bottom of long messages are unlikely to be read unless the reader expects to find something of interest there.
Secondly, it is not possible to attach files.
Instead place the files or extra info on the web and include a web address in your document.
NB: Please test your web address, to save sending out corrections ...
Lastly, send your message to your department head.
Once approved they will forward to the Helpdesk (help@ecu.edu.au) to be sent to all staff.
Can I download the Staff Directory to my PC?
Not at present. Due to major department, system and staff changes the ECU 'Blue', 'White' and 'Gold' pages are currently unavailable.
What does this section of the update form mean?
Why does the update form repeat sections over and over?
If you currently have more than position at ECU, or if you are also performing 'higher duties' you will have more than one position record.
Update each record to include the details appropriate for that position.
NB: If you are performing other duties concurrently, such as a secondment, the secondment details will replace your normal (substantive) duties for the duration of the secondment.
Here's a summary and brief explanation of what each field is expected to contain:
Salutation:
The title appearing before your name.
Common values include 'Ms','Mrs','Miss','Mr','Dr','Prof'
NB: Changes typically require written notification with appropriate documents. attached.
Preferred Name:
The name by which you prefer to be referred.
This is the field displayed in the Staff Directory, even though your Christian/first name is also searched.
Common values include abbreviations such as;
· Sam instead of Samuel,
· Second name instead of Christian/first name.
First Name:
Your Christian/first name as appearing on your Birth Certificate.
Surname:
Your surname (or family name) as appearing on your Birth Certificate.
E-mail Address:
Your ECU e-mail address. Do not make this up!Contact the Helpdesk if you need an e-mail address.
Typically 'initial.surname@ecu.edu.au'
NB: You can include your corporate e-mail address separated from your personal e-mail address by a comma
e.g. 'c.cooper@ecu.edu.au, webmaster@ecu.edu.au'
Website Address
Your corporate website address, accessible via 'more...' in the Staff Directory.
e.g. http://www.ecu.edu.au/ssc
Keywords
A comma [space] separated list of keywords describing your position
This field is searched by default however these values are not displayed online.
For example keywords 'webmaster, Internet' will ensure this record is displayed if a search for 'webmaster' is performed.
Position Title
The official title of your position in the organisation.
NB: Changes typically require written notification with appropriate documents.
Faculty/Service Centre School/Department Section/Unit
These are automatically determined from your position number.
This is the campus for which your position is assigned, usually indicating the campus of the department to which your financial arrangements are with.
Typically this is where your payslip is sent, unless Personnel and Payroll (P&P) are notified otherwise.
Campus: Building: Room:
This is the campus, building and room location displayed on-screen in the Staff Directory.
This information is typically linked to the location of your telephone.
NB: The building and room fields will accept more than one value if appropriate
e.g. Room '160/165'
Telephone:
Your telephone number, typically just the extension however can include non-standard prefixes if required.
NB: More than one number can be entered in this field.
Mobile:
Your mobile number, if applicable.
Accessible via 'more...' in the Staff Directory.
Speed Dial:
The internal extension which diverts to your mobile, if applicable.
Accessible via 'more...' in the Staff Directory.
Facsimile:
Your facsimile number. Please include prefix if non-internal number.
Pager:
Your pager number, if applicable.
PBX Comment:
This information is not displayed on-screen, but can be used to record information useful to switchboard staff
e.g. Mon-Wed CH 17.160 Thu-Fri ML 14.142
My lecturer/tutor isn't listed ...
How can I contact them?
If your tutor is employed directly by your school or faculty they may not be listed in the Staff Directory.
Try contacting the secretary or admin assistant for your school:
e.g. Click on the boxes for 'Faculty', 'School' and 'Section' and search for 'secretary business' to list contact names for the Faculty of Business & Public Management.
NB: Please let your tutor know that they aren't listed since they can refer to the Staff Directory Help to fix this problem.
This list only has staff ...
How can I find students?
Student e-mail addresses cannot be published in accordance with privacy legislation.
If you experience technical problems using the Staff Directory service please report as much information as possible to:
