This page lists some common problems when looking up entries in the UCL Directory
- Are you searching on the right name?
Often, people are known by a shortened name or nickname. So 'Patricia'
may be known as 'Pat' or 'William' known as 'Bill'. Where we have been told
the shortened form we use it in this directory (this applies mainly to staff).
A search for 'Pat*' will find both 'Patricia' and 'Pat' as well as 'Patrick'.
For some people we only have initials, not full names, so if your first
search doesn't work it can be worth trying again specifying just the first
letter of the forename. For example, instead of searching for 'Andrew Fisher'
try searching for 'A* Fisher' (which will find 'A T Fisher' or 'Andrew T
Fisher' or 'John A Fisher') or for 'A Fisher' (which will find 'A T Fisher'
or 'John A Fisher' but not 'Andrew T Fisher').
Some names can be spelt or punctuated in a number of ways. For example,
if you cannot find 'Al-Hambra' it may be worth trying 'Al Hambra' or 'Alhambra'
too. If you cannot find 'dos Santos' it may be worth trying with 'Santos'.
Some people have made a request, via the College
Data Protection Officer, for their personal information not to be
listed on the Web. A record of who is ex-directory is logged by the Data
Staff are able to register to be ex-directory,
either by logging into the directory
self-service page or
by contacting the UCL Data
- Are you sure the person is at UCL?
University College London (UCL) is the largest school within the federal
University of London. However, the University as a whole has many more students
and staff than does UCL. You could try looking in the other schools. See
Schools of the University of London.
- Has the person left UCL?
Although we maintain records of past students and staff, we do not publish
their details in this directory. In general, we cannot give out personal
information such as addresses or private telephone numbers. For past students
wishing to contact other past students we offer an Alumnus
This directory is created by collecting information from a number of sources.
This has the advantage that creation of the directory is an almost entirely
automatic task and only limited staff time is required to maintain it. However,
in cases where the automatic process produces less than perfect results there
is no one 'directory entry' that can be corrected; instead the source of the
error must be identified and the error corrected there (for example, the source
record in the Human Resources system may need to be corrected). There is also
little opportunity for entries to be tweaked to conform to personal preferences:
the style is fixed and the facts must speak for themselves.
- Missing entry?
Remember that not everyone is included in the directory. The directory
includes (almost) everyone who has a telephone on the UCL college (or affiliated
institution) telephone system and everyone who has an email address on the
college email system or on one of about 30 departmental and affiliated email
The entry may not be missing, it may just be hard to find. Try searching
on your telephone number or email address rather than your name, or follow
the advice in Are you searching on the right name?
Note also that it can take a little while for the information to reach
the directory. The directory is updated with information about telephone
numbers once a month; information about email addresses is updated once
a week for some systems (@ucl.ac.uk, @cs.ucl.ac.uk and @ich.ucl.ac.uk) but
only once a year (in summer) for most departmental email systems. We can
always take updates from departmental email systems, so see your system
manager if you want him or her to send us an update.
- You have multiple entries
Multiple entries showing the same name and contact details but different
departments are quite normal. We typically show people in the departments
where they appear in the telephone directory, in the department where they
are registered as a student (by Registry) or member of staff (by
and in any departments where they have an honorary appointment (also from
It is now possible to hide some of this information from being displayed
in the directory, by logging into the web
self-service page and selecting
the entries that you wish to hide. You will need your IS username and
password to login to the web self-service page
If your name or contact
details differ between the entries it is because we have not recognised that
the two entries relate to the same person. We will usually notice this within
a couple of weeks. If the problem persists please send a mail to email@example.com listing
the existing entries and giving your full name and date of birth. The full
name and date of birth help us check we are dealing with the right person.
- Some information is missing from your entry
If you access the directory from outside of UCL, some information, such as the UPI, is
Your name or title is shown correctly, but that is not the name you use
If you are a member of staff then you should login to the
directory self-service page [link] and type in your preferred forename and click
on the submit button. This will amend the name displayed on the directory
but it will not amend the name listed in the Human Resource system.
you are a student you should contact the Registry and request
for your name to be changed.
- Your name or title is incorrect
Your name and title information is extracted from the Human Resources
and Student Records systems.
If you are a member of staff then please contact your Departmental
Human Resources representative to request the amendment of your Human Resources record.
If you are a student you should take documentary evidence of your correct
name to the Registry so they can amend their records.
- Your telephone number is incorrect or missing
We regret that we can only include internal telephone numbers.
You are able to request a correction to your telephone number by logging
in to the directory self-service page. When you enter your new telephone
number an email is sent to the UCL
Telecommunications department to notify them of your request.
be aware that the listing of names against telephone numbers is agreed
between departmental offices and the UCL Telecommunications department.
This list is maintained by the Telecommunications department on their database
and is used by operators whenever a caller asks for someone by name. If
you do not wish to correct your telephone number yourself then you should
contact your departmental office to arrange to get your entry changed.
Please note that it can take up to a month for the change to be reflected
in the on-line databases.
- Your email address is missing
If you are registered to use the email systems run by EISD, Computer Science
or the Institute of Child Health you need take no further action (addresses
end @ucl.ac.uk, @cs.ucl.ac.uk or @ich.ucl.ac.uk). Full lists of email addresses
are taken from these systems each week. If your account is suspended for
any reason your email address will be removed from the directory until the
week following your account re-instatement.
If you are registered to use some other college email system the updating
process is much less regular. You should contact your departmental email
administrator to discuss whether they can send an updated dataset to EISD.
The administrator will usually have an email address of the form firstname.lastname@example.org.
- Your email address is out of date
If we list an email address for an account you no longer use you should
contact the administrator of the relevant system to get your account suspended.
- Your email address is incorrect
We may show a form of your email address with which you are unfamiliar.
For example, we use the a.name form of email alias wherever possible. You
may normally use a_name or even a login identifier such as zcdeana but the
a.name form is equivalent.
We may show an email address for you which, while correct, is for an
account whose email you do not read regularly. For example, where we know
both an Information Systems address (a.name@ ucl.ac.uk) and a departmental
address (email@example.com) we will display both addresses. You can
arrange to have email forwarded from one address to the other by entering
a forwarding email address into the appropriate field in the directory
self-service page. Alternatively, you can suppress
the unwanted email address from the directory. To do this, again, login to the
directory self-service page and select
the appropriate option.
If we show an email address for you which is simply incorrect (i.e., it
is not an alias for any of your accounts) you should send an email to firstname.lastname@example.org
giving your full name and date of birth together with a copy of the erroneous
- You are shown in the wrong department
If you have recently moved from one department to another this will usually
be corrected automatically. It can take a few weeks for the relevant Registry
or Human Resources records become available to us.
If you wish to query this then, if you are a member of staff, you should
contact the Human Resources representative
for your department. If
you are a student then you should contact the Registry
- Other problems
If there are any other problems with your entry in the UCL on-line directories,
or if you cannot resolve a problem using the advice above, please send an
email to email@example.com
describing the problem. Please also include details of your full name, date
of birth, department and status within college (undergraduate, post-graduate,
UCL-paid staff, etc) since this can often help us resolve the problem.