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'.
Ex-Directory
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 Protection Officer.
Staff are able to register to be ex-directory, either by logging into the directory self-service page or by contacting the UCL Data Protection Officer.
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Although we maintain records of past students and staff, we do not publish their details in this directory.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 Contact Service.

Your own entry is missing or incorrect?

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 systems.

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 Human Resources) and in any departments where they have an honorary appointment (also from Human Resources records).

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 directory-corrections@ucl.ac.uk 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 not displayed.
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.
If 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.
Please 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 postmaster@xxx.ucl.ac.uk.
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 (a.name@xxx.ucl.ac.uk) 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 directory-corrections@ucl.ac.uk giving your full name and date of birth together with a copy of the erroneous entry.
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 directory-corrections@ucl.ac.uk 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.

Last modified 22 January 2003