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Updating your staff profile details

Faculty of Education staff profile web pages are programmatically generated from data stored in Monash Directory Service (MDS), which in turn reads from other databases. Therefore, to change anything on your staff profile page, you must change it in MDS. Technical Services team does not maintain your personal details.

Your staff profile URL is http://www.education.monash.edu.au/profiles/myauthcate (replace myauthcate with your own authcate).

Updating personal details in MDS

To update the following:

  • Qualifications
  • Fax number
  • Personal homepage URL
  • Teaching commitment
  • Biography
  • Research Interests
  • Professional Associations
  • Community Service
  • Supervision
  • Editorial
  • Publications
  • Photo (recommended size - max width 190 pixels, max height 250 pixels)

Use the Update your MDS details page (follow instructions on the page).

IMPORTANT: Do NOT copy and paste your information into the MDS fields from Microsoft Word. The formatting in Word is not compatible with the Monash Directory System and will cause problems in your profile. You must use a text editor.

To update the following:

  • Job title
  • Phone number
  • Location (campus, building, room number)

Go to Telephone Service and Directory Changes, then complete the Update/Move Person form. Requires “Authorised by” name.

Please note, the changes are NOT immediate. Why? Because when you submit your changes, someone then manually re-enters them into the MIDS database. Then, the changes are propagated overnight into MDS (this is where we draw data from for our staff profile pages).

To update personal title (eg, Mrs, Dr, Associate Professor):

  1. Contact Faculty HR Manager, James Donovan

    Documentation would be required if you have completed your PhD or changed your marital status.

    James will then request HR services to add the new name to the "Preferred Name" field in SAP.

    Changes to personal titles due to promotion or nomination should be done automatically as part of the formal process.

  2. Next day, login to Update your MDS details and select new Personal Title from the "Preferred Name" list.

Troubleshooting

My name is not listed under All Education staff or campus-based staff lists

Education staff lists only display staff members if they have a job title. Please update your job title as per instructions above.

The units under Teaching commitment are not hyperlinked

Unit codes will be automatically hyperlinked if you enter unit code(s) only (no unit titles) into the Teaching Commitment field in MDS (one unit code per line and no spaces).

My Publications (or other text fields) are not displaying everything I entered or not in the format it was entered

If you have cut and pasted your details from a Microsoft Word document you may experience problems with your profile. This can only be rectified by calling the Helpdesk and logging a request to have your Monash Directory record modified manually by the ITS Identity & Messaging Services team.

I have updated some of my details in MDS, but they are not showing on my Education staff profile page

Sometimes updating your telephone directory details causes an extra MDS entry to be created. So, instead of having a single entry with all the up-to-date details, you have one entry with the old details and another one with the new details. Because our staff profile pages can only read the first entry, the old details are being displayed.

To confirm that this is the problem, search for your name in the Monash staff directory. If you have more than one entry in MDS, they will be listed as separate search results.

This problem can only be rectified by logging a ITS Helpdesk request to have your two MDS entries combined into one.

I cannot change some of my details

If you cannot change the field which contains outdated information, please contact the Faculty IT helpdesk on extension 59099 for further advice.