Accounts, Access and Directories

Can FAS account names be changed?

The assigned or chosen FAS account–  or user name can be changed under some quite specific conditions:

  • A misspelled user name resulting from an error in our database.
If, for example, John Harvard was misspelled to jharverd we would correct the spelling error.
  • A legal name change.
Ensure the change has been made with the appropriate Registrar or Personnel Office before requesting the change to your FAS username.
  • If the automated method of creating the FAS username creates one that is offensive or inappropriate.
George D. Ross, for example, would certainly be able to request a change from gross to ross2 or gdross.
  • If you want to change your username because of a security concern, for example, if you are being harassed, please email ithelp@harvard.edu with a report of the problem.

If you fall into one of these categories, please send an e-mail to ithelp@harvard.edu with the following information:

    1. Harvard University ID number (HUID).
    2. Current username and requested username.
    3. Phone number.
    4. A time when you will not be logged into your account for approximately three hours during a normal business day.The account cannot be changed while you are logged in (i.e. checking e-mail or using a lab computer).
    5. Reason for wanting a username change.

      In sensitive cases in which you are uncomfortable with e-mailing this information, contact the HUIT Service Desk at (617) 495-9000.

      What are the privacy levels in the Harvard Directory?

      1. Internal: Restricted (Internal use only)

      • Administrative use of directory data is permitted in accordance with faculty policy or as mandated by law.
      • Not published in the University online directories.
      • Not shared with the Harvard telephone operators.

      2. Internal: School or Department/Tub Only

      • Data may be published in an online or printed directory within a School or tub.
      • Departments must not publish in online locations that are accessible to users from outside the School or tub.
      • Not published in the University online directories.
      • Not shared with the Harvard telephone operators.
      • Information should not be posted in areas that are accessible to the public.

      3. Public: Printed Phonebook & Harvard Operators

      • Formerly this privacy was used for the printed directories
      • As of 2009, same definition as Level 4 (for name, role email, phones and addresses)
      • Note: Images with Level 3 will not be displayed in internal online directories.

      4. Public: Inside Harvard

      • Data are visible in the University online directory to anyone using a computer that is on the University networks, or to users of computers from outside the Harvard networks, who are able to identify themselves as Harvard users by authenticating with the University PIN system.
      • Provided to the Harvard telephone operators.

      5. (Public)

      • Data are visible in the University online directory to anyone on the Internet. No authentication required to see the data.
      • Provided to the Harvard telephone operators.

      If I want to be listed but I am not in the directory, what should I do?

      If you are a student , please contact your Registrar. Your requested privacy settings may be blocking display, or data may be missing. If you are an employee , please call or email your local directory contact. You may need to provide your Harvard ID number in addition to your contact information. If you are from the FAS, check out my.harvard.edu . If your local contact is unavailable or is unable to access your record for update, please contact ithelp@harvard.edu.

      What determines who is listed in the directory?

      The policy is determined by the HUIT Identity and Access Management Product Manager in conjunction with key stakeholders such as Registrars and HR.  All active non-temporary employees are eligible to be listed. Some departments will also list non-employee affiliates working as consultants or contractors.  Students who are pursuing a degree or certificate are also eligible by the policies outlined in their local student handbooks.

      What data are displayed in a directory listing?

      An employee directory listing may include the following data: Name, job title(s), HR department name(s), photograph, official e-mail address, office telephone & phone location, office fax and location and office address. A student directory listing may include the following data: Name, school(s) and expected graduation year, photograph, official e-mail address, residential telephone (campus or personal phone as designated by student) and residential mailing address (dormitory/house plus room number or city/state if off campus).

      How can I remove my information from the directory?

      Students should contact their Registrar to update their directory privacy preferences.

      Faculty and Staff should work with their local directory contact to set directory privacy preferences that determine which data are visible in the public and internal directories. To override your department’s default privacy policies, contact your local human resource professional or email ithelp@harvard.edu.

      How do I change my data in the directory?

      Students should make changes to name, addresses, listed phone, or official email data through your School Registrar. It may take a couple of days for a local change to display.

      Faculty and staff should work with their local directory contact. If you don’t know who that is contact the Service Desk, call (617) 495-7777) or email at ithelp@harvard.edu.

      Note that changes to name, job title, or office mailing address must be done through your local HR office. These changes are submitted to central payroll by the local department, where they are entered into the PeopleSoft HRMS. Expect 1-2 days for a local change to show.