Search criteria and clearance levels in search for persons

Deutsche Version: Suchkriterien und Freigabestufen in der Personensuche

The search is available via Organisation | Search for persons. Possible search criteria are name, first name and function.
Other articles FAQ Notes on changes of personal data in the search for persons Anzeige von Kontaktdaten in der Personensuche Kontaktdaten der Rollen 'Gasthörerstudium/Sonstige', 'Mitarbeiter/in' bzw. 'Extern/Gast' Personal and contact data: View, enter, change and detele own personal attributes

Search criteria: how do I search for a person?

The search for persons is available via Organisation | Search for persons. Possible search criteria are name, first name and function. Other than that you can also search for persons via organisational unit (in the search for persons and in search for organisational unit).

Which persons can be searched and found is controlled in HISinOne via different clearance levels of the function of the person and different authorization levels for the roles. Without login in the system, only persons whose function defined as 'public' are displayed. After logging into the system, depending on the role, people whose functions have the clearance level „university-wide“, „employees only“ or „hidden“ can also be found.

Only functions which at the time of the search valid sind will be displayed. Expired and future functions are not displayed.

For the displayed contact data please refer to: Anzeige von Kontaktdaten in der Personensuche(in German)

Reverse search for telephone number

The search for telephone number is only possible after login.

Click under Organisation → Search for persons on „Show all possible criteria“.

You can enter a number in the field 'Phone number' and then click on 'Search'.

Attention: Since the number are not always maintained uniformly (with/without space/hyphen), please use the place holder * between the uni code and the rest of the number. For example, 203*12345. Or you can search only for the last digit, which appears after the uni code.

What to do if the in the search displayed the data nicht correct is?

see FAQ Notes on changes of personal data in the search for persons

Clearance levels

Clearance level	complies with P003 B. Declaration of consent with the entry in the electronic telephone or e-mail directory by the University of Freiburg
public	Internet agreed
university wide	Internet not agreed
employee only
hidden

Whoever can see the functions of the clearance level 'hidden' can also see 'employee only', 'university wide' and 'public'.

Whoever can see the functions of the clearance level 'employee only' can also see 'university wide' and 'public'.

Whoever can see the functions of the clearance level 'university wide' can also see 'public'.

Changes via P003 would be automatically updated in HISinOne via the data synchronisation the night after the entry in HIS-SVA.

Overview of the functions and clearance levels

The following functions are publicly visible:

Dean (manually maintained in HISinOne on a test basis, without contact data)

Vice dean (manually maintained in HISinOne on a test basis, without contact data)

Dean of studies (manually maintained in HISinOne on a test basis, without contact data)

'belongs to' (generated every night automatically through data transmission from personnel management, when the person doesn't agree with the publicity in the internet)

The following functions are university wide visible:

'has Lehrperson role' (generated every night automatically for all persons who have the role 'Lehrperson').

'belongs to' (generated automatically through data transmission from personell management, when the person doesn't agree with the publicity in the internet)

These functions are visible employee only:

'has Personenverwaltung role' (generated every night automatically for all persons who have the 'Personenverwaltung' role)

'has Studiengangskoordination role' (generated every night automatically for all persons who have the 'Studiengangskoordination' role)

Hidden are the following funcitons:

'connnected with' (generated every night automatically for all persons who have the 'Extern/Gast' roles. To function, all contact data from the person would be taken over).

Examination committee chair (linked to document generation))

Sachbearbeitung (linked with document generation)

In the future the maintenance of more functions would be taken into account. An expansion of the functions would be considered some time in the future.

Overview of the search authorizations by roles

Functions with the clearance level 'public' can be seen by:

without login in the system (anonymouse roles)

Functions with the clearance level 'university wide' can be seen by:

Studieren

Gasthörerstudium / Sonstige

Promovieren

Functions with the clearance level 'employee only' can be seen by:

Mitarbeiter/in, Extern/Gast

Lehrperson

Prüfer/in

Leistungsverbuchung

Studienfachberatung

Veranstaltungsmanagement

Modulverantwortung

Raumverwaltung

Sachbearbeitung Prüfungsamt

Studiengangskoordination

Bewerbungsmanagement

Bewerbungsbearbeitung

STU Senior Management

STU Standard-Management

STU Gasthörende Management

Functions with the clearance level 'hidden' can be seen by:

Personenverwaltung

Benutzer/innen Administration

Overview of the functions and search authorizations as matrix

x	Dean	Vice dean	Dean of Studies	Examination committee chair	has Lehrperson role	Sachbearbeitung	has Personalverwaltung role	belongs to	connected with	has Studiengangskoordination role	-	-
anonymous roles (not logged in in the system)	x	x	x	(x)
Benutzer/innen Administration	x	x	x	x	x	x	x	x	x	x
Bewerbungsbearbeitung	x	x	x	x	x	x	x	x
Bewerbungsmanagement	x	x	x	x	x	x	x	x
Extern / Gast	x	x	x	x	x	x	x	x
Gasthörerstudium / Sonstige	x	x	x	x	x
Lehrperson	x	x	x	x	x	x	x	x
Leistungsverbuchung	x	x	x	x	x	x	x	x
Mitarbeiter/in	x	x	x	x	x	x	x	x
Modulverantwortung	x	x	x	x	x	x	x	x
Personenverwaltung	x	x	x	x	x	x	x	x	x	x
Promovieren	x	x	x	x	x
Prüfer/in	x	x	x	x	x	x	x	x
Raumverwaltung	x	x	x	x	x	x	x	x
Sachbearbeitung Prüfungsamt	x	x	x	x	x	x	x	x
Studieren	x	x	x	x	x
STU Senior Management	x	x	x	x	x	x	x	x
STU Gasthörende Management	x	x	x	x	x	x	x	x
STU Standard-Management	x	x	x	x	x	x	x	x
Studienfachberatung	x	x	x	x	x	x	x	x
Studiengangskoordination	x	x	x	x	x	x	x	x
Veranstaltungsmanagement	x	x	x	x	x	x	x	x