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Directory Reviewer FAQs

This article for Directory Reviewers provides answers to frequently asked questions regarding the Directory Update System, including troubleshooting, how to navigate various features of the site, and how to modify Directory entries for organizations and people.

This FAQ is divided into six sections, with the first three sections targeted toward performing specific actions and functions on the Directory Update System.

Selecting the title of any of the six sections below will take you to the corresponding FAQs.

Claiming

How do I search for someone I would like to claim as a reviewee? How do I claim a reviewee?

Can I claim everyone in my organization at the same time?

Can I UN-claim everyone in my organization at the same time?

How do I claim an organization?

I can't find the organization I'm supposed to claim. Help!

What does it mean to "claim" an organization or reviewee?

Removing/Deleting or Adding

How do I add or delete a Directory entry for a division or department?

How do I add someone to my organization?

How do I add or delete a sub-department?

How do I delete someone from the Directory?

I removed a reviewee from my "Reviewees' List" (aka, "View my Reviewees"). Why are they still showing up in the Directory?

I can't remove/delete someone from my department/sub-department/organization. I can't delete his or her entry. Why?

How do I add someone as an Administrative Assistant on the Directory Update System?

Editing/Updating

I can’t edit my organization’s information. Why?

I can’t edit my reviewee’s information. Why?

How do I edit/update my organization's Directory information?

How do I edit an entry for a person? How do I add someone to my organization?

There is no edit or delete button on my reviewee's page. Why?

Can my organization have multiple phone numbers in the Directory?

Your Role as Directory Reviewer

What am I responsible for updating as a Directory Reviewer?

I will no longer be the Directory Reviewer for my organization. What do I do?

I know who my Directory Reviewer replacement is. How do I make him or her my organization’s Directory Reviewer?

What happens if my organization's Directory page has little or no information, such as no phone number or email address and no people?

Names in the Directory

My reviewee's name is incorrect; how do I change it?

What is the difference between a legal name and a display name in the Directory?

Why can't I remove the name in parentheses next to my reviewee's display name?

How do I edit or change the name of a division, department, or sub-department?

My organization has students who are also staff members. Why can’t they edit their display names?

Miscellaneous

What is the "Self-Edit" feature for faculty and staff in the online Directory?

How may I or my organization obtain a copy of the printed Directory book?

Should I add students to my department or sub-department's Directory listing?

We hired a new employee recently. Why can’t I find her?

How do I add, edit, or delete an appointment or affiliation in a Directory entry?

Although my reviewee appears on my "Reviewees' List" ("View my Reviewees") and her Directory information is accurate, she is not showing up when others search for her in the online Directory. Why?

My reviewee would like to make his or her profile public by removing FERPA protection and the “protected entry” designation. How do I do this?

I'm having trouble searching for my reviewee. What should I do?

I work for the hospital and am unable to log on to the Directory Update System. Why?

What privileges do individuals with temporary (t-9) accounts have?

Why hasn't my new contact information displayed in the Global Address List in Outlook?


Claiming

How do I search for someone I would like to claim as a reviewee? How do I claim a reviewee?

To search for a potential reviewee on the Directory Update System, select the Search for Reviewees option on the left-hand navigation panel at the top. Be sure to double-check that the last name is in the last name field and the first name is in the first name field and select Search. You will get a page of search results. Look for the person's name in the search results and select Add to Reviewees List at the far right to claim the entry (claim them as your reviewee).

Tip: If you are having trouble searching for someone because you cannot recall their full name/name spelling, etc., you can add an asterisk * to your search. E.g. If you know a potential reviewee's last name, and you recall that their name begins with "Pat" but cannot remember if the name is Patrick or Patty, searching for "Pat*" will yield all results with those letters, allowing you to see all names with "Pat" in them.

Can I claim everyone in my organization at the same time?

Yes. The Bulk Claim/Unclaim feature allows you to immediately and simultaneously claim everyone in your organization, as well as unclaim them.

To bulk claim: Visit the Directory entry page on the Directory Update System (formerly known as the Directory Reviewer Site) of your organization *. Once on your organization’s page, scroll down to the “People” listing and select the “+” icon next to “People” to expand the list. This will show you the names of everyone in your organization whom you can claim as a reviewee.** After expanding this list, you will see an Add All button— selecting this button will you allow to immediately claim all the people listed in that organization without you having to claim everyone individually.

To bulk unclaim: When you are no longer a Directory Reviewer for a given organization, simply visit your organization’s page on the Directory Reviewer Site, scroll down to the “People” list, select the “+” icon to expand it, and then select the Remove All button, allowing you to simultaneously unclaim all your reviewees.

*NOTE: You must first have claimed that organization as a Directory Reviewer in order to perform any actions, such as editing, updating, or claiming people, on it. If you do not know how to claim an organization, please see the question, “How do I claim an organization?” under the “Claiming” FAQs section above.

**NOTE: The people who appear in the people list may not be reflective of everyone who is in your organization. For people to be listed in an organization’s "People" list — and thus for you to be able to claim or unclaim them through the Bulk Claim/Unclaim feature—you must first associate them with that organization if they have not yet been associated with it by adding it to their individual contact entries. New employees, as well as employees changing organizations will still need to be manually associated with your department and/or sub-department.

Can I UN-claim everyone in my organization at the same time?

Yes. To bulk UN-claim everyone in your organization, such as when you are leaving your role as Directory Reviewer for your organization, simply visit the Directory entry page on the Directory Update System (formerly known as the Directory Reviewer Site) of your organization. Once on your organization’s page, scroll down to the “People” listing and select the “+” icon next to “People” to expand the list. This will show you the names of everyone in your organization, some or all of whom you have claimed as reviewees. After expanding this list, you will see an Remove All button — selecting this button will you allow to immediately un-claim all the people listed in that organization. You can also simply UN-check the boxes next to the names of individuals for which you will no longer be a Directory Reviewer.

How do I claim an organization?

To claim an organization, search for and locate the entry by selecting Search for Departments/Divisions or Search for Sub-Departments located on the left-hand navigation panel, as appropriate. Type in the name of the organization in the search filed and select Search.* A page of search results will be returned: find your organization and select Add to My Divisions/Departments or Add to My Sub-Departments to claim the entry. Once you’ve claimed an organization, you can locate your organization by selecting the View My Departments/Divisions or View My Sub-Departments option located on the navigation panel on the left-hand side of the screen. From there, once you have selected your organization's entry and are on its page on the Directory Update System, selecting the grey Edit button located in the right-hand corner of "Contact Information" box will allow you to make any necessary updates.

Scroll down and select Save to save any changes or updates.

I can't find the organization I'm supposed to claim. Help!

There are several reasons why you may not be able to find the organization you are trying to claim:

  1. You may be using the wrong search feature. Looking for a sub-department using the Search for Divisions/Departments feature will yield no results. Similarly, using the Search for Sub-Departments search to search for departments or divisions will yield no results. Check to make sure you are using the correct search for the organization you would like to claim, e.g., the Search for Sub-Departments feature for sub-departments, and the Search for Departments/Divisions feature for departments and divisions. Also check to make sure that you have correctly ascertained the status of the organization for which you are searching, i.e., whether it is indeed a department or sub-department.
  2. The organization does not currently exist. This is more likely to be true in the case of sub-departments than departments - very rarely does a new department need to be created. If the organization you are unable to find and claim is a sub-department, then you must create the sub-department yourself. To do this, please see the question in the "Removing/Deleting or Adding" section of the FAQs: "How do I add or delete a sub-department?"
  3. The organization you are looking for might be under a different name. If you are having trouble finding an organization and it is not listed in the search results, it might be under a different name or a part of its name might have changed. To fix this, adding an asterisk to your search, known as a wildcard, will broaden your search results to bring up all organizations with the search words. For example, searching for "Critical Care*" will yield the results "Anesthesia Critical Care" and "Pulmonary Critical Care."

What does it mean to "claim" an organization or reviewee?

Claiming is the act of becoming formally associated with a person or organization as that person or organization's Directory Reviewer. You claim a person or organization in the same sense that one "claims" ownership of something. In this case, the something is ownership over the Directory information of organization's and reviewees.

Removing/Deleting or Adding

How do I add or delete a Directory entry for a division or department?

Directory Reviewers cannot add or delete entries for departments or divisions. If you believe that a department or division should be added or removed, please email the Directory Office. You can, however, add and remove/delete sub-departments. For information on how to do this, please see the question below, "How do I add or delete a sub-department?"

How do I add someone to my organization?

You add to or associate individuals with your organization by first claiming the individual as a Directory Reviewer and then editing their Directory profile to reflect the organization you would like to add them to. To claim an individual, you must first locate them on the Directory Update System. To do this, select the Search for Reviewees option on the left-hand navigation panel at the top. Be sure to double-check that the last name is in the last name field and the first name is in the first name field and select Search. You will get a page of search results. Look for the person's name in the search results and select Add to Reviewees List at the far right to claim the entry (claim them as your reviewee).

Once you have claimed them, you can associate their Directory profile with your organization, which adds them to your organization. To do this, visit their Directory contact page on the Directory Update System.

  1. If they have no information or need another contact entry, as in the case of multiple appointments, select the grey Add Contact Entry button under their name. This will bring up multiple information fields which you may add information to, including divisional, departmental, and sub-departmental fields. These will associate your reviewee with the appropriate organization. Be sure to scroll to the bottom and select Save when you are finished.
  2. If your reviewee already has contact information, select the grey Edit button in the upper left-hand corner of the screen. Once on the editing page, you may select the appropriate organization(s) by using the "Division," "Department," and "Sub-Department" fields. Be sure to scroll to the bottom of the page and select Save when you are finished so your work is not lost.

How do I add or delete a sub-department?

To ADD a sub-department: log on to the Directory Update and visit the page of department entry under which the new sub-department should fall. Select the "View my Departments/Divisions" on the left-hand navigation panel (note: the "View My" feature shows you departments that you've already claimed), and then select the name of the organization under which you will create the new sub-department. Once on that organization's page, select the grey Add Sub-Department button beneath the department name and towards the top of the page.

To DELETE a sub-department: open the sub-department's entry and click the grey Delete Sub-Department button underneath the organization's name.

If you cannot add or delete a sub-department, it is because you have not claimed the department that you want to add the sub-department to. Directory Reviewers may only modify the information of organizations and people they have claimed.

How do I delete someone from the Directory?

Log on to the Directory Update System, visit the Directory entry page of the reviewee whose information you would like to delete (you may find this entry either by searching for them using the "Search for Reviewees" feature, or by selecting their name from the list of your reviewees on the "View My Reviewees" feature), and then select the grey Delete button located in upper-right hand corner of the "Contact 1", Contact 2", etc box. Only after you have done this, select the grey Remove from My Reviewees button located to remove them from your list of Reviewees, and to remove yourself as their Directory Reviewer.

Note: Directory Reviewers cannot fully delete people from the Directory because the Directory system is automatically populated by a list of current University staff and students. Basic information like name, email and affiliation/appointment will continue to appear in the Directory until an individual's relationship with the University has officially ended, after which time they will no longer appear in the Directory. However, it is still your responsibility as a Directory Reviewer to remove all of a departing Reviewee's associated information, such as their address, title, and phone number, so that their Directory contact no longer reflects a relationship with your division, department, or sub-department. You must do this by deleting their entire Directory entry, as outlined above.

I removed a reviewee from my "Reviewees' List" (aka,"View my Reviewees"). Why are they still showing up in the Directory?

Removing a reviewee from your "Reviewees' List" (aka, "View my Reviewees") only ends your association with the entry, but does not delete the entry or the information contained within it. In order to remove a reviewee's information from the Directory, you must manually delete the contact information from their entry on the Directory Update System so it appears blank. To learn how to do so, please see the question above, "How do I delete someone from the Directory?" Please note that you will not be able remove basic information such as name, email and appointment/affiliation. You should, however, remove all other divisional/departmental/sub-departmental information and address, faculty exchange information, phone number, title, etc.

I can't remove/delete someone from my department/sub-department/organization. I can't delete his or her entry. Why?

The likely reason that you cannot remove someone from your organization is because you have not yet claimed that organization as a Directory Reviewer. You may only edit the organizations which you have claimed, and deleting someone from an organization is a way of editing that organization's Directory profile. For information on how to claim an organization, please see the question, "How do I claim an organization?"

Similarly, you cannot edit the profiles of people you have not claimed as a reviewee, and deleting that individual's entry is also a way of editing his or her Directory profile. For information on how to claim someone as a reviewee, please see the question, "How do I search for someone I would like to claim as a reviewee? How do I claim a reviewee?"

How do I add someone as an Administrative Assistant on the Directory Update System?

Log on to the Directory Update System, select the "View My Reviewees" option on the left-hand navigation panel, and then select the name of the person whose profile you would like to edit: that is, the profile of the person you'll be adding an administrative assistant to. Once on that person's profile, scroll down until you see the "Administrative Assistant" section or box. From there, to add an Administrative Assistant, select the grey Edit button in the "Administrative Assistant" box, and enter the CNetID of the individual whom you would like to be the Admin. Assistant. Be sure to select Save so the new information is not lost!

To remove an Admin. Assistant, highlight and delete the information you would like to remove, and then select Save.

I can’t edit my organization’s information. Why?

If you have not yet claimed an organization, you will not be able to make updates. You must first claim an organization before you can edit its information. For details on how to do this, see: "How do I claim an organization?" also located in this FAQs.

I can’t edit my reviewee’s information. Why?

As with organizations, if you have not claimed an individual as a reviewee, you cannot update or edit their Directory information.

In the case of both organizations and people, if you are not sure that you are the Directory Reviewer for an organization or person, you can check by using the following shortcut: For departments/divisions, select View my Departments/Divisions option on the left-hand navigation panel, and for sub-departments, select the View my Sub-Departments option, also located on the left-hand navigation panel; for people, select the View My Reviewees option. If the name of the organization or person appears in the respective list(s), you are the Directory Reviewer for that organization or person.

For information on how to claim someone, please see the question, "How do I search for someone I would like to claim as a reviewee? How do I claim a reviewee?"

How do I edit/update my organization's Directory information?

To update an organization's entry, you must first have claimed the organization. To claim an organization, search for and locate the entry by selecting Search for Departments/Divisions or Search for Sub-Departments located on the left-hand navigation panel, as appropriate. Type in the name of the organization in the search filed and select Search.* A page of search results will be returned: find your organization and select Add to My Divisions/Departments or Add to My Sub-Departments to claim the entry. Once you’ve claimed an organization, you can locate quickly and easily your organization by selecting the View My Departments/Divisions or View My Sub-Departments option located on the navigation panel on the left-hand side of the screen. From there, once you have selected your organization's entry and are on its page on the Directory Update System, selecting the grey Edit button located in the right-hand corner of "Contact Information" box will allow you to make any necessary updates.

Scroll down and select Save to save any changes or updates.

*Note: If you are having trouble finding an organization and it is not listed in the search results, it might be under a different name or a part of its name might have changed. To fix this, adding an asterisk to your search, known as a wildcard, will broaden your search results to bring up all organizations with the search words. For example, searching for "Critical Care*" will yield the results "Anesthesia Critical Care" and "Pulmonary Critical Care."

If you cannot find your organization at all, please see the questions, "How do I claim an organization?" and "I can't find the organization I'm supposed to claim. Help!"

How do I edit an entry for a person? How do I add someone to my organization?

To edit an entry for a person or organization, you must first have claimed that person or organization. For information on how to do this, please see the question, "How do I search for someone I would like to claim as a reviewee? How do I claim a reviewee?" and "How do I claim an organization?"

Once you have claimed a person or organization, you must visit their Directory entry on the Directory Update System. Locate the individual's entry on the Directory Update System by using the View my Reviewees option on the left-hand navigation panel at the top. Look for their name in the search results and select their entry, and then, once on the reviewee's page on the Directory Update System, select the grey Add Contact Entry button on the upper left-hand side of the page and under the reviewee's name to create a Directory entry for them, or the Edit button to edit their information if an entry is already present.

The way you add someone to an organization is through that individual's Directory entry. That is, by associating their Directory profile with your organization, they will then appear on that organization's list of people/employees. To add an organization to someone's entry, select the proper division and department and/or sub-department as necessary in the corresponding drop-down menus to add them to your organization.

Be sure to scroll down to the bottom of the page and select Save so that your work is not lost.

There is no edit or delete button on my reviewee's page. Why?

Per a recent change, only students who are also current full-time benefits eligible staff are eligible for inclusion in the online Directory. If you cannot edit or delete a reviewee's page, even if you have been able to in the past, it is likely that they are not full-time benefits eligible staff and thus their Directory profiles have been affected by the recent change.

If you know that this is not the issue, then it may be the case that you have not yet claimed this individual as a reviewee, hence you are unable to perform any actions, such as editing or deleting, on their Directory profile.

If you need to delete the information of a former student employee but are now unable to due to the change, please email the Directory Office with a screenshot, if possible of the missing Delete button.

Can my organization have multiple phone numbers in the Directory?

Yes! You may now have multiple phone numbers for your organization and distinguish those numbers by type, which will be visible to individuals using the Directory. For example, the Resources for Sexual Violence Prevention (RSVP) organization might include a hotline number as well as a general office number with those respective labels, i.e., “Hotline” and “Office.” Similarly, the Directory page for Obstetrics and Gynecology department in the BSD might include both a clinical number (for the OB/GYN in the UCMC) and their academic number with the corresponding labels in order to help mitigate the number of calls the academic number is getting from patients looking to schedule an appointment with the clinic.

To add multiple number and number types, log on to the Directory Reviewer Site, and visit the page of the organization for which you would like to add multiple numbers and/or labels. * Once on your organization’s page, select the grey Edit button, and then scroll down until the “Custom Phone Numbers Section.” From there, you may enter a “Description” like those suggested above (hotline, academic, clinic, emergency line, etc.), and the corresponding phone number. You may add up to three numbers total.

*NOTE: You must first have claimed the organization as a Directory Reviewer before you are able to perform any action on it, such as editing or updating information. If you have not claimed the organization, please see the question, “How do I claim an organization?” under the “Claiming” FAQs section above.

Your Role as Directory Reviewer

What am I responsible for updating as a Directory Reviewer?

Directory Reviewers are ultimately responsible for maintaining the Directory information of organizations and people.

Directory Reviewers update the main contact information for their department and/or sub-department. Contact information generally includes:

  • Department name
  • Main department mailing address and/or faculty exchange
  • Main department phone and fax
  • Department URL(s)
  • Department and sub-department information as applicable

Directory Reviewers update contact information for individuals in their department. Individual contact information generally includes:

  • Display name
  • Title(s)
  • Division, department, and sub-department information as applicable
  • Mailing address and/or faculty exchange
  • University email
  • Phone, fax, mobile, and pager numbers as applicable

For more information on on your role and responsibilities as a Directory Reviewer, see: Directory Reviewer Roles and Responsibilities.

I will no longer be the Directory Reviewer for my organization. What do I do?

Per the Directory Reviewer Roles and Responsibilities guidelines, you must remove yourself as a Directory Reviewer for all reviewees and organizations for which you were the Directory Reviewer.

You must also contact the Directory Office at directory@uchicago.edu to let us know that you will no longer be serving as Directory Reviewer so that we may remove your Directory Reviewer access and, if possible, to inform us of your replacement.

I know who my Directory Reviewer replacement is. How do I make him or her my organization’s Directory Reviewer?

To become a Directory Reviewer, individuals must now take a brief, online training course. Please email, or have your Directory Reviewer replacement email, directory@uchicago.edu to let us know the name of the person taking over as Directory Reviewer.

What happens if my organization's Directory page has little or no information, such as no phone number or email address and no people?

If your organization's information remains empty and out-of-date, your organization may no longer be eligible for inclusion in the online Directory.

Please note: While a Directory entry is desirable for the bulk of University organizations, not every organization necessarily needs to have a Directory entry. For some, usually smaller, organizations, their own organizational websites may be better mediums of information for the purposes of outreach, contact, and general organizational information, etc. than the Directory.

Names in the Directory

My reviewee's name is incorrect; how do I change it?

If your reviewee's legal name is incorrect, either because of an error, marriage, divorce, an unofficial alias, preferred name or nickname, etc. (e.g., "Robert Smith" prefers going by the name "Bob Smith"), you can change his name to be reflected correctly in the online Directory by using the "Display Name" feature. To do this, once on your reviewee's Directory page on the Directory Update System, select the Change Display Name button at the top of the page above the Contact 1 box, and enter the correct name. This is the name that will appear in the online Directory, and the legal name will remain hidden.

As stated above, if your reviewee has undergone a legal name change and would like his or her legal name to be reflected accurately in the online Directory, your reviewee must contact his or her HR Department and request the change. Legal name changes cannot be done by the Directory Office. In the meantime, using the Change Display Name feature will allow your reviewee's name to be displayed correctly.

What is the difference between a legal name and a display name in the Directory?

A legal name is your reviewee’s official legal name as written on their birth certificate or other state-issued documentation. In order to change this name, you must visit the relevant office of record, usually your local Human Resources organization, with some form of government-issued ID. The Directory Office does not have the power to alter legal names.

A display name is often a preferred or abbreviated name, such as a nickname. E.g., Robert Smith is your reviewee’s legal name, but “Bob Smith” is his display name. While the Directory Office is not able to alter legal names, we do have the power—and Directory Reviewers and their reviewees have the power—to alter the way their name displays in the Directory (the display name).

Note: If your reviewee has chosen to use a display name—maybe because of a spelling error, nickname, or marriage or divorce—the legal name will appear name in parentheses next to the display on the Directory Reviewer Site.

Why can't I remove the name in parentheses next to my reviewee's display name?

The name in the parentheses is your reviewee's legal name, and as such cannot be changed by either Directory Reviewers or the Directory Office. Please note that while only display names will appear in the Directory, both legal and display names are searchable. For example, if a Patricia Smith chooses to have her name displayed as "Patty Smith" in the online Directory, a person who searches for "Patty Smith" or "Patricia Smith" will get the result "Patty Smith."

If your reviewee has undergone a legal name change and would like this to be reflected in the Directory, your reviewee must contact his or her HR department and request the change. Please see the question above this one for more information.

How do I edit or change the name of a division, department, or sub-department?

You cannot edit the names of divisions or departments. To change the name of a division or department, please contact the Directory Office, which will make the change on your organization’s behalf.

To edit or change the name of a sub-department, visit that sub-department’s page on the Directory Update , either by searching for it using the "Search for Sub-Departments" feature or by selecting it from the “View my Sub-Departments List”. Once on the sub-department’s page, select the grey Edit button on the upper-right hand corner of the Contact Information box. Under "Name" type in the new name, scroll to the bottom of the screen, and select Save to ensure your work is not lost.

My organization has students who are also staff members. Why can’t they edit their display names?

Students who are not also full-time benefits-eligible staff cannot have their Directory display names edited. If there is an issue with a student staff member’s name, they can address it through myUChicago. For information on how to edit their display names, direct them to the Online Directory FAQs.

Miscellaneous

What is the "Self-Edit" feature for faculty and staff in the online Directory?

The Directory "Self-Edit" feature--implemented in 2013--allows faculty and staff to log on to the online Directory and edit their Directory profiles and information themselves. The changes that staff or faculty make to their Directory profiles will be reflected immediately in the online Directory. Because it gives individuals greater control over their information and allows them to change it immediately and as necessary, use of the self-edit feature by faculty and staff is strongly encouraged by the Directory Office.

For these reasons, the Directory Office encourages you to inform your reviewees of this feature. To learn how to use this feature, please direct them to Online Directory FAQs.

How may I or my organization obtain a copy of the printed Directory book?

As a result of moving to an online-only format, the Directory Office no longer prints Directory books. With the online Directory being updated hundreds of times on a monthly basis by Directory Reviewers (individuals who have the ability to make Directory updates and changes on behalf of others) and general Directory users like faculty, staff, and students, printing books once a year would be a waste of time, effort, paper, and money—and the books would be highly inaccurate overall because of frequent updates. We’d have to print a Directory book every day, and it would already be outdated in some way while it’s still warm from the printer!

But don’t despair – if you are faculty or staff and like having a hard copy of names and contact info, you may download and print the Directory PDFs after logging in to the online Directory and selecting Download Directory PDFs.

The Directory Office strongly recommends the use of the PDFs. The PDFs feature several distinct advantages over the old printed version of the Directory, including:

  • Daily Updates: The PDFs are updated in the system every night, and thus reflect the most accurate and up-to-date information.
  • Easy Searching: The PDFs are searchable in the same way a Word document is searchable (Command/Control + F).
  • Distinct individual, University, and Medical Center entries.
  • Ability to search the PDFs by phone number

My organization’s academic number is getting calls from people looking to schedule appointments. Is there a way to differentiate which phone numbers are for academic or clinical (patient) use, for example?

Yes. Please see the question, “Can my organization have multiple phone numbers in the Directory?”

Should I add students to my department or sub-department's Directory listing?

Only students who are also full-time benefits eligible and current staff members of your organization should be added to your organization's Directory listing. Locate the student's entry on the Directory Update System by searching for them using the Search for Reviewees option on the left-hand navigation panel at the top. Be sure to double-check that the last name is in the last name field and the first name is in the first name field, otherwise you will get no results. Look for their name in the search results and select Add to Reviewees List to claim the entry, and then, once on the reviewee's page on the Directory Update System, select the grey Add Contact Entry button on the upper left-hand side of the page and under the reviewee's name to create a Directory entry for them. Select the proper division and department and/or sub-department as necessary in the corresponding drop-down menus to add them to your organization; you may also add contact information.

Be sure to scroll down to the bottom of the page and select Save so that your work is not lost.

We hired a new employee recently. Why can’t I find her?

New employees can take anywhere from a few days to a few weeks to appear in the Directory system before you can claim them as reviewees. If you find that after several weeks, an individual still is not showing up as a visible and claimable entry on the Directory Update System, please contact us at directory@uchicago.edu.

How do I add, edit, or delete an appointment or affiliation in a Directory entry?

Official University appointments or affiliations (such as alum, student, staff, lecturer, emeritus/a) cannot be added, edited, or removed by Directory Reviewers or the Directory Office, because these are official assignations that are determined by the various offices of record - for example, the Provost’s Office. If a reviewee believes his appointment is incorrect, the Directory Office advises him to contact his department administrator, who can review his documentation regarding the appointment.

Information, specifically on affiliations, is received on a daily basis. Generally, affiliations can never be changed from what you see, and there are operational reasons why your affiliation may not appear (to you or your reviewee) to be correct. However, if you do feel your affiliation is incorrect, you must contact the Office of the Provost to inform them of the error. For more information on affiliations, see Using LDAP Affiliations for Authorization.

Please note: information on appointments is received on a monthly basis from a data feed from the Office of the Provost. If a reviewee has been given a new appointment recently, it may not appear in the Directory immediately.

Although my reviewee appears on my "Reviewees' List" ("View my Reviewees") and her Directory information is accurate, she is not showing up when others search for her in the online Directory. Why?

Your reviewees may not be showing up in the Directory because their entries are protected by FERPA (the Family Educational Rights and Privacy Act) and as a result, their Directory information is available only to staff and faculty who have logged in to the Directory. FERPA protection is enabled for students at the University, and allows them to direct the University to withhold or suppress their public Directory information. If you have a reviewee who is also a student, he or she can opt to make the Directory information available to general public through the following:

The student should log in to myUChicago at my.uchicago.edu with their CNetID and password. From the home page, click on the "Welcome, <their name>" button in the top right corner of the page and select My Profile from the drop-down menu. On the profile page, the student's current FERPA status is listed next to "FERPA Directory Information". The student should select Edit next to their current status, then select Edit FERPA/Directory Restrictions on the next page.

On the option page, the student can select Release All Restrictions to enable FERPA. On their profile page, the "FERPA Directory Information" should now be "Unrestricted".

If you have a reviewee who is a former student, and his or her information is not showing up in the online Directory, it is likely that the FERPA setting is still enabled. He or she can disable FERPA by following the instructions above.

My reviewee would like to make his or her profile public by removing FERPA protection and the “protected entry” designation. How do I do this?

Directory Reviewers cannot change this federally-mandated privacy setting for their reviewees. If your reviewees are students or former students of the University, they should be able to remove FERPA protection by following the directions in the question above.

If, once they have removed FERPA protection, their information still does not show up after the removal of that protection, there may be a glitch in the system. Please email the Directory Office for further assistance.

I'm having trouble searching for my reviewee. What should I do?

Make sure you are searching for the individual's last name in the “Last Name” field, and their first name in the “First Name” field. Failure to search for names in their respective search boxes will yield incorrect or no results.

If you're still having trouble or are unsure about some aspect of your reviewee's name, you can do a partial name search by adding an asterisk immediately after part of your reviewee's name. For example, if your reviewee is Patricia Smith, your partial name search for her could be Patricia S* or Patricia Smi*. This will yield all results that have the word “Patricia” for the first name and all results that contain the letters “S” or “Smi” for the last name.

If you cannot find your reviewee at all, it is likely because they are:

  1. a new employee
  2. have a t-9 account, or
  3. there is a glitch in the system.

For a. and b., please see the questions, "We hired a new employee recently. Why can’t I find her?" and/or "What privileges do individuals with temporary (t-9) accounts have?" For c., please email the Directory Office if neither circumstance a. nor b. apply.

I work for the hospital and am unable to log into the Directory Update System. Why?

Internet Explorer 7 does not work on the Directory Update System. You will have to use a different browser, such as Firefox, Safari, or Google Chrome, to access the site.

What privileges do individuals with temporary (t-9) accounts have?

In general, individuals with t-9 accounts do not show up in the online Directory and neither they can they authenticate to it. Thus, as a Directory Reviewer, you cannot claim them as a reviewee to modify their information.

Why hasn't my new contact information displayed in the Global Address List in Outlook?

This could be for two reasons. The first is that you simply need to update your contact information using the self-edit functionality. Doing so will push the information to Outlook. If that doesn't work for you, check to ensure that you do not have the 'Hide this information from non-UChicago viewers' button selected. Selecting this button prevents any new contact information from being updated in our master database, which in turn prevents that information from being fed to the global address list. You will simply have to uncheck that box, and your correct information will be reflected in Outlook shortly.




Keywords:phonebook printed print appointment affiliation organization department subdepartment division claim unclaim "bulk claim" "bulk unclaim"   Doc ID:24210
Owner:Astrid F.Group:University of Chicago
Created:2012-05-09 11:50 CSTUpdated:2016-09-12 14:44 CST
Sites:University of Chicago, University of Chicago - Sandbox
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