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Topics Map > University of Chicago > IT Services > Accounts, Identity, & Security > Identity Management
Online Directory FAQs
This article provides answers to a number of frequently asked questions regarding the University's online Directory, including how to update or edit Directory profile information for students, faculty, and staff.
This FAQ is divided into four sections, with the first two sections targeted toward questions relevant only to students or only to faculty and staff, respectively. Selecting the title of one of the four sections below will take you to the corresponding FAQs section.
To update your phone number or address, or to direct the University to withhold the release of Directory information to unauthorized parties, please log in to myUChicago at my.uchicago.edu with your CNetID and password. From the home page, click on the "Welcome, <your name>" button in the top right corner of the page and select My Profile from the drop-down menu. Select the Edit button on any of the various category tabs to modify that information. E.g. Select the Edit button on the "Addresses" tab to modify your address.
Note: For information on how to modify your name, please refer to the questions, also located in the "Student" section: "I am a student and my legal, official name (as opposed to a preferred name or nickname) is incorrect or has changed. How can I modify my name so that it appears correctly in the online Directory?" and "I am a student, and go by a nickname/preferred name. Am I able to make my preferred name visible in the Directory?"
Restricted or Hidden Directory Profile: If you have previously directed the University to withhold the release of Directory information, your information will not be shared with the general public. If you have elected to NOT enable FERPA, the Directory will display the following data:
- Display (preferred) name if you have added one, otherwise your official name
- Current Program of Study
- Primary Email: CNetID@uchicago.edu
You may read more about FERPA in the question, also contained in this FAQ, "What is FERPA? How do I enable or disable it?"
To correct or change your program of study, you must contact the Registrar’s Office to request the change. The Directory Office has no power to alter your program of study in the online Directory.
If, after you have contacted the Registrar’s Office and received confirmation of the change/correction, you find that your program of study is still listed incorrectly, there may be a technical error with the system in which the change was registered. Contact email@example.com for further assistance.
My legal, official name (as opposed to a preferred name or nickname) is incorrect or has changed. How may I modify my name so that it appears correctly in the online Directory?
The Directory Office is unable to change your legal name in the Directory, regardless of whether there is an error. To change your legal name, you must bring government-issued documentation (driver's license, passport, social security card, etc.) showing the correct spelling of your name to the Registrar's Office, located in the Press Building at 1427 East 60th Street, M-F 8:30-4:30.
You will be able to obtain a new Chicago Card ID one business day after your name change has been processed.
To request a change by mail, send the change of name form signed by you and certified by a notary public indicating the correct spelling of your name to:
Office of the University Registrar
1427 East 60th Street
Chicago, IL 60637
In the meantime, while you are waiting for your name change, you may modify the way your name appears in the Directory and other systems by following the steps outlined below.
For more information, see the Registrar's page on Student Address and Name Changes.
Yes! To do so, log in to myUChicago at my.uchicago.edu with your CNetID and password. From the home page, click on the "Welcome, <your name>" button in the top right corner of the page and select My Profile from the drop-down menu. Select the Edit button next to “Preferred Name” and enter your preferred name. The change should appear after several hours.
WARNING: Do NOT enter your full name in the preferred name field. ONLY enter your first name. For example, if your name is “Byron Bluth,” but you prefer to be called "Buster" instead of "Byron," ONLY enter “Buster” for your preferred name. Entering your full name again with the preferred name, that is, "Buster Bluth" will result in an error, e.g., "Buster Bluth Bluth."
Individuals will still be able to find you by both your preferred and legal names. For example, if Patricia Smith chooses to have her name displayed as "Patty Smith" in the online Directory, a person who searches for "Patty Smith" or a person who searches for "Patricia Smith," respectively, will both get the result "Patty Smith."
I edited my name on myUChicago, and now it is listed strangely in the Directory. E.g., "Susie Smith Smith" How do I fix this?
Re-enter your name in the preferred name field according to the instructions listed in the question above. E.g., If your name is "Susan Smith" and you want your name to display as "Susie Smith," ONLY enter "Susie" in the preferred name field.
NOTE: It may take a few hours for the change to go through; if you find that after 24 hours, your name is still listed incorrectly after following the steps outlined above, please contact the Directory Office for further assistance.
FERPA, or the Family Educational Rights and Privacy Act, allows students to direct the University to withhold the public release of their Directory information. If this setting is enabled, only logged-in staff and faculty will be able to see a student's Directory information. To enable or disable this privacy setting log in to myUChicago at my.uchicago.edu with your CNetID and password. From the home page, click on the "Welcome, <your name>" button in the top right corner of the page and select My Profile from the drop-down menu. On your profile page, your current FERPA status is listed next to "FERPA Directory Information". If you wish to edit your FERPA status, select Edit next to your current status, then select Edit FERPA/Directory Restrictions on the next page.
On the option page, select the button Restrict All Fields to disable FERPA or Release All Restrictions to enable FERPA if you have previously disabled it.
You may read more about FERPA and how it affects what information the University may and may not release here.
You may change your contact information yourself by utilizing the Directory's "Self-Edit" feature. This feature allows you to make any and all changes that, in the past, only a Directory Reviewer (someone responsible for updating Directory information for organizations and people) could make. These changes will be immediately visible in the online Directory.
To start editing your Directory information, select the gray Sign In button in the upper left-hand corner of the screen to sign in to the Directory, if you are not already signed in. Once you have logged in, select this same button, which will now read, "Welcome, [Your Name]". This will take you to the page "Modify Your Directory Entry:", where you will be able to edit the following information yourself:
- Display name
- Division, department, and sub-department information as applicable
- Mailing address and/or faculty exchange
- University email
- Phone, fax, mobile, and pager numbers as applicable
- Contact Type
- Directory profile visibility (e.g., hidden from non-UChicago viewers).
If you already have work-related Directory information under the heading labeled "Office" or "Lab" (depending on your occupation) but would still like to edit it, select the Edit button to modify your information. Be sure to select Save when you are done.
If there is no "Office" or "Lab" information section for your Directory profile, you will have to create one. To do this, simply select the "+ Add a new contact" button diagonally across from "Additional Edits". You may enter the desired contact information here. When you have finished updating your profile, select Save so your work is not lost.
You may also contact your department's Directory Reviewer to have them update any of the above-mentioned information for you. To find out who your Directory Reviewer is, if your organization has one, follow the steps outlined above to access your "Modify Your Directory Entry:" page. Once there, scroll down to the bottom to “Additional Edits”; your Directory Reviewer(s) should be listed.
If there is no one listed as a Directory Reviewer(s) and you would like a change made but are unable do it yourself, please contact the Directory office at firstname.lastname@example.org.
A video demonstration of using the self-edit feature is available here.
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 you greater control over your information and allows you to change it immediately and as necessary, use of the self-edit feature by faculty and staff is strongly encouraged by the Directory Office. To learn how to use this feature, please see the question above: "My Directory information is incorrect. I am faculty or staff. How do I modify my entry?" or watch our video demonstration.
Which email address is displayed in the online Directory as my primary email? How do I change what email address displays?
There are two types of information a faculty or staff Directory user may have in the Directory:
- Basic or default information (such as your email, name, and affiliation) and
- Non-basic or additional information in the form of contact objects types such as "Office," "Lab," "Home" or "Miscellaneous." This additional information may include your title, division, department, and sub-department, email, address, and phone number, depending on the type of contact object you choose.
In the absence of non-basic or additional information, the email that will display will be a concatenation of your CNetID, if you have one, and an @uchicago.edu address (e.g., CNetID@uchicago.edu). If you do not have a CNetID, your primary email will be a concatenation of your UCHADID or BSDADID + an @uchicago.edu address.
However, if you opt to add non-basic or additional information by creating a contact object ("Office," "Lab," "Home," "Miscellaneous"), and include a preferred email address, this preferred email will display as your primary email instead of your default email, that is, the concatenation of your CNetID and an @uchicago.edu address. So, to change what email is visible to others on your Directory profile, you simply create a contact object--if you do not already have one--with the desired email.*
*NOTE: If your Directory profile is set to private ("Hide this information from non-UChicago viewers"), then your preferred email (email@example.com) will not display as your primary email, although it will still appear on your Directory profile. Instead, the concatenation of your CNetID (CNetID@uchicago.edu) and the @uchicago.edu address will display first (as your primary email) when people search for you in the Directory. For example, if your preferred email is firstname.lastname@example.org, but your default email is email@example.com (your CNetID + @uchicago.edu), and you have your Directory profile set to private, it will display the preferred email address as follows:
Primary Email: firstname.lastname@example.org
Title: Project Coordinator
Department: Biological Sciences Division
If you DO NOT have your Directory profile set to private and have a preferred email address, it will display the preferred email as follows:
Primary Email: email@example.com
Title: Project Coordinator
Department: Biological Sciences Division
To include a preferred email address in the Directory if you have already non-basic or additional information:
Log on to the online Directory by selecting the Sign In button on the upper left-hand corner of the screen. Once you have logged in, select this same button, which will now read, Welcome, [Your Name]. This will take you to the page "Modify Your Directory Entry." If you already have information under the heading labeled "Office" or "Lab," for example, but would still like to add or edit your preferred email address, select the Edit button, and scroll down to enter your preferred email. Be sure to select Save when you are done.
To add additional information with the preferred email:
If there is no additional information in the form of one of the contact types ("Office," "Lab," "Home," "Miscellaneous"), you will have to create one. To do this, simply select the Add a new contact button diagonally across from "Additional Edits" on the "Modify Your Directory Entry:." You may enter your preferred email and any other contact information here. Select Save so your work is not lost. Your alternate or preferred email address will be immediately visible on your Directory profile.
To create an alternate or preferred email address if you do not already have one (i.e., a CNetID email alias), please see CNetID Email Aliases.
Yes. For more information on how do this, please see the question directly above, "Which email address is displayed in the online Directory as my primary email? How do I change what email address displays?"
How do I change the way my name appears in Outlook/the GAL (Global Address List)? E.g., my name is "Robert Smith" but I would like it to display as "Bob Smith" when I send email. How do I do this?
To modify the way your name appears or displays in Outlook/the Global Address list, log in to the Directory by selecting
- the text that says Sign In in the little pink box on the right-hand corner of the screen or
- the gray Sign In button on the upper-left hand corner of the screen under the words "Online Directory." Once you have signed in, re-select the gray button that now says Welcome, Your Name on it. This will take you to your Directory entry page, "Modify Your Directory Entry:".
Across from the Display Name heading, select the Edit button. Enter your name as you would like it to appear and select Save to save the change. E.g., Robert Smith types "Bob" into the first name field and saves. When he sends email via Outlook, his name will now appear as "Bob Smith" to recipients of his email and in the GAL. Please note it may take a few hours for the change to go through.
To modify the way your name appears to others in the Directory, log in to the Directory by selecting
- the text that says Sign In in the pink box on the right-hand corner of the screen or
- the gray Sign In button on the upper-left hand corner of the screen under the words "Online Directory."
Once you have signed in, re-select the gray button that now says Welcome, [Your Name] on it. This will take you to your Directory entry page, "Modify Your Directory Entry."
Across from the Display Name heading, select the Edit button. Enter your name as you would like it to appear and select Save to save the change. E.g., your legal name is "Susan Smith", but your preferred name (that is, your Display Name) is "Susie Smith."
If your legal name is incorrect either because of an error, marriage, divorce, or some other event or circumstance, and you would like it changed, you must contact your HR department to request the change. The Directory Office does not have the power to change legal names.
In the meantime, you can change your name to be reflected or displayed correctly in the online Directory by using the Display Name feature, as outlined in the question above. Please note that if you use the Display Name feature but do not correct your legal name (as opposed to your preferred name or display name), your legal name will remain incorrect, although the Display Name feature will ensure that your name displays to others the way you would like it to appear.
I am a former student who is now a staff member. I have made my Directory profile visible to the public, but my Directory information is still not viewable.
Your information is likely not showing up because you still have FERPA enabled. If you have previously directed the University to withhold the release of Directory information to unauthorized parties, and you now would like your information to be visible in the Directory, please log in to myUChicago with your CNetID and password to release the FERPA lock.
After logging in to myUChicago, select the "privacy" option under the Basic Information menu. On the privacy option page, select the radio button for the option No, I DO NOT wish to withhold the publication of my Directory information, then submit the change by clicking the Update button.
Once your FERPA lock is released, your information will appear in the Directory within the next one to two business days. If you experience any issues releasing your FERPA lock please contact the Service Desk.
Yes. After accessing your Directory page, detailed above, you may select the following options for photo visibility:
- Staff and Faculty
Be sure to select Save to save any changes made.
If you have questions about the inclusion of your Directory information as an Emeritus/a, please email the Directory Office.
Affiliations or appointments are formal assignations determined by offices of record, such as the University Office of the Provost, and thus cannot be changed by either ITS or Directory Office. If you believe your appointment is incorrect, the Directory Office advises you to contact your department administrator, who can review your 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) 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 you have been given a new appointment recently, it may not appear in the Directory immediately.
While appointments and affiliations may seem similar, and both appear in the Directory, an appointment is an individual’s specific and formal academic role within the University community, e.g., Assistant Professor, Professor, Lecturer, and Professor Emeritus, etc.
An affiliation is the generalized type of role an individual fulfills, i.e., an individual’s relationship to the University. It includes non-academics, and is used to categorize individuals in University systems, which helps to keep track of the various account privileges and access different role types or categories receive. Examples of Affiliations include: student, alum, former student, and staff.
Not everyone will have an appointment! As a general rule, only academics receive appointments, but everyone receives an affiliation, and many people have multiple affiliations.
Organizational units within the University are divided into Divisions, Departments, and Sub-Departments. Divisions contain Departments, some of which are divided into smaller Sub-Departments. Directory listings for these units are organized by hierarchy and displayed alphabetically. Logging in to the Directory allows staff and faculty to browse and search for organization listings, as well as staff associated with those organizations.
Directory information for an organization may include any of the following, at the discretion of the organization:
- Department name
- Main department mailing address and/or faculty exchange
- Main department phone and fax
- Department URL(s)
- Social media links (Twitter, Facebook, Vimeo, Flickr, blogs, etc.)
- Department and sub-department information as applicable
There are a few reasons why you may not be able to see an individual's Directory information:
- The Directory is automatically populated by a list of current University members. Individuals will only appear in the Directory while actively affiliated as Staff, Faculty, Academic, Post Doc, Student, Hospital, or Emeriti. Those with temporary accounts (also known as t-9 accounts), such as consultants, do not appear in the Directory.
- Some University faculty and staff members have opted to make their Directory information visible only to users who have logged in to the Directory. To log in to the Directory, click the Login link at the top of the screen.
- If an individual is or was a student at the University of Chicago, he may have enabled a privacy setting, known as FERPA protection, which prevents the University from displaying his Directory information publicly. If this is the case, his Directory information will only be available to staff, faculty and academics upon logging in to the online Directory.
Still having trouble? Please see the question, "I can't remember the spelling of a name, organization, etc. What can I do?" also located in "General" section of this FAQ.
In order to see the people associated with a particular department or organization, you will first need to log in to the Directory by selecting the grey Sign In button in the upper left-hand corner of the screen. After you have signed in, select Department Search in the navigation panel located on the left-hand side of the screen under the Sign In button. From there you will have two options:
- Type in the name of the organization you are searching for in the Name search bar towards the top of the screen. For example, if you searching for the Classics department, type in "Classics" and then select Search. The search results will display the Humanities Division, followed by the Classics department. Since you want to see the information associated only with the Classics department, select Classics. This will display whatever departmental information there is, such as the department's address, contact information, and website, as well as list of staff and faculty associated with that department.
- For the second method, simply locate the Division of the organization you would like to find and then the department (or sub-department). For example, if you are trying to locate the information of the Classics department, then you would select Humanities Division in the "Division" field, and Classics in the "Department" field, and then select the Search button at the bottom of the screen. This will display whatever departmental information there is, such as the department's address, phone number, fax number, and website, as well as list of staff and faculty associated with that department.
You can use what we call a search wildcard do to a partial name search. The wildcard is simply an asterisk that represents the part of the name you are unsure of. If you’re looking for a Susie Dzieduszycki, for example, but only remember that the first two letters of her last name start with "Dz," type “Susie Dz*" and select “Search.” The list of search results returned will include “Susie Dzieduszycki,” since the wildcard will broaden your search results to include anyone with the first name “Susie” and the consecutive letters “Dz” in their last name. When you search with a wildcard, the asterisk acts as a placeholder. "Dz*" represents all possible combinations of letters after the “Dz” requirement is met. Similarly, if you're searching for a John Sabah, simply search "John" in the first name field and "Sab*" in the last name field. The wildcard search also works for first names.
Of course, the helpfulness of using a search wildcard varies. Searching for "John S*" will not be a particularly helpful partial name search because "John" is a very common name, and many last names start with "S." A more helpful search that will yield fewer results for you to dig through would be "Sa*" or "Sab*". Generally, the more specific you can be, the better.
You must be logged in to the Directory in order to search for and view the staff within an organization. To log in, visit the Directory and select the grey Sign In button toward the upper left-hand side of the screen and below the words “Online Directory.” Once you have logged in, you can search for an organization by name, or browse the information by selecting an organization from the lists of Divisions, Departments, and Sub-Departments. For step-by-step instructions on how to do this, please see the question, "How do I see who is listed in a department?" two questions above this one.
Yes! To search by phone in the Directory, once on the Directory, navigate to the “People Search” page. From there, select Advanced Search to the right of the “Search,” and then select the “Phone" box. Type in the number you’re looking for, e.g., "7737021234” or “1234” or “2-1234” and choose "Search." The results will display the Directory profile associated with that number.
You may also use the Downloadable PDFs to search. To search by phone number in the Downloadable PDFs, first log in to the online Directory. Then, under the Download Directory PDFs option on the left-hand navigation panel, select the entry that corresponds to the information you are looking for, e.g., the number of an individual person would be in the Individual List. Once you have downloaded the PDF to your desktop and opened it, use your computer’s search functionality to search for the number you are looking for (and by extension, whatever person or organization is associated with that number). The search functionality command for a Mac is Command + F, and PC Ctrl + F.
A final note: For the Downloadable PDFs, be sure to type the number in exactly, including the hyphen where necessary. E.g., if you’re searching for “773-702-1234” as “2-1234”, be sure to type it exactly as “2-1234”. Failure to include hyphens will mean you get no results!
The online Directory has many sophisticated features which do not work well with outdated web browsers. IT Services designs, builds, and tests websites and applications to be functional in the last two major releases of Chrome, Firefox, Internet Explorer, and Safari.
Additional features are available to staff and faculty upon logging in to the Directory, including:
- The ability to retrieve more than 25 search results--search results are limited if you do not log in
- The ability for staff and faculty to edit their Directory information directly and immediately through the Self-Edit feature
- CNetIDs and email addresses are displayed in search results
- The ability to see contact information that is otherwise not visible for people who have opted to have their non-basic Directory information hidden from the general public
For more information on the privacy of your information as it relates to the University Directory, please see our FAQs on this subject, "How is My Directory Data Protected?"
University of Chicago operator services may be reached at the following number: (773) 702-1234.
For non-urgent hospital calls, such as scheduling or cancelling an appointment, the University of Chicago Medical Center (UCMC) may be reached at (773)702-1000.
Alumni do not have the ability to authenticate (log in) to the online Directory to search and do not appear in the Directory, i.e., do not have a Directory listing or entry, because they are no longer actively affiliated with the University. Alumni who would like to remain reachable to the University community or wish to reach out to other alumni may log in to create a profile for themselves in the University Alumni Directory or to search for other alumni. Note that some organizations may have a separate or additional Directory for alumni, like the Chicago Booth Community Directory.
Yes. While alumni cannot log in to or appear in the University Directory (see question above), they do have the ability to perform a general search using the online Directory under the following conditions:
- That they do not log in to the Directory, and
- That they have not tried to log in to the Directory recently, i.e., within a single browser session.
When an individual with alumni status attempts to log in to the Directory by selecting the grey Sign In button, it will result in an Error. This is because the application (the Directory) will be attempting to log in an account type (alumni) that does not have Directory access provisioned as a service.
To avoid this error: Do not select the Sign In button. As long as you have not already tried to log in to the Directory within a single browser session, you will be able to use the Directory to perform a general search.
If you have tried to sign in to the Directory already: You must either a) exit your browser session completely, so that your browser closes, or alternately, b) clear your browsing history/data.
These are workaround solutions to avoid any applications from "remembering” through Single Sign-On that you are signed in with your Temporary account elsewhere, so that when you go to the Directory to search, you are able to perform a general search and will not receive an “Error” message.
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 would be inefficient and the books would be highly inaccurate because of frequent updates to online Directory information.
However, 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 + F on a Mac and Control + F on a PC).
- Distinct individual, University, and Medical Center entries.
- Ability to search the PDFs by phone number
There have been numerous changes to the Directory since its inception; the online Directory was implemented in an effort to streamline information, and as a result, affiliate organizations (as a general rule, those organizations without a uchicago.edu address) are no longer listed in the online Directory because it is intended to be a strict representation of official University contact information. However, because University affiliates play an important role in the University community, information that does not fit the new above-mentioned guidelines may still be listed on the University Directory website. This information is found on the Directory website under "Other Directories" in the navigation panel on the left-hand side of the screen.
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.
Official information about ruling bodies is not maintained by the Directory Office. To find out more about any of the University's ruling bodies, please see the Ruling Bodies, Statutory Boards, and Standing Committees page on the Secretary of the Faculties website.
No, quick closed accounts are not visible in the Directory. Please note that it takes approximately one business day for the Directory listing of an account that has been quick closed to stop appearing in the Online Directory.
To become a Directory Reviewer, please email the Directory Office at firstname.lastname@example.org for more information.
The Directory Office relies on input from members of the University community to continue to improve services. We welcome your comments.
Where can I submit feedback about this FAQ? I'd like to see a question/topic here that is not currently included.
At the very bottom of the page, information on the document is listed. On the "Feedback:" portion of this, select Comment. You can also anonymously rank the document as "Helpful" or "Unhelpful." We thank you for your feedback.