This article provides answers to a number of frequently asked questions regarding the University's Directory (directory.uchicago.edu), including how to update or edit profile information for faculty and staff. If you are a directory reviewer and need to update information, read the Directory Reviewer FAQ.

Select a topic below to find out more about the University's Directory.

My Directory information is incorrect. How do I modify my entry?

You may change your contact information yourself using the Directory's self-edit feature. These changes will be immediately visible in the Directory or you may contact your Directory Reviewer.

Follow the steps below to learn how to self-edit your directory listing.

1. To start editing your Directory information, select the Sign In link in the upper right-hand side of the screen to sign in to the Directory if you are not already signed in.
2. Once you have logged in, select "Welcome, [Your Name]." This will take you to Modify Your Directory Entry page where you will be able to edit the following information yourself:
   
   • Preferred 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
   • Contact Type
   • Directory profile visibility (e.g., hidden from non-UChicago viewers).
3. 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 Edit to modify your information. Be sure to select Save when you are done.
4. 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. You may enter the desired contact information here. When you have finished updating your profile, select Save so your work is not lost.

Note: 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 is your Directory Reviewer, follow the steps outlined above to access your Modify Your Directory Entry page. Once there, scroll down to the bottom of the page to "Additional Edits" section, your Directory Reviewer(s) should be listed there.

If there is no one listed as a Directory Reviewer(s) and you would like a change made but are unable to do it yourself, please contact the Directory office at directory@uchicago.edu.

What is the Directory "self-edit" feature for faculty and staff?

The Directory "self-edit" feature allows you to sign in to the Directory and edit your Directory profile yourself. Your changes to your Directory profile will be reflected online immediately. Using this feature is quicker than submitting changes through your directory reviewer and is strongly encouraged by the Directory Office.

To learn how to use this feature, watch this short video Directory Self-Edit.

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:

1. Basic or default information (such as your email, name, and affiliation) and
2. Non-basic or additional information in the form of contact object 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 create a contact object, if you do not already have one, with the desired email.

NOTE: If your Directory profile is set to "then your preferred email (preferred@uchicago.edu)," it will not display as your primary email, although it will still appear on your Directory profile. Instead, the combination 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 chucksmith@uchicago.edu, but your default email is smithc@uchicago.edu (e.g. your CNetID + @uchicago.edu), and you have your Directory profile set to private, it will display the preferred email address as follows:

Charles Smith
Affiliations: Staff
CNetID: smithc
Primary Email: csmith@uchicago.edu
Title: Project Coordinator
Department: Biological Sciences Division
Email: chucksmith@uchicago.edu

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:

Charles Smith
Affiliations: Staff
CNetID: smithc
Primary Email: chucksmith@uchicago.edu
Title: Project Coordinator
Department: Biological Sciences Division

To include a preferred email address in the Directory if you already have non-basic or additional information:

1. Select Sign In to log in to the Directory.
2. Select the Welcome, [Your Name] link in the upper right corner of the page. This will take you to the page "Modify Your Directory Entry."
3. 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.
4. Select Save when you are done.

To add additional information with the preferred email:

If there is no additional information in one of these contact types in the form (lab home, miscellaneous), you will have to create one.

1. To do this, simply select the Add a new contact button on the "Modify Your Directory Entry" screen.
2. You may enter your preferred email and any other contact information here.
3. 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 (i.e., a CNetID email alias), please see CNetID Email Aliases FAQ.

I would like to remove/add my UCHADID/BSDADID, etc. as my default email. Is this possible?

Yes. For more information on how to do this, please see the question, "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)? For example, my name is "Robert Smith" but I want "Bob Smith" displayed when I send email. How do I do this?

To modify the way your name appears or displays in Outlook/the Global Address list:

1. Log in to the Directory at directory.uchicago.edu by clicking the Sign In link in the upper right corner of the page.
2. Select the Welcome, Your Name button. This will take you to your Directory entry page, Modify Your Directory Entry.
3. Across from the Preferred Name heading, select the Edit button. Enter your name as you would like it to appear.
4. 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 Microsoft's Global Address List (GAL). Please note it may take some time for the change to go through.

My name appears incorrectly in the Directory. How do I fix this?

To modify the way your name appears to others in the Directory, login to the Directory by:

1. Select the Sign In link in the upper right corner of the page.
2. Select the Welcome, [Your Name] button. This will take you to your Directory entry page, "Modify Your Directory Entry."
3. Across from the Preferred Name heading, select the Edit button. Enter your name as you would like it to appear.
4. Select Save to save the change. For example, your legal name is "Susan Smith", but your preferred name (that is, your Preferred Name) is "Susie Smith."
5. 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.
6. In the meantime, you can change your name to be reflected or displayed correctly in the online Directory using the Preferred Name feature, as outlined in the question above. Please note that if you use the Preferred 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 Preferred 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. How do I fix this?

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:

1. Log in to my.UChicago and enter your CNetID and password. Complete two-factor authentication if prompted.
2. Select your profile icon and click My Profile from the drop-down menu.
3. In the box at the top, it will list your preferred name, date of birth, ID, CNetID, and FERPA Directory information. Click the Edit button to change your FERPA status.
4. Select Edit FERPA/Directory Restrictions.
5. Select Release all Restrictions and it will automatically save your information.

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 IT Services.

Is there a way to make my staff photo visible/invisible for my Directory entry?

Yes. After accessing your Directory page on directory.uchicago.edu, detailed above, follow these steps:

1. On the Modify Your Directory Entry page, you will see "Who can see your photo?" Click edit.
2. You may select the following options for photo visibility: Public or Staff and Faculty, or Nobody.
3. Be sure to select Save to save any changes made.

I am an Emeritus/Emerita and am no longer listed with my Department. Why?

The Directory no longer lists Emeritus/Emerita in the Directory, please email your Department administrator to see about being listed in the Departmental phone directories.

My affiliation or appointment is incorrect. How do I fix this?

Affiliations or appointments are formal assignations determined by offices of record, such as the Office of the Provost, and thus cannot be changed by either IT Services or the 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 cannot 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 your department to inform them of the error. For more information on affiliations, see LDAP Affiliations for Authorization.

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.

What is the difference between an appointment and an affiliation?

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, 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 to different role types or categories receive. Examples of Affiliations include students, alum, former students, and staff.

Note: 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.

Related Resources:

1. For more information about Searching and Using the Directory or other general questions about the Directory, please refer to the Online Directory FAQ.
2. For information about your data protection in the Directory, please refer to the Online Directory Data Protection article.
3. If you have been appointed as your Department's Directory Reviewer or would like to know more about editing the Directory for your Department, please contact the Directory Office at directory@uchicago.edu.