Get answers to questions about navigating various features of the Directory Update System (reviewers.uchicago.edu). Remember, you will need your CNetID and password to log in.

This article contains the following content:

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Claiming

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. This gives you ownership over the Directory information of organizations and reviewees.

How do I claim an organization?

1. Select Search for Departments/Divisions or Search for Sub-Departments located in the left-hand navigation pane.
2. In the search field, type in the name of the organization and click Search.
3. 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.
4. Once you've claimed an organization, you can locate your organization by selecting View My Departments/Divisions or View My Sub-Departments located in the left-hand navigation.
5. From your organization's page on the Directory Update System, go to the Contact Information box and click the gray Edit button and make all necessary updates.
6. Scroll down and select Save.

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

1. Select Search for Reviewees in the left-hand navigation.
2. Check to ensure the last name is in the last name field and the first name is in the first name field, then select Search.
3. Look for the person's name in the search results and when found, select Add to Reviewees List at the far right to claim them as a reviewee.

Tip: If you're having trouble searching for someone because you cannot recall their full name/name spelling, etc., add an asterisk (*) to your search. For example, if you know a potential reviewee's last name, and you recall that their first 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.

The Bulk Claim/Unclaim feature allows you to simultaneously claim or unclaim everyone in your organization.

1. Go to the directory entry page on the Directory Update System of your organization.*
2. Scroll to the People list and select the + icon to expand the list.
3. You'll see the names of everyone in your organization that you can claim as a reviewee.** You'll also see an Add All option button and a Remove All option button.
4. Select the appropriate button to claim or unclaim all the people listed in the organization.
5. Click Save.

*You must first have claimed the organization as a Directory Reviewer in order to perform any actions, such as editing, updating, or claiming people.

**The people who appear on the people list may not be reflective of everyone in your organization. For people to be listed, and for you to be able to claim or unclaim them through the Bulk Claim/Unclaim feature, you must first associate them with that organization by adding it to their individual contact entry. New employees, as well as employees changing organizations, will need to be manually associated with your department and/or sub-department.

Why can't I find the organization I'm supposed to claim?

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

1. You may not have the correct status, department, or sub-department of the organization you're trying to find. Check, and then be sure to search using the correct feature, either Search for Departments/Divisions or Search for Sub-Departments.
2. The organization does not currently exist. This is more likely the case with sub-departments than departments. If the organization you are unable to find and claim is a sub-department, then you must create the sub-department. How to do that is covered in the Removing/Deleting or Adding section of this article.
3. The organization you're looking for is under a different name or a part of its name may have changed. Add an asterisk (*), known as a wildcard, to your search. This will broaden your search to find all organizations that contain the search word. For example, searching Critical Care* will yield the results Anesthesia Critical Care and Pulmonary Critical Care.

Removing/Deleting or Adding

How do I add or delete a division or department?

Directory Reviewers cannot add or delete entries for departments or divisions. If you believe a department or division should be added or removed, please email the Directory Office at directory@uchicago.edu. You can, however, add or delete sub-departments.

How do I add someone to my organization?

To add someone to your organization, you must first claim them as a reviewee. How to do that is covered in the Claiming section of this article. Once you have claimed them, you can associate their Directory profile with your organization, which adds them to your organization. To do this:

1. Go to their Directory contact page.
2. If they have no information or need another contact entry, as in the case of multiple appointments, select the gray Add Contact Entry button under their name.
3. Fill in the Division, Department, and Sub-Department fields as needed or select the gray Edit button in the upper left-hand corner of the screen to make edits so that the reviewee will be added to your organization.
4. Click Save.

How do I add or delete a sub-department?

1. Select View my Departments/Divisions in the left-hand navigation panel.
2. Select the name of the organization under which you'll create the new sub-department.
3. Once on that organization's page, select the gray Add Sub-Department or the Delete Sub-Department button located beneath the department name.

If you cannot add or delete a sub-department, it's because you have not claimed the department to which it belongs. Directory Reviewers can only modify the information of organizations and people they have claimed.

How do I remove a reviewee from the Directory?

While you can't actually remove the reviewee from the Directory (that process is automated and relies on data from the authoritative feeds), you can remove the reviewee from appearing in your division/department/sub-department.

1. Go to the entry page of the reviewee you'd like to remove by using the Search for Reviewees or View my Reviewees feature.
2. Once on their page, delete all division/department/sub-department information as well as address, faculty exchange information, phone number, title, etc. from the entry fields. This ensures the reviewee's information will no longer reflect a relationship with your division, department, or sub-department.
3. Select the Delete button located in the upper-right corner of the Contact box.
4. Then select the gray Remove from My Reviewees button.

I removed a reviewee. Why are they still showing up in the Directory?

You can delete a reviewee from your list and subsequently remove yourself as their Directory Reviewer, but they will not be deleted from the Directory because the Directory is automatically populated by a list of current University faculty, students, and staff. 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. Removing a reviewee only ends your association with the entry, but does not delete the entry from the Directory.

Why can't I make edits to a reviewee, division, department, or sub-department?

If you have not claimed an individual as a reviewee, or have not claimed a division, department, or sub-department, you cannot make edits of any kind.

To check that you've claimed a reviewee, division, department, or sub-department and are the Directory Reviewer, select the appropriate feature: View my Reviewees, View my Departments/Divisions or View my Sub-Departments. If the name of the person or organization appears in the list, you have claimed them and are the Directory Reviewer. If the information you're looking for does not appear, you have not claimed them.

How to claim a person, division, department, or sub-department is covered in the Claiming section of this article.

How do I add or delete someone as an administrative assistant in the Directory Update System?

1. Select the View My Reviewees option in the left-hand navigation.
2. Select the name of the person whose profile you would like to edit to enter their administrative assistant.
3. Once on that person's profile, scroll down until you see the Administrative Assistant box. Click the Edit button then enter the CNetID of that person's administrative assistant.
4. Select Save.
5. To remove an administrative assistant, delete their CNetID then select Save.

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

1. From your organization's page, select the Edit button located in the right-hand corner of Contact Information box.
2. Make all necessary edits/updates.
3. Scroll down and select Save.

Tip: If you're having trouble finding an organization and it's not listed in the search results, it might be under a different name or a part of its name might have changed. Add an asterisk (*), known as a wildcard, to your search. This will broaden your search to find all organizations that contain the search word. For example, searching Critical Care* will yield the results Anesthesia Critical Care and Pulmonary Critical Care.

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

1. Select the View my Reviewees option in the left-hand navigation.
2. Select the reviewee you want to edit.
3. Once on the reviewee's profile, select the the Edit button to edit their information, or the Add Contact Entry button. Select the proper division and department and/or sub-department in the corresponding drop-down menus to add them to your organization.
4. Select Save.

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

Students must modify their own Directory information in the student portal, my.UChicago. Directory Reviewers may not modify student Directory listings. If you need staff information modified for an employee who is also a student, please contact the Directory Office.

If you know that this is not the issue, then it may be that you have not yet claimed this individual as a reviewee. In order to perform any actions on an individual's profile, you must first claim the person as a reviewee.

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.

Can my organization have multiple phone numbers in the directory?

Yes, it's possible to 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, for example, Hotline and Office. Similarly, the Directory page for Obstetrics and Gynecology department in the BSD might include both a clinical number and their academic number with the corresponding labels in order to help reduce the number of calls the academic number is getting from patients looking to schedule an appointment with the clinic.

To add numbers and number types:

1. Go to your organization's page and select the Edit button.
2. Scroll down to the Custom Phone Numbers section.
3. 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.

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. Organization 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

Individual contact information generally includes:

• 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

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

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

Per the Directory Reviewer Overview 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 to indicate that you will no longer be serving as Directory Reviewer and if possible, designate a replacement and provides their contact information.

Why does my organization's Directory page have little or no information?

If your organization's information remains empty and/or out-of-date, your organization may no longer be eligible for inclusion in the Directory. If you think this has been done in error, please contact the Directory Office.

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 website may be a better source of information for the purposes of outreach, contact, and general organizational information than the Directory.

Names in the Directory

What is the difference between a reviewee's legal name and the preferred name, and how do I make changes?

A legal name is your reviewee's name as written on their birth certificate or other state-issued documentation. If a reviewee has undergone a legal name change and would like their legal name to be reflected accurately in the Directory, they must contact their HR Department and request the change. The Directory Office does not have the authority to alter legal names.

A preferred name is a preferred or abbreviated name, such as a nickname. For example, Robert Smith is the reviewee's legal name, but Bob Smith is his preferred name. Changes to the preferred name can be made by doing the following:

1. From the reviewee's profile, select the Change Preferred Name button at the top of the page above the Contact 1 box.
2. Enter the correct name. This is the name that will now appear in the online directory. The legal name will appear in parentheses next to the preferred name on the Directory Reviewer Site.

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

You cannot edit the name of a division or department. Please contact the Directory Office and the change will be made for you.

You can change the name of a sub-department by doing the following:

1. From the sub-department's page, select the Edit button on the upper right-hand corner of the Contact Information box.
2. In the Name filed, type in the new name.
3. Select Save.

My organization has students who are also staff members. Why can't they edit their preferred name?

Students must be current, full-time, benefits-eligible staff to edit their directory preferred name. If there is an issue with a student staff member's name, they can address it at my.UChicago. For information on how to edit their preferred names, direct them to the Online Directory Overview.

Miscellaneous

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

The Directory's Self-Edit feature allows faculty and staff to have greater control over their profile and allows them to change it themselves. Changes will be reflected immediately in the Directory.

The Directory Office encourages the use of the Self-Edit feature by faculty and staff, so please inform your reviewees. To learn how to use this feature, please direct faculty and staff reviewees to Online Directory Overview.

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

Only students who are also current, full-time, benefits-eligible staff members of your organization should be added to your organization's Directory listing.

We hired a new employee recently. Why can't they be found?

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, please contact the Directory Office.

How do I add, edit, or delete an appointment or affiliation?

Official University appointments (such as "assistant professor" or "senior researcher") or affiliations (such as faculty, student, staff) cannot be added, edited, or removed by Directory Reviewers or the Directory Office. These are official assignations that are determined by the various offices of record, for example, the Provost's Office. If a reviewee believes their appointment is incorrect, they should contact their department administrator who can review their documentation regarding the appointment.

Information on appointments is updated daily from the authoritative feeds. If a reviewee has been given a new appointment, it may not appear in the Directory immediately.

Information, specifically on affiliations, is received on a daily basis. Generally, affiliations are not changed, and there are operational reasons why an affiliation may not appear to be correct (to you or your reviewee). However, if you feel an affiliation is incorrect, the Office of the Provost should be contacted. For more information on affiliations, see LDAP Affiliations for Authorization.

My reviewee appears on my list and the Directory information is accurate, but they're not showing up in Directory search results. Why?

Your reviewee may not be showing up in the Directory because their entry is protected by FERPA (Family Educational Rights and Privacy Act). As a result, their information is available only to staff and faculty who have logged in to the directory.

Can a FERPA protection be removed to make a reviewees' profile public?

Directory Reviewers cannot change a FERPA (Family Educational Rights and Privacy Act) designation. However, the student or former student can remove FERPA protection by logging in to the my.UChicago portal and editing the FERPA status in their profile.

If their information still does not show up after the removal of FERPA protection, please email the Directory Office for further assistance.

What about individuals with temporary (t-9) accounts?

In general, individuals with temporary (t-9) accounts do not show up in the Directory and they cannot be claimed as reviewees.