Directory reviewers maintain accurate contact information about each department (and sub-department) and about the individuals in each organization in the online Directory. This information includes addresses, phone numbers, alternate email addresses, website information and more.

As a directory reviewer, you should claim all individuals within your department and sub-departments as "reviewees." Your department may have multiple Reviewers to share the responsibility of keeping directory information updated. It is important to have multiple reviewers in your department to ensure that your group is covered in the event that you leave your position. To request an additional directory reviewer, contact the Directory Office at directory@uchicago.edu.

To get started as a Directory Reviewer, you will need to:

• Contact the Directory Office at directory@uchicago.edu for approval.
• Ensure that you have an active CNetID or UCHADID in order to log in to the directory reviewer's website known as the Directory Update System (reviewers.uchicago.edu/). This system is used to update your departmental, sub-departmental, and reviewees' information. Access to the system is available while on- or off-campus to make updating the information easy and convenient.
• Complete the Directory Reviewer training course.

To better understand your roles and responsibilities, read more below:

How do I designate or volunteer to be a directory reviewer?

What am I responsible for updating?

What do my duties entail?

How do I update an Online Directory listing?

What communications are expected of me?

How do I handle reviewees who are shared between organizations?

What happens if I depart the University or leave my current position?

To download a copy of the Online Directory and find support options, read the following:

How do I download a copy of the Online Directory?

Where do I get support?

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How do I designate or volunteer to be a directory reviewer?

Generally, staff in support or administrative roles are best-suited for directory reviewer responsibilities. Their specific roles may vary depending on the organizations or individuals they support.

You may designate a new reviewer or volunteer to become one yourself by contacting the Directory Office at directory@uchicago.edu. The Directory Office will enroll you or the person you have designated in training and send the applicant all the necessary information. Once the Directory Office verifies that the course has been completed, they will contact the new directory reviewer, who will then able to access the reviewer website to update the directory. Look for notification from the Directory Office within two business days upon completing the directory reviewer training course.

What am I responsible for updating?

As a Directory Reviewer:

• You may update the main contact information for your department. This contact information includes:
  
  • Department and sub-department name(s)
  • Departmental mailing address
  • Department email, phone, and fax numbers
  • Departmental website information
  • Social media links, such as Twitter, Facebook, Vimeo, Flickr, or blogs
  • Department and sub-department information as applicable
• You may update the contact information for individuals in your department. Individual contact information includes:
  
  • Preferred name
  • Titles
  • Division, department, and sub-department information as applicable
  • Mailing address and faculty exchange
  • University email
  • Phone, fax, mobile, and pager numbers as applicable
• You may make an individual's (reviewee's) directory information public or private at the discretion of the reviewee. Public information is available to anyone who visits the directory website. Private information is only available to users who have logged in to the directory. You can find more information on data privacy as related to the directory in this Data Protection FAQ.

What are my duties?

As a directory reviewer, your primary duty is to keep your departmental, sub-departmental, and individuals' information current and to make necessary changes to this information in a timely manner. Your edits to the directory will be reflected immediately after you save the changes.

In order to perform your duties, it is important to be observant of the following:

• The arrival of new employees, so that you can claim them as reviewers and update their information once they appear in the directory.
• Your accessibility to your reviewees, so that you can make requested updates in a timely manner.
• Reviewee (individual) or organizational changes. 

Examples

• A reviewee contacts you requesting that their contact information be changed because it is incorrect. You can update this information quickly by following these steps:
  
  1. Log in to the reviewers.uchicago.edu/ with your CNetID or UCHADID and password.
  2. Click the View my Reviewees option
  3. Select the name of the reviewee who has requested the change.
  4. On the reviewee's page, click Edit button and update the requested information.
  5. Click Save at the bottom of the screen.

     The change will be available and visible immediately for anyone searching for that individual.

• A new employee comes onboard. It can take a few days before the employee's directory information is visible online. Once the new employee appears, you may claim them. Just follow these steps:
  
  1. Log in to Directory Reviewer website.
  2. Select Search for Reviewees in the left-hand navigation.
  3. 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.
  4. Look for the person's name in the search results and when found, select Add to Reviewees List at the far right to claim the person as a reviewee.

     Once you have claimed them, you can add their contact and organizational information, which will link them in the directory to your department and division.

• An employee departs the University or your organization. You can quickly update this information by completing these steps:
  
  1. Log in to the reviewers.uchicago.edu/ with your CNetID or UCHADID and password.
  2. Click the View my Reviewees.
  3. Delete the departmental and divisional information from the employee's contact information.
  4. Select Delete which is located in the Contact box.
  5. Select Remove from My Reviewees.

  Note: The individual's email address will not be removed until their affiliation with the University is officially ended.

How do I update an Online Directory listing?

The Directory Office has compiled an extensive list of questions and answers on performing various actions on the Directory Reviewer website, including updating and deleting directory information for a person or an organization. These FAQs are organized by topic. Go to the Directory Reviewer FAQ.

What communications are expected of me?

As a directory reviewer, you will communicate frequently with the following people and organizations:

• Your reviewers, in regard to requested Directory contact information changes.
• The Directory Office, regarding any confusion or difficulties encountered as you make directory contact information changes.
• Your fellow directory reviewers, regarding any shared reviewees or departments.

Note: The Directory Office is not responsible for updating a reviewee's information on behalf of a directory reviewer. 

How do I handle reviewees who are shared between organizations?

The responsibilities of a directory reviewer who has a reviewee who is shared between departments includes the following:

• Creating a New Contact Object or Entry: Never overwrite another organization's or directory reviewer's entry for a given reviewee; you should instead create a new contact entry for your organization's information for that reviewee. Creating a new contact entry will NOT replace a prior one.
• Order of Contact Objects: Never change the order in which a reviewee's information shows up in the directory preferencing, for example, your department's entry over another department's entry) without having been directed to do so by the reviewee.

In the event that you believe the order of contact objects should be different on your reviewee's directory page, contact the reviewee for clarification.

What happens if I depart the University or leave my current position?

• Departure from the University: In the event of departure or retirement from the University, it is your responsibility to remove yourself as directory reviewer for all reviewees and organizations that you serve.
• Move or Promotion: If you change organizations within the University, or are promoted to a position in which you will no longer be responsible for maintaining directory information, it is your responsibility to remove yourself as the directory reviewer for all organizations and individuals you serve in that capacity.

In all cases of departure or relinquishment of your role, please contact the Directory Office at directory@uchicago.edu to have your access removed. If possible, designate a replacement and provide this information to the Directory Office. 

How do I download a copy of the Directory?

The Directory Office no longer distributes printed directories, but a downloadable version is available in a portable document format (PDF). If you wish to download directory information to your desktop, log in to the Directory and click Download Directory PDFs from the left navigation pane.

The PDFs feature several distinct advantages over the old print 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 (i.e., Command + F or Control + F).
• Distinct individual, University, and University of Chicago Medicine entries:
  
  • Individual Entries: Individual information is printed alphabetically from left to right. Only an individual's primary contact information is printed in the PDF. All secondary and tertiary titles are only displayed online at the Directory.
  • University and Medical Center Entries: University and University of Chicago Medicine entries are listed hierarchically and ordered alphabetically by division. The PDF contains main contact information for each Division, Department, and Sub-department on campus. Contact information includes:
    
    • Department name
    • Main department mailing address and/or faculty exchange
    • Main department email, phone, and fax
    • Department URL(s)
    • Social media links (Twitter, Facebook, Vimeo, Flickr, blogs, etc.)
    • Department and sub-department information as applicable

Where do I get support?

If you have any questions or concerns about the Directory, or are unsure of how to update an entry after an initial attempt, contact the Directory Office for assistance at directory@uchicago.edu.

The Techbar, located on the first floor of the Joseph Regenstein Library, also offers walk-in support. Please note that office hours may change depending on holidays, academic quarters, and special events. Check Libraries & Hours for updates.