2009/2010 DRAFT CHANGES:
Please confirm updates pages are accurate for your department. Please submit a ROUND 2 cover sheet with mark ups if any additional changes are needed.
What Is The Directory?
The Yale University Directory is a resource tool containing individual phone and address listings for faculty and staff, maps, buildings, organizations, academic calendars, fellows and officers, administration, members of the Yale community and departmental fax numbers. There is both a hard copy bound directory published annually on September 1 with information current as of the July 1, as well as an online version which is current as of 24hrs from entry into an individual's HR personnel profile.
Directory information is entered into the Oracle HR application under the individual's profile by departmental staff. These include HR data entry folks as well as Directory Coordinators. As directory entries have payroll, tax, social security, benefit and emergency preparedness implications there can be damaging repercussions if incorrect data is entered into the system. The Directory can also serve as a historical record for generations to come.
Who Should be the Directory Coordinator?
Because the directory is so important, we would like you to be sure that the role of Directory Coordinator is given to someone in your department who has the best chance of knowing and reviewing what any updates might be. The Coordinator should be someone who has an in-depth knowledge of their department, particularly in the area of organizational hierarchy and employees with multiple assignments and titles. In addition, the HR data entry staff should also possess this knowledge base as they too affect the directory listings. It is helpful if these individuals have an appropriate level of department and community experience and are likely to make changes with some memory and understanding of what has happened that year in order to filter information properly. This isn't always possible; but it is desirable!
Who is included in the Directory?
The Directory contains all Faculty, Post Doc Fellows and Post Doc Associates, M&P and C&T employees by default. Conversely, if any employee falls in these job categories and the 'Print in Directory' flag is set to 'No', we will exclude them. In addition, if there are employees who fall outside of these job categories, (i.e., consultants, associates, voluntary faculty) and the department wishes them to be included in the printed version of the Directory, their 'Print in Directory' flag needs to be manually set to 'Yes'.
How the Directory is Compiled?
As you may be aware, the initial entry of an employee record is done centrally from two or three different offices. Human Resources enters information for M&P, C&T, S&Ms; the Provost 's Office enters faculty information; and each Professional School Registrar's Office handles graduate students. This is what makes the entire process so complicated, and makes it necessary for everyone to handle the work perfectly in order to achieve the desired outcome.
Only three departments actually enter information. All departments, however, have the ability to UPDATE personal records once entered for all employees as well as students. These updates include addresses and phone (both office and home), titles (including leave of absence), and employee supervisors. These updates are done by departmental HR data entry folks and Directory Coordinators.
