How to update the directory
Faculty and Staff members
Individual human resource records for faculty and staff are created by one of the following administrative offices: Human Resources creates records for managerial & professional, clerical & technical, and service & maintenance staff; the Provost's Office creates records for faculty; and, each professional school’s Registrar’s Office creates records for graduate students.
Updating and displaying personal information
At anytime during the year, faculty and staff members can update their own names, home addresses, and phone numbers (home, cell and Yale office/lab) through My Pay and Info located on the Yale portal.
In order for the home address, home phone number and/or spouse’s name to display in printed directory, this option must be selected in My Pay and Info. If this step is not taken, personal information will not be displayed in either version of the directory and will be kept confidential.
View instructions on how to update and display personal information in the online and printed directories.
NOTE: To update benefits information such as changing a beneficiary, please do so in My Benefits (located on the Yale portal).
For more details on updating personal information, please review the Frequently Asked Questions on the My Pay and Info resources page. If you have difficulty updating your record, please consult with your department’s Directory Coordinator who may be able to update your record on your behalf. For additional help and questions, please contact the Employee Services Center at firstname.lastname@example.org or 203-432-5552.
Directory Update Team and Other Resources
Every spring, a cross-departmental team reviews and updates the University Directory: Yale’s Office of Public Affairs and Communications orchestrates these activities, the Learning Center provides training; and, certain designated staff members from Human Resources, Faculty Services and YSM Financial Operations provide updates to sensitive or confidential information in individual’s profiles in Yale’s system of record (Oracle).
View Directory Update Team contact information and details.
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Each department has at least one designated Directory Coordinator who is responsible for making certain changes to faculty and staff member profiles in their department in Yale’s system of record (Oracle) when the individual is unable to make the update his or herself in My Pay and Info. These changes can be made at any time throughout the year and include updating office addresses, titles, leaves of absence, and employee supervisors’ names.
Annual Directory review process
Every spring, Directory Coordinators participate in a university-wide review to ensure that the directory is fully updated for the next academic year. This includes updating the following: academic calendars for the upcoming year; individual, administrative and organizational listings; campus maps, campus addresses, and fax numbers.
When the update process is complete, a printed version of the directory is produced by the Office of Public Affairs and Communications. After the printed version is completed, all sections of the directory are posted online. With the exception of the individual listings, the directory is displayed online just as it is presented in the printed version; these sections are updated once a year. Individual listings are updated year-round and reflect the most recent changes.
ATTENTION: Important Information for Directory Coordinators
If you are a Directory Coordinator, please review the following information regarding the spring-time annual directory review process:
- View the Production Schedule for training dates and directory review deadlines.
- View the Directory Coordinators User Guide for complete instructions for all tasks and procedures.
Tip: If you open this guide on your computer, you’ll be able to click the links to access additional resources; if you print the guide, the links will not be available.
Spring 2012 - New Update process for Academic Calendars, Directory of Organizations, Fax Listings, and Offices of Administration
Beginning in May 2012, Directory Coordinators will use an electronic process for submitting department updates for the following sections of the directory: Academic Calendars, Directory of Organizations, Fax Listings, and Offices of Administration.
To submit an update for one of these directory sections:
- Download the pdf for the directory section you wish to make changes to by clicking on the corresponding link on the left navigation under Current Directories and saving the pdf file to your local computer with a new file name.
- Edit the pdf according to the instructions in the Directory Coordinators User Guide and save your revisions, then
- Submit your file via the Directory Update Cover Form.
The above process does not apply to submitting updates to the Directory of Individuals. To make an update to this section, please click on the link below for more information.