Wendy Dibean Normal 4 2002-09-03T18:03:00Z 2002-12-20T14:08:00Z U of Miami

Display of Information in Printed Phone Book and on Web

The printed phone book will display the following information for departments (assuming fields are filled in):

OR (if building is not indicated)

Sub-headings and sub-sub-headings are listed in alphabetical order under their parent heading. Job categories are also listed under their parent headings in alphabetical order with the exception of the "No Job Category" and "Faculty" job categories which display first in each heading/sub-heading. Employees listed in job categories are listed in alphabetical order by last name or by job title (it is your choice). The order that employees can be displayed is the first through fourth persons, if applicable, and then the job categories in the before mentioned order.

The web directory displays all other information unless the associated check box is un-checked.

Employees can update the following information through myUM: working title, work address, phone, fax, and e-mail. However, they cannot verify/update their preferred name, phone book title, or URL. An employee's street address is derived from his/her building, and an employee's PO address is derived from his/her department name.

The preferred name and phone book title are both used in the phonebook so it's important that both are correct.

View Your Listing

Steps

1. To view your listing as it would display in the phonebook if sent to the printer today, choose the option to "View Updated Phone Book Listing." If you are responsible for a large heading, this page may take a while to load. Please be patient.

Tip: All sub-headings are listed in alphabetical order and the default is that all employees are listed in alphabetical order by name (although you have the option to change to alphabetical by title). An exception is that you can list up to four people at the top of the main heading and each sub-heading. Street addresses print only if the room and building are missing, and room and building don't print for sub-headings if they have the same building as the main heading. Faxes print directly beneath the address. Although the content and order of information that appears in the "View Update Phone Book Listing" are what will appear in the printed phone book, the final style may be slightly different.

Update Heading/Sub-Heading Information

To update information related to headings and sub-headings, click on the link that says "Update Heading/Sub-Heading Information."

The "Update Heading/Sub-Heading Information" screen provides you with up to four options: "Edit Heading/Sub-Heading Information," "Add Sub-Heading from another Department," "Create New Sub-Heading," and "Delete Sub-Heading" (if you have only a main heading, with no sub-headings, you will not see the "Delete Sub-Heading" option).

Edit Heading/Sub-Heading Information

To edit your heading, a sub-heading, or a sub-sub-heading, including employees grouped by "job categories" (see below), select the heading/sub-heading/sub-sub-heading you want and click the "Edit" button. The next screen has address and display information for the selected heading/sub-heading that you should verify/update (remember you can click on the question mark next to the name of the item to see a help screen). If you don't want a given field displayed (or information doesn't exist -- e.g., no web or e-mail address or no obvious central phone number for a sub-heading), just leave it blank.

Tip: If a sub-heading exists only because you want to include a special phone number (e.g., an information or help line), edit heading and phone number but leave all other fields blank.

Steps

  1. Heading/Sub-Heading is the name of the selected heading/sub-heading (up to 255 characters). Headings appear in the first line to identify the department or group, sub-headings appear below the heading, and sub-sub-headings are nested under sub-headings. Sub-headings can be either names of "official" sub-departments or unofficial functional areas within your department.
  2. Phone Number is the main phone number for the selected heading/sub-heading.   Enter the area code in the first text box, the 3-digit prefix in the second text box, and the remaining 4 digits in the last text box. You have the option to add an extension by entering it in the "Ext." text box.
  3. Room Number is the room number for the selected heading (up to 25 characters). If the heading/sub-heading is not in a University building, leave the room blank and do not select a building (enter the street address instead).
  4. Building is the UM building for the selected heading. If the heading/sub-heading is not in an UM building, make sure the drop-down list says "Select Building" and leave the room blank (enter the street address instead).
    Tip: If you can't find the building you're looking for, try an alternative name (e.g., "Jackson East Tower" is listed under "Holtz Center (JMH Tower East)" and "Building 37" is listed under "Rhodes House"). If you still can't find the UM building you're looking for, send an e-mail to phonebook@miami.edu.
  5. Campus is the campus where the selected heading's office is located. If a building has been selected, this information will be selected for you and you will not be able to change it. If the office is not on campus, select "Off Campus Location" from the drop-down.
  6. Locator Code is the University locator code used for interdepartmental mail (up to 6 characters). If the office is not on campus, leave this text box blank. The locator code will print in the phonebook if a campus and a building are selected above.
  7. Street is the street address for the selected heading (up to 255 characters). If you have selected a building, the street address will be filled in automatically and you will not be able to change it. If it is incorrect, please notify phonebook@miami.edu as soon as possible to get this information corrected globally. If you have not selected a building, enter the street address for this heading. If you have selected a building, the street address will not print in the phonebook, but will display on the web directory.
  8. City/State/Zip for Street Address is the city, state, and zip code for the street address listed in the above item. Always enter the city, state, and zip if you've entered a street address. These items will display in the printed phone book if a building is not specified and a street address is specified. Enter the city in the first text box, select the two character postal code for the state, and enter the 5-digit zip code in the third text box. If you have selected a building, this information will be filled in automatically, and you will not be able to change it. If it is incorrect, please notify phonebook@miami.edu as soon as possible to get this information corrected globally.
  9. PO Box is the Post Office Box address for the selected heading. This will display in the web directory, not in the printed phonebook.
  10. City/Sate/Zip for P.O. Box is the city, state, and zip code for the PO Box address listed above. Always enter this information if you have entered a PO Box. These items will display in the web directory, not in the printed phonebook. If you do not know the heading's Plus 4 zip code, leave it blank.
  11. Fax Number is the number for the selected heading's main fax machine. Enter the area code in the first text box, the 3-digit prefix in the second text box, and the remaining 4 digits in the last text box.
  12. Department E-Mail Address is the central e-mail address for the selected heading/sub-heading. Enter the departmental e-mail address in the text box (be sure to include "@miami.edu" and don't use the e-mail address for an individual employee). If you do not want the e-mail displayed in the online directory, then uncheck the check box next to it. If you don't have an office e-mail, leave the field blank. This information will be displayed only in the web directory (not the printed phone book).
  13. Department Web Address is the web address for the selected heading's website (be sure to include "http://"). If you do not want the web address displayed in the online directory, make sure the check box next to it is not checked, or if the given sub-department doesn't have one, leave it blank. This information will be displayed only in the web directory (not the printed phone book).
  14. First Person is the person listed first below the address information for the heading. This is usually a unit head, but does not have to be. If you want this name displayed, make sure the check box is checked. If it doesn't matter the order the people display in, you can leave these drop-down menus at "Select Employee Name."
  15. Second person is the person listed just below the first person, just below the address information for the heading. This is usually the assistant to the first person or a secondary unit head. If you want this name to be displayed, make sure the check box is checked. If it doesn't matter the order the people display in, you can leave these drop-down menus at "Select Employee Name."
  16. Third person is the person listed third below the address information. This person will appear directly below the second person. This person is usually an office assistant or an assistant to one of the first two people listed. If you want this name to be displayed, make sure the check box is checked. If it doesn't matter the order the people display in, you can leave these drop-down menus at "Select Employee Name."
  17. Fourth Person is the person listed fourth below the address information for the heading. This person will appear directly below the third person. This is usually a secondary assistant. If you want this name to be displayed, make sure the check box is checked. If it doesn't matter the order the people display in, you can leave these drop-down menus at "Select Employee Name."
  18. Subheadings for this heading are listed in a box at the bottom of the page. You can indicate if you wish to display or not display a sub-heading in the phonebook by checking or un-checking the associated check box marked "Display in Phone Book." If you uncheck a sub-heading to not display, it will not delete the sub-heading from the system. You will need to use the delete option on the "Update Heading/Sub-heading Information" page to delete a sub-heading. In addition, you can indicate if you wish to display the sub-heading in the "header only" option, in which only the heading name, address information, first through fourth persons (but no other employees) will be displayed versus a full listing that includes this header information plus all employees selected for this sub-department. To display the full listing in the printed phone book for a particular sub-heading, make sure the check box underneath "Display Header Only" for that sub-heading is not checked.
  19. Job Categories are categories used to group people who perform a similar function. Each heading and sub-heading will have a default job category, called "No Job Category," which contains the names of employees not assigned to another job category for this heading. To add/delete employees from a given job category, select the radio button under "Add/Delete Employees in this category," and update names on a subsequent screen. If you want a job category to display, make sure the check box under "Display in Directory" is checked. If you want to delete a job category, select the check box under "Delete Job Category."
    Note: Deleting a job category will move all of the people currently placed in that job category to the "No Job Category" for that heading.
    Tip: If you need to add someone to a heading/sub-heading and they are not in a special job category, click the "No Job Category" option and add them there.
    Tip: When moving employees from one category to another, add the new category and assign employees first before deleting the old one (otherwise they will move into the "No Job Category" grouping when they are deleted). When moving a job category from one sub-department to another, create the new job category and assign its employees before deleting the old one (otherwise employees in the old category will move into the "No Job Category" grouping when the old sub-heading is deleted).
    Tip: You can select only one job category to work on at a time, but you will be given the option to update others once you have finished working on the first one.
    Tip: If a Job Category has no names, it will not display.
  20. Click "Update" to continue.
  21. If you selected to update a job category (by checking "Add/Delete Employees in this category"), you will see a screen where you should do the following:
    1. On the top of the screen you will be given the option to update the name of the job category.
    2. Next, you will see a green box listing employees currently assigned to this job category. To remove an employee, check the "Delete" check box next to that person's name. To keep an employee in this job category but just not display him/her in the directory, uncheck the "Display" check box.
    3. Employees in this heading who are not assigned to this job category are listed below the green box. To add one of them to the current job category, check the check box next to the person's name. You can add as many people to the job category as necessary.
    4. Indicate the desired order for displaying names within the job category by selecting either "List all other employees alphabetic by name," or "List all other employees alphabetic by title."
    5. Click "Continue," which will display a screen with option to edit another job category.
  22. If you do not wish to work with another job category or to add a new job category, click "Continue." Otherwise, select another job category to update and repeat previous step.
  23. Once you have completed working with existing job categories, or if you did not select "Add/Delete Employees from a job category," you will be given 2 options. If you need to add a new job category, check the radio button next to "Create a new job category heading" and click "Continue." Or, if you do not want to create a new job category, click the radio button next to "Finish updating this heading" and click "Continue."

  24. If you chose to create a new job category, you will see a screen where you should do the following:
    1. Type in the name as you would like it to display in the directory in the text box for the category name.
    2. Check the check box next to the name of each person you would like included in this new job category. You can check as many names as you want.
    3. Indicate the desired order for displaying names within the job category by selecting either "List all other employees alphabetic by name" or "List all other employees alphabetic by title."
    4. Click "Continue."
  25. Once you have completed adding a job category, you will be given 2 options. If you need to add a new job category, check the radio button next to "Create a new job category heading" and click "Continue." You will repeat the previous step. Or, if you do not want to create a new job category, click the radio button next to "Finish updating this heading" and click "Continue."

Add Sub-Heading from Another Department

If you want to add a sub-heading under your heading, and you know that department already has a listing of its own elsewhere in the phonebook, you can save yourself a lot of time by using the "Add Sub-Heading from Another Department" option. This way, any updates that are made in the external heading section are automatically reflected in your listing.

Steps

  1. First you must identify the name of the heading you would like to add to your listing.

    1. If you know the name, or part of it, type the name in the text box and click "Search." If your search yielded more than one result, you will be taken to a page that lists possibilities, grouped by main headings (at the top) and sub-headings (below main headings). Select the radio button next to the existing heading you would like to add to your listing and click "Submit."
    2. If the heading you were looking for is not in the list, search again.
    3. If you do not know the name, click on "go to a listing of all departments," which will display all headings and sub-headings in the system in an alphabetical drop-down list. Select the desired heading/sub-heading from the list and click "Submit."

  2. If your search yielded only one result, or you have selected the desired heading, you will be taken to a screen that has two tasks for you to complete.
    1. First, indicate where this new sub-heading belongs in your listing by selecting the radio button in the position you would like the new sub-heading to appear.
    2. Next indicate if you want only the header information to display (heading name, address, phone number, and unit heads) or if you want the full listing to display (all job categories and people in addition to the header information). Select the radio button next to your choice of display types.
    3. Click "Place Here."

    Tip: You cannot add a sub-sub-heading from another department, only main headings (the most common use) and sub-headings.
    Tip: You cannot add employees to a sub-heading from another department.

Create New Sub-Heading

If the sub-heading you want to add doesn't already exist elsewhere, go to the "Update Heading/Sub-Heading Information" options page and click the "Add" button next to "Create New Sub-Heading."

 

Tip: You can create a "dummy" sub-department if you want to include a special phone number (e.g., an information or help line).  In these cases fill in the phone number but leave all other fields blank.

Steps

  1. Insert the new sub-heading information by following the instructions in "Edit Heading/Sub-Heading Information" steps 1-17.
  2. Click "Add."
  3. Indicate where this new sub-heading belongs in your listing by selecting the radio button where you would like your new sub-heading to appear.
  4. Click "Place Here."
  5. Next you will be given the option to create a job category or finish updating this sub-heading.  Select "Create a new job category heading" and click "Continue," you will need to do the following.  If you do not want to create a new job category, skip to step 7.
  6. If you chose to create a new job category, you will be asked to enter a category name.  
    1. Type in the name as you would like it to display in the directory in the text box for the category name.
    2. Check the check box next to the name of each person you would like included in this new job category. You can check as many names as you want.
      3.  
    3. Indicate the desired order for displaying names within the job category by selecting either "List all other employees alphabetic by name" or "List all other employees alphabetic by title."
    4. Click "Continue," which will give you the option to add another new job category or finish updating this sub-heading.
    Tip: If a Job Category has no names, it will not display.
    Note: If you want to add employees to the new sub-heading, but you do not want to list them in a job category, you will need to finish this process, then follow the steps to edit this new sub-heading, and select the option to edit the "No Job Category" job category.
  7. If you do not want to add a new job category, just select "Finish Updating this Heading."
  8. Click "Continue."

Delete Heading/Sub-Heading Information

If you would like to delete a sub-heading, select the sub-heading from the drop-down and click "Delete."
Tip: You are not allowed to delete your main heading yourself. Send an e-mail requesting the deletion to phonebook@miami.edu.

Steps

  1. You must confirm that you really want to delete the sub-heading you have chosen. Do this by clicking "Confirm Delete."
  2. If this is not the sub-heading you wanted to delete, click "Do not delete and return to Update Heading/Sub-Heading Information."

Update Employee Information

To update information on people within your headings, click on the link that says "Update Employee Information."

The "Update Employee Information" screen provides you with four options. They are "Add/Reassign 'New' Employee," "Edit Employee Information," "Add Employee Not Listed," and "Delete Employee." If you have no new employees to add or reassign, the "Add/Reassign New Employee" option will not appear. If you do not have any employees you are allowed to delete (you can delete only those created using the "Add Employee Not Listed" option), the "Delete Employee" option will not appear.

Add/Reassign 'New' Employees

Every night, the system is updated to remove employees who are no longer with the University, to update information on existing employees, and to add new employees. If new employees are added to your heading, they will appear in the add/reassign drop-down menu. From here, you can add a new employee to your listing (and update his/her information) or reassign him/her to another main directory heading. Please try to take care of new employees as they appear -- the goal is to have none in this list.

Steps

  1. Choose an employee from the drop-down list and click the "Add" Button.
  2. Now you have two options.
    1. If the employee you have selected does not belong in your heading, you can use the first option to reassign that employee to the heading where s/he belongs (which means this employee will no longer show up in your directory listing once you have reassigned him/her).
    2. If the employee belongs in your heading, you should verify/update his/her information and place him/her in the appropriate heading in your listing (step 4 below).
  3. To reassign this employee to another heading, select the heading you wish to send the employee to from the drop-down menu. Then click "Send." If you choose this option, you don't need to do anything else.
  4. If the employee belongs in your heading, verify/update his/her information.
    Tip: Only the employee's name, phone book title, and phone number will appear in the printed phone book. However, all other fields that you fill in and check for display will appear in the web directory when individuals inside and outside UM look up the employee to obtain his/her contact information.
    1. Official Name is the official name from the Human Resources System. You are not allowed to change the employee's official name through this directory update system. To change an official name, the employee will need to contact Human Resources and provide documentation of the name change.
    2. Preferred Name is the name you would like to display in the online directory and the printed phone book. Select the desired prefix from the drop-down menu. Enter the employee's preferred first name in the first text box. Enter the employee's preferred middle name in the second box (or leave blank if he/she does not normally use the middle name). Enter the employee's preferred last name in the third box. If a suffix is needed, select it from the dropdown list at the end of the line.
      Tip: Do not select both a prefix of "Dr." and a suffix of "Ph.D." (i.e., "Dr. John Doe" or "John Doe, Ph.D.," not "Dr. John Doe, Ph.D.")
      Note: Any changes to preferred name here will not be reflected in the Human Resources System.
    3. Current Official Title is the employee's official working title from the Human Resources System. To request a change to the employee's current official title, click on the "Change" link next to the title.
      1. If you click on the "Change" link, a new window will pop up and display the current title and a text box for the new title.
      2. Enter the title (up to 30 characters) in the text box and click "Submit."
      3. When you click Submit, a form requesting the change in the employee's Working or Professional Title will be e-mailed by the system to the appropriate Human Resources or Faculty Affairs Office for its approval. Changes may not be reflected in this system for several days, so you should not re-submit a change if it doesn't show up right away.
    4. Phone Book Title (up to 50 characters) is the title that you would like to display for this employee in the directory. This title is not official and will not update the Human Resources System. Therefore, if the employee's working title is not descriptive of his/her function in this department, enter an appropriate Phone Book Title that is (e.g., "Chair" or "Director of Graduate Studies" for faculty who serve in those capacities or "Director of XXX" for faculty who head a center, institute, or support department).
      Tip: An employee can have only one phone book title within your heading (including all sub-headings) so choose a title that will be appropriate if the employee appears under more than one sub-heading.
    5. Phone Number is the publicly listed phone number that should be used to contact this employee. The area code is in the first text box, the 3-digit prefix in the second text box, and the remaining 4 digits in the third text box. You can enter an extension for each person in the box provided. Do not enter "ext."
    6. E-mail address is the employee's e-mail alias (not the employee's preferred e-mail address). You cannot update the e-mail address but if you think it is wrong, notify the employee so he/she can log into myUM to update where this e-mail alias will point. This address will be used by the directory system to notify the employee if his/her directory information has been changed, and will display in the online directory.
    7. Fax Number is the fax number where the employee receives faxes. If the employee does not have access to a fax machine, you can leave the text boxes blank. The area code is in the first text box, the 3-digit prefix in the second box, and the remaining 4 digits in the last text box.
    8. Department Name (up to 30 characters) is the department name that displays in the second line on the employee's mailing label. This is not used in the phonebook or online directory. If you need to update the department name, select the new department name from the drop-down list.
      Note: A department name must be selected in order to save the information for this person.
      Note: The department name generates the PO Box address for this person, so if you are unsure what department to use, check the table.
    9. Room and Building is the room and building of this employee's office, if the employee is located in an UM-owned building. If the employee is not located in an UM-owned building, leave the room blank and do not select a building. You will be able to enter the street address below. Select the room type from the drop-down menu. Update the room number if necessary and then, select the correct building from the drop-down menu. If you can't find the building you're looking for, try an alternative name (e.g., "Jackson East Tower" is listed under "Holtz Center (JMH Tower East)" and "Building 37" is listed under "Rhodes House"). If you still can't find the UM-owned building you're looking for, send an e-mail to phonebook@miami.edu. If this employee is not in an UM-owned building, leave the building drop-down at "--Select Building--" (and be sure to enter the street address below).
      Note: Either a room and building or a street address must be entered for each person in order to update the information and place him/her in the directory.
      Note: The building generates the campus and street address for this person. Check the table.
    10. Campus is the campus where this employee's office is located. Be sure the correct campus is selected from the drop-down menu. If the employee is not on a campus, set the drop-down menu to "Off Campus Location."
      Note: If you have selected a building above, the campus will be filled in automatically, and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
    11. Locator Code (up to 5 characters) is the University locator code used for interdepartmental mail. If the department is not on campus, leave this blank.
      Note: If a campus is selected, you will not be able to update this person until a locator code is entered.
      Note: If the employee is on the Coral Gables Campus, Locator Code will be used to fill in the PO Box Zip Plus 4 information.
    12. Street Address (up to 30 characters) is the street address where the employee's office is located (not the P.O. box, which has its own field). If you need to change the address and you have not selected a building above, highlight the address in the text box and type in the correct address. If there is no street address displayed, click in the text box and type in the address.
      Note: If you have selected a building above, the street address will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
      Note: If you have not selected a building above, you will be not be able to save the information for this person and display him/her in the directory until you have entered a street address.
    13. City is the city where that corresponds to the street address entered above.
      Note: If you have selected a building above, the city will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
      Note: If you have not selected a building above, you will not be able to save the information for this person and display him/her in the directory until you have entered a city.
    14. State is the state that corresponds to the street address entered above.
      Note: If you have selected a building above, the state will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
      Note: If you have not selected a building above, you will not be able to save the information for this person and display him/her in the directory until you have entered a state.
    15. Zip Code is the zip code that corresponds to the street address entered above.
      Note: If you have selected a building above, the zip code will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
      Note: If you have not selected a building above, you will not be able to save the information for this person and display him/her in the directory until you have entered a zip code.
      Tip: For offices on the Coral Gables campus, use 33146 for the zip instead of 33124, which is the zip associated with the P.O. Box.
    16. P.O. Box (up to 255 characters) is the post office box address for the employee.
      Note: This will be filled in based on the department name you have selected above and you will not be able to change it. If this is not the correct PO Box, check the department name drop-down for another department name that may more accurately describe this person's department. If the correct department name is selected and the PO Box is still incorrect, please contact phonebook@miami.edu.
    17. City is the city that corresponds with the PO Box entered above.
      Note: The city will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
    18. State is the state that corresponds with the PO Box entered above.
      Note: The state will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
    19. Zip code is the zip code that corresponds with the PO Box entered above.
      Note: The zip code will be filled in for you and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu.
    20. Zip Plus 4 is the zip codes four digit extension. If you have selected Coral Gables Campus above, this information will be filled in for you based on your locator code. If you have selected Medical Campus above, this information will be filled in based on your PO Box. If you have selected any other campus, you will need to enter in the zip plus 4 that corresponds with your PO Box, if you know it.
    21. Web Address for Official Employee Page is the Universal Resource Locator (URL) for the employee's official web page (i.e., a page that includes official information about the employee, not personal information such as family news). Do not enter the URL for a personal web page. If the employee does not have an official web page, leave this text box blank. Make sure to include "http://" at the beginning of the URL.
    22. Functions (up to 255 characters) indicate the areas for which the selected employee is responsible. This will allow people using the online directory to search for the appropriate person to contact if they need a particular publication, form, or help with a service supported by this employee. If your office has a service, form, or publication used by a number of people across the University, enter an appropriate key word (e.g., "retirement," "BERF," "Fact Finder") in the Function field(s) for the employee in charge of handling requests related to that service, form, or publication. It's okay to use more than one word as long as the total length does not exceed 255 characters. You have the option to enter up to six functions for each person.
    23. Heading in which employee should appear indicates the sub-heading (or main heading) in which this person belongs. Select the appropriate heading from the drop-down menu. If you do not want this person to display in the directory, select "Do not Display" from the drop-down. You will be given the option to add this person to more headings once you go on to the next screen.
    24. Click "Update."
    25. If you selected a heading, you will be asked to select which job category you would like this person displayed in. Check the check box(es) next to the name(s) of the job categories you would like to place this person in and click "Continue."
    26. You will be asked if you would like to place the person in another heading. If you do, select the heading from the drop-down list. You will be asked again which job categories you want this person to be placed in. Repeat this step as often as needed. If not, just click "Continue."

Edit Employee Information

To update information about an employee already in your listing, select the employee's name from the drop-down list next to "Edit Employee Information" on the Update Employee Information screen and click "Edit." This will allow you to update information about that employee as well as remove the employee from display in a heading or sub-heading.
Note: Unless otherwise indicated, information for employees comes from the Human Resources (HRS) system and your updates will be loaded into the Human Resources System. Also, any updates done through myUM or PIDMS will be loaded into this system on a nightly basis.
Tip: Only the employee's name, phone book title, and phone number will appear in the printed phone book. However, all other fields that you fill in and check for display will appear in the web directory when individuals inside and outside UM look up the employee to obtain his/her contact information.

Steps

  1. Update the employee's information by following the instructions in step 4 (a-v) in "Add/Reassign a 'New' Employee."
  2. The green box at the bottom of the screen lists all the headings in which the selected employee is currently displayed. If you would like to remove this employee from displaying in one of the headings, uncheck the check box that says "Display this person in Phone Book."
    Note: This will not delete this person from the sub-heading. If you would like to delete this person from the sub-heading, you will need to go to the option to "Edit Heading/Subheading Information" and select the desired heading/subheading next to Edit. Then go to the bottom of the page and select "Add/Delete Employees from this job category." Once editing the job category, you can choose the check box next to delete for the person you want to remove from the job category.
    Note: If you want to add this person to a heading not listed here, you will need to go to the option to "Edit Heading/Subheading Information" and select the desired heading/subheading. Then go to the bottom of the heading/subheading page and select a desired job category (or the "No Job Category" option if he/she should not be in a special category), select the "Add/Delete Employees in this job category" radio button, and then check the name on the screen that appears next.
  3. Click "Update" to submit the changes.
  4. Or, if you did not make any changes, select "No Updates, Return to Update Employee Information."

Add Employee Not Listed

If you need to list a person in your heading who is not in your "Add/Reassign 'New' Employees' drop-down or "Edit Employee" drop-down, you can use the "Add Employee Not Listed" option. You will be provided 2 methods to add an employee: 1) you can search for someone who is employed at the University (but in another department) and add him/her to your listing, or 2) you can add a person who is not employed by the University by providing relevant information.

Tip: Only the employee's name, phone book title, and phone number will appear in the printed phone book. However, all other fields that you fill in and check for display will appear in the web directory when individuals inside and outside UM look up the employee to obtain his/her contact information.

Tip: If a new hire does not show yet, follow up with the office that submits paperwork for new hires, and if paperwork has been submitted, follow up with the appropriate Human Resources or Faculty Affairs office for your campus. If the person's paperwork will not be posted by the deadline for approving the phone book, you can temporarily add the employee, using the option for a person not a UM employee (all you need to enter is name, title, and phone number). Realize, however, that once the paperwork is posted, you will need to delete the record that you temporarily created earlier and then update the new employee listing.

Steps for adding someone whose primary assignment is in another department

  1. Enter the first name and/or last name of the person you would like to add to your listing.
  2. Click "Search."
  3. If your search yields more than one result, a page listing all of the employees matching your criterion will appear. Click the radio button next to the employee you would like to add. If the person you are looking for is not listed, you can update your search at the bottom of the page.
    Note: Only the first 100 employees will be listed.
  4. Once you have narrowed the search to the correct person, you will be able to update information about that individual.
    Note: Information that you change for this employee will not update the Human Resources System and will not update the information for the employee's primary listing elsewhere in the directory. Changes will affect only your listing.
    1. Official Name is the official name from the Human Resources System. You are not allowed to change the employee's official name through this directory update system. To change an official name, the employee will need to contact Human Resources and provide documentation of the name change.
    2. Preferred Name is the name you would like to display in the online directory and the printed phone book. Select the desired prefix from the drop-down menu (if the name is already supplied from HRS, be sure the prefix has been set. Enter the employee's preferred first name in the first text box. Enter the employee's preferred middle name in the second box (or leave blank if he/she does not normally use the middle name). Enter the employee's preferred last name in the third box. If a suffix is needed, select it from the drop-down list at the end of the line.
      Tip: Do not select both a prefix of "Dr." and a suffix of "Ph.D." (i.e., "Dr. John Doe" or "John Doe, Ph.D.," not "Dr. John Doe, Ph.D.")
    3. Title (up to 50 characters) is the title that you would like to display for this employee in the directory. The phonebook title associated with the employee's primary assignment will be loaded initially. If this title is not descriptive of the employee's responsibilities in this department, enter a title that is appropriate (e.g., "Director of XXX" for faculty who head a center, institute, or support department).
      Tip: An employee can have only one title within your heading (including all sub-headings) so choose a title that will be appropriate if the employee appears under more than one sub-heading.
    4. Phone Number is the publicly listed phone number that should be used to contact this employee. The phone number associated with the employee's primary assignment will be loaded initially. If it is different for this department, update the phone number. The area code is in the first box, the 3-digit prefix in the second box, and the remaining 4 digits in the third box. You can enter an extension for each person in the box provided. Do not enter "ext."
    5. E-mail address is the employee's e-mail alias (not the employee's preferred e-mail address). You cannot update the e-mail address but if you think it is wrong, notify the employee so he/she can log into myUM to update where this e-mail alias will point. This address will be used by the directory system to notify the employee if his/her directory information has been changed and in the online directory.
    6. Fax Number is the fax number where the employee receives faxes. The fax number associated with the employee's primary assignment will be loaded initially. If it is different for this department, update the fax number. If the employee does not have access to a fax machine, you can leave the text boxes blank. The area code is in the first text box, the 3-digit prefix in the second box, and the remaining 4 digits in the last text box.
    7. Room and Building is the room and building of this employee's UM-owned office. The room and building associated with the employee's primary assignment will be loaded initially. If it is different for this department, update this information. If the employee is not located in an UM-owned building, leave the room blank and do not select a building. You will be able to enter the street address below. Update the room number if necessary and then, select the correct building from the drop-down menu. If you can't find the building you're looking for, try an alternative name (e.g., "Jackson East Tower" is listed under "Holtz Center (JMH Tower East)" and "Building 37" is listed under "Rhodes House"). If you still can't find an on-campus building you're looking for, send an e-mail to phonebook@miami.edu. If this employee is not in an UM-owned building, leave the building drop-down at "--Select Building--" (and be sure to enter the street address below).
      Note: The street address and campus are generated based on the building you select.
    8. Campus is the campus where this employee's office is located. Select the appropriate campus for this assignment from the drop-down menu. If the employee is not on a campus, select "Off Campus Location" from the drop-down menu
      Note: If you selected a building above, the campus will be selected for you and you will not be able to change it.
    9. Locator Code (up to 5 characters) is the University locator code used for interdepartmental mail. The locator code associated with the employee's primary assignment will be loaded initially. If it is different for this department, update the locator code. If the department is not on campus, leave this blank. Always enter a locator code if the room and building are filled in.
    10. Street Address (up to 30 characters) is the street address where the employee's office is located (not the P.O. box, which will be entered later). If you selected a building above, the street address associated with the building will be entered in and you can not change it. If it is incorrect, please contact phonebook@miami.edu. If you have not selected a building, highlight the address in the text box and type in the address. If there is no address there, click in the text box and type in the address.
    11. City is the city that corresponds to the street address entered above. If you have selected a building above, the city associated with that building will be entered and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu. If you have not selected a building, make sure to enter the correct city for this person.
    12. State is the state that corresponds to the street address above. If you have selected a building above, the state associated with that building will be entered and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu. If you have not selected a building above, make sure to enter the correct state for this person.
    13. Zip Code is the zip code that corresponds to the street address above. If you have selected a building above, the zip code associated with that building will be entered and you will not be able to change it. If it is incorrect, please contact phonebook@miami.edu. If you have not selected a building above, make sure to enter the correct zip code for this person.
      Tip: For offices on the Coral Gables campus, use 33146 for the zip instead of 33124, which is the zip associated with the P.O. Box.
    14. P.O. Box (up to 255 characters) is the post office box address for the employee. The P.O. Box associated with the employee's primary assignment will be loaded initially, if available. If it is different for this department, update the P.O. Box.
    15. City is the city that corresponds with the PO Box entered above. The city associated with the employee's primary assignment will be loaded initially, if available. If it is different for this department, update the city.
    16. State is the state that corresponds with the PO Box entered above. The state associated with the employee's primary assignment will be loaded initially, if available. If it is different for this department, update the state.
    17. Zip code is the zip code that corresponds with the PO Box entered above. The zip code associated with the employee's primary assignment will be loaded initially, if available. If it is different for this department, update the zip code.
    18. Zip Plus 4 is the plus four digits of the zip code that corresponds to the PO Box entered above. If the person is on the Coral Gables Campus, this is automatically filled in with the person's locator code. If this person is on the Medical Campus, this is automatically filled in based on the person's PO Box. If the person is on another campus or not on a campus, please enter the zip plus 4, if you know it.
    19. Web Address for Official Employee Page is the Universal Resource Locator (URL) for the employee's official web page (i.e., a page that includes official information about the employee, not personal information such as family news). The URL associated with the employee's primary assignment will be loaded initially, if available. If it is different for this department, update the URL. Do not enter the URL for a personal web page. If the employee does not have an official web page, leave this text box blank. Make sure to include "http://" at the beginning of the URL.
  5. Heading in which employee should appear is the heading in which you would like this employee to be displayed. Select from the drop-down the heading you would like to place this person in.
  6. Click "Update."
  7. On the next screen, you will need to choose what job category within the selected heading you would like this person to be listed under. If you do not want this person to be displayed under a job category, check the check box next to "No Job Category" and click "Continue."
  8. If you would like to display this employee in another heading, select the heading from the drop-down list on the next screen. If you do not want to add this employee to another heading, leave it at "--Select a Heading/Sub-Heading--"
  9. Click "Continue."

Steps for adding a person who is not a UM employee

  1. If the person you would like to add to your listing is not a UM employee, click "Add someone not employed by UM."
  2. Update information about that individual.
    Note: Information that you change for this employee will not update the Human Resources System. Changes will affect only your listing.
    1. Name is the name you would like to display in the online directory and the printed phone book. Select the desired prefix from the drop-down menu. Enter the employee's preferred first name in the first text box. Enter the employee's preferred middle name in the second box (or leave blank if he/she does not normally use the middle name). Enter the employee's preferred last name in the third box. If a suffix is needed, select it from the dropdown list at the end of the line.
      Tip: Do not select both a prefix of "Dr." and a suffix of "Ph.D." (i.e., "Dr. John Doe" or "John Doe, Ph.D.," not "Dr. John Doe, Ph.D.")
    2. Title (up to 50 characters) is the title that you would like to display for this employee in the directory.
      Tip: An employee can have only one title within your heading (including all sub-headings) so choose a title that will be appropriate if the employee appears under more than one sub-heading.
    3. Phone Number is the publicly listed phone number that should be used to contact this employee. The area code is in the first text box, the 3-digit prefix in the second text box, and the remaining 4 digits in the last text box. You can also enter an extension in the text box provided. Do not enter "ext."
    4. E-mail address is the employee's e-mail address. This will display in the online directory.
    5. Fax Number is the fax number where the employee receives faxes. If the employee does not have access to a fax machine, you can leave the text boxes blank. The area code is in the first text box, the 3-digit prefix in the second box, and the remaining 4 digits in the last text box.
    6. Room and Building is the room and building of this person's UM-owned office. If the employee is not located in an UM-owned building, leave the room blank and leave the building drop-down at "--Select Building--" (and be sure to enter the street address below). If the office is in an UM-owned building, enter the room number and select the correct building from the drop-down menu. If you can't find the building you're looking for, try an alternative name (e.g., "Jackson East Tower" is listed under "Holtz Center (JMH Tower East)" and "Building 37" is listed under "Rhodes House"). If you still can't find an on-campus building you're looking for, send an e-mail to phonebook@miami.edu.
      Note: The building you select will be used to get the appropriate street address and campus information associated with this building.
    7. Campus is the campus where this employee's office is located. Select the campus from the drop-down menu. If the employee is not on a campus, set the drop-down menu to "Off Campus Location."
      Note: If you selected a building above, campus will be set for you and you will not be able to change it.
    8. Locator Code (up to 5 characters) is the University locator code used for interdepartmental mail. If the person is not on campus, leave this blank. Always enter a locator code if the room and building are filled in.
      Note: If the campus is Coral Gables Campus, this will be used to fill in the zip plus 4 information for the PO Box.
    9. Street Address (up to 30 characters) is the street address where the person's office is located (not the P.O. Box, which you will enter below). If you selected a building above, this will be filled in for you and you will not be able to change it.
    10. City is the city associated with the street address for this person. If you have selected a building above, this information will be filled in for you, and you will not be able to change it.
    11. State is the state associated with the street address for this person. If you have selected a building above, this information will be filled in for you, and you will not be able to change it.
    12. Zip Code is the zip code associated with the street address for this person. If you have selected a building above, this information will be filled in for you, and you will not be able to change it.
      Tip: For offices on the Coral Gables campus, use 33146 for the zip instead of 33124, which is the zip associated with the P.O. Box.
    13. P.O. Box (up to 255 characters) is the post office box address for the employee.
    14. City is the city associated with the PO Box entered above.
    15. State is the state associated with the PO Box entered above.
    16. Zip Code is the zip code associated with the PO Box entered above.
    17. Zip Code Plus 4 is the "plus 4" number for the zip code associated with the PO Box entered above. If the person is on the Coral Gables campus, this will be filled in for you based on locator code, and if the person is on the Medical campus, this will be filled in for you based on your PO Box.
    18. Web Address for Official Employee Page is the Universal Resource Locator (URL) for the employee's official web page (i.e., a page that includes official information about the employee, not personal information such as family news). Do not enter the URL for a personal web page. If the employee does not have an official web page, leave this text box blank. Make sure to include "http://" at the beginning of the URL.
    19. Functions indicate the areas for which the selected employee is responsible. This will allow people using the online directory to search for the appropriate person to contact if they need a particular publication, form, or help with a service supported by this employee. If your office has a service, form, or publication used by a number of people across the campus, enter an appropriate key word (e.g., "retirement," "BERF," "Fact Finder") in the Function box(es) for the employee in charge of handling requests related to that service, form, or publication. It's OK to use more than one word as long as the total length does not exceed 255 characters. You have the option to enter up to six functions for each employee.
    20. Heading in which employee should appear is the heading in which you would like this employee to be displayed. Select from the drop-down the heading you would like to place this person in.
    21. Click "Add."
  3. On the next screen, you will need to choose what job category within the selected heading you would like this person to be listed under. If you do not want this person to be displayed under a job category, check the check box next to "No Job Category" and click "Continue."
  4. If you would like to display this employee in another heading, select the heading from the drop-down list on the next screen. If you do not want to add this employee to another heading, leave it at "--Select a Heading/Sub-Heading--"
  5. Click "Continue."

Delete Employees

If you need to delete an employee from your listing, you will use this option.
Note: You are not able to delete employees who are official employees of the University and who have not been manually added.
Tip: If you want to suppress the display of an employee, go to the option to edit the employee, scroll to the bottom of the screen and uncheck the Box that says "Display this person in the Phone Book."

Steps

  1. Select the employee you would like to delete from the drop-down list, and click "Delete."
  2. To confirm the delete of this employee, click "Delete."
  3. If this person is in more than one job category for the selected heading, you will be asked to choose the job categories you want to remove this person from. Select the check box next to the job category(es) you would like to delete this employee from. Click "Delete." Employees will be kept in other job categories unless explicitly deleted from them.