The Electronic Directory: FAQ for Faculty and Staff

CITES > electronic directory > faq for faculty and staff

Some information in my Electronic Directory entry is wrong. How do I change it?

Some of the information in your Electronic Directory (ED) entry is taken from the Banner system; some of it is information that you can add or change.

Below is a list of the fields that are filled by extracting the information from the Banner system. The Banner system receives this information from the Office of Payroll.

Note that this information cannot be edited using the Electronic Directory Editor and must be changed at the source.

ED Fields Originating from the Office of Payroll

ED Field Name	Where to Change It
pretty_name	Human Resources
first_name	Human Resources
middle_name	Human Resources
last_name	Human Resources
name_suffix	Human Resources
phone (this duplicates the office_phone field)
address (this duplicates the office_address field)
office_address	NESSIE
office_phone	NESSIE
department	ECOS form
title	ECOS form

Information You Can Add or Change

Updates to the following fields can be made with the Electronic Directory Editor. You will need to know your NetID and NetID password.

ED Field Name	Notes
email	This is specific email address that will receive all mail sent to yourNetID@uiuc.edu. More information
fax
other_phone
other_address
office_location
office_address
proxy
nickname
www	Here you may insert a web address for your home page, if you have one.
pager

NOTE: If you are both a student and an employee (e.g., a graduate assistant at the University), your Electronic Directory data comes from both student and employee data systems. To maintain correct address and phone number data, you will need to follow the procedures for both students and employees.

I'm a professor and my office recently moved to a new building. I changed my data in NESSIE but my Electronic Directory entry still shows my old address and phone number. What's wrong?

Employee data is transferred into the Electronic Directory approximately twice per week, so your update will not appear immediately.

I don't want my office address and office phone number to appear. What can I do about this?

There is no provision for suppression of office address and office phone because your employment with the University is a matter of public record.

My home address and home phone are in NESSIE. Is this data in the ED?

No. Employee home address and phone number information does not appear in the ED.

NOTE: If you are an employee who is also a student, please note the following:

Because you are an employee, your local address and phone information is suppressed. But if you register for a class with Banner Web Registration and enter your local information there, it will appear in the ED.

If you wish to have this information hidden, you may opt for FERPA suppression as a student, but your entire ED entry will then be suppressed.

I'm both an employee and a student, and I'm considering FERPA suppression. How does FERPA suppression affect my Electronic Directory entry?

In accordance with the University's implementation of FERPA, CITES is required to conceal the fact that you exist as an employee at the University of Illinois. As a result, your friends and colleagues will not be able to look you up in the Electronic Directory.

If you have chosen FERPA suppression, your entire Electronic Directory entry may be concealed. This affects graduate assistants as well as faculty/staff who may be enrolled in a credit or non-credit program.

FERPA-suppressed students may also encounter difficulty using the CITES Software WebStore to download software. The terms of some software licenses require verifying the type of affiliation you have with the University. For FERPA-suppressed individuals, this information is concealed and cannot be verified by the Software WebStore. Individuals who are FERPA-suppressed who encounter difficulty downloading software via the CITES Software WebStore should contact the CITES Help Desk. The CITES Help Desk staff will assist you with alternative methods of obtaining the software you need.

Do I really want to do this? Now no one can find me or even see the information I consider public!

That's a decision you and you alone can make. You need to balance your privacy needs against the inconvenience that the complete concealment of FERPA suppression can impose. Many people find suppression a necessary protective step, but many other people find that it can cause as many problems as it solves. As a result, you need to consider your needs carefully before making this decision. The Office of Admissions and Records can provide further details about student suppression.

I'm not concerned about my presence in the paper student/staff directory, or feel like going so far as to conceal myself through FERPA suppression, but I am concerned about my addresses and phone numbers being accessible via the Internet. What can I do?

As mentioned above, the permanent_address and permanent_phone fields are already not visible to off-campus users.

But in general, the campus policy is that all other student address and phone information may be made available to the public via either the Electronic Directory or other nonelectronic means, such as the campus directory assistance operator.

The only alternative, which is open only to students, is to conceal all information by requesting FERPA suppression.

Any concerns about the privacy of student record information should be directed to the Office of Admissions and Records.

How long do my NetID and Electronic Directory entry remain after I've left the University?

Your NetID and Electronic Directory entry will be deleted after you have been gone from the University for a period of one year.

NOTE: If you were both a student and an employee, please note the following:

Student NetIDs and Electronic Directory entries are deleted after the student has graduated or failed to register and does not return within two years.

Your NetID and ED entry will remain in place until you are neither a student nor an employee and until both the student and employee grace periods described above have expired.

Note that at the time your NetID and Directory entry are removed, the netid@uiuc.edu mail address will stop working. You should make arrangements to refer your correspondents to your new address soon after your departure from the University of Illinois. The Leaving UIUC page provides more information about this.