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The UNC [ http://directory.unc.edu ] Campus Directory site includes a search function, update capabilities for personal information, a reporting function for updates, general information on privacy settings and features, and help documentation.
The following documentation is designed to provide assistance with the update functions included on the site.
The information in the directory reflects data compiled from a variety of administrative systems of record, including the Human Resource Information System (HRIS) and the UNC Payroll System. Information in the directory is refreshed continually to reflect new and updated information entered in these systems.
In addition, changes made to personal information using the Update Entry link on the UNC Campus Directory site are transmitted back to those administrative systems and are coordinated with the printed campus directory. Some transmittals are immediate; others take place overnight.
Employees who select Update Entry will go directly into the update form with their personal information. HR Facilitators have three options: Edit Self , to edit the Facilitator's personal information; Edit Others , to edit information for employees in their assigned departments; and Reports , to view and print change reports and letters. Employees who are not listed as HR Facilitators do not have access to the Edit Others or Reports choices.
At this time, the name listed in the directory for an individual is not editable in this window. It can be changed by contacting the Help Desk at 962-HELP. Changing the employee's display name in the directory does not change the employee's name in HRIS. Federal law requires that an employee's legal name in the University's records match the name shown on the employee's Social Security card.
Likewise, the Onyen cannot be changed in the directory. For additional information on the Onyen, go to https://onyen.unc.edu.
This is the preferred email address. As of mid-October 2005, this address can only be the Onyen email address or an alias registered to a particular Onyen.
This can be toggled to "Yes" or "No" depending on the individual preference. Employees who select "No" will still receive Formal Notice and Urgent emails from the University.
This provides the option to include a web page. Use the "Test URL" option to ensure that a working web address is provided.
This section includes the employee's personal address and phone information. Employees can choose that their personal information remain private; if this option is selected, the information will not appear in the online or printed directories.
This provides the option to defer an address or phone number change until a later time. For example, if an employee is moving in two weeks, they can change the address now and request that it not be effective until the move date.
This section includes work-related information. NC state law requires that all University employees have work-related information publicly available. If an emergency situation requires an exception to this policy, there is a link to the necessary request form.
For SPA employees, the directory will show the working title as documented in HRIS. An SPA working title cannot be changed in the directory application; it must be changed in HRIS, and that change will then be reflected in the directory.
For EPA employees, the directory will show the working title as documented in EPAWeb, once the linkage between EPAWeb and the directory has been established (expected April 2006). In the interim, an EPA working title should be changed both in EPAWeb and in the directory application by the employee's HR facilitator.
For SPA employees, the department displayed will be the employee's home department as denoted in HRIS. The department assignment must be changed in HRIS, and will then be reflected in the directory. EPA department data comes from Payroll and is loaded into HRIS during each payroll cycle. The directory gets the information from HRIS. Changes to department for EPA employees should be made by the HR Facilitator in the EPAWeb application.
When HR Facilitators save an update for another employee in their department, a notification letter will be automatically generated. This letter should be printed and provided by the HR Facilitator to the employee whose information was edited, as confirmation of the change.
If the HR Facilitator has changed the employee's home address, a separate letter will also appear. This letter includes a reminder that the employee must change their home address with the appropriate benefits vendors, and instructions on how to make these changes. This is necessary for the employee to continue to receive important benefits information. The University does not provide home address updates to its benefits vendors.
Two different types of reports can be generated by the Campus Directory site: change summaries and individual change reports.
This report summarizes all changes made during a specified date range within the HR Facilitator's assigned department. This will include changes made by individual employees, as well as edits made by the HR Facilitator.
This provides a list of all changes made for a single person during a specified date range. The employee can be looked up by Onyen, PID or name. The individual change report also provides the option to print the change notification letters for the HR Facilitator to provide to the employee.
HR Facilitators will receive weekly emails on Monday mornings with information on the number of updates made by members of their departments during the previous week. This notification is provided for recordkeeping and informational purposes.
The email will include a link to the a change summary report, listing all changes made by department employees during the preceding week. If no changes are made by employees in a department, no weekly email will be generated.
Document Overview
Tags: campus directorySubjects: Campus Directory
Genre: Tutorial
Audience: Everyone
This work is licensed under a Creative Commons Attribution 3.0 United States License.
Copyright 2002-2007 The University of North Carolina at Chapel Hill.
This
work is licensed under a
Creative Commons Attribution 3.0 United States License.
