Technology Services

Trinity Directory Tool

The Trinity Directory Tool is how Trinity College of Arts & Sciences units manage their directory of faculty, staff, graduate students and post-docs. This is also the database that feeds directory information to Trinity unit websites. The Directory Tool "pulls" from Duke's official systems of record such as our HR systems and Scholars@Duke faculty profile system.

The directory for each unit in Trinity College is managed by one or more power users who also serve as liaisons for faculty with the Scholars@Duke faculty profile system. If you need help after reviewing the support documentation below, please send a request to trinitywebsupport@duke.edu.

URL for the directory tool: http://directorytool.trinity.duke.edu

Power Users

How to add someone to your group’s directory

1. Find your group on the Trinity Directory Tool homepage.

2. Click the group's manage button then select the Add Members option from the dropdown menu that appears.

3. In the search field at the top, type the name, email, Net ID or Duke ID of the individual you'd like to add to the group and click the Search button. Use this search to find and add as many individuals as you'd like.

  • When a search is performed, the Trinity Directory Tool queries the Duke Directory launch to find the individual you are looking for.
  • If the search returns a single match, the individual you have searched for will appear in the table below the search field. If several matches are found, a popup will appear asking you to select the correct individual.

4. Click the Add Members button at the bottom of the page to add the individuals to your group.

How to update a member in your group’s directory

1. Find your group on the Trinity Directory Tool homepage.

2. Click the group's manage button then select the Update Members option from the dropdown menu that appears.

3. Find the member whose profile you'd like to update and click their edit button. Clicking this button will show the form where you can update their information. Clicking the button again will close the member's form.

  • If the individual's edit button is disabled, it is because they have a Scholars@Duke launch profile.

4. Use the form to update the member's profile picture, working title or job overview. When you have finished, click the Save Changes button to update the member's profile.

  • Trinity Directory Tool members have a single profile picture. This means that any updates you make to the profile picture will be seen in any group the individual is a member of.
  • Working titles and job overviews are specific to each group. Updates to either of these attributes will only apply to the current group.

How to remove someone from your group’s directory

1. Find your group on the Trinity Directory Tool homepage.

2. Click the group's manage button then select the Update Members option from the dropdown menu that appears.

3. Find the member who you would like to remove from the group and click their remove button. A popup will appear when you click the remove button asking you to confirm. Click Okay in the popup to continue with removing the individual from your group.

  • Can't find the individual you'd like to remove? This is because the group has been mapped to a Scholars@Duke launch group, which it's inheriting membership data from. In this situation, the individual will need to be removed from the Scholars@Duke launch group.
  • If the individual you are removing currently holds an administrative position in the group, that position will also be removed.

How to update administrative positions (such as DUG, DSG, Chair, etc)?

1. Find your group on the Trinity Directory Tool homepage.

2. Click the group's manage button then select the Update Positions option from the dropdown menu that appears.

3. Administrative positions can be added, updated or removed on this page. When you have finished making your changes, click the Save Changes button.

  • What's the PROGRAM NAME field for? This optional field allows you to specify a particular certificate program the position may apply to, if needed.
  • You can only assign administrative positions to existing group members.

How do I create a new unit?

How do I delete a unit directory that is no longer needed?

Staff

How is a new staff member added to the directory tool?

Only the department or unit’s power user can add a staff member to the unit directory. Once added, the power user may then change the staff member’s photograph and overview. Other fields on the profile are drawn from various Duke systems of record, and your department or unit will need to make the necessary update in those systems.

Can a staff member be added to more than one department or unit?

Yes. The process works the same as adding an individual to any department or unit.

Can a staff member have a different overview for each department or unit to which he or she belongs?

Yes. Your power user may add both a working title and a job description for each affiliation with a department or unit.

How is a staff member deleted from the directory?

Only the department or unit's power user may delete someone from the unit directory. Note, many staff members have work affiliations with more than one department or unit and that will be reflected on his or her individual profile. Power users can only add or delete people from his or her own department or unit. The staff member's other affiliations will not be changed.

How can I identify a staff member as a departmental officer, e.g. Assistant to the Director of Undergraduate Studies?

The power user for the department or unit must designate the departmental officer title for the staff member.

Can I change my name, HR title, email, office address, contact phone or photograph in the directory?

The Duke systems of record manages these fields. For example, Duke’s HR system maintains your official name. You can make these changes at Duke@Work.

  • HR title changes: Your department or unit’s business manager must change your title through Duke@Work. Your directory “working title” can reflect a descriptive job title that makes sense for your one or more department or unit assignments. Your unit’s power user can make working title changes for you. Each unit's power user contact information is available on the directory home page for that unit.
  • Name and Email: use the IDMS self-service tool, found here.
  • Office address and Office phone: You may change this information in Duke@Work.
  • Photograph: Your power user may assist you with this request.
  • Job Overview: Your power user may assist you with this request.

Faculty

How can I change my name, academic title, email, office address, office phone or photograph in the directory?

Duke’s systems of record manages these fields. For example, Duke’s HR Standard system maintains your official name. You can make changes Duke@Work.

  • Faculty titles: We only display your academic titles, e.g., "Professor of the Practice," "Associate Professor," etc. You may find a comprehensive list of all Duke faculty academic titles here. Your dFac administrator may make these changes to dFac on your behalf.
  • Name: Your power user must update your "Professional Name" field in dFac.
  • Email: use the IDMS self-service tool, found here.
  • Office address and Office phone: You may change this information in Duke@Work.
  • Photograph or Job Overview: You or your department's power user may make this change through your Scholars@Duke profile.

Can I make a different job overview for each membership in the directory?

No. Faculty have only one overview, which you may maintain in your Scholars@Duke profile.

I need to be added to another department, program, center, or certificate program. How do I get included?

If your relationship with the department, program, center, or certificate program is an official appointment, you will need to have your primary department or unit's dFac administrator add this appointment. If your relationship with the other unit is more informal, contact the Power User for that department or unit and ask to be included in the directory feed.

Graduate Students

How do graduate students get added to Scholars@duke?

Trinity Technology Services has provided the Scholars@Duke team with new graduate students information for importing when they matriculate to Duke. This upload occured just after the drop/add date for a semester. If a graduate student fails to show after drop/add, see; "If a graduate student is not showing up on our unit’s directory, what do I do?"

How does a graduate student get “mapped” to a department in the directory? What if I need to change that?

Scholars@Duke manages a graduate student’s association with a department or unit. If this information is incorrect, the Power User will need to create a ticket with the Scholars@Duke team to investigate why a graduate student wasn't imported into Scholars. Note - your department or unit may need to make an HR change in order to correct the student’s information.

Where do graduate students maintain their publications and scholarly activities?

Graduate students maintain all their scholarly activity—from publications to scholarly activities—through Scholars@Duke.

If a graduate student is not showing up on our unit’s directory, what do I do?

Check to see if you can find the graduate students profile on Scholars@Duke. If you don't, the Power User for your department or unit can add a profile for him or her Once the student exists in Scholars, he or she will show up in that department’s or unit’s directory.

Can a graduate student be mapped to more than one unit?

Yes. A person can belong to more than one unit. This “mapping” can be done through Scholars@Duke. This can also be done in the Directory tool however, be aware that the Directory tool will not change Scholars@Duke data.

How do I remove graduated or departed students?

Your power user may remove graduated or departed students from your department via Scholars@Duke. If you browse to their page in Scholars, you'll find a "Deactivate" button for each student you wish to remove.

Can I change my name or photograph in the directory?

These fields are managed by Duke systems of record. Your official name is maintained by Duke’s HR Standard system. You can make changes Duke@Work.

  • Name: navigate to the DukeHub portal and select your "preferred" name.
  • Title changes: Graduate Students will only show the title of "Student."
  • Photograph: This can be changed by the user through Scholars@Duke.

Post Docs

How do I get a Scholars@Duke profile, and become part of my department’s or unit’s directory?

Request that your department’s or unit’s Power User create a profile for you in Scholars@Duke. You will then automatically become part of your unit’s directory, and your information will be fed into that unit’s website. You will need to work through the Scholars@Duke interface (http://scholars.duke.edu) to add your degrees, publications, professional activities and an overview to your profile.

To update your name and email: use the IDMS self-service tool, found here.