Technology Services

Trinity Directory Tool

The Trinity Directory Tool, still under development, is how Trinity College of Arts & Sciences units will 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 .

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

Power Users

As our Directory tool remains under development, submit your change requests to trinitywebsupport@duke.edu. Our system will reflect new, updating, or departing faculty and students as represented in Scholars@Duke. However, you must let us know regarding department officer changes, e.g. Chair, DUS, DUSA, or DGS, by emailing your changes to trinitywebsupport@duke.edu.

How to add someone to your group’s directory

  1. If you’re adding a faculty or student member, our integration with Scholars will manage his or her appearance, and associated information, in your department list.
    1. If this does not happen, email us at tts-websys-projects@duke.edu so we may investigate the issue.
    2. If Scholars doesn't list your unit or certificate program, email us at tts-websys-projects@duke.edu so we may add that faculty member to your group.
  2. If you’re adding a staff member, please let us know:
    1. Staff's name and NetID
    2. His or her job title within your organizational unit
    3. His or her picture
    4. His or her overview / job description within your organizational unit
    5. Advise if you wish to have other office information included: email, office phone, office location, and campus box

Delete someone from your group’s directory

  1. If you’re deleting a faculty or student member, our integration with Scholars should manage his or her removal from your department list.
    1. If Scholars correctly removes the faculty or student member, but you still find his or her profile on your website, email us at tts-websys-projects@duke.edu so we may investigate the issue
  2. If you’re deleting a staff member, please let us know:
    1. Staff's name and NetID. This will provide us with enough information for action.

Notes:

  • Deleting Staff Member: If a staff member has affiliations with more than one unit, those affiliations are not changed if you delete them from those other units.
  • Deleting Faculty Member: Be aware that if you try to delete a faculty member who has an active dfac appointment, Scholars@Duke will re-add that person to the directory during the next update. You must change the dfac appointment to change faculty membership in the directory for your unit. If the faculty member does not have an official dfac-level, formal appointment with the unit, you can delete them from the unit directory without the action being overrided.
  • Deleting a Graduate Student or Post-Doc: If you delete a graduate student or postdoc from your unit and they still have an active Scholars@Duke profile, they will be re-added during the next update. You must deactivate their Scholars@Duke profile in order to remove them from your directory.

How do I designate a staff member as a department officer, such as Director of Undergraduate Studies Assistant (DUSA) or Business Manager?

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.