Campus Directory Guide

This article will provide an overview of the Campus Directory, instructions for updating department and employee information, and guidance for maintainers using the Directory Maintenance Application.

Quick Links: | About the Campus Directory | Directory Maintainer Expectations | Updating the Campus Directory | Frequently Asked Questions | 

About the Campus Directory

The Campus Directory provides an alphabetical listing of staff and faculty contact information. It also provides an alphabetical list of Chico State's colleges, departments, and programs. 

The Campus Directory features a link to the Official University Organizational Chart. To see the reporting line for an individual department, navigate to the desired department in the Campus Directory and follow the breadcrumbs at the top of the page. 

Directory Maintainer Expectations 

Directory Maintainer(s) are responsible for keeping their department’s directory information up to date. Employees selected to become a Primary Directory Maintainer must submit a Change Primary Maintainer request for access to the application.

Maintainers use the Directory Maintenance Application to update departmental or individual staff/faculty information in the Campus Directory. Each maintainer will only have permissions for their assigned department(s).

Adding and Removing Maintainers

To update Primary Maintainers, submit a Change Primary Maintainer request.

To update Backup Maintainers, the current primary or backup maintainers can click on the Maintainers tab in the Directory Maintenance Application. 

• To add a maintainer, click the red Add button and enter the employee's details.
• To remove a maintainer, click the red x next to their name.

 

Support for Maintainers

Directory Maintainers can request assistance from the Campus Directory Support team for assistance with access to or management of the Campus Directory.

Common Directory Support requests include: 

• Change Primary Maintainer
• Request a New Directory Title
• Change or Update an Existing Department
• Request a New Department or DeptID
• Report an Issue with the Campus Directory

If your request topic is not listed above, email directory@csuchico.edu for support.

Updating the Campus Directory

This guide covers: | Accessing the Maintenance App | Updating Department Information | Updating Employee Information | 

Accessing the Maintenance Application

1. Navigate to the Campus Directory.
2. Expand the Corrections tab by clicking on it.
3. Click the link for "...access Directory Maintenance Application, here." 
   
    
4. The Maintenance Application should launch. Sign in with your Chico State username and password.
5. Once logged in, the Directory Maintenance Application is divided into three sections:
   • Department: Update general department information, such as contact details, office location, and hours. See Updating Department Information.
   • Maintainers: Update the individuals responsible for managing the department’s directory information. See Adding and Removing Maintainers.
   • Employees: Update faculty and staff members assigned to the department, including their titles and contact details. See Updating Employee Information.

Updating Department Information

Primary and Backup Maintainers can only view and update the following fields for their department: 

• Campus Zip, Phone, Fax, TDD, Email, Website, Building & Room, Office Hours

The following fields cannot be edited directly and require a ticket:

• HR DeptID, Is Visible, Department Name, Abbreviation

To update fields in the Campus Directory:

1. Navigate to the Directory Maintenance Application.
2. Edit the fields that need updates. 
3. Click Save. 
   
    

 Note to Academic Affairs departments: If you are a new department or need to change a department name, please contact the Office of Curriculum Services for approval.

Updating Employee Information

Note: Due to HR Reporting Requirements, ALL employees (including hourly intermittent and retired annuitants) must be added to the Campus Directory.

Primary and Backup Maintainers can add, update, or remove employees from their department listing.

Adding an Employee

1. Navigate to the Directory Maintenance Application.
2. Click Add Employee.
3. Enter the required details, including contact information, title, and visibility settings.
4. Click Save to finalize creation of a new employee. 

Updating an Employee

1. Navigate to the Directory Maintenance Application.
2. Locate the employee needing updates. Search by first or last name, username, or Chico State ID #.
3. On the Edit Employee screen, you can make the following changes:
   • Employee's contact information.
   • Employee's position title (submit a ticket if the position title is missing). 
   • Visibility settings (Yes = visible, No = hidden; applies to all departments the employee is listed under).
   • Adjust Display Order (see below).
4. Click Save to apply changes to the employee.
   
    

Removing an Employee

1. Navigate to the Directory Maintenance Application.
2. Locate the employee needing updates. Search by first or last name, username, or Chico State ID #.
3. On the Edit Employee screen, click the trash icon in the bottom right.
   • Removing an employee only removes them from your department’s listing. If they are assigned to multiple departments, they will remain visible in those listings.

Frequently Asked Questions

How do I manage the display order of employees in the directory?

By default, employees are listed alphabetically, but maintainers can manually adjust the order. The order can be changed for each employee, creating two lists: Manually Sorted Employees and Alphabetically Sorted Employees.

1. Navigate to the Directory Maintenance Application.
2. Locate the employee needing to be modified. Search by first or last name, username, or Chico State ID #.
3. On the Edit Employee screen, under Adjust Display Order, select Manual.

What if an employee has multiple roles across multiple departments?

Employees with multiple department assignments and titles may need to have their primary role adjusted.

1. Navigate to the Directory Maintenance Application.
2. Locate the employee needing to be modified. Click the people icon at the end of their row.
3.  Use the arrow icons to change the employee’s listing order.. Primary roles should be listed first.

Can student employees with FERPA restrictions be added to the Campus Directory?

Yes, student employees with FERPA restrictions can be added to the department employees list in the application, but due to their FERPA, they will not show in the People listing for your department in the Campus Directory. 

 Still need help? Contact Campus Directory Support for further assistance. You can email directory@csuchico.edu.
  
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