FAQ's About Directory Data

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What data are displayed in a directory listing?
What determines who is listed in the directory?
Is it possible to be unlisted?
Why is it important to have updated listing information?
How is the directory data updated?
Why isn’t all employee directory related data managed in PeopleSoft
What happened to WDU?
Does MIDAS replace any other applications?
Are there any changes to how the ID numbers are issued and managed?
Where can I view my current directory listing?
Who should I contact to correct my listing information?
Who is my directory contact?
My Directory contact updated the data, but some things didn’t change?
If I want to be listed but I am not in the directory, what should I do?
Why can't I find someone in the on-line directory who works at Harvard?

What data are displayed in a directory listing?
An employee directory listing may include the following data: Name, job title(s), HR department name(s), official e-mail address, office telephone & phone location, office fax and location and office address. A student directory listing may include the following data: Name, school(s) and expected graduation year, official e-mail address, residential telephone (campus or personal phone as designated by student), residential mailing address (dormitory/house plus room number or city/state if off campus).

What determines who is listed in the directory?
The policy is determined by the Directory Services Product Manager and the University Information Systems’ Telecommunications Department. All active employees and students are eligible to be listed with a valid Harvard ID. Some affiliates are listed by special arrangement with the UIS Telecom Project Manager. A valid Harvard ID number is required. The ID number is not published in the on-line directories, nor is it provided to the Harvard operators. Some affiliates are also listed by special arrangement with UIS Telecom.

Is it possible to be unlisted?
Students should speak to their Registrar. Employees (non-students) should contact their department's directory contact, their HR Officer, or contact the UIS Helpdesk (617-496-2001 or uis_helpdesk@harvard.edu ). The privacy values that determine the individual's default listing are set by the School or department (Tub). Complete removal of your name and contact information may require approval from your School or department.  Although listing policy is determined locally, individuals may always contact the UIS Helpdesk in case of an emergency to remove a listing from view in the on-line directory or with the operators.

Why is it important to have updated listing information?
The access to Harvard's campus systems is becoming increasingly dependent on the University directory and security infrastructure. Therefore, it is very important to ensure timely and accurate information for each individual eligible to access these systems. PIN authentication is a critical component, and accurate contact information in the system is necessary so individuals can obtain a PIN or change it. The preferred method for requesting a PIN is by e-mail. Notice of the paycheck advice is sent by e-mail, as are other HR notices, and the on-line purchasing information from preferred vendors is sent by e-mail. In short, getting the correct official e-mail address in the system for individuals is vital.

How is the directory data updated?
Directory data for all Harvard affiliates are stored in the directory database, IdDB. There are two sources for updates: the HR system (PeopleSoft) updates certain data automatically on a daily basis; other office contact data is collected and updated by UIS Telecommunications through the telephone directory update process using the MIDAS application. MIDAS is used to keep the following information current:

• Listed name
• Official e-mail address
• Office telephone / fax numbers and locations
• Office address

Data changes are made by designated “Directory Contacts” at the Tub/ORG level and are saved directly to the IdDB. These changes are then automatically updated nightly in the PeopleSoft system, as well as the LDAP electronic directory. The on-line listings, PIN authentication system, campus operator listings and annual printed phone books rely on data that are maintained through this process.

Why isn’t all employee directory related data managed in PeopleSoft?
When PeopleSoft was developed in 2001, it was not a tool that was distributed to administrators. Since a distributed data entry process was needed for phonebook data, a Web Directory Update tool (WDU) was created to allow local departments to input data to the identity database. As part of the new identity data management project, the MIDAS application is replacing WDU. The two input processes (MIDAS and PeopleSoft) may be merged in the future, but is not planned at this time.

What happened to WDU?
WDU (Web Directory Update tool) was replaced by the MIDAS application as part of the IdM project. The overall objective of this project was to replace the aging HUID system with a new ID database, IdDB.

Does MIDAS replace any other applications?
Yes. The following applications were replaced by MIDAS: WDU, HUID Data Server, HUID App web, HUPD App, HUID VB App, HUID Remote, Registrar Privacy App, PIN Letter Print, and Special Borrower.

Are there any changes to how the ID numbers are issued and managed?
No. MIDAS is a different tool to complete the same business processes.

Where can I view my current directory listing?
There are 4 primary sources for Harvard's public directory data that are University-wide:

• Online directory lookup application:  www.directory.harvard.edu
• Printed phone books (Faculty/Staff & Student)
• Harvard telephone operators (617-495-1000)
• Public LDAP Directory Service for e-mail clients. ( http://www.camail.harvard.edu/info-docs/publdap.html )

Who should I contact to correct my listing information?
Students should make changes to name, address(es), listed phone, or official email data through your School. You may need to visit the Registrar's office, or there may be established processes in your school that allow you to make some of the changes online (e.g. the FAS portal). It may take a couple of days for a local change to display.

Employees must also initiate changes to data within their local departments.

• Changes to name, job title, or office mailing address must be done through your local HR office. These changes are submitted to central payroll by the local department, where they are entered into the PeopleSoft HRMS. Expect 1-2 days for a local change to show.
• Changes to the data you see in the Faculty/Staff phonebook--official e-mail, office phone, fax number, and preferred listing name—are done through your local directory contact.

Who is my directory contact?
Directory contacts are locally based in your School.  To locate your contact:

• Call the UIS Help Desk (617-496-2001)
• Email at uis_helpdesk@harvard.edu
• Contact the UIS Telecom Group: 617-495-5457, or telephone_directory@harvard.edu

My Directory contact updated the data, but some things didn’t change?
Certain changes must be done through your local HR office. The employee notifies the local HR contact to submit the changes for entry into the PeopleSoft system. The changes will appear in the on-line directory within a couple of days due to batch processing. The specific fields updated only by HR include:

• Official Name
• Job title
• University mailing/postal address

If I want to be listed but I am not in the directory, what should I do?
If you are a student , please contact your Registrar. Your requested privacy settings may be blocking display, or data may be missing. If you are an employee , please call or email your local directory contact. You may need to provide your Harvard ID number in addition to your contact information. If you are from the FAS, check out my.harvard.edu . If your local contact is unavailable or is unable to access your record for update, please call the UIS Helpdesk (617-496-2001) or uis_helpdesk@harvard.edu .

Why can't I find someone in the on-line directory who works at Harvard?
Temporary employees are not listed in the Harvard University directories.  Non-employees, such as consultants or contractors who are working on projects on behalf of the University are also rarely included in the directory.  You may be able to locate someone by doing a search by name on the Harvard home page at search.harvard.edu .

FAQ's About Privacy Flags

What are the privacy levels?
How do you define "inside Harvard" for level 4 access if PIN is not being used?
Are all the networks on the Harvard campus included?
Is this focus on privacy of directory data a new trend?
Are individuals in complete control of the access to their directory information?
If I still have more questions about privacy, whom can I talk to?

1.) (Internal: Restricted)

• Administrative use of directory data is permitted in accordance with faculty policy or as mandated by law.
• Not published in the University online or printed telephone directories.
• Not shared with the Harvard telephone operators.

• Data may be published in an online or printed directory within a school or tub.
• Departments must not publish in online locations that are accessible to users from outside the school or tub.
• Not published in the University online or printed telephone directories.
• Not shared with the Harvard telephone operators.
• Information should not be posted in areas that are accessible to the public.

• Published in internal printed University Faculty and Staff Telephone and University Student Telephone directories.
• Printed telephone directories may be available to the public in University locations.
• Provided to the Harvard telephone operators.
• Harvard telephone operators may provide phone number, e-mail address or campus mailing address information to outside callers.

• Data are visible in the University online directory to anyone using a computer that is on the University networks, or to users of computers from outside the Harvard networks, who are able to identify themselves as Harvard users by authenticating with the University PIN system.
• Published in internal printed University Faculty and Staff Telephone and University Student Telephone directories.
• Provided to the Harvard telephone operators.

• Data are visible in the University online directory to anyone on the Internet. No authentication required to see the data.
• Published in internal printed University Faculty and Staff Telephone and University Student Telephone directories.
• Provided to the Harvard telephone operators.

The system checks to be sure that the address of the computer from which the request came is within one of the ranges of addresses that are used on Harvard networks. Note that these data are public to some extent. There are public kiosks on the Harvard network. Some schools and departments allow guest access to the Harvard network.

A majority of the heavily populated areas have been included in an attempt to balance convenience for users with the complexity of administration. Users who fall outside the range do have an alternative. Harvard University ID holders with active jobs, appointments or student affiliation may obtain a University PIN and access level 4 data through the online directory. (www.pin.harvard.edu)

Privacy has always been a concern for directory information. A balance has been struck between the making it easy for people to get contact information such as phone number or e-mail, and protecting individuals from unwanted invasions of privacy using that information. U.S. Federal law requires the University to provide ways for students to limit disclosure of their directory information.

No. School-level policies can override individual preferences; however exceptions can be made on a case-by-case basis. Students should contact their Registrar, and Faculty and staff should contact their HR departments to request an exception to the local listing policy.

UIS Directory Data Services: directory_services@harvard.edu or 617-496-4539 (Jane Hill, Directory Services Product Manager)

FAQ's About Technical Processes

If I am a developer, where can I get more information regarding the data in the identity database?
Please review the attached document: IdM XML Export Data Users Guide.

Our system provides files to the IdDB, where can I get information on the logs the IdM processing produces?
Please review the attached document: IdMImportUsersGuide_LogFileErrorsandWarnings.

Directory Policies and Guidelines

Listing
A “ listing ” refers to several sources :

• on-line Harvard white pages url: www.directory.harvard.edu
• the Harvard operators
• the printed book
• in the public LDAP instance

Employee Listings
For an employee to be listed , a privacy flag of 3, 4, or 5 is required. The employee also must have a telephone number or email address, and the HR status must be one of the following:

• Active HR status (includes Emeritus and Research Faculty with active status in PeopleSoft HR system)
• Active Smithsonian Affiliates
• Harvard Management Corporation
• Special “consultant ID” arranged with HUID

Multiple listings are possible with multiple official roles in PeopleSoft . Usually this occurs if a person has multiple jobs or has more than one phone number or office location. Multiple telephone numbers and office locations are allowable; however, only one email address is listed for employees. This is the so-called “official email” address. Note that an individual who is both a student and an employee is only permitted to have one official email address registered with the University directory system across all roles. A valid Harvard ID number is a required field for inclusion in the directory system. Also, some types of employees and students are generally not included in the published directories.

For faculty/staff listings, department contacts must provide the correct HUID number at the time a listing is requested. This field is confidential and for matching purposes only; it is not in the book and cannot be accessed by the operators for directory assistance.

Exceptions to these policies will be reviewed with the School's directory contacts (e.g. HMA Appointees with dual appointments).

Student Listings
Whether or not a student is listed in the various on-line and paper directories is directly related to the privacy settings that exist for that individual in the University Directory system. The Registrar for each school manages the privacy of individual student listings by setting privacy flags. During student registration, students are asked to declare their privacy preferences, and each Registrar is responsible for managing the appropriate privacy settings for that student in the central directory system. Registrar also determines whether student listings for that school are available via the on-line Harvard directory. Registrars are also responsible for changing student addresses, processing name changes, updating phone contact information, and sharing data updates with the central systems such as the Student Financial System and the IdDB/Directory system. Some schools have local self-service applications; however, at this time only the FAS portal (my.harvard.edu ) is directly integrated into the IdDB/Directory system for official email, listing phone, and privacy updates.

For a student to be listed, a telephone number or email address must exist in the IdDB/Directory system to be included in the Registrar's record. Registrar's are the source of these data in all cases except the FAS portal. Phone data transfers are processed at the start of the fall semester, and updated on an ad-hoc basis during the year. Email addresses are sent as part of a separate file transfer. At the present time, Harvard Extension School degree candidates and course participants are not currently included in the Harvard directory. Cross-registered students from other institutions are not listed. For students with dual concurrent registrations in more than one Harvard school, the data submitted by the Registrar 's office with the most recent time stamp is the one that is used to update the database.

Off-campus students are listed with their city or town only (no street address). On-campus students are listed with their dorm and room number as well as their mail center and box number. For those with a mail center, we also list the Zip plus 4.

Click here for a list of Registrar web sites.

FERPA Privacy
If an employee is also a current student with a FERPA block, no employee listing will occur anywhere in the listing sources. If an employee was a former student who had a FERPA block, the employee must contact directory_services@harvard.edu to clarify his/her current listing status.

If a student has a FERPA block, no student listing will occur anywhere in the listing sources. FERPA applies everywhere, regardless of the role. Only the Registrar can set a FERPA block, even though the FAS students have self-service through the portal.

Restrictions on directory information
Harvard directories (printed books and electronic data) are for distribution within the University community only. They are not available for individuals or businesses that do not have a direct affiliation with the University.

For further detail, go to FAQs for Directory Data.