Instructions for Updating Unit Directory Information
Unit Directory is available here: https://my.grad.wisc.edu/Directory/Search
Graduate Program Coordinators (indicated as Coordinators in Unit directory) are expected to keep Unit Directory roles up-to-date at all times.
Features of Unit Directory include:
Subscribe to role - If you're curious what communications other roles receive, such as your DGS, you can "subscribe" them to those roles in Unit Directory, without incorrectly assigning yourself role. This helps maintain role integrity, and still gives you a way to be in the loop. Please use this feature instead of assigning people to roles they do not actually hold.
Live contact info - The Directory relies on live HR data for names and contact information.
Enhanced search - The Unit Directory allows the campus community (netID required) to search a variety of criteria, including program, division, role, name, and more. The lists can then be exported for easy emailing or as an Excel spreadsheet.
Faculty lists - All graduate programs are required to keep their lists of faculty updated in Unit Directory for communication purposes. Additionally, each year PhD programs provide lists of their PhD faculty to Data, Academic Planning and Institutional Research (DAPIR) using Unit Directory. See instructions, below, for updating your faculty lists.
Student Hourly role - This functionality allows Coordinators to assign students (graduate or undergraduate) to assist in maintaining faculty lists and obtaining committee member signatures for warrants. The role allows the students to add or delete faculty members from faculty lists (only Coordinators are authorized to officially submit the faculty list) and send warrant signature reminders for committees (see additional instructions). If you would like to start assigning this role, see the Updating Program Roles steps located directly below.
Google Groups - Several Unit Directory roles have corresponding Google Groups that are populated automatically, for example, the Graduate Program Coordinator G-Group.
Updating Program Roles:
Only those assigned the Coordinator role will have authorization to complete the following steps.
- Login with NetID at https://my.grad.wisc.edu/Directory/Search.
- Click on the small, white Edit Roles button in the upper right corner of the page. If you are responsible for multiple programs, select the appropriate one.
- Scroll down the page to find the role(s) that need to be updated. Then use the red +Add buttons to assign people to each role.
- Also within Edit Roles, you can use the white +Subscribe button to indicate people who should receive communication sent to that role. The subscribe feature allows people to receive relevant communication without actually being assigned to the role.
- If do not see a button to Edit Roles when you login, or if you click on the button and the list is blank, contact Alissa Ewer. She will assign your name to the Coordinator role in your program, which gives you the Edit Roles button the next time you login.
- You can use the search feature by clicking Search Page, selecting a few different criteria, and using the export feature.
Role definitions and mandatory/optional status
Mandatory roles (must always be assigned in Unit Directory):
- Admissions Contact: Faculty or staff member responsible for overseeing or coordinating department admission recommendations. (Coordinators: Please list at least one staff member and one faculty member in this role.)
- Coordinator: Staff member responsible for coordinating the progress of graduate students pursuing a graduate degree, minor, or certificate within the program.
- Dept/Unit Chair: Faculty or staff member responsible for administering and managing the activities crucial to the department/unit mission.
- Director of Graduate Study: Faculty member who provides leadership on graduate education topics within the program and serves as the primary contact for academic requirements and campus resources for graduate students.
- Fellowships Contact: Faculty or staff member responsible for any fellowship related activities, including both internal and external fellowships, such as nominating and/or allocating university (and departmental) fellowship monies.
- Non-degree Award Coordinator: Staff member responsible for coordinating the progress of graduate students pursuing a Doctoral Minor, Graduate/Professional Certificate, or Capstone Certificate.
- Non-degree Award Director: Faculty member who provides leadership on graduate education topics within the Doctoral Minor, Graduate/Professional Certificate, or Capstone Certificate and serves as the primary contact for academic requirements and campus resources for graduate students.
Optional roles (encouraged to be assigned in Unit Directory, if relevant):
- Graduate Student Recruitment: Faculty or staff member responsible for recruitment activities for graduate students.
- Minority Graduate Student Recruitment: Faculty or staff member responsible for recruitment activities specifically for minority graduate students.
- Payroll Contact: Staff member responsible for coordinating payroll changes and processing benefits forms for graduate students.
- Student Hourly: Student staff member responsible for helping meet the needs of their department while gaining academic or administrative job experience.
Note: If you are leaving your role as Coordinator you will need to assign someone new to the role in your place. This could be a temporary person filling in, such as your DGS, or the person taking over the role full time. You cannot delete yourself from the role and leave it vacant.
Updating PhD Faculty Lists:
- Login with NetID at https://my.grad.wisc.edu/Directory/Search.
- Click on the small, white Edit Roles button in the upper right corner of the page. If you are responsible for multiple programs, select the appropriate one.
- Click on Edit Faculty, read the additional instructions at the top of the page, then update your list of faculty accordingly. For doctoral programs, list the faculty who are eligible to chair doctoral committees in your program. Please include any faculty outside of your program who hold affiliate appointments and have been authorized to chair doctoral committees in your program, faculty who currently chair doctoral committees, and those who do not currently but would be eligible to do so.
- Select Add Faculty if the list is missing a faculty member. Begin typing in the auto complete textbox to search by person. The textbox accepts last name, first name, as well as netID. Note you will only be able to add faculty members with active HRS appointments; those with future appointments will not appear and should be added on/after the date their contracts officially start.
- Select Delete for individuals who are not authorized to chair doctoral committees and who should be removed from this list.
- Click the Submit List button to save your changes, or after you have reviewed and approved updates delegated to your Student Hourly.
Updating Master's and non-PhD Doctoral Faculty Lists:
- Login with NetID at https://my.grad.wisc.edu/Directory/Search.
- Click on the small, white Edit Roles button in the upper right corner of the page.
- If you coordinate multiple programs, you will see them listed here. Click on Edit Faculty.
- Choose Add Faculty to include faculty members on your list. Type in the auto complete textbox to search by person. The textbox accepts last name, first name, as well as netID. After you select the individual you would like to add, check Confirm and Add Program Role(s). For master's programs, list the faculty with appointments in a department that offers only graduate master's degrees. Note you will only be able to add faculty members with active HRS appointments; those with future appointments will not appear and should be added on/after the date their contracts officially start.
- Delete any individuals who are no longer graduate faculty for your program and should be removed.
Frequently Asked Questions:
Why am I still listed in the Unit Directory as Coordinator for a program that has been discontinued?
The decision to discontinue a graduate program is approved by the Graduate Faculty Executive Committee (GFEC) and becomes effective in a future term. If your program has been approved to be discontinued, the Graduate School will still need points of contact for the program through the end of the term when it is discontinued. Note that when subplans are added, the plan is not discontinued because the plan must continue to exist in order for it to have subplans. You may delete yourself from the Coordinator role after the end of the official discontinuation term for the program, or after there are no longer any students enrolled in the program, whichever is later.
Why can’t I add a faculty member to the Faculty Lists Unit Directory?
The most common answer to this question is that the faculty member’s contract is not currently active. Unit Directory relies on current HRS data, and you will need to either wait until a new faculty hire’s contract is active (e.g. if they start January and you are trying to add them in December) or contact your local HR office to ask why they are not active in HRS. Another common issue is how you are entering the person’s name in the search textbox. Be sure to enter it as last name, comma, space, and first name (e.g. "Ewer, Alissa") or enter the netID.