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Guide: Editing Contact Information and People (Directory Information)

This document explains how Graduate Guide editors should edit their Contact Information and People on their Guide pages.

"Directory information" is an umbrella term including the Contact Information box which appears on the right-hand side of a Guide page under the navigational menu (or under the content when viewed on mobile) as well as the content contained on the People tab found in the navigational menu. The update principles of our institution allow for directory information to be updated at any time of year.

All editing in Guide is done manually, and at certain times of year (when the Registrar's Office is preparing Guide for publication or for the opening of the edit period), you will be unable to make updates to the live Guide immediately, and there will be a delay for the updates to appear.

screenshot of people page

In the above screenshot, the Contact Information box is highlighted in blue, and the People tab and content is highlighted in red.

Tab Specific Guidance

  1. Editing Directory Information
  2. How to Edit Contact Information
  3. How to Edit People Tab

Editing Directory Information

Contact your School/College Guide coordinator to confirm exact deadlines for editing Guide.

Guide is a catalog. Although the URL for it is static, every semester, a new version of it is "published" to that URL which takes the place of the preceding version. Every year, Guide editors are given a window to directly edit all the non-governed content on their Guide pages. When you do so, you are actually editing the new version of the Guide that will publish the subsequent June 1. This new version of Guide completely replaces the existing version on June 1. This means that when that window is open, edits to directory information should be made in both the existing (live) Guide that is published now but will be archived on June 1, and the new Guide that publishes on June 1.

  • November 1 - February 1: Locate your program's page(s) in the Next-Guide editing environment.
    • Edit the Contact Information and People for how you would like it to appear after June 1 (see below for instructions).
  • February 2 - October 31: Email guideeditor@office365.wisc.edu and request that the live Guide be updated.
    • If the edits are complicated, it is most helpful to send content in a Word document with tracked changes.. Be clear about which specific pages in Guide need the edits (including the Doctoral Minor page - if applicable).

How to Edit Contact Information

  1. Locate your program's page(s) in the Next-Guide editing environment.
  2. Click "Edit Page" in the upper left-hand corner of the screen. This opens the edit toolbar.
  3. Click on "Contact List" in the edit toolbar (you may need to use the small blue arrows to toggle left and right on the bar).
      1. A screenshot of what the toolbar looks like.
  4. This opens a new window.
      1. A screenshot of the edit interface for Contact Information.
  5. To edit the first row of the Contact Information box, click the field at the bottom that starts with "Label".
  6. To edit all the other rows of the Contact Information box, click on the name in the little window at the top of the pop-up (next to the Move Up and Move Down buttons).
  7. Note that the Graduate School has some requirements for Contact Information boxes which can be found at this KB. Programs in the School of Medicine and Public Health (SMPH) are required to list their Grievance Advisor; do not delete this.
  8. Click "OK" when you are done. This saves the changes.

How to Edit People Tab

  1. Locate your program's page(s) in the Next-Guide editing environment.
  2. Click "Edit Page" in the upper left-hand corner of the screen. This opens the edit toolbar.
  3. Click on "People" in the edit toolbar (you may need to use the small blue arrows to toggle left and right on the bar).
    1. This opens a new window.
  4. If you see something that looks like the image below in the edit window (a blue box surrounds the text and you can't edit it directly)...
    A screenshot of what the edit window looks like when using borrowed content.
    1. Your People page is using Borrowed Content! There is a special way to edit this. Refer to this KB article for instructions on what to do.
  5. Otherwise, edit the text how you would like it to appear. Do not insert links to individual faculty web pages. We recommend you link to the index on your program's website for your people.
  6. Click "OK" when you are done to save your changes.

If outside of the editing window, editing in the Next-Guide editing environment does not automatically update information in the live Guide. You must email guideeditor@office365.wisc.edu your proposed changes to update your Guide page.

For information on deadlines refer to Lumen: Deadlines (2023-2024 academic year). The Lumen and Guide KnowledgeBase has several documents that cover various topics related to Guide and Lumen.



      Keywordsguide, lumen, people, contact   Doc ID121935
      OwnerLorena K.GroupGraduate School
      Created2022-10-18 15:43:09Updated2023-11-15 14:21:01
      SitesGraduate School
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