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Instructions for Updating Unit Directory Information

The Graduate School Unit Directory is a tool that identifies who holds important roles in each graduate program.

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" 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 - PhD, master's, and non-PhD doctoral 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 Academic Planning and Institutional Research (APIR) using Unit Directory. See instructions, below, for updating your faculty lists.

Student Hourly role - This functionality allows you to assign student hourlies to assist in maintaining faculty lists. The role can add or delete faculty members from the list; only coordinators are authorized to officially submit the list. If you would like to start using this new role, see the 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.

  1. Login with NetID at https://my.grad.wisc.edu/Directory/Search.
  2. 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.
  3. 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. (NEW: The Student Hourly role is located at the bottom of the page. It only gives someone access to add or delete faculty within Faculty Lists.)
  4. 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.
  5. 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.
  6. You (as well as anyone with netID) can use the search feature by clicking Search Page, selecting a few different criteria, and using the export feature.

Note: If you are leaving your role as Coordinator and need to assign someone new to the role in your place, please add him/her first and then delete yourself. As soon as you delete yourself as Coordinator, you will lose editing access to the Unit Directory.

     Updating PhD Faculty Lists:

    Only those assigned the Coordinator role will have authorization to complete the following steps.
    1. Login with NetID at https://my.grad.wisc.edu/Directory/Search.
    2. 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.
    3. 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 approved to chair doctoral committees. Please include any faculty outside of your program who have been authorized to chair doctoral committees in your program, faculty who currently chair doctoral committees, as well as those who do not currently but would be eligible to do so.
    4. Select Add Faculty if the list is missing a faculty member. Select Delete for individuals who are not authorized to chair doctoral committees and who should be removed from this list.
    5. Click the Submit List button to save your changes, or after you have reviewed and approved updates delegated to your Student Hourly.
    If you have any questions, please contact Alissa Ewer (alissa.ewer@wisc.edu).

    Updating Master's and non-PhD Doctoral Faculty Lists:

    Only those assigned the Coordinator role will have authorization to complete the following steps.
    1. Login with NetID at https://my.grad.wisc.edu/Directory/Search.
    2. Click on the small, white Edit Roles button in the upper right corner of the page.
    3. If you coordinate multiple programs, you will see them listed here. Click on Edit Faculty.
    4. 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)
    5. Delete any individuals who are no longer graduate faculty for your program and should be removed.
    If you have any questions, please contact Alissa Ewer (alissa.ewer@wisc.edu).

    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. 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.

     

    See Also:




    Keywords:program directory roles   Doc ID:38043
    Owner:Alissa E.Group:Graduate School
    Created:2014-02-27 17:47 CSTUpdated:2022-11-29 12:01 CST
    Sites:Graduate School
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