UCLA Procedure 350.2 : Campus Directories
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Issuing Officer: Administrative Vice Chancellor
Responsible Office: Information Technology Services - Look Up Contact Person
Effective Date: August 18, 2014
Supersedes: UCLA Procedure 350.2, dated 10/1/1986 , dated 7/16/2001
Revision History: APP History

I. BACKGROUND AND PURPOSE

As set forth in UCLA Policy 350, Information Technology Services (IT Services) serves as a central clearinghouse and coordinating agency for telecommunications activity at UCLA. This includes maintaining the databases of University faculty, staff, and department/unit listings and involves:

  • Maintaining the online campus directory that includes listings for students provided by the UCLA Registrar’s Office;
     
  • Providing downloadable pdf files of department/unit listings for Campus and Health System; and
     
  • Processing requests by departments/units for supplemental department/unit and physician White Pages listings and for placing Yellow Pages advertisements.

This Procedure outlines the process for UCLA departments and units to update their listings to the Online Campus Directory and the White or Yellow Pages directories.

II. STATEMENT

The Campus Directory and its contents are the property of UCLA. To protect the privacy of the individuals listed there and in accordance with the State of California Information Practices Act, the online directory shall not be used, rented, distributed, or sold for commercial purposes.

Each UCLA department and unit is responsible for maintaining its listings, in conjunction with IT Services Directory Services, which manages the online update process and assists authorized department/unit users, called Directory Update Coordinators (Coordinators). No personal information shall be entered into the directory database.

III. PROCEDURES

The following procedures describe how Coordinators update faculty, staff, and department/unit listings to the Online Campus Directory and the White or Yellow Pages directories.

The Coordinator must be authorized to access the IT Services Directory Update System. Coordinators must possess a Bruin OnLine (UCLA Logon) account as Bruin OnLine (UCLA Logon) is used as authentication for access to the system. Coordinators may access the Web-based IT Services Directory Update System from 7:00 a.m. to 6:00 p.m., Monday through Friday, to update listings with changes reflected overnight to the online Campus Directory.

A. Listings to the Online Campus Directory

The faculty, staff, and department/unit listings are used for the UCLA online directory. Deadlines for the downloadable pdf sections of department/unit listings are announced each fall to ensure that listings are as complete and up-to-date as possible.

 

RESPONSIBILITY

ACTION

 

Directory Update Coordinator

Faculty or Staff Listings

Enters new or updated faculty and staff listing information into the IT Services Directory Update System. Updated information is reflected on the online Campus Directory the following day.

 

Department/Unit Listings

Submits changes for department/unit listings to IT Services Directory Services by accessing the online directory, locating the record(s) to be changed, creating a printed copy of the page(s), notating the changes on the copy and forwarding to IT Services Directory Services by fax or mail.

Department/unit listings can also be updated using the IT Services Directory Update System, by selecting Update Department Listing. Updated information is reflected on the online Campus Directory the following day.

 

IT Services Directory Services

Compiles the information and makes it available as downloadable pdf files. The only information not available as a dowladable pdf file are the employee listings.

 

UCLA Student

UCLA students may change their listing information online through MyUCLA or by filling out a change form available in Murphy Hall and filing same at 1113 Murphy Hall.

 

B. Listings in Local Telephone Directories

UCLA listings in the local White Pages are located under the heading “UCLA” and are paid for by IT Services. Departments/units may list their subdivisions but may not list individuals. Procedures for supplemental listings in local directories follow.

Selected White and Yellow Pages directories are available to departments/units upon request for no charge. See the IT Services Web site for more information.

 

RESPONSIBILITY

ACTION

 

Department/Unit or Physician

Supplemental White Pages Listings

Physicians wishing to be listed alphabetically may submit a Web Center Service Request to IT Services Directory Services including physician’s degree (MD, Phd, etc.) and specialty. Address or additional information may be included with the listing.

 

 

IT Services Directory Services

Processes request and as appropriate, recharges department/unit or customer for cost of listing.

 

 

Department/Unit

Yellow Pages Advertisements

Depending on the directory used, contacts the vendor directly and/or contacts IT Services Directory Services and submits a Web Center Service Order. In order to place an advertisement, a telephone number must also have a straight line listing in the White Pages.

To make changes to Yellow Pages advertising, submits a Web Center Service Request to IT Services Directory Services.

 

 

IT Services Directory Services

Processes requests submitted via the Web Center on behalf of department/ unit. Departments/units are billed directly by the selected vendor in all cases.

 

 

Department/Unit and IT Services Directory Services

Receives final proof of the advertisement before it goes to print. Departments/units must review the advertisement for accuracy and sign the vendor’s contract. IT Services reviews the advertisement strictly for UCLA trademark protections.

 

IV. REFERENCES

  1. UCLA Policy 350, Telecommunications Systems Services;

  2. UCLA Information Technology Services Web Site;

  3. UCLA Campus and UCLA Health System Directory;

  4. California Information Practices Act.

 

 

 

 

ISSUING OFFICER
/s/ Powazek, Jack


Administrative Vice Chancellor