Policy

Policy

Public Affairs at Illinois displays data through the Online Directory relative to the current faculty, staff, and students. Our goals are to make the information easily accessible, to protect privacy when necessary, and to give each campus community member (user) as much control over his own information as possible.


Students

In the case of student information, the Office of the Registrar has given us policies that restrict student information available to the public. However, faculty and staff members can login using their Active Directory password to view more extensive Technology Services LDAP data on students.

Retirees/Emeritus

Only retirees and professors emeriti who have a formal zero percent (or greater) appointment will appear in the campus online directory. A University of Illinois netID is required for inclusion in the online directory.

Profile editor (personal entries)

Web Services' new Profile Editor can be used to customize personal entries in the Online Directory, but campus units will have to opt-in to use it. Some colleges/units would like to continue using an existing system for managing profile pages of faculty and staff. For those units, Web Services will arrange automated updates of the Online Directory when changes are made in the unit's system.

In units that choose to use Web Services' Profile Editor, the personal profile can be edited by the subject personally, or by the Campus Communication Officer (CCO) for your unit. The subject will also have the ability to give proxy power to another staff member (e.g., a department might decide to have a secretary enter information for all faculty members to ensure timely completion and a uniform look).

Customizable fields for personal profile pages include:

  • Roles - Official job titles often do not describe "what we do" for the campus. A "Secretary IV" may, in fact, act as Webmaster or data manager for the unit. This can be the place to state plainly your major duties.
  • Address - A default setting pull data from CITES L-DAP server. A custom setting can be used to correct or reformat the entry.
  • Additional Information - Labels, chosen from a dropdown list, become section headers and provide space for details. Common additional information includes Education, Biography, Research Interests, Projects, Awards and Honors, Publications, Social Media, etc.
  • Image - The image displays at 170 px wide.
  • Editors - Enter the netID of a person to give him/her access to edit a profile.

Rules that effect what information a person adds to their profile are found in the Directory Terms of Service and in existing campus guidelines such as the code of conduct, ethical behavior (http://www.ethics.uillinois.edu/index.cfm), policies regarding the use of campus computers at http://www.fs.uiuc.edu/cam/CAM/viii/viii-1.1.html and sponsorships and advertisements at http://www.fs.uiuc.edu/cam/CAM/iii/iii-21.html, research rules, security issues, protection of confidential student information, copyright, etc.

New category names can be requested (there's a link in the profile editor), but no names that can be construed as redundant will be added. You are urged to use the existing category labels if possible.

Profile Editor (unit entries)

Campus units can also use the Profile Editor to create a more robust listing in the Online Directory. Campus Communication Officers will be given permissions to change any departments listing that have department codes in their jurisdiction. Most will give proxy permissions to selected individuals within departments.

For department listings only, new category names can be entered to reflect the work of the unit. Some units might want a category for "affiliated research centers," while another may want "performance spaces."

One of the pre-seeded categories for department entries is Social Media. Public Affairs will collect all social media listings from the department profiles to populate a campus index of social media. It is imperative, then, that the text for the link make clear what unit is represented. (i.e., not "Facebook" but "Facebook - Chemistry at Illinois"; not "Twitter" but "Twitter.com/CITES_security")

Please follow all guidelines for campus branding found at http://identitystandards.illinois.edu/theillinoisbrand/index.html, including using no logo other than the column I, and referring to the campus as "Illinois," "the Urbana campus," or "U of I," but NOT "uiuc."