The St. Thomas Directory service is located at https://directory.aws.stthomas.edu/.
The Directory is a public tool that lists departmental directory information (phone, email, location, etc.), student groups, important university websites (the Academic Calendar, Policy Repository, etc.), basic contact information for staff (email, department, etc.), and mailbox numbers for students. The data is pulled from a variety of sources. Some data in the Directory Database (especially department information) is used as the source-of-truth for information across campus, including in the Campus Map (Departments in a building) and OneStThomas, so it will behoove you to keep your personal and department information up-to-date, even if you personally don't use the Directory!
Because the Directory pulls information from so many sources, updating it can be a maze, because each source has to be updated its own way. This article will explain how to update any data in Directory, in this order:
- Department information
- Personal information (phone number, mailbox, etc.)
- Employee assignment
- Student club information
- Other important links
1. Department Information
You can update information about Departments (email, website, location, etc.) from the Directory itself. All St. Thomas employees are able to edit directory information for the department that employs them.
The department that employs you is determined strictly by the organization that pays your paycheck (often known by its 5-digit budget code).
To edit your department information, click Log In:
This will take you to a standard St. Thomas single-sign-in login page.
The first time you use this application, you may be prompted to give certain permissions to the Directory application. You should approve this. This is necessary for the login to succeed (it tells the Directory application your username and Outlook profile) and exposes no additional information about you.
Once you have logged in, you will find yourself on the department update page for the department that employs you:
This form is self-explanatory. If you change your department's phone number, delete the fax, and press "Submit Updates," your department will list a new phone number and no fax number in the public directory (and in OneStThomas and on the Campus Map).
There are a couple of fields that bear further explanation:
Department Type
There are three possible department types:
- Academic (if your department offers classes to the public)
- Institutes (outgrowths of academic units, doing work on behalf of the public, often research; many have "Institute" or "Center" in the name)
- Administrative (all others)
For purposes of the Directory, if your department does not offer classes to the public, then it is not an academic department. English (Undergraduate), English (Graduate), and the Department of Catholic Studies are academic departments. The Center for Catholic Studies is a Center. Because they do not offer classes, Academic Counseling, Academic Affairs, and the Academic Dean are all Administrative, not Academic, for purposes of the Directory.
Aliases
Your department name comes from Banner. However, you may add aliases, which will also appear in the Directory. You can even override the Banner name completely!
For example, the Art History department offers a Museum Studies program. It is not a separate department, but students sometimes look for the program in the directory under "Museum Studies" instead of "Art History." So, Art History created "Museum Studies (Undergraduate)" as an alias of Art History.
Operating Hours
You are encouraged to submit operating hours for your department. For most departments, entering a single, simple "MTWRF 9:00 AM - 5:00 PM" will suffice. Your hours will automatically be updated to "closed" on university holidays.
However, some departments have more complicated schedules.
Some departments have different locations, with different office hours in each location. Some departments offer multiple services with different hours (like the Business Hours, which has regular hours and phone-only hours). These are "Different Hours for a Different Service."
Some departments have different hours in Summer or J-Term. For example, many Academic departments do not keep their front desks staffed all summer long. If that describes your department, please note the special hours here so the information shown to students is correct.
Some departments, instead of closing during Thanksgiving Break, Easter Break, or Spring Break, remain open with limited hours. (Various dining locations on campus do this.) If that's you, please enter your special schedule as soon as you know what it is.
Nearly every department occasionally has rare exceptions where they are closed or on limited hours for a staff retreat, or a team lunch, or a large meeting. For that, you can insert A Specific Date with Unusual Hours (or more than one!).
The more accurate your department operating hours, the better informed students and others will be! Thanks for taking the time!
Submit Updates
When you've made all the updates you care to make to your department, press Submit Updates and they will go into the database! The Directory should update instantly. If you make a mistake and want to reset the form, you can press Reset and it will clear your changes, or you can simply close the page and return to it later.
2. Personal Information
Your personal information (phone number, mailbox number, etc.) all comes from Banner. You can edit it yourself through Murphy Online. Select "Personal Information," "Update Addresses and Phones," and update the information accordingly.
Personal information updates will be loaded into the Directory overnight (not instantly).
3. Employee Assignment
Employee assignments are determined strictly based on the organization that pays the employee's salary, often known by its 5-digit budget code.
From time to time, employees are surprised by their official department assignment, and sometimes disagree with them altogether! Occasionally, errors have been discovered. If you have any questions, concerns, or errors to report about your employee assignment in Directory, please submit a ticket to AskHR. Include the Banner budget code you're concerned about.
4. Student Club Information
Student club information is imported daily from TommieLink. Information should updated there should be reflected in Directory the following day.
5. Other Important Links
Occasionally, the Directory needs to include a link to a website that is not associated with a department or club, such as ClassFinder or the About St. Thomas page. (These appear in the Directory Websites A-Z list but not in the general department directory.)
If you have a non-department link that you believe should be included in the Directory (and it currently isn't), fill out the Directory Update Tommie Tech Services ticket, and it should be taken care of in 5 business days or less.
Need More Guidance?
If you still have questions after reading this KB article, please fill out a Directory Update Tommie Tech Services ticket, or leave a comment. (I, Jamie Heaney, the author of this article, should be notified of any comments.)