Personnel Changes

Although we have a record of every extension on campus (because we bill for it), unless someone tells us there has been a change, we have no idea the Joe Smith and Judy Black switched offices in Old Main or that Nancy White left the Library and is now working in Computer Services (or who took her place in the Library or who she replaced in Computer Services). It is the department secretary's responsibility to give us information by going to the faculty/staff directory, printing out the complete department directory, and making the personnel changes on that printout.

Address Changes

The online directory, as well as many department sites, are triggered by the Telecommunications software designed to keep track of the location of each campus extension (for both billing and 911 purposes). Extensions and room numbers are tied together in our phone inventory. As it is vital for this to be accurate, we will not change the location listing of a phone unless we actually change the location of the phone. For example, John Smith has the extension x3271 in HAB 40. He would like all visitors to go to the department secretary first so he would like his address to show in the directory as HAB 35. We cannot comply with this request- if a visitor can't find his office, neither can a "first responder" if he should have an emergency. If you find a mistake in the address, please call K.C. Stevens at x3271 for someone to come out to verify the location of an extension.

Field Lengths

We often get requests to put in a title such as "King of the World, Prince of the Underground." The length of the fields in the software is limited and inflexible. If we receive a change that won't fit in a field, we will try to abbreviate it in a way that makes sense but we will not be responsible for the outcome!

Number of spaces:

First Name = 15 spaces

Last Name = 20 spaces
Title = 20 spaces

Digital Phone Display

The name showing up on the digital phones is called the "NIINI". This field can be be up to 20 spaces. When you request a move, add or change of a phone, or have a name change, please let us know what you want in this field.

Online Directory (aka People-Finder) updates

To submit Online Directory listings updates to Telecomunications:

Academic Department Secretaries Log in to my.newpaltz.edu Go to "Faculty/Staff Services" tab > "My.Staff Tools" channel > Adjunct Directory Under View/Print Department Directories, follow the Telecommunications link There you will find a list of the directory information that is in the Telecommunications database and displayed on the Faculty/Staff phone and e-mail directory ("People Finder") at www.newpaltz.edu/directory, as well as on many department Web sites. (See screenshot below) To update any of this information, print out this page, mark the changes on the hard copy, and send it to Telecommunications. NOTE: Telecommunications does NOT maintain the list of adjuncts and so this list does not contain adjuncts. See the info on updating adjunct listings below.

Administrative Department Secretaries Go to www.newpaltz.edu/directory Find your department in the dropdown menu Print this page, mark the changes on the hard copy and send it to Telecommunications.

Please Send a Change Only Once!!!

Because the Online Directory is updated once a month, changes sent at the beginning of a month may not appear on the Web for a few weeks. So, even though you don't see the changes on the Web immediately, please be patient. The date the directory was last updated appears on www.newpaltz.edu/directory. Please keep a copy of the changes you send over and check to make sure you haven't already requested a change before sending it again. If we go into the software and see that we have already made a change, we will assume the second change sheet is a duplicate and it will be discarded. If you have a second change in the same month, please mark the "additional changes" on the second sheet.

Department Faculty/Staff Web page updates

Please keep in mind that most of department Faculty/Staff pages contain both dynamic (generated from the Telecommunications database and maintained by the Office of Telecommunications) and static content (manually updated by the Web Office). Thus, updating these pages could be a two-step process that involves submission of the changes to both offices. The screenshot below should help you understand what "pulls" from where and what office is responsible for updating it. (Example shown: Economics Department Faculty/Staff Web Page).

The only information that should be sent to Telecommunications for updates (marked with green border in the above example) is: Last Name, First Name, Title, Office Phone and e-mail, using the printout available in my.newpaltz.edu noted above. Any additional information (marked with red border), such as degree, university attended, concentrations, research fields, personal Web site, link to profile, etc. should be forwarded to the Web office for updates. If you have questions about your departmental Web page, contact the Senior Web Producer at x3243.

Adjunct Faculty Directory Listings Online

Adjunct faculty can be included in the Online Directory, as well as most academic department Web sites. Instructions on how to enter and edit this information for you department are available upon request from the Web office. If you have any questions, or are a new secretary needing access and instructions, please contact the Senior Web Producer at x3243.