Working With a Directory Page

Web Services and Standards

These are individual pages that contain complete contact information for a person. Directory pages automatically populate the section's directory list. Directory pages are required for academic departments and colleges and for most administrative offices.

Here are some things to keep in mind:

Authors create directory pages.
Publishers approve directory pages.
Managers create directory lists and subdirectory keys.

Everyone included in the 51�� telephone directory should have a directory page created. Inclusion of others, such as student employees and interns, is discouraged—because it requires more maintenance—but ultimately is left to your discretion.

Try to provide complete contact information, including name, title, email address, phone number, location and mailing address for every person.

How to create a directory page

Click on Add Content in the administration menu and choose Directory page.
Select the section in which this directory page belongs.
Proper first name—enter the person's official given name.
Do not include Ms., Mrs., Mr., Dr. or any other prefixes, titles or courtesy titles.
Preferred first name—enter the person's nickname or preferred given name, if it is different from the proper first name.
If the person prefers to go by his or her middle name, enter that name here as well as in the middle name field below.
Middle initial or name—enter the person's full middle name or middle initial if they use it regularly. If a middle initial is used, place a period at the end of it.
Last name—enter the person's last name.
Suffix—If the person is a junior, senior, III, IV or V, enter that here.
Do not include degrees or certifications (Ph.D., M.D.).
Display name—enter the name the person would use to introduce himself or herself in public. If the person commonly introduces herself as Rebecca McKenna Coolidge, that's what you should use. If she introduces herself as Becky Coolidge, use that.
Do not include Ms., Mrs., Mr., Dr. or degrees—just the name. If this field is left blank, it will default to the proper first name and last name.
Job title—enter the person's primary official job title. Do not use abbreviations, and capitalize all key words of four or more letters. According to 51�� writing style standards, titles generally are not capitalized unless they precede a person's name, but directory listings are an exception to this rule.

Professor of Political Science
Relatively few people have two official titles, but if the person holds a dual appointment, a second field is available for your use.
Someone might be "Professor of Political Science" as well as "Director of the Institute for Government and Politics."
Portrait—photos can be added in the Portrait section of the directory page form. The portrait size is used on individual directory pages. The thumbnail size is used on departmental directory listings and should be a tightly cropped headshot from the same photo as the portrait. If no approved photo is available, a standard, shaded box is automatically added.

Only official University publicity photos may be used on directory pages. Official publicity photos are those taken by the Office of Marketing and Strategic Communications or third-party photos accepted by Office of Marketing and Strategic Communications. Office of Marketing and Strategic Communications holds publicity photo sessions regularly throughout the year and electronic copies of the photos are available to faculty and staff free of charge. Call (269) 387-8400 for more information.
Office—enter the person's full, 10-digit direct-dial office phone number. Enter the area code as well as the exchange, formatted exactly as shown below.

(269) 387-XXXX
A second field is available if you'd like to enter a second phone number—perhaps the main office line—but always enter the direct dial number first.
Mobile—enter the person's full, 10-digit mobile phone number if they consent. If a person does not want their mobile phone number listed, leave this field blank.
Fax—enter the person's full, 10-digit fax number, if applicable. If the person has no fax number, leave this field blank.
Email—enter the person's wmich.edu email address. Only wmich.edu email addresses may be used. Emails are displayed as "Send an email" which will send the user to a contact form, rather than directly displaying the person's email address.
firstname.lastname@wmich.edu
Location—enter the room number and building where the person's office physically resides. Enter a comma, then the words "Mail Stop" and the person's four-digit campus mail stop.

310E Walwood Hall, Mail Stop 5433
Mailing address—enter the person's campus mailing address. Use U.S. Postal Service abbreviations for both the street address and state. There is no punctuation in the lines for the street address or city, state and ZIP code, per the requirements and preferences of the U.S. Postal Service.
Name of Department
Western Michigan University
1903 W Michigan Ave [no punctuation]
Kalamazoo MI 49008-XXXX USA [no comma between city and state, XXXX = mail stop]
- 51�� is an international university. Always include USA.
- Visit the 51�� Writing Style Guide for common USPS-approved abbreviations.

Additional Information section of the form

This is where you can add biographical information, degrees, certifications, teaching interests, and research and creative interests for senior leadership and faculty. Everything is optional, but if you choose to include information, it must be formatted as shown below. It also must be updated regularly, which is why you are advised to enter additional information only for senior leadership and faculty members. Click the Additional Information link to expand the menu.

Education—enter the person's educational background. Begin with highest degree. Enter the information exactly in this format: degree, concentration, name of institution, year.

Ph.D., American History, University of Chicago, 2004.
- Enter only one degree per line.
- To add a new line, click the Add Another Item button.
Certification—enter the person's major, relevant professional certifications. Begin with the most recent. Enter the information exactly in this format: certification, concentration (if applicable), name of institution, year.
- Enter only one certification per line.
- To add a new line, click the Add Another Item button.
Teaching interests—enter up to four of the person's teaching interests. These should be subject areas taught at 51�� on regular basis.

constitutional law, 18th century British literature, thermodynamics, applied neurology, business ethics in a global economy.
- Do not expand upon or describe the areas.
- Enter only one teaching interest per line.
- Capitalize the first word of every line and proper nouns only.
Research interests—enter up to three of the person's research interests. These should be research areas in which the person is actively engaged.

standardized testing in K-12 education, carbon-capture technology, American Civil War diaries.
- Do not expand upon or describe the areas.
- Enter only one research interest per line.
- Capitalize the first word of every line and proper nouns only.
Creative interests—enter up to three of the person's creative interests. These should be creative areas in which the person is actively engaged.
outdoor metal sculpture, playwriting, musical composition and arrangement.
- Do not expand upon or describe the areas.
- Enter only one creative interest per line.
- Capitalize the first word of every line and proper nouns only.
Bio—enter a short professional summary in paragraph form. Preferred length is 250 words or less. This is a biographical sketch, not a vitae. This bio must be edited to conform to 51��'s writing style before it is published or sent for review; otherwise, it may be removed. Every bio should include the person's full name, including Dr., if applicable (but not Mr., Mrs., Ms. or other courtesy titles); their title; and the words "Western Michigan University."
Dr. Jane Doe, professor of biological sciences 51�� Michigan University, ...
Curriculum vitae—this is where you can upload a vitae (PDF format only).

Subdirectories

Sections in the system have the option of creating subdirectories, which may be useful for large, multifaceted departments

A subdirectory might include only faculty, or only faculty in a specialized area within the department. In the system, you can tag individual records so that a person's information resides in one place, can be updated in one place and can be displayed automatically in multiple subdirectories.

Only a manager can create a subdirectory. Once a subdirectory has been created, a manager can give you the corresponding subdirectory key value.

To add someone a subdirectory—enter that directory's key value into the Subdirectory keyfield. If you do not know which key value to enter, ask your manager.
To add this person to multiple subdirectories—click the Add Another Item button, and another field will appear. Enter only one key value per line.

Save the page

Click the Save button at the bottom of the page or you will lose any work done since the page was last saved. Once you click Save, you will see a preview of the directory page. Also on the preview screen, you will have the option to either:

Continue making edits to the draft (by clicking Edit Draft), or
Submit the page for review (by clicking Apply next to the Needs Review drop-down menu).

Submit for review

The moderation process for directory pages is exactly the same as it is for basic pages. Send the page to the publisher for publishing when you are ready by choosing Needs Review from the drop-down menu, and then click Apply.

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Web Services and Standards