Procedure 350.2 - Phone Directories

UCLA Procedure 350.2:

Telephone Directories

Issuing Officer:

Administrative Vice Chancellor

Printable View

Responsible Dept:

Communications Technology Services

Effective Date:

July 16, 2001

Supersedes:

UCLA Procedure 350.2, dated 10/1/1986

References | Background | Statement | Procedures

I. REFERENCES

UCLA Policy 350, Telecommunications Systems Services;
UCLA Communications Technology Services Web site;
UCLA Campus and CHS Directory.

II. BACKGROUND

As a part of its responsibility to serve as a central clearinghouse and coordination agency for telecommunications activity at UCLA, Communications Technology Services (CTS) maintains databases of University faculty and staff listings, and department listings. CTS prepares and distributes the UCLA and Center for the Health Sciences Directory (Campus Directory) in printed form and maintains the online campus directory. The online directory includes listings for students provided by the University Records System Access (URSA) system of the UCLA Registrar's Office.

In addition to producing and distributing the Campus Directory, CTS facilitates the publication of selected faculty and staff listings in the University of California (Statewide) Directory (UC Directory) and the annual distribution of this directory to the campus. CTS also processes requests by departments for supplemental department and physician White Pages listings and for placing Yellow Pages advertisements.

III. STATEMENT

The Campus Directory and its contents are the property of UCLA. The UC Directory is the property of the University of California. To protect the privacy of the individuals listed therein, and in accordance with the State of California Information Practices Act, the online and printed directories may not be used, rented, distributed, or sold for commercial purposes.

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

IV. PROCEDURES

The Coordinator must be authorized to access the CTS Directory Update System. Coordinators must possess a Bruin OnLine account as Bruin OnLine is used as authentication for access to the system. Coordinators may access the Web-based CTS 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 and Printed Campus Directory

The faculty, staff, and department listings are used for publishing the printed Campus and UC Directories. Deadlines for print directory publications are announced each fall to ensure that the listings are as complete and up-to-date as possible prior to publication.

RESPONSIBILITY	ACTION
Directory Update Coordinator	Faculty or Staff Listings Enters new or updated faculty and staff listing information into the CTS Directory Update System. Updated information is reflected in the online Campus Directory the following day. Department Listings Submits changes for department listings to CTS 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 CTS Directory Services by fax or mail.
CTS Directory Services	Delivers printed Campus Directory annually, at no charge, to all faculty and staff listed in the directory database at the time of publication. Additional copies are available to departments, faculty and staff for a fee and may be ordered from CTS.
UCLA Student	UCLA students may change their listing information through URSA Online or by filling out a change form available in Murphy Hall and filing same at 1113 Murphy Hall.

B. Listings in the UC Directory

The UC Directory is published annually by the Office of the President and contains listings for selected academic and administrative personnel and departments from all of the campuses, the four largest laboratories, and two affiliated institutions, as well as listings for The Regents and Office of the President. The UC Directory also contains information on Systemwide telecommunications services, and listings for Academic Senate officers, retiree associations, and alumni associations.

RESPONSIBILITY	ACTION
Unit/Department Head	Faculty and Staff Listings Selects individuals for personnel listings in the UC Directory. Such listings are reserved for middle and upper management, and for key personnel considered vital to University communications.
Directory Update Coordinator	Submits new and updated faculty, staff and department listings to the CTS Directory Update System for personnel, and by fax or memo for department changes.
CTS Directory Services	Transmits updated listings to Office of the President, ensuring that data meets prescribed style and format guidelines, and by the appropriate deadline. Personnel listings are sent via File Transfer Protocol and department changes by e-mail attachment of a word processing file.
CTS Directory Services	Distributes directories at no charge to faculty and staff who are listed in the directory.

C. Listings in Local Telephone Directories

UCLA listings in the local White Pages are located under the heading "UCLA" and are paid for by CTS. Departments 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 upon request for no charge. See the CTS Web site for more information.

RESPONSIBILITY	ACTION
Unit/Department or Physician	Supplemental White Pages Listings Physicians wishing to be listed alphabetically may submit a Telecommunications Service Request (TSR) to CTS Directory Services including physician's degree (MD, Phd, etc.) and specialty. Address or additional information may be included with the listing.
CTS Directory Services	Processes request and as appropriate, recharges department or customer for cost of listing.
Unit/Department	Yellow Pages Advertisements Depending on the directory used, contacts the vendor directly and/or contacts CTS Directory Services and submits a TSR. 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 TSR to CTS Directory Services.
CTS Directory Services	Processes requests submitted via TSR on behalf of unit/department. Departments are billed directly by the selected vendor in all cases.
Unit/Department and CTS Directory Services	Receive final proof of the advertisement before it goes to print. Departments must review the advertisement for accuracy and sign the vendor's contract. CTS reviews the advertisement strictly for UCLA trademark protections.

Issuing Officer

/s/ Peter W. Blackman

____________________________________________
Administrative Vice Chancellor

Questions concerning this policy or procedure should be referred to
the Responsible Department listed at the top of this document.

Printable View PDF | Admin Policies Home | UCLA Home