People Directory FAQ
What is the People Directory?
How is Parking & Transportation Services
using the People Directory?
How do I add a new employee to the People Directory?
What information will I be required to
input?
The CWID does not match this new person’s
social security number and it won’t let me add the person.
Help!
It brought back the correct person, but
they’re listed as a student/in a previous position.
What do I do?
What if I don’t have a Collective
Bargaining Unit or Position Number?
How are employees removed from the People
Directory?
For a new part-time faculty, can I just
use the Extension Mailbox form to get them into the People
Directory?
Do I have to enter people into the People
Directory?
Do I really have to do a separate
request for all new part-time faculty and teaching associates?
Who can I contact with questions?
What
is the People Directory?
The People Directory is quite simply a
single database of all campus employees and students. It combines
the information from several campus databases to create a
single place where the information can be found. If you are
a Department Information Technology Coordinator, you can view
the People Directory at: https://my.fullerton.edu/park
Use the same log in and password that you use for your computer
(and the Online IT Request Form).
How is
the Parking Department using the People Directory?
The Parking Department is using the People
Directory to verify an employee’s status (i.e. faculty/staff;
full-time/part-time) before issuing them a parking permit.
Employees who are not in the People Directory will not be
issued a parking permit.
How do I
add a new employee to the People Directory?
You have three options:
a) Complete an IT Request Form for the
person when requesting phone/email/computer for them. You
will need to add the person to the People Directory in order
to complete that request.
b) Select the option “Add a Person
to the People Directory” after clicking on Make a Request.
This allows you to add someone to the People Directory; however,
no phone, email, or computer changes will be made
and you may not designate a phone number or location for them.
c) If the employee is a part-time faculty
member, fill out their contract via Informed Filler. When
you press the "Save" button, the information will
be sent to the People Directory. Please note:
The contract does not have to be complete to send to the People
Directory. However you must have: name, social security number,
position number, and bargaining unit for Parking to issue
a parking permit.
What
information will I be required to input?
Required Fields:
1) Name
2) Social Security Number (a Campus-wide ID will be generated
from this SSN)
3) Department
4) Position Number
5) Collective Bargaining Unit
6) Gender
7) Position Type (i.e. full-time staff, part-time faculty,
etc)
8) Position Start Date
Optional Fields:
1) Suffix (i.e. Jr, Sr, etc)
2) Off-campus email (enter n/a if not known)
The CWID
does not match this new person’s social security number
and it won’t let me add the person. Help!
The CWID that you see in the People Directory
is NOT a social security number. It is the
person's Campus-Wide ID which
is an alternative id number for that person. If you enter
a person’s name and their correct social security number,
it should bring up that person’s entry (if they are
in the People Directory). If the social security number is
already in the People Directory, the Add A Person button will
not be available to you. Look at the search results and click
Select next to the correct name for your request.
It brought
back the correct person, but they’re listed as a student/in
a previous position. What do I do?
At the screen that shows you all the positions
for that person, click on Add Position. You can now enter
the person’s new/correct department, location, and extension.
The previous position information will be removed by Human
Resources.
What
if I don’t have a Collective Bargaining Unit or Position
Number?
There is a choice under Collective Bargaining
Unit called “Unrepresented” that you can choose
for contractors/etc. As for position number, you can enter
all zeros for the number if there is truly no position number
(i.e. contractors). For staff, there should be a position
number before the employee is hired. For faculty, usually
the last three digits (the serial number) are assigned by
Payroll. If you do not know the serial number, you may enter
zeros for that portion of the position number.
Please note: Parking will require the correct
position number for any employee who is not a contractor/volunteer
before issuing a parking permit.
How are
employees removed from the People Directory?
One of the databases that is linked to
the People Directory indicates when an employee has officially
left the university, so there is nothing you need to do in
regards to the People Directory. However,
you do need to fill out an IT Clearance form
for the employee in order to clear their phone, email, and
computer.
Please note: People are
never "removed" from the People Directory. When
they leave a position (either leaving the university or moving
to another position on campus), that position is marked as
inactive in their People Directory record. If a person has
no active positions, they are ineligible for any campus resources
such as parking, keys, etc.
For a
new part-time faculty, can I just use the Extension Mailbox
form to get them into the People Directory?
Unfortunately no. While we will be working
on a way to integrate the Extension Mailbox form with the
People Directory, there is not an easy way for us to get the
Social Security Number for just the new part-time faculty
from that particular form.
There are three ways to get part-time faculty
into the People Directory:
1) Fill out their contract via Informed
Filler. When you press the "Save" button, the information
will be sent to the People Directory. There will be a lag
time of a few minutes before their information will show up
in the People Directory. Please note: The
contract does not have to be complete to send to the People
Directory. However you must have: name, social security number,
position number, and bargaining unit for Parking to issue
a parking permit.
2) Fill out the Add Person to People Directory
Form on the Online IT Request Form. This will allow you to
add them into the People Directory, but you will not be able
to request telephone listing or email account for them.
3) Fill out an Phone/Email Request Form
on the Online IT Request Form. In the process of requesting
their email account, you will be required to enter them into
the People Directory.
You will still need to fill out the Extension
Mailbox form to create extension mailboxes for both returning
and new part-time faculty.
Do I
have to enter people into the People Directory?
Not necessarily, but it is a good idea.
The Human Resources databases on campus (i.e. Foundation,
Associated Students, Campus Human Resources) update the People
Directory on the 1st and 15th of every month. This process
will enter all new hires into the People Directory.
However, Parking will not issue a parking
permit to anyone who is not in the People Directory. Additionally,
most faculty and staff require a telephone, email, and computer
assigned to them. The Online IT Request Form requires that
you input a new hire into the People Directory before you
can process a request for them. The new faculty/staff portal
also requires that an employee have an email and be listed
in the People Directory to gain access to its special features
(such as sending emails to class lists, etc).
Note: As contractors and volunteers are
not official campus employees, the only way they can get into
the People Directory is via the Online IT Request Form.
Do
I really have to do a separate request for all new part-time
faculty and teaching associates?
No. Remember that if you fill out a part-time
faculty contract in Informed Filler, their People Directory
entry is automatically created/updated.
As Teaching Associates are not granted
special parking privileges any longer, there is no need to
input them into the People Directory.
Who
can I contact with questions?
Contact people@fullerton.edu
if you have any questions about the People Directory. For
questions about the Online IT Form, you may contact any member
of Telephone Services (including Lori Arthur at x4488).
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