People Directory - Frequently Asked Questions

  1. Can I change my university e-mail address?
  2. How do I modify my entry in the People Directory?
  3. What is a guest account and how is one set up?
  4. How do I get someone's e-mail address if an e-mail address is not displayed?
  5. Why aren't all UT Police personnel in the directory?
  6. Where does the information come from?
  7. Where do titles come from?
  8. What is a "UTH Group" and why do some people have multiple UTH Groups?
  9. How can I get a bulk listing of e-mail addresses from this database?
  10. Other Questions?

Can I change my University e-mail address?

No. Your e-mail address is automatically generated from your information contained in the personnel, student, house staff, and/or guest databases.


How do I modify my entry in the People Directory?

STUDENTS
Student directory information is based on the information provided in UTLINK. Updates to directory information may be made on the UTLINK Web site at anytime. An address change form is also available online and at the Registrar and Student Affairs' Offices.

FACULTY AND STAFF
Faculty and staff must contact the person responsible for payroll or the SDR authorized submitter in their department and request that a modification to their Personal or Business information in PeopleSoft be made via the Web Personal Information (Web PA) template.

MEDICAL SCHOOL HOUSE STAFF
Medical School House Staff information is based on the information supplied in the Graduate Medical Education Information System (GMEIS). Updates to this information can be made by logging into the GMEIS and correcting the information. Except for legal name changes. Contact the Graduate Medical Education Office if the change involves a legal name change or if you are having problems updating your information.

GUESTS
Individuals associated with the university who are entered into the "Guest Database" may contact their sponsoring University faculty or A&P employee. Only this individual can access the guest database information and make the updates.


What is a guest account and how is one set up?

Guest accounts are available to individuals that are not students or employees of the university but who under state law are officially associated with the university and meet certain specific requirements. Each individual entered into the Guest Database must be sponsored by an A&P employee of The University of Texas Health Science Center at Houston.


How do I get someone's e-mail address if an address is not displayed?

The goal is to have everyone's e-mail address contained within the People Directory. If your address is not displayed as part of your People Directory entry, please notify the Help Desk (713-500-4848) of the problem.

STUDENTS
Students are protected by the Family Education Rights and Privacy Act (FERPA) which says, in part, E-mail addresses and other information can be withheld from this directory listing upon the request of the student.

FACULTY, STAFF, MEDICAL SCHOOL HOUSE STAFF, GUESTS
If someone else's e-mail address is not displayed, you will need to call them to get their address. It would also be helpful if you let them know that their e-mail address is not in the People Directory.


Why aren't all UT Police personnel in the directory?

UT Police are employed and paid by UT M D Anderson Cancer Center or U.T. Health Science Center at Houston. Because the directory data is extracted from our personnel records (see "Where do the data come from?") some won't appear in our directory. However, information about contacting the Police Department is available from the UT Police Web site.

In addition, UT M D Anderson Cancer Center has an online searchable phone directory available.


Where does the information come from?

The data present in The University of Texas Health Science Center at Houston People Directory comes from several sources:

STUDENT DATA
The student data comes from the Student Information System (SIS), the Registrar's Office, academic departments, and Information Systems

Name
Title (title - Class Rank, Major-- see "Where do titles come from?")
College Affiliation
E-Mail Address (mail)

The information extracted from SIS CANNOT be updated through the People Directory. See "How do I modify my entry in the directory?" Once updated, the new information should appear in approximately one business day. Information about students who have restricted access to their records will not show up in the People Directory. Entries for students will be deleted when they are not enrolled for the current long session and were not enrolled for the previous long session.

FACULTY AND STAFF DATA
The employee data comes from the PeopleSoft Human Resources Management System (PS-HRMS)

Name
Title - (job title)
College and Department Affiliation
Office Address
Office Bldg/Room Number
Office Phone
E-Mail Address

The information extracted from PeopleSoft CANNOT be updated through the People Directory. See "How do I modify my entry in the directory?" Once updated, the new information should appear in approximately one business day.

MEDICAL SCHOOL HOUSE STAFF DATA
The House Staff data comes from the Graduate Medical Education Information System (GMEIS).

Name
Title: House Staff Level X
Departmental Affiliation
Telephone Number
Office Bldg/Room Number
Street Address
Email address

The information extracted from GMEIS CANNOT be updated through the People Directory. See "How do I modify my entry in the directory?" Once updated, the new information should appear in approximately one business day.

GUEST DATA
See "What is a guest account and how is one set up?"


Where do titles come from?

STUDENT DATA
The title field for student entries comes from data supplied by the Registrar's Office and is of the form: class rank, declared major.

Class rank will be updated automatically. Declared major will be updated when declared majors are changed.

FACULTY AND STAFF DATA
The title field for employee entries comes from data extracted from PeopleSoft Human Resources Management System (PS-HRMS).

MEDICAL SCHOOL HOUSE STAFF
The title field for Medical School House Staff is based on the GME Contract Title listed in the Graduate Medical Education Information System (GMEIS).

GUEST DATA
The title field for Guests is based on the information provided at the time of sponsorship. See "What is a guest account and how is one set up?"


What is a "UTH Group" and why do some people have multiple UTH Groups?

A sizable number of people at UT Houston have multiple affiliations with the university. For example, some individuals may have both administrative and faculty appointments. Others may hold staff positions and simultaneously be students in one or more schools. Thus, it is not realistic to list only one affiliation for individuals having multiple affiliations.

To solve this problem, a person in the directory can have one or more "uthgroup" attributes. A "uthgroup" attribute contains four descriptors. These descriptors are as follows:

school or administrative support affiliation
student, faculty, academic & professional, or staff classification
department affiliation for employees or degree program for students
job title for employees or year of study for students.

Thus, a directory entry for a person who is both a staff member and a student would contain two "uthgroup" attributes: Examples might be

uthgroup=MS:staff, Neurobiology & Anatomy: Senior Support Assistant
uthgroup=SON: Student: Master of Science in Nursing: 1st Year

For students, only the school and student descriptors of a "uthgroup" attribute is displayed in the People Directory. If the person is also an employee, all descriptors of an employee "uthgroup" attribute are displayed.


How can I get a bulk listing of e-mail addresses from this database?

Please see Section 17.05 of the Handbook of Operating Procedures (HOOP) titled "Email and Internet Usage" for the latest information on this issue.


Other Questions?

For tips on searching and other question related to using the People Directory, contact the HelpDesk at 713-500-4848.

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Date Modified: 01/05/2005