Directory Services

Maintain Departments - Help

Maintain Departments lists all of the departments that you own. 

You can add a new top level department here or delete departments.  To modify any of the department details you must expand the department heading and may have to expand the department sub-headings.

If you are adding a new top level department: After entering data in the form fields to add a department, please remember to press the    button.

If you are modifying any of the items within the department: After making your modifications,  please remember to press the applicable modify button.    

For more information on maintaining departments go to the Directory Training Tutorial 

Frequently Asked Questions

This page includes useful information on the LDAP Department Management Application.
Last Updated: February 03, 2010

 FAQ Contents

Why does Highest Education Level not display or display in red?
How to get setup as a Department Owner
Where is this data stored/What is LDAP?
Valid reasons to override people data
Where to get people data changed if incorrect
People telephone number types and use
Priority of telephone number selection for employees


Why does Highest Education Level not display or display in red?

At the request of the Provost public access to an employee's Highest Education Level was removed on January 20, 2006.  This means that most people will not see an employee's education level when doing online searches and it will not be printed in future versions of the paper NAU Information Directory (NAU phone book).  The department maintenance application still references this attribute but you should just ignore it when working with people in the application.

How to get setup as a Department Owner

1. Take Department Management training
2. Take FERPA training
3. Contact ITS Solution Center to be added to the Organization Owners Group.  Do this by opening an SOS ticket in the SOS gateway.

Where is this data stored/What is LDAP?

The data for the departmental section of the phone book and the online search is stored in the NAU LDAP directory.  LDAP is a standard for storing and searching directory information.  NAU's LDAP directory contains information about people, departments and other entities at NAU.  The people information comes from multiple sources.  These sources include Human Resources, the Student System, email systems on campus, NAU card office and several smaller systems.  The data from each source is combined into one entry for each person.  Some additional data is added by the directory software.  The additional data includes but is not limited to your NAUID and your email aliases.  In order to change any piece of data about a person you must change it in the source for that data and then it will be fed to LDAP as part of the regular update jobs. 

The departmental data is stored only in LDAP and does not come from any other system.

Valid reasons to override people data

Employee works in more than one department reason

Only override this data if the department is not for the person's primary job at NAU.
Otherwise fix data at the source which is the HR system.  See the section below about how to get this data changed.

List of fields

• Building Code (if you want to display it)

• Telephone Number

• Internal Phone Number

• Post Office Box

Display Different Data reason

These fields are acceptable to override just to display different data, even if this is the person's primary job.

List of fields

• Building Code (only if you choose not to display it)

• Education Level (can only choose not to display it. If incorrect get it updated in PeopleSoft)

• Job Title (because you need a better working title)

Data doesn’t exist on people reason

These fields don't exist on a person's directory entry so you must add them when associating them with a department if you wish to display this data.

List of fields

• Leave Status

• Room number

Where to get people data changed if incorrect

Name - An employee's preferred name can be changed by sending email to HR.Contact@nau.edu (use subject line describing the item that needs to be changed).  Only the first and middle name can be changed.  Examples of acceptable changes are: removing the middle name so it is not displayed, using the middle name as your first name and replacing your first name with your nickname or a different spelling.

Phone Numbers

• Work Phone -- Employees should be instructed to use PeopleSoft self service at https://peoplesoft.nau.edu. The phone type is "NAU Empl Desk".  Or the department owner can send an email request to HR.Contact@nau.edu (use subject line describing the item that needs to be changed)

• Contact Phone and Second work phone -- send email request to HR.Contact@nau.edu (use subject line describing the item that needs to
  be changed) from the person or department owner

• Work Phone Internal - Used for Extended Campuses employees on NAU Phone system.  Extended Campuses employees should email request to Extended.Campuses@nau.edu

Box Number – email request to HR.Contact@nau.edu (use subject line describing the item that needs to
be changed)

Education Level – email request to HR.Contact@nau.edu (use subject line describing the item that needs to be changed)  Note that this value is no longer displayed in the online directory or the printed phone book.  So you really shouldn't need to have it changed.  See Why does Highest Education Level not display or display in red? for more information.

Building Number – email request to HR.Contact@nau.edu (use subject line describing the item that needs to
be changed)

People Telephone number types and use

• Work – Should be the employee's desk phone

• Contact – Number to call if the person should not be called directly at their desk (ie administrative assistant, ACD number).  When an employee has a number in this phone type, this number will be displayed on the online directory, not their desk phone number.

• Second Work Phone - phone number of second job if a person has two jobs at the university. (Second Work Phone is not used in this application)

• Work Phone Internal – NAU Internal phone number – only set if the person’s work or contact phone is not a +1 928/523-xxx number.  This phone type is currently only used by Distance Learning.

Priority of telephone number selection for employees

There are two primary phone numbers in the LDAP directory that are displayed for employees.  These are the the telephone number and NAU internal phone number.  The directory tries to select the best phone number from the HR system for the employee to place in these fields.  The priority of selection from HR phone types for each field is:

Telephone Number -- Contact Phone then Work Phone
NAU Internal Phone -- Work Phone internal then Contact phone (if 928-523-xxxx) then Work Phone (if 928-523-xxxx)

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