ITS Documentation
Online Directory Access Policies and Agreement
R1452 • July 2009

Some individuals, such as help desk staff and departmental information technology staff, need greater access to the U-M Online Directory than regular users do. This document describes some of the access levels available and the policies that pertain to them. It also includes the form to be filled out to gain increased access to the directory.

WARNING! Some changes may render the directory unusable. Therefore, those who have write access to the directory must use extreme caution when making changes to entries.

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Download the U-M Online Directory Access Agreement & Authorization form.

Access Levels

Anyone can look up an entry in the U-M Online Directory that has not been designated as private. Members of the U-M community can make changes to most of the fields in their own entries. If they have been designated as a proxy for an entry by the entry owner, they can make similar changes to that entry.

Some U-M staff members require additional access to perform their job duties. These are the most common access levels requested and granted:

  • Consultant access. Allows you to view and modify the E-mail Forwarding Addresses in people's entries. (This field is typically hidden from everyone except the entry owner.) Usually, consultant access is given to help-desk consultants and other frontline staff members who help directory users. Consultants should use their expanded directory access only as needed in the performance of their jobs.

  • Accounts access. Provides write access to additional fields in the directory, such as Also Known As, Title, and Description. This level of access is typically given to those who work in the ITS Accounts Office, as well as others who perform a similar function.

If you need special directory access, contact the Directory Services Team at diradmin@umich.edu. to find out what level is appropriate for your needs. Also, read this document so that you are aware of the applicable policies, then submit the U-M Online Directory Access Agreement and Authorization form.

Responsibility of Having Special Access to the Directory

Those with special access to the directory must be very careful when exercising this important responsibility. They must protect the privacy of individuals by enforcing Standard Practice Guide 601.07.0 (U-M Proper Use Policy) [PDF file, 102 Kb] and ensuring that the information published in the directory is correct.

Following the directory management policies will help protect you and the University community. Non-compliance with the directory management policies and procedures is a serious breach of the U-M Proper Use Policy and may result in disciplinary or legal action up to and including termination.

Directory Access Policies

Directory access policies are established by the Online Directory Services project team. There are absolutely no exceptions to these policies and procedures unless directed by the Directory Services project team. You can contact the team by sending e-mail to diradmin@umich.edu.

  • The primary consideration when making changes to entries in the U-M's Online Directory should be the interests of the person whose entry is being changed, whether the entry is a personal entry or a group entry.

  • You are responsible for setting your password to one not easily guessed. See Choosing and Changing a Secure UMICH Password (R1162) for details.

  • Do not give in to anyone pressuring you to bend or alter any of these policies or procedures. You must adhere strictly to them. If pressure or harassment continues, you should refer the user to your supervisor, unit director, or the Directory Services Team (diradmin@umich.edu).

  • Do not tolerate abusive situations. If you feel unduly pressured or harassed to provide unauthorized directory access, phone the Department of Public Safety for your campus:

    • Ann Arbor: (734) 763-1131

    • Flint: (810) 762-3335

    • Dearborn: (313) 593-5333

Non-Compliance With Directory Access Policies

NOTE: In order to maintain accountability and resolve problems, all directory management tools maintain an information log. Violating directory access policies will result in the following:

  1. The supervisor or unit director notifies Directory Services immediately.

  2. The supervisor or unit director initiates an investigation process—possibly leading to disciplinary or legal action consistent with Standard Practice Guide 601.07.0 (U-M Proper Use Policy).

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Additional Resources

Visit ITS's Information System to obtain ITS computer documentation and other resources. A list of relevant documents follows:

ITS's Online Help Desk provides a variety of computing help resources.

For further help with directory access, send e-mail or phone (734) 764-HELP [764-4357].

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