How to update Employee information in the UBC Directory

The UBC Directory is updated via a few triggers:

• Brand New to UBC Hires: After a new employee is hired and their Employee ID is associated with a CWL account, a new record is automatically created within the UBC Directory. The employee's directory record is initially populated with basic information, such as First Name, Last Name, and Email.
• Employees Leaving UBC: If an employee leaves UBC their record will be automatically removed from the UBC Directory.
  
   
  NOTE: If an employee transfers to a new department within UBC, the UBC Directory will NOT be automatically updated unless a UBCO IT Onboarding or Offboarding form(s) is submitted (see below).
• UBCO IT Move Request: If this form is completed, it includes a request for UBCO IT to update the employee listing in the Directory with the new office location and other updates as applicable as a result of the move
• UBCO IT Onboarding (or Transfer In) Request: When this form is completed (in ADDITION to the Workday Hire process) for an existing UBC employee who has transferred to your department from another, UBCO IT will update the UBC Directory with the new department, title, office location and phone line as applicable.
• UBCO IT Offboarding (or Transfer Out) Request: This form should be filled out in ADDITION to the Workday termination request, and will ensure that the UBC employee details are updated to remove them from your department and/or add the new department if known. 

If updates to the UBC Directory have not been triggered by one of the forms above being submitted, you will have to request a manual update from UBCO IT. 

 To update a directory record (employee listing), there are two options.

#1a - via the UBC Directory Listing:

1. Find the employee you wish to update by searching for them in the UBC Directory - directory.ubc.ca
   

   

   
   
2. Click on the person's name (left column)
   

   

3. On the new page that opens with more details.  at the bottom of their record, click on "Request an update to this information"
   

   

4. Complete the form:

   

5. A ticket in the UBC Self-Service will be created with the requested updates. All information will be verified before being updated.

2a.  Email

1.  Visit UBC Directory - directory.ubc.ca
   
   
2. Click on "Add/Update Your Contact Information"
   

   

3. Click on the "complete list of Directory Administrators"
   

   

4. Click on UBC Okanagan only to filter the list for our campus - then find your unit  - SEE NOTE BELOW:
   

   

   
   
    
   ALL UBCO Units are centrally supported for UBC Directory Changes which should be emailed to ubco.dir@ubc.ca 

   The EXCEPTION is Surgery, Faculty of Medicine - Interior Health with the contact details provided in the table. 
5. Use the email window that opens to provide details on:
   1. The current information in the UBC Directory
   2. The EDITS needed to correct the UBC Directory

6. This will also create a ticket, and one of the IT Service Representatives will help you with the request. If you submit an email, be sure to include all the required information, including the full name of the employee.

2b Direct Email

You can also email ubco.dir@ubc.ca with the requested changes. This will also create a ticket, and one of the IT Service Representatives will help you with the request. If you submit an email, be sure to include all the required information, including the full name of the employee.

Article ID: 1196
Created On: Tue, Mar 22, 2022 at 4:56 PM
Last Updated On: Mon, Jun 10, 2024 at 5:05 PM
Authored by: Erin Trifunov

Online URL: https://knowit.ok.ubc.ca/article/how-to-update-employee-information-in-the-ubc-directory-1196.html