Overview

The directory access policy grants and revokes access to the directory automatically based on information provided by HR and Banner. Getting published in the directory is based on a Privacy Indicator, the presence of an email address, and a person's relationship with Yale.

Privacy Indicator

The Privacy Indicator is a value provided by HR and Banner. This single value serves several purposes.

It indicates if a person is confidential and should not be published at all.
It indicates if the automatic publishing rules should be overridden.
It allows suppression of some data, so that it becomes possible to hide an address, but still allow for the email to be published.

The Privacy Indicator values fall into 3 categories.

Standard Policy: This is the default policy. The policy applies to students, conferees and all faculty and staff except Students Paid Hourly, Students Not Paid Hourly, Retirees, Consultants, and Casuals.
1. Before a person's start date, once a person has an email account, publish the person in the directory. For faculty and staff, do not publish address information. For students, go ahead and publish address information.
2. While person has a current assignment, enrollment, or is a conferee, publish all information.
3. After a person leaves, publish name and email information only, until the email account is closed.

Override: Publish information in the directory regardless of any other policy. The person will remain in the directory until the privacy indicator is changed.

Confidential: Do not publish any information in the directory.

For students, the start date is considered the start of term date.
For faculty and staff, the start date is the assignment start date.
For conferees, the start date is as soon as the conferee flag is set.

Directory Publishing Groups

All the fields in the directory are classified into one of three groups. This grouping allows the privacy indicator to allow some data to be published while suppressing other data.

Group	Fields
Name and Email	Includes name and email related fields, such as Given Name, First Name, Known As, and Email Address. This grouping cannot be suppressed.
Role	Role information includes a person's job title, department, school, and graduation year.
Address and Phone	Address information include a person's street, mailing, campus address and residential college. It also includes all phone numbers.

See the Directory Field Mappings for details on the grouping for each field.

Privacy Indicator Values

Value	Meaning
	Standard Policy
0	Before a person's start date and if the person has an email account, publish name, email and role information. For students, also publish address information. For faculty and staff, do not publish address information. While person has a current assignment, enrollment, or is a conferee, publish all information. After a person leaves, publish name and email information only, until the email account is closed.
1	Publish according to standard policy, but suppress address and phone number information.
2	Publish according to standard policy, but suppress role information, such as job title and department.
3	Publish according to standard policy, but suppress role, address and phone number information.
	Override
100	Ignore policy and publish all available information.
101	Ignore policy and publish, but suppress address and phone number information.
102	Ignore policy and publish, but suppress role information, such as job title and department.
103	Ignore policy and publish, but suppress role, address and phone number information.
	Confidential
200	Do not publish any information. The person's email address will also no longer work. This is equivalent of setting FERPA Privacy Flag.
201	Do not publish any information. However, allow the person's email address to continue to work.

Directory Publishing Timeline

	Before Email Account is Created	Before Start Date	Current	After Leaving Yale	After Email Account is Closed
Standard		Publish (do not include addresses for faculty and staff)	Publish	Publish name and email only
Early	Publish	Publish	Publish	Publish name and email only
Override	Publish	Publish	Publish	Publish	Publish
Confidential

Before Email Account is Created:

This is the period of time that a person is not eligible for an email address.

For faculty and staff, this is more than 65 days before their assignment begins.
For students, it is the period of time that an admit-matric has not been assigned an email account.

Before Start Date:

This is the period of time that a person is eligable to have an email account early.

For faculty and staff, this is up to 65 days before the assignment start date.
For students, it's as soon as OIM gets data from Banner, but before the start of term date.

Current:

A person has a current assignment, a current enrollment, or is a conferee.

After Leaving Yale:

This is the period after the person leaves Yale, but their email address has not yet been shut off.

After Email Account is Closed:

This is after a person leaves Yale and their email account has been shut off.

Coding the Directory Access Policy in OIM

The policy is made up of the following two composite rules. If any of these are true, a directory record is published. If all of them are false, a directory record is not published (and should be removed if one exists).

Standard

The Privacy Indicator is in the Standard Policy set (0, 1, 2 or 3) AND at least one of the following rules is true:

The person is a conferee.
The person has a current enrollment.
The person has a current assignment and the assignment type is not one of the following: "STH" (Student Paid Hourly), "STN" (Student Not Paid Hourly), 'RET" (Retired), "CON" (Consultant), or "CAS" (Casual).
The person has an email account.

Override

The Privacy Indicator is in the Override set (100, 101, 102, or 103).

Directory Access Policy