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Effective Date: July 17, 2015
Last Reviewed: September 11, 2024
Approval Date: October 21, 2025
All members of the Weill Cornell Medicine (WCM) community are responsible for maintaining a Directory profile which contains accurate, updated, and relevant information about their positions.
This policy applies to all WCM Workforce Members who utilize WCM information technology resources as well as those responsible for managing and safeguarding WCM data.
All members of the WCM community are responsible for maintaining a Directory profile which contains accurate, updated, and relevant information about their positions.
Workforce Members: Any Faculty; Staff; Students; Volunteers; Trainees; and other persons whose conduct, in the performance of work for WCM, is under the direction and control of WCM, whether or not they are paid by WCM.
The Directory is an aggregate of contact information from various systems of record at WCM. The Directory is accessible online at https://directory.weill.cornell.edu. Various data attributes are visible depending on the publication settings within a user’s profile.
The Directory contains information about the following types of active people:
1) employees at WCM and WCM-Qatar,
2) faculty and non-faculty academics at Weill Cornell Medical College and the WCM Graduate School of Medical Sciences,
3) students, although published information may be limited due to the Family Education Rights and Privacy Act (FERPA), and
4) affiliates, including, but not limited to, Cornell University (Ithaca), NewYork-Presbyterian Hospital, Hospital for Special Surgery, or volunteers.
The Directory is populated from a variety of systems as listed below:
Most data attributes in the Directory can be set to different visibility levels as described below:
To ease and facilitate communication among the institution, all WCM employees must publish current contact information in the Directory.
All members of the WCM community are responsible for maintaining the information contained within their profile. Contact information should be updated at least annually or sooner if phone number, email address, or location changes.
Anyone may choose to identify themselves within the WCM community with a preferred first and middle name that differs from their legal first and middle names.
Legal names are maintained in the appropriate systems of record. Legal names appear in employee records (e.g., payroll documents), student records (e.g., financial aid documents, official transcripts, diplomas), federal requests for information, academic certifications, and federal immigration documents.
Preferred names are maintained in the Directory and appear in Microsoft Outlook, Microsoft Teams, and other downstream systems that utilize Directory data, including building security badges. Preferred names may not be used for purposes of fraud or misrepresentation. WCM reserves the right to remove a preferred name if it contains inappropriate or offensive language or violates WCM policies.
Anyone may choose to identify themselves within the WCM community with a preferred pronoun. Preferred pronouns can be published publicly or just to the WCM community. Preferred pronouns are maintained in the Directory and appear in downstream systems that utilize Directory data (such as Office 365). Preferred pronouns will not automatically appear in one’s email signature.
All WCM employees must have at least one phone number published to WCM (preferably the employee’s direct number and/or a department number).
All exempt employees and faculty must have at least one phone number published to Public (preferably the employee’s direct number and/or a department number). This does not apply to non-FLSA exempt employees.
By default, email addresses issued by WCM will be published to Public. At the employee’s discretion, they may reduce the visibility of their WCM email address to the WCM community by publishing it to WCM.
Individuals with email addresses issued from a WCM affiliate (as officially maintained on the WCM website) may be published to WCM. These affiliate addresses may be published to Public at the discretion of the individual in compliance with the affiliate institutions’ policies. Only email addresses ending with @med.cornell.edu, @qatar-med.cornell.edu, @cornell.edu, @nyp.org, @hss.edu, or @mskcc.org can be published to WCM or Public. Only these email addresses can be set as the individual’s primary email address.
Personal email addresses or other professional email addresses not ending in one of the above domains may only be published to Department or Emergency. ITS policy 500.08 – Use of Email must be respected for appropriate communication.
All WCM employees must have a location published to Public. Valid locations are available from the Directory drop-down menu.
WCM maintains “Weill Cornell Alert” to provide emergency information and instructions. Weill Cornell Alert can send simultaneous notifications to the WCM community via:
All WCM faculty, staff, and students are required to add their emergency contact information in their Directory profile (using the Emergency drop-down option) to be added to the Weill Cornell Alert system. This information will not be displayed on your Directory profile as it will only be used by the automated emergency notification system.
As specified by the Family Educational Rights and Privacy Act (FERPA), students have the right to opt out of displaying their record in the Web Directory. Students who opt out via FERPA can do so in Jenzabar through LEARN, and will not be visible in the Web Directory, even to logged-in users. In cases where a student also has an exempt employee role, only the student role will be hidden, as opposed to the entire person record.
All WCM employees are encouraged to publish a professional business headshot to the Directory. Published photographs will synchronize with Microsoft Outlook, Microsoft Teams, and other downstream systems that use Directory data. Photographs must include the face, head, and shoulders in a plain background not cropped too closely to the head. Photographs must be in color and of an acceptable resolution (minimum of 200 x 200 pixels and 72 DPI).
To qualify as a profile picture on the Directory, individuals should be posed and in professional attire. Selfies, pictures taken with a cell phone, and action or candid shots (such as sitting at a desk, giving a talk, or during a meeting) might not be acceptable and are subject to removal.
The following additional resources are available:
Weill Cornell Medicine Affiliations
All WCM Workforce Members are responsible for adhering to this policy. Failure to comply will be evaluated on a case-by-case basis and could lead to corrective action, up to and including termination, consistent with other relevant WCM and University Policies. Instances of non-compliance that potentially involve a lapse of professionalism may lead to engagement of the Office of Professionalism for evaluation and intervention.
Direct any questions about this policy, ITS-500.13 – Directory, to the Office of the Chief Information Security Officer, using one of the methods below:
Office: (646) 962-3609
Email: ciso@med.cornell.edu
WCM Policy ITS-500.08 – Use of Email
This policy was reviewed and approved by:
