Editing Downstate's Web Directory - Search by Department

General Guidelines

  • Accurate web directory listings help internal and external communications — keep them current and submit updates as changes occur.
  • All Downstate Health Sciences University offices’ Department Heads need to submit changes to your listing as they occur.

Check your current data: Visit the webDirectory Search by Department page. Click on the first letter of an office name. A drop down menu appears, then click on an office name. 

Updates: Downstate Department Heads are expected to review their listing(s) and provide updates as they occur using the general guidelines below. Email revisions to HelpDesk.

Office Guide General Guidelines

Keep Quality Customer Service in mind for all Office Guide listings: The “Search by Dept” directory is used by internal and external persons when searching for a specific office. Make your listing easy for others to find what they need by following these guidelines/tips:

  • Keep it short and functional. There are no individual names in your office guide listing — a separate search feature is available to “Search by Individual.” If you make your listing too long or complicated, a person typically simply picks the first number and ignores the rest.
  • Listings should not look like an organizational chart. It needs to give the most effective telephone call/package or mail processing information. Under the main header listing for a department, any sub-unit lines appear alphabetically. Department Heads can add a “visit webpage” link to the listing (give the full page URL address in your request); Email revisions to HelpDesk.
  • Use common terminology as cross-reference listings. When a caller dials the main switchboard (270-1000), the operator should be able to find your listing quickly, so that the caller is not unnecessarily kept on hold for long periods. If internal or external callers regularly use another “common name” for your department or unit, you should request adding a brief a cross-reference listing so that the destination office can be more easily found.

Example: While “Ambulatory Care may be an official department name, many callers refer to the hospital's outpatient areas as "clinics"; internally some call it "ambulatory care" or "OPD." Cross-reference listings should be available under each common terminology name to help others find your department listing.

List only one telephone number for each line. The center's telephone system has the capability for you to pre-program "call coverage paths" for every telephone extension. If that extension is busy (or "no answer"), the system will automatically forward the call to the next pre-determined number (up to 5 additional extensions). The final number in a call coverage path is typically your voice mailbox. This eliminates the need to list more than one telephone number in the office guide and improves customer service. Contact Telecommunications at Ext. 2433 for guidance, then send an email to HelpDesk to order or change any call coverage path.

While every effort is made to accommodate your requested listing, Information Services shall determine the final format of all listings.