HELP! Directory is Showing Opted Out Information

Candi Roberts · April 25

We have had a problem with parents and faculty removing their addresses entirely so they do not show up in the directory. I recently deleted the directories to regain the missing information from staff and planned to turn the student and parent directory back on once I had assisted those who needed address their hidden. It requires hiding everyone in the family to make this work.

Unfortunately, even when I remove the address for every family member for every role, it still shows up randomly on one family member when you click “Show additional Information”. I have tried unclicking all of the “Relationship” boxes hoping this would disconnect the relationships that show at that point, and where some of the random inclusion of the address shows up, but it doesn't. The only solution currently is to allow people to select “Include my name but do not include any other information about me”. That is fine for non-teaching staff and others, but if Teachers choose that, their email address disappears and parents lose the link for emailing the teacher that shows up on their student's Progress tab. So we don't allow teachers to select that.

This is a serious privacy issue! We need to have the contact information in our system, but we also have to protect the privacy of families.

I'll call support this morning, but I am wondering if anyone else has had this issue.

Jessi Walters · April 25

@Candi Roberts I want to be sure you know about the overnight Directory refresh. Because of the wildly large number of privacy setting combinations that are possible among millions of records, there is heavy impact to performance when we run Profile access and Privacy updates. Because of this, we run directory/profile access updates each night. Is today the day of or day(s) after you made changes to privacy settings?

Either way, a Support case is absolutely the right call! If anything looks off, they'll send the case to Core developers to investigate.

Candi Roberts · April 25

@Jessi Walters, well I wondered about that and double checked this morning one of the changes I made. It still wasn't corrected. I won't touch it until Monday and I will double check then.

Lauren Marcus Eisenberg · April 29

@Candi Roberts I have noticed recently that private information that should be hidden often appearing in directories. @Jessi Walters - yes, I've reached out to support.

Candi Roberts · April 29

@Lauren Marcus Eisenberg so what I found out is that I was seeing it (although it seemed random) because of my Platform manager role. I wouldn't have thought that would be the case. But when I impersonated someone without those rights, the addresses were hidden (and has to be hidden for all family members).

Lauren Marcus Eisenberg · April 29

@Candi Roberts One of my issues is with our public-facing directory: I've marked "do not publish" for the record that I had to create for the purpose of an API feed. Another issue in a password-protected directory of faculty/staff that is accessible to parents: if the employee is also a parent, their personal information shows - home address, relationships, etc. Since this is irrelevant to their staff role, it is less than optimal that it is visible in the f/s directory.

Candi Roberts · April 29

@Lauren Marcus Eisenberg
Yes, that is the issue I was having. I do provide a pdf to help teachers hide their information. But it also has to be hidden on their family members or it can still be accessed by clicking on "Show additional information". Parents don't have access to the settings for their children, so I do it for them since not all students log in to Blackbaud.

Here is the information I provide. Platform managers have access to these settings for anyone in Core.

Setting Privacy Settings in Blackbaud

At the top right corner, click on the ▽ arrow next to your name.

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Select Settings.

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In Settings, select Privacy.

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In Privacy, scroll down to Directory Settings.
1. If you select the first one, you will not show up in any of the Blackbaud directories at all.
2. If you select the second one, only your name will appear, but none of your contact information.
3. If you select the third one, you will also need to do step 5 if you want to change any of the default settings for what appears to the persons in each role that are listed above this section. All staff have to select this one to ensure their email address is accessible to parents. This means you will have to go in and set the specific privacy for parents and students as listed below.
Scroll up to General Settings. To see what the default settings are and to modify what is viewable to others, click on the ∨ arrow next to each role. It will open up and look something like this:

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Uncheck anything that you don’t want viewable to persons with that role. Check the box for anything you want to allow them to see.
Repeat this for each role listed.

Important information to keep in mind regardless of your setting choices:

Do not delete your address or phone numbers or other personal information to avoid it being seen. The school needs this information. If you have trouble with the above steps, contact the school to have someone help you.

You will need

all your other family members

to set similar privacy settings for information that is the same, such as your address, if you want that kept private. Otherwise, the information can be accessed through a family member.

Lauren Marcus Eisenberg · April 29

@Candi Roberts Thanks for taking the time to outline the steps. I would need to confer with the affected faculty to see if they want to hide their information. Typically, from the parent-to-parent perspective, they don't want to hide it. But if a HS parent looks up HS academic co-chair “Abc” and that faculty member has children in the lower grades… there is no reason to see their personal info in the faculty/staff directory. Also, it is odd as the HS parent will not see the personal info for the other co-chair “Xyz” as Xyz doesn't have a child enrolled.

Jessi Walters · April 29

@Lauren Marcus Eisenberg do you still have unanswered questions in your case? Send me your case number if you need help with an escalation

Lauren Marcus Eisenberg · April 29

@Jessi Walters Look at

020044456 (closed)
In a password-protected faculty/staff directory, is it possible to suppress showing all/any relationships - even if the employee is also a current parent?
Support said this is not possible.

020044393
Public directory showing faculty/staff marked "do not publish"

And on a related note: 020044338
Directories - both password-protected and on the website - are not displaying as expected.
K from support decided 020044338 was similar to 020044393 so he deleted 020044338 where I had painstakenly uploaded supporting screenshots. (ARG!). 020044338 has vanished and was most certainly not answered. He did email this to me before deleting the case.

"This is K from Blackbaud Support. I'm writing in reference to case number 020044338, which we have open regarding directories pulling different number of faculties.

Thank you for contacting us. I checked in with the details and found that indeed the number of faculties are showing different in different places. This required a extensive research for the reason and will revert you soon with possible details. …"

HELP! Directory is Showing Opted Out Information

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Important information to keep in mind regardless of your setting choices:

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