Name and Address Updates

Students and Staff/Faculty may now update their own address, preferred name, and cell phone number in Self-Service. Cell phone number will update automatically with no action needed by Human Resources or Registrar. Preferred Name and Address changes WILL need action from Human Resources (for those with a primary role of Staff or Faculty) or Registrar (for those with a primary role of Student). The primary roles are as defined in IT.Accounts.

Address Changes

• There are two new address types in Colleague, WHA and WLA. These are the address types that users may add or update in Self-Service. These types will only be used for this purpose.

• A scheduled Informer report will run daily looking for addresses with the type WHA or WLA. If any are found, they will be emailed to the appropriate office for the user’s Primary Role. Payroll is included in case a change in tax status is triggered by a move.

  • Human Resources Report: HR - Address Changes for Review & Update

  • Registrar: REG - Address Changes for Review & Update

  • Payroll: PAY - Address Changes for Review

• There is also a Colleague report to review address updates, it is ADRV

• The processing office will then log into the user’s record on the ADSU screen and find the new entry that is the WHA or WLA type.

• The address type should then be changed to either Local or Home address, and marked as Preferred and/or Primary as appropriate.

• This change will NOT automatically update any householded users' addresses. Follow-up may be needed with the user to determine if the other individuals in the household’s address should also be udpated.

Preferred Name Change

• Users may now add a ‘Chosen Name’ in Self-Service in ‘Edit Personal Identity’. We have renamed the Chosen name fields in Self-Service to ‘Preferred’, but in Colleague it is referenced as Chosen.

• The field allows entry of Chosen First Name, Middle Name, and Last Name. Our instructions are that only First names may be changed in this way. A change of Last Name requires going through the Legal Name Change process.

• A scheduled Informer report will run daily looking for Chosen Name types. If they are found, they will be emailed to the appropriate office for the user’s Primary Role.

  • Human Resources: HR - Update Chosen to Preferred Name

  • Registrar: REG - Update Chosen to Preferred Name

• The first name entered by the student or employee as Chosen First Name should then be entered on FNM with type VEF - VU Email First Name. This will create a new email address for the user, and be presented anywhere that Preferred Name is used throughout our systems.

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Confluence article for end-users can be found here: Change your Address, Phone Number, or Preferred NamePreview