University Policies and Procedures Manual (previously Business Policies and Procedures Manual)
University Contact Information
UPPM 90.70
For more information contact:
Payroll Services
509-335-9575
Contents
1.0 Overview
Accurate and up-to-date contact information is crucial for the effective operation of numerous University activities and systems. The University maintains contact information for University personnel, students, and affiliates in Workday and/or myWSU.
1.1 Workday
Contact information for the following groups is maintained in Workday:
- Current University employees, both permanent and temporary;
- Emeritus faculty receiving supplemental income from WSU;
- Academic affiliates that need credentials for compliance training; and
- Some contingent workers.
1.2 myWSU
Contact information for the following is maintained in myWSU:
- WSU students who are not employed by WSU; and
- WSU affiliates.
2.0 Definitions
The following definitions are used for the purposes of this policy (90.70).
Emergency contact – A person who is designated to be contacted in case of an emergency to provide assistance and/or information if necessary. They may be a family member, friend, or other trusted person.
WSU affiliates – Includes, but not limited to, parents of WSU students, WSU alumni; emerit faculty and other affiliate faculty; community users of the WSU Libraries and UREC.
WSU customers – Includes persons and/or organizations who purchase a service from a WSU Service Center, e.g. WSU Veterinary Hospital, WSU Parking, WADDL, etc.
WSU personnel – Currently employed faculty, staff, and students. This includes both permanent and temporary employees.
3.0 Roles and Responsibilities
3.1 Payroll Services
Payroll Services processes name changes for the entire University.
See UPPM 90.75 for coding conventions and required documentation to support a name or legal sex designation change.
3.2 WSU Personnel
All WSU personnel are responsible for ensuring their contact information is accurate and up-to-date in Workday. This information is used for purposes such as benefits, pay, remote workers’ travel reimbursement, and other personnel processes.
3.2.a Emergency Contacts
All WSU personnel should have at least one emergency contact listed in the WSU system. Emergency contact information may be added in the contact section of Workday. See the Workday Modify Personal Information reference guide.
3.3 Students
Students are responsible for ensuring their contact information is accurate and up-to-date in myWSU. Student contact information is used for financial aid, academic records, student employment, and emergency notifications.
Note: If a student is unable to access myWSU for any reason, Payroll Services may update their contact information for them.
If a student is also employed by WSU, they are also responsible for ensuring their contact information in Workday is accurate.
3.3.a Emergency Contacts
All WSU students should have at least one emergency contact listed in the WSU system. Emergency contact information may be added in myWSU by choosing Emergency Notifications under the Profile tile. (See Section 4.1.b).
3.4 Departments
Departments should review contact information of department personnel on a regular basis to ensure accuracy and to confirm that new employee information is added to Workday. See the applicable Workday Manager Self-Service reference guides for instructions.
4.0 Procedures
4.1 Updating Contact Information
4.1.a WSU Personnel
WSU personnel may update their contact information:
- In Workday (see Workday Modify Personal Information reference guide); or
- By completing an address change form at the Payroll Services window with a valid ID (French Administration Rm. 236).
Note: Employee address changes must be completed at least five working days prior to a pay date for the paycheck to be sent to their new address.
Authorized departmental personnel may also add employee contact information in Workday.
Individuals must have a Network ID to access Workday (see UPPM 85.37).
4.1.b Students
Students may update their contact information:
- In myWSU under the Profile tile; or
- By completing an address change form at the Payroll Services window with a valid ID (French Administration Rm. 236).
Students must have a WSU Network ID to access myWSU (see UPPM 85.37).
Note: The following offices or units may also add student contact information to Workday or myWSU, as applicable:
- Admissions
- Alumni Association
- Global Campus
- Graduate School
- Libraries
- Registrar
4.1.b.i Residence Halls and University Housing
Housing Services updates contact information for students living in residence halls and University housing.
Upon leaving WSU housing, students must update their own address changes in myWSU.
4.1.c Alumni/Donors
The WSU Foundation (WSUF)–Gift Accounting and Advancement Records office uses myWSU to create and/or review records for alumni and friends who donate to WSU.
The following offices or units may add alumni and/or donor contact information to Workday or myWSU, as applicable:
- Alumni Association
- Libraries
- WSU Foundation—Finance and Gift Accounting
4.1.d WSU Retirees
A retiree may submit an address change through Workday or by visiting Payroll Services at French Administration Bldg., Room 236.
4.1.e WSU Customers
A customer of WSU may submit an address change to the Bursar’s Office by e-mail to bursar.office@wsu.edu, or postal mail at P.O. Box 651039, Pullman, WA 99164-1039.
4.2 Viewing Contact Information
WSU units with a WSU business-related need to access the data may use the address view screens provided in Workday. See the applicable Workday Manager Self-Service reference guides for instructions.
4.3 Restricting Contact Information
4.3.a WSU Personnel
WSU personnel, including student employees may add restrictions to their contact information in Workday. See the Workday Modify Your Personal Information reference guide.
4.3.b Students
Students may add restrictions to their contact information in myWSU by completing the following steps:
- Log in to myWSU
- Click on Profile
- Select FERPA Restrictions
- Choose Restrict All under Release/Restrict Information
- Click Save
Important! See Student Records & FERPA on the WSU FERPA website for information on the possible impacts of restricting student directory information and how long the restriction stays in effect.
For more information on restricting directory information, contact the Office of the Registrar, French Administration 346, or select the FERPA Privacy link at Office of the Registrar.
4.3.b.i Other Student Records Restrictions
Only Directory Information can be released without the student’s consent. If the student has restricted the release of their Directory Information, then no student record information can be released without the student’s written consent.
See UPPM 90.06 regarding release of student education records.
5.0 Resources and References
UPPM 10.07 Employee Directories
UPPM 85.37 Network Services Account Request
UPPM 90.06 Release of Student Educational Records
UPPM 90.75 Name and Legal Sex Designation Changes
WSU website: FERPA – Rights and Privacy
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Revisions: Feb. 2025 (Rev. 640); Dec. 2020 (Rev. 559); Nov. 2018 (Rev. 523); Aug. 2016 (Rev. 476); Sept. 2010 (Rev. 365); June 2003 (Rev. 231); Sept. 1998 (Rev. 127); Sept. 1990 (Rev. 83); Mar. 1990 (Rev. 80); July 1989 (Rev. 77); Dec. 1987 (Rev. 69); Sept. 1984 (Rev. 57).