Contact Information (Personnel Master)

PATH: Human Resources > Personnel > Personnel Master > Contact Information

The Contact Information editor allows you to manage personal, work, and emergency contact information.


Example contact in the Personnel Master

This article includes the following topics:

See Also


Adding Households and Addresses

PATH: Human Resources > Personnel > Personnel Master > Contact Information

Tips

  • You can save current and future addresses.
  • Addresses are removed from the system once the end date has been reached. However, if the household includes members that are not saved in the Human Resources application, students for example, Campus will continue to display old addresses in the Campus Households tool and the address will be accessible when searching for addresses in Campus.
  • You may or may not be able to save multiple Primary addresses. This feature is controlled by the System Preference called Allow Multiple Primary Addresses.
  • At least one active household and one phone number is required before you can save any information on the Contact Information screen.
  • The Payroll Residence checkbox only displays if the Campus Payroll module is enabled.


Example household with one primary address.

  1. Click the Add Household button.
    Result
    The Add Household wizard displays.
  2. Use the information in the following table to enter search criteria.

    Field

    Description

    Last Name

    Last name of the individual that is being searched.

    First Name

    First name of the individual that is being searched.

    Student Number

    Local identification number assigned to a student.

    Birth Date

    Birth date of the person being searched, in mmddyy format.

    Number

    Street number of the household address.

    Street

    Street name of the household address.

    Apartment Number

    Apartment number assigned to the household address.

    Household Name

    Name of the household being searched.

    Phone

    Household phone number being searched.

  3. Click the Search button.
    Result
    The wizard is designed with built-in checks to eliminate the creation of multiple households with identical members and contact information. If search criteria is entered with the same information as an existing household, the existing household(s) appear to the right of the search fields. 
  4. Complete one of the following options.

    To...

    Then...

    add personnel to an existing household

    select the household from the search results. Campus adds the person to the household and creates a new entry on the Contact Information editor.

    create a new household

    click the New Household button.
    Campus displays a new entry on the Contact Information editor.
    Enter a Household Name.

  5. Enter a Membership Start Date.
  6. Enter a Home Phone number. (optional)

    The Private checkbox serves as a visual reminder that the numbers are unpublished and should remain confidential. The checkbox can be used as a filter in Ad hoc to remove people who do not want to be listed.

  7. Select the Secondary checkbox if the household is not the person's primary household. (optional)
  8. Click the Add Address button.
    Result
    The Address Update window displays.
  9. Enter the address number in the Number field and press Enter.

    Tip

    Existing addresses that match your entry display on the right-hand side. If the address you need displays, click the existing address to quickly enter the remaining address fields on this window and go to step 10.

  10. Fill in the remaining address fields and click the Update Address button.

    Note

    If the Campus Payroll module is enabled, a confirmation message displays asking whether this should be the Payroll residence.

  11. Select the HR Mailing checkbox to indicate that Human Resource mailings and employee-related mailings should be sent to this address.
  12. Select the SIS Mailing checkbox to indicate that mail from the student information system should be sent to this address.

    Tip

    This feature is useful for specifying a different mailing address for student information.

  13. Select the HR Private checkbox (Secondary Address only) to indicate that this address is only available to Campus Human Resource users and not the student information system.

    Note

    To avoid duplicate entry of addresses, the address is updated in Campus; however, the person's name on the address or household is marked "Private."
    You cannot select this checkbox if the SIS Mailing checkbox on this address is also marked.

  14. Select the Payroll Residence checkbox to indicate this address should be used for Payroll taxation and reporting purposes. Only one Payroll residence is allowed.
  15. Enter a Start date in the Start field.
  16. Repeat steps 8-14 to enter additional addresses.

    Requirement

    At least one active primary address must exist on a person's record at all times. You may or may not be able to save multiple Primary addresses. This feature is controlled by the System Preference called Allow Multiple Primary Addresses.

  17. Click the Save button.

Updating a Work Phone Number or Email

PATH: Human Resources > Personnel > Personnel Master > Contact Information

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Enter or change the Work Phone Number and/or Work Email.
  3. Click the Save button.

    Tip

    Updates to the Work Phone Number and Work Email are reflected in the student information system. The Work Email address updates the Email Messenger preferences.


Adding Personal Information

PATH: Human Resources > Personnel > Personnel Master > Contact Information

Tip

At least one active household and one phone number is required before you can save any information on the Contact Information screen.

The Private checkbox serves as a visual reminder that the numbers are unpublished and should remain confidential. The checkbox can be used as a filter in Ad hoc to remove people who do not want to be listed.

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Enter or change the Other Phone Number or Cell Phone Number. At least one number is required.
  3. Enter or change the Personal Email address. (optional)
  4. Enter or change the Pager number. (optional)
  5. Click the Save button.

Changing Address Information

PATH: Human Resources > Personnel > Personnel Master > Contact Information

You can save current and future addresses. Address are removed from the system once the end date has been reached. However, if the household includes members that are not saved in the Human Resources application, students for example, Campus will continue to display old addresses in the Campus Households tool and the address will be accessible when searching for addresses in Campus.

Note

You must always have at least one active address marked as HR Mailing. If you are removing an address that starts in the future, click the black "X" next to the address.

If the Campus Payroll module is enabled, one address must always be marked as the Payroll Residence.

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Expand the household for which you want to change an address.
  3. Click the Change Address button.
    Result
    The Address Update window displays.
  4. Select one of the following options.

    Option

    Description

    New Address including start date.

    Select this option if you want to enter a new address and a new start date.
    Result
    The Update Address window displays.

    Important

    When the Address Update wizard closes and the Household editor displays, you must enter an end date on the original address. When the end date is reached, Campus will remove the original address from Human Resources for this person.

    Overwrite the existing address with changes. Previous address will no longer be available in Campus.

    Select this option if you need to make corrections to the original address.

    Caution

    Selecting this option updates the address for ALL households currently using this address.

    Result
    The Update Address window displays.

    Change the address to a new address. Previous address will still be available in Campus.

    Select this option if you want to change the address but keep the original start date and previously selected mailing options.
    Result
    The Update Address window displays.

  5. Enter the address number in the Number field and press Enter.

    Tip

    Existing addresses that match your entry display on the right-hand side. If the address you need
    displays, click the existing address to quickly enter the remaining address fields on this window
    and go to step 7.

  6. Fill in the remaining address fields and click the Update Address button.
    Result
    If you chose to enter a new address including a start date and Campus Payroll is enabled, the following notice displays: "Flag new address as the Payroll residence?" Click OK to use the address as the Payroll residence or Cancel if you do not want to use the address as the Payroll residence.

    If there are other employees in the same household, an additional option appears on the Notice: "Use the new address as the Payroll residence for all household members." When the checkbox is marked, Campus updates the Payroll residence for all members in the household regardless of whether their existing Payroll residence is tied to an address in a different household, or if their Payroll residence was tied to a secondary address in the same household.

  7. Complete the following options if you are entering a new address or overwriting the existing address.
    1. Select the HR Mailing checkbox to indicate that Human Resource mailings and employee-related mailings should be sent to this address.
    2. Select the SIS Mailing checkbox to indicate that mail from the student information system should be sent to this address.

      Tip

      This feature is useful for specifying a different mailing address for student information.

    3. Select the HR Private checkbox (Secondary Address only) to indicate that this address is only available to Campus Human Resource users and not the student information system.

      Note

      To avoid duplicate entry of addresses, the address is updated in Campus; however, the person's name on the address or household is marked "Private."
      You cannot select this checkbox if the SIS Mailing checkbox on this address is also marked.

    4. Enter a Start date in the Start field.
    5. Enter an end date on the original address if you added a new address. When the end date is reached, Campus will remove the original address from Human Resources for this person.
  8. Click the Save button.

Removing Address Information

PATH: Human Resources > Personnel > Personnel Master > Contact Information

Note

You must always have at least one active address marked as HR Mailing. If you are removing an address that starts in the future, click the black "X" next to the address. The following procedure is for removing addresses with a Start date in the past.

If the Campus Payroll module is enabled, one address must always be marked as the Payroll Residence.

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Enter an end date in the End date field.
  3. Click the Save button.

Adding Emergency Contacts

PATH: Human Resources > Personnel > Personnel Master > Contact Information

Tip

You may enter up to 4 Emergency Contacts. New contacts are added to the bottom of the list. You may need to scroll down to see the new emergency contact information. You can prioritize contacts by dragging the contacts into the order in which the people should be contacted.

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Click the Add Emergency Contact button.
    Result
    The New contact fields display.
  3. Enter the contact's First Name and Last Name.
  4. Select one of the following Relationship Types:
    • Child
    • Extended Family
    • Friend
    • Parent
    • Sibling
    • Significant Other
    • Spouse
    • Unknown
  5. Enter a Phone Number.
  6. Enter information in any of the following optional fields:
    • Alternate Phone Number
    • Emergency Contact Address (The Add Address button displays a window where you can enter the address.)
    • Comments/contact Instructions.
  7. Click the Save button.

Removing Emergency Contacts

PATH: Human Resources > Personnel > Personnel Master > Contact Information

  1. Select Contact Information from the left-hand navigation.
    Result
    The Contact Information editor displays.
  2. Click the yellow X on the contact you want to remove.

    Result
    A confirmation window displays.
  3. Click the OK button.
  4. Click the Save button.

 

 

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