9.2 Modifying a Person

Purpose: Use this document as a reference for modifying personal information in ctcLink.

NOTE: This Quick Reference Guide (QRG) includes information for Preferred Name transactions resulting from the Preferred Name Project implementation entered into ctcLink beginning 4/13/2023.

Examples include:

  • Biographical Details, such as adding/updating a Preferred Name
  • Contact Information for addresses, phone numbers, etc
  • Regional information like Ethnic Group, History (to track I-9), Veteran for Military Status and Smoker History

Audience: HR Administrator, HR Specialists.

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD HR Inquiry
  • ZD HR Central Config VW
  • ZD HR Employee Maintenance VW
  • ZD HR Limited Person Job Info
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Modify a Person

Navigation: Menu > Workforce Administration > Personal Information > Modify a Person

  1. The Personal Data search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
Biographical Details - Add or Update Name (Preferred Name)
  1. To add or update the Name, select the Biographical Details tab.
  2. Select the View Name button to view the current information.
  3. The View Name page displays.
  4. Review the information.
  5. Select the Cancel button to close the page.
  6. The Modify a Person page, Biographical Details tab displays.
  7. Select the plus sign (+) to Add A New Effective Dated Row.

To add additional name types in ctcLink, please refer to the QRG 9.2 Adding/Updating Names.

  1. The Modify a Person page, Biographical Details tab displays.
  2. The Effective Date defaults to Today's Date, change if needed.
  3. Verify that the Format Type is English. This is a required field.
  4. Select the Edit Name button.
  5. First Name and Last Name are populated as they are required fields; update if needed.
  6. In the Preferred First Name field, enter the name the employee has requested to be displayed in Employee Self Service.
  7. In the Preferred Last Name field, enter the last name the employee wants displayed in Employee Self Service.
  8. Select the Refresh Name button to validate the changes.

IMPORTANT:  The First Name and Last Name are the Legal Name(s) for the employee as verified by their driver’s license, government issued ID, or birth certificate. The Legal Name(s) will show on legal documents/screens such as Payroll and Tax information.

  1. Review the changes in the Display Name, Formal Name and Name fields.
  2. After validation, select the OK button.
  1. The Modify a Person page, Biographical Details tab displays.
  2. Save the record.

It is strongly suggested, as a matter of Best Practice for your college, to continue the process and add the Preferred Name to the Additional Names pages to allow the Preferred Name to display in the CS Pillar. To ensure consistency, this should be done for all preferred name entries performed in Modify a Person transactions, whether or not the person is faculty.

Refer to the 9.2 Adding/Updating Additional Names QRG.

Contact Information - Current Addresses
  1. Select the Contact Information tab.
  2. The Contact Information page displays.
  3. In the Current Addresses section, select the plus sign (+) to add a new address.
  4. A new row displays.
  5. Select the appropriate Address Type from the drop-down menu.
  6. Select the Add Address Detail link.
  7. The Address History pagelet displays.
  8. The Effective Date will Default to Today's Date, change if needed (this date should match the date entered on the Biographical Details tab).
  9. The Country defaults to USA, leave as is.
  10. The Status defaults to A (Active); change if needed.
  11. Select the Add Address link.
  1. The Edit Address pagelet displays.
  2. Enter the Street Address in the Address 1 field (Address 2 & 3 can be used for P.O. Box and/or Apt/Ste numbers).
  3. Enter the City.
  4. Enter or Select the State.
  5. Enter the Zip Code in the Postal Code field (typically this will auto populate once the state is entered).
  6. Enter the County (optional).
  7. Select OK.
  8. The Address History pagelet displays will all entries populated.
  9. Select OK.
  10. The Contact Information page displays.
  11. The new address is now listed in the Current Addresses section.
  12. Select Save.
  1. Select the Regional tab.
  2. The Regional page displays.
  3. In the Ethnic Group section, select the plus sign to add a new ethnic group from the lookup icon.
  4. Select the Primary checkbox if applicable.
  5. Use the fields in the History section to track your I-9 information.  Select the plus sign to add a new effective dated information.
  6. In the Veteran section select a Military Status from the drop-down menu. (If you select a discharge related option, the system will require the Military Discharge Date).
  7. In the Smoker History section, enter a new effective date and select Yes/No.  (You will see it displayed following this navigation:  ESS > Personal Details > Additional Information).
  8. Select Save.

End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Modifying a Person. This link will open in a new tab/window.


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