9.2 Entering Emergency Contact Information

Purpose:  Use this document as a reference for entering names, addresses, and primary phone information for people to contact in the event of a worker emergency in ctcLink.

Audience: HR Administrators/Specialists responsible for maintaining personal information.

IMPORTANT: A person record must exist for the worker whom you are creating the emergency contact. Refer to QRG:  9.2 Adding a Person.

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

  • ZC HR Employee Maintenance
  • ZD HR Central Config VW
  • ZD HR Employee Maintenance VW
  • ZD HR Inquiry
  • ZZ HR Employee Maintenance

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

The system updates a worker's emergency contact information automatically if you specify that the contact information is the same as the worker's contact information.

When the emergency contact information is different from the worker's contact information, you must maintain the emergency contact information manually on the Contact Address/Phone page.

Enter Emergency Contact Information

Navigation:  NavBar > Navigation > Workforce Administration > Personal Information > Personal Relationships > Emergency Contact

  1. The Emergency Contact search page displays.
  2. Enter the employee’s Empl ID.
  3. Select the Search button.
Find an Existing Value tab
  1. The Emergency Contact page displays.
  2. From the Contact Address/Phone tab, enter the name of the individual in the Contact Name field.
  3. Select one or all of the applicable checkbox options:
    • Primary Contact
    • Same Address as Employee
    • Same Phone as Employee
  4. Select the appropriate Relationship to Employee option from the drop-down menu.
  5. Enter the phone number in the Phone field.
  6. Select the Edit Address button to enter Address information.
Contact Address Phone tab
  1. The Edit Address page displays.
  2. Enter all applicable address information.
  3. Select the OK button.
  4. The Emergency Contact page displays.
  5. To add multiple Emergency Contacts, select the plus sign [+] icon to add a new row and repeat previous steps.
  6. Select the Save button.
Edit Address
  1. Select the Other Phone Numbers tab to enter additional phone numbers.
  2. The Other Phone Numbers page displays.
  3. Select the appropriate Phone Type from the drop-down menu
  4. Enter the phone number in the Phone field.
  5. Enter an Extension, if applicable.
  6. Select the Save button.
Other Phone Numbers
  1. The process to enter emergency contact information is now complete.
  2. End of procedure.

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