Approve a Name Change

Purpose: Use this document as a reference for how to approve a name change in ctcLink when an employee submits a name change request through Employee Self-Service.

Audience: Human Resources Specialist

To ensure approvals are managed at the appropriate college level, requests will be automatically routed to the designated College Administrator who holds the local security role ZZ Name Change Appr

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

Once employees have submitted a Name Change Request in ESS, approvers are able to review and take action on requests by using anyone of these three procedures:

  1. Approvals tile on the Workforce Administrator homepage
  2. Notifications (bell icon) on the homepage
  3. Employee Name Change Requests page
    Navigation:  Workforce Administration > Self Service Transactions > Employee Name Change Requests

NOTE:  This QRG describes the Approvals tile method for the Name Change request.

Navigation:  Workforce Administrator homepage > Approvals tile > Pending Approvals - (Type=Name Change)

  1. This procedure begins at the user's Workforce Administrator homepage.
    If on a different page, select the drop-down at the homepage name and select Workforce Administrator from the list.
  2. Select the Approvals tile (NOTE:  The Approvals tile displays a quantity referring to the number of pending approvals.)
  3. The Pending Approvals page displays. Pending approvals can be viewed by various options (default = Type) using the View By drop-down.
    Types are displayed by categories and quantities. The request category and the request display side of the page default to All.
  4. Select the Name Change category if there are multiple entries. If that is the only category, it will automatically display all the requests of that type.
Notification Bell icon, Notifications pop-up window with list of actions
  1. The Name Change approval page displays.
  2. The page elements include the Employee Name and Title, Request Status, Summary section, Proposed Changes section, and Change Request Details section and buttons to either Approve or Deny with an Approver Comments box.
  3. Review the changes and details, add Approver Comments (especially useful when denying the request), then select the Approve button.
    NOTE:  In this example, the process follows the Approve option. However, the Deny steps are very similar with one exception: the Deny request results in a Notification email to the employee. The Approve does not send an email to the employee.
Name Change Approval page showing In Process to review request, add comments and Approve or Deny.
  1. The Approve pop-up window displays.
  2. Approver Comments can be entered here for future reference.
  3. Select the Submit button.
Name Change Approval page where Deny has been selected and approver adds comment
  1. After the request was Approved (or Denied), the Name Change link cleared in the Approvals tile and it shows no pending requests under Workforce Administrator (or reduces the count if there were more than 1). The Notifications bell icon also clears the request or reduces the amount of Name Change requests.
Example image of Pending Approvals request cleared.
Workforce Administrator homepage with Bell Icon selected showing notification cleared.
  1. In the situations where the request was processed using the DENY option, denying any transaction request results in the system sending an e-mail to the employee. For example, in the case of this Name Change request, the employee will see the subject: Denied Name Change - employee name - Your request was denied.
Sample Email showing employee request was denied.
  1. To verify the Name Change to place as requested, navigate to the Update Person Detail page. Use either of these 2 navigation options:
    1. Tile Navigation:  Workforce Administrator homepage > New Hire Tasks tile > Person Related Transactions left-side menu > Update Person Detail
    2. Classic Navigation:  Menu > Workforce Administration > Personal Information > Biographical > Update Person Detail
  2. Locate the employee using the Search parameters page.
  3. Select the Include History button at the bottom if it is not already selected.
  4. On the Biographical Details tab, select the View All link on the Name header bar.
  5. Verify the information based on the Effective Dates.
Workforce Administrator homepage, New Hire Tasks tileNew Hire Tasks Tile, Person Related Transactions left-side menu, Update Person Detail option > Biogrphical Details tab.
  1. Another place you can look for information is to view all the requests that have been submitted by an employee and the resulting status indicator.
    Classic Navigation:  Menu > Workforce Administration > Self Service Transactions > Employee Name Change Requests
  2. The Name Changes - Find an Existing Value search parameters page displays.
  3. Locate the employee.
  4. In this example image, the employee had submitted 2 requests: one was Denied, the other was a Success.

 

Example Name Changes - Find an Existing Value search page image showing a Success and Denied status.

Process complete.

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

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