Approve a Name Change

ATTENTION: THIS QRG IS CURRENTLY BEING REVISED TO INCLUDE FEATURES THAT ARE TO BE IMPLEMENTED 6/17/26! ! !

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

This block to be removed since there is no more manual query verification!

IMPORTANT: Before you begin this process, be sure to run the query QHC_HR_SS_APPROVALS_PNDG_RPT to retrieve the list of employees requesting a name change.

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.

Navigation:  Workforce Administration > Self Service Transactions > Employee Name Change Requests

Once employees have submitted a Name Change Request in ESS, approvers are able to review and take action on requests using the Approvals Tile on the Workforce Administrator homepage or through their Notifications (bell icon). NOTE:  This QRG describes the Notifications bell icon method.

Navigation:  Workforce Administrator Homepage > Bell Icon > Notifications

  1. On the Name Changes search page, enter the search criteria to locate the employee, for example, Empl ID.  
  2. Select Search.
  3. The Name Change page displays.  On this page review the Current Name and the New Name change information.
  4. Select one of the three options listed in the Administrator Actions section:
    • Select this option to approve the transaction and automatically update the database. (default)
    • Select this option to approve the transaction. You will be required to manually update the database.
    • Select this option to cancel the transaction.
  5. Once complete, select Save.
  1. The Notifications Bell Icon displays a "colored bubble" when notifications - Actions or Alerts - require your attention.  Select the Bell icon.
  2. The Notifications pop-up window displays. Under Actions, the various requests are displayed, for example, Name Change.
  3. Select the action for the Name Change link.
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 and Title, 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, enter comments to support the decision, then decide to Approve or Deny the request.
    (NOTE:  In this example, the approver has selected the Deny button.)
Name Change Approval page showing In Process to review request, add comments and Approve or Deny.
  1. The Deny pop-up window displays.
  2. If no comments were entered previously, there is another opportunity in the Approver Comments box. Or if needed, the comments can be revised.
  3. Select the Submit button.
Name Change Approval page where Deny has been selected and approver adds comment
  1. The Name Change approval page displays with an updated Status.
  2. Select in the Approval Chain box to view the request routing.
Name Change Approval page showing request Denied and link to view Approval Chain
  1. The Approval Chain pop-up window displays where the Administrator can view the details.
  2. Select the 'X' in the upper right-corner of the window to close it.
Approval Chain pop-up window showing status and comments.
  1. After the request was Denied, the Name Change link cleared in Notifications and the Approvals tile shows zero pending requests under Workforce Administrator (or reduces the count if there were more than 1).
Workforce Administrator homepage with Bell Icon selected showing notification cleared.
  1. Upon denying the transaction, the system sent an e-mail to the employee, subject: Denied Name Change - employee name - Your request was denied.
Sample Email showing employee request was denied.

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

View the external link to Approving a Name Change.  This link will open in a new tab/window.