Update Personal and Contact Information in Workday Student

In Workday, students update their own personal and contact information. OUR and school registrars can also update student information as well as approve students’ personal information changes.

Step-by-Step Instructions

Update personal information

Update legal name

1. In Workday, click the Profile icon on the homepage. 
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Personal. 
4. Click the Name tab. 
5. In the Legal Name table, click Edit. 
6. (Optional) Select a Prefix. 
7. Edit your First Name. 
8. (Optional) Edit your Middle Name. 
9. Edit your Last Name. 
10. (Optional) Select a Suffix. 
11. Click Select files to attach documentation. 
12. In Category, select the relevant description of the document(s) you are uploading. 
    • Acceptable forms of documentation include a driver’s license, social security card, passport, divorce decree, or court order.   
13. Click Submit.
    • Your name will be updated in Workday after the Office of the University Registrar (OUR) and/or Human Resources (HR) reviews and approves your requested name change.

Update preferred name

If you’ve added a preferred name in Workday, third-party users will see your preferred name in Workday and not your legal name.

1. In Workday, click the Profile icon on the homepage.  
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Personal. 
4. Click the Name tab. 
5. In the Preferred Name table, click Edit. 
6. Uncheck the Use Legal Name As Preferred Name checkbox. 
7. (Optional) Select a Prefix. 
8. Edit your First Name. 
9. (Optional) Edit your Middle Name. 
10. Edit your Last Name. 
11. (Optional) Select a Suffix. 
12. Click Submit. 
    1. No approvals are needed. Your preferred name will automatically be updated.
    2. Third-party users will see your preferred name in Workday and not your legal name.

Update address

1. In Workday, click the Profile icon on the homepage.  
2. Click View Profile.  
3. If you have a job at WashU, switch to your student profile.

3. Click Personal.
4. Click the Contact tab.
   •  Students who are no longer student workers must submit a ServiceNow ticket to have their former student worker information removed from their profile.
5. In Workday, there are several types of addresses, as well as housing information, if you live on campus.
   • The Office of the University Registrar (OUR) includes more details about student addresses in Workday.

Address	Category
Home Contact Information	This address initially populates from your admission application information. Students can have multiple home addresses and identify their usage.
Institutional Contact Information	This address lists both on-campus students’ addresses and those living off campus in residences managed by Residential Life. On-campus student addresses have a Mail Stop Code (MSC). Students cannot edit their Institutional Contact Information.

6. Click the Edit button.
7. Under Change Home Contact Information, click the Pencil icon to make edits to an address or click Add to add an address.

8. Select the Primary checkbox if this is your primary home address. WashU uses your primary address for any mailed communication.
9. For Address, enter your address.
   • If you live in a university-managed residence hall or apartment, you cannot edit your Institutional Contact Information, which stores your local mailing address. However, you must enter or update your Permanent Address (e.g., where you live when not at school).
10. For Usage, choose a usage. You can select multiple usages for one address. All students must have a permanent address.
    • Online and offsite students are required to select Student Local Address usage type for one of their addresses. Offsite students are those who do not live in university-managed residence halls or apartment buildings. If you live in a university-managed residence hall or apartment, your local address appears in Institutional Contact Information and the Housing tab, and you do not need to enter your local address.
    • All students must select Permanent usage type for one of their addresses. This may be an address you’ve already entered, especially if you’re an offsite student. For on-campus students, this may be where you reside over the summer, when you’re not at school.

Usage	Definition
Primary Address	WashU uses your primary address for any mailed communication. By default, Workday identifies your first listed address as your primary address.
Student Local Address	This is where a student resides off campus, if not in a WashU residence hall, while at school. If you live in St. Louis and commute to campus or only attend online classes, this also needs to be your primary Home address.
Diploma Mailing Address	This must be a non-P.O. box and is where your diploma will be mailed upon completion. You can also assign your Home address as the Diploma Mailing Address.
Other – Home	This is where a student resides when not at school or at their main home address (e.g., a non-custodial parent or seasonal address).
Study Away Address	This is where a student lives during a study abroad, internship, or co-op outside of St. Louis.

11. (Optional) Click +Add in the Home section to add more addresses.
12. Select Submit when finished. 
    • You can select Save for Later if you need to step away and come back, but you can always go into your profile and change/update your personal information even if you submit it. 
    • Once the information is submitted, it will be automatically updated. 

Update phone and email

In Workday, you must include a mobile phone number as part of your contact information.

1. In Workday, click the Profile icon on the homepage. 
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Personal. 
4. Click the Contact tab. 
   • You cannot edit your student worker contact information from your student profile. 
5. Click the Edit button. 
6. Navigate to the Phone section.
7. Click the Pencil icon or click +Add in the Phone section to make edits.
   1. For Primary, select the Primary checkbox if this is your primary phone number.
   2. For Phone Type, choose which type of phone.
      • Remember, in Workday, a mobile phone number is required as part of your contact information.
   3. For Country Phone Code, choose your country’s phone code.
   4. For Phone number, enter your phone number.
   5. For Visibility, choose between public and private.  
   6. (Optional) Click the X Remove to remove any fields. 
   7. Click the checkmark to save changes.
8. Navigate to the Email section.
9. Click the Pencil icon or click +Add in the Email section to make edits.
   1. For Primary, select the Primary checkbox if this is your primary email.
   2. For Email Address, enter your email address.
   3. For Visibility, choose between public or private.
   4. (Optional) Click the X Remove to remove any fields.
   5. Click the checkmark to save changes.
10. Select Submit when finished. 
    • You can select Save for Later if you need to step away and come back, but you can always go into your profile and change/update your personal information even if you submit it. 
    • Once the information is submitted, it will be automatically updated. 

Update IDs

1. In Workday, click the Profile icon on the homepage. 
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Personal. 
4. Click the IDs tab. 
5. Click the Edit button. 
6. Select Change My Government IDs to add or update a national ID. While Workday displays both Government IDs and National IDs tables on the next page, only the National IDs table is editable.
7. In the National IDs table, select the: 
   • Country 
   • ID Type
   • Identification #
     • Click  +Add to add a row and fill in the new corresponding rows in either table.
     • Click -Remove to delete rows. 
8. Click Select files to attach documentation. 
9. In the Category field, select the relevant description of the document(s) you are uploading. 
10. Select Submit. The request will be routed to OUR for approval. 
11. Select Change My Licenses to add or update a driver’s license.  
    1. Select the License ID Type.  
    2. Enter the Identification #. 
       • Click +Add and fill in the new corresponding rows in either table.
       • Click -Remove to delete rows. 
12. In the Category field, select the relevant description of the document(s) you are uploading. 
    • No approvals are needed. Your license will automatically be updated.
    • If updating your license as a student worker, the requested change will be routed to HR for approval. 

Update an emergency contact

In Workday, you must designate at least one of your friends or family members as an emergency contact.

1. In Workday, click the Profile icon on the homepage.  
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Personal.
4. Navigate to the Friends and Family tab.
5. Locate the person you wish to add as an emergency contact.
6. From the Actions button, select Edit Friends and Family.
7. For Relationship Types, select Emergency Contact. You can select more than one relationship type (e.g., you could name your father as both a parent and an emergency contact).
   • It’s required to list a friend or family member as an emergency contact.
8. For the Third Party User checkbox, select it for emergency contacts or if you’d like this person to be able to make a payment, or have access to other data.
   • Emergency contacts must be designated as third-party users.
   • The emergency contact and third-party user setup is a two-part process. First, you must select them as a third-party users. Then designate their third-party permissions.
   • If you’ve added a preferred name in Workday, third-party users will see your preferred name in Workday and not your legal name.
9. Click OK.
10. Click Done.
11. Search for and select the Manage Permissions for My Third Party task.
12. For Third Party, select your emergency contact.
    • Keep in mind that this person must have a phone number and email address to be granted third-party permissions. Workday requires an active email address to send them Workday access instructions.
    • If your third-party user does not receive an email from Workday, you can submit a ServiceNow ticket instead of deleting and re-entering them.
13. Click OK.  
14. For Tasks Available for Third Party User, select their permissions. This individual won’t be able to view any information unless you specify here. You can adjust access at any time. Access includes:
    • Make a payment.
    • Receive proactive past-due balance notifications.
    • View your account activity.
    • View your student statement.
    • View your current classes.
15. Click OK.  
16. For the Purpose of Waiver, enter the reason for allowing the person you specified access to your selected information. 
17. Select the Confirm checkbox. 
18. Click Submit. 

Edit military details

1. In Workday, click the Profile icon on the homepage.  
2. Click View Profile.  

• If you have a job at WashU, switch to your student profile.

3. Click Military Details.
4. Click the Edit button.
5. Update your military relationship or veteran’s benefits information.
6. Click Select files to attach supporting documentation.
   • The Office of the University Registrar (OUR) and potentially Human Resources (HR) for student workers will review and approve attached documentation before updates are made to your information.
7. Click Submit.

Manage privacy settings

1. Search and select the Manage My Privacy Settings task. 
   • Read the help text on the screen carefully before making your selection. 
2. Select either “I consent to share my information outside of this institution” or “I don’t consent to share my information outside of this institution.” 
3. Select either “I want my directory information to be public” or “I don’t want my directory information to be public.” 
   • If you selected “I don’t consent…,” this prompt will not appear. The label (Private) will appear next to your name in the system.
4. Select the checkbox next to the Directory Data Values that you want to display on your profile.  
5. Click OK.  
6. Review your selections and click Done. 

Additional Context

Reports

• My Contact Information
• My Emergency Contacts
• Manage Security Settings

Related Resources

• Set up Friends and Family in Workday Student and Manage Third-Party Permissions tutorial
• View a Student’s Profile tutorial
• Student Mailing Address Information in Workday