How to Change Your Directory Information

Name Changes:

Personal Information Updates:

 

The InfOSU Web Directory Profile displays information from OSU’s administrative database (Banner) on all OSU employees and students. Directory items listed as "Not Reported" indicate that information is not available.

Student employees, graduate assistants, temporary support staff, and all individuals who have filed Confidentiality Restriction forms with the Registrar's Office will not display in the OSU Campus Directory or in the OSU web directory.

Employees with OSU student records may also see "Class Year" and "College Affiliation" listings on the Web Directory Profile. These items are not displayed on the OSU Campus Directory.

How to Change Your Directory Information

Current mailing address and telephone number: you may use one of these methods:

  1. Log in to OSU Employee Online Services, go to the Personal Information menu, select "Update Address(es) and Phone(s)" option.
  2. Send an e-mail to your respective Lifecycle Team with your new information.

Office address, telephone and fax number: have your department notify Telecommunications.

Position title: send an e-mail to your Lifecycle Team with your new information.

Directory e-mail address: you may use one of these methods:

  1. Log in to OSU Employee Online Services, go to Personal Information menu, select "Update E-mail Addresses" option.
  2. Send an e-mail to your respective Lifecycle Team with your new information.

How to Change the Way Your Name is Displayed in the OSU Directory

You may change how your name is displayed in the directory and across many OSU systems.  4 pre-defined formats are available for you to choose from, including one without your middle name.  To use the new display name format tool:

  1. Go to the ONID webpage
  2. Click “Login to ONID” from the left menu and Login using ONID username and password
  3. Click “Profile” from the left menu
  4. Select the preferred name format and click the “Set Name Format” button

It can take 15 minutes or more for the change to propagate through all of the systems for display.

Request use of a Preferred Name

The name on your social security card will be used as your preferred name, unless you specify otherwise. If you would like to use a name that is different than your name as it appears on your social security card, you may make this request by completing the Employee Name Change form on the OSCAR website.

  1. Check the Preferred Action of Preferred name change only (your name as it should appear in the OSU directory)
  2. Fill out the first line, Your new name as it should appear in the OSU directory, and your OSU ID? number
  3. Print and sign the form
  4. Send it your HR representative(s) in your business center.  If you do not know who to contact in your business center, use this Business Center page to find the correct contact information

Request Legal Name Change

If you are an active employee (faculty, staff, or student), federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's social security card to ensure proper tax reporting.

If you have not requested a change of name with the Social Security Administration, please apply for a new social security card with the nearest Social Security Administration Office. (Note: You will need to bring an original legal document reflecting your new name to support your request for the name change. Examples of accepted legal documents include a birth certificate, marriage license, divorce decree, etc.) For additional information on how to apply for, replace, correct, or change your name on your social security card, visit Social Security Online.

Thus, in order to reflect your name change on your personnel and payroll records, you must present your social security card reflecting your new name to your Business Center Human Resources staff. At that time you will be asked to complete an Employee Name Change form. Completing the Employee Name Change form ahead of time and bringing it with you to the Business Center with your social security card will save time. (If you work off campus and are unable to visit the Business Center in person, contact the Business Center Human Resources staff for another option. They may be able to make other arrangements to complete this process.) For individuals on active unpaid appointments (Courtesy, Postdoctoral Fellows, Graduate Fellows, or Emeritus faculty), you will be asked to show your photo ID along with your Employee Name Change form in order to verify your name change.  If you do not know who to contact in your business center, use this Business Center page to find the correct contact information.

If your tax withholding is changing, you may want to update your W-4 for tax withholding at this time with the Payroll Office. Use your ONID username and password to log in to MyOregonState, then go to the W-4 Tax Exemptions/Allowances page available from the Employee Information menu via Online Services.

Gender Identity Reporting (update to My Profile)

With the implementation of OR Senate Bill 473, faculty, staff and students may voluntarily report their gender identity as part of their demographic information; the ability to report sexual identity information is forthcoming. Additionally, all have the ability to report their gender identity and/or pronoun in OSU information systems. Note, however, that pronouns do not yet display in any administrative systems or directories. At this time, the information will be available for reporting purposes only.

  1. Log in to OSU Employee Online Services
  2. Select the “Personal Information” tab
  3. Select “My Profile”
  4. Click on the “Personal Information” box
  5. In the “Personal Details” box, click “Edit” 
  6. You may then select a Personal Pronoun and Gender Identification value from the provided drop-down lists
  7. When finished, click “Update”

Employee Email (update to My Profile)

Your employee email is used for University email correspondence and is the email displayed in OSU directories and lists.  You may update this email via My Profile.

  1. Log in to OSU Employee Online Services
  2. Select the “Personal Information” tab
  3. Select “My Profile”
  4. Click on the “Personal Information” box 
  5. In the “Email” box, click the pencil icon Pencil edit icon to edit an existing email, or click “Add New” if no email address has yet been created
  6. Select the checkbox “Mark as Preferred” 
  7. Click“Update” to save your changes

Phone Number (update to My Profile)

You may update or add a personal phone number Current (Primary) or work phone numbers Employee Office, Employee Office Fax via My Profile. 

  1. Log in to OSU Employee Online Services,
  2. Select the “Personal Information” tab
  3. Select “My Profile”
  4. Click on the “Personal Information” box 
  5. In the “Phone Number” box, click the pencil icon Pencil edit icon to edit an existing phone number, or click “Add New” to add a new phone number
  6. Click “Update” to save your changes

Emergency Contact (Update to My Profile)

You may update or add an emergency contact via My Profile. 

  1. Log in to OSU Employee Online Services,
  2. Select the “Personal Information” tab
  3. Select “My Profile”
  4. Click on the “Personal Information” box 
  5. In the “Emergency Contact” box, click the pencil icon Pencil edit icon to edit an existing contact, or click “Add New” to add a new contact
  6. Click “Add” or “Update” to save your changes

Ethnicity Designation Change (update to My Profile)

All employees have the ability to change the race or ethnicity designation in OSU information systems.

Students: Bring in a Biographical Changes Request form reflecting the ethnicity designation change and a form of photo ID to the Office of the Registrar.

Other employees (faculty, non-student staff):

  1. Log in to OSU Employee Online Services,
  2. Select the “Personal Information” tab
  3. Select “My Profile”
  4. Click on the “Personal Information” box 
  5. In the “Additional Details” box, click the pencil icon Pencil edit icon beneath “Ethnicity and Race” to edit or add details
  6. You may then select the ethnicity and race(s) with which you identify 
  7. When finished, click “Continue” then “Save”

Public and Confidential Information

Your name, office address, office telephone, and office fax number are considered public information and will be printed in the OSU Campus Directory and on the OSU web directory.

Your current mailing address and personal telephone number are considered confidential information and will not be released unless the University is required to do so by federal or state law.

Your current mailing address and personal telephone number will not display in the OSU Campus Directory or on the OSU web directory. However, you may choose to display this information by checking the "Display in Directory" boxes on the Web Directory Profile.