Manage Education for Employees

Overview

An employee’s education information can be added to the employee profile. While it is not required we recommend adding this for Full Time Faculty and Professional Researchers.

Roles & Approval Chain

The Add Education for Employee transaction can be submitted by HR Advisors, HR Analysts, and HR Partners and does not route for approval.

Additional Transaction Information

A reminder to add education is part of the Hire transaction for regular employees. The intiator of the Hire will receive an Add Education Information To-Do in their PeopleSync Inbox upon completion of the Hire.

  1. Navigate to the employee record.
  2. Click Overview > Education tab.
  3. On the Education page, you have the option to add, edit, or remove an employee’s education information. To add education information, click Add.
  4. Complete the following:
    • Country – select the country the employee’s degree was received in.
    • School – Enter or select the school.
    • Degree – select level of degree earned.
    • Degrees Received – Select Yes and enter the year in the field.
    • Field of Study (Optional) – Select field of study.
    • Other fields that appear on the page are not required and should not be populated. 
  5. Once the employee’s education information is entered, click Submit.

Last updated in August 2020

Change Personal Information

Overview

The tip sheet provides guidance on submitting a Change Personal Information transaction.

Note as part of self-service an employee can also submit personal data changes. Self-service tip sheets for employees are available here.

It is important to keep up-to-date records of personal information in PeopleSync as Legal Sex, Date of Birth, and Race/Ethnicity are required for NYU WSQ employees. Additional information such as Disability and Veteran status are are optional fields and can be self-identified by employees.

Roles & Approval Chain

The transaction can be submitted by HR Analyst, HR Partner or PeopleLink. 

The following chart shows which personal information fields can be updated by HR or by the employee. 

Data Element Employee HR Analyst / HR Partner / PeopleLink
Legal Sex X X
Date of Birth   X
Race/Ethnicity X X
Citizenship Status   X
Gender Identity X  
Pronoun X  
Disability X X
Veteran X X

Additional Transaction Information

Edit Personal Information is a step in the Hire transaction. If completing this task as part of the Hire process, refer to the Hire tip sheet or begin with step 3. (The data may be prepopulated if you are hiring an employee who previously worked at NYU.)

As part of the hire onboarding process, a new employee will receive Personal Information To-Dos in their PeopleSync Inbox so that they may also review and modify this page.

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Personal Data > Edit Personal Information
  3. The Edit Personal Information page displays. (*Denotes a required field).
    • Legal Sex*
    • Date of Birth*
    • Marital Status
    • Race/Ethnicity* (Note: More than one Race/Ethnicity may be selected.)
    • Citizenship Status
    • Gender Identity
    • Pronoun
    • Disability
    • Military 
    • Some of this information is populated from data in iCims.
    • Some of this information is sent to OEO.
    • Legal Sex, Date of Birth, and Race/Ethnicity are required for NYU Washington Square employees.
  4. Click Submit.
  5. The initiator may receive a To-Do task to submit supporting documentation to records. Once supporting documentation is submitted, the initiator must submit the To Do in order to remove the task from their queue and complete the process.

Last updated in Jan 2023.

Change Employee’s Legal Name

Overview

This tip sheet provides guidance on changing an employee’s legal name in PeopleSync. This change updates the employee’s legal name as it appears in the NYU directory, as well as on legal items such as payslips and tax information.

Prior to initiating the process in PeopleSync, the employee requiring a legal name change needs to provide supporting documentation for the change such as a marriage certificate.

Roles & Approval Chain

This transaction can be submitted by HR Analysts, HR Partners and PeopleLink. It does not route for approval.

Steps

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Personal Data > Maintain Names.
  3. The Maintain Names for Worker page displays. Click Edit under Legal Name.
  4. Using the necessary documentation supplied by the employee, make changes to the employee’s legal name.
    • The fields marked with a red asterisk are required in PeopleSync and can be completed free-form. Be sure to capitalize this information.
  5. Click Submit.
  6. The initiator will receive a To-Do task to submit supporting documentation to records. Once supporting documentation for the legal name change is submitted, the initiator must submit the To Do in order to remove the task from their queue and complete the process.

Last updated in May 2014.

Change Employee’s Preferred Name

Overview

This tip sheet provides guidance on using the Maintain Names transaction to change an employee’s preferred name.

Note as part of self-service an employee can also submit a name change. Self-service tip sheets for employees are available here.

Changing the preferred name in PeopleSync will update the preferred name in the NYU Directory, but other NYU systems will not reflect this change (including iLearn). Your preferred name will not be used on legal documents such as tax forms.

Roles 

Both the HR Analyst and HR Partner can submit this transaction. It does not require approval and posts in the employee record after submission.

Steps

  1. Navigate to the employee record.
  2. Actions ellipse > Personal Data > Maintain Names.
  3. The Maintain Names for Worker page displays. Click Edit under Preferred Name.
    • The system default is to use the employee’s legal name as the preferred name.
  4. Uncheck the box next to Use Legal Name As Preferred Name. This now allows you to make changes.
    • The fields marked with a red asterisk are required in PeopleSync and can be completed free-form.
    • Be sure to capitalize first and last name.
  5. Click Submit.

Last updated in August 2020

Change Contact Information

Overview

The tip sheet provides guidance on editing Home and Work contact information, i.e. address, phone number and email.

Home contact information will default to private and not visible to all users. The Home Primary Address should match the address on the employee’s tax information.

Work contact information appears on the user’s contact card on NYU Home. Work Contact Business Address defaults to the worker’s assigned Location and should not be changed – to update Work Space / Directory Location, please use Change Work Space or Edit Position transaction.

The area code is a required field in WSQ and AD only. Although Area Code is not marked as a required field for an employee’s phone contact information, the appropriate area code should always be entered for any phone number.

Note on Student Home Information: There is a daily integration between SIS and PeopleSync to update the student’s home information. Students can access SIS/Albert and update their contact information in that system. 

As part of self-service an employee can also submit a name change. Self-service tip sheets for employees are available here.

Roles & Approval Chain

This transaction can be submitted by the HR Analyst, HR Partner or PeopleLink.

Additional Transaction Information

As part of the hire onboarding process, a new employee will receive Contact Information To-Dos in their PeopleSync Inbox so that they may also review and modify this page.

Steps

  1. Navigate to the employee record.
  2. Click Actions ellipse > Personal Data > Change Contact Information
  3. The Home and Work Contact sections display. Click the pencil icon to edit. Click the check icon to save the data. Click the Add button to add additional contract rows.
  4. Home Contact Information Home contact information will default to private and is not visible to all users. This includes: Primary address, phone and email. You will need to enter in an effective date for the address.
  5. Work Contact Information.
    • Business Location. This cannot be edited. The Business Location is based on the Location field in the Hire Transaction. For all WSQ employees, the location selected is the Washington Square Campus. New York University, New York, NY 10003. If you need to correct the location, contact PeopleLink.
    • Primary Work Location. This cannot be edited from this transaction. To edit use the Change Workspace or Edit Position > Workspace transaction.
    • Primary Phone
    • Primary Email – Enter in the format netid@nyu.edu
  6. Click Submit.
  1.  

Last updated in May 2020.