Update Contact Information

Emergency Contacts (Friends and Family) 

Designating an emergency contact is very important. In a time of crisis, UA personnel may need to communicate with your designee. 
 
To add or update an emergency contact, access your Workday Student account and complete the following steps. 

1. Navigate to View Profile from your Workday Student landing page.
2. On your profile sidebar, select Contact. Then, go to the Friends and Family tab. 
3. To add an emergency contact, select Add. You will be prompted to identify a Relationship Type. Select Emergency Contact and, if appropriate, any other relationship type. Although not required, it is very helpful for UA personnel to know a contact’s Relationship to you. If you want to grant your contact the ability to access your Workday account to perform specific tasks on your behalf, check the Is Third Party User checkbox. Upon indicating that the contact is a third-party user, Workday will alert you to finish this task by granting applicable permissions. 
4. Workday will expect you to provide your emergency contact’s first name, last name, email address, and telephone number. When you are finished, remember to click OK. 

To add or update a non-emergency contact (other Friends and Family), access your Workday Student account and complete the same steps as those required to add or update an emergency contact without identifying the Relationship Type as emergency contact. 

Third-party User Permissions 

Designating a third-party user allows you to grant a friend or family member direct access to specific tasks within your Workday Student account. 

1. After identifying a contact as a third-party user, return to the Friends and Family tab to grant specific access. Select Manage Permissions for My Third Party from the Actions dropdown menu next to the third party’s contact information. 
2. Workday will present you with seven (7) tasks available to your third-party user. You grant permission to do a task by checking the Allowed checkbox for that task. When you are finished, remember to click OK.
3. Workday will require you to confirm the permissions granted by you to each third-party user. For each Privacy Release Authorization Waiver, you must indicate the Purpose of Waiver and Confirm. When you are finished, remember to Submit.

Personal Contact Information

Student contact information is crucial for enabling and maintaining administrative, academic, and support communication channels. Up-to-date contact information allows The University of Akron to communicate vital information and updates, track engagement, and provide essential services like financial aid and advising. It is also essential for safeguarding student privacy. 
 
To update your personal contact information, such as address(es), phone number(s), and/or email address(es), access your Workday Student account and complete the following steps. 

1. Navigate to the Menu on your Workday Student landing page. 
2. Select Academic Records Hub from your menu options. 
3. Go to Contact Information and select Change My Home Contact Information. 
4. To add an address, phone or email, click Add for the intended method of contact. 
5. To remove an address, phone or email, click the X icon. To edit an address, phone or email, click the pencil icon.
6. Provide all required information. When you are finished, remember to Submit.  

Directory Information

As provided by the Family Educational Rights and Privacy Act of 1974, as amended, and federal regulations (34 CFR Part 99), directory information is personally identifiable information (PII) in an education record that may be released without prior written consent from the student…unless the student has explicitly restricted directory information. The University of Akron defines directory information to include: 

• legal name 
• local/mailing address
• primary telephone number
• place of birth
• major field of study, degree sought, expected graduation term
• enrollment status (academic level, FT/PT)
• dates of attendance
• degrees, honors and awards received
• participation in officially recognized activities and athletics
• photograph, position, height, and weight of athletes

To restrict the release of your directory information without your prior consent, access your Workday Student account and complete the following steps.

1. Navigate to the Menu on your Workday Student landing page. 
2. Select Academic Records Hub from your menu options. 
3. Go to Privacy & Confidentiality and select Manage My Privacy Settings. 
4. Prior to completing the Workday privacy settings task, read the description of the task thoroughly, paying attention to the Workday-delivered privacy options. ONLY your response to the first privacy option determines consent. When you are finished, remember to click OK. 

Verbal Release of Confidential Non-Directory Information 

As provided by the Family Educational Rights and Privacy Act of 1974, as amended, and federal regulations (34 CFR Part 99), non-directory information is personally identifiable information (PII) in an education record that may not be released without prior written consent from the student. Examples of non-directory PII include: 

• date of birth
• social security number
• gender (sex marker), gender identity
• UA identification number
• UAnet ID and UA email address
• race/ethnicity
• residency status and country of citizenship
• academic and disciplinary records
• official academic transcript (class schedule, courses completed, grades, GPA)
• marital status
• parent/guardian name(s) and address(es) 

To initiate, update or rescind authorization for The University of Akron to VERBALLY release of non-directory PII without further consent, access your Workday Student account and complete the following steps. 

1. Navigate to the Menu on your Workday Student landing page. 
2. Select Academic Records Hub from your menu options. 
3. Go to Privacy & Confidentiality and select Release of Confidential Non-Directory Information. 
4. The link opens a form with the sole purpose of managing the verbal release of confidential non-directory information to a third-party. Read the introduction thoroughly prior to completing the form. 
5. The Release of Confidential Non-Directory Information requires the following information: reason for the release, information about the authorized third-party, type(s) of PII that may be verbally shared with your authorized third-party, and four parts of a privacy code that your authorized third-party must have to access the non-directory PII for which you provided authorization. 
6. Indicate that you understand and agree to the Privacy Release Authorization and then confirm the accuracy and purpose of the waiver. When you are finished, remember to click Next and Submit. 

Each Release of Confidential Non-Directory Information that you submit will be uploaded as a Document to the Personal section of your Workday Student profile.