The Personal Information module in IC HR Cloud is used to view and edit personal information pertaining to you, including personal details, biographical/environmental data, your identification information, and to view employment and compensation information.
Contents
The Personal Information app is used to view and edit information pertaining to you.
To access Personal Information, click on the icon shown below:
Fig.1 - Personal Information icon, located under Apps
To navigate the various pages of the Personal Information, please refer to this key to navigate seamlessly:
- Click to collapse a section or to expand a section.
- Any sections that you can edit will show on the right side of the screen. Click on to make any changes.
- If prompted, Type an Effective Starting Date and complete any other fields marked with an asterisk (*), along with any other relevant information. Effective Starting Date means that a change (such as an address change will be effective as of the date you select.
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Click Submit to complete any changes or Click Cancel to discard them.
Personal Details contains basic identifying info such as your name, date of birth, and marital status.
Employees can now update Personal Details through the Journeys app in IC HR Cloud. Go to Journeys, select Explore, select Person, and under the Lived Name and Gender Change Journey, select Add to My Journeys. The Journey will collect all Personal Information tasks into one task to help you update all personal information at once.
Legal and Chosen Name
At IC, we are committed to working with you to inclusively represent your chosen name wherever possible: in the employee directory, in email, on forms/letters.
Please know, certain government documents and reports for benefits and payroll require IC to provide your legal name. Whenever possible, we will take steps to represent your lived name. When your legal name is used in these cases, it will only be shared in cases in which IC is required by law to provide it.
Navigate to the Name field.
- Select the start date, to mark the date that this name change should take place.
- If updating your legal name: update the Legal Last Name, Legal First Name, and Middle Name fields.
- If updating your chosen name: update the Chosen Last Name, Chosen First Name and Chosen Full Name fields.
Gender
Members of our campus community represent all facets of the human experience, including when it comes to gender identity and expression, and we are committed to representing your lived experience in all administrative systems. Employee gender information is used by Ithaca College in limited cases in which it is required, including Payroll, Benefits, and institutional reporting in accordance with IC Policy.
In selecting gender, IC Employees have three (3) options: male, female, nonbinary. For more information, please refer to this helpful guide about the use of pronouns, gender, and names on IC's campus.
Employees are not able to update Gender information through IC HR Cloud employee self service; however, this form can be updated to request an HR Specialist update this information on your behalf.
To update your gender identity please select this
Formstack link. Your gender selection will be updated by a Human Resources Specialist within two (2) business days.
Demographic Info
Ithaca College is committed to protecting personal and demographic information for all employees. Please note, all demographic information (information about race, ethnicity, nationality) will be kept confidential. Race/Ethnicity information is used for Equal Employment Opportunity/Affirmative Action and State/Federal reporting requirements and the administration of civil rights laws and regulations. Though this information is voluntary, it is important that the College has this information for reporting purposes.
- To update any Demographic Info, select the icon.
- Make any changes as necessary. If necessary, you can add Attachments (such as legal documents, correspondence, etc). Attachments are only viewable to HR Specialists.
Update Office/Building Location
When moving office locations, employees will need to update their building name and room number in HR Cloud. Follow the instructions in this article to update your office location.
Scroll down to Biographical Info and click the icon on the right side of the screen to expand this section.
Fig. 2 Biographical Info section near bottom of Personal Details screen - clicking down arrow expands Biographical Info section, making fields and pencil icon appear
- Click the icon on the right side of the screen to edit your office information.
- Click the Office Building dropdown list and select your building. If your building does not appear in the list, click Search at the bottom of the dropdown menu. In the window that appears, type part of the name of your building into the Translated Value field and click Search (e.g. "east" for East Tower). Click on the name of your building in the search results that appear, then click OK.
- Type your room number into the Office Room field.
- In the top right corner of the Biographical Info section, click the Submit button to submit your changes for approval. You should receive a confirmation message that your changes have been submitted.
Disability Info
- Click Add, and in the Country field, select United States from the dropdown list.
- To update disability status information, select from the options displayed.
- In the field Disability Attachments, attach any documents that you'd like to provide to our Benefits Office. This is Protected Health Information as defined by the Health Insurance Portability and Accountability Act of 1996, as amended ("HIPAA") and will only be viewable to members of our Benefits team processing this information.
- Use the Comments field to add any comments/information you'd like our Benefits team to know.
- Once finished, press Submit to update your information.
The Identification Info tile collects information about citizenship and is a hub for all legal documents, including Passports, Visas and Permits, and your Driver's License.
To update an existing Citizenship record:
- Under the Citizenship section, Click the icon on the right side of the screen.
- Select the date that this change should take effect in IC HR Cloud.
- Make any changes that are necessary. If you would like to inactivate a citizenship status, select the Citizenship Status dropdown and change the entry to Inactive.
To add a new Citizenship status:
- Under the Citizenship section, Click the Add button on the right side of the screen.
- Select the Citizenship, the Status, and the date of this new citizenship record.
- Add any attachments that are necessary for HR to review.
- If you need to inactivate a previous citizenship status, select the Citizenship Status dropdown and change the entry to Inactive.
As necessary, follow the same process for adding Passports, Visas and Permits and Driver's Licenses. For more information about when this information is needed, please speak to your Recruiter or contact HumanResources@Ithaca.edu.
The Contact Info tab contains your phone numbers, mailing addresses, and email addresses.
Your Primary phone, email, and address are indicated by on the left side of the screen. Your primary phone/email will be the main source from which you will receive any updates or outreach from IC. Please note, the College uses a two-step verification process called Self Service Password Reset (SSPR), that requires a secondary phone number/email for verification purposes. In order to ensure that you can reset your Netpass password anytime/anywhere, please add a secondary phone number and email address. Please refer to
this article or contact the IT Service Desk for more information:
To view and edit existing contact information:
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Scroll down the page to view different sections of info.
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Click to collapse a section or to expand a section.
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Any entries (phone, address, email, etc.) that you can edit will show on the right side of the screen.
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Click on to make any changes.
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If prompted, Type an Effective Starting Date and complete any other fields marked with an asterisk (*), along with any other relevant information.
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Click Submit to complete any changes, Click Cancel to discard changes, or Click Delete to delete the entry.
To add a phone number:
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Click to expand the Communication section (if not already showing).
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Click the Add button in the top-right corner of the section.
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Select the type of phone number you are entering from the Type dropdown list.
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Select the country for the phone number from the Country Code dropdown list.
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For United States numbers: Type the 3-digit Area Code and 7-digit Number in their respective fields. For non-US numbers: Enter the entire number in the Number field.
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Click the Primary checkbox if this is your primary phone number.
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Click Submit to finish your entry or Click Cancel to discard your entry.
To add an email address:
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Click to expand the Communication section (if not already showing).
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Click the Add button in the top-right corner of the section.
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Select the type of email address you are entering from the Type dropdown list.
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Type the email address in the Email field.
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Click the Primary checkbox if this is your primary email address.
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Click Submit to finish your entry or Click Cancel to discard your entry.
To add an address:
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Click to expand the Address section (if not already showing).
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Click the Add button in the top-right corner of the section.
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Select the country and type of address you are entering from the Country and Type dropdown lists.
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Type the information for the address you are entering as indicated in the remaining fields. Any field marked with an asterisk (*) is required.
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Click the Primary checkbox if this is your primary address.
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Click Submit to finish your entry or Click Cancel to discard your entry.
Family & Emergency Contacts
It is important for the Office of Human Resources to have emergency contact information on file for you so that in the event of an emergency, we are able to reach someone.
Please complete the Employee Emergency Contact Form to ensure we have this information on file.
Please note, if you have recently completed this information, you do not need to complete this information again unless you would like to make changes to your designated emergency contact information.
Employment Info contains details about your work assignment, manager, and a history of your employment at IC.
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Go to the Employment Info Tile
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Scroll down the page to view different sections of info.
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Click to expand Employment History or to collapse Employment History.
My Compensation allows you to view your current and past Salary, your Compensation Change Statement(s), as well as some additional compensation details.
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Go to the My Compensation tile.
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Scroll down the page to view different sections of info.
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Click to collapse a section or to expand a section.
Your current salary is displayed at the top of the My Compensation page. Current salary shows your most recent salary and the amount adjusted from the previous salary. Please note, current salary shows your salary as of the present date. Future salary changes will only be displayed on the date they become effective.
Please note, current salary shows your salary as of the present date. Future salary changes will only be displayed on the date they become effective.
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Click to expand the Current Salary section at the top of the page (if not already showing).
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Click Show Prior Salary.
Compensation change statements show any changes to your compensation that may occur during an increment cycle. To view your Compensation Change Statements:
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Click to expand the Compensation Change Statements section (if not already showing).
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Click IC Staff and Faculty Increment to view your Compensation Change Statement. Select OK.
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Review your statement and save/print for your records.
Please note, when you open the Compensation Change Statement, you will be prompted to acknowledge receipt of the Statement. Please acknowledge receipt to alert Human Resources that you have received your Compensation Change Statement by selecting Acknowledge.