Edit Personal Data
Edit Personal Data
Job Aid for all Employees
Last Updated: Oct 3, 2025
Contact Information
For more information about this job aid, please contact hris-support@uni.edu.
Overview
This job aid will assist you in making updates to various elements of your personal information in UNI Works.
Quick Links
Change Legal Name
Record your legal name as it appears on your Social Security Card. Your legal name is used for all state and federal reporting.
Warning
Student Employee: Any legal name changes made within UNI Works will be overwritten every morning by the student information system. Students should contact the Office of the Registrar at registrar@uni.edu or 319-273-2241 for information about updating this name in the student information system. Official documentation will be required.
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click Legal Name.
Step 3: In the Effective Date field, type or click the calendar icon to select the date the change will take effect.
Step 4: In the First Name and Last Name fields, type your new information as it is shown on your social security card. You may also update the other fields, although it is not required.
Step 5 (Optional): In the Enter Your Comment field, type any supporting information.
Step 6: In the Attachments section, click the Select files button to add supporting documentation. This is required. Refer to the HRS Employee Legal Name Change supporting web page for acceptable documentation.
Step 7: In the Category field, click the menu icon to select the appropriate option for the uploaded document.
Step 8: Click the Submit button.
What Happens Next
The legal name change will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
Change Preferred Name
Warning
Student Employee: Any preferred name changes made within UNI Works will be overwritten every morning by the student information system. Students should make necessary changes by accessing MyUniverse.
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click Preferred Name.
Step 3: Next to the Use Legal Name as Preferred Name field, click the check box to opt-in or leave it unchecked to opt-out.
Step 4: When the box is unchecked, fields will appear to enter your preferred name. In the First Name and Last Name fields, type your new information.
Step 5: Click the Submit button.
What Happens Next
The preferred name change is complete and will now be displayed on your profile.
Change Name Pronunciation
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click More to view more options and click Name Pronunciation.
Step 3: In the Phonetic Pronunciation field, type the phonetic pronunciation of your name.
Step 4: Click the Submit button.
What Happens Next
The name pronunciation change is complete and will now be displayed on your profile.
Change Emergency Contacts
Accurate and up-to-date emergency contact information is critical for every employee. In the event of an accident/injury or sudden illness, your department, division and/or Human Resource Services will use this information to inform your contact(s). The following information will only be used in an emergency.
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click Emergency Contacts.
Step 3: Click the Edit button.
Support
If no Emergency Contacts have been added, click Add.
Step 4: In the Legal Name section, click the pencil icon to add or edit the legal name of the emergency contact.
Step 4.1: In the Country field, click the menu icon to select the country.
Step 4.2: In the First Name and Last Name fields, type the legal name of the emergency contact.
Step 4.3: Click the check mark icon to save.
Step 5: In the Relationship section, click the pencil icon to add or edit the relationship with the emergency contact.
Step 5.1: In the Relationship field, click the menu icon to select the appropriate option.
Step 5.2: Click the check mark icon to save.
Step 6: In the Preferred Language section, click the pencil icon to add or edit, if applicable.
Step 6.1: In the Preferred Language field, click the menu icon to select the appropriate option.
Step 6.2: Click the check mark icon to save.
Step 7: In the Primary Address section, click the pencil icon to add or edit the address.
Step 7.1: In the Country field, click the menu icon to select the country.
Step 7.2: In the Address Line 1, City, State, and Postal Code fields, type the address. In the State field, you may also click the menu icon to select the state.
Step 7.3: In the Type field, click the menu icon to select Home or Work.
Step 7.4: Click the check mark icon to save.
Support
Primary emergency contacts must have at least one primary phone number (preferred) or email address.
Step 8: In the Primary Phone section, click the pencil icon to add or edit the phone.
Step 8.1: In the Phone Device field, click the dropdown icon to select Landline or Mobile.
Step 8.2: In the Country Phone Code field, click the menu icon to select the country phone code.
Step 8.3: In the Phone Number field, type the number without any special characters. This field will automatically format to display (area code) XXX-XXXX.
Step 8.4: In the Type field, click the menu icon to select Home or Work.
Step 8.5: Click the check mark icon to save.
Support
Follow the same steps as above to add another phone in the Additional Phone section (not required).
Step 9: In the Primary Email section, click the pencil icon to add or edit the email address.
Step 9.1: In the Address field, type the full email address.
Step 9.2: In the Type field, click the menu icon to select Home or Work.
Step 9.3: Click the check mark icon to save.
Support
Follow the same steps as above to add another email address in the Additional Email section (not required).
Step 10 (Optional): In the Alternate Emergency Contact section, click the pencil icon to add or edit an additional emergency contact.
Step 11: Click the Submit button.
What Happens Next
The emergency contacts have successfully been added/updated.
Home Contact Change
Warning
Student Employee: Any contact information changes made within UNI Works will be overwritten every morning by the student information system. Students should make necessary changes by accessing MyUniverse.
Faculty & Staff: Your home address should be your mailing address. Campus addresses are not permitted.
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click Contact Information.
Step 3: Click the Edit button.
Step 4: In the Address section, click the Add button to enter an address for the first time or the pencil icon to edit the address.
Step 4.1: In the Effective Date field, type or click the calendar icon to select the date the address will take effect.
Step 4.2: In the Country field, click the menu icon to select the country.
Step 4.3: In the Address Line 1, City, State, and Postal Code fields, type the address. In the State field, you may also click the menu icon to select the state. Use Address Line 2 for PO Boxes or apartment numbers.
Step 4.4: Skip the Usage field.
Step 4.5: Click the check mark icon to save.
Step 5: In the Phone section, click the Add button to enter a phone for the first time or the pencil icon to edit the phone.
Step 5.1: In the Phone Type field, click the dropdown icon to select Landline or Mobile.
Step 5.2: In the Country Phone Code field, click the menu icon to select the country phone code.
Step 5.3: In the Phone Number field, type the number without any special characters. This field will automatically format to display (area code) XXX-XXXX.
Step 5.4 (Skip): The Visibility field automatically defaults to Private. Do not change.
Step 5.5: Click the check mark icon to save.
Step 6 (Optional): In the Email section, click the Add button to add an email or the pencil icon to edit the email address.
Step 6.1: In the Address field, type the full email address.
Step 6.2 (Skip): The Visibility field automatically defaults to Private. Do not change.
Step 6.3: Click the check mark icon to save.
Step 7: Click the Submit button.
What Happens Next
The home contact information changes will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
Personal Information Change
Step 1: From the Menu, click the Personal Information app.
Step 2: In the Change section, click Personal Information.
Step 3: In the Legal Sex section, click the pencil icon to edit.
Step 3.1: In the Legal Sex field, click the dropdown icon to select the appropriate option.
Step 3.2: Click the check mark icon to save.
Step 4: In the Date of Birth section, click the pencil icon to edit.
Step 4.1: In the Date of Birth field, type or click the calendar icon to select your birth date. UNI Works will automatically calculate your age based off your birth date.
Step 4.2: Click the check mark icon to save.
Warning
Student Employee: Any changes made to Date of Birth within UNI Works will be overwritten every morning by the student information system.
Step 5 (Optional): In the Marital Status section, click the pencil icon to edit.
Step 5.1: In the Marital Status field, click the menu icon to select your status.
Step 5.2: In the Marital Status Date field, type or click the calendar icon to select the date.
Step 5.3: Click the check mark icon to save.
Step 6: In the Race/Ethnicity section, click the pencil icon to edit.
Step 6.1: In the Hispanic or Latino field, click the checkbox, if applicable. You can only choose Hispanic or Latino through the Hispanic or Latino checkbox prompt; it is not a selectable option under the Race/Ethnicity dropdown field.
Step 6.2: In the Race/Ethnicity field, click the menu icon to select the appropriate option(s). You may select more than one.
Step 6.3: Click the check mark icon to save.
Step 7: In the Citizenship Status section, click the pencil icon to edit.
Step 7.1: In the Citizen Status field, click the menu icon to select the appropriate option.
Step 7.2: Click the check mark icon to save.
Warning
Student Employee: Any citizenship status changes made within UNI Works will be overwritten every morning by the student information system.
Step 8: Click the Submit button.
What Happens Next
The personal information changes will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
Disability Self Identification
Step 1: Click the Profile icon, then click the View Profile button.
Step 2: From the employee profile, click Actions > Personal Data > Change Self-Identification of Disability.
Step 3: Review the information.
Step 4: In the Please check one of the boxes below: section, click your disability status.
Step 6: Click the Submit button.
What Happens Next
The disability status changes will now route to HRS. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.
Veteran Status Identification
Step 1: Click the Profile icon, then click the View Profile button.
Step 2: From the employee's profile, click Actions > Personal Data > Change My Veteran Status Identification.
Step 3: Review the information.
Step 4: In the Veteran Status field, click the menu icon to select the appropriate option.
Support
If you select the Identify as One or More of the Classifications of Protected Veterans option, complete Step 5; otherwise skip to Step 6.
Step 5: In the Select all that apply section, click the box to the left of each classification that is applicable to you.
Step 6: Click the Submit button.
What Happens Next
The Veteran Status changes will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.