1. Updating Address Records

2. The Preferred method for updating Address information is for the Person to login to WebAdvisor, access the User Account Menu… …and select the Address Change form, overwriting the old/incorrect information and submitting the changes.

3. However this is only available to Employees, Current Students, and recent Alumni who still have active logins to WebAdvisor. If you are asked to correct or change an address for any other constituency, specific guidelines must be followed to ensure the information is correctly recorded in Colleague.

4. Step 1: Confirm Required Change Documentation This chart lists the offices responsible for various types of Person Name and Address changes and the verification documents required by each office: Person Source/TypeVerification DocumentOffice Employees/facultyUpdated SSN Card or Driver’s LicenseHuman Resources ProspectsSSN Card or other legal document for corrections to SSN Admissions Current StudentsUpdated SSN Card or Driver’s License OR Court/ Legal Doc for Name Change only Records Current Students (Billing address type only. PH address changes are referred to Records) None if in person Identifying info (dob, current program of study, student ID) if requested by phone Student Financial Services Families of StudentsNoneRecords AlumniNoneAdvancement Donor FriendsNoneAdvancement VendorsNoneAccounts Payable InstitutionsNoneRecords OrganizationsNoneAdvancement

5. Step 2: Access ADSU Use Colleague ID, if known, or find using standard lookup procedures. Confirm the correct person record displays before changing the address or other information.

6. Step 3: Drill to ADR Person Addresses To correct or change the Primary Home address (PH), drill into the row for the current Primary Home.

7. Step 4: Change or Correct the Person’s Information Type over existing data to correct the address, city, state, zip, phone, or email address. If a Mail Code related to contact restrictions is requested, add this information to Colleague immediately, regardless of which office receives the request. This is essential to ensure we are In compliance with privacy and ‘do not contact’ regulations. Step 5: Select the Address Change Source If this change is to correct an address that was entered wrong, choose CO Correction Source. If the change is to reflect a new address, choose the most appropriate option.

8. Step 6: Keep Address History? For Corrections, the answer should be No. For all other changes, answer Yes. After saving, the old address is now marked as “Former” and the new one is Current, Pref Res/Pref Mail.

9. To add a new address type, such as a billing address, drill into a blank row. Enter the new address, after confirming it does not already exist as the Primary Home, and select Billing Type. Choose the Source, and Save. You will not be prompted to keep history. The ADSU form will now look like this, with two current addresses, one for Primary Home and one for Billing. If the “new” billing address requested by a student is identical to the current Primary Home, there is no need to add BI Type to the PH Address. Student Account Statements will look for a Billing- type address first. If none is found, the Primary Home will be used.