Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Employee Directories

WSU departments maintain employee directory information in order to facilitate University communications.

Employee workplace information is also provided for public access. (NOTE: Employment at WSU, which is a public institution, implies consent for the public release of workplace information.)

Employee directory information appears in printed form in the University Directory and in electronic form in WSU InfoNet and the AIS application HEPPS. This directory information also serves Mailing Services and telephone directory assistance operators.

Each department is responsible for maintaining workplace information for department employees.

Payroll Services maintains name information for individual employees.

Contact the Information Technology PhoneDesk for assistance with updating or using University Directory information; telephone 335-3355.

Employee directory listings include individuals who are regularly employed by the University or have an employment-related relationship with WSU and can expect to be contacted at WSU.

Employee directory listings include:

• Faculty, classified staff, and administrative/professional employees holding either permanent or temporary appointments,


• Salaried graduate and undergraduate student employees, e.g., TAs and RAs,


• Those holding adjunct appointments, e.g., professors emeriti, visiting professors,


• Those holding affiliate appointments, e.g., USDA and ROTC technical personnel.

Listings do not include:

• Hourly, piecework, or seasonal workers,


• Graduate and undergraduate assistants who have requested directory information restrictions, and


• Employees of organizations having social or business affiliations with WSU, e.g., YMCA and the Students Book Corporation.

Unless the individual restricts release, the home telephone number may be released by telephone directory assistance operators.

See 90.70 for instructions regarding restriction of home data.

Home addresses and home telephone numbers are not listed in the University Directory or online in WSU InfoNet. Mailing Services does not use home addresses for mailings.

Prior to issuing the printed University Directory, University Publications and Printing sends each department a list of employees who currently have that department designated as the home department. Each department reviews the list for accuracy and completeness.

Employees holding appointments with more than one department must have one department designated as the home department.

The home department is responsible for processing all employment-related paperwork for that employee.

To change the home department for an employee, the new home department sends a memorandum signed by the dean or equivalent administrator to Human Resource Services.

If a person on the department's list is no longer employed by the University, the department uses a Personnel Action Form to separate the employee. See 60.25 for form instructions.

If the department employs others who should be included in the directory, the department places them in adjunct or affiliate positions.

Submit a Personnel Action Form to add adjunct personnel. See 60.25 for form and routing instructions.

Route a memorandum to HRS to add affiliate personnel. The memorandum is to include: name, social security number, home department, appointment begin and end dates, permanent or temporary, full time or part time, work location, job class code, and job class title. Affiliate job class titles, job class codes and definitions are:

• Industry Affiliate (code 7998): A person who comes to WSU from private industry.


• Public Affiliate (code 7999): A person who comes to WSU from the public sector.

A graduate or undergraduate assistant who does not want to be included in the printed directory may request a directory restriction through the online Address and Telephone Maintenance Service. See 90.70 for instructions. The employee's data will still appear on the department's review list with a restriction message.

Departments are responsible for updating any incorrect default workplace information. Workplace information includes working title, work address, and work telephone number.

Select WRKPLACE (Employee Workplace) in the online HEPPS AIS application to look up, enter, or change employee-specific workplace information.

Online help is available in WRKPLACE.

In the absence of specific workplace information for an employee, the home department telephone number and/or mailing address is used. In the absence of a working title, the employee's highest-ranking job classification title is used together with the home department's abbreviated name.

To replace the default information, a department may choose to provide a specific work telephone number and/or working title for any employee. A department may also enter a specific work address for any department employee.

Select WRKPLACE to enter or change the work telephone number.

Select WRKPLACE to enter or change the working title. The preferred format is a title followed by a comma followed by an identification of the employee's department (e.g., Director, Payroll Services).

If "COOP" is part of the working title, the employee's work county is shown in the University employee directories. To change the work county/work location code, send a memorandum to HRS signed by the responsible dean or equivalent administrator. (It is not necessary to route a Personnel Action Form to make this change.)

Select WRKPLACE to enter or change the work address.

Enter the Plus-4 ZIP Code following 99164 in the employee's workplace address.

Use the WSU MAIL window to change mail stop code for non-99164 addresses. (NOTE: For 99164 addresses, the Plus-4 ZIP Code is the default entry in this field.)

This four-digit code, referring to a University mail destination, is variously called campus mail code, campus zip code, mail stop code, and mail code. This code is not applicable for direct delivery by the US Postal Service unless it is also the Plus-4 ZIP Code.

Select ADDRESS in the online WSUORG AIS application to change the telephone number in the department's correspondence address. (Online help is available within WSUORG.)

Also select ADDRESS to change the Plus-4 ZIP Code following 99164 in the department's correspondence address.

Use the WSU MAIL window to a change a mail stop code for a non-99164 correspondence address which is a WSU mail destination.

Submit an Add or Change WSUORG Information form to change the name abbreviation for a department. See 10.05 for instructions.

Each individual employee must correct his or her own name and home information. Home information restricted by the employee is not shown on the department list or in any directory.

To change a name the employee submits a Request for Name Change form to Payroll Services. See 90.75 for instructions.

To update home address or telephone number, the employee uses the Address and Telephone Maintenance Service (ATMS). The ATMS is a computer application which is accessed either by a WSU InfoNet Kiosk or a personal computer. See 90.70 for instructions.

To restrict the release of home telephone information, the employee uses the Address and Telephone Maintenance Service (ATMS). The ATMS is a computer application which is accessed either by a WSU InfoNet Kiosk or a personal computer. See 90.70 for instructions.