Updating Personal Information

The Personal Details section displays core identity information associated with your employee record, including legal and preferred names, demographic information, and pronoun preferences. Most fields in this section are view‑only, though some may be editable depending on system configuration.

Employees may update the following items:

• Chosen First Name
• Personal Pronouns
• Marital Status (for record‑keeping purposes only; does not impact tax withholding)
• Gender Identification (if applicable)

The following information is view‑only and cannot be updated directly in MyNova:

• Legal name
• Date of birth
• Legal sex

If any legal information needs to be corrected, contact Human Resources for assistance.

The Email section displays your Villanova email address and personal email information. Employees are expected to have both a Villanova (VU) email address and a personal email address on file.

• Your Campus Email Address (Preferred) is your official Villanova email address.

  • The VU email address is created by the IT department at the time of hire.
  • Staff employees will have a Villanova email address set up automatically.
  • This address is not updateable by employees.
  • If you change your name, a ticket must be submitted to IT to update your Villanova email address.
  • If your Villanova email address appears incorrect or missing, contact Human Resources and IT for assistance.

• Your Permanent (Home) Email Address, also referred to as your Alternative Email Address, is a personal email address maintained in MyNova.

  • Employees should ensure a personal email address is on file.
  • This address can be added or updated by the employee.
  • It is not used as the primary Villanova contact but may be used for backup or account‑related communication.

Instructions for updating your Alternative Email Address are available here: https://villanova.teamdynamix.com/TDClient/2759/UNIT/KB/ArticleDet?ID=155606

• You may see an option to Add New email addresses, including emergency contact email types.

Employees do not need to add additional email address types unless specifically directed by Human Resources.

The Phone Numbers section displays multiple phone number types. While many options may appear, most employees only need to review or update a limited set of phone numbers.

Employees should focus only on the phone number types listed below.

• Permanent Phone Number
  This represents your primary personal phone number. Employees may add or update this number and should keep it current.

• Cell Phone Number
  Used for direct or urgent contact when needed. Employees may add or update this number.

  Note: For many employees, the Permanent and Cell Phone numbers may be the same. If this applies to you, it is acceptable for both fields to contain the same number.

• Villanova Phone Number
  This is your Villanova‑assigned phone number. It is view‑only and maintained by University systems. No action is required from the employee.

You may see additional phone number options when selecting Add New, such as fax, guardian, local off‑campus, or other legacy phone types. Employees should disregard all other phone number types and should not add or update them unless specifically directed by Human Resources.

To update a phone number, select the Edit (pencil) icon next to the Permanent or Cell Phone entry. Use Add New only if you are adding one of the supported phone number types listed above.

If you are unable to update your phone number or believe the information listed is incorrect, contact Human Resources for assistance.

The Address section displays several address types. While multiple options may appear, employees generally only need to review and maintain specific address information.

• Permanent Home Address
  This is your primary, long‑term home address and should be kept up to date. Employees may view and update their permanent home address as allowed by the system. This address is typically used for official and payroll‑related purposes.

• Villanova (Campus) Address
  This reflects your Villanova work location and is separate from your permanent home address.
  Employees are required to keep their campus address current based on their office or building location using the Campus Address Update Form, which was created for this purpose.

  Employees who do not work in a Villanova‑owned building must have a separate, approved address on file. This address can only be added or updated by Human Resources.

• Other Address Types
  You may see additional address options, such as local or off‑campus addresses or other legacy address types.

  Addresses that differ from an employee’s permanent home address must be reviewed and entered manually by Human Resources and Payroll, as applicable.

Employees should disregard other address types unless specifically directed by Human Resources or Payroll.

If you believe your address information is incorrect or you are unable to submit an update, contact Human Resources or Payroll for assistance.

The Emergency Contact Information section allows employees to identify an individual who should be contacted in the event of an emergency.

• Employees should keep at least one emergency contact on file at all times.
• The emergency contact should be someone other than the employee who can be reached if needed.
• Employees may add, edit, or update emergency contact information directly in MyNova.

Emergency contact details may include name, relationship, phone number, and email address. Employees should ensure this information is accurate and current.

If you are unable to update your emergency contact information or experience issues saving changes, contact Human Resources for assistance.

The Additional Details section allows employees to voluntarily self‑identify certain demographic information that the University uses for institutional reporting and compliance purposes.

Information in this section may include:

• Race and ethnicity
• Veteran classification
• Disability status

Providing or updating information in this section is optional. Employees may choose to update these fields at any time, and choosing not to provide information will not impact employment.

The information collected in the Additional Details section is used in aggregate form for reporting, analysis, and regulatory compliance. It is not used for employment decisions and is kept confidential in accordance with University policies.

Updating Disability Status in MyNova is separate from the accommodation process. Changes made in this section do not initiate, document, or replace a request for a workplace accommodation. Employees who need an accommodation should contact Human Resources directly to begin the ADA accommodation process.

If you have questions about this section or how the information is used, contact Human Resources for guidance.