Objective
Following these steps will allow you to modify how your information appears in the directory, or prevent it from appearing at all.
While business contact information cannot be restricted under normal circumstances, personal information may be restricted as preferred
This guide covers (click to jump to that section):
Environment
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Before You Begin
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Steps for Students
Updating Your Legal Name for the Directory (current students)
Restricting Your Directory Listing
- Students may wish to restrict all or part of the directory information refer to Student Rights Under the Family Educational Rights and Privacy Act (FERPA) (link).
- Under Information for Students on the page above, there is a downloadable PDF to request the restriction. Alternatively, you can enable restrictions from Campus Solutions (see below).
If you are an active student and Spartan / Microsoft 365 services shows no name and only your NetID as sender, you have likely restricted your name from the public directory. This restriction will prevent your name from displaying in MSU services that use Spartan / Microsoft 365 authentication and directory data including Spartan Mail. It will cause an inability to log in to services that require access to your public directory information (IE: classroom / computer lab computers). Adjust your privacy settings for Residing Information (see table below) in your student account to allow publication of your name.
Below is a table showing what information can be restricted directly by a student without having to contact the Registrar's Office.
To enable these restrictions:
- Log in at student.msu.edu (Campus Solutions)
- Select My Profile
- On the menu on the left, select FERPA Restrictions
- Select the triangle next to FERPA Activities View to expand the selection
- Select the ">" on the right-side of the item you wish to enable restrictions on
- Check the checkbox next to Restricted and then select Save
- You're done! The restrictions will be in place going forward
| Campus Solutions FERPA Activities Restrictions |
Enabling this will restrict: |
| Residing Information |
Local Address
Location Phone
Permanent Address
Permanent Phone
Email Address |
| Academic Information |
Registration
Attendance
Academic Level
Class
Major
Award Status
Award Type
Award Date
Award Honors |
| For restrictions not listed in the table above, please contact the Registrar's Office at (517)355-3300.
|
Setting or Updating a Name Other Than Your Legal Name
- The following information is not related to legal name changes. To update your legal name information, you will need to contact the Registrar's Office (for students) and/or HR (for employees) to update your legal name.
- The university recognizes that many of its students use names other than their legal names to identify themselves. Please login to SIS Campus Solutions (link) to establish or update the name to display.
- From the SIS Campus Solutions home screen, click the My Profile tile and then choose Personal Details from the menu on the left.
- Contact the Office of the Registrar for additional support when needed, including updating the gender marker.
- Newly Admitted Graduate Students: Graduate admissions are processed slightly differently than other student accounts. If you have updated your name and it is not reflected in your display name, please contact your Graduate Admissions Office directly, instead of the Registrar's Office.
- GoogleApps is now syncing with these changes, but may have a delay before they take effect.
Updating MSU Photo (ID card and class roster photo)
- To ensure that the appropriate photo appears on your MSU ID and class roster you will need to update your photo with the MSU ID Office.
- According to the ID Office FAQ (link):
- Only undergraduate students currently attending New Student Orientation (NSO) are eligible to submit an online photo.
- Graduate, lifelong and students exempt from NSO as well as all employees must come to the ID Office to have their photo taken.
Student Employees (current or former student employees):
Student employees (including former student employees) wishing to set a Name need to make the appropriate changes with both the Registrar's Office (using SIS Campus Solutions, see above), AND in EBS per the Faculty / Staff / Retiree section below:
- Current Student and Current Employee: current students that are also current employees only need to make the Name change in SIS Campus Solutions (see above).
- Former Student Employee: if you were employed by MSU as a student, but no longer are, and you will need to make the Name change in SIS Campus Solutions (see above) and then contact the Human Resources Record department (SolutionsCenter@hr.msu.edu, 517-353-4434) and request to have your Name updated for their EBS/HR record.
- Old/obsolete directory information such as that for a prior position held persisting and current position information not showing in People Search or in Office 365 indicates that the MSU HR system has not received and processed a termination for the prior position(s). The Employee Profile will always reflect the information from the oldest active position record. Employees who encounter this should contact their prior employing department to arrange a proper termination submission so that the Employe Profile is accurate and up to date.
Student Alumni:
Two (2) years after graduation (alumni) or last attendance, the information available and editable in SIS Campus Solutions changes significantly. Among the changes and effects are:
- The Student Information System data feed is no longer updated to include the alumnus' name in systems such as Spartan Mail.
- Without name data in the feed, the MSU Active Directory last name record reverts to the individual's NetID, which in turn will result in there being no name displayed in Spartan Mail for the user. (Use of an email client may allow an individual to configure that software to include their name).
- SIS Campus Solutions Name settings are no longer accessible.
- People Search Directory restrictions settings are no longer accessible as there will not be a directory record in the system.
Alumni email accounts are migrated to a separate address book, which restricts the capability to look up information for current Students and Faculty/Staff.
Steps for Faculty / Staff / Retirees
Updating Your Directory Information
Setting or Updating a Name
- Faculty or staff (active or former) who wish to have a name other than their legal name displayed in most services such as online People Search, Spartan 365 services (Spartan Mail, Teams), and Zoom, can set that information through the EBS Portal (link). See the Change the Name Display (link) instructions for more information. Updates to downstream systems will occur within 2-3 business days.
- Regardless of the name setting in EBS, Spartan Mail accounts, Teams, and other Campus Exchange based services will only reflect the employee's legal last name from EBS, unless Central HR intervenes. To get assistance from Central HR, please contact the HR Solutions Center (link).
Changing the E-mail address displayed in the directory to a business/departmental address
- Employees who wish to change the displayed email address from their @msu.edu address to a departmental email (for instance "someone@hr.msu.edu) can make the change using the EBS portal. Under Personal Profile Contact Information, click on the Add drop-down and select "Other Business E-mail" (found near bottom of the drop down selections) to add the information to your record.
- Alternatively, contact the Human Resources Record department SolutionsCenter@hr.msu.edu, 517-353-4434, or toll-free at 800-353-4434.
Restricting Your Directory Listing
Business Information
- Normally, business information is published for each faculty and staff in the directory. This information includes:
- Name
- Business address
- Phone
- Email address
- Business listings normally may not be restricted from publication. Updates and changes to business listings should be submitted by the employee's supervisor or an appropriate department administrator.
- Some departments may choose to suppress listings in the departmental section of the faculty/staff directory for certain employees. Requests for restriction are currently handled by the MSU Human Resources Records department and should be submitted by the employee's supervisor or an appropriate department administrator.
- Old/obsolete directory information such as that for a prior position held persisting and current position information not showing in People Search or in Office 365 indicates that the MSU HR system has not received and processed a termination for the prior position(s). The Employee Profile will always reflect the information from the oldest active position record. Employees who encounter this should contact their prior employing department to arrange a proper termination submission so that the Employee Profile is accurate and up to date.
Home Information
- An employee can restrict their home address and phone information through the EBS Portal.
- Log in to the EBS Portal (link)
- Open the Personal Profile tile
- Click Addresses to expand the section
- Click the pencil icon to the right of the shown address
- Click to fill the appropriate checkboxes under Publication Restrictions
- You can also update your address information from this screen
- Additional help about this screen is available from the EBS Help Site (link)
- Once everything is set, click Save and Back to save the changes and return to the previous screen
- You're done!
Steps for All others
If you have an MSU NetID which cannot be categorized as belonging to one of the preceding groups, please contact MSU IT Support at (517) 432-6200.
Additional Info
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