Personal Information

Michigan State University is committed to maintaining the privacy and integrity of employee personal information in compliance with federal and state regulations. As part of the hiring and onboarding process, MSU Human Resources securely collects and manages personal data, including information required for criminal background checks and Form I-9 employment eligibility verification. These procedures ensure a safe and legally compliant workplace. All data is handled through secure systems and in accordance with university policies, the Fair Credit Reporting Act (FCRA), and U.S. Citizenship and Immigration Services (USCIS) requirements.

 

Social Security Number (SSN) Updates

Maintaining an accurate SSN in your employee records is essential for:

• Worker identification
• Tax reporting
• Administration of benefits (e.g., Social Security, Medicare)
• Verifying employment eligibility via Form I-9

For student employees:
After submitting your SSN update request to HR, verify that your correct SSN is also reflected in your student record within SISCS. Contact the Registrar’s Office if updates are needed.

For employees updating their SSN:
Submit the Employee and Dependent Personal Data Change Form and a copy of your SSN card to HR.I9Admin@hr.msu.edu, or work with your department’s I-9 Verifier to update the I-9 Form. Once updated, HR.I9Admin will retrieve and verify your SSN through the Social Security Number Verification System and update your employment record.

 

Address Restriction

MSU allows address restrictions for two reasons:  

1. Business related restriction

• Implemented due to job requirements or specific executive roles.
• Typically tied to the functional nature of the employee’s position.

2. Personal preference restriction

• Initiated by employees to limit access to their personal contact information.
• Access to restricted information applies solely in emergent circumstances.
• MSU identifiers (e.g., NetID, job title, MSU email) are considered business credentials and are not subject to personal preference restrictions.

 

Personal Protection Orders (PPOs):

• A Personal Protection Order (PPO) is a legal directive issued by a court to safeguard individuals from threats, harassment, or violence. It prevents an individual from engaging in harmful behavior toward the person requesting protection. 
• Employees with a PPO must notify both MSU Human Resources (MSU HR) and MSU Department of Police and Public Safety (DPPS).
• Upon request, and based on the employee’s preferences, MSU HR can restrict access to:
  • business address
  • home address
  • or both

For further information or questions, please contact MSU HR Solutions Center SolutionsCenter@hr.msu.edu or  517-353-4434 or 800-353-4434

 

MySpartanIdentity

MySpartanIdentity is a centralized identity management system, that will allow for all students, faculty, and staff to securely and voluntarily update and share their chosen names previously referred to as "preferred name" and pronouns across connected MSU core systems (e.g., student.msu.edu, EBS), unless legal/business purposes apply. 

Legal name changes cannot be changed via MySpartanIdentity.  To make a legal name change, students will need to visit Spartan One Stop and for faculty and staff, they will need to complete the  Employee and Dependent Personal Data Change Form and send to HR.I9Admin@hr.msu.edu or Contact HR.

 

Personal Information Changes

Employees can make some changes to their personal information in EBS.  However, legal changes to name, sex, SSN, date of birth and nationality will need to be updated by MSU HR Compliance Team.

*Student employees, can make name and SSN changes via Student Information System (SIS/Campus Solutions (CS).*

For the following changes below, please submit the  Employee and Dependent Personal Data Change Form and any supporting documentation.  Please forward complete form to the MSU HR Compliance Team at HR.I9Admin@hr.msu.edu.

• Employee/Dependent Name changes
• Date of Birth
• Citizenship Status
• Sex Changes.

Please visit the MSU MySpartanIdentity Portal for information related to names and pronouns.

For nationality changes, please contact the Compliance Team directly at HR.I9Admin@hr.msu.edu.

Additional Resources