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Name Changes

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[Currently Enrolled Students]
[Former students - Not currently enrolled]

 

Currently Enrolled Students

Students whose names have been legally changed (see note below if you are a student employee ) should go to the Office of the Registrar and file a change of name form. Legal documentation, such an original social security card, marriage certificate, or official court document, must be provided to support the name change. This name change will be reflected on the student’s official academic record. Once processed, notification of the name change will be sent to the student’s school (and major department for students in the College of Arts and Sciences or University Graduate School).

The main student and employee database stores both a Primary and Preferred name data field.  The Primary name data field is the legal identifier, as recognized by the federal government (Social Security Administration and the Department of State) and the state of Indiana, and is used for grade rosters and transcripts.  The Preferred name data field can be modified by an individual to recognize a diminutive or nick name (e.g. Bob rather than Robert or Bill rather than William).   Both the Primary and Preferred name data fields are used for academic advising and grade reporting.   Class grade recording uses the Preferred name data field.  Instructors may not recognize that different names, such as gender-different names, belong to the same student.

There is active monitoring of the name changes.   When students modify their Preferred name to something much different than their legal Primary name, the Office of the Registrar staff will follow up with the student to verify the change.   In certain cases, such as transgendered students with differently-gendered Preferred and Primary names, and to reduce the chance of confusion and possible embarrassment, it is suggested that students should seek to legally change their name and officially update their IU academic record.  For those students who do not wish to do so it is strongly suggested that, upon changing their Preferred name, they advise the Office of the Registrar at regrdemo@indiana.edu of their dual name status.

NOTE: Students who are employed by the university and have legally changed their name:

Hourly Employees must complete a Personal Data Change Form and take it to the Human Resource Records and Benefits Office, Poplars E165. Legal documentation, such as a copy of the social security card, marriage certificate, or official court document, must be provided to support the name change.

Academic Appointees (graduate assistant or associate instructor) must complete a Personal Data Change Form and take it to Academic Personnel Policies and Services, Bryan Hall 016. Legal documentation, such as a copy of a social security card, marriage certificate, or official court document, must be provided to support the name change.

Please note that if you are both a student and an employee (hourly or academic), your Primary name is maintained by a separate office.  Consequently the Office of the Registrar requirements for name changes do not apply to the main (Primary) IU record for student employees.

To view your current name in OneStart:

1. Go to OneStart (http://onestart.iu.edu).
2. Click the Login button and enter your network Username and Password.
3. Click the Go to Student Center link.
4. Scroll to the Personal Information section.
5. Click the Names link.
   

Note: The Primary Name is the name that is reflected on your official academic record.

Former students - Not currently enrolled

If you are not currently enrolled and are no longer living in Bloomington, you may send your name change request by mail, fax, or email.*

* Note: For email requests, please scan the appropriate documentation and send the images/files as attachments to RegrDemo@indiana.edu along with the required information outlined below. Please be aware that IT experts do not consider scanned documents to be secure.

The following information should be included in your request:

• Your 10-digit University ID Number (or the last four digits of your SSN)
• Exact name that now appears on your university record
• "New" name as you want it to appear on your university record
• A phone number or email address at which you may be reached for verification of submitted information
• Your written signature
• Reason for change (i.e., marital status change)
• Copy of legal documentation, such as a copy of a social security card, copy of a marriage certificate, or official court document that supports the name change

Note: To insure that your records are complete, please also update your permanent (student home) address.

Name change requests should be sent to:

Office of the Registrar
Indiana University
408 N. Union St..
Bloomington , IN 47405-3800
Fax: (812) 855-3311
RegrDemo@indiana.edu

Note: Students who were employed by the university and have legally changed their name:

Former Hourly Employees can call University Human Resource Services at (812)855-2172 or complete a Personal Data Change Form and mail it to:

University Human Resource Services
Indiana University
Poplars E165, 400 E. 7th Street
Bloomington, IN 47405-3085

Legal documentation, such as a copy of the social security card, marriage certificate, or official court document, must be provided to support the name change.

Former Academic Appointees (graduate assistant or associate instructor) can call Academic Personnel Policies and Services at (812) 855-2026 or complete a Personal Data Change Form and mail it to:

Academic Personnel Policies and Services
Indiana University
Bryan Hall 016, 107 S. Indiana Ave.
Bloomington , IN 47405

Legal documentation, such as a copy of a social security card, marriage certificate, or official court document, must be provided to support the name change.