Name Change/Preferred Name Policy
Legal Name Change
A current student with a name change should provide the Registrar’s Office with appropriate documentation, such as a marriage certificate or a legal name change document.
Preferred Name Policy
General Statement
Many of our community members use a name other than their legal first name to identify themselves. While individuals of all gender identities may prefer a nickname or a middle name to a given first name, the issue can be especially important for transgender or gender non-conforming individuals.
To encourage a more open and welcoming campus community environment, Beloit College has established a policy whereby any community member has the option to use a “preferred” first and/or middle name on campus wherever possible. We strive to have this name appear wherever a legal name is not necessary. Choice of a preferred name must be appropriate and cannot be an attempt at misrepresentation or fraud. Inappropriate use of a preferred name (including but not limited to avoiding a legal obligation or misrepresentation) can be cause for denial of the request or removal of an existing preferred name.
Use of the legal name will continue to be required for certain documents, including but not limited to, payroll records, billing records, financial aid documents, official transcripts, diplomas, medical records, and federal immigration documents.
Preferred Name Request
To submit a preferred name request, log in to the Portal and navigate to the Portal Forms tab. Select the Preferred Name Change Forms link on the left. Once approved, the change will be reflected in the Portal and Moodle. If you are an alumnus with a preferred name request, please contact the Alumni Office.
Be sure to update your email name, check with Residential Life about a new ID, and update B-link. If you wish to change your account name (aka email address), please contact the Registrar’s Office for help coordinating this change.
Frequently Asked Questions
Students
You should submit your legal name change documents to the Registrar’s Office.
Faculty, staff, and student employees
You should contact the Office of Human Resources for information about changing your legal name. You will need to provide a social security card printed with your new name.
No, you do not have to specify a preferred name. This is a service for those who wish to be known on campus by something other than their legal name. If you regularly use your legal name, then please do not submit a preferred name request.
Log in to the Portal and navigate to the Portal Forms tab. Select the Preferred Name Change Forms link on the left.
- Click on the settings gear at the top of your Gmail inbox, then click “Settings”.
- Click the “Accounts” tab, then find the “Send mail as:” section.
- Select the “edit info” link directly across from the sender name you’d like to change.
- Enter your new sender name in the text box below your current sender name.
- Save changes.
Please contact registrar@beloit.edu.
Preferred name will be used in cases where legal name is not absolutely necessary.
Examples of where your legal name is necessary include, but are not limited to, financial aid documents, payroll, billing records, official transcripts, diplomas, medical records, and federal immigration documents.
In some cases if you indicate a preferred name, it may be necessary to clarify that your preferred name is different from your legal name. Examples of this include, but are not limited to, official interactions with police, security, and/or law enforcement, and verification of medical records.
Changing your legal name in college systems to a preferred name can have ripple effects throughout your day-to-day experiences. Changing your preferred name more than once can lead to confusion regarding your identity, challenges in customer service, and/or the interruption of your ability to access some college systems. For these reasons, you can change your name once via the Portal. If there are extenuating circumstances warranting an additional name change, please schedule an appointment with the Registrar (students) or the Director of Human Resources (employees).
Preferred names are limited to alphabetical characters (A-Z and a-z).
It is a violation of the Beloit College Preferred Name Policy to indicate a preferred name for the purposes of misrepresentation or fraud.
The request will be denied. You will be notified by email of this decision. Contact the Registrar (students) or the Director of Human Resources (employees) to discuss this action.
Current Beloit College students, faculty, and staff may indicate a preferred name.
Your preferred name will appear on campus materials unless your legal name is required.
You should contact the Registrar (students) or the Director of Human Resources (employees).
No, residency status does not affect your ability to use a preferred name on campus.
Please contact the Registrar’s Office.