Standard Operating Procedure for Person Name Changes
NUMBERED MEMO CC22-051
TO: Community College Presidents
FROM: Data Governance Committee
SUBJECT: Standard Operating Procedure for Person Name Changes
DATE: November 3, 2022
This memo outlines the process to be used by college staff when a person requests a change to
their legal name. This Standard Operating Procedure applies to both student, employee, and
vendor records.
Section 1: Student and Employee
1. A person must complete the official form to request a legal name change (i.e.,
NAMECHG.PDF).
2. A person must submit documentation to support the change of legal name.
Refer to the appendix for the complete list of acceptable documentation. Acceptable
documentation includes:
a. Original documents or copies certified by the agency that issued them. All
documents must be current (not expired). Examples of these documents
include:
i. Court order approving the name change
ii. Signed Social Security (SS) Card and Driver’s license or state-issued
Identification card
iii. Other official state/federal document which indicates legal name i.e.,
ID card, employment authorization document (EAD), etc.
3. The legal name must be included on official transcripts, 1098-T, 1099 MISC, 1099 NEC
and W2 forms.
4. A prefix is not required in the legal name.
5. A suffix is required in the legal name, if applicable.
6. A middle name or initial is required in the legal name, if applicable.
7. The request to change the legal name will only be updated in the College Information
System (CIS). The request to update other records i.e., learning management systems,
email, username, other benefit vendors/portals, retirement system, etc., will be based
on local policy and workflow.
8. If the “name change” is needed to correct a human error/typographical error,
documentation is not required. The update can be made, and appropriate notifications
sent.
9. Each college shall designate/document the staff or position(s) who can change a legal
name in the CIS.
10. Any person who exists in the System (current student/employee, former
students/employees, retirees etc.) can request an update to their information.
11. Former students who return and have a different name than when they last attended
must meet the guidelines in this Standard Operating Procedure before their legal name
will be updated in the CIS.
12. A college may update the NAMECHG.PDF document to include requests to change
additional information i.e., address, however, none of the original content on the form
may be adjusted. If the document is updated, the name of the new document should be
appended with the college name or abbreviation i.e., NAMECHG_DDCC.PDF
13. Colleges may implement local workflows to support documenting/using a chosen name
selected by a student. However, the local workflow must not supersede anything in the
Standard Operating Procedure relating to the change of a legal name.
14. Communication shall be sent to the person who requested the name change to notify
when the change has been made and/or if additional information is needed.
Section 2: Vendors
This section outlines the process to be used by college staff when a vendor requests a change
to their legal name.
1. If the vendor is in the student/employee record file, the legal name change procedure
should follow Section 1 instructions.
2. If the vendor is registered within E-Procurement, the vendor will need to update their
legal name and provide any additional information (I.e., address change, EFIN) within
the E-Procurement system. The college should request an updated W-9 to have on file
for IRS (Internal Revenue Service) regulation requirements.
https://www.irs.gov/pub/irs-pdf/fw9.pdf The college is responsible for retaining the W9 for the vendor.
3. If the vendor is not registered within E-Procurement, the vendor will need to update
their legal name and provide any additional information (I.e., address change, EFIN) by
providing an updated W-9 per IRS regulation requirement. https://www.irs.gov/pub/irspdf/fw9.pdf The college is responsible for retaining the
W-9 for the vendor.
