Technology Display & Systems Name Changes at the University of Central Oklahoma

Display & Systems Name Change Policy

Overview

In order to request a change to your Display and Systems Names at the University of Central Oklahoma, qualified applicants need only to provide the appropriate documentation (licenses, Social Security Card, etc.) and complete a Name Change Request Form with the appropriate office, i.e.

Upon completion of an approved name change request, you will be notified by Technology Support.

1.0 Purpose

To provide the authority for the University of Central Oklahoma to conduct Display and Systems Name changes.  To ensure that all name changes in campus systems follow a uniform policy.  The interdependence of several systems requires that name changes occur in a consistent uniform manner.

2.0 Scope

This policy covers display and systems name changes for students, faculty, staff and alumni of the University of Central Oklahoma.

3.0 Policy

A request to change a name at the University of Central Oklahoma must be made in person at the appropriate office. If you have not requested a change of name with the Social Security Administration, please apply for a new social security card with the nearest Social Security Administration Office. (Note: You will need to bring an original legal document reflecting your new name to support your request for the name change. Examples of accepted legal documents include a birth certificate, marriage license, divorce decree, etc.) Once you receive your new Social Security card, please bring it to the appropriate office. If you have any questions or concerns, please call the appropriate office.

To ensure that name changes to various systems remain uniform and consistent, Information Technology will make system name changes only at the request of a specific department based on the client's role, i.e. student, faculty/staff, or alumni.  No system name changes will be initiated at the request of the individual client.

3.1 Students

Students may present the appropriate documentation and complete a Name Change Request Form.  This will change the display name only.

The systems name will be changed only when an error has made in data entry.

If you are a student and are not employed with the University, please bring your supporting documentation to the Registrar's Office in the Nigh University Center, Room 124.

The following steps will occur to complete the systems name change process.

3.1.1 Name change requests will be generated by authorized Enrollment Management personnel.

3.1.3 Technology Support will generate a service request.

3.1.4 Administrators of the various systems will generate changes.

3.1.5 Technology Support will notify the client that all changes have been processed and complete the service request.

3.2 Faculty/Staff

Faculty/Staff members may present the appropriate documentation to Employment Services and complete a Name Change Request Form.  This will change the display name only.

The systems name change request will be submitted at the same time.

If you are an employee (faculty, staff, or student), federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's social security card to ensure proper tax reporting. Thus, in order to reflect your name change on your personnel and payroll records, you must present your supporting documentation which reflects your new name to the Employment Services Office in the Lillard Administration Building, Room 204.

The following steps will occur to complete the systems name change process.

3.2.1 Name change requests will be generated by authorized Employment Services personnel.

3.2.2 Technology Support will generate a service request.

3.2.3 Administrators of the various systems will generate changes.

3.2.4 Technology Support will notify the client that all changes have been processed and complete the service request.

3.3 Alumni

Alumni may present the appropriate documentation to the Alumni Office and complete a Name Change Request Form.  This will change the display name only.

The systems name will not be changed for alumni.

If you are an alumni and are not employed with the University, please bring your supporting documentation to the Alumni Office.

4.0 Enforcement

Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

5.0 Terminology

Display Name- the display name is generally the first, middle and last name of the user as shown on a typical document. For example, John W. Smith

Systems Name- the name an individual uses to access various computer systems on campus.  It is generally the first initial and last name of the user combined with a numeric number (if necessary) to create a unique name, i.e. jsmith23, bbroncho.  It is used to create the email address, i.e. bbroncho@uco.edu and is also referred to as the UCONNECT username, or computer login.

6.0 Revision History

Drafted 2002

Updated Friday, October 01, 2004 04:40:57 PM -0500
Updated Thursday, August 30, 2007 02:13:22 PM -0500
Updated Monday, September 17, 2007 08:23:18 AM -0500

Updated Thursday, December 11, 2008 10:18:52 AM -0600


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