Legal or Preferred Identity Practices

Name Updates

All name updates can be requested via the Personal Data Update online form or submitting the Name Update PDF found on the Registrar's form page. Supporting documentation is required for a Legal Name Update only.

Legal Name Use or Requested Update

• Changes to the legal name in the Student Information System (SIS) can be done the via the Personal Data Update online form or submitting the Name Update PDF found on the Registrar's form page. Select the Legal Name Update option and attach documentation to confirm the required changes.
  • Accepted documentation includes a driver's license, passport, marriage certificate, or court order.
• Please note that a legal name update will result in a corresponding preferred name update unless otherwise specified.
• At the time a legal name update form is completed, it may be requested to update the username associated with network access and Outlook email address.
• Where legal name is used:
  • Student Accounts
  • Financial Aid Records
  • Third Party Degree or Enrollment Verifications (unless you have chosen FERPA exclusion)
  • Official Transcripts
  • School of Education teacher certification records
  • Human Resources (Student Employment documents)

Preferred Name Use or Requested Update

• A student may choose to have a preferred name display on their student record.
• Changes to the preferred name in the Student Information System (SIS) can be done the via the Personal Data Update online form or submitting the Name Update PDF found on the Registrar's form page.
  • No documentation is required for a preferred name update.
• Preferred name updates will result in an update of the the Outlook email address display name. The username associated with network access and Outlook email address is not eliminated or updated.
• Where preferred name is used:
  • Unofficial Transcript
  • Academic Advising Reports
  • Class Rosters
  • Grade Rosters
  • Outlook display name (not email address)
  • Campus Directory
  • Student ID photos
  • Canvas online platform
  • Commencement Program

Gender Updates

Legal Gender Requested Update

• Select Legal Gender Update on the Personal Data Update online form. Documentation reflecting the updated or corrected gender is required to confirm the revision.
  • Accepted documentation includes a birth certificate, passport, or court order.

Preferred Gender

• UW Green Bay currently does not have the ability to make a preferred gender change that displays in the Student Information System (SIS).
• If preferred gender use becomes available, similar processes will be developed and identified.

Social Security Number Changes

• Students are not required to provide an SSN for admission or academic record purposes.
• In the event that an SSN on file conflicts with existing data, verification of this number may be requested.
• Please be aware in the past 50 years, UW Green Bay has used SSN as a means to identify an academic record of a student. Providing all or the last 4 digits of your SSN helps us locate and find archived records. If there is reluctance in providing this information, other identifiers will need to be supplied to verify academic data.
• Note: If a 1098T form is needed for tax purposes, this is matched with a personal SSN. The appropriate SSN will need to be provided in order for the Bursar's Office to issue this tax document.
• Note: A valid social security number number is part of the application process for Financial Aid. Please see the Financial Aid website for more information about applying for aid and the required steps to complete this process.

Disclaimer

• Please note all staff or faculty members who utilize the Student Information System (SIS) may be viewing the information identified above.
• Staff is assigned security to see data elements as it relates to their employment on campus. Access to personally identifying information that is not required within the scope of responsibilities is not granted.
• It may be necessary to validate and provide identifiers to ensure consistency with our legal record data. This data may be uncomfortable to share and will only be requested to protect your academic record. Please prepare for these interactions.
  • It is recommended that a conversation with a staff member begins with providing a student ID number and communicating both a preferred and legal name in the Student Information System (SIS).  Providing both names in your discussion will ensure university staff is best able to assist.

• If you have further questions about this process, please contact The Student Services Center at ssc@uwgb.edu or (920) 465-2111.