Preferred Name and Legal Name Change

Your name is a part of your identity. How your name is used plays an important role in creating a welcoming and inclusive employee experience. Our vast IT systems and applications weave a complex web of information that spans across the campuses and at the CU system-level. In addition, some data is sent beyond CU to benefits and retirement providers. Unfortunately, this means that there isn't one easy place to change a name and ensure the update is in place everywhere.

The following information was gathered to help guide individuals though the name change process. Creating efficiencies in the name change process is a priority of our campus leaders. We will continue to update this site as processes and guidance change.

Name Change Process: How is your name changing?

I Use a Preferred First Name
I Legally Changed My Name

University of Colorado faculty and staff can select a preferred first name within the employee portal. A preferred first name is the name you use that differs from your legal name.

If you change it in the MyCUinfo Portal:

HCM (HR information system)
MyCUinfo Portal
Google Suite
ServiceNow, OIT’s primary service management tool
Phone Directory (Cisco Call Manager)
Canvas
Zoom
Cornerstone
WorkTango

If you change it in the IdentiKey Manager:

Colorado.edu email
CU People Search
Microsoft Office 365

This name is displayed in the "From:" line of email messages you send and is a combination of your first and last names. If you wish to use a display name that is not listed, please contact the IT Service Center. See the OIT website for more information.

Where will I still see my legal name?

Legal Forms
W-4/ W-2
Pay Advice

Need to change your legal name with CU Boulder? Complete the Legal Name Change Form.

When will I see my updated preferred first name in Boulder Systems?

It may take up to 48 hours for your preferred name to update in the Boulder systems listed above

For questions or help, contact the Information Technology Service Center at oithelp@colorado.edu or 303-735-4357.

How to Designate a Preferred First Name

I have never designated a preferred first name and want to.
- Step 1: Designate your preferred first name in the MyCUinfo portal.
  - Go to the MyCUinfo Portal
  - From the CU Resources drop-down menu, select My Info and Pay.
  - Click the My Info tile.
  - Click on the "Name" tab along the left-hand side. A form will populate.
  - Enter the preferred name at Preferred First Name.
  - Select Save.
  - You should receive an email confirmation it is complete.
- Step 2: Select how you want your preferred first name to appear in IdentiKey Manager.
  - Go to IdentiKey Manager.
  - Select Choose My Display Name from the Settings box.
  - Login with your identiKey.
  - Select how you want your name to appear from the drop-down menu.
  - Click Save.
I was/am a student and have designated a preferred first name in Campus Solutions.
- Step 1: Verify/update your preferred first name in campus solutions.
  - Log in to Buff Portal.
  - Select your profile at the top right.
  - Select “Account Settings,” then “Profile and Privacy.”
  - In the pop-up menu, select "Names."
  - Select "Preferred" to expand that panel.
  - Follow the steps on the page to add, edit or delete that information.
  - If you haven't set a preferred name, select "Add a new name"; if you have set one, select "Edit" to modify it or "Delete" to remove it.
- Step 2: Select how you want your preferred first name to appear in IdentiKey Manager
  - Go to IdentiKey Manager.
  - Select Choose My Display Name from the Settings box.
  - Login with your identiKey.
  - Select how you want your name to appear from the drop-down menu.
  - Click Save.
I am an employee and already have a preferred first name in use.
- Step 1: Verify your first preferred name in the MyCUinfo portal.-=
  - Go to the MyCUinfo Portal
  - From the CU Resources drop-down menu, select My Info and Pay.
  - Click the My Info tile.
  - Click on the "Name" tab along the left-hand side. A form will populate.
  - Enter the preferred name at Preferred First Name.
  - Select Save.
- Step 2: Select how you want your preferred first name to appear in IdentiKey Manager.
  - Go to IdentiKey Manager.
  - Select Choose My Display Name from the Settings box.
  - Login with your identiKey.
  - Select how you want your name to appear from the drop-down menu.
  - Click Save.
I am a faculty member or advisor and would like to change my preferred first name.
- Visit the Register's Office Faculty & Staff Records page for instructions.

There are four main steps to go through when legally changing your name:

Step 1: Submit Name Change Form and Support Documents

Complete the legal name change form.
Attach receipt or proof of legal name change from the Social Security Administration office (SSA).
Send to hrmail@colorado.edu (Contact HR: 303-492-6475)

Submitting this form changes the legal name in the following places:

HCM (HR information system)
MyCUinfo Portal
Google Suite
ServiceNow, OIT’s primary service management tool
Phone Directory (Cisco Call Manager)
Canvas
Zoom
Cornerstone
Concur Travel and Expense
SkillSoft
CU Market Place

In addition, the following offices receive a copy to update their records:

Department of Human Resources Personnel Records

Step 2: Choose Display Name

Choose your display name in Identikey Manager – Note: this may take up to 24 hours to become available once the Name Change Form is processed.

Log in with your IdentiKey and password to the IdentiKey Manager website by selecting Choose My Display Name under the settings box.
From the drop-down menu, select the new display name.

Selecting a New Display Name changes:

Colorado.edu email
CU People Search
Microsoft Office 365

Note: This name is displayed in the "From:" line of email messages you send and is a combination of your first and last names. If you wish to use a display name that is not listed, please contact the IT Service Center. See the OIT website for more information.

Step 3: Additional Name Change Notifications

You will need to notify additional offices that a legal name change has taken place to ensure systems are appropriately updated if you do not see the change automatically occur after a few days:

Benefits Office

Email Employee Services at benefits@cu.edu to discuss what changes need to be made with benefits providers. Please include your name, employee ID, and contact information.

Student-Facing Systems – Faculty and Advisors, if applicable

Submit an instructor & advisor preferred/affirmed name update form to the Office of the Registrar to update your name in Campus Solutions and its downstream systems. The update will occur in the following:

Buff Portal
Buff Portal Advising
CU Boulder Class Search
MyCUInfo's Faculty Toolkit tab

Note: If you previously used a preferred name in these systems, then you will need to complete this form to ensure the preferred name matches the new legal name. In most cases, a preferred name in the system facing systems will override the legal name.

Student-Facing Systems – student, if applicable

To update your legal name:

Download a student biodemographic information update form, complete parts I and II, then print and sign it.
Take a clear photograph or scan of your signed form and any supporting documentation. (Accepted file types: png, jpg, pdf, tif.)
Log in to the Office of the Registrar's secure document upload form.
In the "Comments" field, briefly specify what information you're updating (e.g., "Updating legal name").
Open the document type drop-down and select "Change of Person Record."
Click the "Select Documents for Upload" button, locate the image of your form, and click "Open."
Confirm that your form uploaded successfully, then upload your supporting documentation.
When finished, click "Submit."

CU System Supported

If you use the following systems, please contact University Information Systems (UIS) at help@cu.edu to ensure your legal name has been updated:

Concur Travel and Expense
SkillSoft
CU Market Place
Salesforce

Your Individual College, School, Institute or Department

Some areas of campus have their own systems in use. We recommend checking with your college, school, institute or department HR to see if additional steps need to be taken. For example, some colleges manage their own website directory. Your department web administrator would need to make that update.

Step 4: Notify External Service Providers

You will also need to notify the following external service providers:

Retirement Provider(s)

CU 401 (a) Retirement Plan TIAA
- Phone: 800-842-2252
- Hours: 8 a.m. - 10 p.m. (ET) Monday – Friday
PERA
- Phone: 800-759-7372
- Hours: 7 a.m. - 5:30 p.m. Monday - Thursday (MT) 7 a.m. - 4:30 p.m. Friday (MT)

P-Card or Travel Card

If you have a p-card or travel card and would like a new on with your new legal name, complete the Cardholder Update Form and submit to the Procurement Service Center.

Frequently Asked Questions

When you initially apply to CU Boulder, you can create a profile using any name. You offer letter is generated using the name provided in the profile creation and application process. Once the offer is accepted, you are asked to provide personal information including your legal name. This information is what is entered into our HR information systems.

Your legal name is required for several federal, state and university employment requirements, including employment verification (I-9/ E-verify) and background check.

When your name is updated, the old name remains in systems. If you would like previous/dead name removed from Boulder IT systems, please contact the Office of Information Technology at oithelp@colorado.edu or 303-735-4357.

Please contact oithelp@colorado.edu or 303-735-4357. The Office of Information Technology will work with you to time the change to ensure email and access are minimally impacted by the change.

Due to the decentralization of campus systems, the HCM Preferred First Name may not feed into all campus-wide systems. If your preferred first name is updated in HCM and does not display in a system outside of those listed within “I Use A Preferred Name”, it’s best to reach out to the system administrator or department owner of that application to confirm what name options are available. For example, some campus or department targeted email campaigns may only pull in the Legal Name and not the Preferred First Name entered in HCM. The campus is working with the System Office to include Preferred First Name in the Salesforce Marketing Cloud (Campus Email Communications), CU Marketplace, Concur, and Skillsoft. As additional systems are updated to include Preferred First Name, this site will be updated.

It is best to contact the office responsible for that system.

To change your preferred name in the employee portal:

Go to the MyCUinfo Portal
From the CU Resource drop-down menu, select My Info and Pay.
Click the My Info tile.
Click on the "Name" tab along the left-hand side. A form will populate.
Enter the preferred name at Preferred First Name.
Select Save.
You should receive an email confirmation it is complete.

To change your preferred name in the IdentiKey identity management system:

Go to IdentiKey Manager.
Select Choose My Display Name from the Settings box.
Login with your IdentiKey.
Select how you want your name to appear from the drop-down menu.
Click Save.

In Buff Portal (current CU Boulder students and post-1988 alumni)

To change your preferred name through Buff Portal:

Log in to Buff Portal.
Select your profile at the top right.
Select "Account Settings," then "Profile and Privacy."
In the pop-up menu, select "Names."
Select "Preferred" to expand that panel.
Follow the steps on the page to add, edit or delete that information.
If you haven't set a preferred name, select "Add a new name"; if you have set one, select "Edit" to modify it or "Delete" to remove it.

Your preferred name will display in the following systems:

Buff Portal
Buff Portal Advising
CU Boulder Class Search
MyCUInfo’s Faculty Toolkit tab

Through the Office of the Registrar

If you don’t have access to Buff Portal, visit the Office of the Registrar’s Your Information & Records page to learn how to change your preferred name in most student-facing systems

Name Change Resources

Social Security Card Legal Name Change
State of Colorado Name Change Procedures
Colorado Name Change Project
- Colorado Name Change Project is a nonprofit organization dedicated to improving the lives of transgender Coloradans by assisting them with their legal name change and gender marker corrections.
Center for Inclusion and Social Change Legal Name/ Gender Changes
- A department of the CU Boulder Office of Diversity, Equity and Community Engagement

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