Change of Employee Name Policy

Policy Number: CS-1319-2017
Policy Title: Change of Employee Name Policy
Policy Owner: Chief Human Resources Officer
Effective Date: January 18, 2017
Last Revised: November 16, 2020

 

On this page:

  1. Purpose
  2. Application and Scope
  3. Definitions
  4. Principles
  5. Accountability and Compliance
  6. Rules
  7. Policy Revision Date
  8. Attachments
  9. Specific Links

1. Purpose

This policy outlines the process for employees to change their name in College records and to ensure appropriate processes are in place to maintain the integrity of College records.

 

2. Application and Scope

This policy applies to an employee requesting a legal or preferred name change on College records. This policy does not apply to preferred names as they appear on third party records (CAAT pension, benefits, federal and provincial medical documentation etc.).

 

3. Definitions

"Employee & Benefit Record" means a collection of personal information that is organized and capable of being retrieved using an employee's name or employee number.

"Legal Name" is the name an individual is registered under in a province or in Canadian immigration documents.

"Name" is a word or combination of words by which a person is designated, called or known.

"Preferred Name" is a name that you commonly use that is different from your legal name.

"Requestor" includes a current or former employee of Mohawk College.

"Social Insurance Number (SIN)" is a Service Canada issued nine-digit number required to work in Canada or have access to government programs and benefits.

 

4. Principles

The College is committed to maintaining the integrity of its employee records. Good governance of College records necessitates a protocol be followed when altering a person's name.

The College acknowledges that an employee's preferred name should be used whenever possible to ensure a supportive, healthy and welcoming environment.

 

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Chief Human Resources Officer is responsible for monitoring the effectiveness of this policy and revising this policy according to an established schedule or more frequently in response to feedback from the College Community.

 

6. Rules

Employees and former employees may request a legal or preferred name change to be used on applicable College records. The College will provide guidance and support throughout the name change process.

The College will retain a record of all first, middle and last names as part of the individual's record. The information will be stored in a secure location and access will be limited to those with a legitimate business need to access the information in order to protect the privacy of the employee.

In cases where a preferred name change is completed, benefit/pension and tax forms will reflect the employee’s legal name.

6.1 Legal Name Change

Current and former employees requesting a legal name change must complete and sign the 'Legal Name Change Form (Attachment 1).' Government issued identification using the new legal name (driver's license, passport, marriage certificate, etc.) must be submitted with the completed form in person, to the HR Assistant in the HR Department to initiate changes to College records. In the event that you are an employee at a satellite campus, please provide your government issued identification to your manager to validate, and they will send a copy via interoffice mail/ email to Human Resources. Human Resources will update the employee information systems accordingly.

6.2 Employee Preferred Name Change

Employees requesting a preferred name change must complete and sign the 'Preferred Name Change Request Form (Attachment 2).' Documentation received from the employee will be stored in a secure location with restricted access to protect the privacy and rights of the requestor.

The College will update the appropriate College records to reflect the preferred name.

Pension, Benefit and government agencies such as the CRA may not recognize or accept a preferred name for legal purposes. Employees are responsible for resolving name discrepancies with external organizations according to the policies and procedures of those organizations.

 

7. Policy Revision Date

7.1 Revision Date

November 2025

7.2 Responsibility

Human Resources is responsible for ensuring that employee records are entered, maintained and modified in accordance with this policy.

Information Technology is responsible for developing and implementing the workflow and process for name changes to be captured in systems (Banner, Active Directory, LMS Systems, ONE card, email, etc.) and ensuring previous names are to be retained for historical purposes. The information will be stored in a secure location and access will be limited to those with a legitimate business need to access the information in order to protect the privacy of the employee.

The Chief Human Resources Officer is responsible for reviewing this policy every five years or earlier when required.

 

8. Attachments

 

9. Specific Links

Appendix A - Name Change Procedures

P1. Employees are directed to Human Resources with their original government issued identification.

P2. For employees with pension and/or benefits, a representative from Human Resources will reach out to update required paperwork.

Legal Name Change for Employees with Benefits and/or Pension

P3. The Compensation and Benefits Consultant (C&BC) or Human Resources Assistant (HRA) will explain the process for an employee to change their Legal Name. The employee is provided with the Legal Name Change Form to complete and provide appropriate documentation.

P4. Documentation is verified by the HRA (or manager for employees at satellite campuses) before the updates are applied to the system. A Compensation & Benefits Consultant (C&BC) will connect with the employee regarding changes to employee benefit and/or pension paperwork (if required). The legal name change will be communicated with Payroll and IT, in order to update all payroll related documents and the employees email address.

P5. A copy of the documentation provided by the employee will be filed in their employee record.

P6. Employee will receive an email once the name change has been completed in the system. Once the name change has been completed, the employee will need to visit the ONE CARD office to pick up their new card. (Allow 24 hours for the change to be processed. There will be no cost associated with the new card as long as the old card is submitted upon pick up).

Legal Name Change for Employees, not enrolled in Benefits or Pension

P7. The HRA will explain the process for an employee to change their Legal Name. The employee is provided with the Legal Name Change Form to complete and provide appropriate documentation.

P8. Documentation is verified by the HRA (or manager for employees at satellite campuses) before the HRA updates the employees information in the system. The legal name change will be communicated with Payroll and IT, in order to update all payroll related documents and the employees email address.

P9. A copy of the documentation provided by the employee will be filed in their personnel file.

Preferred Name Change for Employees

P10. If the Requestor requires additional information on the name change process, they can review this information with the HRA, or set up an appointment with an HR Consultant. Appointments can be requested in person or via askHR [at] mohawkcollege.ca (askHR[at]mohawkcollege[dot]ca).

P11. If appointments are requested, a representative from Human Resources will meet with the employee and will explain details on the Preferred Name Change Request Form highlighting:

  • benefit, pension and payroll records will not be changed to reflect preferred name;
  • some external institutions may not recognize or accept a preferred name for legal purposes;
  • options for updating College records related to
  • employee information system, email, identification card;
  • inconsistency between preferred name used by the College and the name used by external organizations may cause unexpected difficulty;
  • that it will be the employee's responsibility to resolve discrepancies.

P12. Following the employee initialing and signing off on the Preferred Name Change Request Form the HRA will:

  • Complete the form to verify update has been made in system
  • file the form in their Personnel fie
  • contact I.T. to change the employees email address based on the signed form.

P13. Employee is advised to visit the ONE Card office for a new identification card. (There will be no cost associated with the new card as long as the old card is submitted upon pick up)