= Changing your name at the University of York

Students may change their names for a variety of reasons while at York. While UK law allows people to change their name simply by beginning to use a new one, the University requires some form of evidence of the change for the stated purpose of "preventing fraud". So long as this evidence is provided, the reason for the change should be of none of their concern. Once the change is made the student can request a new computing service username and email address and a new student card. All publicly visible records will show the new name, though this is not be the case for some records made before the change which may be taken as a matter of fact (correct at the time of writing), e.g. notes taken by supervisors on pastoral issues.

Students wishing to change their "preferred name" (i.e. the one they are known by day to day) without changing the name on their transcript can do so simply by asking their supervisor and without needing to provide evidence. However, their transcript name will continue to show up in various publicly visible places.

Note: I am not a lawyer. Any reference to the University's legal obligations or similar is a layperson's reading of current legislation at the time of writing (August 2010) and should not be construed as legal advice.

= Going about changing your name
To change you name as recorded by the University, you'll need to take evidence of the change to the Student Administration Office (opposite Market Square) along with some ID in you previous name (a student card should suffice). The change should be reflected in eVision within 24 hours.

=== Requesting a new username + email address
If you want a new username and email address to match your new name, you should email the Computing Service's support address (itsupport@york.ac.uk) notifying them of the change and your new initials. To make the process as smooth as possible, you should make a backup of your home folder and any email you wish to keep from your previous address.

=== Requesting a new student card
To request a new student card, confirm that your details have been updated in eVision and simply take your old one to the Information Centre (above Market Square, on the corner just along from Blackwell's). If you want a new picture on the card, they can either take one there and then or you can bring one with you. Note that your Computing Service username will appear on the card, so if you're changing this, confirm that the change has been made before getting a new card printed.

=== Acceptable proof of change of name
According to the University's current Policy on Student Names, the following forms of proof are acceptable. The list isn't exclusive and they may accept others - you'll need to check beforehand.

* Change of name deed
* Statutory declaration
* Public announcement
* Marriage certificate
* Divorce decree absolute
* Certified copy of a birth entry
* Police report
* Solicitor's letter

=== Notifying the Health Centre
If you're registered with the Health Centre, you'll likely want them to update their records too. It should be noted that these are not connected to the University and you'll need to do this separately. Any of the above should be acceptable proof, but the practice operates independently of University policy.

The Health Centre keeps two names on record - your full name which appears on your prescriptions and other medical documents, and a "calling name" which is used by practice staff. If you change your calling name (trivially done by filling out a form with your updated details), it may be worth confirming that the change has been made before you arrive for an appointment, particularly if your name was updated at the same time as other details.

== Additional guidance for trans students
The University's current Policy on Student Names contains some severe misinformation regarding trans students changing their name. Students may change their name and title regardless of perceived or recorded gender using any of the above methods.

There is no link between title, name and gender in UK law and refusal to change a title or name on the basis of gender could well constitue an offence under the Sex Discrimination Act (again, I'm not a lawyer - if you need one, get one). Consequently, no medical opinion should be required as part of proof of a name change unless that's how you, the student, choose to do it. Changing the gender marker on your student record may well require such, but that's beyond the scope of this document. 

The Policy also makes reference to Gender Recognition Certificates (GRC). The University *cannot* and *should not* under the provisions of the Gender Recognition Act request to see a GRC. It's frankly frightening that the legislation has been so massively misunderstood that they're even mentioned, but such ranting is beyond the scope of this document :-)

Due to what appears to be over-zealous input validation, the Health Centre's record system refuses to change a patient's title to one which is not perceived to "match" their recorded gender. As such, trans students may find that their prescriptions are printed with an inaccurate title. The Health Centre have previously misrepresented their data protection obligations to trans students, and this is an ongoing issue. In my not so eminent legal opinion, they are failing to comply with the Data Protection Act and the Sex Discrimination Act at the very least. This will hopefully be resolved in due course, but if you encounter such problems, I'd recommend getting in touch with the Students Union's Welfare Officer (welfare@yusu.org).

== Possibly useful legal stuff
Waving legislation about is not a good way to win friends, even if it might transiently influence people. It's also a bad idea if you're not 110% sure what you're talking about. However, the University does have various obligations under law when it comes to dealing with your personal data, which it may at times be helpful to remind them of. The Information Commissioner's Office website (http://www.ico.gov.uk) has some very accessible information on your rights and responsibilities and their timely implementation.

== Acknowledgements
A lot of people have had a lot of hassle surrounding their name change with the University and associated bodies. Other people (myself mostly included) have had an extremely straightforward experience. While this document might dwell a bit too much on worst case scenarios, that's what they are - I have extremely little reason to believe that you'll need to invoke the Data Protection Act for example, but it's worth knowing about. 

Thanks to the students and staff who made my own change so easy.

* Emma Brownbill (emb511@york.ac.uk) - August 2010