Student Name Changes
Elmhurst University is a welcoming community that values and embraces diversity and inclusion and respects the dignity of every individual. All current students are able to make changes to their nickname, chosen name and legal name. For nicknames, students will make this change themselves on Self-Service. Chosen and legal name changes must be made through etrieve. The Chosen or Legal Name Change Form can be found via this link: https://elmhurstcentral.etrieve.cloud/#/form/1138. If you have trouble accessing this etrieve form please email regrec@ elmhurst.edu
Once you submit your request for a name change, you will receive a confirmation email of your request. Upon approval and completion of the name change process, you will receive a second email with confirmation of completion and suggested next steps.
We will make every effort to approve and process your chosen or legal name change within five business days of receiving your request. Once processed, your name change will appear in your student records whenever possible, and will be reflected on your computer login, email account, and other University systems that display your name. After you receive confirmation of your name change, you may visit Public Safety to trade in your current Elmhurst University Jaypass for a new one. Your last name and chosen or legal first name will print on the front of your card as well as your Student I.D. You may replace your Jaypass one time annually free of charge. Should you notice that your chosen or legal name has not been updated in a certain system following receipt of confirmation that your request has been completed, please send an email to servicedesk@elmhurst.edu for assistance.
Nickname
This is a variation of your legal name (ex: legal name-Thomas and nickname- Tom,) and can be changed by the student on Self-Service under User Profile.
Chosen Name
Your chosen name is the name by which you are generally known that is different from your legal name. The University will permit any student to identify themselves within the University information systems with a chosen name, in addition to their legal (full) name. No documentation is required to make changes to a chosen name.
The University will adhere to the following guidelines in administering the chosen name change:
Chosen names must remain in effect for the entire academic year for which the name was changed. If a student desires not to continue the use of the chosen name during an academic year, their name will automatically default to their legal name for the remainder of the academic year.
Chosen names will remain in effect until the student officially notifies the Registrar’s Office of a change.
The University reserves the right to review chosen names submitted to insure the integrity of the policy.
The University reserves the right to remove, reject, or reconsider a chosen first name if it is used inappropriately, including but not limited to, avoiding a legal obligation or for the purpose of misrepresentation.
It is further understood that the student’s chosen name may be used in University communications and reporting, except where the use of the legal name is legally required and/or mandated by the University or other external agencies.
The legal name will continue to be used in university-related systems, business processes, and documents such as reporting, financial aid, diplomas, transcripts, payroll and tax documents, and other records where the use of the legal name is legally required and/or mandated by the University or other external agencies.
Legal Name
Students wishing to officially change their legal name with the University will need to submit two pieces of current identification with the legal name change visible: government- issued photo identification and the name change document (i.e. a marriage certificate, divorce decree, or court document reflecting the name change). This legal name will be updated in University-related systems, business processes, and documents such as reporting, financial aid, diplomas, transcripts, payroll and tax documents, and other records where the use of the legal name is legally required and/or mandated by the University or other external agencies.