Legal Name and Name Change

Category: Employment
Number: EMP-100-005
Audience: All University employees, Students and Alumni
Issued: June 11, 2003
Revised: May 17, 2019
Owner(s): Registrar
Approved by: VP (Administration)
Contact: Associate Registrar (Operations) - 306-585-4127

Introduction

The University of Regina is committed to the integrity of its student, alumni, and employment records. This policy outlines the conditions in which a University of Regina student, alumnus, alumna, or staff member provides evidence of a change of legal name for the University’s records.

Policy

Legal Name

  • Students and employees are required to supply their full legal name when they apply for admission or employment.
  • Current students, former students, and employees who change their legal name, or whose registration of a change of name is annulled, must notify the University immediately and provide supporting documentation of the change (see “Supporting Documentation” below).
  • Parchments are printed with the full legal name of the graduate, as recorded in the University’s student information system at the time of graduation. In the event of a legal name change or if a correction is required, all students must provide proof of legal name to the Registrar’s Office. Graduate students must also provide proof of legal name directly to the Faculty of Graduate Studies and Research.
  • The University may require proof of a legal name change if transcripts from another institution do not match the name provided at the time of application for admission/re-admission.

Former Name

Students and employees may, but are not required to, supply their former name if different from their full legal name when they apply for admission or employment.

Preferred Name

Students and employees may, but are not required to, supply a preferred first name if different from their legal first name when they apply for admission or employment.  Preferred names will be used for some, but not all, University records and processes.

In some situations, students may petition the Registrar to use their preferred first name for all University of Regina processes.   This option has been developed to respond to the needs of some international students, transgender people, and others who may feel their safety and security is jeopardized in the use of their legal first name.

Petitions may be made in confidence to:

The Registrar
University of Regina
Administration-Humanities Building
Room AH 210
3737 Wascana Pkwy
Regina, SK  S4S 0A2

Supporting Documentation

When notifying the University of a change of legal name, supporting documentation must include one of the following:

  • Birth Certificate (when changing back to a birth name)
  • Marriage Certificate
  • Legal Change of Name Certificate (as issued by an authorized government agency)
  • Court Order for Adoption
  • Naturalization Certificate
  • Social Insurance Card
  • Driver’s License or Enhanced Driver’s License (issued by a Canadian or U.S. jurisdiction)
  • Canadian or Foreign Passport
  • Canadian Citizenship Card (with photo)

The University reserves the right to request additional supporting documentation.

Roles and Responsibilities

Human Resources

  • Ensures that employee records are input, modified and maintained in accordance with policy. In cases where an employee is a former student, a name change will be forwarded to the Registrar’s Office for maintenance or modification of the student record. In cases where an employee is a current or former graduate student, a name change will be forwarded to the Faculty of Graduate Studies and Research for maintenance or modification of the student record.

Registrar's Office

  • Ensures that the records of undergraduate students and former students are maintained or modified in accordance with policy.

Faculty of Graduate Studies and Research

  • Ensures that the records of graduate students and former graduate students are maintained or modified in accordance with policy.

Centre for Continuing Education

  • Ensures that the records of students and former students are maintained or modified in accordance with policy and that formal name change requests are forwarded to the Registrar’s Office for processing.

UR International

  • Ensures that the records of students and former students are maintained or modified in accordance with policy and that formal name change requests are forwarded to the Registrar’s Office for processing.

External Relations

  • Ensures that the records of alumni are maintained or modified in accordance with policy and that formal name change requests are forwarded to the Registrar’s Office for processing.

Consequences for Noncompliance

Not providing the University with a full legal name or a change of legal name could potentially result in a mismatch of records, duplicate records, and subsequent problems as a result (issues related to payroll, employment verification, graduation, transcripts, etc.).

Former names are critical in matching current student records with incoming documents in support of an application for admission or re-admission to the University.

Providing a fraudulent name to the University could potentially result in academic misconduct or non-academic misconduct penalties in relation to the Undergraduate Calendar, Admissions section (Fraudulent and Incomplete Applications), and potential legal consequences.

Processes

Change of Legal Name

Change of Name Form

Notification of change of legal name must be initiated by completing the University of Regina’s Change of Name form (135 KB) pdf.

Individuals who are notifying the University of a legal name change by mail must include a certified copy that has been attested by a Guarantor. Do not send original documents by mail.

A Guarantor of a certified copy of a document may include one of the following:

  • Lawyer
  • Notary Public
  • Commissioner for Oaths
  • Police Officer
  • Minister of Religion
  • High School Teacher or Principal
  • University/College Professor or Senior Administrator
  • Medical Professional
  • Professional Accountant (CMA, CGA, CA)
  • Professional Engineer
  • Mayor

Employee Name Changes

Employees present their completed Change of Name form in person to Human Resources. Employees must bring the appropriate supporting documentation to confirm the legal name change.

Human Resources
Administration-Humanities Building
Room AH 435
University of Regina
Regina, SK  S4S 0A2
Phone: (306) 585-4163

Undergraduate - Current and Former Students

Current and former Undergraduate students present their completed Change of Name form in person to Registrar’s Office. Individuals must bring the appropriate supporting documentation to confirm the legal name change.

Registrar’s Office
Administration-Humanities Building
Room AH 210
University of Regina
Regina, SK  S4S 0A2
Phone: (306) 585-4127

Graduate - Current and Former Students

Current and former Graduate students present their completed Change of Name form in person to the Faculty of Graduate Studies and Research. Individuals must bring the appropriate supporting documentation to confirm the legal name change.

Faculty of Graduate Studies and Research
Paskwāw Tower
Room PT 110.2
University of Regina
Regina, SK  S4S 0A2
Phone: (306) 585-4161

Duplicate Parchment as a Result of a Legal Name Change

Once the University has received proof of a legal name change, an individual may request a replacement diploma through the Registrar's Office website. The original parchment must be returned before a reprint is issued.

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