When choosing a campus name or changing your legal name, please consider the information below.
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Campus name is your legal name by default, but a student may request a different campus name. You can view your name(s) on record and request a new campus name by logging into Williams Student Records.
Here is a detailed guide on how to change your campus name. Once your campus name is processed (within 2 business days) the updated name will roll out to all campus systems.
Where will my campus name appear?
Faculty and staff will only see your campus name. Examples of where your campus name is used, including but not limited to:
- GLOW
- WSO
- Class rosters
- Email lists
Where will my legal name appear?
Your legal name will persist on certain documents. In addition, some campus offices and staff are required to have access to both your campus and legal names. Please see Legal Name for document and access details.
New Williams ID Card
- Check Williams Student Records to see if your campus name has been updated.
- Request a new campus ID card from Campus Safety Services (CSS).
- Turn in your old ID card with no charge for the new ID card.
Email/Username
If you would like your email/username ([email protected]) updated to match your campus name, email [email protected].
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The Registrar's Office strives to be inclusive and accommodating for transgender, nonbinary, and genderfluid students. If a student experiences a biased incident related to campus name and/or pronouns, the Institutional Diversity, Equity, and Inclusion Office has an online form to report bias.
Campus Name & Pronouns
Here are details about the campus name policy and how to update pronouns.
Legal Name
Your legal name will persist on certain documents. In addition, some campus offices and staff are required to have access to both your campus and legal names. Please see Legal Name for document and access details.
If you plan to legally change your name in the future, there are advantages to doing so before you graduate. To fully understand these nuances, email [email protected] to discuss the process in more detail.
Privacy
If the campus name policy does not provide the privacy desired, please contact the Registrar's Office to redact your legal name from prior documents (e.g. major and concentration declaration forms, independent studies) and external transcripts.
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These offices, any any associated faculty and staff, have access to both your campus and legal name:
- Campus Safety Services (CSS)
- Dean's Office
- Health Services
- Human Resources
- Registrar's Office
- Student Financial Services
However, the expectation is your campus name will be used for communication purposes and legal name only when necessary.
Where will my legal name be required?
There are some instances where faculty or staff may require your legal name:
- Applications for fellowships, internships, financial aid, and student loans.
- Travel arrangements for courses, athletics, or other activities may require your legal name as it appears on your government ID.
- Letters of recommendation from faculty or staff, if the application process requires legal name. Let your recommender know which name should be used.
Will my legal name persist or be available on some documents?
Your legal name will continue to appear on documents, including, but not limited to:
- Official transcripts (e.g. high school, summer school, Study Away)
- College bills
- Paychecks
- Financial aid reports
- Student loan applications
- Documents submitted prior to a campus name change (e.g. major and concentration declaration forms, independent studies)—if you'd like your legal name be redacted from these documents, you may make that request to the Registrar’s Office.
Compliance
Although Williams makes every effort to update your campus name in a comprehensive way, there may be existing lists, forms, etc., which include your legal name.
If you find that your legal name has persisted in a place that doesn’t seem appropriate to you, please contact the Registrar’s Office.
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To change your legal name, please submit one of the following to the Registrar's Office:
- passport
- birth certificate
- social security card
- official name change court documents
Once documentation is provided, your record will be updated.
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For commencement, you will be asked to provide two names. These names can be the same or different.
Degree Name will be used for your diploma.
Commencement Name will be used during the ceremony for the following purposes:
- reading list
- line-up list
- print and web material
Your legal name is not required and you can opt to use your campus name.
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