{"id":1230,"date":"2013-11-06T12:31:38","date_gmt":"2013-11-06T20:31:38","guid":{"rendered":"http:\/\/www.hmc.edu\/student-life\/?page_id=1230"},"modified":"2025-12-09T16:59:05","modified_gmt":"2025-12-10T00:59:05","slug":"name-change-resources","status":"publish","type":"page","link":"https:\/\/www.hmc.edu\/diversity\/student-organizations\/name-change-resources\/","title":{"rendered":"Name Change Resources"},"content":{"rendered":"\n

Campus Name Change Form<\/a>.<\/p>\n\n\n\n

Name Change Information<\/h2>\n\n\n\n

Throughout this page, \u201clegal name\u201d refers to your name as it appears on a government-issued identification, such as a passport, driver\u2019s license, etc., or a legal document such as a marriage certificate or court order. \u201cCampus name\u201d refers to the name you wish to be known by on campus. We use this terminology instead of \u201cpreferred name\u201d or \u201cchosen name\u201d to signify that this name is not simply a choice or preference, but your lived reality while you are on campus.<\/p>\n\n\n\n

Harvey Mudd College supports the use of campus names for students while maintaining the official, legal name required for academic records and data integrity. Students may elect to provide the College with their campus name recorded (first and last name only) which will be stored in several data systems across Claremont, and which will be used as widely as technically possible where the legal name is not required. To the best of the College\u2019s ability, unless otherwise notified and where possible due to system and legal limitations, campus name also will be continuously used by the College (e.g., after graduation) and other Claremont Colleges. Please see below for more information on how the legal and campus names are used at Harvey Mudd College and the Claremont Colleges, and how you can change them.<\/p>\n\n\n\n

Incoming Students<\/h2>\n\n\n\n

By default, the name you used on your application materials is presumed to be your legal name. If your application included another name (likely labeled \u201cpreferred name\u201d on the Common App), then that name is recorded as your campus name. If you are an incoming first-year or transfer student, you can confirm your Campus First Name and Campus Last Name in the Enrollment Form within the HMC Applicant Hub. If you have already completed your Enrollment form and need to make updates, please email admission@hmc.edu<\/a>.
<\/p>\n\n\n\n

Student information is transferred from the Office of Admission to the Office of the Registrar on July 31. It is helpful to change your campus name before July 31 as there will likely be fewer places displaying your campus name incorrectly. After July 31, update your Campus Name by completing the HMC Campus Name Form for Current Students<\/a>.<\/p>\n\n\n\n

Campus Name Changes for Enrolled Students<\/h2>\n\n\n\n

For most places where a campus name can be used, submitting the HMC Campus Name Form for Current Students form<\/a> is sufficient. However, some places must be dealt with separately. At the bottom of this page, you\u2019ll find a chart to help guide you through the campus name change process.<\/p>\n\n\n\n

Legal Name Changes<\/h2>\n\n\n\n

Students wishing to change their legal name in their official academic record from the legal name of record under which they were admitted to the College must provide the registrar\u2019s office with legal documentation (i.e.  court order, current driver\u2019s license with photo, social security card, resident alien card, passport, official birth certificate, or marriage certificate) stating their legal name. Upon receipt and verification of this documentation, the registrar\u2019s office will change the student\u2019s legal name in the student\u2019s official academic record.<\/p>\n\n\n\n

The College can issue an updated diploma for a graduated student whose name has legally changed. The updated diploma will carry the date the degree was originally awarded, but official signatures may differ from those on the original document. To request an updated diploma, please see the Harvey Mudd College registrar\u2019s office website<\/a>. The standard replacement fee in effect at the time of the replacement order will apply.<\/p>\n\n\n\n

Resource Guide<\/h2>\n\n\n\n

The information grid below is to help students understand where and how Campus Name can be used please read the information chart below:<\/p>\n\n\n\n

System\/Application<\/strong><\/th>Campus Name<\/strong><\/th>Updating Name Process <\/strong><\/th>Office to Contact <\/strong><\/th>Further Information<\/strong><\/th><\/tr><\/thead>
Campus Name<\/td>Yes<\/td>Use the HMC Campus Name Form for Current Students<\/a>.<\/td>Registrar<\/a> registrar@hmc.edu<\/a> <\/td>Please allow 2 business days for your request to be processed by the registrar\u2019s office.<\/td><\/tr>
Admissions<\/td>Yes<\/td>Incoming Students: You can confirm your Campus First and Last Name in the Enrollment Form within the HMC Applicant Hub. If you have already completed your Enrollment form and need to make updates, please email admission@hmc.edu<\/a>. <\/td>Admission admission@hmc.edu<\/a><\/td>Student information is transferred from the Office of Admission to the Office of the Registrar on July 31. After July 31, to update your Campus Name please complete the HMC Campus Name Form for Current Students.<\/a><\/td><\/tr>
IDs<\/td>Yes<\/td>Use the HMC Campus Name Form for Current Students. After two business days, visit The Connection, which is located in the Honnold Mudd Library (First Floor), to have a new ID printed. Take your new ID to F&M at Mudd, which is located in the basement level of Platt for your tap access to be updated.<\/td>Multiple offices assist with the updated ID process. For questions, email oid@hmc.edu<\/a><\/td>College IDs will display campus names.<\/td><\/tr>
Sakai<\/td>Yes<\/td>After completing a name change form<\/a>, please email helpdesk@g.hmc.edu<\/a> to request an update to your Sakai profile.<\/td>CIS and Pomona<\/td>Emailing CIS Help Desk (helpdesk@g.hmc.edu<\/a>) automatically creates a work order ticket so that CIS staff can work on updating your Sakai profile.<\/td><\/tr>
Mailroom<\/td>Yes<\/td>The mailroom receives names at the beginning of each semester to place on mailboxes. If you change your name mid-semester please submit the campus name change form<\/a> and notify the mailroom.<\/td>Registrar<\/a>

registrar@hmc.edu<\/a><\/p>

Mailroom<\/a>– mailroom@hmc.edu<\/a><\/p><\/td>

Mail addressed to your legal name typically will be placed in your mailbox.

<\/span><\/p>If you are ever missing mail, you may need to talk with the mailroom staff and ask them to check for mail under your legal name.<\/td><\/tr>

Tax Statements<\/td>No<\/td>Legal name required.<\/td>Registrar<\/a>– registrar@hmc.edu<\/a> and Human Resources (HR)<\/a> – hr@hmc.edu<\/a> <\/td>If you have changed your legal name, email the Registrar to provide this information to them as soon as possible.

<\/span><\/p>You also need to email HR prior to January, when W-2s are generated.<\/td><\/tr>

Student Accounts Legal Documents<\/td>No<\/td>Legal name required.<\/td>Student Accounts<\/a> student_accounts@hmc.edu<\/a> <\/td>This includes: tuition payment agreement, W9, IRS statements, Student accounts statements.<\/td><\/tr>
Student Accounts Communication<\/td>Yes<\/td>Use the change name form<\/a> through the Office of the Registrar.<\/td>Student Accounts<\/a> student_accounts@hmc.edu<\/a> <\/td>Campus name and pronouns are used in communication with students and other HMC offices. Emails to parents\/guardians default to legal name unless the parents\/guardians have communicated with a different name.<\/td><\/tr>
Student accounts refund checks<\/td>TBD<\/td><\/td>Student Accounts<\/a>

 <\/p> student_accounts@hmc.edu<\/a> <\/td>

 <\/td><\/tr>
Transcript<\/td>No<\/td>Legal name required.<\/td>Registrar<\/a>

 <\/p> registrar@hmc.edu<\/a> <\/td>

Legal name is required. If you change your legal name after graduation, contact the Registrar to update your transcript.<\/td><\/tr>
Diploma<\/td>Yes<\/td>Contact the Registrar.

<\/span><\/p>registrar@hmc.edu<\/a> <\/td>

Registrar<\/a>

 <\/p> registrar@hmc.edu<\/a> <\/td>

Replacement diplomas can be requested by submitting the Replacement Diploma Order Form<\/a>.<\/td><\/tr>
TCCS – Accounts Profile <\/a><\/td>TBD<\/td>TBD<\/td>TBD<\/td> <\/td><\/tr>
Mudd shots<\/a><\/td>TBD<\/td> <\/td> <\/td> <\/td><\/tr>
Student Loans <\/td>No<\/td>Must be done following legal name change <\/td>Office of Financial Aid
financial_aid@hmc.edu <\/td>		Must be completed with your loan servicer following a legal name change and updated with the Office of Financial Aid.<\/td><\/tr>
Writing Center<\/td>Yes<\/td>Login to the writing center site<\/a> and change name through settings.<\/td>Writing Center – Prof Kyle Thompson kthompson@g.hmc.edu<\/a> <\/td>You must login using the email address used with originally registering, from here you can change the email address used.<\/td><\/tr>
Alumni Directory<\/td>TBD<\/td>TBD<\/td> <\/td> <\/td><\/tr>
Intramural sports<\/td>Yes<\/td>Email Erica.Jasper@cms.claremont.edu with: Student ID#,
Name you want people to see when you swipe in, A \u201cpassport style\u201d photo – only if you need it changed (CMS has the ones on your ID cards), Gender identity selection (Female, Male, Transmasculine\/Trans Man, Transfeminine\/Trans Woman, Non-Binary\/Gender Fluid, Other\/Decline to State)<\/td>		This can also be changed through your CMS portal, however both names (Legal and campus name) will show when you swipe in. If you need help updating your CMS portal, email Dean Logan lmcvaugh@hmc.edu <\/td> <\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Please contact us (oid@g.hmc.edu<\/a>) if you have further questions about specific offices.<\/p>\n\n\n\n

Student Rights<\/h2>\n\n\n\n

Grievances about this process may be addressed to the Title IX office at TitleIX@g.hmc.edu.<\/p>\n\n\n\n

Reporting Concerns\/Questions<\/h2>\n\n\n\n

If you have a concern about a deadnaming issue in any 7C system or application, and would like to report it, please fill out the Reporting Deadnaming Issues<\/a> form. The information collected in this form will be accessible by the Deans in the Office of Institutional Diversity (OID) Deans. As needed, OID will share this information confidentially with the appropriate offices where there are identified issues.<\/p>\n\n\n\n

If you have any questions, would like more information, or found that we have missed something in creating this guide, please contact the OID (oid@g.hmc.edu<\/a>).<\/p>\n\n\n\n

Additional Resources<\/h2>\n\n\n\n

Office of Institutional Diversity | oid@g.hmc.edu<\/a><\/p>\n\n\n\n

Veronica Clairmont, she\/her\/ella | Associate Dean of Institutional Diversity | vclairmont@hmc.edu<\/a><\/p>\n\n\n\n

Office of the Registrar | registrar@hmc.edu<\/a> | 909.621.8090<\/a><\/p>\n\n\n\n

Danny Ledesma, he\/him | Title IX Coordinator | dledezma@g.hmc.edu<\/a><\/p>\n\n\n\n

Bri S\u00e9rr\u00e1no, he\/him | Director of the Queer Resource Center of the Claremont Colleges (QRC) | Bri.Serrano@pomona.edu<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

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