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Name changes, Gender changes, & MIT ID cards

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Name Changes, Gender Changes, and MIT ID Cards

If you are a member of the MIT community and have gone through the process of a name change and/or gender reassignment, you can follow the steps outlined below in order to change your that information within the MIT system. The process is different for students, alumni, and employees, so please click on the appropriate link for directions.

If you have any questions or concerns about any of the policies listed below, feel free to contact the appropriate offices and/or contact the Trans Issues Group.

Students     |     Alumni     |     Employees


STUDENTS

Students (Graduate and Undergraduate): Name change
In order to change your name on your official MIT records, you first need to have completed a legal name change process. After completing a legal name change, the student should visit the Registrar's Office and fill out a "Legal Change of Name" form. The student must also supply a photocopy of the court document authorizing the change. Once the name change is complete within the Registrar's system, the name will automatically be changed with the MIT Card Office (who distributes student IDs) and other related student life offices. The only exception to this is the Payroll Office, which maintains an independent system. The student should contact the Student Employment Office, who can assist with contacting the Payroll Office in order to have their name changed in that system.

Students (Graduate and Undergraduate): Gender change
MIT Registrar Policy on Gender and Name Change:

"The Registrar's Office will require only a letter from a licensed health care professional (medical doctor, social worker, psychologist, psychotherapist) certifying the student's gender transition. To support an accompanying name change, we would require what we do now, documentation reflecting the change of name such as certified copy of a court order, a marriage certificate, a dissolution decree, or naturalization."

Registrar: http://web.mit.edu/registrar/
Student Employment Office: http://web.mit.edu/seo/

Changing your MIT ID Card

Students (Graduate and Undergraduate)
This section will be updated with new information in August of 2006.

MIT ID cards do not list a person's gender anywhere on the card.

MIT Card Office: http://web.mit.edu/mitcard/
Campus Location: W20-021

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ALUMNI

Alumni: Name and gender change
Generally speaking, MIT does not usually change the name on a student's record once they have graduated. However, if you have changed your name due to gender reassignment, MIT makes an exception to the rule. Alums who have changed their name due to a gender change should write to or visit the Registrar's Office and provide a certified photocopy of a doctor's certificate of surgical gender reassignment along with a photocopy of the court documents approving a change of name. The name and gender on their record will then be amended.

Alumni should also contact the Alumni Association in order to change their name and/or gender, as they maintain a separate database from the Registrar. The Alumni Association requires a copy of the legal name change form or some other official documentation showing the new name and/or gender (such as an amended drivers license). The Alumni Association database is used for MIT-related mailings such as Technology Review, MIT Club, donor campaigns, and reunion/activity-related events. Once you have changed your gender/name within the Alumni Association’s databases, you should see the change reflected on MIT-related mailings, as well as on the MIT Alumni web site.

Registrar: http://web.mit.edu/registrar/
Alumni Association: http://alum.mit.edu/index.html

Changing your MIT ID Card
For Alumni, the MIT Card Office uses the name as provided in the Alumni Association database. Therefore, in order to change your name on your ID card, you must first complete a legal name change process and then change your name with the Alumni Association as described above. Once that process is complete, you may simply visit the MIT Card Office and obtain your new ID.

MIT ID cards do not list a person’s gender anywhere on the card.

MIT Card Office: http://web.mit.edu/mitcard/
Campus Location: W20-021

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EMPLOYEES

Support Staff/Staff/Faculty: Name Change
In order to change your name on your employee records, you must first complete a legal name change process. Once this has been completed, the staff member should obtain an employee name change form through the Human Resources Office (this form can be downloaded from their web site at http://web.mit.edu/hr/empservices/name_change.html). This form should be completed and returned to the HR-Payroll Service Center, E19-429, with a copy of your new social security card.

After the above documentation has been received by the Service Center, a
notification of the name change will be sent to: Human Resources (including the HR-Payroll Service Center and the Benefits Office), the Payroll Office, the Medical Department, the employee’s Medical and Retirement Benefits Carriers (including health insurance companies and investment accounts such as 401(k), etc.) The MIT Credit Union is not included in this list, and must be contacted directly with name changes.

Support Staff/Staff/Faculty: Gender Change
Changing your gender marker within the MIT system is quite simple: an employee simply needs to log in to Employee Self Service on the web at http://web.mit.edu/sapwebss/PS1/home.shtml, and in the section labeled  web at http://web.mit.edu/sapwebss/PS1/home.shtml, and in the section labeled “Ethnic Origin/Gender/Veteran Status” click either male or female. Employees should be aware that when they change their gender marker through Employee Self Service, that this data is then fed to related outside sources such as health insurance companies and investment accounts. Therefore, if you have some concern about maintaining your former gender marker on your health insurance (which is a concern for some trans people), you should be aware of this effect.

Human Resources at MIT: http://web.mit.edu/hr/
HR-Payroll Service Center Campus Location: E19-429
Individuals may also contact their department’s HR Officer Directly.

Changing your MIT ID Card: Support Staff/Staff/Faculty
This section will be updated with new information in August of 2006.

MIT ID cards do not list a person’s gender anywhere on the card.

MIT Card Office: http://web.mit.edu/mitcard/
Campus Location: W20-021


Changing your MIT ID Card: Spouses, Partners, Contractors, Vendors and Others
For spouses, partners, contractors, vendors and all others, the MIT Card Office determines what the appropriate name on the card should be. As a general rule, they follow the name data as provided on the form of photo ID that the person provides (driver's license, passport, etc.).

MIT Card Office: http://web.mit.edu/mitcard/
Campus Location: W20-021

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