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Updating Your Name and Gender Markers at Wheaton College

Updating Your Name or Gender Markers Legally


Updating Your Name or Gender Markers at Wheaton College

It is important to note that the process of legally changing your name and/or gender markers can be incredibly stressful. Cis and gender confirming individuals must remember that there is not just the time, energy, research and expense involved; there is the very unsettling uncertainly of how your requests will be received at every stage of the process given the transphobic climate of the world.

At Wheaton, there is a growing understanding that there are many barriers to members of our campus community changing their name and pronouns within the school’s system. There is a committee in the process of creating a written policy. There is a draft under review, once approved, system changes will be put in place to implement it.

While Wheaton does not yet have a formal written policy,  students can at any time submit a preferred name via insideWheaton. The preferred name appears on the class roster. The legal name appears on the transcripts and in other places where it is required.

Wheaton Policy        
  • At this time, Wheaton is in the process of finalizing a formal policy around gender markers, preferred names, and transitioning on campus.
For Students
  • If you have updated your legal name and/or gender markers, then you should file that information with the Office of the Registrar. You can fill out an Information Change Form (pdf) to do so. The Office of the Registrar is currently working remotely in Fall 2020. An appointment to submit paperwork would need to be arranged in advance by contacting registrar@wheatoncollege.edu.
  • For questions about legal name changes, contact registrar@wheatoncollege.edu.
For Staff and Faculty 
  • If you have updated your legal name and/or gender markers, that documentation should be provided to Human Resources. All HR records (including Banner) must reflect the legal name and gender.
  • Human Resources needs to keep your legal name on file, because of tax and other legal documents that will have to be filed.
  • For questions, contact (hr@wheatoncollege.edu).

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Wheaton Email

Changing the name in your email account does not require legal documentation, nor is there any cost associated with updating your email address.

  • For students, the request must first be placed with the Dean of Students Office, who will review the request and then send it along to IT to finalize the change. Please email deanofstudents@wheatoncollege.edu to make the request. Be sure to include your cell phone number where you can be contacted, your WID number, and the new and former first and last name that you want amended in your request.
  • The process is similar for staff and faculty members; however, the request is sent to a supervisor or department head first and then to IT to make the change in email. Be sure to include your cell phone number where you can be contacted, your WID number, and the new and former first and last name that you want amended in your request.
    • Please be aware that Google retains the old email address as an alias.
      For example, if a person requested to change lacascio_joe@wheatoncollege.edu to lacascio_newname@wheatoncollege.edu, the old email lacascio_joe@wheatoncollege.edu becomes an alias pointing to lacascio_newname@wheatoncollege.edu, but the dead name is not entirely erased from the email system.
Wheaton ID Cards
  • Changing your name on your Wheaton ID card currently requires legal documentation.
    • The information for Wheaton ID cards is automatically populated into the card ID system from Banner, the College’s system of record. Campus Safety will only look up the name, take the photo, and print out the card.
    • To update your ID card information, you have to submit the name change information with the Wheaton registrar if you are a student, or human resources if you are a staff or faculty member.
  • There is not currently a cost associated with getting a new Wheaton ID.

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Student Financial Aid and Student Employment
  • For federal aid purposes, a student’s legal name has to be updated and on their Social Security Card in order to receive federal funding.
  • If and when a student updates their legal name, they also need to update their social security card.
  • If this happens during the middle of the year, that’s okay.
    • We do not need the student to reapply for financial assistance at that time; however, for the next academic year, the student would need to fill out the FAFSA with their social security number and new legal name.
  • If a student is already a student employee, new employment paperwork will need to be filled out with Student Employment with the student’s new identification documents.
Wheaton Data Information Systems
  • Changing your name and/or gender markers in Wheaton’s information systems does require legal documentation. Student data is managed across Slate, OnCourse, Banner, and StarRez information management systems. Staff and faculty data is in Banner.

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Updating Your Name or Gender Markers Legally  

  • Since Wheaton College currently requires legal documentation of legal name changes, we are briefly outlining the process of updating your credentials in the states of Massachusetts and Rhode Island. State laws are always evolving, so it is important to cross-check the information provided.
  • The National Center for Transgender Equality has an interactive map that breaks down the change request process, as well as numerous, state-specific support resources that can help at each step across the United States.
  • Unfortunately, we are unable to provide information about name and gender marker changes outside of the United States of America.
In Massachusetts
  • For a name change, the applicant must petition the court; however, there is not a surgical requirement as of July 1, 2015.
  • The petition typically costs $150.
  • To update the name or gender on a MA ID, the applicant must submit a new License and ID Card Application indicating a change of information.
    • For a name change, the applicant must submit a legal name change order with the application, and must first update their name with the Social Security Administration.
    • For a gender marker change, fill out a new License and ID Card Application and indicate a change of information and the correct gender marker (no provider signature needed). You do need to take the completed form to one of the RMV service centers.
  • Massachusetts Registry of Motor Vehicles (RMV) will allow a nonbinary marker of “x” on a driver’s license or ID, or an M or F.
    • No documentation of gender is required.
    • There is a $25 fee to update your driver’s license.

For more information visit the National Center for Transgender Equality – ID Documents Center – Massachusetts or Mass.gov.

In Rhode Island
  • The Rhode Island Division of Motor Vehicles (DMV) will update the gender marker on a driver’s license or ID card upon request of the individual to M or F.
    •  Unfortunately, right now, the state of Rhode Island does not allow for nonbinary gender markers.
    • No medical documentation is required.
  • In order to update the name on a Rhode Island driver’s license or ID, the applicant needs a name change order and must first change their name with the Social Security Administration and wait 24 hours for the name change to register with SSA. Then the applicant should submit:
  • In order to update the gender on a Rhode Island driver’s license or ID, the applicant should:
    • Complete a Gender Designation Forrm (pdf) signed by the applicant
    • Submit current RI license or ID
    • Take a new photograph
    • Provide two proofs of address
  • There is a $27.50 fee associated with obtaining a new license or ID.

For more information visit the National Center for Transgender Equality – ID Documents Center – Rhode Island or State of Rhode Island Division of Motor Vehicles.

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