Name Change and Other Personal Information Updates

Names and other personal information are housed in multiple systems on campus. Please review the information below to determine where you would like to make updates.

• Legal Name Change for Employees
• Affirmed Name Change For Employees
• Account Center Display Name
• Personal Information
• Student Name

Legal Name for Employees

Payroll manages any legal name changes that state employees wish to make. Employees must have a new Social Security card that includes the name change.  The new legal name must be an exact match with the name on the social security card.

To request a change to your legal name, follow these steps:

1. Go to Adobe Sign HR-EAR Update(opens in new window) to initiate the Adobe Sign process
2. Acknowledge Adobe Terms of Use & click Continue
3. Select 'Name Change'
4. Attach a copy of your new Social Security Card
5. Navigate/tab through the form paying attention to specific instructions
6. Click to Sign
7. Enter Chico State email address
8. Click Continue
9. Adobe Sign will email a link for confirmation
10. Open email and click 'Confirm my email address'

You will receive email confirmation that your update has been signed and your request will be securely transferred to Payroll.

Upon receipt your legal name will be updated within 3-5 business days.  Legal Name changes will not be processed unless a copy of the Social Security card is received.

This affects how your name is displayed in:

• State Controller's Office, pay warrant and W-2
• PeopleSoft-HR administrative and Self Service pages and reports

Affirmed Name

(Affirmed name may also be known as Preferred or Chosen Name.)

The Common Human Resources System (CHRS) all currently, active State employees including faculty, staff, management or student employees can manage their own Affirmed Name (currently called Preferred Name in CHRS) using Employee Self Service. At this time, the University is unable to capture an employee’s affirmed pronouns. A campus notification will be sent as soon as this option is available

Foundation and Associated Student employees should contact their respective Human Resources offices for name changes. Students can get more information about Names at the Student Records Office(opens in new window).

How do I view and/or update my affirmed/preferred name? 

In CHRS, all currently, active State employees including faculty, staff, management or student employees can manage their own Affirmed Name (currently called Preferred Name in CHRS) using Employee Self Service. Follow these instructions(opens in new window) for how to view and update your affirmed (aka preferred) name.

Where will my Affirmed name appear on systems used throughout campus? 

Many, but not all, of our systems default to display the affirmed first name and affirmed last name.  If affirmed names are not available, the system will then display the legal name. The Affirmed Name can be seen in the CSU Learn training system, Team Dynamix, HR Reports and the name used in Account Center to create the user name, and is used in several other systems.

Account Center Display Name

You can control your display name through Account Center.  Please note that it can take up to 48 hours for display name changes to show up in these systems.

This affects how your name is displayed in:

• Blackboard Learn
• Google Apps
• Exchange (email)
• Portal
• Active Directory (not the online directory)
• LDAP