Name Changes in University Records and Systems (Legal and Preferred)

This article explains how faculty, staff, and students can change their legal or preferred name in university records and systems at Minnesota State Mankato. It covers how to submit a request, how long processing takes, where your updated name will appear, how to update your MavMail address, and how to get a new MavCard if needed.

Overview

Faculty, staff, and students at Minnesota State University, Mankato can request changes to their legal/official name or set a preferred name.

• A legal/official name change updates your records across all university systems and official documents.

• A preferred name change allows you to set the name you want displayed in most university systems (such as D2L Brightspace, MavMail, Teams, and advising systems). This may be a nickname, middle name, or other chosen name that is different from your legal name. Official records, such as transcripts, diplomas, payroll, and financial documents, will continue to use your legal name.

Faculty and Staff

Legal or Preferred Name Change

1. Submit the request in Workday
   1. In the upper right-hand corner of Workday, click on Profile, then select View Profile.
   2. From the left-hand menu, choose Personal.
   3. In the Legal Name section, click Edit.
   4. Effective Date: This defaults to today’s date but can be adjusted to a prior date if needed.
   5. Update the name fields with your new legal name.
   6. Required: Attach a copy of your updated Social Security card. If a copy of your updated card is not provided, your request will not be processed. 
      • In the attachment section, either drag and drop the file or click Select Files to upload.
      • From the Category dropdown, select Legal Name Change.
   7. Click Submit.
2. System update and visibility: Once your request is processed in Workday, allow 1–2 business days for your record to be updated in university systems. After that, your preferred name will begin to display in places such as MavMail, Teams, internal directories, and Workday.
3. Email update and instructions: After your record is updated, a new email alias will be assigned based on your updated name. You will receive an email in your inbox with instructions to set this new address as your default “send from” in MavMail. If you do not complete this step, your previous name will still appear when you send and receive emails.
4. MavCard update (optional): Once your name change is complete, you can visit the MavCard Office (117 Centennial Student Union) to get a replacement card printed with your updated name.

Note: If a preferred name is on file, it will display whenever possible instead of your legal name in university systems, but official records will continue to use your legal name.

Students

Legal or Official Name Change

1. Submit the form: Complete the Official Name Change Form  and deliver it to the Registration and Academic Records Office (Wigley Administration Center 132).
2. System update and visibility: Once the Records Office has processed your request, allow 1–2 business days for your record to be updated in university systems. After that, your preferred name will begin to display in various locations, including D2L Brightspace, MavMail, and advising systems.
3. Email update and instructions: After your record is updated, a new email alias will be assigned based on your updated name. You will receive an email in your inbox with instructions to set this new address as your default “send from” in MavMail. If you do not complete this step, your previous name will still appear when you send and receive emails.
4. MavCard update (optional): Once your name change is complete, you can visit the MavCard Office (117 Centennial Student Union) to get a replacement card printed with your updated name.

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Preferred Name Change

1. Log in to E-Services: Go to Minnesota State E-Services.
2. Update your preferred name:
   1. Select Account Management
   2. Choose Name and Address Info
   3. Add or edit your preferred name
3. Processing and visibility: Allow 1–2 business days for your request to be processed and for your preferred name to begin displaying in places such as D2L Brightspace, MavMail, and advising systems.
4. Email update and instructions: After your record is updated, a new email alias will be assigned based on your preferred name. You will receive an email in your inbox with instructions to set this new address as your default “send from” in MavMail. If you do not complete this step, your previous name will still appear when you send and receive emails.
5. MavCard update (optional): Once your name change is complete, you can visit the MavCard Office (117 Centennial Student Union) to get a replacement card printed with your updated name.

Note: Official records (such as transcripts, diplomas, and financial documents) will continue to display your legal name.