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Change of Personal Information Procedure - 63.06.11

College Policy Number/Title:

Howard Community College’s (HCC) current and former employees must initiate a change of information with the office of human resources to revise their names (legal and chosen), physical and preferred mailing addresses, email addresses, and telephone numbers. The change of information form for HCC employees is located on the college’s portal.

A legal name is defined as the official name on file with the state and federal government. A chosen name is defined as the name that an employee may choose as an important component of the employee’s identity. Howard Community College has established guidelines that allow employees to indicate a chosen first name to be used by the HCC community even if the employee has not changed their legal name.

Howard Community College reserves the right to deny any chosen first name requests that are deemed vulgar, promotes a business, or disrupts college operations. Chosen name may be displayed on employee ID cards, college-issued email addresses, in the college’s employee information system, the college’s learning management system, and other ancillary software systems. Chosen name may appear on any internal or external communications, including those sent to home addresses and is a part of directory information. In the case where chosen name is attached to gender identity, employees may be given the opportunity to update their pronouns within various college systems, where possible, to reflect their gender identity.

Legal and chosen names will be associated with the same employee record; employees are responsible for any financial charges regardless of the name used in communication with them regarding college matters. Legal name will be used on official college documents, including but not limited to hiring letters, annual salary letters, faculty contracts, adjunct faculty salary agreements, transcripts, financial aid documents, financial obligations, paychecks, W-2's and other payroll and tax documents, and national student clearinghouse reporting.

To change a legal name at HCC, documentation is required. Acceptable documents for a legal name change are a valid driver’s license from any state or Maryland non-driver identification card, marriage license, divorce decree, adoption documents, court order, valid passport, or birth certificate. Documents that are not considered acceptable legal documents include a social security card or a notarized statement. Upon receipt of the supporting documentation, the legal name will be changed in the employee information system.

Former names, both chosen and legal, are maintained in the college’s employee information system and any previous existing paper or digital records. Documents maintained in the employee personnel record prior to a name change will not be updated. New identification cards can be obtained by completing a key card access form.

Effective Date: 04/08/22

President's Office Use: VPAF

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