Name Change and Privacy in JHU Computer Systems

Many transgender people use a name that is not their legal name. At times, this may be called a “preferred name,” a “nickname,” or a “name-in-use.” Many cisgender people also use chosen names, such as a middle name, an Americanized name, or some other chosen name. One way to show respect for anyone is to consistently use the name that person prefers. While there are some circumstances that require a legal name (e.g. official transcripts, background checks), most communication should use preferred names.

Learn about where your name shows up, who can see it, and how you can alter your preferences in the many components of the university’s online systems. This system is still incomplete, so please contact us if you experience challenges!

Name-in-Use Changes

Changing Your Name

There are three places where you should start if you wish to use a different name in university systems. These changes should apply to any student at Hopkins, regardless of campus. Staff and faculty can also use the nickname settings in myJHU.

1. Change your nickname in myJHU.

Follow these steps to change your nickname on the JHED directory. This will appear when you send and receive emails, and when someone looks you up in the directory.

Please note that your bills, grades, transcript (unofficial and official), class registration, etc. will still be under your full legal name. The only way to change this is to have your name legally changed and submit an official document representing the name change to the Registrar’s Office so they can update your information in the system.

Step 1: Go to my.jhu.edu and login


Step 2: Go to “myProfile” and click on “myProfile”

Screenshot: Go to myProfile and click on myProfile

Step 3: Scroll down to “Nick Name” and then type in the nick name you would like in the text box. Edit who sees it with the drop-down menu.

Only put your first name in this box. It will not work if you put your last name here.

Screenshot: Scroll down to Nick Name and then type in the nick name you would like in the text box. Edit who sees it with the drop-down menu.

Step 4: Scroll down to save your preferences with the “Save myProfile” button.

Screenshot: Scroll down to save your preferences with the Save myProfile button.

2. Change your preferred name in SIS.

Follow these steps to change your preferred name on SIS. This will appear on class rosters and when you log in to SIS.

Please note that your bills, grades, transcript (unofficial and official), class registration, etc. will still be under your full legal name. The only way to change this is to have your name legally changed and submit an official document representing the name change to the Registrar’s Office so they can update your information in the system.

Step 1: Go to my.jhu.edu and login


Step 2: Go to “Education” and click on “SIS”

Screenshot of myJH Portal

Step 3: Go to “Personal Info” and click “Summary”

Screenshot of SIS dashboard


Step 4: Go to “Preferred Name” (below in green) and click “Edit.” Type in the name you want to use and click “Save.”

Screenshot of Summary Panel in SIS

Faculty members will be able to see both your legal name and your preferred name on their course rosters.

Screenshot: Faculty members will be able to see both your legal name and your preferred name on their course rosters.

3. Visit the J-Card office for a new card.

Once your chosen name appears in both computer systems, visit the J-Card office. Turn in your old card, and request a new card with your chosen name. Staff can also take a new picture of you for the card. More information is at the J-Card website.

Other Dimensions to Consider

Communicate your chosen name to faculty and classmates.

Preferred names from SIS will show up on rosters, alongside your legal name. Individual faculty may or may not remember to use the preferred name. If you are using a name that is not your legal name, you may want to talk directly to faculty members before the semester begins.

An email explaining your name to professors or classmates can forestall some awkward conversations. Emails can be particularly useful in communicating to professors that previously knew you by a different name. Adapted from a guide written by Ohio University.

General things to Include

  • Statement of the name/gender they have on class roster.
  • State preferred name and gender (“I prefer to be referred to by ____ pronouns”).
  • Brief explanation (“I identify as trans, which means _____ to me.”).
  • Explain how public you wish to be: “I prefer for no one to know about my trans status” or “I would be willing to talk about being trans as it related to class discussion” (depending on class and personal preference).
  • Thank them for being understanding.
  • Say they can email you if they have questions.
  • Provide your contact information.
  • Provide them with relevant websites and the contact information for LGBTQ Life for more information.

Sample Email

Dear Professor ___________,

I am a student in your (insert class name here). I am getting in contact with you to let you know that I identify as (insert identity here). My name will probably show up on your roster as (insert legal name here), but I would prefer to go by (insert chosen name here) and (insert preferred pronouns) pronouns. I will be putting (insert chosen name here) on my assignments and would appreciate it if you called me that in class. If you have any questions for me regarding this, please don’t hesitate to contact me. My email address is (insert email address here) and my phone number is (insert phone number here). You may also wish to contact LGBTQ Life (410-516-2359) if you have further questions.

Thank you very much for your understanding,

(Your name)

Create a new email alias.

Follow these steps to change your email alias, which is the part of your email that appears before @jhu.edu or @jhmi.edu. You can send and receive emails using this alias.

Please note that the name associated with the email is different from the alias and will still be your name as previously registered in the Outlook System.


Step 1: Go to my.jhu.edu and login


Step 2: Go to “JHED” and click on “Email Alias.”

Screenshot: Go to JHED and click on Email Alias.

 

Step 3: Accept the policy statement.

 

Screenshot: Accept the policy statement.

 

Step 4: Scroll down to where you can type in a custom alias and enter the name you want. Route it to your current email (this should already be an option).

-Click “Update.”

-The new email address you entered should appear in the “Default Email Address Selection” section.

-Select the new address and click “Update Now.”

– You should see a confirmation stating “Update Complete to Email Alias Settings”

Screenshot: Update Complete to Email Alias Settings

Change the privacy of your myJHU profile.

Follow these steps to hide some or part of your identity from the JHU directory. Please note that JHU students cannot change their ID photo online. In order to change your ID photo, you must visit the J Card Office, located in Garland Hall, in person to take a new ID photo and receive a new J Card. Your new photo will then appear in the myJHU myProfile.

Step 1: Go to my.jhu.edu and login


Step 2: Go to “myProfile” and click on “myProfile.” A list of name, contact, and other information will appear.

Screenshot: Go to myProfile and click on “myProfile.” A list of name, contact, and other information will appear

Step 3: Find where it says “Full Name” and select “No One” if you wish to hide your full name. Update your privacy preferences for all other sections. If your default email is listed as different from the email you would like to use, select your default email preference.

Screenshot: Update your privacy preferences for all other sections

Change how your name appears in some JHU email lists.

Some JHU email lists through the Enterprise Mailing List Server will save a version of your name that may come up when you receive emails through that list. To change the name that displays there:

1. Go to: https://lists.johnshopkins.edu
2. Click the small ‘LOGIN’ link in upper right.
3. Use your JHED information to sign in.
4. Once logged in, click the ‘Your preferences’ link in the middle of the top black bar.
5. Update your name in the ‘Name’ field and click ‘Submit’.

Other Computer Systems

There are many computer systems throughout the university. If you change your preferred name, some computer systems will update quickly and others will take several months to be updated. Others may not update at all. If you have any questions about any aspect of this, please contact us to discuss your situation.

  • Counseling Center (Homewood): When you call to make an appointment, and when you fill out the intake form, you will have the opportunity to enter a preferred name. You can also tell your counselor directly if you wish to use a particular name.
  • Mail Room (Homewood students who live on campus): Homewood Campus Residence Hall Mail Rooms will use your preferred name from SIS. However, you may want to update your photo and the label on your mailbox. Email Lisa to request this.
  • Student Health and Wellness Center (Homewood): The health center computer system should import your preferred name from SIS.
  • Student Employment: Student Employment uses your legal name for processing paychecks. If you pick up your paycheck in person, you will need to use an ID that has your legal name.

Legal Name Changes

After a legal name change, you may also wish to change your JHED login id. You can also submit a name change request form with your division. Here’s some school-specific information; we’re working on gathering others:

This may be different for international students, who should ensure that their name on their visa certificate is changed first.