Names & Gender Markers

COTC:

Changing preferred name at COTC (Process as of 2-8-19): Complete the Personal Data Change form add preferred name or nickname. (Check the box that says “Other” and write on the line provided: “Preferred name: ________”)

What name can I put on my COTC ID card? COTC mirrors OSU’s preferred name on BuckID policy found here.  Contact the Newark Campus Security Office (740-366-9237) for any questions.

Changing legal name at COTC (Policy as of 2-8-19): CHANGE OF NAME/ADDRESS/PHONE NUMBER Any change in a student’s name, address or phone number must be reported to The Gateway. Name changes require submission of a U.S. Social Security Card. It is the responsibility of the student to notify the college of any changes by completing a Personal Data Form available from The Gateway. Each student is responsible for complying with any official communication sent to the last reported address.

Changing gender marker at COTC (Link coming soon)

OCIO HelpDesk tickets:

  • If you’ve started any “help tickets” with the IT Helpdesk prior to your name change, (or ever called the HelpDesk at all, even if you’re not sure if you started a ticket), you may have tickets in your account with your previous name/pronouns, such as a comment from the Helpdesk analyst that says “[Name] called in for help with [her/his/their] COTC email account…” etc. To get those erased from the record of your Helpdesk tickets (and therefore preventing future Helpdesk analysts from seeing those previous names/pronouns), start a ticket to have all the previous tickets deleted according to the Records Retention schedule, and include in the ticket that you want that very ticket deleted once it’s completed.

 

OSU:

BE AWARE: OSU has multiple computer systems; changing your (preferred OR legal) name in just one place will NOT change it in all OSU’s systems. Same thing for gender marker. However, this list is a good place to start. If you find that the steps listed below are out of date, or if you come across any other offices/websites at OSU that aren’t listed here but should be, please email Max to add them to this page.

Changing preferred name at OSU

What name can I put on my BuckID?

Changing legal name at OSU: Click here then scroll down to the last FAQ that says “

Changing gender marker at OSU

Changing sexual orientation/gender identification in BuckeyeLink: Go to BuckeyeLink.osu.edu then click on this icon:

Buckeyelink update sexual orientation icon

Employees – Changing legal name at OSU

Other places at OSU where you may wish to update your information (in alphabetical order):

Alumni Association:

  • Even if you’re not a member of the alumni association, you likely still have a record with their office because their office has a database of all OSU attendees. ax plans to add more content here, but for now (7/30/21), please contact Max if you have questions about this.
  • If you’ve interacted with (or been a member of) any specific alumni groups or clubs, those organizations may have their own records, as well, such as the TBDBITL Alumni Society for the marching band, which maintains their own database.

Athletics Ticket Office:

  • Name change (legal or preferred): Email athletic.tix@osu.edu (from the email listed on your athletics account), subject line: Name Change, and say: “I have changed my name to ____, please update my athletics account.” They do not require any documentation to make this change.  (Per Lily in the Athletics Office, 6/18/21)
  • Gender marker – “Accounts do not have a gender marker unless notification is sent by the ticket holder to add one. We do not ask for gender when creating accounts. (An account holder) can always send an email asking to add/update gender.” (Per Lily in the Athletics Office, 6/18/21)

DocuSign:

  • DocuSign doesn’t pull in your preferred name from Buckeyelink, but you can edit your preferred name in DocuSign by clicking on your profile picture (or icon) in the top-right corner, then select “Manage Profile” from the menu. Under “My Profile Information” click Name and then you can edit your first and last name in the text boxes.
  • Even though your display name may update (with a legal or preferred name change), your actual signature in DocuSign may not. To update that, go to the Manage Profile page, select the Signatures tab, and click Add new at the bottom. Once you’ve created your new signature, delete your old signature.

Donations/Gifts to OSU – updating their database with your info:

  • Log in to your account at this website: https://connect1.osu.edu/ohiostate
  • From there, click “update your info” in the menu bar at the top of the page. Your legal name pulls in from HR, but you can edit your preferred name in the text box beneath that.
  • Scroll down to the “Student Involvement” section. You may wish to edit/remove student involvements in that list, particularly if they are associated with a certain gender, etc. The edit button on the right will allow you to change the involvement group, but not delete it or choose a blank option. To remove the involvements, email bioupdate@osu.edu.
  • In the menu bar at the top of the page, click “Your giving history.” This displays legal name BUT not always your current legal name; rather, it shows previous legal name. Max is investigating this (7/30/21) and will update this page when he hears back.
  • In the menu bar at the top of the page, click “Classmate Search”. This search feature returns legal names, and can search based on partial names. Max is investigating this (7/30/21) and will update this page when he hears back.

GO.OSU.EDU:

  • As of 7/30/21, this site (once you log in) says “Logged in as [legal first name]”. Max is in contact with various OSU offices about correcting this.

OCIO HelpDesk tickets:

  • If you’ve started any “help tickets” with the IT Helpdesk prior to your name change, (or ever called the HelpDesk at all, even if you’re not sure if you started a ticket), you may have tickets in your account with your previous name/pronouns, such as a comment from the Helpdesk analyst that says “[Name] called in for help with [her/his/their] OSU email account…” etc. To get those erased from the record of your Helpdesk tickets (and therefore preventing future Helpdesk analysts from seeing those previous names/pronouns), start a ticket to have all the previous tickets deleted according to the Records Retention schedule, and include in the ticket that you want that very ticket deleted once it’s completed.
  • Helpdesk tickets will also display your legal middle name (as of 7/27/21), since the Registrar doesn’t have a preferred-middle-name option. Max is in contact with the OCIO’s office and the Registrar’s office about fixing both of these issues.

OnBase:

  • OnBase is the software where OSU stores academic transcripts, applications to OSU, academic forms, etc. Any transcript (such as from high school) that you’ve sent to OSU is stored in OnBase as a pdf document, and will include whatever name/gender that was on the original document, since OnBase is just a scan of the document. Getting these purged is trickier because OSU has to follow a schedule for how long they have to keep documents (per the Records Retention schedule). Max plans to add more content here, but for now (7/30/21), please contact Max if you have questions about this.

OnCourse:

  • OnCourse stores notes from your advisors, tutoring staff, professors’ alerts, etc. All of these can include your name and references to you in gendered form (his/her/their, etc.). However, the only staff who have access to edit the text of those notes are the OnCourse team at OSU. You may contact the OnCourse team to make those edits (by emailing oncourse@osu.edu). However, Max recommends contacting him for help with this process since he works closely with the OnCourse team in his work in the Advising office.

For any questions navigating these OSU/COTC policies:

Students feel free to contact the advisors of PrideOutLoud.  Faculty/Staff feel free to contact the founders of the Employee Resource Group.

 

Other resources:

Name and gender change legal clinics available through Equitas Health and TransOhio