MyUW Madison - Update Name in Use (Preferred Name)
Expiry note: This document is in the Update My Information or Statements and Information Topic. Please make sure doc expiry is set to the last day of MARCH or AUGUST, whichever is sooner.
Campus systems of record at UW-Madison (such as the Student Information System (SIS) and the Human Resources System (HRS)) display your primary/legal name in ALL CAPITAL LETTERS. You can update your Name in Use to have your name displayed in your preferred capitalization.
UW-Madison Profile is designed to display information to individuals with a valid NetID that have an active role at UW-Madison. At this time, users without an active role at UW-Madison (e.g., applicants, former employees) are not eligible to use Profile. Please contact Admissions, Human Resources, or whichever campus unit you are affiliated with to update your personal information.
If you believe you have an active role at UW-Madison (e.g. current student, employee, or affiliate) but you cannot access Profile, please contact the DoIT Help Desk: Get Help from DoIT.
- Navigate to the Personal Information tab.
Under Name in Use, you will see your default legal name or current name in use. Click Edit to create or edit an existing name in use.
You can change or delete your first and middle names. You can only edit capitalization, spacing, apostrophes, periods, and hyphens in your last name.
For more information and instructions on how to change your last name in use, see Last Name Policy.
- When you've updated the field, click Submit. Or, to remove your Name in Use and revert back to your default legal name, click Delete.
After clicking Save, a "change pending" message will appear on the screen until the change or deletion has been completed. Changes may take up to 48 hours to be reflected in campus systems.
You may only change capitalization, spacing, apostrophes, and hyphens in your last name in use.
You will receive an error message if you attempt other changes to your last name in use. See the Last Name Policy for more information and instructions on how to change your last name in use.
Currently, the Name in Use application can only accept A-Z, a-z, spaces, single quotes, periods, and hyphens. If you attempt to enter your name in use with characters other than these, you will receive an error message. Some campus applications and reports that use your name in use are unable to handle other types of characters and will cause errors. While there is no workaround at this time, the MyUW team is actively working with our campus partners to allow you to enter your name exactly the way you want to be identified.
It may take up to 2 hours for your changes to appear in MyUW. Changes to other campus applications may take up to 48 hours, including the UW Directory and Office 365 email accounts.
If you have changed your legal name or name in use, you can automatically obtain a new email@example.com email in the Wisc Account Administration site after your new name is reflected in UW records.
Your first and middle names in use can be different from your legal name. However, when updating your last name in use, only changes to capitalization, spacing, apostrophes or hyphens are allowed. Any other changes will result in an error message being displayed.
You must first change your legal last name in order to change your last Name in Use on campus.
- Legal last name changes should first be completed through the Social Security Administration.
- After changing your legal name, you may also request to change your NetID.
- Once your legal last name has changed and appears in the Name in Use app, you can proceed to edit your last name in use.
If you follow these steps and experience a problem, please see MyUW Madison - Bug - Updating Name in Use After Legal Name Change for additional guidance.
Your primary/legal name may still appear alongside your name in use in some places, such as transcripts or diplomas. If you have any concerns about your primary/legal name appearing, or if you would like to hide your legal name from the campus directory, please contact firstname.lastname@example.org.
Any name in use that would be generally considered to be an attempt at misrepresentation, fraud, or interpreted as offensive will be removed. Fraud and misrepresentation may also violate UW System Student Non-Academic Disciplinary Procedures.
For more details regarding student Name in Use on campus, please visit the Name in Use FAQ or contact the Office of the Registrar.
Employees can update their personal information using HRS Self Service. Faculty and staff who professionally use a different last name than their legal name (e.g. after taking a partner's last name) may continue to do so as an exception to this policy. Please contact the DoIT Help Desk or see Name in Use - Faculty Exceptions to the Last Name Policy.
Students can update their first and middle names in Profile.
Their legal name will still be displayed in some places unless they
legally change their name and update their record, per campus policy.
Employees can update their first and middle names in Profile.
They can also request to change their last name if they do not
professionally use a new legal last name (e.g., after marriage, etc.).