Name Change Resources
Name Change Information
Throughout this page, “legal name” refers to your name as it appears on a government-issued identification, such as a passport, driver’s license, etc., or a legal document such as a marriage certificate or court order. “Campus name” refers to the name you wish to be known by on campus. We use this terminology instead of “preferred name” or “chosen name” to signify that this name is not simply a choice or preference, but your lived reality while you are on campus.
Harvey Mudd College supports the use of campus names for students while maintaining the official, legal name required for academic records and data integrity. Students may elect to provide the College with their campus name recorded (first and last name only) which will be stored in several data systems across Claremont, and which will be used as widely as technically possible where the legal name is not required. To the best of the College’s ability, unless otherwise notified and where possible due to system and legal limitations, campus name also will be continuously used by the College (e.g., after graduation) and other Claremont Colleges. Please see below for more information on how the legal and campus names are used at Harvey Mudd College and the Claremont Colleges, and how you can change them.
Incoming Students
By default, the name you used on your application materials is presumed to be your legal name. If your application included another name (likely labeled “preferred name” on the Common App), then that name is recorded as your campus name. If you are an incoming first-year or transfer student, you can confirm your Campus First Name and Campus Last Name in the Enrollment Form within the HMC Applicant Hub. If you have already completed your Enrollment form and need to make updates, please email admission@hmc.edu.
Student information is transferred from the Office of Admission to the Office of the Registrar on July 31. It is helpful to change your campus name before July 31 as there will likely be fewer places displaying your campus name incorrectly. After July 31, update your Campus Name by completing the HMC Campus Name Form for Current Students.
Campus Name Changes for Enrolled Students
For most places where a campus name can be used, submitting the HMC Campus Name Form for Current Students form is sufficient. However, some places must be dealt with separately. At the bottom of this page, you’ll find a chart to help guide you through the campus name change process.
Legal Name Changes
Students wishing to change their legal name in their official academic record from the legal name of record under which they were admitted to the College must provide the registrar’s office with legal documentation (i.e. court order, current driver’s license with photo, social security card, resident alien card, passport, official birth certificate, or marriage certificate) stating their legal name. Upon receipt and verification of this documentation, the registrar’s office will change the student’s legal name in the student’s official academic record.
The College can issue an updated diploma for a graduated student whose name has legally changed. The updated diploma will carry the date the degree was originally awarded, but official signatures may differ from those on the original document. To request an updated diploma, please see the Harvey Mudd College registrar’s office website. The standard replacement fee in effect at the time of the replacement order will apply.
Resource Guide
The information grid below is to help students understand where and how Campus Name can be used please read the information chart below:
| System/Application | Campus Name | Updating Name Process | Office to Contact | Further Information |
|---|---|---|---|---|
| Campus Name | Yes | Use the HMC Campus Name Form for Current Students. | Registrar registrar@hmc.edu | Please allow 2 business days for your request to be processed by the registrar’s office. |
| Admissions | Yes | Incoming Students: You can confirm your Campus First and Last Name in the Enrollment Form within the HMC Applicant Hub. If you have already completed your Enrollment form and need to make updates, please email admission@hmc.edu. | Admission admission@hmc.edu | Student information is transferred from the Office of Admission to the Office of the Registrar on July 31. After July 31, to update your Campus Name please complete the HMC Campus Name Form for Current Students. |
| IDs | Yes | Use the HMC Campus Name Form for Current Students. After two business days, visit The Connection, which is located in the Honnold Mudd Library (First Floor), to have a new ID printed. Take your new ID to F&M at Mudd, which is located in the basement level of Platt for your tap access to be updated. | Multiple offices assist with the updated ID process. For questions, email oid@hmc.edu | College IDs will display campus names. |
| Sakai | Yes | After completing a name change form, please email helpdesk@g.hmc.edu to request an update to your Sakai profile. | CIS and Pomona | Emailing CIS Help Desk (helpdesk@g.hmc.edu) automatically creates a work order ticket so that CIS staff can work on updating your Sakai profile. |
| Mailroom | Yes | The mailroom receives names at the beginning of each semester to place on mailboxes. If you change your name mid-semester please submit the campus name change form and notify the mailroom. | Registrar | Mail addressed to your legal name typically will be placed in your mailbox. If you are ever missing mail, you may need to talk with the mailroom staff and ask them to check for mail under your legal name. |
| Tax Statements | No | Legal name required. | Registrar– registrar@hmc.edu and Human Resources (HR) – hr@hmc.edu | If you have changed your legal name, email the Registrar to provide this information to them as soon as possible. You also need to email HR prior to January, when W-2s are generated. |
| Student Accounts Legal Documents | No | Legal name required. | Student Accounts student_accounts@hmc.edu | This includes: tuition payment agreement, W9, IRS statements, Student accounts statements. |
| Student Accounts Communication | Yes | Use the change name form through the Office of the Registrar. | Student Accounts student_accounts@hmc.edu | Campus name and pronouns are used in communication with students and other HMC offices. Emails to parents/guardians default to legal name unless the parents/guardians have communicated with a different name. |
| Student accounts refund checks | TBD | Student Accounts student_accounts@hmc.edu | ||
| Transcript | No | Legal name required. | Registrar registrar@hmc.edu | Legal name is required. If you change your legal name after graduation, contact the Registrar to update your transcript. |
| Diploma | Yes | Contact the Registrar. registrar@hmc.edu | Registrar registrar@hmc.edu | Replacement diplomas can be requested by submitting the Replacement Diploma Order Form. |
| TCCS – Accounts Profile | TBD | TBD | TBD | |
| Mudd shots | TBD | |||
| HMC App | No, but this should be changed soon. | TBD | Dean Evetth, Assistant Dean for Campus Life evgonzalez@hmc.edu | Currently working with the app company to resolve this issue and allow for name edits. |
| Writing Center | Yes | Login to the writing center site and change name through settings. | Writing Center – Wendy Menefee-Libey menefee@hmc.edu | You must login using the email address used with originally registering, from here you can change the email address used. |
| Alumni Directory | TBD | TBD | ||
| Intramural sports | Yes | TBD |
Please contact us (oid@g.hmc.edu) if you have further questions about specific offices.
Student Rights
Grievances about this process may be addressed to the Title IX office at TitleIX@g.hmc.edu.
Reporting Concerns/Questions
If you have a concern about a deadnaming issue in any 7C system or application, and would like to report it, please fill out the Reporting Deadnaming Issues form. The information collected in this form will be accessible by the Deans in the Office of Institutional Diversity (OID) Deans. As needed, OID will share this information confidentially with the appropriate offices where there are identified issues.
If you have any questions, would like more information, or found that we have missed something in creating this guide, please contact the OID (oid@g.hmc.edu).
Additional Resources
Office of Institutional Diversity | oid@g.hmc.edu
Veronica Clairmont, she/her/ella | Associate Dean of Institutional Diversity | vclairmont@hmc.edu
Office of the Registrar | registrar@hmc.edu | 909.621.8090
Danny Ledesma, he/him | Title IX Coordinator | dledezma@g.hmc.edu
Bri Sérráno, he/him | Director of the Queer Resource Center of the Claremont Colleges (QRC) | Bri.Serrano@pomona.edu