two students talking together outside a building, and a third student with their back turned

Name and Gender

Your Name and Gender

General information on your name

At McGill, a student is registered under their legal name as it appears on their legal documents, such as a birth certificate or study permit, that have been provided to the University. This name will be used on official documents such as the offer of admission letter, official transcript, parchment or diploma, e-bills and tax receipts. 

Your preferred first name is a name by which you are normally addressed and is different than your legal first name. The Preferred First Name option enables students to use an alternate preferred first name for certain purposes while studying at McGill. 

Students who wish to use a Preferred First Name should enter this information into Minerva (see instructions in 'To add a preferred first name' tab) as soon as possible in order to ensure that their preferred first name is used as widely as possible. 

Where preferred first name and legal name appear

Please be advised that making a request to use a preferred first name at McGill does not change a person’s legal name in the records of government authorities or a student’s legal name in the McGill student record.

Please note that some services (indicated with an asterisk) may be able to implement partial use of preferred first names, but are also required to use legal first names in some cases (e.g. government reporting). 

NOTE: Students who become employees should see the ‘student employees’ tab for processes to ensure their preferred first name will appear on their staff account.  

The preferred first name will appear in: 

  • Accommodations (e.g. after registering with SAA, accommodation records, letters from SAA) 
  • Athletics (e.g. team lists and photos)*
  • Class lists, course evaluations, graduations lists, class photos
  • Communications (unofficial, e.g. mail, email, and phone)
  • Course Equivalency System (CEQ)
  • Convocation management system (CISS) 
  • Display Name in Outlook and Office 365 
  • Graduation ceremony and booklet (see instructions in ‘Graduation’ tab) 
  • Library Study Hub reservation system 
  • McGill email address (alias) (see instructions in 'To change your McGill email address (alias)’ tab)  
  • McGill ID cards (see instructions in ‘To update your McGill student ID card’ tab) 
  • Minerva   
  • myCourses  
  • myFuture  
  • myMcGill portal  
  • myProgress  
  • myThesis   
  • STM OPUS Card (for more information, please see: https://www.mcgill.ca/student-records/personal-information/opus)   
  • Student Advising   
  • Student Profile  
  • Student Housing 
  • Unofficial transcripts
  • uPrint

The student’s legal name appears in: 

  • Athletics*  
  • Awards, scholarships, and bursaries*  
  • Banner guest access
  • Diplomas and certificates  
  • Legal documents and government records 
  • Letters of attestation and offer of admission letter
  • Minerva and Banner Staff reports  
  • Official university transcripts  
  • Reports to government  
  • STEPS  
  • Tax receipts  
  • Tuition fee e-bills  
  • uApply 

The University is working to introduce changes that will use the Preferred Name in more IT systems.

To add a preferred first name

  1. Log into Minerva 

  2. Select the Personal Menu 

  3. Click Name and Pronoun Change  

 

You can provide a preferred first name on your application for admission or, once admitted, on Minerva, under the Personal Menu. From the Personal Menu, select Name and Pronoun Change and then add your preferred first name in the preferred first name field.

To change your McGill email alias and/or update your McGill ID Card, please see instructions in the respective tabs.

Note: Student employees please see instructions in the ‘Student employees’ tab.  

For technical issues with Preferred First Names, please report the issue to McGill IT Services at: https://mcgill.ca/itsupport.

To add or change your pronouns

  1. Log into Minerva

  2. Select the Personal Menu

  3. Click Name and Pronoun Change

 

Applicants and students may select optional pronouns in SLATE and Minerva. Students may add or change their pronouns at any time on the Personal menu in Minerva. From the Personal Menu, select Name and Pronoun Change and then select your pronouns in the Personal Pronoun picklist.

If students have chosen to indicate their pronouns in Minerva, their pronouns will appear on class lists and in their Minerva profiles when accessing a service.

For technical issues with Pronouns, please report the issue to McGill IT Services at: https://www.mcgill.ca/it/support.

To change your McGill email alias

Anyone who wishes to change the first name portion of their McGill email address to better reflect their preferred first name can request an email alias. 

With an email alias, you can change the first name of your McGill email address from firstname.lastname to alias.lastname. 

For the procedure to create an email alias, please follow these steps: Change the name (create an alias) for my McGill Email Address.  

This will allow people to send you email using your new email alias. However, your existing McGill email address, which is also your McGill Username, remains unchanged, and people may also continue to use that address. Students will still need to use their "McGill Username" (firstname.lastname [at] mail.mcgill.ca) and not the email alias when signing into myCourses, myMcGill, and Minerva.  

Changing the email alias alone does not change the Display Name. Students still need to add a preferred first name in Minerva in order to change the Display Name. 

For the procedure to add a preferred first name, please see the ‘To add a preferred first name’ tab.

To update your McGill student ID card

To update your McGill student ID card follow regular procedures as outlined on the following website: https://www.mcgill.ca/student-records/id/.  

If you add a preferred first name, change degree levels or faculties, or your card expires, there will be no charge for a replacement as long as the old one is returned. 

Students who have access to labs or other McGill facilities using their student ID card should consult the appropriate Security contact to ensure that their access is not interrupted. 

Note: Please wait 24 hours after entering your preferred first name into Minerva before requesting a new McGill ID card. This ensures that our information systems will be updated with your preferred first name so that a new ID card can be issued.  

To fix accents or punctuation

Minor changes to your name can be done by clicking Name Change in Minerva under the Personal Menu.

To update your legal name or legal sex designation

In order to update the legal name or legal sex designation on your student record you must: 

  1. Complete a Personal Data Change form: Personal Data Change Form 

  1. Provide us with a copy of the appropriate legal document with the updated name or legal sex designation (if we don't already have a copy).
    => The list of acceptable documents is listed in the Calendar under the Legal Name section. 

  1. Submit the completed form and copy of the legal document by email attachment (PDF or TIFF format) to permcode [at] mcgill.ca.

Note: Student employees please see instructions in the ‘Student employees’ tab. 

Information for trans students/student employees

When you request to have your legal name changed on your official McGill record, your McGill Username is not automatically changed.

Students who require further accommodation with the use of their preferred first name (e.g. trans student whose legal name does not reflect their gender identity and who wishes to change their McGill Username to better reflect their preferred first name), please contact heidi.emami [at] mcgill.ca (subject: Preferred%20first%20name%20accommodation) (Heidi Emami), Associate Registrar, Management of Academic Records and Examinations.

Student employees should contact Human Resources to get approval to change their McGill Username.

The change will affect how you log into McGill systems and therefore cause a disruption for approximately 1 hour.

Note: When we change your McGill Username, your account is renamed – any existing emails will be retained but your old email address will be lost and emails sent to it will bounce back to the sender.

For more information please see the ‘How to change your name / title and other information in McGill records and systems’ article.

Graduation

Graduation Ceremony and Booklet

Your preferred first name appears on your line-up card, and is read during the graduation ceremony as well as printed in the Convocation program.

Please note in order to have your preferred first name read at Convocation and printed in the ceremony program, you must add your preferred first in Minerva before the deadline. To check the deadline and ensure your preferred first name is used during the graduation ceremony and printed in the graduation ceremony booklet, please check the name change deadline on the Convocation website.

Diplomas and Certificates

Transgender students who have graduated from McGill and have since had their legal name changed can request replacement diplomas and certificates at no cost. For assistance with diplomas and certificates please send an email to convocation [at] mcgill.ca and indicate the reason why you are requesting to have a replacement diploma issued.

FAQ

What is a preferred first name?

A preferred first name is a name that you commonly use that is different from your legal first name. The University recognizes that as a community, many of its members use first names other than their legal first names to identify themselves.

Examples:

A transgender student has the legal first name “Jennica” but prefers to be called “Jay”. This student’s preferred first name is “Jay”.

A student, with the full legal name “Robert Jamal Hayes” might actually go by their legal middle name “Jamal” and not their legal first name, “Robert”. This student’s preferred first name is “Jamal.”

Dilini Aruliah goes by her first name, “Dilini”. This student does not have a preferred first name that is different from her legal name.

Do I have to enter a preferred first name?

No, entering a preferred first name is optional. Enter a name in the Preferred First Name field only if you commonly use a first name that is different from your legal first name.

Do I need to show any documentation to update my preferred first name?

No, there is no documentation required to add, change, or delete a preferred first name.

How do I indicate my preferred first name to the University?

Prospective students applying to study at McGill may enter their preferred first name on their application form.

Once admitted, students may indicate their preferred first name on Minerva, under the Personal Menu. From the Personal Menu, select Name Change and you will be able to add/modify your preferred first name under this field.

Can I delete or modify my preferred first name?

Yes, you can delete or modify your preferred first name. Go to Minerva, and select the Personal Menu. From the Personal Menu, select Name Change, and delete/modify your preferred first name in the Preferred First Name field. Keep in mind that barring special permission, you can change your preferred first name only once in an academic year.

How do I update my McGill student ID card?

To update your McGill student ID card follow regular procedures as outlined on the following website: https://www.mcgill.ca/student-records/id/.

Note: Please wait 24 hours after entering your preferred first name into Minerva before requesting a new McGill ID card. This ensures that our information systems will be updated with your preferred first name so that a new ID card can be issued.

Can I use any preferred first name that I wish?

Yes, students are free to determine the preferred first name that they want to be known by in the university's information systems, as long as they act in good faith. Note that inappropriate use of the preferred first name procedure, including attempts to avoid a legal obligation via misrepresentation, or the use of inappropriate language, will result in the denial and/or reversal of the request.

I’m an employee at McGill. Can I designate a preferred first name?

Faculty and staff can add a preferred first name, title and prefix by filling out the Display name and prefix change form.

For more information, please see the ‘Student employees’ tab.

Where is my preferred first name used?

Your preferred first name will be used in places such as your Student ID card, Minerva, and class lists.

For a full list of where your preferred first name will be used and where your legal name will be used, please see the ‘Where preferred first name and legal name appear’ tab.

When is the best time to change my preferred first name?

You can enter your preferred first name into Minerva at any time. However, keep in mind that the earlier you enter your preferred first name into Minerva at the start of a new academic term, the more likely you will experience the consistent use of your preferred first name by professors, Academic Advisors, etc. For example, some professors may print off a class list after the Add/Drop period has passed, then use it for the remainder of the semester. Changes made to your preferred first name after Add/Drop period would not be picked up by the professor in this case.

Can I use my preferred first name in my McGill email address?

Students can create an email alias by following the instructions available on the ‘To change your McGill email address (Alias)’ tab.

This will allow people to send you email using your new email alias. However, your existing McGill email address, which is also your McGill Username, remains unchanged, and people may also continue to use that address. Students will still need to use their "McGill Username" (firstname.lastname [at] mail.mcgill.ca) and not the email alias when signing into myCourses, myMcGill, and Minerva.

Note: Changing the email alias alone does not change the Display name. Students still need to change the Preferred name in Minerva in order to change the Display name.

The University is working to introduce changes that will use the Preferred Name in more IT systems.

How do I get assistance with my diplomas/certificates?

Transgender students who have graduated from McGill and have since had their legal name changed can request replacement diplomas/certificates at no cost. For assistance with diplomas and certificates please send an email to: convocation [at] mcgill.ca

What if I require further accommodation with the use of my preferred first name?

A student who requires more widespread use of their preferred first name for serious reasons (for example, a transgender student whose legal name does not reflect their gender identity) may contact Enrolment Services to seek individual accommodation. Please contact heidi.emami [at] mcgill.ca (subject: Preferred%20first%20name%20accommodation) (Heidi Emami), Associate Registrar to make an appointment. 

Note that general questions about the preferred first name policy should be directed towards Service Point.

I am experiencing an issue with Preferred First Names, what should I do?

For technical issues with Preferred First Names, please report the issue to McGill IT Services at: https://mcgill.ca/itsupport/servicedesk  

If you require further accommodation with the use of your preferred first name, please contact heidi.emami [at] mcgill.ca (subject: Preferred%20first%20name%20accommodation) (Heidi Emami), heidi.emami [at] mcgill.ca (subject: Preferred%20first%20name%20accommodation) (Associate Registrar), Management of Academic Records, Exams & Convocation. 

 

 

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