You can request changes to the data that we hold about your identity, including your name, gender, and the title you use. Follow the guidance on this page to make changes yourself, or to request that we change your details.
Changing your preferred first name and title
You can tell us if there is a first name you wish us to use for day-to-day activities that is not the same as your legal name. We call this your ‘preferred name’ first name, and we normally use this first name on person finder and reports.
Changing your ‘preferred name’ first name does not change the name we use for you in formal employment documents, such as P60s. This must be the same as your legal name for HMRC purposes.
If you need to change your formal, legal name, please follow the steps on this page to change your legal name.
You can update ‘preferred name’ first name and ‘title’ yourself using Employee Self Service. We don’t need any evidence, although in some instances we might contact you to confirm the change you have asked for.
Changing your legal name
If you wish to change the legal forename or surname held by the University, please email your HR Operations Coordinator from your University email account. You will need to provide the current name on your record, and the legal name you now wish to use.
You will also need to provide a copy of evidence that confirms your new legal name. Accepted evidence includes:
- marriage or civil partnership certificate
- deed poll (or change of name deed)
- birth certificate
- gender recognition certificate
- statutory declaration
- affidavit
- passport
- driving license
- divorce papers (accompanied by signed documentation that confirms you have changed your name)
If you are unable to provide evidence to support the change of your legal name, we will contact you to discuss your circumstances and agree how best to support you.
Changing your gender
We are asked to store details of your affirmed gender (the gender you identify with) and the gender assigned to you at birth by the Higher Education Statistical Agency (HESA). This information was first provided by you when you applied to Bath as a candidate.
To update the gender assigned to you at birth, or your affirmed gender, please email your HR Operations Coordinator from your University email account. While we do not need any evidence, if you are sponsored at Bath on a Tier 4 visa, the Staff Immigration Team may contact you for verification purposes.
Changing your details because you are transitioning (or plan to)
If you inform us that you have, or plan to, permanently changed your gender, we will work with you to remove all data on your old gender or previous names if you ask us to. To do this, please email your HR Operations Coordinator from your University email account.
It would be helpful if you could share copies of any evidence that will help us process your request and link to your old and new details. If you don’t have any specific evidence, we will ask you to confirm in writing that you are changing your gender permanently.
You may also find it helpful to read our Gender Identity policy and guidelines.
What happens next
Once the University has updated your main staff record in iTrent, it may take a little time for the change to filter through to other University systems that use your data. For most systems this will be within a few days, but some may take a while longer if the system isn’t automatically updated.
We are working to improve the time it takes to update these systems and appreciate your patience in the interim. If there is any sensitivity relating to the timings of the changes, or you experience any difficulties, please email your HR Operations Coordinator from your University email account for advice.
Systems you need to update separately
Your IT username
The University does not automatically amend the characters in your user logins to reflect a change of name. Please email idm-support@bath.ac.uk from your University email account to request this.
Microsoft Teams
Microsoft Teams does not automatically add or update your pronoun data. You can read guidance on how to add or change your pronouns on Microsoft Teams.
Your name in Microsoft Teams will be updated automatically if you change your ‘preferred name’ first name on iTrent or change your legal name.
Library record
Your library card and record shows your formal first name, surname, and pronouns. If you have changed your formal name or pronoun details, the Library can update your library record and reissue your card to reflect your new details free of charge. Please contact the Library for further details on how to get a new library card.
Moodle
This system does not currently automatically update your name. Please log into Moodle, click ‘your profile’ and ‘edit’ profile. Scroll to the bottom of the page and click ‘update profile’, to save your changes.
University medical and dental centres
These services are provided by the NHS and are not linked to your staff record. You will need to update your details directly with the University Medical Centre and University Dental Centre, if you are registered with them as a patient.
Data confidentiality
All data held by the University of Bath in connection with any change of name will be treated in confidence and will never be disclosed to a third party without your permission.