Manage Your Profile Information

Gender

Change your gender at My.IllinoisState.edu in your My Profile.

Current data options are:

• man
• woman
• non-binary
• not disclosed

However, please be aware that not all University or partner external systems are able to be programmed to reflect these changes. In addition, changes that do flow to downstream systems may result in unintended consequences in certain cases (i.e. unmatched records between systems, systems containing different data). Some records specifically impacted include health records, health insurance, employment information, employment benefits, and salutations in communications.

Access to gender information in the University’s records will be limited to individuals that have a legitimate business or educational need for this information. All requests for access to gender information must be approved by the appropriate Data Steward.

Additional Gender Information

Provide or change your additional gender information online at My.IllinoisState.edu in your My Profile.

Current data options are:

• cisgender man
• cisgender woman
• gender fluid
• gender non-conforming
• gender queer
• transgender man
• transgender woman
• non-binary
• not listed with a type-in opportunity

Providing this information is optional. This data enables the campus to develop curricular and programmatic offerings that reflect diverse perspectives, and that promotes a safe and welcoming learning environment for all. Please note that while we are collecting this information, not all of Illinois State University’s systems are designed to process and/or display this information.

Access to additional gender information in the University’s records will be limited to individuals that have a legitimate business or educational need for this information. All requests for access to additional gender information must be approved by the appropriate Data Steward.

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Pronouns

Provide or change your pronouns at My.IllinoisState.edu in your My Profile.

Current data options are:

• he/him/his
• she/her/hers
• they/them/theirs
• ze/zir/zirs
• not listed with a type-in opportunity.

Please be aware that while we are collecting this important information, not all of Illinois State University’s systems are designed to process and/or display this information. Currently, pronouns are housed in the Student Information System. As other systems are configured to utilize and display pronouns (i.e Canvas), there will be a good faith effort to utilize the pronoun information you provide where feasible and appropriate.

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Preferred Name

You may request the use of a preferred name for University business where systems and processes allow. Providing a preferred name is optional. If a preferred name is not provided, legal/primary name will default as preferred. Please note that legal name must still be used in certain University systems. You can submit your preferred name change through a form by logging into the ULID Account Management website. Preferred names require approval to ensure they meet the appropriate use standards.

Acceptable uses of preferred names include:

• A middle name instead of first name
• An abbreviated name (Beth instead of Elizabeth, Manny instead of Emmanuel)
• A hyphenated last name
• A last name used professionally (for faculty and staff)
• A name to which you are in the process of legally changing
• A first name that represents your gender identity

Inappropriate use of a preferred name (including but not limited to avoiding legal obligation or misrepresentation) may be cause for denying the use of preferred names. Illinois State reserves the right to deny/remove any preferred name that is deemed inappropriate, profane, or offensive. Additionally, those who intentionally misuse the preferred name option may be subject to disciplinary action.

Although not guaranteed, preferred name will be used where possible in the following (unless related to the exceptions for legal name use (i.e. employment documents, public directory information - defined by FERPA, etc.):

• Canvas and class rosters
• My.IllinoisState.edu
• Digital Measures
• Textbook lists
• Email and mail (local and home)
• Redbird Card

Changing Your Preferred Name

1. Visit the Illinois State University ULID Account Management website. If you are not already logged in, sign in through CentralLogin.
2. Select the option to change your "Preferred Name."
3. Enter what you would like your preferred name to be. If you already have a preferred name established and would like to remove it, check the appropriate boxes as labeled to remove your preferred name.
4. Click the option to "Complete the Form"

A preferred name may take five business days to process the request and several additional days to appear in all systems that can display preferred names. The University makes every attempt to use preferred name in systems and communications (mail and email) where possible but cannot guarantee that every downstream system displays preferred names and it is possible out-of-date versions or legal name may be displayed. If you are seeing problems after several days in the above listed systems and/or other systems that are not listed below where legal name is required, please report any issues you are having to the Office of the University Registrar (for students) and Human Resources (for employees). The University is working to continually review and update systems and processes where possible.

International Students

Students sponsored by ISU on F-1 or J-1 visas can choose to use a preferred name at Illinois State University. However, preferred name will not be included in their Student and Exchange Visitor Information System (SEVIS) record. SEVIS will continue to reflect only the legal name as indicated in the machine-readable zone (MRZ) of the passport. For these students, the I-20 or DS-2019 associated with their SEVIS record will reflect legal name.

Questions related to international student preferred names should be directed to International Student and Scholar Services (ISSS).

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Legal/Primary Name

Legal/primary name is used to build your official University record and is populated from your application for admission or employment. Your legal name will be used in certain contexts as indicated below (list may not be exhaustive) even if a preferred name has been approved.

• Timesheets and payroll
• Employment records
• Tax records
• Benefits records
• Student transcripts
• Financial Aid documents
• Student Health records
• Official Government forms

Changing your legal name

The Illinois Supreme Court has a standardized state form for name changes as well as resources to assist in the process. Visit: Illinois Supreme Court Standarized State Forms

Information on Waiver of Court Fees can be found at: Mclean County Government: Forms and Resources.

Changing your legal name with the University

University Employees

Human Resources at Illinois State University uses the legal name as an employee’s Primary Name in all our processing and transactions involving employment. Due to the danger of identity theft, persons who wish to change their first, middle, or last legal name on record with Human Resources must present all the following documents to Human Resources:

• Photo ID with the new name
• Social Security card with the new name
• Supporting Documentation (marriage license, divorce decree indicating the name change, or court documents legalizing the name change)

All documentation must be originals (no copies accepted) and must be presented in person to the Human Resources office. The Human Resources office is located in the Nelson Smith Building, room 101. For further information regarding this process, contact Human Resources (309) 438-8311 or at HR@IllinoisState.edu.

Current and Past Students (Including Student Employees)

Due to the danger of identity theft, persons who wish to change their legal name must send the following to the Registrar Service Center:

• a signed request to change legal name (Requests without signature cannot be processed.)
• a photocopy of a photo ID with the new name
• a photocopy of supporting documentation (marriage license, divorce decree indicating the name change, or court documents legalizing the name change)

Requests may be made:

• In person at 102 Moulton Hall
• Mail at Registrar Service Center, Campus Box 2202, Illinois State University, Normal IL 61790-2202
• Email with attachments at Registrar@IllinoisState.edu
• Fax at (309) 438-8652.

Applicants and Prospective Students

For directions and required documentation, contact the Office of Admissions.

Phone: (800) 366-2478
Email: Admissions@IllinoisState.edu

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ULID (University Login ID)

The ULID is assigned to a student upon admission to the University. The ULID typically consists of the incoming student’s first initial, middle initial, and last name up to a total of 7 characters but may vary based on the number of students with the same or similar name. For example, Reggie L. Redbird’s ULID might be assigned as RLREDBI. The ULID is required for the applicant to be able to log in to My.IllinoisState.edu, the student portal. After admission, students will be sent an email to their personal email address with instructions to activate their ULID to gain access to My.IllinoisState.edu.

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ISU Email Address

A student’s ISU email address consists of their ULID followed by @ilstu.edu. For example, Reggie Redbird’s email address would be rlredbi@ilstu.edu. The email address is activated once a student has been assigned the active student role; that is, the student has been admitted and assigned an enrollment appointment. For most new students, the enrollment appointment is their Preview or Transfer Orientation and Registration date. Regardless, once the ISU email address is active, the student will receive an email notification to their personal email address. It is important for students to regularly monitor their ISU email inbox for important messages from offices and individuals across campus including the Office of Admissions, the Office of the University Registrar, their academic advisor(s), the Financial Aid Office, their instructors, and Student Accounts.

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FERPA

Under FERPA, the Family Educational Rights and Privacy Act, a student’s legal name may be disclosed to the public as “directory information” unless the individual opts not to permit such disclosure. If a preferred name has been indicated, that preferred name will be typically used for internal University operations where allowable and will not be used as public directory information. To change your name for public directory information purposes, you must change your legal name in the system. More information on FERPA, directory information and the request to withhold directory information can be found at the Registrar’s website. Legal name will still display to staff that have been granted permission or in cases where the legal name is required by law or for reporting purposes (e.g. official transcripts and verifications, diplomas, financial aid, billing/accounts receivable/ collections, reporting to the government for tax or visa purposes, employment records, etc.).

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Where Your Personal Profile Information is Reported or Displayed

Preferred Name: Name typically used
Legal Name: Name house or used when preferred name cannot be used

Location	Preferred Name	Legal Name	Gender	Additional Gender Information	Pronouns
Redbird Card	Yes	No	No	No	No
Admissions Records	Yes	Yes	Yes	Yes	Yes
Advising Records (college, graduate division)	Yes	Yes	Yes	No	No
Advising records (academic department)	Yes	Yes	Yes	No	No
Alumni Records and Institutional Development	Yes - (Alum/Donor Preference)	No	No	No	No
Athletics (NCAA)	Yes	Yes	Yes	No	No
Class Rosters	Yes	No	No	No	No
Commencement	Yes - (Student's choice)	Yes	No	No	No
Diploma	Yes - (Student's choice)	Yes	No	No	No
Study Abroad Program	Yes	Yes	No	No	No
Educational Opportunity Program (EOP)	Yes	No	No	No	No
Financial Aid Office and Scholarships	No	Yes	Yes	No	No
Redbird Life	Yes	No	No	No	No
TouchNet—Student Bills	No	Yes	No	No	No
Library	No	Yes	No	No	No
StarRez and housing rosters	Yes	Yes	Yes	No	No
Student Conduct & Conflict Resolution (Symplicity Advocate)	Yes	Yes	Yes	No	No
My.IllinoisState.edu portal	Yes	Yes	No	No	No
Online eDirectory ISU website	Yes	No	No	No	No
Outlook Directory	Yes	No	No	No	No
Public Directory Information (FERPA defined)	No	Yes	No	No	No
Canvas (Learning Management System)	Yes	No	No	No	No
Student Exchange Visitor System (SEVIS)	No	Yes	No	No	No
Police Department	Yes	Yes	Yes	No	No
Student Information System (Campus Solutions)	Yes	Yes	Yes	Yes	Yes
Student Health Services records	Yes - (student can provide)	Yes	Yes	Yes - (student can provide)	No
Transcripts (Official)	No	Yes	No	No	No
Transcript (Unofficial)	No	Yes	No	No	No
Human Resources / University employment	No	Yes	Yes	Yes	Yes
Email	Yes	Yes	Yes	Yes	Yes
Enrollment Verifications (Official)	No	Yes	Yes	Yes	Yes
UHS Mail Forward System (Sends postal mail off campus when students leave campus residence hall/apt.)	No	Yes	No	No	No
Student Access & Accommodation Services (AIM)	Yes	No	No	No	No
Career Services Manager/Hire-A-Redbird (Simplicity)	Yes	No	Yes	No	No
University Housing Front Desk Manager (Helix)	Yes	No	No	No	No

Student Legal and Preferred Name Use

Legal and preferred names use when mailing to the following addresses for students:

When Mailing To	Illinois State Will Use Your
Emergency contact	Name of emergency contact
Campus	Preferred name in most cases
Local Mailing	Preferred name in most cases
Billing	Legal name
Parent	Parent's name(s) or To the Parent of "Student Preferred or Legal Name" depending on document
Permanent/Home	Preferred or Legal name depending on the document
Diploma mailing	Preferred or Legal Name at the choice of the student
Email	Preferred name in most cases
Employment address (paycheck, tax documents)	Legal name
Business (for ISU employees)	Preferred name in most cases

Employee Legal and Preferred Name Use

All communication regarding employment, payroll, or taxes will use legal name regardless of address.

Legal and preferred names use when mailing to the following addresses for employees:

When Mailing To	Illinois State Will Use Your
Billing	Legal name
Permanent/Home	Preferred or Legal name depending on the document
Email	Preferred name in most cases
Employment address (paycheck, tax documents)	Legal name
Business (for ISU employees)	Preferred name in most cases

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Update Additional Information

It's important to make sure your information is accurate and up-to-date so you receive communication from the University.

Address

You can change your address online or in person.

Change your address online at My.IllinoisState.edu. Update your address in person at the Registrar Service Center in 107 Moulton Hall. Bring a photo ID.

If you live in a residence hall or University-owned apartment, we'll automatically get your change of address.

Graduating Students Address Change

Graduating students who want to change the address where their diploma goes can call or send a letter to the University Registrar.

Phone: (309) 438-2188

U.S. Mail: Evaluation Services
Campus Box 2202
Normal, IL 61790

Name

You can change your first, middle, or last name on your transcript or diploma.

Send a signed letter or fax to the University Registrar:

U.S. Mail: Registrar Service Center
Campus Box 2202
Normal, IL 61790

Fax: (309) 438-8652

What to Include for a Name Change

To change your name, we'll need your signature, a copy of a photo ID, and a copy of one of these documents:

• marriage license
• court order
• dissolution decree certifying your name change

Graduating Students Name Change

Graduating students who want to change their name for their diploma can call or send a letter to the University Registrar.

Phone: (309) 438-2188

U.S. Mail: Evaluation Services
Campus Box 2202
Normal, IL 61790

For mailed requests, include your signature and UID.

To change your name in the commencement booklet, contact Graduation Services: (309) 438-2008

Birthdate

Contact Academic Records to change or correct your birthdate: (309) 438-2198

Social Security Number

You can change or correct your social security number in person or by submitting a form. Your social security number will be updated within two business days and other departments on campus will be notified of the change. Continue to use the old social security number until you receive notification that the change has been processed.

In Person

Stop by the Registrar office in 107 Moulton Hall.

Submit a Form

Complete the Social Security Number Change/Correction Form. Send your completed form via email, fax, or mail.

Email: Registrar@IllinoisState.edu

Fax: (309) 438-8652

U.S. Mail: Registrar Service Center
Campus Box 2202
Normal, IL 61790

What to Include for a Social Security Number Change

Include a copy of the following documents to change your social security number:

• social security number card
• a photo ID (driver's license, student or state ID, passport)

Citizenship

Students needing to update their citizenship status with the university can contact Registrar@IllinoisState.edu for information on how to make this update. The student will be required to provide U.S. birth certificate, U.S. passport, Naturalization Certificate, or Certificate of Citizenship to show proof of U.S. citizenship. 
Students with green cards or any other documentation to declare Permanent Residency or Temporary Alien should visit International Student & Scholar Services, 2nd Floor of Fell Hall. 

Employees needing to update their citizenship, or with questions about how this information is updated should reach out to HR@IllinoisState.edu or call the main line at (309-438-8587) with any questions. The Human Resources Office is located in the Nelson Smith Building, Room 101 and open weekdays (except for holidays and closures) from 8 a.m. - 4:30 p.m. 

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