MODULE(S) COORDINATION REQUEST
TRACKING NUMBER: 23
TITLE OF REQUEST: Documentation for Name Changes
DATE REFERRED TO MODULE(S) BY COORDINATOR: 11-16-04
MODULE(S) TO WHO REFERRED: Admissions, Registrar, FA, AR
DATE DUE FROM MODULE(S): Initial discussion on 11-19-04 MOCC call; Discussion on 12/17 04 call defers to ASCC
DATE RECOMMENDATION WAS SENT TO THE SYSTEM DATA ADMINISTRATIOR AND/OR AC GROUP FOR APROVAL, (IF APPROPRIATE):
Discussed by ASCC on 12/20/04 (FAD discussion of CIMO and AAI import)
RECOMMENDATION APPROVED YES NO
EFFECTIVE DATE OF CHANGE When resolved
Title of Request: ___Determining Documentation for Name Changes_____
Origination Point of This Request Admissions Module Coordinator, System Data Administrator
Coordination Recommendation from Module Coordinator:
On the 12/20/04 ASCC call, Marilyn Halgerson reviewed the Financial Aid discussions on the FAFSA import as it relates to the CIMO (Core Import Options) screen. The Financial Aid Directors came to the following conclusion: If the CIMO screen Name Field import options were set to Update Core when a name change was encountered, the import would overwrite all names and would not produce a report that identified the name changes. Also, a report cannot be generated from the system after the name change has been completed. Based on this information the Name Field was set to “Never Update Core” when a name change was encountered. FAFSA records that indicate a name change will not be imported but will go to the unconverted record file where the university will resolve the name change, obtain the needed documentation, and manually enter the record.
The Registrars Module supports the Financial Aid Director’s decision. During the AAI import or ESC data entry, a student’s name will not be changed if the student has academic history on Colleague. If the student does not have academic history records (was previously only a Prospect or Applicant) the name will be changed.
The Module Coordinator supports the discussions of the Financial Aid and Registrar’s Modules. During the AAI import or ESC data entry:
1. If the SSN number matches, a student’s name will not be changed if the student has academic history on Colleague (the student has academic history records with a Credit Type of xMI, xMIR, I, or IR). The AAI or paper record will be sent to the university who will obtain the needed documentation and will manually enter the record. The university will enter a comment on the student’s record, with a name and date stamp, so the university housing the name change documentation can be easily identified.
2. If the SSN number matches, and the student does not have academic history records (was previously only a Prospect or Applicant), the name will be changed.
This recommendation is in compliance with the AACRAO recommendation in “The AACRAO Record and Transcript Guide” which states on page 11:
“Documentation Needed for Name Change – Certified copy of a marriage license, court order, or dissolution decree reflecting the new name in full. For non-US citizens: current passport or official proof of identify, certified by US embassy abroad or by the appropriate foreign embassy in the US.”
End of Cooordinator Recommendation
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Explanation of Request:
Question to be resolved:
1. With appropriate match criteria, SSN, should the AAI process update a name in Colleague? Or,
2. Should official documentation always be required by the Registrar before a name change is performed?
From Carla:
What is the current practice for names changes in the university system? Do all universities require formal documentation before a name change is processed?
The Admissions Application Import (AAI) raises the following question:
1. What do we do when a name exists but the name coming in from a new application import is different?
For example, an individual already has applicant information in Colleague as Sally Nelson. During the import process, there is a SSN match but the name is now Sally Smith rather than Sally Nelson. Should the import process move the name “Sally Nelson” to the former name field? Since the information matched on the SSN, is that enough information to import the name change?
.
From Rose:
Should the name be changed during the AAI or should proof be required?
From the Registrar’s Module (11/10/04):
The Registrars discussed the procedure for changing names in the Colleague database, and all agreed that in order to be consistent system wide, documentation is required before the name is changed. Documentation can be, but is not limited to, a copy of a marriage certificate, a divorce degree, etc. before the name is changed. A copy should be kept in the student’s record - an imaged copy in Keyfile is sufficient.
This is taken from the Registrar Module Call minutes of 11/10/04. Let me know if you have questions.
Name Change Procedure
The registrars agreed that students (both former and current) who wish to have their name changed on their academic records must provide legal documentation for the change.
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This is the official current procedure:
2.13 Entering Name and Social Security Number Changes
Responsibility: University/ESC
Timeframe: Ongoing; Prior to enrollment reporting and grading
Note: Before making name and SSN changes, you must have a copy of legal documentation regarding that change. For example, marriage certificate, divorce papers or social security card. The application is considered a legal document for a name change because of the signature of the student.
Step 1 – Access the Biographic Information (BIO) screen
Step 2 – Enter the new information
Step 3 – Update the screen
· If this is a name change, a prompt will ask you if this is a birth change or other name change. If you know it is a birth name change, use B; otherwise use O.
Step 4 – If this was a change relevant to a marriage or divorce, access the Biographical Information (BIO) screen
Step 5 – Update the marital status
· If the documentation was a marriage certificate, enter M
· If the documentation was divorce papers, enter D
Step 6 – Update the BIO screen
Coordination Recommendation from Module(s):
Module:
Explanation of Coordination Reached:
Ranny to MOCC 12/17/04
MCR 23 will be discussed by ASCC - Marilyn will present the results of Financial Aid discussions of the ISIR import (FAFSA) as related to the new CIMO screen.
Sandy to Ranny 12/15/04
The Registrars continue to struggle with this issue. The consensus of the group is that documentation is required for any name change. We are uncomfortable with changing the name and then asking for documentation after the fact. So this changes what we talked about yesterday.
We need to understand the procedures for both the ISIR import and AAI import, what is checked and when. The procedures mirror each other up to what point or when do the procedures for the two imports become different?
Would someone at ESC and/or RIS be able to walk us through this?
Rick to Ranny 12/8/04
SDSU supports proposal #1 regarding MCR 23
Ranny to MOCC on 12/3/04
I have summarized the proposals for MCR 23 as discussed on our December 2 MOCC Conference Call. Please review the proposals below and give me your response no later than 5:00 p.m, Wednesday, December 8. Share these proposals with your module members and university personnel as appropriate. Call me if you have questions. Thanks, Ranny
MCR 23 Proposals:
Currently, when a common application is received, ESC will verify, through the Look Up procedures, if the student is the same as a student record that currently exists on NAE, even though the names may be different. After this verification, the name is changed on NAE and the previous name is move to the Former Name field. ESC considers the signed common application to be an acceptable legal document for justifying a name change. Admissions Personnel are in agreement with the current procedures. Registrars, after reviewing the AACRAO guidelines, believe a name change should be made on a student record that has academic history attached, only if the official documentation of a marriage license or divorce degree or formal court orders for gender changes is received. There is a consensus among the admissions and registrar personnel that the name change concern exists only if the student has previous academic history records.
The MOCC proposals are: (Choose one of the following proposals.)
- MOCC coordinator’s proposal (Mirrors the FAFSA import) - The AAI, after matching on SSN, will import the record (including the name change) to Colleague and will generate a report that lists, by university, which names have been changed upon import. ESC, to mirror the AAI process, will enter the name change and will notify the university of the name change made. The University may then contact the student to receive the appropriate legal name change documentation. This proposal assumes that the AAI and ESC processes will generate a report for students (with name differences) only if the student has previous academic history records.
- Registrar Module SME proposal - The AAI, after matching on SSN, will not import the records, for students who have academic history records, when the names do not match. These records will be placed in an unconverted record file that will be sent to the universities for resolution. At the time the name change is resolved, through the receipt of appropriate legal documentation, the entire application record will need to be manually entered by the university. The ESC process will mirror the AAI process – the application will not be entered and the name will not be changed if the student has previous academic history records. The common application will be sent to the University for resolution and data entry.