NOTE: Students should submit ALL requested documents for the specific change(s) along with the Student Personal Information Update form.
ACCEPTABLE GOVERNMENT ISSUED PHOTO ID
Government issued Driver’s License
Government issued Identification Card
United States Passport or Passport Card
Foreign Passport
Immigration & Naturalization Card
SENTRI Card
Military Identification Card (can only be viewed; do not make a copy)
High school identification card with date of birth
If there is no birthdate on high school ID, student should also submit:
high school transcript with date of birth;
OR another acceptable photo ID with date of birth
KEY
CDL: California Driver’s License
CID: California Identification Card
PRCRD: Permanent Resident Card
MCERT: Marriage Certificate
BCERT: Birth Certificate
NCERT: Naturalization Certificate
SSCRD: Social Security Card
SSN: Social Security Number
HSID: High School Identification Card
F: First Name
M: Middle Name
L: Last Name
MD: Maiden Name
MIL ID: Military ID
PSPRT: US Passport
For Out of State IDs: Input state abbreviation before DL or ID
Example: CO-DL: Colorado Driver’s License
NAME/DATE OF BIRTH CHANGE
To start this process, the student must complete and submit the Student Personal Information Update form, together with the necessary documents.
Name Change due to marriage/divorce:
Marriage Certificate or Divorce Decree
Government issued photo ID with new name
Name Change due to Naturalization/Citizenship
Original Naturalization Certificate
Petition for Name Change from US Citizenship and Immigration Services
Government issued photo ID with new name
Name Change through Court request
Court decree with new name
Government issued photo ID with new name
Long or Foreign Name Change (Example: missing middle name)
Government issued photo ID with current legal name
Date of Birth Change
Birth Certificate
Government issued photo ID (birth certificate and photo ID DOB must match, if DOB does not match, refer to supervisor)
Note:
If student is unable to provide the required documentation, refer to supervisor.
Social Security Card is not required for name change requests.
Perform Search/Match (Refer to Job Aid for steps)
Process Name Change or Date of Birth Change in Add/Update a Person (Refer to Job Aid for steps)
Students with only one name: Enter the name as both first and last name.
Example: John, John.
Note all received documents in Person Comment Entry (refer to key for abbreviations)
Name Change:
DOB Change:
Long or Foreign Name Change:
*F: First Name; M: Middle Name; L: Last Name
GENDER MARKER AND NAME CHANGE
Due to the sensitive nature of this process, refer all Gender Marker and Name changes to the District Office, Student Services Supervisor. The District Office will be responsible for making changes to gender marker and annotating the files as appropriate.
Comment on Person Comment Entry will read “AKA on file at the District Office” when the update is made.
To start this process, the student must complete and submit the Student Personal Information Update form, together with the necessary documents.
Petition for Change of Name and Gender form from the court, government issued photo ID with new name and Social Security Card with new name
Comment on Person Comment Entry will show the following:
SOCIAL SECURITY NUMBER OR INDIVIDUAL TAXPAYER IDENTIFICATION NUMBER (ITIN) CHANGE
Submittal and noting of documents in Campus Solutions is done on campus. Change of Social Security number or Individual Taxpayer Identification Number (ITIN) is done at the District Office.
To start this process, the student must complete and submit the Student Personal Information Update form, together with the necessary documents.
Government issued photo ID with name and date of birth; AND one of the following:
Social Security Card
Letter from Social Security Administration indicating Social Security number
Letter from IRS indicating Individual Taxpayer Identification Number (ITIN)
Military DD-214
Social Security Acknowledgement Form (*This form is a declaration by the student that they do not have an SSN. This does not apply to students that do not have a copy of their Social Security card.)
Note: If name on Social Security card is completely different from government issued ID, refer to supervisor.
Perform Search/Match (Refer to Job Aid for steps)
Note all received documents in Person Comment Entry
For confidentiality purposes, only enter the last four digits of the SSN.
