At the University of York we treat members of our community with empathy and respect. As such we will use individuals' known-as name and title where possible. Details of how to update your records are below:

Changing your title

You can change your title (e.g. Mr, Miss, Mrs, Ms, Mx etc) in MyView and you do not need any documentation. If you wish to change your title to Dr, you will be asked to supply a copy of your Doctorate certificate to HR.

Using a known-as name

You can record a first name or surname you wish to be known as under the ‘known-as’ fields within MyView. Once you input a ‘known-as’ name the University will use this name in HR Correspondence, and the People Database. The Staff Directory will also use this name instead of your legal/formal name.

Your legal/formal name will still be used for some processes such as payroll, pensions and HMRC purposes.

Changing your formal/legal name

You can request a name change by contacting HR Enquiries - hr-enquiries@york.ac.uk.

We will need to take copies of your original documents showing the change such as marriage certificate, statutory declaration, deed poll, decree Absolute, or birth certificate.

Additional information is available to trans staff who wish to alter their name and/or gender in the Practical Issues section of the Guidance for trans staff web page, including an optional confidential route that does not require contacting HR via the HR Enquiries team inbox.

Changing your email/IT Account

Once you have created a known-as name within my view you can request your email address/google account is updated by contacting IT Services. More details are available on the IT services web page titled How to change your name on your University account.

Additional information for trans staff who wish to change their email/IT account is available in the Practical Issues section of the Guidance for trans staff web page, including an optional confidential route that does not require contacting IT services via their team inbox and will put you in touch directly with an individual.

Updating your bank account details

Details on how to change your bank details are available on the Payroll web page, under the sections titled Getting Paid, then Your Pay.

Requesting a new staff card

If you require a new ID card, fill out this form: University Card for staff - request form.

Additional information for trans staff who wish to change their staff card is available in the Practical Issues section of the Guidance for trans staff web page, including an optional confidential route that does not require completing the request form that goes to a team of people rather than to an individual.

Associate Records

If you have an 'Associate' record, contact your departmental People Database Administrator to update your name/title in that record.

Casual workers

You can change your name or input a known-as name in the personal details section of your profile on Dashboard. If you have changed your legal name, you will still need to show your name change document(s) to HR.

If you have changed your title or name on your bank account, you must also update the bank account section of your Dashboard profile.

Please note that both your legal and known-as name will be visible by the hiring managers when selecting workers on Dashboard.

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• Approved on: 1 July 2025