Name Change Information

"Preferred" Name Options for Students

Hawk Sync

Students have the ability to alter how their name appears in HawkSync (or OrgSync), our campus engagement network. Simply log in and change that information in your profile. And while you're at it, connect with the LGBTQ Center portal

Montclair State is currently in the process of updating our information systems on campus. In the meantime, HawkSync is manually updated about 5 times a year. During these updates, legal names can often replace where a changed name in the system. To override your legal name replacing your name listed in HawkSync, please complete this form

Student Information Systems

Currently, Montclair State University does not have options for "preferred" or used names in the Student Information System; however, the LGBTQ Center is working closely with the administration to provide access to "preferred" or used name options in systems the very near future. This means that legal names will appear on class rosters, student IDs, and in directories and transcripts at this time. Until access is available, the LGBTQ Center can assist you with contacting your professors to inform them of your correct name and pronouns. For assistance with this service, please email Dr. Sidney Gardner at gardnersi@montclair.edu and include your legal name, used name, and gender pronouns.

Faculty: Check out this great resource on how to make spaces more inclusive for trans and gender non-conforming students.

Canvas

We have the ability to change how your name appears in Canvas. For confidential assistance with this change, simply email the following to Dr. Sidney Gardner at gardnersi@montclair.edu: Your Legal Name, Your Used Name, Your NetID, and your CWID. Changes in Canvas typically occur within 24hours from the request from the LGBTQ Center.

E-mail

Currently, Montclair State University is unable to change how your name appears in the Student Directory without a legal name change. However, students who wish to change how their name appears when they send an email, can update that in Google. Here are the directions:

  1. Open Gmail on a computer
  2. At the top right, click the gear 
  3. Select Settings
  4. Click the Accounts tab
  5. In the “Send mail as:” section, locate the email address you'd like to edit
  6. Click edit info next to the address
  7. In the “Name:” section, specify what you'd like your name to be and click Save changes

"Preferred" Name Options for Employees

Hawk Sync

Staff and faculty also have the ability to alter how their name appears in HawkSync (or OrgSync), our campus engagement network. Simply log in and change that information in your profile. And while you're at it, connect with the LGBTQ Center portal

Montclair State is currently in the process of updating our information systems on campus. In the meantime, HawkSync is manually updated about 5 times a year. During these updates, legal names can often replace where a changed name in the system. To override your legal name replacing your name listed in HawkSync, please complete this form

Information Systems

Currently, Montclair State University does not have options for "preferred" or used names in the Information System; however, the LGBTQ Center is working closely with the administration to provide access to "preferred" or used name options in systems the very near future. 

Canvas

We have the ability to change how your name appears in Canvas! For confidential assistance with this change, simply email the following to Dr. Sidney Gardner at gardnersi@montclair.edu Your Legal Name, Your Used Name, Your NetID, and your CWID. Changes in Canvas typically occur within 24hours from the request from the LGBTQ Center.


Legal Name Changes

If you are a student at Montclair State University, you can legally change your name in New Jersey. Students must change their name legally before changing it through the Registrar’s Office. Changing your name is different in every state. If you are not from New Jersey, it is worth checking to see if the process is easier and/or less costly in your hometown.

These are the three main stages of changing your name:

  1. Fill out necessary forms to send to the court with a $200 filing fee made payable to Treasurer, State of New Jersey and a self-addressed envelope. Forms include a complaint, an order fixing the date of your hearing, a final judgment, and a case information statement .
  2. When the court returns the complaint and order fixing the date of hearing to you, you will be informed of which local newspaper in which you must publish your plans to change your name. This is to inform the community of your name change and give residents the opportunity to attend the hearing to formally object. This is most likely in the case of attempted fraud or avoidance of debt. The newspaper must publish the date of your hearing at least two weeks before it takes place. You will have to provide the court with proof that appropriate parties were notified of your name change, including a confirmation from the publishing newspaper, or an Affidavit of Publication. 

  3. You will appear in court at your hearing, and the judge will either grant or refuse to grant your name change. You will have to publish the final judgment in the newspaper within 20 days, which will cost an addition $10-12, and another Affidavit of Publication must be sent to the court, which costs an additional $15. You will then send copies of the certified final judgment to the Department of Treasury and the Registrar of Vital Statistics. You must notify the Department of Treasury within 45 days of the final judgment and include a $50 fee. You must also pay a $2 fee to the Registrar of Vital Statistics.

Every state and country has its own procedures, rules, and regulations. For those born in NJ, if you wish to order a corrected birth certificate, there is an additional $27 fee, and another $2 fee for each additional copy.  In order to change your NJ driver’s license, you must present a copy of the certified final judgment in person to the Motor Vehicle Commission within 2 weeks after the final judgment.

Please note, the description above is for changing your name on your birth certificate and driver’s license in NJ. If you are transitioning or have transitioned and want to change your sex on these documents, you can often do this at the same time. If you were born in Canada or the United States, here is a link that describes changing your sex on birth certificates http://www.drbecky.com/birthcert.html. It may be outdated, so it is worth double checking with the state or providence to see if the process is still the same. To change sex on your driver’s license in NJ, you have to fill out a “Declaration of Change of Sex Designation” application with the Motor Vehicle Commission. For other states, provinces, and countries, you will have to contact them individually to find out if changing sex on a driver’s license is possible and how that works.

It is possible to walk from the NJ Transit Trenton Station (72 S Clinton Ave) to the courthouse (175 S Broad St.); they are .6 miles apart, and it would take about 13 minutes. 

Directions:

  1. Head north on S Clinton Ave toward Barlow St for .1 miles.
  2. Turn left onto Barlow St.
  3. Walk .1 miles and turn right onto Market St.
  4. Walk .3 miles and turn right onto S Broad St. Destination will be on the left.