Personal details: What we'll update

Once you’ve submitted the form, we’ll update your details in as many systems as possible. We’re still developing how we display your personal details in our systems, but if you notice that a system you use isn’t updated, reply to the confirmation email after you’ve submitted the form or contact Monash Connect.

Legal name

We’ll update your legal name in our student database and in all Monash University systems. Just make sure you’ve also changed your name with the Australian Taxation Office, Centrelink and the Unique Student Identifier (USI) registry (if relevant) – see what you’ll need to update for details.

After your legal name has been updated in our systems, your new legal name will be on any official academic documents issued from that point on. If you already received an official academic document with your old name on it, you’ll need to request a new one.

Preferred first name(s)

Your preferred first name(s) will be recorded in our student database, and displayed in a number of Monash University systems (instead of your legal first name). We’re still working on getting your preferred first name displayed in many of the Monash systems you use, but we’ll update your first name in as many places as we can.

There are a few systems and documents that will still need to display your legal first name (instead of your preferred first name), such as:

• official academic documents, including your academic record (transcript), and testamur (if you change your name, you’ll be able to update your name on your testamur before you graduate or request a replacement testamur)
• your Commonwealth Assistance Notice (CAN)
• the eAssessment platform (staff will be able to see your preferred first name and your legal name)
• your M-Pass (student ID) – your M-Pass can be used for official identification, so we won’t be able to use your preferred name.

Systems with preferred name

The following systems will be updated with your preferred first name(s):

• Allocate+
• Compulsory Units Portal
• eAssessment platform (eExams) – keep in mind that we won’t be able to update your personal details on this platform during the final assessment period
• Equella
• eSolutions Service Desk
• FLUX
• Google Workspace (including Gmail)
• InPlace
• Juvo
• Microsoft Office365
• Monash Student Booklist
• Monash Study mobile app (iOS and Android)
• Moodle
• Monash University Accommodation StarRez Portal
• MyEquals
• Okta (MFA)
• Panopto
• Poll Everywhere
• SETU
• Student administration forms (e.g. course advice, special consideration, timetabling help form and applications for deferred assessments)
• Web Enrolment System (WES)

Google Workspace

We’ll update your student email address (if you’ve opted to change your Monash username). Keep in mind, your display name and email address won’t be updated in any existing email chains, so it’s best to start a new email thread with anyone you’re corresponding with, rather than replying to an old email.

MyEquals

You’ll need to update your display name in MyEquals (select Profile settings > EDIT NAME).

Microsoft Office365

If you use Microsoft Outlook on your computer, mobile phone or other device, it won’t update automatically.

To change your display name in Outlook:

1. Go to File > Account Settings > Account Settings.
2. Select the email account that you want to change, and click Change.
3. Under Account Settings, change the name that displays when you send email by updating the Your name field.

If you’ve opted to change your Monash email address, you’ll need to update this in Outlook. For help, reply to the confirmation email after you’ve submitted the Change Your Personal Details form (or contact Monash Connect).

Other systems

There are a few systems that may need to be manually updated with your preferred name:

• Adobe Creative Cloud
• Engineering Software Catalogue
• Financial Times
• Lynda
• Monash University Accommodation Resident Portal
• Microsoft Outlook on your devices (e.g. if you use the Outlook app on your phone/iPad for email)
• Qualtrics

If you use any of these systems, reach out to us (by replying to the confirmation email after you’ve submitted the form) and we’ll help you update your personal details.

Pronouns

Your pronouns will be recorded in our enquiry management system, so staff members can use your pronouns when referring to you internally (if you submit an enquiry). At the moment, your pronouns won’t be displayed in any student systems or to teaching staff, but we’re looking into this.

Gender

Your gender will be recorded in our student database and some of our other systems, for example, our enquiry management system.

The University is required to report gender information in our student database to the government.

Communicating with teaching staff

It's a good idea to contact your teaching staff to share your pronouns, and let them know you've changed your name, or nominated a preferred first name(s).

If you're affirming your gender, you can find information, help and support on letting your lecturers and tutors know on our gender affirmation page.