Email address/username change requests

Individual Bethel email addresses and usernames must correspond to the persons legal or preferred name in the ERP system. For new accounts or changes, we will use the name as listed in the online directory for determining account naming. Any changes must therefore be preceded by a request to the appropriate office to change the data there.

• For staff & faculty: Name information is maintained by HR
• For students: Name information is maintained by the Registrar
• For alumni: Name information is maintained by Constituent Relations (formerly Alumni & Parent Services)

Examples of reasons for preferred name changes are nicknames or abbreviations, using a middle name, using only a part of a hyphenated or long last name. Legal changes such as after marriage should be made with a legal name change, but may also have a corresponding preferred name change in some cases.

Once the correct name shows up shows in the online directory, the person requesting the change should contact the ITS Help Desk directly. ITS cannot make the change until the name change is completed in the ERP. We will need to know that the user knows and is OK with:

• The old address will go away
• The username will not change, only email (it is no longer feasible to do this within our systems)

Each person can only have two email addresses - one being their normally published alias form, the other being the username format. Those requesting a name change should know that their old email addresses will continue to forward mail to the new address for a short time, but will go away after approximately six months. We cannot keep the old addresses around indefinitely.

The email alias portion of the policy will change somewhat when a self-service system is put into place. Please reference this article rather than quoting this information elsewhere.