Accounts: [Employees] How to Change Your Email, User ID, Chosen Name, Pronoun within University Systems

Employees at the University are able to change their email, legal name, chosen name, and pronouns across University systems. This article gives instructions on how to change this information.

Before You Begin:

• These instructions apply to employees at the University.
• If you are an student at the University, follow the instructions in this knowledge base article:  Student Name Change.
• Changes to your email address apply to the following systems:
  • WorkdayHR, O365 (email directory), University Directory (People Finder), Archibus, Library, Campus Health, Cardinal Card, Blackboard, Identity Management, Student System, and Adobe.
  • Email is prioritized for use within most systems unless userID email is required for sign-in.
• Changes to your chosen name apply to the following systems: 
  • WorkdayHR, O365 (email directory), University Directory (People Finder), Library, Campus Health, Cardinal Card, Blackboard, Identity Management, Campus Solutions, Canon Print, CardBox, Adobe, and Course Evaluations.
  • Chosen name is prioritized for use within most systems.  If you have a pending legal name change, you will not be able to complete a preferred name change until the legal name change is approved.
• Changes to your pronouns apply to the following system:
  • WorkdayHR.

Instructions

Email

1. Go to ULink.
2. Scroll down to the bottom of your screen.
3. Under RESOURCES, click EMAIL ADDRESSES.
4. LOG IN to ULink with your userid and password.
5. Under "Your Chosen Nicknames Include", update the RECIPIENT NAME to the name you want to use. Use the format firstname.lastname. If your current "Recipient Name" includes a number at the end, add that to your new "Recipient Name" (e.g., if your current recipient nickname is john.smith.1 and you wish to change your email nickname to match your new name "Jane Smith", enter "jane.smith.1" as your new recipient name.)
6. Click SAVE.

 

User ID

1. Request a change by going to: Authentication Provisioning.
2. Under the "Security Area" dropdown menu, SELECT "Identity and Access Management".
3. Under "Service", SELECT "Authentication Provisioning".
4. Under "Service Offerings", SELECT "Request UserID Name Change".
5. ADD a short request summary.
6. ADD a description of your request. Be sure to include your current user ID, the reason for the user ID change, and your name.
7. Click SUBMIT.

 

Chosen Name

1. Go to Workday.
2. Click SINGLE SIGN ON.
3. LOG IN using your UofL login credentials.
4. On the Workday home screen, SEARCH "Change My Preferred Name" by clicking the magnifying glass at the top of the screen.
5. SELECT the "Change My Preferred Name" task from the dropdown menu that appears.
6. DE-SELECT the check box if your preferred name is not the same as your legal name.
7. CHANGE the name fields to reflect your preferred name. Do not change your middle name or middle initial(s). If you go by two names, add that to the "Preferred First Name" field; and leave the middle name field blank.
8. Click SUBMIT.
9. Refer to the Workday Inbox to view the new TO DO item. If needed, get a new ID card from the Cardinal Card Office; and change your email and chosen name.
10. Click SUBMIT on the To Do in the Workday Inbox to remove the item from your list.

 

Pronouns

1. Go to Workday.
2. Click SINGLE SIGN ON.
3. LOG IN using your UofL login credentials.
4. On the Workday home screen, SEARCH "Change My Personal Information" by clicking the magnifying glass at the top of the screen.
5. SELECT the "Change My Personal Information" task from the dropdown menu that appears.
6. Click on the PRONOUN section to edit it.
7. Use the dropdown menu to SELECT your preferred pronouns.
8. Click SUBMIT.
9. In the pop-up that appears, CLICK "To Do"; or refer to the Workday Inbox to view the new TO DO item: "Update your profile display preferences To Do".
10. CLICK "Change Public Profile Preferences".
11. CHOOSE whether your pronouns will display on public profile cards. Use the dropdown next to "Pronouns" to make your selection. Selecting "Show to all" will make your pronouns visible to all Workday users who visit your Worker Profile.
12. CLICK "OK" to complete.
13. Return to your Workday Inbox to SUBMIT your "To Do" to mark as complete.

 

Outcome

Your email, chosen name, and/or pronouns will be updated across various University systems as an employee.  

Need Additional Help

• Legal Name & Preferred Name - Please refer to this HR article Change Legal and Preferred Names,

• Contact the ITS HelpDesk: Call 502-852-7997 during business hours:
  • Monday through Thursday: 6:00am – 10:00pm
  • Friday: 6:00am – 5:00pm
  • Saturday: 7:00am – 5:00pm
  • Sunday: 10:00am – 10:00pm
  • University Holidays: 7:00am – 5:00pm
  • Closed on Thanksgiving, the day after Thanksgiving, and Christmas.
  • If you have an emergency during off hours, call the HelpDesk to be transferred to an on-call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.
• Live Chat: Chat with the ITS HelpDesk at  during business hours.
• Submit a Ticket: Use the self-service portal to log requests or check the status of existing tickets.
• In-Person Support: Visit the iTechConnect 1:1 help located on the lower level of the Miller Information Technology Center, Belknap Campus, during business hours