Effective January 1, 2024, the Office of Medical Education will comply with the University of California Gender Recognition and Lived Name (GRLN) Policy to support promotion of an inclusive environment. Compliance with the GRLN policy will be operationalized through the Office of Medical Education Identity Change Request process. Upon completion of this process, all identification documents and displays of personal identification information will show the accurate gender identity and preferred/lived name for School of Medicine students in systems, settings and situations that do not require a person’s legal name and where the ability to update a student's identity is possible within the system.

Note:

Systems managed outside of the Office of Medical Education, e.g., UCI Health, AAMC, etc., will need to be updated via their respective processes if they exist.
A system that is managed by the Office of Medical Education may offer the ability for students to edit their own GRLN-related information. If a student makes an update outside of the Identity Change Request process (described below), compliance with the GRLN policy cannot be maintained.
A system that is managed by the Office of Medical Education may not offer the ability to display GRLN data as desired.

Definitions

Preferred Name: A preferred name is a name that you choose to use in place of your legal name on certain university related records or documents. The preferred name option lets students change their first, middle, and/or last name in many university information systems without pursuing a legal name change. To specify or change a preferred name, visit Preferred Names.

Legal Name: Students may change their legal name on UCI records. Legal name changes require supporting documentation that must be submitted to the university Registrar’s Office, along with a Legal Name Change form. For information on Legal Name Changes and to access the name change form, visit Request a Change of Legal Name on UCI Records.

Identity Change Request (ICR) Process

Office of Medical Education Identity Change Request Form

Students submit the ICR form above.
The ICR form is reviewed by the UCISOM Registrar to confirm that the requested change was processed and updated in the UCI campus registrar system.
After verification by the UCISOM Registrar, the Med Ed Student Record System (SRS) will be updated to reflect the requested changes.
The following offices will be notified that an SRS update has been made:
1. Division of Educational Technology
2. Office of Curricular Affairs
3. Office of Student Support.
Updates to the systems under the administrative control of the Office of Medical Education will be made accordingly. Note that it may take time for changes to propagate through this process.

Legal and preferred first names will be displayed in the following Office of Medical Education systems:

LOCATION (effective 1/01/2024)	PREFERRED NAME	LEGAL NAME
AAMC systems, e.g., Student Record System, Visiting Student Learning Opportunities (VSLO), Electronic Residency Application Service (ERAS)**		X
Admissions records		X
Academic & Career Advising records (SOM)	X
Class Rosters	X
Commencement*	X*	X*
Diploma*	X*	X*
Office of Financial Aid		X
Office of Medical Education records	X	X
Physician Licensing Documents (for state medical boards)		X
Transcripts (Official and Unofficial from UCI Registrar)*	X*	X*
UCI ID Card/School of Medicine Badge	X
Verifications (SOM)*	X*	X*

* Student has option to choose which name appears

** System will accept both names

Legal and preferred first names will be used when mailing to the following addresses:

When Mailing To:	UCISOM Will Use Your:
Emergency contact	Name of emergency contact
Local mailing	Preferred first name
Parent	Parent's name(s)
Permanent	Preferred first name
Diploma mailing	Name as printed on diploma
Employment address (paycheck)	Legal first name

RELATED POLICIES, FORMS AND LINKS

University of California Gender Recognition and Lived Name (GRLN) Policy
UCI Office of Inclusive Excellence Gender Inclusive Campus
UCI University Registrar Preferred Names
UCI University Registrar Request a Change of Legal Name on UCI Records

Last approved by Office of Medical Education: July 16, 2024