Lived Names In UCPath

Overview

As part of the Gender Recognition and Lived Name Policy, employees who use a lived name (defined by policy as a self-chosen, personal and/or preferred professional name used instead of a legal name) in UCPath will see their lived name displayed in “Name” fields throughout the system and that name will display to the employee, managers, campus transactors, administrators, and UCPath Center Staff. 

UCPath will allow you to include a lived name for the following:

  1. First Name
  2. Middle Name
  3. Last Name

If an employee has not indicated a lived name in UCPath, their legal name (first, middle, and last) will automatically populate the new Name fields in UCPath. Legal names will only be visible to authorized users and on pages where the use of the legal name is required. Anyone with access to a legal name is expected to keep the legal name confidential.

As part of this update, UCPath becomes the source system by which employees (faculty, staff, and student employees), affiliates, or volunteers can change their legal name and lived name. Names in UCPath will be visible and displayed to downstream systems on campus like Cal 1 Card, Campus Directory, bConnected,  Google, and Box accounts.

For more information on this policy and local efforts, please visit the UC Berkeley: Gender Recognition and Lived Name Policy website.

Additional tools and resources: 

  1. Lived Name - What to Expect - Managers and Employees

  2. List of Updated UCPath Online Pages

  3. Demo Video from June 14, 2023

  4. Upgrade- Lived Name Demo 6.16.2023 - Slide Deck

  5. Simulation UCPath Upgrades Walk-Through

  6. UCPC Lived Name on UCPath video

  7. Gender Recognition and Lived Name Policy: Guidelines for Handling and Protecting Sensitive Information

FAQ

Employees and Managers

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What is the difference between Name, Lived Name and Legal Name fields?

UCPath identifies legal name fields with the label ‘Legal’ (ex. Legal Name, Legal Last Name, etc.). Fields containing lived name information are simply identified as Name (without the ‘Legal’ prefix) - for example: Name, Last Name.

Legal Name Fields

Legal Name

Legal First Name

Legal Middle Name

Legal Last Name

Lived Name Fields

Name

First Name

Middle Name

Last Name...

How do I update my Lived name in UCPath?

Take the following steps to update a lived name in UCPath:

Log into https://ucpath.universityofcalifornia.edu

In the left panel, select Employee Actions > Personal Information > Personal Information Summary

Click the downward arrow in the Legal Name/Name section

Click on your name

In the top right, click on the gray...

What if I want to update my lived name in other systems?

UCPath will be the source system by which employees (faculty, staff, and student employees), affiliates, or volunteers can change their legal name and lived nameIf you currently use a name that is different than your legal first, legal middle, and/or legal last name in the Directory, your email, or other campus system, it will need to be updated in the...

Why is my middle name or middle initial showing up in the Campus Directory and email? How do I remove it?

The Campus Directory pulls information from the Name fields in UCPath, which includes your Lived First, Middle, and Last Name. Lived Name is the name you commonly use and may differ from your legal first, middle, or last name. If you do not commonly use your middle name in communications, you will need to update your lived name in UCPath to remove it from downstream systems.

If you have not added a lived name in UCPath, your Legal Name fields were...

How do I update my legal name in UCPath?

Take the following steps to update Legal Name in UCPath:

Log into https://ucpath.universityofcalifornia.edu

In the left panel, select Employee Actions > Personal Information > Personal Information Summary

Click the downward arrow in the Legal Name/Name section

Click on your name

In the top right, click on the gray Edit Legal Name/Name button

Update the Legal name...

How many times can an employee change their lived name?

There is no limit to the number of times an employee can change their self-chosen name.

If I change my legal name, will it also change my lived name?

No, a change in legal name will not change the lived name. Once a legal name is updated, the lived name cannot be changed until the legal name change is approved.

Is there an approval required to change lived name?

No, there is no approval required to change lived name. Changes to your self-chosen name will be reflected in the system immediately.

Changing a legal name does require approval through UCPath.

What characters are accepted in UCPath for lived name?

The new Name field will accept some special characters (such as hyphens.) Refer to the list of allowed special characters for details.

(Apologies to the artist formerly known as Prince.)

What UCPath pages and documents will retain legal name?

Some of the following pages are only visible to employees, some that are visible to location transactions, and some pages that are visible only to UCPath Center may still show legal name.

UCPath Pages:

Job Data

Modify a Person

Workforce Job Summary

General Deduction Entry Update

Review Paycheck

Review Paycheck Summary

CA State - W4

Federal Withholding

Add Dependent

Admin Verification of Employment...

Will UCPath capture lived name for dependents?

No, lived name will not be captured for dependents.

What if a manager sees a name on the manager dashboard they do not recognize?

Managers should contact their Region with any questions.

I updated my middle name in UCPath why am I not seeing it?

UCPath only displays the lived first and last name throughout the system. Lived middle name is only visible and displayed in your personal information summary within the Edit Legal Name/Name page. Although your lived middle name will not be visible on the screens within UCPath, that information will be sent downstream to campus (e.g., Campus Directory and bMail).

...

Transactors

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Why is it important to use a person’s lived name? Why might some individuals use lived names and not legal names?

For most people their legal name will match their lived name, but for some people their legal name is different than their lived name. It is important to use a person’s lived name because:

Using correct names and pronouns shows respect, acceptance, and honors individual agency.

Names hold meaning and value and are an essential part of our identity.

Names are a core part of how we are introduced and how others understand us.

For transgender and nonbinary...

As a transactor, how do I know if I am searching/transacting on the right employee?

Name fields in UCPath will refer to a person’s lived name.

Legal Name fields in UCPath will refer to a person’s legal name.

Screenshot of the options under Find an Existing Value.

The best way to search for employees in UCPath is to use the UCPath Employee ID, also known as EMPLID. Transactors should use the name...

How do we handle the hiring process moving forward?

Each region should have reevaluated their hiring process and made changes to their data collection forms. If someone gives us a lived name at the time of hire, you can enter that information directly into the template. If they do not provide one, enter the Legal Name (and a process will run to copy that into the Lived Name fields.) The new employee can always log into UCPath and add a lived name at any time. It is crucial to protect a person’s legal name the same way we protect SSN (Social Security Number).

What pages and documents will retain legal name?

UCPath Pages:

Workforce Job Summary

Job Data

Modify a Person

General Deduction Entry Update

Review Paycheck

Review Paycheck Summary

CA State - W4

Federal Withholding

Add Dependent

Admin Verification of Employment

Search for People (Search/Match)

Documents:

W-2, W-4, Paycheck

Employment Verification Form...

Will reports via Cognos or other systems be updated to show Lived Name even for periods prior to Go Live?

Historical data or already generated historical Cognos reports and UCPath PDFs can’t be changed and will show the same data as before.

Cognos Reports were modified to display Lived Name. Any Cognos report run after the lived name is updated will display the lived name.

Will pronouns be implemented in the UCPath system as part of this project?

Pronouns will be implemented in the UCPath system as part of a separate UCPC Roadmap Project, intended to be implemented in 2024.

What will the name fields look like on Smart HR Transactions?

The name fields will be labeled on the Smart HR Transaction page and all UCPath pages as:

Name = A person’s lived name

Legal Name = A person’s legal name

Note: If you are doing a concurrent hire, rehire, or transfer, the name fields display Lived Name. If you are processing a brand new hire, you can also enter an employee’s legal name at the time of hire, in addition to a lived name.

Will transactors receive a notification if an employee changes their name?

No. The name will just change in the system.

What do I do if I think I need to know someone's legal name? How do I ask for a legal name?

If your role involves working with information or records that require you to request a legal name, it is important that this is done respectfully, discreetly, and with empathy.

Analyze if there are any other unique identifiers that you can use to confirm identity (employee/student ID number, street address, phone number, email etc.)

Confirm that you are authorized to ask an employee for their legal name and that it is necessary for the business operation you are facilitating.

Ensure...

Do we need to start asking for legal name prior to the hiring process?

Prior to the hiring process, set the expectation that their name, legal name, and documentation will need to be provided at the time of hire. Ensure you are referring to employees by their lived name at all times, and inform them that legal name is only required to ensure benefits and payroll information and employment verification are set up correctly.

Do Hire Templates allow lived name entry in addition to legal name?

There are fields for both Name and Legal Name on the Hire template. If you know an employee’s (lived) name at the time of hire, you can enter that information at that time. Otherwise, you can leave the fields blank and the system will copy over the Legal Name into the Name fields. Later, once the employee is active in UCPath, they can update their information through UCPath Online or a Personal Data Change Template can be submitted on their behalf.

Do offer letters contain the employee’s legal name?

Offer letters do not mandate legal name, and are addressed to the employee with their lived name.

Will there be issues with I-9 Document Verification?

The I-9 tracker process will remain as is. I-9 tracker uses legal name.

Is there any sensitivity training available?

Please review trainings from the Office of the President: Gender Recognition and Lived Name Policy: Guidelines for Handling and Protecting Sensitive Information

How can you search for name with accented and special characters?

At this time Lived Name does not accommodate searching for accented and special characters. It is recommended to search by the employee's ID as much as possible, but if it is necessary to search by name, there are a few strategies you may use:

Create the text in Microsoft Word (using the insert symbol function) or Google Docs, and copy/ paste into UCPath. Use the...