Personal Data Change Process
Justin Aakre
Former user (Deleted)
Summary
Personal data, such as your name, is stored in Banner and is displayed across many platform, such as directory, Gmail, and MyBethel. Bethel community members who would like to change their name have many options upon name change. The purpose of this article is to guide users through the name change process and let users know the different resources available to them. The article will be broken into the following sections: personal data change, email alias change, and username change. Please keep in mind that any update to Banner can take up to 48 hours to sync across all mediums.
Summary
If and when a Bethel community member would like to change their name or address in our database, there are a few different routes to take. These routes are determined by the current role with Bethel.
Student Changing Name or Address:
If you are a student and wish to change your name or address in the Bethel database, you may fill out the Change of Data Form. This form will inform the Office of the Registrar of the information change and give all necessary information to make this change.
If your name has been legally changed, a copy of relevant legal documents should be submitted to registrar-data@bethel.edu.
Students Restricting Disclosure of Information
If you are a student and do not wish for your information to show up in Bethel directory, you have this right as governed by the Family Educational Rights and Privacy Act (FERPA). You may submit the Directory Information Public Notice and Non-disclosure form. This form can be dropped off at the Office of the Registrar (located in Townhouse M, Level 1), emailed to registrar-data@bethel.edu, or mailed in to the Office of the Registrar.
If you set a privacy flag on your account, your email alias will not work properly as this contains personal data.
Staff & Faculty Changing Name or Address:
If you are a staff or faculty and wish to change your name in the Bethel database, please reach out to Human Resources by emailing bethelhr@bethel.edu. Please provide your Bethel ID number, as well as which data has changed, whether that be your name or address. If you are a staff or faculty and wish to change your address in the Bethel database, please fill out the Change of Address form on HR's webpage.
Staff Restricting Disclosure of Information
If you are a staff and do not wish for your information to show up in Bethel directory, Human Resources is able to set a privacy flag on your account. Please email bethelhr@bethel.edu stating that you wish for a privacy flag to be set on your account.
If you set a privacy flag on your account, your email alias will not work properly as this contains personal data.
Faculty Restricting Disclosure of Information
If you are a faculty and do not wish for your information to show up in Bethel directory, Academic Affairs is able to set a privacy flag on your account. Please email the proper school:
CAS cas-academic-affairs@bethel.edu
CAPS/GS pnixon@bethel.edu
Seminary sem-academic-affairs@bethel.edu
If you set a privacy flag on your account, your email alias will not work properly as this contains personal data.
If a Bethel employee needs to have their job title changed, they can do so through the following processes:
- Staff can contact their supervisor
- CAS faculty can contact Academic Affairs
- CAPS/SEM/GS faculty can contact Academic Operations
All Bethel community members have an email that is linked to their account taking the format of username@bethel.edu (E.G. abc12345@bethel.edu). Email alias options are available to allow your email to more accurately reflect your name. These options can take several forms using a combination of first name, middle name, last name, and initials. If you would like to create or update your email alias, please reference Changing My Bethel Email Address. Please note that if you are looking to change your email alias after a name change, you need to deactivate your current email alias before reserving a new alias. Also note that IAM may take up to 24 hours to sync the data after a name change to provide alias options that include any new data.
If another user has emailed you prior to your name change, that user may have saved your contact information. That user will need to manually delete you from their contacts for Google to update the contact information.
If the name did not update in your Google profile, it is possible to override the Google+ profile.
- Log into your Bethel email.
- Click on the grid icon in the top right corner of the screen. A menu will expand.
- Find and double-click on the Google Plus icon (a red circle with a white “G+” in the center).
- Hover the cursor over the “home” button, located on the upper left side of the screen.
- Click on Profile to navigate to your page.
- Once on your profile page, click on your name. A window will appear.
- Type in your desired name and press “save” to change your name on your Bethel email and Google products associated with your Bethel account.
Bethel community members have the option of changing their Bethel username to more accurately reflect their current name. This is done in very rare circumstances. The username will take the current username format (E.G. abc12345). All emails, all data on BSP-NAS, and all data in the Google Drive will be unaccessible, unless previously stored. The process may take up to 3 weeks to fulfill. This process will effectively create a new person in our system; much of any previous access will need to be manually restored. This will be done on a as needed process. This process will only affect Bethel systems that use your current username and password. This will not change any logins not managed by Bethel IT. There may be other side effects of creating a new username as well.