• Section 1 - Context/Overview
• Section 2 - Purpose
• Section 3 - Guidelines
• Data Entry of Student Names
• Appearance of Student Names on Documentation
• Change of Name
• Preferred Names
• Section 4 - Appendices

Section 1 - Context/Overview

(1) The University of Newcastle (University) has a diverse student population and the students follow a range of cultural naming conventions.

Section 2 - Purpose

(2) These guidelines provide instruction for the data entry and display of names according to naming conventions in Australia and the International Civil Aviation Organization’s (ICAO) standards for machine readable travel documents.

Section 3 - Guidelines

Data Entry of Student Names

(3) A student’s name that is to be entered into the administration system should be verified against a passport or birth certificate which clearly identifies the student’s primary and secondary identifiers.

(4) Where the name format is ambiguous on a passport, the Machine Readable Zone at the base of the details page should be referenced for primary identifier and secondary identifier(s). These will always follow the ICAO standard convention.

(5) Data entry of the student name must align exactly to the proof of identity (i.e. passport or birth certificate). The proof of identity must be verified by a staff member or Justice of the Peace. Data entry should be as follows:

1. the primary identifier must be entered into the ‘Last Name’ field;
2. the secondary identifier must be entered into the ‘First Name’ field; 
3. in circumstances where an applicant has only one name, that name must be entered in the ‘Last Name’ field, with a full stop entered in the ‘First Name’ field. This practise relates only to data entry into the student  enrolment system. No full stop will appear on the student's testamur; and
4. the order of name components is not to be rearranged according to any other naming convention.

Appearance of Student Names on Documentation

(6) The academic transcript and testamur will display the secondary identifier and primary identifier, in that order. The primary identifier will be capitalised.

(7) The Learning Management System and class lists will display, in order, the preferred name or secondary identifier and primary identifier.

(8) The Australian Higher Education Graduation Statement (AHEGS) will display only the secondary identifier and primary identifier, in that order.

Change of Name

(9) Students can apply for their name to be changed in the administration system when the student:

1. marries or becomes divorced;
2. changes their name by deed poll;
3. changes their name as a result of gender affirmation;
4. wishes to hyphenate their name;
5. identifies typographical errors from initial data entry or where there is a system error.

(10) All change requests must include documentary evidence of proof of identity.

Preferred Names

(11) The University will accommodate, wherever possible, a student's preferred name and pronoun. However, a student's legal name must appear on legal documents, such as transcripts and testamurs.

(12) The following links are available to assist with making requests to change University systems:

1. Ask UON Knowledgebase article – How do I change my name with the University?
2. 17000 Service Now Portal can be used to request an email address be updated with a preferred name.

Section 4 - Appendices

(13) International Standards for Passport Name Formats in the Machine Readable Zones