Source: Freepik
Names are important – they give us identity and recognition value. They simply belong to us.
Some of us don’t just have one first name, but several. In everyday language, however, they are not always used consistently. This is where the so-called preferred name comes into play. This is the name by which you are usually addressed.
In principle, a preferred name is automatically stored for each person in Identity Management. In the simplest case, the person only has one first name, which means that the preferred name is identical to the first name.
If there are several first names, the preferred name is initially automatically set to the first first name.
Whenever the preferred name is changed – i.e. also when the first name is entered – people with more than one first name are informed by e-mail and can take corrective action if necessary.
Which Preferred Name Is Stored for Me and How Can I Change It?
You can easily check this in IdM Selfservice! On the first page after logging in, you will see an overview of your personal data, including your preferred name.
If you have more than one first name, a pencil icon will appear behind the preferred name field. If you click on it, you can make one of your first names your preferred name. By default, the first first name entered in the ID card is set as the preferred name. However, you can of course change this at any time.
Overview of personal data in IdM Selfservice
Source: Own Illustration
If you only have a first name, you cannot change your preferred name. Only names that are documented as first names in the ID card are permitted as preferred names.
Why Is the Preferred Name Relevant?
Many automated processes and notifications are created in the day-to-day work of the university. If a name is used there, all first names are usually included. This is not absolutely necessary for daily business processes and many users are annoyed by this. Therefore, the preferred name should increasingly be used in digitized processes. Adapting this is quite complex, which means that older systems in particular have not yet been converted and this process may take a while.
RWTH’s Identity Management uses the preferred name for all new connections to other systems, if possible.
Exceptions to this are systems that require the full name, for example due to legal requirements.
Where Is the Preferred Name Not Used?
In processes where official documents are created or where the full name is required due to legal requirements, all first names are still provided for the system.
For students, for example, all first names are still used on the certificate of study and on the transcript.
For employees, the full name with all first names will continue to be used, particularly for communication with HR departments and the LBV.
You can find more information on changing personal data at on our documentation portal IT Center Help.
Responsible for the content of this article are Thorsten Kurth and Linda Stroh.
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