Process for Changing Record of Name and Gender
Department for Equity and Diversity
HHN is committed to addressing the needs of trans*, inter*, non-binary, and queer students as effectively as possible.
On Queer at HHN, we provide more information about our different initiatives for queer students, inspiring events, supportive counseling services and much more. Regardless of whether you are part of the LGBTQIA+ community yourself or are committed to an inclusive society.
The process for changing record of (first) names and/or gender for students proceeds as follows:
1.
To apply for a change in the record of name and/or gender, the student must either provide relevant documentation (e.g., a copy of the new ID card or a document certified by the civil registry) or complete the application form as self-disclosure.
The form must be confirmed for accuracy with a digital or handwritten signature.
2.
The change can be carried out independently through the eCampus/HISinOne portal under 'My Studies' -> 'Applications' -> 'Change Personal Data.' There, the student can modify the following information:
- First name
- Gender entry
- Component of the last name/family name
Note: Please don't be confused by the fact that the portal does not explicitly mention that the "Application form for changing the record of (first) name and/or gender" should be uploaded at this point. The same portal is also used to handle changes to other personal data such as changes to surnames after marriage or citizenship.
For changes to the first name, record of gender, and/or last name, a separate application must be submitted through the eCampus platform. With each application, the corresponding proof or the linked HHN application form must be uploaded. The university accepts the application form as self-disclosure, allowing students to be recorded under their preferred name and/or gender entry even before the official change.
If preferred , the passport photo stored in the system for the student ID card can also be updated. This can be done concurrently with an application in eCampus under 'Other Documents' and should be noted in the comments section with, for example, 'Please update passport photo.'
3.
Two weeks after submitting the application in eCampus, it is advisable to check whether the changes have been implemented. Once the changes have been made, students have the following options:
- Requesting a new student ID card independently from their respective Registration Office, following the same procedure as in the case of a lost card.
- The responsible clerk in the Registration Office will inform the Computer Centre (Rechenzentrum) about the changes. The displayed name and gender entry will be adjusted by them. Please note that the login name remains unchanged.
- Students at the Bildungscampus should apply for the new student ID card through the Payment Portal, following the same procedure as in the case of a lost card.
- Previously issued documents (e.g., already awarded bachelor's certificates) can be reissued through an informal request to the respective contact person at the Examination Office (contacts).
FAQ - Frequently asked questions:
Prior to legal name/gender change
Yes, you only need to fill out the application form as self-disclosure.
Yes, you only need to fill out the application form as self-disclosure.
Your legal name is always required. This applies in particular to the application process, enrollment records, transcripts, and degree certificates. For example, we cannot issue a degree certificate with a different name. However, your correct name and gender are used across all areas (university account, student ID card, etc.)
Updating Your University Records
If you have changed your surname after a marriage or divorce, you can change your surname in the eCampus system at hispro.
There you can select the reason "New family name / surname" under "Home" -> "My studies" -> "Applications" on "Change of marital status / application for part-time study" and upload your copy of the marriage certificate/other certificate. Your request will then be processed. This can take up to two weeks. There may be delays during the lecture-free period and at the start of the semester, so we ask for your understanding.
If you have any further questions about changing your (family) name, please contact the relevant Registration Office:
https://www.hs-heilbronn.de/en/contact-registration-office
No. However, it is recommended that you use the supplementary ID card from the dgti (Deutsche Gesellschaft für Transidentität und Intersexualität e. V.) if you are using the semester ticket and your name change has not yet been completed. This helps to explain the discrepancy between the name on the semester ticket and the name on your identity card/passport.
As a rule, you should allow the Academic Department a processing time of two weeks. If this period is exceeded, please contact the relevant Registration Office.
Existing Records
There haven’t been any problems so far.
A discrepancy could only really arise if the student changes their name or gender during the examination period and an examiner had drawn up an attendance list before the change (and has not updated that list).
Therefore, the best way to prevent this is to enter the change in HIS either before or after the examination period.
Should problems nevertheless arise, the change can be verified by providing proof of the name change or other relevant documentation.
Providing evidence of the name change or other relevant details makes the change verifiable for Heilbronn University.
Yes, your passport photo stored in the system can be updated if you wish: Please upload your new passport photo at the same time as the proof of name and/or gender entry change (or the application form) under "Other documents" and add the comment "Please update passport photo" when you submit the application in the eCampus/HISinONE portal.
Further Links
To avoid problems with identity checks on public transport, we recommend that students also apply for a "Ergänzungsausweis" (supplementary ID) from the Deutsche Gesellschaft für Transidentität und Intersexualität e. V. (dgti).
More Information
In addition to trans*, inter*, non-binary, and queer students, the following reasons can also be decisive for a name change and can therefore be considered using the form:
- First names that sound ridiculous or offensive.
- Incorrectly registered first names (e.g., due to faulty translation into German).
- A name that leads to other forms of discrimination.
- First names that trigger mental health issues.
- Multiple first names, some of which are unwanted.
- Difficult spelling or pronunciation of the name.
These cases are regulated under the Namensänderungsgesetz and, while they may seem less obstructive at first glance than, for example, the application of the "Transsexual Act", can still take a considerable amount of time and create additional psychological pressure for those affected.
Contacts
