University of Bern trans employees name change; one-week appointment, 1–2 months for PhD cases

FAQ: First name change for trans employees of the University of Bern

Information on name changes for students can be found here: https://www.unibe.ch/unibe/portal/content/e809/e810/e812/e1229562/e1229748/e1229796/e1238730/e124 7084/e1247089/LeaflettransStudents_eng.pdf

Information on name changes when there was a legal name change (German): Organisation: Antrag für Namensanpassung (nur Mitarbeitende) - Uni Intern

What is the exact process of changing my first name at the University of Bern?

A meeting is arranged with the Office for Equal Opportunities (AFC).
During the meeting, the following points are discussed:
How the name change process works.
The limitations of the university’s internal systems.
Where adjustments can be made and where they cannot.
Whether any additional support is needed.
The signed application form (Adjustment of first name and gender entry for trans people) is submitted to the AFC.
The AFC coordinates the necessary changes with the relevant internal departments.
Once the changes have been implemented, a confirmation is provided by either the AFC or the IT- Services.

How long does the process of changing my first name take?

An appointment with the Office for Equal Opportunities (AFC) can usually be arranged within approximately one week.
Following the meeting, implementing the changes in the relevant systems takes approximately another week.
Please note: For PhD students, the process can take longer because they are both employees and students. In such cases, the necessary adjustments may take 1–2 months.

What documents are needed for the name change?

The only document required is the completed form “Application form for the adjustment of first names and gender entry for trans people” (Adjustment of first name and gender entry for trans people)

Where can my first name be updated, and where is this not possible?

Only internal university systems can be updated (e.g., email, ILIAS, KSL, etc.).
It is also possible to change the gender marker in these systems; however, the available options are currently limited to m and f.
There may also be difficulties when updating information in the University Sports (UniSport) system.
Payroll records, pension fund records, and degree certificates cannot be adjusted. In these cases, the legal first name will be used.

Who can I contact if I run into problems during the process?

The Office for Equal Opportunities (AFC) / Gaia Fortunato.
Individuals are not directly involved in the implementation process. They will be informed once all adjustments have been completed.
The AFC handles all communication with the relevant university departments and services involved in the process.

How can I update my name and photo on my UniCard?

A new UniCard can be requested and collected from the Helpdesk after the first name change has been completed. A fee of CHF 25 applies.
A new photo can also be provided for use on the new card.

Are there any costs I have to anticipate during the process?

Are there requirements that I have to meet before starting the process?

Can the change be requested to be made at a specific time?

Who do I have to inform about the name change? Who will be informed automatically?

The departments involved in implementing the change (e.g., IT-Services, Human Resources) will necessarily be informed.
No other individuals will be informed automatically.
You are responsible for informing superiours, staff and team-members.
If you need assistance with this, AFC will be happy to help.

Will my old e-mail address still be valid and findable? Are e-mails addressed to my old address automatically forwarded to my new e-mail address?

Student email address: The old address is deactivated and can no longer be used.
Work email address: Emails sent to the old address can be forwarded to the new address upon request.