Changes to Personal Information

Faculty and staff members are responsible for the accuracy and validity of their contact information. Important correspondence can be forwarded to faculty and staff members throughout the year and beyond.

Use Bear Tracks to update the contact information if you are a current or former faculty or staff member who has continually maintained online access.

Former faculty or staff without Bear Tracks access, can contact the Staff Service Centre.

Legal name

Your University of Alberta record must contain your full legal name. This is the name that appears on legal documents such as your birth certificate or passport. Your legal name is also referred to as your primary name. Official documentation issued by the University of Alberta will contain your legal name. Examples of these include offer of appointment, employment verification letters, tax slips (T4, T4A), Form T2200-Declaration of Conditions of Employment, pension and benefit enrolment forms.

To change your legal name on your university record, complete a Faculty & Staff Name Change form (PDF) and provide acceptable supporting documentation. Completed forms, along with supporting documentation, can be submitted online through the Staff Service Centre or in-person at the Cashier’s Office (3rd Floor, Administration Building, 11487 89 Avenue, Edmonton, AB). No legal name changes will be completed without the required documentation noted on the Name Change form.

Primary-affirmed name

Your primary-affirmed name reflects the name you choose to identify yourself, and may be different from your legal name. Primary-affirmed name is inclusive of your first, middle and last name. The purpose of the primary-affirmed name is to support a safe and secure environment for individuals within the university community to self declare the name by which you want to be identified.

To update your primary-affirmed name, log in to Bear Tracks and select ‘Profile.’ In the ‘Personal Details’ section, click “Update Names.” Follow the steps to update your primary-affirmed name. Be sure to select ‘Confirm’ to save your changes.

Further information on primary-affirmed names and FAQs can be found under Primary-Affirmed Name.

Preferred name

You may wish to provide the university with a preferred first or middle name. A preferred name is a shortened version of your primary-affirmed first, middle and last names by which you choose to identify yourself. For example, your primary-affirmed name might be Calliope and your preferred name is Cal or Callie.

To update your preferred first or middle name, log in to Bear Tracks and select ‘Profile.’ In the ‘Personal Details’ section, click “Update Names.” Follow the steps to update your name. Be sure to select ‘Confirm’ to save your changes.

If you have become a permanent resident or a Canadian citizen, please send a copy of the front and back of your permanent residence card or certificate of Canadian Citizenship to the Staff Service Centre. Once you transition to permanent resident or Canadian citizen status, you will need to apply for a new permanent Social Insurance Number (SIN). The permanent SIN must be submitted to the Staff Service Centre.

A nine digit Social Insurance Number (SIN) is required to work in Canada or to receive benefits and services from government programs (including the GST tax credit). You are required to provide the University of Alberta with your current SIN and its expiry date (applicable to temporary SINs beginning with "9" only). More information about social insurance numbers can be found through the Government of Canada’s website.

You may provide your SIN in one of the following ways:

• SIN numbers not beginning with 9:  Log into Bear Tracks. Select Person Information and then Social Insurance number to enter your SIN. Bear Tracks is a password protected secure environment that encrypts your personal information.The university will not request your SIN through any other method (phone, email, etc.).
• SIN numbers beginning with 9: Contact the Staff Service Centre and select "Access the Portal". Login using your CCID.  Select "Submit a General Inquiry", attach proof of your SIN and select "Submit".