Page 5 of 6: Reminder: Name Change Requests

Unity Health recognizes that having our Human Resources (HR), Information Technology (IT) and Educational System reflect a person’s chosen name (sometimes referred to lived name or preferred name) is an important reflection of an individual’s gender identity, cultural background, or personal identity, helping them feel acknowledged and respected in the workplace. This aligns with our commitment to build systems and environments that are more welcoming and equitable for all. 

If you have not recently completed the Name Change Form, your “chosen” name will have reverted to your legal name.  Employees wishing to determine whether their chosen names are reflected in Human Resources can refer to People Finder, which can be accessed via UnityNet.  If your chosen name is not reflected correctly on People Finder, you may change this on the various connected HR, IT and Education systems by completing a single Human Resources “Name Change Form” which can be accessed at the following link:   

https://secure.na2.echosign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCQkZelWOzqMOhj_ut3bppGwnSlpa8M7At2pe_5tOPFCn8slbe2n8Esulh-E6ASUzE*

This is a new process whereby the Human Resources Information System will act as the primary source for employee name data, which will be transmitted to other systems relying on this information. This removes the need for employees to go to multiple teams or processes for name changes. By completing this form, employees can expect to see name changes reflected in all connected systems within 2-3 weeks.      

What if I am a Regulated Health Professional?

Regulatory colleges have standards that relate to how a regulated health professional’s names are reflected on the professional register and how professions have the individual professional requirement to identify themselves professionally in the workplace. This varies between regulatory colleges. It is the responsibility of each individual health professional to ensure that changes to their name with Unity Health’s HR department, which is also displayed on their identification badge, conforms to their obligations with their respective college. If uncertain, registered professionals are encouraged to consult the practice body of their regulatory college. 

Which systems will automatically change when I submit a request to change my legal name to a chosen name?

Once your chosen name change has been processed with HR, the following systems will be updated accordingly:

• Outlook and Email
• Employee Self Services
• Benefits – Desjardins
• Pension – HOOPP
• Elevate – Learning Management System (LMS)
• People Finder – Employee Directory
• Workplace Health, Safety and Wellness (WHSW) – Employee Record system

Please note: For ID badge updates, employees must update their ID badges as per their home site process

What will not change because of a chosen name change?

Documents that will not change are those that must match a person’s legal name, such as reports of taxable income to the Canada Revenue Agency or reports pertaining to licensure and professional practice to professional regulatory college. Unfortunately, at this time, we are also unable to extend this change to our Payroll and Workforce Management (WFM) Systems. Human Resources and Payroll teams are continuing to work with both the relevant tax and government authorities as well as our internal resources that support payroll systems with an objective of ensuring these customized changes are implemented within the next year.