Purpose
The purpose of this policy is to maintain the integrity and accuracy of member records while supporting privacy and inclusivity and ensure appropriate processes are in place to support member requests to change their legal name or add a preferred name to their record.
Scope
This policy applies to all member records and certifications issued by the organization. It governs how legal and preferred names are recorded on member records.
Definitions
Legal Name - A legal name includes first name(s), middle name(s), and last name(s),
without the use of initials or a preferred name. It may also be a cultural mononym where a person has only a single name. A legal name is the name an individual is registered under in a Canadian province or in Canadian immigration documents.
Preferred Name - The name that an individual commonly uses that is different from their legal name.
Policy statement
The Lifesaving Society’s records are an important source of administrative, evidentiary and historical information. Good governance of these records necessitates a protocol be followed when altering a person’s name.
Lifesaving Society certifications are legal proof that the named individual has met the necessary professional standards of lifesaving or lifeguarding and is licensed to perform the duties of such standards. Legal names must therefore be accurately reflected on all certifications issued by the Society.
Preferred names can be added to a member's record. All name changes reflected in member records must comply with this policy and the accompanying procedure.
Procedures
Members may request a change, correction, or update to their name listed on their Society account by completing a Member Account Update Form and emailing it to experts@lifeguarding.com or submitting it in-person at the Lifesaving Society Ontario - Member Services Centre. In cases of data entry error (i.e., a name is misspelled) a Member Account Update Form is not required; email experts@lifeguarding.com to have the error corrected.
Legal Name Change
To avoid credential verification issues for employment or educational purposes, legal names should be correctly reflected on member records.
Legal name change requests must include a copy or digital version of government-issued documentation. Acceptable documents include:
- Birth Certificate
- Change of Name Certificate
- Citizenship Card
- Marriage Certificate
- Ontario Photo Card
- Valid Passport
- Permanent Resudent Card
- Health Card (with or without photo)
Originals must not be mailed to the office.
A member or their parent/legal guardian if 17 years of age or under, may request a virtual meeting (via video conference) with a designated Society staff member to provide proof of a legal name change if they prefer not to submit sensitive documents electronically. During the meeting, staff will verify the information on the Member Account Update Form againt the government-issued document provided in the video feed.
New certification cards will be issued free of charge.
Preferred Name Change
A member’s preferred name may be recorded on their Society account by submitting the Member Account Update Form. The preferred name does not replace the legal name. Government-issued documentation is not required for the addition of a preferred name.