Department Name Changes

According to Policy 21.09 - All of Vancouver Island University’s (VIU) academic departments, administrative departments, physical assets, groups and teams will be named in accordance with the university’s mission and values.

Proposals for new names or name changes need to be submitted on a Naming Proposal Form.  Depending on what “entity” is being changed, the new name will be reviewed and authorized by an appropriate VIU governing board.

More Information about Policy Policy 21.09 and a copy of the Naming Proposal Form can be found on the following page:

• Policies and Procedures Index

1. 1. Expand the 2000 President folder
   2. Expand the 2100 General folder
   3. Scroll down to find 21.09, there are a couple of documents and a link to the form

The IT department also needs to be contacted when department names are changing.

We have a process for making sure that the name change is applied across, share folders, mail boxes and other IT related applications.  Please ensure you send a copy of the Approved Name Proposal form to ithelp@viu.ca. Review the checklist below, an ensure you include pertinent details for items that apply to your new name.

Checklist of things to consider when changing a name within your department, area or team:

1. Identify any shared network resources that may need the names changed. This includes, shared network folders and generic mailboxes that your staff /faculty use.

2. If you have a VIU webpage that needs changing you need to contact your department web editor.  If you do not have a department web editor, you need to email ithelp@viu.ca with a detailed list for all the changes they would like to make to the webpage(s). 

3. Changing people’s titles and such – HR will get a copy of the form and enter the new information into their system.  When the IT department is notified of a name change, they will create a ticket for the ES team to make sure the changes are applied for: Name, HR Title, Email address, Mail Drop, default Fax Number.  Any info that is not updated by the work the ES team does on their ticket is the responsibility of the users. 

   1. Follow this link for more info about the Telephone Directory System (TDS)

   2. Some fields can be edited by the user from within the Employee Directory.

   3. For the fields: Office Location - Building and Room, Work Phone Number:  To update this information contact your OIS Coordinator

4. If your name request requires any signage changes on Campus, please contact the Facilities department at facility@viu.ca

5. Make sure you notify CIEL as well at learnsupport@viu.ca. When a department/area name change happens without notification it can cause absolute chaos in VIULearn.