4.1.1. Standards for Entering Person Names

Determine Given Name(s) and Surname(s)

1. Review official identification document(s) provided to determine the Given Name(s) which are the first and middle names; and the Surname(s) which is the last name.
2. Types of official documents received that are accepted which must include the mandatory details are:
   1. Passport
   2. Driver’s License
   3. Birth Certificate
   4. National Identification
      
      
      
      

      Official documents may require translation if submissions are in non-Latin alphabets, i.e. Chinese, Arabic, Russian, Greek, etc.

      
      
      
      For Passports, use the machine-readable representation of the name.
      
      
      
      
      
      
      You will find the following use/substitution of special characters. The only exception to this rule is to include hyphens present in the information section of the passport but replaced by a space in the machine-readable portion.
      
      
3. Enter the Given Name(s) in the First Name field. You must separate each name with a single space, for example if there are multiple names in the Given Name field on the passport. It is important that you enter each name with initial capitalization only, i.e. Julian William. Note that if the given name(s) exceed the length of the First Name field (40-character length) continue with the given names in the Middle Name field.
   1. If the person does not have a first name in the official document, you must use a “*” (asterisk) in the First Name field.
4. If the official identification specifically has a middle name, enter the first name in the First Name field and the middle name in the Middle Name field.
5. Enter the Surname(s) in the Last Name field using all capitalization, i.e. SMITH.
6. If the official identification specifically has a maiden name, enter the name in the Maiden Name field.
   
   
   
   
   
   
   

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